sharepoint: best practice in managing documents · sharepoint: best practice in managing documents...

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Duncan [email protected]

SharePoint: Best practice in managing documents

Your safety is important

Where is the fire exit?

Beware of hazards

Please tell us if anything does not work

Let us know if you have any other concerns

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Your comfort is important..

• The toilets are along the corridor outside the lecture rooms

• The rest area is where you registered• The swivel seats are adjustable

Slides and exercises..

The main issues summarised and…

Tasks for you to practice during today’s courseWork at your own pace

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Course Outline …..

Reviewing documents and co-authoring Checking documents out and in Document Versioning Searching for site content Adding publishing features to your site Links and navigation

What is SharePoint..?Web‐based enterprise content management

Farm

Site Collection(s)

Site

List Library

Item

Item

Item

Document

Document

Document

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CommentsComments

Available as a menu item when viewing the document in web appAvailable as a menu item when viewing the document in web app

Can be slightly different experiences across the Office appsCan be slightly different experiences across the Office apps

Select document text then post New Comment Select document text then post New Comment

Comment markers appear as authors add new items Comment markers appear as authors add new items

CommentsComments

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Co‐authoringCo‐authoring

On by default when EDITING in the web appOn by default when EDITING in the web app

See co‐author editing live in the documentSee co‐author editing live in the document

Indication at the top right of the screenIndication at the top right of the screen

Word locks paragraphs being editedWord locks paragraphs being edited

Updates from other authors offered at bottom rightUpdates from other authors offered at bottom right

Checking In and Checking OutChecking In and Checking Out

Don’t Check Out to block editing. Use permissions to allow docs to be readDon’t Check Out to block editing. Use permissions to allow docs to be read

Checking Out implies you will edit doc then check it back inChecking Out implies you will edit doc then check it back in

Check Out a document to be the sole editor of itCheck Out a document to be the sole editor of it

Checked Out By column availableChecked Out By column available

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Comments become part of Version HistoryComments become part of Version History

Check In makes a new versionCheck In makes a new version

Colleagues can see latest editsColleagues can see latest edits

Can perform “interim” check inCan perform “interim” check in

“Retain your check out after checking in”“Retain your check out after checking in”


Discard Check OutDiscard Check Out

Throws away all changes made to the file since the last Check In, even saved changesThrows away all changes made to the file since the last Check In, even saved changes

Users with Full Control permission can check in all docs, overriding check outsUsers with Full Control permission can check in all docs, overriding check outs

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Some libraries are set up to require checkout before editingSome libraries are set up to require checkout before editing

Users prompted to check out if try to edit documentsUsers prompted to check out if try to edit documents

Check In or Discard Check Out required, as usualCheck In or Discard Check Out required, as usual

VersioningVersioning

Primarily intended for Document librariesPrimarily intended for Document libraries

Versions are linked to the NAME of the fileVersions are linked to the NAME of the file

Can also be used with Announcements, Task Lists, etcCan also be used with Announcements, Task Lists, etc

Create and retain new versions of a document at every file editCreate and retain new versions of a document at every file edit

Document or metadata changes trigger new versionsDocument or metadata changes trigger new versions

Certain move types retain versions – others don’tCertain move types retain versions – others don’t

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Store major versions ONLY unless you have a publishing/approval cycleStore major versions ONLY unless you have a publishing/approval cycle

University policyNo more than 5 major versionsKeep drafts for no more than 2 major versions

University policyNo more than 5 major versionsKeep drafts for no more than 2 major versions


Create and retain new versions of a document at every file editCreate and retain new versions of a document at every file edit

View Version History via document item ellipsis (…) buttonView Version History via document item ellipsis (…) button

Each version viewable by clicking its “Modified” entryEach version viewable by clicking its “Modified” entry

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Compare VersionsCompare Versions

Word – Review > Compare > Specific Version (not Word Online)Word – Review > Compare > Specific Version (not Word Online)

Open an old version for editingOpen an old version for editing

When all required changes have been actioned, Save As could save a new document to the library with a fresh version history.

Compare VersionsCompare Versions

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If you lessen number of versions stored, old ones only removed on editor manual removalIf you lessen number of versions stored, old ones only removed on editor manual removal

Manually deleted documents/versions go to primary recycle bin of userManually deleted documents/versions go to primary recycle bin of user

Minor versions only “trimmed” if major version published. Can’t limit themMinor versions only “trimmed” if major version published. Can’t limit them

Any restored version appears as a new version (choice of major or minor)Any restored version appears as a new version (choice of major or minor)

Contributors and content owners often don’t understand versioning,especially minor versionsContributors and content owners often don’t understand versioning,especially minor versions

Document ReviewDocument Review

Upload a document – status is PendingUpload a document – status is Pending

Ellipsis > More > Approve/Reject > Reject > give commentsEllipsis > More > Approve/Reject > Reject > give comments

Status becomes RejectedStatus becomes Rejected

Re‐edit document – status is PendingRe‐edit document – status is Pending

Ellipsis > More > Approve/Reject > Approve > give commentsEllipsis > More > Approve/Reject > Approve > give comments

Status becomes ApprovedStatus becomes Approved

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Document Library and Versioning SettingsDocument Library and Versioning Settings

Enable content approval and Create Major VersionsEnable content approval and Create Major Versions

Results in Approval Status column being addedResults in Approval Status column being added

Also Approver Comments in All Documents viewAlso Approver Comments in All Documents view

Two new Views – Approve/Reject Items and My SubmissionsTwo new Views – Approve/Reject Items and My Submissions

Only those who can approve and author can view draftsOnly those who can approve and author can view drafts


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Two new Views – Approve/Reject Items and My SubmissionsTwo new Views – Approve/Reject Items and My Submissions



Approver – Library > Alert Me > Set alert on this libraryApprover – Library > Alert Me > Set alert on this library

Choose options as appropriateChoose options as appropriate

Alerts can also be set on folders and individual documentsAlerts can also be set on folders and individual documents

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Exercise

Site ColumnsSite Columns

Site Settings > Web Designer Galleries > Site Columns > CreateSite Settings > Web Designer Galleries > Site Columns > Create

Can then add column anywhere on this site and its subsitesCan then add column anywhere on this site and its subsites

Updates cascade automatically to all locations Updates cascade automatically to all locations

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Library / List Settings > Columns > Add from existing site columnsLibrary / List Settings > Columns > Add from existing site columns

Metadata navigationMetadata navigationSite Settings > Manage Site Features > Metadata Navigation and Filtering > ActivateSite Settings > Manage Site Features > Metadata Navigation and Filtering > Activate

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Library > Library Settings > Metadata Navigation SettingsLibrary > Library Settings > Metadata Navigation Settings

How “Search this site” worksHow “Search this site” works

Office documents, files, folders, contacts, events, tasks, pages, web parts or complete sitesOffice documents, files, folders, contacts, events, tasks, pages, web parts or complete sites

Documents – name, metadata and contents (including text based PDFs)Documents – name, metadata and contents (including text based PDFs)

Search INCLUDES ALL SUBSITESSearch INCLUDES ALL SUBSITES

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“Results found in… Everything”“Results found in… Everything”

Widens search to whole collectionWidens search to whole collection

Results depend on your permissionsResults depend on your permissions

Libraries and lists have dedicated search boxesLibraries and lists have dedicated search boxes

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Result filtersResult filtersCan use Keyword Query Language (KQL) in searches…Can use Keyword Query Language (KQL) in searches…

author:Duncan Youngauthor:Duncan Young filetype:xlsxfiletype:xlsx

Libraries can be excluded from search resultsLibraries can be excluded from search results

Library Settings > Advanced SettingsLibrary Settings > Advanced Settings

Sites can be excluded from search resultsSites can be excluded from search results

Site Settings > Search and offline availabilitySite Settings > Search and offline availability

Nexus Search AdviceNexus Search Advice

Filling in metadata significantly increases an item’s search rankingFilling in metadata significantly increases an item’s search ranking

Server search ‘crawling’ is continuous, but FULL crawls only happen twice a dayServer search ‘crawling’ is continuous, but FULL crawls only happen twice a day

https://blogs.it.ox.ac.uk/sharepoint‐shenanigans/2016/11/15/search‐tips‐in‐sharepoint‐libraries/

Any more often and the crawls would overlap…Any more often and the crawls would overlap…

Keywords column very important for picture librariesKeywords column very important for picture libraries

Search using KQL – “keywords:yoursearchterm”Search using KQL – “keywords:yoursearchterm”

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Search preferencesSearch preferences

Managed MetadataManaged Metadata

Site settings > Site Administration > Term Store ManagementSite settings > Site Administration > Term Store Management

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Advantages of Term StoresAdvantages of Term Stores

Hierarchies up to 7 levels deepHierarchies up to 7 levels deep

Type ahead for user entryType ahead for user entry

Bulk upload of terms via downloadable template fileBulk upload of terms via downloadable template file

Can be shared between site collectionsCan be shared between site collections

Bulk upload of terms via downloadable template fileBulk upload of terms via downloadable template file

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Using a Term Store field in a Library / ListUsing a Term Store field in a Library / List

“Tags Tags”“Tags Tags”

Type ahead for user entry or…Type ahead for user entry or…

Exercise

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Setting up Navigation …..

Top link bar is for global navigation (between sites) Quick Launch is for the site navigation (within a site)

Edit Links button to customise eitherEdit Links button to customise either

Top Link bar and Quick LaunchTop Link bar and Quick Launch

Change link order, or create “menus”, by dragging while in Edit modeChange link order, or create “menus”, by dragging while in Edit mode

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SharePoint Server Publishing FeaturesSharePoint Server Publishing Features

Must already be Activated at Site Collection levelMust already be Activated at Site Collection level

Site Settings > Site FeaturesSite Settings > Site Features

Lose the ability to Save Site As TemplateLose the ability to Save Site As Template

Publishing FeaturesPublishing Features

Page > EditPage > Edit

Insert > Web PartInsert > Web Part

Content Query Web PartContent Query Web Part

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Publishing FeaturesPublishing Features

Summary Links web partSummary Links web part

WebDAVWebDAV

Web‐based Distributed Authoring and VersioningWeb‐based Distributed Authoring and Versioning

Access SharePoint documents or libraries, as if on a network driveAccess SharePoint documents or libraries, as if on a network drive

[Windows] Start > Computer > Map Network Drive[Windows] Start > Computer > Map Network Drive

Connect to a web site… > Next > NextConnect to a web site… > Next > Next

https://sharepoint.nexus.ox.ac.uk/support/SitePages/Accessing%20SharePoint%20using%20WebDAV.aspx

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This presentation is made available by Duncan Young under a Creative Commons licence:

Attribution-NonCommercial-ShareAlikeCC BY-NC-SA

Individual images may be subject to their own copyright conditions and where possible this is acknowledged in the presentation

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