enhance the way people collaborate with documents in share point
DESCRIPTION
Come and learn those extra settings we can turn on to enhance the way people collaborate with documents in SharePoint. There is a set of out of the box settings available in a document library that we can configure to provide a friction free experience for document authors and content consumers.TRANSCRIPT
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
ENHANCE THE WAY PEOPLE
COLLABORATE WITH DOCUMENTS IN
SHAREPOINT
Haaron Gonzalez
Lead Solution Architect
Hershey Technologies
http://twitter.com/haarongonzalez
#SPSSD @sanspugSan Diego 2014
The Bottom Line
People just want to get work done
Technology it’s a tool that enable us to achieve results
Learning is not sequential, it’s a personal experience
Knowledge is interactive!
People learn things they decide to learn, no what teacher
teach, keep in mind!
We now longer remember things we know we can find!
#SPSSD @sanspugSan Diego 2014
Haaron Gonzalez
Consultant
Lead Solution Architect at Hershey Technologies
Independent Consultant & Instructor in Mexico
Microsoft MVP
ASP/ASP.NET (2004 – 2008)
SharePoint Server (2009 until now)
Speaker/Community
Mexico SharePoint User Group
San Diego SharePoint User Group
Staff at Microsoft TechEd
Blogger since 2005
youtube.com/haarongonzalez
twitter.com/haarongonzalez
facebook.com/haarongonzalez
#SPSSD @sanspugSan Diego 2014
SharePoint
The new SharePoint is all about getting things done
together.
SharePoint has a lot of features, capabilities, functionality
available out of the box (OOB).
What I will cover today:
How to simplify SharePoint and make more effective use of OOB
capabilities
How to maximize adoption and make sure SharePoint works well
for the end user
Focus on file management and user experience
Lots of demos!
#SPSSD @sanspugSan Diego 2014
Common way to set up SharePoint for
dealing with documents
Like a file share (folders and default view)
1. Folders – lots of clicking, single dimension for viewing
2. No metadata – no navigation, no search
Great for contributors, a nightmare for consumers
@sjamFrom Scott Jamison slides
#SPSSD @sanspugSan Diego 2014
Common way to set up SharePoint for
dealing with documents
Metadata instead of folders
1. Unfamiliar to users
2. Forces users to add metadata (they’re lazy and will pick the 1st
choice)
3. No good drag & drop & tag
4. No good offline experience
Great for consumers, a nightmare for contributors
@sjamFrom Scott Jamison slides
#SPSSD @sanspugSan Diego 2014
The way to go
Folders Metadata
#SPSSD @sanspugSan Diego 2014
Drill down on outcomes & features
Site Columns Manage Metadata
Choice
Document Library Site Columns
Views
Folders
Manage Metadata Filtering
Column default value settings
Drag and Drop
Permissions
Manage Metadata Term Set
Search
One Drive for Business
Content organization
Content discovery
Content consumption
Content authoring
Content filtering
Content security
Content versioning
#SPSSD @sanspugSan Diego 2014
Site Columns
Site columns are data type
definitions at site collection
level, they are centrally
managed and can be used
to reference a data value on
any a list or library in the
site collection.
#SPSSD @sanspugSan Diego 2014
Site Column - Examples
Name Type Group Description
Topic Manage
Metadata
Intranet Columns Column that reference the
Topic Term Store
Department Choice Intranet Columns List of departments
Policy Type Choice Intranet Columns Regulatory, Internal,
Miscellaneous
Procedure Type Choice Intranet Columns Operational, Instruction,
Manual, Recovery
Form Type Choice Intranet Columns Request, to be determine.
Report Type Choice Intranet Columns Production, Imaging,
Financial, Compliancy
Summary Text Intranet Columns General information
column.
Review Date Date Intranet Columns Review date.
Publication Date Date Intranet Columns Publication date.
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Create Doc Type site column
#SPSSD @sanspugSan Diego 2014
Site Content Types
Content Types are data structures that represent a business entity, they group Site Columns.
Content Types represent the different types of information and content existing on a site.
Content Type is a composite of configuration settings for your content, settings like Information Management, Workflows.
Content Type support inheritance so you can re-use and extend settings
In order to provide meaning and context
to the content stored in the Intranet we
need to define a set of Content Types that
make sense to your business in order to
provide a consistent approach for the type
of content that the Intranet will support
today and tomorrow.
#SPSSD @sanspugSan Diego 2014
Site Content Types - Examples
Name Description
Policy A policy is a guiding principle used to set direction in an organization. It should be
used as a guide to decision making under a given set of circumstances within the
framework of objectives, goals and management philosophies as determined by
senior management.
Procedure A procedure is a particular way of accomplishing something. It should be designed
as a series of steps to be followed as a consistent and repetitive approach or cycle
to accomplish an end result. Once complete, you will have a set of established
methods for conducting the business of your organization, which will come in
handy for training, process auditing, process improvement, or compliance
initiatives.
Form An electronic document that users can enter data into and print.
Report A report is a specific form of writing that is organized around concisely identifying
and examining issues, events, or findings that have happened in a physical sense,
such as events that have occurred within an organization, or findings from a
research investigation. Reports within PEIWC can be findings documents from
analysis, white-papers and research documents, strategic plans, or data driven
automated reports.
Proposal
Human Resource
Curriculum
Marketing
#SPSSD @sanspugSan Diego 2014
XXXX Document
Title Author Created By Created On Topic (Manage Metadata)
XXXX Policy
Title Author Created By Created On Topic (Manage Metadata) Policy Type: Choice Summary: Plain Text Review By Date: Short date Publication Date
XXXX Procedure
Title Author Created By Created On Topic (Manage Metadata) Procedure Type: Choice Summary: Plain Text Review By Date: Short date
XXXX Form
Title Author Created By Created On Topic (Manage Metadata) Form Type: Choice Summary: Plain Text
XXXX Report
Title Author Created By Created On Topic (Manage Metadata) Report Type: Choice Summary: Plain Text Publication Date
Site Content Types - Examples
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Create Human Resource Document Content Type and
configure in document library
#SPSSD @sanspugSan Diego 2014
Views
Views allow us to visualize the
data in different way. Highly
flexible for create
representation of our content.
Use a view to display recent
documents for content
consumers and a another view
to display folder structure for
content creators
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Modify All Documents view and create All Folders view
#SPSSD @sanspugSan Diego 2014
Folders
Folders are great for people that contribute with content.
Represent a hierarchical view of the data. Folders are not
so great for people that consume the content, they need
to drill down in order to get what they want.
Three valid reasons for folders:
Security – Security Trimming
Location-based default values
SharePoint Library Sync & OneDrive for Business
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Enhance existing folder and apply permissions
#SPSSD @sanspugSan Diego 2014
Metadata Navigation and Filtering
Enables metadata-based
navigation and filtering.
Provides tree view
hierarchies and filter controls
to improve navigation and
filtering of the contained
items
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Enable Metadata Filtering feature and configure in
document library
#SPSSD @sanspugSan Diego 2014
Sync local copy
People like to work they way the know. So with
OneDrive for Business we can enable user to work
locally in offline mode
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Enable Metadata Filtering feature and configure in
document library
#SPSSD @sanspugSan Diego 2014
Human Resource
Benefits 401K RecruitingLeave of Absence
Training Wellness
#SPSSD @sanspugSan Diego 2014
Proposals
Customer Documents
RFQ Specs SOW
Cost and Pricing Information
PurchasingCost and Pricing
Engineering Documents
Technical Documents
Contracts
Contractual Documents
Subcontracts
#SPSSD @sanspugSan Diego 2014
Metadata
Document Type Customer Documents
Cost and Pricing Information
Engineering Document
Contracts
Document Topic RFQ
Specifications
SOW
Purchasing
Cost and Price
Technical Doc
Contractual Doc
Proposals
Customer Documents
RFQ
Specs
SOW
Cost and Pricing
Information
Purchasing
Cost and Pricing
Engineering Documents
Technical Documents
Contracts
Contractual Documents
Subcontracts
#SPSSD @sanspugSan Diego 2014
Post Event: SharePint
Location: La Jolla Brewing Company
Address: 7536 Fay Ave, La Jolla, CA 92037
Phone: 858-246-6759
Immediately following event closing & prize drawings
Map and Directions on SPS Events Schedule
Google Map & directions: http://ow.ly/E164L
#SPSSD @sanspugSan Diego 2014
Haaron Gonzalez
Consultant
Lead Solution Architect at Hershey Technologies
Independent Consultant & Instructor in Mexico
Microsoft MVP
ASP/ASP.NET (2004 – 2008)
SharePoint Server (2009 until now)
Speaker/Community
Mexico SharePoint User Group
San Diego SharePoint User Group
Staff at Microsoft TechEd
Blogger since 2005
youtube.com/haarongonzalez
twitter.com/haarongonzalez
facebook.com/haarongonzalez
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
PLEASE THANK OUR SPONSORS!
Please fill out your session evaluation! http://ntx.lv/lwGlKl1 (case sensitive)