Agnes Molnar - 10 Steps to be Successful with Enterprise Search
Enterprise Document Management in SharePoint 2010
1. Clarity. Direction. Confidence.
ENTERPRISE DOCUMENT
MANAGEMENT IN
SHAREPOINT 2010
...as You’ve Never Seen
Ágnes Molnár
SharePoint Server MVP,
Senior Solutions Consultant
BEST PRACTICES CONFERENCE SHAREPOINT
2. About the Speaker...
Ágnes Molnár
SharePoint Server MVP
Senior Solutions Consultant, BA Insight
Budapest, Hungary
http://aghy.hu
E-mail: aghy@aghy.hu
Twitter: @molnaragnes
BEST PRACTICES CONFERENCE SHAREPOINT
3. Sessions
Title Day / Time / Venue
Enterprise Document Management Monday 10:15 AM
in SharePoint 2010 PAV3
as You’ve Never Seen
Best Practices for Implementing Monday 2:30 PM
Enterprise Search in SharePoint GBE
Best Practices for Organizing Tuesday 12:45 PM
Documents in SharePoint 2010 GBE
BEST PRACTICES CONFERENCE SHAREPOINT
4. Agenda
Introduction:
SharePoint 2010 Capabilities for supporting Document
Management
Best Practices:
Online and Offline Access to Documents
Metadata Management and Document Management
Organizing Documents
Documents out of SharePoint
Search and Find your Documents
BEST PRACTICES CONFERENCE SHAREPOINT
5. Agenda
Introduction:
SharePoint 2010 Capabilities for supporting Document
Management
Best Practices:
Online and Offline Access to Documents
Metadata Management and Document Management
Organizing Documents
Documents out of SharePoint
Search and Find your Documents
BEST PRACTICES CONFERENCE SHAREPOINT
6. Document Management
„A document management system (DMS) is
a computer system (or set of computer programs)
used to track and store electronic documents
and/or images of paper documents.”
(Wikipedia)
BEST PRACTICES CONFERENCE SHAREPOINT
7. Document Management General
Requirements
Store, edit, modify metadata, etc.
Version management
Permission management
Workflows
Content Types
Document Templates
Extensibility
Search – and Find...
BEST PRACTICES CONFERENCE SHAREPOINT
9. SharePoint 2010 Capabilities
• Term:
• a word or a phrase that can be
associated with an item in SharePoint
Server 2010
• Term Set:
Managed Metadata • a collection of related terms
• Metadata Management:
• a way of referring to the fact that terms
and term sets can be created and
managed independently from the
columns themselves
• Link to the document
Document ID • Unique
• Can be customized
BEST PRACTICES CONFERENCE SHAREPOINT
10. SharePoint 2010 Capabilities
• Can be associated with
• Documents
• Document Sets
Workflows • Can be started:
• New item created
• Existing item modified
• Manually
• Property based rules
• Users don’t need to know where to save
Content Organizer anymore
Rules • Well organized content
• Searchability and Findability
BEST PRACTICES CONFERENCE SHAREPOINT
11. SharePoint 2010 Capabilities
• Word, Excel, PowerPoint, OneNote, ...
Office 2010
• Multi-user Support in Word and
integration PowerPoint
• View and Edit in the Browser
Office Web Apps • Multi-user Support in Excel and
OneNote
• Offline content management
SharePoint • Anywhere, anytime
Workspace 2010 • Documents, List items, Properties,
Metadata, Business Data, ...
BEST PRACTICES CONFERENCE SHAREPOINT
12. Agenda
Introduction:
SharePoint 2010 Capabilities for supporting Document
Management
Best Practices:
Online and Offline Access to Documents
Metadata Management and Document Management
Organizing Documents
Documents out of SharePoint
Search and Find your Documents
BEST PRACTICES CONFERENCE SHAREPOINT
15. Office Web Applications
Enforce using Office Web Applications, when:
Internet/Extranet solutions
No Office Clients at all
For example, branch offices, help desk, etc.
No fix office desk for the employees
For example, Help Desk
BUT: Plan for the Performance!
BEST PRACTICES CONFERENCE SHAREPOINT
16. Office Web Applications
Don’t enforce using OWA, when:
Users don’t understand it Training!!!
Cutom Office Add-ins are required
for example, Contracts App for Word
„Just for fun”
BEST PRACTICES CONFERENCE SHAREPOINT
17. SharePoint Workspace 2010
Enforce using SharePoint Workspace when:
Offline access is needed
for example, sales people or agents
Would like to have access to content from different sources
BUT: Be careful and set the access rules and permissions properly!
BEST PRACTICES CONFERENCE SHAREPOINT
18. Accessing Content in SP2010 – Decision
Matrix
SharePoint 2010 + Office SharePoint 2010 + Office SharePoint Workspace
2010 Web Apps 2010 with Office clients
Easiest to adopt with Easiest to adopt with
previous SharePoint Internet experience
experience
Full Office 2010 capabilities Limited Office 2010 Full Office 2010 capabilities
+ Integration capabilities + Integration
Different sites, different Different sites, different Various sites can be
URLs URLs managed at one place
Access to the content Offline access to the
anywhere, anytime content
„View in Browser” for
Search Results
BEST PRACTICES CONFERENCE SHAREPOINT
19. Agenda
Introduction:
SharePoint 2010 Capabilities for supporting Document
Management
Best Practices:
Online and Offline Access to Documents
Metadata Management and Document Management
Organizing Documents
Documents out of SharePoint
Search and Find your Documents
BEST PRACTICES CONFERENCE SHAREPOINT
20. Metadata Management
Managed Metadata is much more than Properties:
Metadata-based navigation
Filter on search results
Independent, centralized management
Metadata Hierarchy
Synonyms
Multi-language support
Metadata owners
BEST PRACTICES CONFERENCE SHAREPOINT
21. Metadata Management
BUT: Not necessarily use managed metadata:
No need to reuse the term set
No need to independent/centralized management of properties
No need the multi-language support
No need the magamement of synonyms
BEST PRACTICES CONFERENCE SHAREPOINT
22. Agenda
Introduction:
SharePoint 2010 Capabilities for supporting Document
Management
Best Practices:
Online and Offline Access to Documents
Metadata Management and Document Management
Organizing Documents
Documents out of SharePoint
Search and Find your Documents
BEST PRACTICES CONFERENCE SHAREPOINT
23. Organizing Documents
SharePoint 2010 capabilities:
Site Collections and Sites
Document Libraries
Document Sets
Folders
Content Types and document templates
Content Organizer Rules
...
BEST PRACTICES CONFERENCE SHAREPOINT
24. Organizing Documents
Document Library Folder Document Set
Easy to create Easy to create Easy to create
Easy to maintain the Easy to understand Shared Metadata
permissions Views without folders Shared Version
Shared Workflow
Permissions
Content types can be
contained
Default content
Custom Welcome Page
Hard to keep organized in Tree hierarchy vs. Hardest to understand
case of a large number of Managed Metadata Sometimes the extra
documents features are not required
Views vithout folders show
Document Sets as well as
their content
BEST PRACTICES CONFERENCE SHAREPOINT
25. Organizing Documents
Content Types
Reusable collection of settings:
metadata (columns)
document templates
workflows
custom Document Information Panel
information management settings
BEST PRACTICES CONFERENCE SHAREPOINT
26. Planning Content Types
Where?
How? Content Type
Why? Map
What? Document
Document_Ro
ot
Technical
Contract Marketing
Document
Requirements Case Study User Manual Presentation
System For Business
Requirements Decision
Makers
Functional
Requirements For Developers
For Admins
BEST PRACTICES CONFERENCE SHAREPOINT
27. Planning Content Types
Define on the proper site
Define metadata and force the users to use them
Define custom document templates
Make a clear content type hierarchy in a clear site
hierarchy
Use different Content Types in different Document Sets if
it’s possible
Train the users
BEST PRACTICES CONFERENCE SHAREPOINT
30. Organizing Documents
Folders vs. Document Sets
Metadata management
Content Types
Content Organizer Rules
Best Practices for Organizing Documents
in SharePoint 2010
Tue 12:45 PM GBE
BEST PRACTICES CONFERENCE SHAREPOINT
31. Agenda
Introduction:
SharePoint 2010 Capabilities for supporting Document
Management
Best Practices:
Online and Offline Access to Documents
Metadata Management and Document Management
Organizing Documents
Documents out of SharePoint
Search and Find your Documents
BEST PRACTICES CONFERENCE SHAREPOINT
32. Documents out of SharePoint
Migrate vs. Integrate
Migrate if you need SharePoint capabilites
Workflows
Office Web Apps
Content Types
...
Migrate if you want to turn off the old system
Integrate if old content is like an ‚Archive’
Configure Search on your Archive
BEST PRACTICES CONFERENCE SHAREPOINT
33. Agenda
Introduction:
SharePoint 2010 Capabilities for supporting Document
Management
Best Practices:
Online and Offline Access to Documents
Metadata Management and Document Management
Organizing Documents
Documents out of SharePoint
Search and Find your Documents
BEST PRACTICES CONFERENCE SHAREPOINT
34. Search and Find Your Documents
Win7
Connector
Related
searches
Launch in
Office Web
Apps
Federated
Refinement results
panel
BEST PRACTICES CONFERENCE SHAREPOINT
35. Search and Find Your Documents
Ordering on
any property
Suggestion Related
while typing Searches
and People
Matches
Document Preview
Thumbnails
Open in
Browser
Federated
Results
BEST PRACTICES CONFERENCE SHAREPOINT
36. Search and Find Your Documents
Windows 7 Connector for Search
BEST PRACTICES CONFERENCE SHAREPOINT
37. Search and Find Your Documents
Plan! Plan! Plan!
Where are my documents?
What to search for?
Who will search?
Best Bets, Visual Best Bets
Permissions!!!
Search Scopes and Filters
Result pages
...
Best Practices for Implementing Search
in SharePoint 2010
Mon 2:30 PM GBE
BEST PRACTICES CONFERENCE SHAREPOINT
38. Clarity. Direction. Confidence.
THANK YOU!
Please be sure to fill out your session
evaluation!
BEST PRACTICES CONFERENCE SHAREPOINT