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Collaborating with Document WorkspacesAnne Archambault - Program ManagerMarch 13, 2003
Agenda• Scenario & User Goals• DEMO• Shared Workspace Pane• Document Workspace
– Minimum – Minimum User Requirements– WSS Setup for Document Workspaces– Working with Multiple Workspaces– Integration with SharePoint Portal Server– Object Model– Policy Settings
Typical Scenario
• User must co-author annual report• Deadline is in 2 weeks• Team includes a handful of contributors
(writers, editor, designer, etc…)• Each contributor plays a different role and
has a set of tasks to accomplish• Several additional resources beside the
draft report itself (link to previous year’s report, pictures, budget, etc…)
• Start over again every year
User Goals• I need other people’s input:
– Comments & revisions– Live interactions (chats, meetings, etc…)– Related files and information
• I want to minimize overheads & delays – Don’t want to setup a server– Avoid multiple forked versions– Avoid bottlenecks– Avoid document content being out of date– Work around file being locked
• I want to track progress
Ad-Hoc Collaborative Authoring Today
• **Email**• Authoring applications
– Word– Excel– PowerPoint
• Groupware tools (STS, Groove)• Real-time collaboration tools (instant
messaging, conferencing, application sharing)
Ad-Hoc Collaborative Authoring Office 11
Combining the best approaches… • E-mail’s ease of getting started• WSS online file management and sharing• Editing functionality found in Office apps
= Document Workspaces!!
• Capitalize on natural entry points • Supplement and integrate with existing tools• Minimize overhead of collaboration apparatus• Make organic growth straightforward -- from a
shared attachement to a full-blown SharePoint team site
Document Workspaces
Anne ArchambaultProgram ManagerAuthoring Services
Shared Workspace Pane vs Document Workspaces
Shared Workspace Task PaneOffice task pane which brings the collaboration context from a WSS server into the editing environment
Document Workspaces Specialized WSS template that provides streamlined ad-hoc collaboration, offline document editing and syncing, and improved version control
Shared Workspace Pane vs Document Workspaces
Shared Workspace pane
DocumentWorkspace
Word X X
Excel X X
PowerPoint X X
Visio X X
OneNote X
Project X
Shared Workspace Pane Integration with WSS
• Site membership • Lists: Tasks, Documents & Links
– Displays oldest list in the site (Tasks & Links)– Displays the document library the current document is
a part of
• Versions History• Check-in / Check-out• Alert Me• WSS Properties
Minimum User Requirements
CreateWorkspace
UseWorkspace
Access to WSS v2 server
Must Have Must Have
Browser* Must Have Must Have
Email account Must Have Must Have
Right to create workspace
Must Have
Office 11 Must Have Optional
InstantMessenger
Optional Optional
* Internet Explorer 5.0+ or Navigator 6.2+
Entry Points to DWSs
1. Outlook– Shared Attachment option in the email
Attachment pane
2. Word / Excel / PowerPoint / Visio– “Create” button in the Shared Workspace
pane
3. Windows SharePoint Services– “Create Document Workspace” command in
the document context menu– Create a new site and apply the DWS
template
Location Picker
The location picker lists:1. “My Site” – my personal
site on SharePoint Portal2. Up to 5 WSS sites where I
recently created a workspace
3. Up to 5 WSS sites that I recently visited and where I have the right to create a workspace
Fork and Publish to Source
Windows SharePoint Server
Document Workspace
Annual Report .docAnnual Report .doc
Create document workspace
Publish toSource location
WSS Setup for Workspaces• Administrators must grant right to create
workspaces to site groups • Site Settings
Allow site and workspace creation
WSS Setup for Workspaces
• Default Only administrators can create new workspaces
• Right to create workspaces is inherited
Managing Multiple Workspaces
• Each WSS site provides a list of subwebs grouped by template type
• List only includes immediate subwebs• Site Settings Manage Sites & Workspaces
Integration with SharePoint Portal
• “My Site” is default location in picker• Special web part in “My Site” lists all
workspaces
Shared Workspace Options
• Shared Workspace Options
1010
Policy Setting• Specify the location of “My Site”• Specify the MRU list for the location picker• Turn on/off the location discovery mechanism• Specify the Shared Workspace pane polling
interval • Prevent/force the Shared Workspace pane from
showing up automatically for WSS and DWS documents
• Prevent/force the Shared Workspace pane from showing up automatically when there is important status information
• Prevent/force the Attachment Options pane from showing up automatically
Object Model
• Programmatically provision a document workspace
• Bulk manipulation of collaborative data• File synchronization• Object model does not drive the user
interface
Partner Opportunities
Deadlines
• Once the agenda is more complete, the IW partner team will send a meeting request to confirmed speakers to block their calendar.
• February 28 - Draft 1 of PPTs is due by 5pm. Post in the "Draft 1 PPTs" folder at http://team/sites/iwpartners/March%20Partner%20Airlift/Forms/AllItems.aspx.
• March 3 to 7 - IW partner team will schedule 1on1 review sessions with speakers.
• March 7 - Final draft of PPT is due by 5pm for inclusion in conf CD. Post in the “Final Drafts PPTs” folder at http://team/sites/iwpartners/March%20Partner%20Airlift/Forms/AllItems.aspx.
• March 10 - Potential walk-through at Westin • March 11 to 13 - Actual Sessions at Airlift