SharePoint Document Management

Oct 18, 2012Download as KEY, PDF4 likes1,657 views

The document discusses document management capabilities in SharePoint 2010, including using Document IDs to identify and track documents, discovering how Document Sets are used to group related documents, and implementing rules based document submission via the SharePoint Content Organizer feature. The objectives are to learn about these document management capabilities in SharePoint 2010 and use the Document Center site template to manage large document repositories.

SharePoint:
Document Management

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Objectives

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Objectives
• Learn about document management
capabilities in SharePoint 2010

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Objectives
• Learn about document management
capabilities in SharePoint 2010
• Use Document IDs to identify and track
documents

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Copyright © by Application Developers Training Company

Objectives
• Learn about document management
capabilities in SharePoint 2010
• Use Document IDs to identify and track
documents
• Discover how Document Sets are used to
group related documents

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Agenda

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Agenda
• Managing Documents

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Agenda
• Managing Documents
• Rules Based Submission

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Agenda
• Managing Documents
• Rules Based Submission
• Document Center

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Managing Documents

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Managing Documents
• Version Control

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Managing Documents
• Version Control
• Approval

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Managing Documents
• Version Control
• Approval
• Workﬂows

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Managing Documents
• Version Control
• Approval
• Workﬂows
• Publishing infrastructure

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Document IDs

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Document IDs
• Assign unique, immutable ID to
documents

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Document IDs
• Assign unique, immutable ID to
documents
• Document ID Service feature

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Document IDs
• Assign unique, immutable ID to
documents
• Document ID Service feature
• Document ID preﬁx customizable

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Document IDs
• Assign unique, immutable ID to
documents
• Document ID Service feature
• Document ID preﬁx customizable
• Associated with Document content
type

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Document Sets

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Document Sets
• Mechanism for grouping related
documents

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Document Sets
• Mechanism for grouping related
documents
• Alternative to folders

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Document Sets
• Mechanism for grouping related
documents
• Alternative to folders
• Single item in document library

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Document Sets
• Mechanism for grouping related
documents
• Alternative to folders
• Single item in document library
• Document Set content type

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Document Sets
• Mechanism for grouping related
documents
• Alternative to folders
• Single item in document library
• Document Set content type
• Document Set site collection feature

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Rules Based Submission

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Rules Based Submission
• Orderly document storage

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Rules Based Submission
• Orderly document storage
• Library organization

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Rules Based Submission
• Orderly document storage
• Library organization
• User-based decisions

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Rules Based Submission
• Orderly document storage
• Library organization
• User-based decisions
• Scalability

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Organizing Content

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Organizing Content
• Content Organizer site feature

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Organizing Content
• Content Organizer site feature
• Content Organizer Settings

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Organizing Content
• Content Organizer site feature
• Content Organizer Settings
• Content Organizer Rules

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Organizing Content
• Content Organizer site feature
• Content Organizer Settings
• Content Organizer Rules
• Folder Partitioning

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Organizing Content
• Content Organizer site feature
• Content Organizer Settings
• Content Organizer Rules
• Folder Partitioning
• Associated with Document content
type

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Deﬁning Rules

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Deﬁning Rules
• One or more conditions

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Deﬁning Rules
• One or more conditions
• Column data, metadata

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Deﬁning Rules
• One or more conditions
• Column data, metadata
• Destination library

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Deﬁning Rules
• One or more conditions
• Column data, metadata
• Destination library
• Priority

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Drop Off Library

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Drop Off Library
• Central location for document
submission

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Drop Off Library
• Central location for document
submission
• Rules applied to documents

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Drop Off Library
• Central location for document
submission
• Rules applied to documents
• Force users to use Drop Off Library

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Drop Off Library
• Central location for document
submission
• Rules applied to documents
• Force users to use Drop Off Library
• Failure to match a rule

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Document Center

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Document Center
• Aggregates document management
features into a single template

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Document Center
• Aggregates document management
features into a single template
• Major and minor versioning

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Document Center
• Aggregates document management
features into a single template
• Major and minor versioning
• Metadata-based navigation

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Document Center
• Aggregates document management
features into a single template
• Major and minor versioning
• Metadata-based navigation
• Document IDs

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Content Query Web Part

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Content Query Web Part
• Included in Document Center welcome
page

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Content Query Web Part
• Included in Document Center welcome
page
• Pre-conﬁgured query for users

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Content Query Web Part
• Included in Document Center welcome
page
• Pre-conﬁgured query for users
• Highlights important, relevant
documents

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Learn More!

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Learn More!
• This is an excerpt from a larger course. Visit
www.learnnowonline.com for the full details!

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Learn More!
• This is an excerpt from a larger course. Visit
www.learnnowonline.com for the full details!

• Learn more about SharePoint on SlideShare:

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Learn More!
• This is an excerpt from a larger course. Visit
www.learnnowonline.com for the full details!

• Learn more about SharePoint on SlideShare:
 SharePoint: Managing Site Collections and Sites

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SharePoint Document Management

3. Objectives • Learn about document management capabilities in SharePoint 2010 Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

4. Objectives • Learn about document management capabilities in SharePoint 2010 • Use Document IDs to identify and track documents Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

5. Objectives • Learn about document management capabilities in SharePoint 2010 • Use Document IDs to identify and track documents • Discover how Document Sets are used to group related documents Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

6. Objectives • Learn about document management capabilities in SharePoint 2010 • Use Document IDs to identify and track documents • Discover how Document Sets are used to group related documents • Implement rules based document submission via the SharePoint Content Organizer feature Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

7. Objectives • Learn about document management capabilities in SharePoint 2010 • Use Document IDs to identify and track documents • Discover how Document Sets are used to group related documents • Implement rules based document submission via the SharePoint Content Organizer feature • Use the Document Center site template and Content Query web part to manage large Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

16. Managing Documents • Version Control • Approval • Workﬂows • Publishing infrastructure Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

19. Document IDs • Assign unique, immutable ID to documents • Document ID Service feature Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

20. Document IDs • Assign unique, immutable ID to documents • Document ID Service feature • Document ID preﬁx customizable Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

21. Document IDs • Assign unique, immutable ID to documents • Document ID Service feature • Document ID preﬁx customizable • Associated with Document content type Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

24. Document Sets • Mechanism for grouping related documents • Alternative to folders Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

25. Document Sets • Mechanism for grouping related documents • Alternative to folders • Single item in document library Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

26. Document Sets • Mechanism for grouping related documents • Alternative to folders • Single item in document library • Document Set content type Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

27. Document Sets • Mechanism for grouping related documents • Alternative to folders • Single item in document library • Document Set content type • Document Set site collection feature Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

28. Document Sets • Mechanism for grouping related documents • Alternative to folders • Single item in document library • Document Set content type • Document Set site collection feature • Versioning Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

29. Document Sets • Mechanism for grouping related documents • Alternative to folders • Single item in document library • Document Set content type • Document Set site collection feature • Versioning • Metadata Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

30. Document Sets • Mechanism for grouping related documents • Alternative to folders • Single item in document library • Document Set content type • Document Set site collection feature • Versioning • Metadata • Workﬂows Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

37. Rules Based Submission • Orderly document storage • Library organization Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

38. Rules Based Submission • Orderly document storage • Library organization • User-based decisions Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

39. Rules Based Submission • Orderly document storage • Library organization • User-based decisions • Scalability Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

42. Organizing Content • Content Organizer site feature • Content Organizer Settings Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

43. Organizing Content • Content Organizer site feature • Content Organizer Settings • Content Organizer Rules Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

44. Organizing Content • Content Organizer site feature • Content Organizer Settings • Content Organizer Rules • Folder Partitioning Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

45. Organizing Content • Content Organizer site feature • Content Organizer Settings • Content Organizer Rules • Folder Partitioning • Associated with Document content type Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

49. Deﬁning Rules • One or more conditions • Column data, metadata • Destination library Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

50. Deﬁning Rules • One or more conditions • Column data, metadata • Destination library • Priority Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

53. Drop Off Library • Central location for document submission • Rules applied to documents Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

54. Drop Off Library • Central location for document submission • Rules applied to documents • Force users to use Drop Off Library Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

55. Drop Off Library • Central location for document submission • Rules applied to documents • Force users to use Drop Off Library • Failure to match a rule Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

56. Drop Off Library • Central location for document submission • Rules applied to documents • Force users to use Drop Off Library • Failure to match a rule • User is notiﬁed Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

57. Drop Off Library • Central location for document submission • Rules applied to documents • Force users to use Drop Off Library • Failure to match a rule • User is notiﬁed • Site Owner is notiﬁed Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

63. Document Center • Aggregates document management features into a single template Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

64. Document Center • Aggregates document management features into a single template • Major and minor versioning Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

65. Document Center • Aggregates document management features into a single template • Major and minor versioning • Metadata-based navigation Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

66. Document Center • Aggregates document management features into a single template • Major and minor versioning • Metadata-based navigation • Document IDs Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

67. Document Center • Aggregates document management features into a single template • Major and minor versioning • Metadata-based navigation • Document IDs • Document ratings Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

68. Document Center • Aggregates document management features into a single template • Major and minor versioning • Metadata-based navigation • Document IDs • Document ratings • Large-scale sites Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

71. Content Query Web Part • Included in Document Center welcome page • Pre-conﬁgured query for users Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

72. Content Query Web Part • Included in Document Center welcome page • Pre-conﬁgured query for users • Highlights important, relevant documents Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

74. Learn More! • This is an excerpt from a larger course. Visit www.learnnowonline.com for the full details! Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

75. Learn More! • This is an excerpt from a larger course. Visit www.learnnowonline.com for the full details! Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

76. Learn More! • This is an excerpt from a larger course. Visit www.learnnowonline.com for the full details! • Learn more about SharePoint on SlideShare: Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

77. Learn More! • This is an excerpt from a larger course. Visit www.learnnowonline.com for the full details! • Learn more about SharePoint on SlideShare:  SharePoint: Managing Site Collections and Sites Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

78. Learn More! • This is an excerpt from a larger course. Visit www.learnnowonline.com for the full details! • Learn more about SharePoint on SlideShare:  SharePoint: Managing Site Collections and Sites  SharePoint: Introduction to InfoPath Learn More @ http://www.learnnowonline.com Copyright © by Application Developers Training Company

Editor's Notes

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#15: DEMO: May want to demo the Document ID Service at this point.\n
#16: DEMO: May want to demo the Document ID Service at this point.\n
#17: DEMO: May want to demo the Document ID Service at this point.\n
#18: DEMO: May want to demo the Document ID Service at this point.\n
#19: DEMO: May want to show using Document Sets in a library.\n
#20: DEMO: May want to show using Document Sets in a library.\n
#21: DEMO: May want to show using Document Sets in a library.\n
#22: DEMO: May want to show using Document Sets in a library.\n
#23: DEMO: May want to show using Document Sets in a library.\n
#24: DEMO: May want to show using Document Sets in a library.\n
#25: DEMO: May want to show using Document Sets in a library.\n
#26: DEMO: May want to show using Document Sets in a library.\n
#27: DEMO: May want to show using Document Sets in a library.\n
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#44: DEMO: May want to demo using the Content Organizer feature.\n
#45: DEMO: May want to demo using the Content Organizer feature.\n
#46: DEMO: May want to demo using the Content Organizer feature.\n
#47: DEMO: May want to demo using the Content Organizer feature.\n
#48: DEMO: May want to demo using the Content Organizer feature.\n
#49: DEMO: May want to demo using the Content Organizer feature.\n
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#59: DEMO: May want to demo using the Document Center site template.\n
#60: DEMO: May want to demo using the Document Center site template.\n
#61: DEMO: May want to demo using the Document Center site template.\n
#62: DEMO: rest of section\n
#63: DEMO: rest of section\n
#64: DEMO: rest of section\n
#65: DEMO: rest of section\n
#66: DEMO: rest of section\n

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