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Expert Tips and TricksIncreasing SharePoint Document Management, Usability and End User Adoption
Twitter References: @Rharbridge and @Michal_harmonie #harmonieSP @Teamharmonie
Presented By: Richard Harbridge and Michal Cohen
Who am I?
I
#harmonieSP @RHarbridge @Michal_harmonie &
SharePoint Containment Hierarchy
Metadata
ItemDocuments, Events, Pages, Custom Item, Image, etc.
Folders and Document Sets
ListsDoc Libraries, Pages, Calendars, Discussions, Surveys, etc.
SitesTeam Sites, Publishing Sites, Meeting Workspaces, etc.
Site Collections
Today’s Tips and Tricks1. To Require Check Out or Not To?2. Content Type Driven Default Metadata
3. Folder Driven Default Metadata
4. harmon.ie Demonstration
5. Question and Answer Period
#harmonieSP @RHarbridge @Michal_harmonie &
Require Check Out or Don’t?
OR
#harmonieSP @RHarbridge @Michal_harmonie &
How do we do it?
• Library tab• Library settings
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Require Check Out?
#harmonieSP @RHarbridge @Michal_harmonie &
Require Check Out?
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Require Check Out?
Not Enabled By Default
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Require Check Out?
When enabled bulk uploading or explorer view additions are checked out by default. Pro?
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Require Check Out?
Work Around: Navigate to Manage Content and Structure and then to the library. Select all of the documents and choose Check In from the action menu.
#harmonieSP @RHarbridge @Michal_harmonie &
Require Check Out?
You cannot edit multiple documents in datasheet view.
#harmonieSP @RHarbridge @Michal_harmonie &
Require Check Out?
Work Around: By turning the require check out option off we can make edits in the data sheet view temporarily and then re-active require check out.
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Require Check Out?
Workflows and code must check the file out before being able to update it/it’s metadata.
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Require Check Out?
When required check out is enabled ‘storing files to local drafts’ is an enabled option.
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Require Check Out?
Co-Authoring is disabled on libraries where check out is required.
#harmonieSP @RHarbridge @Michal_harmonie &
• Office 2007 and Office 2010 let’s the user know it is being used by someone else.
• This eventually times out. (15 mins on XP – 60 mins on Vista/Win7)
• Other formats don't notify user.
Don’t Require Check Out?
#harmonieSP @RHarbridge @Michal_harmonie &
Require Check Out?• You do not need to co-author documents.• You do not need to bulk update metadata.• There is typically a high number of people
updating the documents in this library.• Updates are made frequently to the same
documents by different people.
#harmonieSP @RHarbridge @Michal_harmonie &
• You do need to co-author documents.• You do need to bulk update metadata.• There are few people updating documents
in this library.• Updates are not made frequently to the
same documents by different people.
Don’t Require Check Out?
Today’s Tips and Tricks1. To Require Check Out or Not To?
2. Content Type Driven Default Metadata3. Folder Driven Default Metadata
4. harmon.ie Demonstration
5. Question and Answer Period
#harmonieSP @RHarbridge @Michal_harmonie &
List and Content Type Tip!
#harmonieSP @RHarbridge @Michal_harmonie &
Default Content Types and Metadata Values
Today’s Tips and Tricks1. To Require Check Out or Not To?
2. Content Type Driven Default Metadata
3. Folder Driven Default Metadata4. harmon.ie Demonstration
5. Question and Answer Period
#harmonieSP @RHarbridge @Michal_harmonie &
Folder or Metadata?
OR
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Folders and Default Values
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The Contracts document library
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Drill down into East folder
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Drill down into Financial
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Add a new document here
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Note: Some metadata prefilled
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How did we do that?
• Library tab• Library settings
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Column default value settings
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Select a folder and set defaults
• Note folder inheritance
#harmonieSP @RHarbridge @Michal_harmonie &
Set the default value
Today’s Tips and Tricks1. To Require Check Out or Not To?
2. Content Type Driven Default Metadata
3. Folder Driven Default Metadata
4. harmon.ie Demonstration5. Question and Answer Period
Today’s Tips and Tricks1. To Require Check Out or Not To?
2. Content Type Driven Default Metadata
3. Folder Driven Default Metadata
4. harmon.ie Demonstration
5. Question and Answer Period
Questions? Ideas? Feedback? Contact us:
Twitter: @RHarbridge
Blogs: http://www.RHarbridge.com
Email: [email protected]
Resources: 700+ SharePoint IA Slides at PracticalIntranet.com 130+ SharePoint Standards at SPStandards.com
Thank You
harmon.ie Next Steps• Download a 30-day evaluation of harmon.ie Enterprise Edition
www.harmon.ie/Outlook/30dayeval • Contact a collaboration expert to discuss your Social
Business/SharePoint project www.harmon.ie/contactExpert
• Follow us on Twitter @Teamharmonie
