advanced sharepoint document management with multi-file documents
DESCRIPTION
Implementing advanced SharePoint document management systems with virtual and compound documents. The presentation is best suited to content managers and information architects. The presentation focuses on: * Capabilities * Usage scenarios * Requirements There is no code or configuration, but lessons learned from our implementation are covered.TRANSCRIPT
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Advanced SharePoint Document Management with Multi-file DocumentsImplementing advanced SharePoint document management systems with virtual and compound documents
Black Blade Associates, [email protected]+1-703-260-1111
8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
Eugene Rosenfeld Two-time MOSS 2007 MVP CTO, Black Blade Associates
www.BlackBladeInc.com Blogger
ThingsThatShouldbeEasy.blogspot.com [email protected]
8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
About this presentation Session is best suited to content
managers and information architects Focusing on:
Capabilities Usage scenariosRequirements
No code or configuration Lessons learned from our
implementation
8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
Overview Convince you that you need multi-file
document management Strategies for creating your own
implementation
8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
Setting Expectations Advanced document management
Not everyone needs or is ready for this Investment required
3 – 12 months to implement Will require re-engineering business
processes to get full value
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Primer: Collab vs. Doc ManCollaboration Document Management
Quick to start Free-flow process Little control Live in the now Goal is to
exchange information
Benefits from greater planning
Structured process Granular control Manages full document
lifecycle Goal is to produce and
manage a work product Collaboration should be part
of the document management process
8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
What SharePoint can do now for document management
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Document Consumption Multiple readers Potential multi-format documents using
document conversions Single permission set for entire
document Search
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Document Authoring Single author, multiple readers Authoring with Microsoft Office Concurrency control (check in / out) Permissions Versioning Publishing Workflow
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Concurrent Authoring Requires everyone to use Office 2010
for full fidelity or use less capable web app
Users can still get edit conflicts Must download full document to edit All authors have permissions to entire
document Can not use check in / check out Bottom line: collaboration or review tool
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Document Management Organization (tagging, metadata,
storage) Security Records
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Difficult to Implement Scenarios Authoring with partially-trusted users
Partners, customers, vendors, anyone besides you
Creating financial documentsData from financial system and human
write upEnsure human doesn’t fudge financial data
Enforcing document content complianceEnsure every employee offer has official
NDAWhich contracts have old version of dispute
resolution content?
8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
My Assertion SharePoint DM limitations stem from
single-file documents:All content for a document is stored in a
single fileSharePoint is constrained by the limits of
each document’s file type Lessons from the web:
Separating the elements of a web page (the document) into multiple files makes for a much stronger management system
8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
What are multi-file documents?
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What is a Multi-file Document? Single logical document
Ex: a proposal, a book, a report, a presentation
Divided into partsStored as separate, but related filesEx: multiple chapters, slides, images,
spreadsheets Work with the each document part
separately or with the document as a whole
Two main types: Virtual and Compound Documents
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Sample Multi-file Document
Proposals Document Library
Market Department’s Document Library
Legal Departments Document Library
Proposal About the Company
Legal Terms
About the Company
(Reference)
Legal Terms (Reference)
Proposal Lead
Engineer
Executive Summary
Technical Proposal
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Are Multi-file Documents New? No, just new to SharePoint You’ve already used multi-file
documentsHTML pagesReusable Content in SharePoint publishing
pagesOneNote notebooksWord compound documentsFrameMaker documentsTeXSource code
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What multi-file documents can do for you
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Multi-file Document Capabilities Better authoring
Controlled concurrent authoringReusable, live contentMultiple authoring format with multiple
consumption formats Granular management
Enhanced version control / record management
Granular permissions and auditingTargeted approval workflows
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New Usage Scenarios Team-based Authoring Authoring with External Users Geographically Distributed Authoring Sensitive Document Authoring Combined Automated and Human
Authoring Brand management Compliance reporting
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Partial Trust Authoring
Proposals Document Library
Market Department’s Document Library
Legal Departments Document Library
Proposal
About the Company
Legal TermsAbout the Company
(Reference)
Legal Terms (Reference)
Technical Proposal
Trusted Employee
Partially Trusted Sub-Contractor
Executive Summary
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Automated Systems Authoring
Proposals Document Library
Market Department’s Document Library
Legal Departments Document Library
Mutual Fund Prospectus
About the Fund
Legal TermsAbout the
Fund (Reference)
Legal Terms (Reference)
Historical Returns
Analyst
Data Warehouse
Investment Objectives
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New SharePoint Applications New usage scenarios enable new apps Proposal Builder Project Management Digital Asset Management Financial Reporting Book Authoring Brief Builder PDF Publisher
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Strategies for creating a multi-file document capability on SharePoint
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An Ideal ImplementationOk multi-file documents
Ideal multi-file documents
Require you to use special file formats. I.e.: Web pages require .HTML FrameMaker requires .MIF
Require custom authoring apps or add-ins Special web app Office add-ins HTML editor FrameMaker
Uses your existing file formats – no changes Word - .DOC, .DOCX PowerPoint - .PPT, .PPTX
Use existing authoring apps – no add-ins MS Office OpenOffice WordPerfect
Author as multi-file, distribute as single-file
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General Approach Completely server-side approach Use native document formats No custom apps or Office add-ins
needed End result had to be a single file per
document format Low operational and maintenance costs No data loss
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Components Document content data Document processing engine Process management User interface
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Document Content Data Options
Store in SharePoint using foldersStore in SharePoint using document setsStore in SharePoint using metadataStore in custom data store
Final answerStore in SharePoint using metadataHeavy use of content types
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Document Sets as DocumentsDocument Sets Multi-file Document
Based on folder paradigm
Can’t control order Flat list Requires SharePoint
Server 2010 Final product is a
collection of documents
Based on document paradigm
Full ordering support Full hierarchy support Nice to have WSS /
Server and 3.0 / 4.0 support
Final product is a single document
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Document Processing Engine Options
List item event receiverWorkflowTimer jobWindows serviceStand-alone processing engine service
Final answerStand-alone processing engine service,
loosely coupled to SharePoint using WCF services
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Process Management Options
Document queue on processing engine service
Document queue on SharePoint farm Final answer
Document queue on both the SharePoint farm and the processing engine service
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User Interface Options
Web partsApplication pagesUI on processing engine service with WSRP
producer support Final answer
List viewsApplication pagesUI on processing engine service but no
WSRP
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Minimizing impact of SharePoint platform changes
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Platform Change Types Patch and service pack deployment .Net Framework changes Foundation / SharePoint server Windows Server updates SharePoint upgrade / migration Moving off of SharePoint
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Deploy less code to SharePoint! How
SOA Why SOA?
Service boundaries isolate most code from SharePoint platform – you want this!
Less code deployed to SharePoint is less code that is affected by SharePoint platform changes
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What Code Goes Where?Processing Length
Short Medium Long
SharePoint Require
d
Yes
1. Web part or synchronous event receiver.
2. Asynchronous event receiver.
3. Workflow, timer job, service application in SharePoint farm.
No 4. SOAP or WCF service on separate hardware from SharePoint farm.
5. Workflow, console app, or service on separate hardware from SharePoint farm.
6. Workflow, console app, or service on separate hardware from SharePoint farm.
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Original Application Architecture
Redundant Failover HTTP
Load Balancers
Multi-file Document Management
Load Balanced SharePoint Web
Servers
SQL Server Database Back
End
SharePoint Users
SharePoint Index and
Application Servers
Merger Engine
Event Receiver
Document Assembler
Document Uploader
Management Pages
Content Types
List Definitions
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SOA Application Architecture
Redundant Failover HTTP
Load Balancers
Load Balanced SharePoint Web
Servers
SQL Server Database Back
End
SharePoint Users
SharePoint Index and
Application Servers
Document Processing Service
Event Receiver
Management Pages
Content Types
List Definitions
Service Interface
Merger Engine
Document Assembler
Document Uploader
15% 85%
8 www.BlackBladeInc.com | * [email protected] | ( +1-703-260-1111
Closing
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Summary You need multi-file document
management, just like multi-file web content management
Devote 3-12 months to build the capability
Design with operations in mind – think SOA
Remember: Document management means full life-cycle, not just authoring
Need to re-engineer document management processes to leverage new capabilities
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Questions?