1. Document Sets - SPS Denver 2013 April Wolfe, SharePoint Consultant, MCITP, MCSANOVEMBER 9, 2013 2013 PLANET TECHNOLOGIES, INC.

2. April Wolfe Exclusively SharePoint-focused since late 2006 Member of Colorado SharePoint User Group Leadership Team www.cospug.com MCITP, SharePoint 2010 MCSA, Windows Server 2012 Specialties Codeless solutions using InfoPath, SharePoint Designer, advanced SharePoint configurations, user-centric solution design, communication strategies and documentationProud to work for Planet Technologies! www.go-planet.com Microsoft Partner with five gold and six silver competencies CPLS Microsoft certified training partner Six Time Microsoft Federal Partner of the Year Three Time Microsoft State and Local Partner of the Year We have MCSMs, MVP, MCT, CRM Rangers, and 130+ consultants across the country Large team of highly skilled consultants in the Denver metro area 2011 PLANET TECHNOLOGIES, INC.Configuring SharePoint to yield business value by facilitating processesand enabling user adoption 3. Process FlowGoal: Create a process for submitting new Park Proposals, sending for review, and tracking approvals 2013 PLANET TECHNOLOGIES, INC. 4. Process Flow Submit New Form 2013 PLANET TECHNOLOGIES, INC. 5. Process Flow Upload Documents Document Set Welcome Page: 2013 PLANET TECHNOLOGIES, INC. 6. Process Flow Send For Review 2013 PLANET TECHNOLOGIES, INC. 7. Process Flow Review Documents 2013 PLANET TECHNOLOGIES, INC. 8. Process Flow - Approve 2013 PLANET TECHNOLOGIES, INC. 9. Process Flow Approved 2013 PLANET TECHNOLOGIES, INC. 10. Content Type Setup Site ColumnsSite LevelMake content type changes at the site level: Site Actions > Site Settings > Gallery > Site Columns/ Content TypesCreateNewIn ReviewApprovedCreateNewIn ReviewApprovedLibrary LevelApply content types to a library: Library Settings > Advanced Settings > Allow Management Of Content Types, then add content types 2013 PLANET TECHNOLOGIES, INC. 11. Other Ingredients CSSBasic sets border colors and strips out the default Edit Properties and View Properties links on the Document Set Welcome PageNew Proposal 2013 PLANET TECHNOLOGIES, INC.In Review 12. Other Ingredients Default Documents and Image FilesDocument Sets can have default documents which are created when the document set is created The image files are for the Document Set Welcome Pages 2013 PLANET TECHNOLOGIES, INC. 13. Other Ingredients Dashboard PlanMayorShow document sets currently in the review stage where Required Reviews contains MayorCity CouncilShow document sets currently in the review stage where Required Reviews contains CityYour MomShow document sets currently in the review stage where Required Reviews contains Mom 2013 PLANET TECHNOLOGIES, INC. 14. Other Ingredients Workflows Create Switch to New content type to reveal additional checkbox field 2013 PLANET TECHNOLOGIES, INC.Processing Switch to InReview content type if checked for review Email reviewer 15. Other Ingredients Workflows Check Approvals Record results in Approval Log Compare Required Reviewers with Approval Log If any are missing, stop the workflow If none are missing, change content type to Approved and send email 2013 PLANET TECHNOLOGIES, INC. 16. Implementation Create Site Columns Columns = fields that will appear in the data entry forms Create Content Types Content Type = specific form and specific Document Set Welcome Page for each stage Customize Document Set Settings Specify which content types can be added in the Document Sets Add columns to properties area Add default documents, such as Safety Checklist Select which columns to share between Document Sets and all documents within them 2011 PLANET TECHNOLOGIES, INC. Edit each Document Set Welcome Page Set web parts to be border only Move web parts around as desired Add Basic CSS using Content Editor Web Part Add New Proposal and In Review CSS using CEWP Add images/instructions/etc. whatever helps the end users understand what to do at each stage 17. Implementation Workflow: Create Executes when item is created Immediately switches from Create content type to New content type. Why? The sole purpose of this is to expose additional fields by switching content types. In this example, there is a checkbox called Send for Review that we dont want visible when someone creates it, but rather should only becomes visible once the submitter has a chance to upload documents. So by using a Create content type without the checkbox, we hide that field initially. Then when it is switched via this workflow, it becomes visible for the next step. Sends an email 2011 PLANET TECHNOLOGIES, INC. 18. Implementation Workflow: Processing Executes when item is updated Checks if the Send for Review checkbox was checked and that it is a New proposal Switches the content type to InReview to reveal different fields in the form for the next stage Sends an email 2011 PLANET TECHNOLOGIES, INC. 19. Implementation Workflow: Approvals Executes when an item is updated Updates Approval Log Resets fields 2011 PLANET TECHNOLOGIES, INC. 20. Implementation Workflow: Approvals Compares Required Reviewers with actual reviewers If a reviewer is required but not yet in the approval log, the workflow stops because at least one review is not complete If a reviewer is required and is already in the approval log, it goes to the next condition If all required reviewers match actual reviewers in the approval log, then it is approved; the content type is switched and email is sent 2011 PLANET TECHNOLOGIES, INC. 21. Implementation Dashboard Add web parts for each audience Optional: create SharePoint group for each audience and populate with people Edit each web part and edit the current view: Filter: show items where content type = InReview and Required Reviewers contains Mayor (repeat for all) Choose columns and other settings, including audience targeting where you select the appropriate SharePoint group 2011 PLANET TECHNOLOGIES, INC. 22. Questions?awolfe@go-planet.com @SharePointWolfe www.linkedin.com/in/aprilwolfe 2013 PLANET TECHNOLOGIES, INC.