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SharePoint Online as a Document M anagement S ystem

Dudok de Wit David. SharePoint Online as a Document M anagement S ystem. Index. Documents management in a deskless company SharePoint Online as a solution Redesigning the documentary organization Interoperability with the existent infrastructure

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SharePoint Online as a Document M anagement S ystem

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  1. Dudok de Wit David SharePoint Online as a DocumentManagement System

  2. Index • Documents management in a deskless company • SharePoint Online as a solution • Redesigning the documentary organization • Interoperability with the existent infrastructure • Extending SharePoint Online's functionality

  3. Documents management in a desklesscompany • Bachelor’s thesis project • Deskless company day-to-day work • Remote collaboration with classic Office tools • Coordination via a custom made CRM • Multiple distributed documents versions, not always accessible • Typical questions about documents • Do they exist? • Where are they? • Which ones should be used? • Slows the company expansion

  4. SharePoint Onlineas a solution • Document Management System Criteria • Centralized solution • CRM interoperability • Microsoft Office interoperability • Reasonable pricing • Microsoft SharePoint Online

  5. SharePoint Onlineas a solution Web Services, WebDAV, SharePoint Designer, Etc. Most used applications at ISMAT ISMAT CRM

  6. SharePoint Onlineas a solution • General comparison Monthly costs* CHF 537.- + installation CHF 395.- + installation CHF 153.- *for 15 users, including maintenance, July 2009 numbers

  7. Redesigning the documentaryorganization • Before: • No common tree logic between workers • Mixedprivate and professional folders • Duplicatefiles and folders • Scattered files • Irrelevant documents that needed to be deleted • After: • Tree logic redesigned with SharePoint in mind • Added meta-data to documents which allowed: • easiersorting • views creation • grouping • Implemented a rights strategy • Linked documents with clients How to keep clients information consistent between the existing CRM platform and SharePoint Online?

  8. Interoperability with the existent infrastructure ISP Zone Using SharePoint Online’s Web Services and PHP5’s own SOAP implementation Collaborator zone ISP Server zone Microsoft SharePoint Online zone CRM CRM New client Clients list update with SOAP POST Web Services ASMX 2.0 «New client» form sent Identified user on the CRM Clients lists is read only from the SharePoint user interface Clients table update with PHP MySQL DB

  9. Extending SharePoint Online's functionality • Business process Select and personalize generic consulting material for customers • Productivity objective Reduce human actions  reduce errors • Technical objective Copy multiple documents between lists and add client metadata

  10. Extending SharePoint Online's functionality • JavaScript / jQuery plugin • Works with the Document Library Web Part • Uses Web Services and information available in the HTML code

  11. Extending SharePoint Online's functionality

  12. Extending SharePoint Online's functionality • Adding functionality in the user interface

  13. Extending SharePoint Online's functionality • JavaScript plugins installation methods • Store the jQuery library and the plugin in a Document Library in the root of your Site Collection and reference it from the ASPX page • Best practice compatible with code auditing • End-users can’t manipulate it • Use a Content Editor Web Part with the script reference in it • Only a browser is needed • Easy to try out • Use a configuration file

  14. Extending SharePoint Online's functionality • Advantages • Executed on the client side, no risk to break the server • Visually integrated with SharePoint’s GUI • Can support real business processes • Portable • Easy configuration (GUIDs input not obligatory) • Only one script reference to add • Compatible with IE,FF, Chrome, Safari, … • Thanks to the jQuery API

  15. Usefulresources • Official documentation • Microsoft Open Specifications Center http://msdn.microsoft.com/en-us/openspecifications • Microsoft Interoperability Webcasts http://www.microsoft.com/france/interop • SharePoint Online Standard Developer Guide • SharePoint / Office Live JavaScript API • http://darrenjohnstone.net

  16. David Dudok de Wit MScIS Student at HEC Business School Lausanne Email: David@Dudokdewit.net IT blog: www.dudokdewit.net

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