Web Content Management With Share Point

Enterprise 2.0 Consultants

Building the Next Generation of Powerful, Interactive and

Contextual Applications that Integrate Content, Data and Documents

with User Driven Content and Self Service Features

www.optimusbt.com | 4555 Mansell Road | Suite 300 | Alpharetta | GA 30022www.optimusbt.com | 4555 Mansell Road | Suite 300 | Alpharetta | GA 30022

Building Enterprise Web Content Management

Solutions with SharePoint

www.optimusbt.com | 4555 Mansell Road | Suite 300 | Alpharetta | GA 30022

About Optimus BT

Overview of Web Content Management

Enterprise Portals from Web Content Management Perspective

SharePoint for Enterprise Web Content Management

The Complete Picture

The Content Management Framework

Content Authoring and Publishing with SharePoint

Content Types and Metadata Management

Managing Multi Lingual Content

Anatomy of a Web Content Management Solution with SharePoint

Demo and Walkthrough

Agenda


Leading provider of SharePoint solutions

since 2002

About Optimus BT


SharePoint

Consulting, Technology

Strategy and

Implementations

Competency in Migrations

from Lotus

Notes, QuickPlace, SharePo

int 2003 to MOSS 2007 and

Database Migrations

100+ SharePoint

Implementations with

Fortune 500, Mid-

Market, Government, and

Non-Profits

50+ Engineers and Consultants with SharePoint development and solution experience

About Optimus BT


Overview of Web Content Management


Web Content Management allows various people

to create and publish content in a collaborative

and web based fashion.

Involves a set of approval and publishing processes

with the primary purpose of maintaining content

consistency and for exercising content governance.

Involves structuring of the content by the utilization

of metadata and tagging taxonomy definitions

around each content artifact that needs to be

published.

Provides the consistent and secure framework for

propagating and managing multi lingual content

from a centralized location.

Supports content reusability through content type

definitions with specific processes and metadata

defined around the content types.

An Overview of Enterprise Web Content Management

“Enterprise Web Content Management

is a set of processes that allow the

creation, customization, management

and delivery of Enterprise Information in

a collaborative and centralized

fashion.”


Enterprise Portals from Web Content

Management Perspective


Components of a Web Portal

Content AggregationAggregation of content from various portal sources and websites for summarization of information

Custom ToolsCustom Navigation and content management tools that allow users to easily manage and access content in a self service fashion.

Branding and ThemesConsistent branding and themes are necessary to maintain the unified corporate look and feel across the enterprise portal.

Content TypesDifferent types of content that need to be managed separately, but delivered on the same interface

NavigationNavigational elements to allow users to easily access the information

Content BucketsPlaceholders for delivering specific types of content in predefined formats from various sources and pages


Types of Content

Content Type Description

Page level Content Types

Topic Home Page Home page for a particular topic

Solutions Landing Page Landing page for Solutions. The same page template can be used to publish solution

home page as well as additional solution information pages

Whitepaper Landing Page Landing page for whitepapers

Case Study Landing Page Landing page for Case Studies

Events Landing Page Landing page for events like webinars and trade shows.

Document Content Types

Whitepaper A Content type that represents the metadata around a whitepaper.

Case Studies A Content type that represents the metadata around a case study.

Pictures A Content type that represents the metadata around a image.

Item Content Types

News Customized content types for managing news

Announcements Out of the box announcements

Events Customized content type for events


Content Approval, Publishing and Governance WorkflowsWorkflow Description

Content Management Workflows

Content Approval Workflow This workflow is subjected to every page level and item level artifacts of the Website. This includes

approval of the content that has been created/updated by content authors.

Website content Publishing Workflow This workflow is used to publish the approved content in the staging area, so that it becomes ready

to go live on the production server.

Metadata publishing workflow This workflow is attached to the metadata lists, which will run the newly created/updated

metadata through an approval process

Content administration workflows These are a set of workflows that are used during content administration. Whenever a

administrative task like content type creation/modification etc. is done, this workflow is initiated to

run an approval on the updated administrative artifacts of the website.

Translation Management workflows

Content Translation workflow This workflow is initiated when the content from the source variation is published to the target

variations. The appropriate translators will be notified, and when the translation is done and the

content re submitted, the content translation workflow subjects the updated content to an local

approval process, only after the approval of which the content becomes available on the

production website.

Document Translation workflow Document translation workflows are handled by SharePoint document translation libraries. When

the workflow is initiated, the document that has to be translated will be replicated, one copy for

each language, and the appropriate translators notified. When the translation is done and the

document is resubmitted, an approval process is run to make it available on the production system.

Metadata translation workflow This workflow is initiated after the metadata updates are made and published to the site variations.

This is an translation approval workflow that is managed by local/country specific resources.


Content Approval, Publishing and Governance WorkflowsWorkflow Description

Document Management Workflows

Document Approval workflow Approval workflow for Documents. These approvals will potentially be different for different

types of content like case studies, demos or whitepapers.

Expiration Workflows

Content Expiration workflow This workflow is a single workflow that is attached to every content and document artifact list.

This workflow checks for the expiry dates of the content and notifies the appropriate users

before making it unavailable on the website.

System workflows

Intranet to Staging area publishing workflow This workflow is specifically designed to be attached to the lists and document libraries of the

intranets. Using this workflow an intranet user can initiate a request for publishing the content

like a white paper, article, news item etc. When the workflow gets initiated, the content gets

copied to the appropriate list/library in the staging area from where it is subjected to the

different content management, translation and publishing workflows after appropriate

amendments are made to the artifact.

Lead Management Workflows

Copy to CRM workflow This workflow is attached to the Lead list. The workflow is initiated after the lead has been

reviewed and is ready to be exported into the CRM system. This workflow when copying the

lead information to the CRM, checks whether the lead already exists. If yes, then it will

update/append information to existing lead information within the CRM system, hence

preventing duplication of leads by the system.


Navigational Options

Navigation Dropdown Top level Tab Tab

dropdown

menu

Tree view Custom

component

Links

Topic Navigation (offerings,

products, about us etc.)R R

Navigating to Inner Pages R R R

Navigating to Country home pages R R R

Quick Links R R

Navigating to Related Pages R R

Downloads R

Navigation for Lead Generation &

CaptureR R


Overview of the Enterprise Web

Content Management Features of

SharePoint

SharePoint for Enterprise Web Content

Management


Roles Involved

Content Authors

Create / update content and

submit for approvals

Content Approvers

Approve content and pages and

provide it to web administrators

for publishing

Web Administrators

Create appropriate sites/ pages/

workspaces/ libraries etc. and

publish and manage approved

content

Translators

For multilingual implementations,

translate content and submit it to

web administrators for publishing

Can be internal or external

translators involved in the

translation processes

The Complete Picture


The content management engine

is the core component of

SharePoint ECM feature

Utilizes the information provided

through the content types and

metadata framework to deliver

context based content

Utilizes the MOSS 2007 language

packs to implement multi lingual

web sites that are centrally

managed

The Rules framework Engine

defines the rules for publishing

and delivering content by

defining rules on the content

types and metadata

Content authoring and publishing

tools like online Rich text web

editor, page layouts, and master

pages, make it easy for the users

to quickly create and deploy the

right kind of content to the web

site

The Content Approval, publishing

and deployment workflows allow

users to easily govern the content

that goes on to the web site.

The SharePoint Content Management Framework


Page layouts

Provide a template based mechanism with content and metadata placeholders that just needs to be filled in by the users without the need to actually format the content.

Predefined formatting rules can be applied using custom components on the page layouts and allow for automated formatting of content.

Provides the users with a self service based approach to create content with minimal interference of the web administrators or other

people.

Workflows

Content approval and publishing approvals workflows are provided by SharePoint that will help in maintaining content consistency and governance

These workflows can be overridden, or run parallel to custom workflows that are developed to meet the organization’s content publishing and

governance policies

Publishing

Publishing features allow end users to easily publish approved content to the one or multiple sites

When multilingual implementation is involved, SharePoint automatically publishes pages and documents to all the sites, which can then be subjected to translation and re-uploaded.

Content Authoring and Publishing Features


Content types are the basic building blocks that are used to define the different types of content for the web site

Content types are created and defined using the content type columns, which are nothing but the metadata that defines the type of content

The metadata columns of the content types also act as content placeholders which can be edited online

Content types, once identified and defined can be managed separately, and also can be reused within different lists and libraries,

providing a build once and use many times model for content definition and management

Content types can have specific workflows assigned to them, which provide the flexibilities of managing multiple content types from within one single list or SharePoint library

Content types can be defined for Lists, Document libraries and SharePoint web site pages.

The Content Type and Metadata Framework


Managing Multi Lingual Content

Variations

Variations allow for easily setting up websites in multiple languages

Most of the content is published from the source to the target variations, with the content translated and re deployed on the target variations

Translations

Translations are required to publish the content from source variation to the target variations

Translation management libraries provide a centralized environment for managing translations

Localized content

SharePoint allows management of country/region specific pages and content independently

Approval and publishing workflows are by default available to manage the localized content and Pages.

Contact Us

(770) 521 4249Phone

Email [email protected]


Contact Us

(770) 521 4249Phone

Email [email protected]

Web Site www.optimusbt.com

Thank You!
