NWA TechFest 2010 | Thu, Jul 8 th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 Tracks

Instant ECM in SharePoint 2010

Corey RothStonebridgeTwitter: @coreyrothBlog: www.dotnetmafia.com

Tulsa TechFest 2010 | Fri, Nov 12 th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks

NWA TechFest 2010 | Thu, Jul 8 th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 Tracks

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Tulsa TechFest 2010 | Fri, Nov 12 th, 2010 | OSU - Tulsa | 60+ Speakers & 24 Tracks

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 3

Corey Roth

• SharePoint Solutions Architect for Stonebridge• Microsoft SharePoint MVP• Specializing in ECM and Search• Passed all SharePoint 2010 certification exams• Microsoft Solutions Advocate• E-mail: coreyroth@gmail.com • Twitter: @coreyroth• Blog: www.dotnetmafia.com

• Laptop: Dell E6510 i5 2.4 GHz 8GB• Oracle VirtualBox 3.2.8 – 4GB on VM

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 4

Do your document libraries look like this?

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 5

We can do better…

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 6

ECM Challenges

• Not enough time• Cost• Don’t know how to define an ECM Plan• No technical resources• Lack of business or IT buy-in• Lack of agreement among business units

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 7

How does SharePoint Help?

• Versioning• Content Types• Ratings• Enterprise Keywords• Managed Metadata• Document Id Service• Metadata Navigation• Default Values• Content Organizer• Auditing / In Place Records Management• Content Type Hub• Document Sets

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 8

Versioning

• Keeps a running history of each document• Turned off by default• Can be configured with both major and minor versions• Version limits help reduce amount of copies stored• Entire document is stored each time (not just changes)• Enabled under Library Settings -> Versioning Settings

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 9

Ratings

• Like iTunes but for documents and list items• Allows users to rate documents with 0 – 5 stars• Timer job runs periodically to calculate average ratings• Use to sort or filter documents• Enabled under Library Settings -> Ratings Settings.

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 10

Managed Metadata Service

• Provides the Term Store and Content Hub functionality• Term Store

• Allows user to classify document with structured and unstructured terms

• Structured terms: administrator defined hierarchy of well known terms in the organization (i.e.: product types, divisions, states, cities, etc.)

• Unstructured terms: tagging (Enterprise Keywords)• Content Type Hub

• Synchronizes content types across site collections

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 11

Enterprise Keywords

• Allows end users to tag documents with relevant information (i.e.: Budget, 2011, Important, I like it, Contract, etc).

• Provides a quick and easy way to get basic classification on documents

• User can pick existing terms or create new ones• Administrator can promote a keyword into a structured term

set• Displayed in search results and allows refinement• Populates the tag cloud

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 12

Enterprise Keywords

• Enabled under Library Settings -> Enterprise Metadata and Keywords Settings

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 13

Document Id Service

• Service that assigns a unique identifier to any document uploaded

• Document Id stays the same even if document is moved to another location in site collection

• Not a GUID• Administrator can define a prefix for

Document Id• Must enable Document ID Service site

collection feature• Configured in Site Settings -> Document

ID Settings

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 14

Content Types

• The proper way to do ECM• Defined by one or more site columns (fields) that describe

the list item• Inherits from a parent type (i.e.: Item, Document)• Can be associated with custom forms, workflows, auditing,

and retention policies• Built using the UI, SharePoint Designer, code, or via CAML• Content Type Hub can publish specified content types to

other site collections

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 15

Metadata Navigation

• Allows the user to view document libraries by site column or content type

• Requires Metadata Navigation and Filtering feature to be activated

• Enabled under Library Settings -> Metadata navigation settings

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 16

Default Column Values

• Built-in way to do metadata inheritance• Specify a default value on a custom folder content type• When document is uploaded into folder, value is copied into

matching site columns• Enabled under Library Settings -> Column Default Value

Settings

© 2010 Stonebridge. All Rights Reserved. Stonebridge 2010 - Slide 17

Content Organizer

• Configurable rules engine for routing documents to a new location when uploaded

• Can help prevent folders from containing too many items• Create rules based on content type and metadata• New folders created automatically based upon metadata

names• Optionally append characters new duplicate filenames

NWA TechFest 2010 | Thu, Jul 8 th, 2010 | Center for Nonprofits @ St. Mary’s – Rogers, AR | 25+ Speakers & 8 Tracks

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