Synapseindia sharepoint development presentation on sharepoint info

SynapseIndia SharePoint Development-Presentation on Sharepoint info

Enhance the way people collaborate with documents in SharePoint

Speaker Quiet/Prep Room is 302 also the break room behind the Registration table is for speakers and volunteers only It will be monitored so you may leave valuables/luggage there safely.

The Bottom Line

People just want to get work done

Technology its a tool that enable us to achieve results

Learning is not sequential, its a personal experience

Knowledge is interactive!

People learn things they decide to learn, no what teacher teach, keep in mind!

We now longer remember things we know we can find!

SharePoint

The new SharePoint is all about getting things done together.

SharePoint has a lot of features, capabilities, functionality available out of the box (OOB).

What I will cover today:How to simplify SharePoint and make more effective use of OOB capabilities

How to maximize adoption and make sure SharePoint works well for the end user

Focus on file management and user experience

Lots of demos!

Common way to set up SharePoint for dealing with documents

Like a file share (folders and default view)

1. Folders lots of clicking, single dimension for viewing

2. No metadata no navigation, no search

Great for contributors, a nightmare for consumers

Common way to set up SharePoint for dealing with documents

Metadata instead of folders

1. Unfamiliar to users

2. Forces users to add metadata (theyre lazy and will pick the 1st choice)

3. No good drag & drop & tag

4. No good offline experience

Great for consumers, a nightmare for contributors

Drill down on outcomes & features

Site Columns

Manage Metadata

Choice

Document LibrarySite Columns

Views

Folders

Manage Metadata Filtering

Column default value settings

Drag and Drop

Permissions

Manage MetadataTerm Set

Search

One Drive for Business

Content organization

Content discovery

Content consumption

Content authoring

Content filtering

Content security

Content versioning

Site Columns

Site columns are data type definitions at site collection level, they are centrally managed and can be used to reference a data value on any a list or library in the site collection.

Site Column - Examples

NameTypeGroupDescription

TopicManage MetadataIntranet ColumnsColumn that reference the Topic Term Store

DepartmentChoiceIntranet ColumnsList of departments

Policy TypeChoiceIntranet ColumnsRegulatory, Internal, Miscellaneous

Procedure TypeChoiceIntranet ColumnsOperational, Instruction, Manual, Recovery

Form TypeChoiceIntranet ColumnsRequest, to be determine.

Report TypeChoiceIntranet ColumnsProduction, Imaging, Financial, Compliancy

SummaryTextIntranet ColumnsGeneral information column.

Review DateDateIntranet ColumnsReview date.

Publication DateDateIntranet ColumnsPublication date.

DEMO

Create Doc Type site column

Site Content Types

Content Types are data structures that represent a business entity, they group Site Columns.

Content Types represent the different types of information and content existing on a site.

Content Type is a composite of configuration settings for your content, settings like Information Management, Workflows.

Content Type support inheritance so you can re-use and extend settings

In order to provide meaning and context to the content stored in the Intranet we need to define a set of Content Types that make sense to your business in order to provide a consistent approach for the type of content that the Intranet will support today and tomorrow.

Site Content Types - Examples

NameDescription

PolicyA policy is a guiding principle used to set direction in an organization. It should be used as a guide to decision making under a given set of circumstances within the framework of objectives, goals and management philosophies as determined by senior management.

ProcedureA procedure is a particular way of accomplishing something. It should be designed as a series of steps to be followed as a consistent and repetitive approach or cycle to accomplish an end result. Once complete, you will have a set of established methods for conducting the business of your organization, which will come in handy for training, process auditing, process improvement, or compliance initiatives.

FormAn electronic document that users can enter data into and print.

ReportA report is a specific form of writing that is organized around concisely identifying and examining issues, events, or findings that have happened in a physical sense, such as events that have occurred within an organization, or findings from a research investigation. Reports within PEIWC can be findings documents from analysis, white-papers and research documents, strategic plans, or data driven automated reports.

ProposalHuman ResourceCurriculumMarketing

Site Content Types - Examples

DEMO

Create Human Resource Document Content Type and configure in document library

Views

Views allow us to visualize the data in different way. Highly flexible for create representation of our content. Use a view to display recent documents for content consumers and a another view to display folder structure for content creators

DEMO

Modify All Documents view and create All Folders view

Folders

Folders are great for people that contribute with content. Represent a hierarchical view of the data. Folders are not so great for people that consume the content, they need to drill down in order to get what they want.

Three valid reasons for folders:

Security Security Trimming

Location-based default values

SharePoint Library Sync & OneDrive for Business

DEMO

Enhance existing folder and apply permissions

Metadata Navigation and Filtering

Enables metadata-based navigation and filtering. Provides tree view hierarchies and filter controls to improve navigation and filtering of the contained items

DEMO

Enable Metadata Filtering feature and configure in document library

Sync local copy

People like to work they way the know. So with OneDrive for Business we can enable user to work locally in offline mode

DEMO

Enable Metadata Filtering feature and configure in document library

Site Metadata

Manage Metadata

Its a service for storing Terms and use those terms to Tag content

The goal is to use Terms to describe content and provide better meaning to non relational or unstructured data like files, presentations, excel spreadsheets or word documents

We can create Terms in a hierarchy up to 7 nested levels

Companies use this to describe strategic terms or business topics that content can be related to

SharePoint offers a lot of features for Tagging and provide some knowledge management features

DEMO

Create Customers Term Set

DEMO

Human Resource quick demo

DEMO

Proposals demo

Achieve successful adoption by employing best practices for document content by using:

Metadata Columns

SharePoint LibrariesSearch

FoldersOneDrive for Business

Mobile Access

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2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

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SharePoint Saturday San DiegoNovember 15, 2014 UCSD Extension


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