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SharePoint 2010 ECM

SharePoint 2010 ECM. Under the Hood. Brian Caauwe. Senior Consultant – MCTS / MCITP / MCPD. April 9, 2011. Session Agenda. Document Management Term Management Web Content Management Records Management. Who am I?. Brian Caauwe Consultant & Speaker Email: bcaauwe@avtex.com

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SharePoint 2010 ECM

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  1. SharePoint 2010 ECM Under the Hood Brian Caauwe Senior Consultant – MCTS / MCITP / MCPD April 9, 2011

  2. Session Agenda Document Management Term Management Web Content Management Records Management

  3. Who am I? • Brian Caauwe • Consultant & Speaker • Email: bcaauwe@avtex.com • Blog: http://blogs.avtex.com/blogs/bcaauwe • MCTS – SharePoint v3 • MCTS – SharePoint v4 • MCITP – SharePoint 2010 • MCPD – SharePoint 2010

  4. Minnesota SharePoint User Group • 2nd Wednesday of the Month • 9:00 – 11:30 AM • SharePoint resources and links • Meeting Schedule • Past User Group Presentations • This Presentation • Next Meeting – 4/13 • Internet Sites built on SharePoint www.sharepointmn.com

  5. Quick Poll Version • 2007 – WSS, MOSS • 2010 – SPF, Server, FAST Work Roles • SharePoint Administrator • SharePoint Developer • Business User • Other

  6. Document Management

  7. Document Management Content Types Document Sets Management Policies Document ID Metadata Navigation Social Rating

  8. Document Management Content Types Reusable definition • NOT just for documents Settings • Workflows • Templates • Document Information Panel • Document Conversion • Policies(more on this later) Inheritance • CAN NOT be reset

  9. Document Management Content Types – Continued Metadata Columns • Types • Single line of text • Multiple lines of text • Choice • Number • Currency • Date and Time • Lookup • Yes / No (Checkbox) • Person or Group • Hyperlink or Picture • Calculated (based on other columns) • External Data (connected to BCS) • Managed Metadata (more on this later) • Site Column vs. List Column

  10. Document Management Content Types – Continued Publishing • Syndication Hub • Managed Metadata service • Site Collection feature • Publishing Settings • Publishing • Unpublish • Republish • Error Log • Hidden List • Timer Jobs

  11. Document Management Document Sets Special Content Type Shared metadata Default content Configure Welcome page Single entity ONLY be used for documents CAN NOT nest sets

  12. Document Management Management Policies Retention (more on this later) Auditing • Viewing • Editing • Check-in / Check-out • Move / Copy • Delete / Restore Barcodes • Auto generation Labels • Label formatting based on metadata values

  13. Document Management Document ID Unique ID Automatic assignment Site Collection definition • Site collection prefix Find by Document ID web part

  14. Document Management Metadata Navigation List Settings • Navigation Hierarchies • Filters • Automatic Indexing

  15. Document Management Social Rating List Settings • Number of Ratings • Rating (0-5) Per user rating Timer jobs • Social Data Maintenance Job • Social Rating Synchronization Job • Activity Feed Job • Populate news feed

  16. Document Management Demo

  17. Term Management

  18. Term Management Managed Metadata Service Managed Metadata Columns Tags Taxonomy / Folksonomy

  19. Term Management Managed Metadata Service Service Application • Identify Content Type Syndication hub Service Application Proxy • Limits • Only one per service application • Identify default storage location • Enterprise Keywords • Column Term Sets • Consume or Push-down Content Type publishing • Delegate Administration • Bulk import from .CSV (sample provided) Term Group / Term Store • Limits • Many per service application • Up to 1,000,000 items / store • Delegate Managers and Contributors

  20. Term Management Managed Metadata Service – Continued Term Set • Limits • Up to 1,000 / term store • Contact (used for feedback link) • Submission Policy • Social Tagging • Sorting Term • Limits • Up to 30,000 / term set • Up to 7 nested levels • Labels / Synonyms • Social Tagging

  21. Term Management Managed Metadata Columns New column type • Better than “Choice” • Site or List Column • Multi-Value Bind to term set or term • Needs to be “available for tagging” Add to List / Feedback Automatically populates search refinements

  22. Term Management Tags Tags & Notes control • “Use Social Features” permission • Suggested Tags • Auto complete • Synonyms Enterprise Keywords & Other Terms • “Available for Tagging” Tag items inside AND outside of SharePoint

  23. Term Management Taxonomy / Folksonomy Taxonomy • Corporate Terms • “Top down” approach • Enforce common terminology • Utilize Term Groups / Term Sets • Examples (Products, Departments, etc.) Folksonomy • Everyday terms • “Bottom up” approach • Utilize Enterprise Keywords • General lack of structure • May be promoted to taxonomy • Examples (Flickr, del.icio.us)

  24. Term Management Demo

  25. Web Content Management

  26. Web Content Management Master Pages / Page Layouts Digital Media Rich Editing Content Mashups

  27. Web Content Management Master Pages / Page Layouts Wiki formatting • Not just for wiki’s anymore • Link to pages, lists, items • Syntax: [[PageName | Display Name]] Changing Page Layout • Quick change through Ribbon • Easy change of Content Types Embedded web parts • Don’t necessarily need “zones” • Can place anywhere including “content” zones

  28. Web Content Management Digital Media Embed into the browser Media web part • Link to URL or SharePoint library • Starting / Looping options • Define preview image

  29. Web Content Management Rich Editing Ribbon, Ribbon, Ribbon • It’s everywhere • Quick editing tools Same keyboard shortcuts as Office Styles, formatting, spell check, and more…

  30. Web Content Management Content Mashups Content Query web part • Included with Publishing Features • Customizable through XSLT • Displays media in browser Data View web part • XSLT list views now • Easier to start with, harder to customize Search Core Results web part • Pull information from multiple sites / site collections • Defined query in web part • Limited sorting

  31. Web Content Management Demo

  32. Records Management

  33. Records Management Records Center Content Organizer In-Place Records Records Retention eDiscovery RBS

  34. Records Management Records Center Out of the box site definition Pre-configured with records features • Document ID • Content Organizer • In place records management

  35. Records Management Content Organizer A.k.a – Drop Off Library NOT your 2007 Records Router Rules based routing Can move to different sites Automatic folder creation based on metadata SharePoint Designer workflow action Good to use with Document ID feature

  36. Records Management In-Place Records NOT exclusive to Records Center Keep document and metadata in-place Site Collection configurations • Restrictions • Automatic or Manual declaration • Declaration Roles • Declaring records • Undeclaring records

  37. Records Management Records Retention Content Type policies MORE actions available Retention types • Non-Records • Records Define retention stages Runs timer jobs • Information Management Policy • Expiration Policy

  38. Records Management eDiscovery Uses search to locate documents • Runs timer jobs • Search and Process • Hold Processing and Reporting Holds • Hold in place, or copy to another location • Exclude records from retention policies • Hold Reports

  39. Records Management RBS Remote Blob Store • Store documents out of the database • Looks no different to users • Special maintenance concerns Provider based • SQL FILESTREAM (Free Provider) • 3rd parties • StoragePoint • EMC • AvePoint Content Database configuration • Configured per content database • SQL statements • PowerShell commands Maintenance • Maintainer.exe utility • Log backups & CHECKPOINT

  40. Records Management Demo

  41. References SharePoint 2010 Content - http://sharepoint.microsoft.com/en-us/product/capabilities/content/Pages/Content-Management-System.aspx Planning for eDiscovery - http://technet.microsoft.com/en-us/library/ff453933.aspx ECM Class Library - http://msdn.microsoft.com/en-us/library/ee559357.aspx Install and Configure RBS - http://technet.microsoft.com/en-us/library/ee663474.aspx My Blog - http://blogs.avtex.com/blogs/bcaauwe http://sharepoint.microsoft.com

  42. Q & A

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