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#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San DiegoNovember 15, 2014 UCSD Extension
ENHANCE THE WAY PEOPLE COLLABORATE WITH DOCUMENTS IN
SHAREPOINT
Haaron GonzalezLead Solution Architect
Hershey Technologies
http://twitter.com/haarongonzalez
#SPSSD @sanspugSan Diego 2014
The Bottom Line People just want to get work done Technology it’s a tool that 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 now longer remember things we know we can find!
#SPSSD @sanspugSan Diego 2014
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
[email protected]/haarongonzaleztwitter.com/haarongonzalezfacebook.com/haarongonzalez
#SPSSD @sanspugSan Diego 2014
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 SharePoint and make more effective use of OOB
capabilities How to maximize adoption and make sure SharePoint works well
for the end user Focus on file management and user experience Lots of demos!
#SPSSD @sanspugSan Diego 2014
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
@sjam From Scott Jamison slides
#SPSSD @sanspugSan Diego 2014
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
@sjam From Scott Jamison slides
#SPSSD @sanspugSan Diego 2014
The way to go
Folders Metadata
#SPSSD @sanspugSan Diego 2014
Drill down on outcomes & features Site Columns
Manage Metadata Choice
Document Library Site Columns Views Folders Manage Metadata Filtering Column default value settings Drag and Drop Permissions
Manage Metadata Term Set
Search One Drive for Business
Content organization Content discovery Content consumption Content authoring Content filtering Content security Content versioning
#SPSSD @sanspugSan Diego 2014
Site Columns
Site columns are data type definitions at site collection level, they are centrally managed and can be used to reference a data value on any a list or library in the site collection.
#SPSSD @sanspugSan Diego 2014
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.
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San DiegoNovember 15, 2014 UCSD Extension
DEMOCreate Doc Type site column
#SPSSD @sanspugSan Diego 2014
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 in the Intranet 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.
#SPSSD @sanspugSan Diego 2014
Site Content Types - ExamplesName Description
Policy A policy is a guiding principle used to set direction in an organization. It should be used as a guide to decision making under a given set of circumstances within the framework of objectives, goals and management philosophies as determined by senior management.
Procedure A procedure is a particular way of accomplishing something. It should be designed as a series of steps to be followed as a consistent and repetitive approach or cycle to accomplish an end result. Once complete, you will have a set of established methods for conducting the business of your organization, which will come in handy for training, process auditing, process improvement, or compliance initiatives.
Form An electronic document that users can enter data into and print.
Report A report is a specific form of writing that is organized around concisely identifying and examining issues, events, or findings that have happened in a physical sense, such as events that have occurred within an organization, or findings from a research investigation. Reports within PEIWC can be findings documents from analysis, white-papers and research documents, strategic plans, or data driven automated reports.
ProposalHuman Resource
Curriculum
Marketing
#SPSSD @sanspugSan Diego 2014
XXXX Document
Title Author Created By Created On Topic (Manage Metadata)
XXXX Policy
Title Author Created By Created On Topic (Manage Metadata) Policy Type: Choice Summary: Plain Text Review By Date: Short date Publication Date
XXXX Procedure
Title Author Created By Created On Topic (Manage Metadata) Procedure Type: Choice Summary: Plain Text Review By Date: Short date
XXXX Form
Title Author Created By Created On Topic (Manage Metadata) Form Type: Choice Summary: Plain Text
XXXX Report
Title Author Created By Created On Topic (Manage Metadata) Report Type: Choice Summary: Plain Text Publication Date
Site Content Types - Examples
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San DiegoNovember 15, 2014 UCSD Extension
DEMOCreate Human Resource Document Content Type and
configure in document library
#SPSSD @sanspugSan Diego 2014
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
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San DiegoNovember 15, 2014 UCSD Extension
DEMOModify All Documents view and create All Folders view
#SPSSD @sanspugSan Diego 2014
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
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San DiegoNovember 15, 2014 UCSD Extension
DEMOEnhance existing folder and apply permissions
#SPSSD @sanspugSan Diego 2014
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
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San DiegoNovember 15, 2014 UCSD Extension
DEMOEnable Metadata Filtering feature and configure in
document library
#SPSSD @sanspugSan Diego 2014
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
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San DiegoNovember 15, 2014 UCSD Extension
DEMOEnable Metadata Filtering feature and configure in
document library
#SPSSD @sanspugSan Diego 2014
Human Resource
Benefits
401K
Recruitin
g
Leave of
Absence
Training
Wellness
#SPSSD @sanspugSan Diego 2014
Proposals
Customer Documents
RFQ Specs SOW
Cost and Pricing Information
Purchasing Cost and Pricing
Engineering Documents
Technical Documents
Contracts
Contractual Documents Subcontracts
#SPSSD @sanspugSan Diego 2014
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 Document
s
Contracts
Contractual
Documents
Subcontracts
#SPSSD @sanspugSan Diego 2014
Post Event: SharePint
Location: La Jolla Brewing Company
Address: 7536 Fay Ave, La Jolla, CA 92037
Phone: 858-246-6759
Immediately following event closing & prize drawings
Map and Directions on SPS Events ScheduleGoogle Map & directions: http://ow.ly/E164L
#SPSSD @sanspugSan Diego 2014
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
[email protected]/haarongonzaleztwitter.com/haarongonzalezfacebook.com/haarongonzalez
#SPSSD @sanspugSan Diego 2014
SharePoint Saturday San DiegoNovember 15, 2014 UCSD Extension
PLEASE THANK OUR SPONSORS!
Please fill out your session evaluation! http://ntx.lv/lwGlKl1 (case sensitive)