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PLATINUM SPONSOR
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BEST PRACTICES FORORGANIZING DOCUMENTS
IN SHAREPOINT 2010
Agnes Molnar
ABOUT AGNES MOLNAR• SharePoint Server MVP
• Senior Solutions Consultant, BA Insight
• Blogger, frequent speaker, writer
• Web: http://www.bainsight.com
• Blog: http://aghy.hu
• Email: [email protected]
• Twitter: @molnaragnes
AGENDA• Introduction:• SharePoint 2010 Capabilities for supporting
Document Management• Best Practices:• Folders vs. Document Sets• Metadata management• Content Types• Content Organizer Rules
DOCUMENT MANAGEMENT GENERAL REQUIREMENTS
DOCUMENT MANAGEMENT GENERAL REQUIREMENTS• Store, edit, organize, etc.• Properties and metadata• Version management• Permission management• Workflows• Content Types• Document Templates• Extensibility• Office Web Apps / SharePoint Workspace• Search – and Find...
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SHAREPOINT 2010 CAPABILITIES• Document Libraries & Folders• Content Types• Document Sets• Metadata Management• Document ID• Workflows• Content Organizer Rules• Office 2010 Integration• Office Web Apps• SharePoint Workspace 2010
LOCATION: FOLDERS VS. DOCUMENT SETS
• Document Sets:
Components, similar to folders, that
enable users to collaborate on related
documents without having to create a
new document library or site.
LOCATION: FOLDERS VS. DOCUMENT SETS
Document Library
Document_1
Document_2
Folder_1
Document_F1_1
Document_F1_2
Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1
DocumentSet_F1_1 Document_DS_F1_1_1
Folder_2
Folder_3
DocumentSet_1
Document_DS1_1
Document_DS1_2
METADATA MANAGEMENT• Managed Metadata:
A hierarchical collection of centrally managed terms that you can define and then use as attributes for items.
Benefits:• Consistent use of terminology• Better search results• Dynamic
METADATA MANAGEMENTList Columns Managed Metadata
Local term sets Global term sets
Managed in the context Managed out of context
Static Dynamic
Managed by admins Managed by owners
Can be imported from CSV
METADATA MANAGEMENT• Best Practices for Metadata Management
• Has to be defined by the business!
Help but don’t drive!• Users are not taxonomy experts - Teach them!
• Managing metadata
• Using metadata
• Think in managed metadata
• Taxonomy vs. Folksonomy• Build hierarchy – instead of flat term stores• Be careful of legal requirements
CONTENT TYPES
• Create your own „root” content typesDocument
Document_Root
Contract Technical Document
Requirements
System Requirements
Functional Requirements
Case Study User Manual
Marketing
Presentation
For Business Decision Makers
For Developers
For Admins
CONTENT TYPES
• Organize the Templates into Template Libraries
CONTENT TYPES
• Organize the Templates into Template Libraries
CONTENT ORGANIZER RULES
• Property based rules• Users don’t need to know where to
save anymore• Well organized content• Searchability and Findability
CONTENT ORGANIZER RULES• Use if you have clear organizing requirements• Deploy a good Search Architecture Search Based
Navigation
• Don’t forget to turn on the Content Organizer Feature – on the Target Site too!
• Don’t forget to implement Content Types in the Target Libraries
• Teach the users!
• Please rate the• Content
• Speaker
• Demo
• Ratings• 1 Below Expectations
• 2 Met Expectations
• 3 Exceeded Expectations
SESSION EVALUATIONS• Your feedback is important to us. Please fill in the
session evaluation on the Conference Agenda.
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