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MOSS 2007
Document Management
Adam McCarthy1st April 2009
© 2009 Parabola Software Ltd
Document Management Overview
Document Libraries
Check In/Out
Versioning
Content Approval
Workflows
Office 2007 Integration
Search
Metadata
Content Types
© 2009 Parabola Software Ltd
Document Libraries
Use SharePoint document libraries instead of shared file space
If each team or department is given their own collaboration area, they can create and administer their own document libraries
Documents in a document library can be controlled using features such as Check In/Out, Versioning, Content Approval and Workflow
© 2009 Parabola Software Ltd
Example use of document libraries
© 2009 Parabola Software Ltd
Check In/Out
Check In/Out can be used to ensure that only one user is working on a document a one time
If activated, a document must be checked out to a user before it can be modified
Whilst checked out, other users can still see the original document, but will not be able to edit it
Only once the document has been checked back in will other users be able to see the changes
Integration with Office 2007 ensures that you are prompted to check the document back in
© 2009 Parabola Software Ltd
Check Out Example
© 2009 Parabola Software Ltd
Check Out Example
© 2009 Parabola Software Ltd
Versioning
Documents can be stored as Major versions (published and viewable by all users) or Minor versions (working copies)
Versioning ensures that only the current published version of the document is available in the library for users to select
Those with permissions to do so can work on a draft copy
The draft copy can then be published when it is ready
Published versions can also be rolled back
© 2009 Parabola Software Ltd
Versioning Example
© 2009 Parabola Software Ltd
Versioning Example
© 2009 Parabola Software Ltd
Versioning Example
© 2009 Parabola Software Ltd
Content Approval
Document libraries can be configured to use Content Approval to ensure documents are approved before they are published
This is especially useful for document such as policies
The document will be approved by a designated Approval team or the site owner
Until a document is approved, users will not be able to see it
© 2009 Parabola Software Ltd
Content Approval Example
© 2009 Parabola Software Ltd
Content Approval Example
© 2009 Parabola Software Ltd
Workflows
Workflows can be used for processes such as content approval
Workflows can either be run manually or applied to all documents in a library
Once a person has been assigned a task in a workflow, they will be sent an email informing them
An example of workflow being used in a collaboration example is shown later in this presentation
© 2009 Parabola Software Ltd
Integration with Office 2007
SharePoint 2007 and Office 2007 have been designed to work with each other
You can save to SharePoint straight from Office
© 2009 Parabola Software Ltd
Integration with Office 2007
© 2009 Parabola Software Ltd
Search
MOSS 2007 has a search functionality similar to that of Google
All content is indexed so searches typically take under a second
The results are sorted by relevance
The contents of documents are searched too
© 2009 Parabola Software Ltd
Metadata
Extra columns can be added to a library to store information about a document
The completion of these fields can be made mandatory
© 2009 Parabola Software Ltd
Metadata Example
© 2009 Parabola Software Ltd
Metadata Example
© 2009 Parabola Software Ltd
Content Types
Documents that are commonly used can be created as Content Types
A Content Type can be used throughout SharePoint and will use a standard template
Examples of Content Types could be documents such as policies
Content Types can be added to the New button in the library
Content Types can have metadata associated with them
© 2009 Parabola Software Ltd
Content Types Example
© 2009 Parabola Software Ltd
Content Types Example
© 2009 Parabola Software Ltd
Content Types Example
© 2009 Parabola Software Ltd
Content Types Example
© 2009 Parabola Software Ltd
Content Types Example
© 2009 Parabola Software Ltd
Content Types Example
© 2009 Parabola Software Ltd
Content Types Example
© 2009 Parabola Software Ltd
Content Types Example
© 2009 Parabola Software Ltd
Document Collaboration – Old Scenario
Create/update new Word document
Colleagues update their own copy and
add comments
Each colleague emails back their
new versionYou receive 5 different
WORD docs
Review and consolidate the 5 copies and apply feedback to the
document
Email copy to 5 colleagues
© 2009 Parabola Software Ltd
Create/update new Word document
Each person checks-out
and updates the document
Each person in the group receives an email with a link to
the document
Document Collaboration – New Scenario (SharePoint)
Author reviews updates
Benefits:1 copy of the document
Less network traffic & storage
Time saving
Reviewers can see others updates
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Example Document Collaboration
© 2009 Parabola Software Ltd
Create/update new Word document
Each person checks-out
and updates the document
Each person in the group receives an email with a link to
the document
Document Collaboration – Summary
Author reviews updates
Benefits:1 copy of the document
Less network traffic & storage
Time saving
Reviewers can see others updates