1. Better Document
Management using
Roland Simonis
Director of Technology, Kodak Document Imaging
March 4, 2013

2. Document Management in SharePoint
• Onboarding Documents
– Adding content to SharePoint (libraries) = “Capture” in
Enterprise Content Management (ECM)
• Organizing Documents
– Provide routing, access and governance
• Permission, policy, location
• Taxonomy, associated metadata
• Managing Documents
– Make content actionable
– Solve business processes (workflow) associated with
content: i.e. HR onboarding, Invoice approval, …
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3. Organizing with Content Types
• SharePoint Content Types is “the” essential feature for
organizing and managing your Documents
– Associate metadata / Columns to a document
– Associate a Workflow to a document
• Overview of Site Admin main configuration steps:
1. Create the relevant Content Types (prerequisite:
taxonomy planning) i.e. Invoice, Resume, …
2. Associate relevant Metadata to the Content Types:
i.e. Invoice Metadata Column: InvoiceNumber, InvoiceDate,
VendorID, …
3. Enable Content Types use in Library
4. Associate a Workflow with a Content Type
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4. Step 1: creating Content Types
Site Settings > Site Content Type  Create
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5. Step 2: associating Column
Associate Columns to Content Types: either existing one or
Create new site Columns (select Column data type)
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6. Step 3: enable Content Types in Library
• Content Types management is disabled by default
Library > Library Settings > Advanced Settings
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7. Step 4: associate a Workflow
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8. Creating Business Process Workflows
• Native (OOTB) SharePoint is limited
– Adequate for simple approval
– Limited workflow logic, unless using code (2013 is better)
– Basic creation tools: SP Designer, Visio
• Add-on solution: Kodak Info Activate Solution Workflow
– Graphical designer tool, to be used by Business
– Easy to design, test, deploy, monitor, modify, manage
– Inside SharePoint
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9. Onboarding documents
• Native SharePoint: Library > File > Upload document
– hard to enforce consistent onboarding
• Add-on: Kodak Info Activate Solution
– Governance: Admin configures a Job for each doc types,
assuring a consistent onboarding i.e. Invoices, Resumes,
• defines destination library, content type (Metadata, WF)
• for paper documents, defines scanner settings
– Knowledge worker: ease-of-use / fault-proof steps
• simply select the Job (Tile) and enter the metadata
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10. Demo #1: Live Demo
• John Danner, Kodak SharePoint Architect
– Solve a Business Process with Kodak Info Activate
Solution Workflow
– Onboard documents (e-Docs, Paper docs) with Kodak
Info Activate Solution
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11. Demo #2: Info Activate Limited Edition
• Available 2/28/13 in SharePoint 2013 App Store
• Simple App to add paper docs in SharePoint 2013 Libraries
(O365 or OnPrem) - For small groups - No IT!
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12. More Info? Visit Kodak Booth
• Talk to our specialists, see an in-depth demo of Kodak Info
Activate Solution
• Win a prize everyday!
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13. More? Kollabria-Kodak seminar series
https://www.kollabria.com/index.php/kollabria-seminars
Automating Business Document Processes with SharePoint
Free Solution Workshop & Tutorial held at Microsoft Offices
Sessions will start at 9:00 AM and end at 4:00 PM in each location.
Houston, TX - March 11 Philadelphia, PA - March 20
Austin, TX - March 12 Reston, VA - March 21
Phoenix, AZ - March 14 Durham, NC - April 16
Iselin, NJ - March 19 Nashville, TN - April 17
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14. Thank you!
roland.simonis@kodak.com
@RolandSim
john.danner@kodak.com
@JohnDSTL
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