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Enhance the way people collaborate with documents in share point

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Come and learn those extra settings we can turn on to enhance the way people collaborate with documents in SharePoint. There is a set of out of the box settings available in a document library that we can configure to provide a friction free experience for document authors and content consumers.

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Enhance the way people collaborate with documents in share point

  1. 1. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension ENHANCE THE WAY PEOPLE COLLABORATE WITH DOCUMENTS IN SHAREPOINT Haaron Gonzalez Lead Solution Architect Hershey Technologies haarongonzalez@mvps.org http://twitter.com/haarongonzalez
  2. 2. #SPSSD @sanspugSan Diego 2014 The Bottom Line  People just want to get work done  Technology it’s a tool that enable us to achieve results  Learning is not sequential, it’s 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!
  3. 3. #SPSSD @sanspugSan Diego 2014 Haaron Gonzalez  Consultant  Lead Solution Architect at Hershey Technologies  Independent Consultant & Instructor in Mexico  Microsoft MVP  ASP/ASP.NET (2004 – 2008)  SharePoint Server (2009 until now)  Speaker/Community  Mexico SharePoint User Group  San Diego SharePoint User Group  Staff at Microsoft TechEd  Blogger since 2005 haarongonzalez@mvps.org youtube.com/haarongonzalez twitter.com/haarongonzalez facebook.com/haarongonzalez
  4. 4. #SPSSD @sanspugSan Diego 2014 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!
  5. 5. #SPSSD @sanspugSan Diego 2014 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 @sjamFrom Scott Jamison slides
  6. 6. #SPSSD @sanspugSan Diego 2014 Common way to set up SharePoint for dealing with documents  Metadata instead of folders  1. Unfamiliar to users  2. Forces users to add metadata (they’re 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 @sjamFrom Scott Jamison slides
  7. 7. #SPSSD @sanspugSan Diego 2014 The way to go Folders Metadata
  8. 8. #SPSSD @sanspugSan Diego 2014 Drill down on outcomes & features  Site Columns  Manage Metadata  Choice  Document Library  Site Columns  Views  Folders  Manage Metadata Filtering  Column default value settings  Drag and Drop  Permissions  Manage Metadata  Term Set  Search  One Drive for Business  Content organization  Content discovery  Content consumption  Content authoring  Content filtering  Content security  Content versioning
  9. 9. #SPSSD @sanspugSan Diego 2014 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.
  10. 10. #SPSSD @sanspugSan Diego 2014 Site Column - Examples Name Type Group Description Topic Manage Metadata Intranet Columns Column that reference the Topic Term Store Department Choice Intranet Columns List of departments Policy Type Choice Intranet Columns Regulatory, Internal, Miscellaneous Procedure Type Choice Intranet Columns Operational, Instruction, Manual, Recovery Form Type Choice Intranet Columns Request, to be determine. Report Type Choice Intranet Columns Production, Imaging, Financial, Compliancy Summary Text Intranet Columns General information column. Review Date Date Intranet Columns Review date. Publication Date Date Intranet Columns Publication date.
  11. 11. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Create Doc Type site column
  12. 12. #SPSSD @sanspugSan Diego 2014 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.
  13. 13. #SPSSD @sanspugSan Diego 2014 Site Content Types - Examples Name Description Policy A 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. Procedure A 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. Form An electronic document that users can enter data into and print. Report A 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. Proposal Human Resource Curriculum Marketing
  14. 14. #SPSSD @sanspugSan Diego 2014 XXXX Document  Title  Author  Created By  Created On  Topic (Manage Metadata) XXXX Policy  Title  Author  Created By  Created On  Topic (Manage Metadata)  Policy Type: Choice  Summary: Plain Text  Review By Date: Short date  Publication Date XXXX Procedure  Title  Author  Created By  Created On  Topic (Manage Metadata)  Procedure Type: Choice  Summary: Plain Text  Review By Date: Short date XXXX Form  Title  Author  Created By  Created On  Topic (Manage Metadata)  Form Type: Choice  Summary: Plain Text XXXX Report  Title  Author  Created By  Created On  Topic (Manage Metadata)  Report Type: Choice  Summary: Plain Text  Publication Date Site Content Types - Examples
  15. 15. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Create Human Resource Document Content Type and configure in document library
  16. 16. #SPSSD @sanspugSan Diego 2014 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
  17. 17. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Modify All Documents view and create All Folders view
  18. 18. #SPSSD @sanspugSan Diego 2014 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
  19. 19. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Enhance existing folder and apply permissions
  20. 20. #SPSSD @sanspugSan Diego 2014 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
  21. 21. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Enable Metadata Filtering feature and configure in document library
  22. 22. #SPSSD @sanspugSan Diego 2014 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
  23. 23. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension DEMO Enable Metadata Filtering feature and configure in document library
  24. 24. #SPSSD @sanspugSan Diego 2014 Human Resource Benefits 401K Recruiting Leave of Absence Training Wellness
  25. 25. #SPSSD @sanspugSan Diego 2014 Proposals Customer Documents RFQ Specs SOW Cost and Pricing Information Purchasing Cost and Pricing Engineering Documents Technical Documents Contracts Contractual Documents Subcontracts
  26. 26. #SPSSD @sanspugSan Diego 2014 Metadata  Document Type  Customer Documents  Cost and Pricing Information  Engineering Document  Contracts  Document Topic  RFQ  Specifications  SOW  Purchasing  Cost and Price  Technical Doc  Contractual Doc Proposals Customer Documents RFQ Specs SOW Cost and Pricing Information Purchasing Cost and Pricing Engineering Documents Technical Documents Contracts Contractual Documents Subcontracts
  27. 27. #SPSSD @sanspugSan Diego 2014 Post Event: SharePint Location: La Jolla Brewing Company Address: 7536 Fay Ave, La Jolla, CA 92037 Phone: 858-246-6759 Immediately following event closing & prize drawings Map and Directions on SPS Events Schedule Google Map & directions: http://ow.ly/E164L
  28. 28. #SPSSD @sanspugSan Diego 2014 Haaron Gonzalez  Consultant  Lead Solution Architect at Hershey Technologies  Independent Consultant & Instructor in Mexico  Microsoft MVP  ASP/ASP.NET (2004 – 2008)  SharePoint Server (2009 until now)  Speaker/Community  Mexico SharePoint User Group  San Diego SharePoint User Group  Staff at Microsoft TechEd  Blogger since 2005 haarongonzalez@mvps.org youtube.com/haarongonzalez twitter.com/haarongonzalez facebook.com/haarongonzalez
  29. 29. #SPSSD @sanspugSan Diego 2014 SharePoint Saturday San Diego November 15, 2014 UCSD Extension PLEASE THANK OUR SPONSORS! Please fill out your session evaluation! http://ntx.lv/lwGlKl1 (case sensitive)

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