sharepoint1
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Collaborating with Document WorkspacesAnne Archambault - Program ManagerMarch 13, 2003
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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
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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
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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delays – Don’t want to setup a server– Avoid multiple forked versions– Avoid bottlenecks– Avoid document content being out of date– Work around file being locked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
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Ad-Hoc Collaborative Authoring Today
• **Email**• Authoring applications
– Word– Excel– PowerPoint
• Groupware tools (STS, Groove)• Real-time collaboration tools (instant
messaging, conferencing, application sharing)
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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
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Document Workspaces
Anne ArchambaultProgram ManagerAuthoring Services
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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
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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
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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
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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+
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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
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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
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Fork and Publish to Source
Windows SharePoint Server
Document Workspace
Annual Report .docAnnual Report .doc
Create document workspace
Publish toSource location
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WSS Setup for Workspaces• Administrators must grant right to create
workspaces to site groups • Site Settings
Allow site and workspace creation
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WSS Setup for Workspaces
• Default Only administrators can create new workspaces
• Right to create workspaces is inherited
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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
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Integration with SharePoint Portal
• “My Site” is default location in picker• Special web part in “My Site” lists all
workspaces
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Shared Workspace Options
• Shared Workspace Options
1010
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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
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Object Model
• Programmatically provision a document workspace
• Bulk manipulation of collaborative data• File synchronization• Object model does not drive the user
interface
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Partner Opportunities
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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