Sharepoint Document Management System (DMS) Features

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SharePoint 2013
DMS Capabilities

Something, about us
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provider based out of INDIA. We are a young dynamic
organization working on different IT Consultancy &
Implementation Projects in India, US, Europe and Australia.
We are a team of dedicated, innovative and experienced IT
professionals specialized in Microsoft Business Technologies.
We believe Microsoft Technologies is our forte and hence we
primarily indulge in Microsoft based implementations. Microsoft
Share Point, Microsoft Dynamics CRM and Microsoft .NET are
technologies we excel in.
“We can make your business run on the wheels of technology”

Microsoft SharePoint Offerings
WHAT WE OFFER IN SHAREPOINT
CONSULTING
SERVICES
• SharePoint Governance
₋ Information Architecture
₋ Capacity Planning
₋ Search Architecture
₋ Security Architecture
₋ Customization Policies
₋ Custom Framework Design
₋ Compliance
₋ Branding
• Go to Cloud Strategy
• Enterprise Collaboration & Content
Management Consulting
INFRASTRUCTURE
SERVICES
• SharePoint Farm Creation & Configuration
• Search Implementation
• Performance Tuning
• Business Continuity Planning
• Disaster Recovery Strategy
IMPLEMENTATION
SERVICES
• SharePoint Solution Design &
Architecture
• Enterprise Portals (Internet &
Intranet)
• Team Workspaces
• Knowledge Management Portals
• BI Solutions
INTEGRATION
SERVICES
• Integration with Lotus Notes,
Microsoft Exchange
• ERP integration with SAP, Oracle
ERP, Dynamics AX
• CRM Integration with Dynamics CRM,
Sales force, Sugar CRM
• Integration with Custom Applications
• Third party tools Integration
• Legacy Applications Integration
MIGRATION
SERVICES
• from Lotus Notes
• from any CMS
• from an old version to a newer
version
• from on premise to cloud

SharePoint DMS
1. Content Creation & Storage
2. Column Metadata Properties
3. Review & Approval Workflow
4. Version Control
5. Access Control / Security
6. Searching / Content Indexing
7. Content Types
8. Document Sets (Group) & Linking
9. Metadata Navigation
10.Alerts & Notifications
OUT OF THE BOX FEATUERS
11.Mobile Accessibility
12.Microsoft Office Integration
13.Offline Editing
14.Audience Targeting
15.Barcode / Labeling
16.Retention Policy
17.Record Archival
18.Auditing
19.Unique Document Ids
20.Default Templates

Document Center is a collaborative repository for
authoring documents within a team, or a
knowledge base for documents across multiple
teams. It helps authors to create, work on, and
store documents.
Single & Multiple
Upload
Find Document by
ID
Search / Index
documents
Rate Documents
Versioning
Customized
filterable Views
Document Center (Creation & Storage)

Metadata properties allows author to store
additional data with documents. These
metadata properties can also be used with
searching and indexing additional data.
Metadata Properties

Workflows in SharePoint provide great ways to
save time, effort, and cost by automating
existing business processes. Many
business needs can be addressed through
SharePoint out of the box workflows.
Workflows (Review / Approval)
1 Approval
2 Collect Feedback
3 Collect Signatures
4 Disposition Approval
5 Three State

Versioning stores, tracks, and restore items
in a document library whenever they change.
Versioning, combined with other settings, such as
required check-out, gives you a lot of control of
the content that is posted on your site and can
provide real value if you ever have a need to look
at or restore an old version of an item or file.
Version Control
1 View 2 Restore 3 Delete
4.0
Major
Versioning
5.1
Minor
Versioning

SharePoint 2013 supports security for user access
at the website, list, list or folder, and item levels.
Security management is role-based at all levels.
Access Control / Security
1 Windows (NTLM / Kerberos)
2 Forms based authentication
3 User / Group Access
4 Document level access
5 Single Sign on Support

Search in SharePoint 2013 enables users to find
relevant information more quickly and easily. It also
provides several API sets for more advanced
customizations and solutions.
Searching / Content Indexing
 Admin Component
 Crawl Component
 Content Process Component
 Analytics Processing Component
 Index Component
 Query Processing Component

A content type is a reusable collection of
metadata (columns), workflow, behavior, and
other settings for a category of items or documents
in a SharePoint list or document library. Content
types enable you to manage the settings for a
category of information in a centralized, reusable
way
Content Types
 Properties
 Metadata
 Workflows
 Information management policies
 Document templates
 Custom features

A Document Set is a group of related
documents that can be created in one step and
then managed as a single entity.
Document Sets (Group) & Linking
SharePoint also allows us to create a link to
document for accessing master document at
various locations

Metadata navigation makes it easier for users to
find content in large lists and libraries. It enables
users to dynamically filter and find content in
lists and libraries by using a navigation
hierarchy tree control to apply different
metadata-based filters to the view.
Metadata Navigation

Alerts are a great way to keep track of the changes
your teammates make to documents and lists on
your site. You can use alerts to receive an email
notification when content is added or modified
on your site. Site administrators also have the
ability create alerts for other members of the site.
Alerts & Notifications

SharePoint Server 2013 offers new, optimized viewing experiences
across different mobile platforms.
Mobile Accessibility
1 Contemporary view
2 Classic view
3 Full screen view

Document libraries offer collaborative functionality
in the SharePoint Web interface, but SharePoint-
compatible applications such as Microsoft
Office 2010, 2013 integrate closely with
document libraries, and expose SharePoint
functionality directly within the Office UI.
Microsoft Office Integration

SharePoint 2013 offers offline editing of documents
when user is not connected to network to
access the document management system. User
can later on sync all the changes with the
document library online version.
Offline Editing

Documents in SharePoint can be targeted to
appear only to people who are members of a
particular group or audience. An audience can be
identified by using SharePoint groups,
distribution lists, or security groups or by
using a rules-based system to create a global
audience.
Audience Targeting

 Label policy is the mechanism for assigning
metadata-based identifiers
 Barcode policy is the mechanism for assigning
machine-readable identifiers
Barcode / Labelling

Retention policy is a set of rules that defines if the
content is eligible for continuation at the existing
location. If not then it should be marked for deletion
after a certain period of time or transferred from
one that location to another
Retention Policy
 Move to Recycle Bin
 Permanent Delete
 Transfer to another location
 Start a workflow
 Skip to next stage
 Declare record
 Delete previous drafts
 Delete all previous versions

SharePoint provides a capability to records in an archive, or you can manage
records in the same document repository as active documents
Record Archival

The audit feature of Microsoft SharePoint Server or
SharePoint Online let you track user actions
on a sites content types, lists, libraries, list items,
and library files within your site collections.
Auditing

Document IDs help you manage your documents
by providing an easy way to track documents
regardless of their location.
Unique Document Ids

SharePoint allows administrators to set default file template for document library. This way, when
someone creates a new file in the library, the default template opens in the appropriate program.
Default Templates

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Sharepoint Document Management System (DMS) Features

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