enhance the way people collaborate with documents in sharepoint
TRANSCRIPT
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
ENHANCE THE WAY PEOPLE
COLLABORATE WITH DOCUMENTS IN
SHAREPOINT
Haaron Gonzalez
Lead Solution Architect
Hershey Technologies
http://twitter.com/haarongonzalez
@sanspug
Quote from user
“Please don’t make me
learn new stuff,
I just want to get work
done! ”
End User from Legal
Department XYZ
company
@sanspug
The Bottom Line
People just want to get work done
Technology 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 no longer remember things we know we can find!
@sanspug
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 events
Blogger since 2005
Youtuber since 2008
youtube.com/haarongonzalez
twitter.com/haarongonzalez
facebook.com/haarongonzalez
@sanspug
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 a site and make effective use of OOB capabilities
Make sure SharePoint works well for the end user and try to
maximize adoption
Focus on file management and user experience
Lots of demos!
@sanspug
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
@sanspug
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
@sanspug
The way to go
Folders Metadata
@sanspug
Concentrate more on outcomes
Features
Site Columns
Manage Metadata
Document Library
Views
Folders
Manage Metadata Filtering
Column default value settings
Drag and Drop
Permissions
Manage Metadata
Term Set
Search
One Drive for Business
Better
Content organization
Content discovery
Content consumption
Content authoring
Content filtering
Content security
Content versioning
You named!
@sanspug
Site Metadata
Manage Metadata It’s a service for storing Terms and use those
terms to Tag content
The goal is to use Terms to describe content and provide better meaning to non relational or unstructured data like files, presentations, excel spreadsheets or word documents
We can define terms in a hierarchy up to 7 nested levels
Companies use it to describe strategic terms or business topics that content can be related to
SharePoint offers a lot of integrated features for tagging content using terms and provide the basics for knowledge management
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Explore Term Store Management options
@sanspug
Site Columns
Site columns are data type
definitions, centrally
managed and can be used
to reference a data value on
any a list or library in the
site collection or sub site.
@sanspug
Site Columns
SC 1
SC 1
SC 1
SC 2
SC 1
SC 2
SC 1
SC 2
SC 1
SC 1
Site Column 1
Site Column 2
Site Collection
Subsite
@sanspug
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.
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Explore Manage Metadata Term Store Create Topic site
column
@sanspug
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 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.
@sanspug
Site Content Types - Examples
Name Description
Proposal We can define a content type by the type of document that we
represent, in this case a proposal.
Human Resource We can define a content type based on the Department that will
use it. So any document or file that exist in the Human Resource
site can be easily identified
Curriculum
Marketing
System Item Document Legal Document
Contract
Will
Power of Attorney
Estimate cost
@sanspug
Legal Document
Title Author Created By Created On Topic (Manage Metadata)
Contract
Title Author Created By Created On Topic (Manage Metadata) Contract Type: Choice Summary: Plain Text Review By Date: Short date Publication Date
NDA
Title Author Created By Created On Topic (Manage Metadata) Summary: Plain Text Review By Date: Short date
Estimate Cost
Title Author Created By Created On Topic (Manage Metadata) Estimate Type: Choice Amount: NUmber Summary: Plain Text
Lease
Title Author Created By Created On Topic (Manage Metadata) Summary: Plain Text Publication Date
Site Content Types - Examples
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Create Human Resource Document Content Type and
configure in document library
@sanspug
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
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Modify All Documents view and create All Folders view
@sanspug
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
We can associate Metadata terms to a folder hierarchy for auto default metadata values in content using Default Column Values
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Enhance existing folder and apply permissions
@sanspug
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
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Enable Metadata Filtering feature and configure in
document library
@sanspug
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, content creators will just drag and
drop to local folder
@sanspug
San Diego SharePoint User Group
January 6, 2015
Microsoft San Diego
DEMO
Sync files and validate metadata
@sanspug
Human Resource
Benefits 401K RecruitingLeave of Absence
Training Wellness
@sanspug
Proposals
Customer Documents
RFQ Specs SOW
Cost and Pricing Information
PurchasingCost and Pricing
Engineering Documents
Technical Documents
Contracts
Contractual Documents
Subcontracts
@sanspug
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
@sanspug
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