efficient admin with sharepoint 2010 gareth johns it skills development advisor 1
TRANSCRIPT
Efficient Adminwith SharePoint 2010
Gareth Johns IT Skills Development Advisor
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Course Aim
Explore SharePoint features and techniques that can streamline business processes and improve the way teams collaborate and communicate.
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Objectives
By the end of this session you should be able to:• Create columns and views to help better organise
document libraries.• Utilise built-in SharePoint lists such as forums, wikis
and project tasks to enhance communication and collaboration between team members.• Customise and extend SharePoint lists to fulfil team
specific needs.• Use SharePoint groups to implement a security
permissions structure that adheres to Cardiff Met best practice• Explain how workflows can be used to automate tasks
such as approval processes and team notifications.
Document Libraries
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Views
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Views can be created to customise how a library’s content is displayed
No data is added or removed it is merely the view that is changed
Views can be configured to show data in a way that is useful to you and your team
Public or Private
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Creating a New View
Main aspects* of a view:• Columns: display or hide
columns.• Sort: library can be sorted by a
primary and secondary column.• Filter: only display an item if a
column fulfils a criterion. • Group by: group similar
documents together.
*Pun intended.
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Columns
Columns enable metadata to be added to documents stored within a library
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Adding Columns to a Library
Extra, inbuilt, columns can be added to a library
Custom columns can also be created• E.g. Category, Topic, Icon,
Web Page, purpose
Additional sources of data for searching, grouping, sorting and filtering
Each column has a Type – text, number, choice etc.
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Site Columns
Site Columns are reusable columns that can be added to several document libraries.
Columns created at a site level are available to libraries in sites below
Site Column A
Site Column BSite Column A
Site Column BSite Column A
Site Column BSite Column ASite Column D
Site Column CSite Column A
Lists are a collection of similar pieces of data, each of which have associated properties
Lists are a collection of similar pieces of data (rows), each of which have associated properties (columns)
Lists
Default
SharePoint Lists
Announcements
Tasks
CalendarLinks
Discussion Board
Extra
SharePoint Lists
Contacts
Issues
Wiki page library*
Blogs*
Project Tasks
Lists can be customised similarly to libraries – columns and views
Customise to suit needs of the team/site
Customising Lists
Custom Lists
Lists can be created from scratch, initially contain one column - title
Example - L&IS Purchasing – a purchasing request system
SharePointPermissions
Permission Levels
Inherited Permissions
Unique Permissions
Groups
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Information Services Division
User Support Services
IT Advisors Desktop Services
Systems & Comms
Server Support
Permission Inheritance - example
Green (thick) = inherited
Red (thin) = unique permissions
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Permission Structures in Practice
Green (thick) = inherited
Red (thin) = unique permissionsInformation
Services Division
User Support Services
IT Advisors Desktop Services
Systems & Comms
Server Support
Strategy Doc Library
Admin Doc Library
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Plan
Implement
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Planning Permissions
1. Plan team site structure & unique permissions
2. Plan your groups – Owners and Members group for each site with unique permissions.
3. Assign users to each group
4. Decide permissions for each site
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Plan: 1. Team Site Structure & Unique Perms.
Information Services Division
User Support Services
IT Advisors Desktop Services
Systems & Comms
Server Support
Green (thick) = inheritedRed (thin) = unique permissions
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Planning Permissions
1. Plan team site structure & unique permissions
2. Plan your groups – Owners and Members group for each site with unique permissions.
3. Assign users to each group
4. Decide permissions for each site
Information Services
Members
User Support Members
IT Advisor Members
IT Advisor Owners
Desktop Services
Members
Desktop Services Owners
Users Support Owners
Systems & Comms
Members
Systems & Comms Owners
Information Services Owners
Plan: 2. Group Setup
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Planning Permissions
1. Plan team site structure & unique permissions
2. Plan your group setup
3. Assign users to each group
4. Decide permissions for each site
Plan: 3. Assign Users to Groups
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Group MembersInformation Services Owners
Head of ISD and Unit Administrator
Information Services Members
All members of ISD
User Support Owners User Support Services Manager, IT Support Team Manager, Desktop Services Team Manager
User Support Members All members of User Support ServicesIT Advisor Owners IT Support Team Manager, Senior IT
AdvisorIT Advisor Members All IT Advisors
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Planning Permissions
1. Plan team site structure & unique permissions
2. Plan group setup
3. Assign users to each group
4. Decide permissions for each site
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Full Control
Contribute
Read Only
Full Control
Contribute
Read Only
Full Control
Contribute
Read Only
Plan: 4. Assign Permissions
Information Services Division
User Support Services
IT Advisors Desktop Services
Systems & Comms
Server Support
Information Services Owners
Information Services Members
User Support Owners
User Support Members
Information Services Members
IT Advisor Owners
IT Advisor Members
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Planning Permissions
1. Plan team site structure & unique permissions
2. Plan your group setup
3. Assign users to each group
4. Assign permissions for each site
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Implementing Permissions
1. Create groups
2. Add users to groups
3. Grant permissions at each level of the site
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Permissions – Best Practice Summary
Plan your permission structure then implement
Use groups Create groups that reflect the structure of your site
Create two groups for each site; a Members group and an Owners group.
Avoid breaking inheritance where possible - simpler
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Click icon to add picture
Workflows
A series of tasks that can be applied to a list or library
Workflows
the automated movement of documents or items through a sequence of actions or tasks that are related to a business process (Microsoft Help)
Allows something to “done” with the contents of a list or library
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Workflow E.g. – SoL User Assignment
Check each column for the correct answer
If Answer=Correct Then add one to Total
…
Email Total to the Creator of the list item and amend Total column in list
List items are orange. Conditions are purple. Actions are green.
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Workflows – Real Life Example – L&IS Purchasing
Classic “manager approval” workflow• User adds item to list – a purchase request• Workflow emails Manager for approval. Sets
Status to “requested”.• If granted, then sets Status to “approved” and
emails administrator to begin the order.• Order placed using Agresso Finance• Administrator updates list with Order Number • Workflow emails User with Order Number
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Workflow – Real Life Example – LSC New Applicant
Status set to “new”
LSC create list item for a new
applicantEmail to IO
staff
Details entered onto V4
List updated with new
details
If All information
gatheredYes Status set to
“complete”
No
Status set to “Pending”
LSC get more info
Status set to “Updated”
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Recap
You should now be able to:• Create columns and views to help better organise
document libraries.• Utilise built-in SharePoint lists such as forums, wikis and
project tasks to enhance communication and collaboration between team members.• Customise and extend SharePoint lists to fulfil team
specific needs.• Use SharePoint groups to implement a security
permissions structure that adheres to Cardiff Met best practice• Explain how workflows can be used to automate tasks
such as approval processes and team notifications.
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Feedback
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Please help us to improve the quality, content and delivery of our courses by completing our feedback questionnaire.
http://tinyurl.com/USSCourses
Thank you for attending
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Additional Information
Session hand outs and other resources available at:
tsr.cardiffmet.ac.uk/Learning/Help/Training/
Upcoming training sessions:• Workshop - Administering your SharePoint
Team Site - Fri 14th Nov 09:30 – 12:30
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Contact Us
Visit an IT Advisor in the Learning Centres
029 2041 7000 7000