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Better Document Management using Roland Simonis
Director of Technology, Kodak Document ImagingMarch 4, 2013
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Document Management in SharePoint• Onboarding Documents
– Adding content to SharePoint (libraries) = “Capture” in Enterprise Content Management (ECM)
• Organizing Documents– Provide routing, access and governance
• Permission, policy, location • Taxonomy, associated metadata
• Managing Documents– Make content actionable– Solve business processes (workflow) associated with
content: i.e. HR onboarding, Invoice approval, …
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Organizing with Content Types• SharePoint Content Types is “the” essential feature for
organizing and managing your Documents – Associate metadata / Columns to a document– Associate a Workflow to a document
• Overview of Site Admin main configuration steps:1. Create the relevant Content Types (prerequisite:
taxonomy planning) i.e. Invoice, Resume, …2. Associate relevant Metadata to the Content Types:
i.e. Invoice Metadata Column: InvoiceNumber, InvoiceDate, VendorID, …
3. Enable Content Types use in Library4. Associate a Workflow with a Content Type
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Step 1: creating Content TypesSite Settings > Site Content Type Create
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Step 2: associating ColumnAssociate Columns to Content Types: either existing one or Create new site Columns (select Column data type)
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Step 3: enable Content Types in Library• Content Types management is disabled by default
Library > Library Settings > Advanced Settings
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Step 4: associate a Workflow
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Creating Business Process Workflows• Native (OOTB) SharePoint is limited
– Adequate for simple approval– Limited workflow logic, unless using code (2013 is better)– Basic creation tools: SP Designer, Visio
• Add-on solution: Kodak Info Activate Solution Workflow– Graphical designer tool, to be used by Business– Easy to design, test, deploy, monitor, modify, manage – Inside SharePoint
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Onboarding documents• Native SharePoint: Library > File > Upload document
– hard to enforce consistent onboarding
• Add-on: Kodak Info Activate Solution– Governance: Admin configures a Job for each doc types,
assuring a consistent onboarding i.e. Invoices, Resumes, • defines destination library, content type (Metadata, WF)
• for paper documents, defines scanner settings– Knowledge worker: ease-of-use / fault-proof steps
• simply select the Job (Tile) and enter the metadata
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Demo #1: Live Demo• John Danner, Kodak SharePoint Architect
– Solve a Business Process with Kodak Info Activate Solution Workflow
– Onboard documents (e-Docs, Paper docs) with Kodak Info Activate Solution
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Demo #2: Info Activate Limited Edition• Available 2/28/13 in SharePoint 2013 App Store
• Simple App to add paper docs in SharePoint 2013 Libraries(O365 or OnPrem) - For small groups - No IT!
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More Info? Visit Kodak Booth• Talk to our specialists, see an in-depth demo of Kodak Info
Activate Solution
• Win a prize everyday!
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More? Kollabria-Kodak seminar series
https://www.kollabria.com/index.php/kollabria-seminars
Automating Business Document Processes with SharePoint
Free Solution Workshop & Tutorial held at Microsoft OfficesSessions will start at 9:00 AM and end at 4:00 PM in each location.
Houston, TX - March 11 Philadelphia, PA - March 20Austin, TX - March 12 Reston, VA - March 21
Phoenix, AZ - March 14 Durham, NC - April 16
Iselin, NJ - March 19 Nashville, TN - April 17
