The Enterprise Content Management features in SharePoint have steadily improved with each new release of the platform. In this session, we will explore the top 10 new ECM features that have been added to SharePoint 2013, with an emphasis on "new". The session will include demos that showcase real-world examples of how each feature can be used to enhance the overall user experience when working with email, collaborative documents as well as official records.

1. Top Ten New ECM Features
in SharePoint 2013
John F. Holliday
President, SharePoint Architects, Inc.
Level: Intermediate

2. About Me
• SharePoint Consultant
– Information Architecture
– Content Analytics & System Design
• Author, Instructor, Lecturer
– SharePoint Development
– Document & Records Management
– Office Business Applications

3. ECM in SharePoint 2010 => 2013SharePoint2010
Digital Asset Management
Human Centric Workflow
Records Management
Document Management
Web Content Management
Vendor 1:
Archiving / Library Services
Vendor 2:
Scanning / Document Generation
Document
Management
Records
Management
Web Content
Management
Digital Asset
Management
Archiving /
Library
Services
Human
Centric
Workflow
Scanning /
Document
Generation
SharePoint 2013
Third-Party Vendor Eco-System

4. #10 - Bulk Metadata Editing
Main Points
• “DataSheet View” did not work
well in SP2010
• Users are comfortable with the
Excel user experience for
entering data.
• “Quick Edit” view brings the
same experience to SP2013
Why It’s Important
• Too many clicks leads to
information loss.
• Dramatically reduces the
number of steps for entering
critical metadata.
• Tightly integrated with the
Managed Metadata term store.

5. DEMO
Bulk Metadata Editing

6. #9 - Managed Metadata Navigation
Main Points
• New option to create top and
left navigation from a special
managed metadata termset
created for each site collection.
• Two-way synchronization
between the term store and
links added manually.
• Supports “friendly” urls.
Why It’s Important
• Term set provides simpler
administration and ensures
consistency.
• Extended properties in the
term store can be used to drive
page behavior and other site-
level functionality.
• Friendly urls are more intuitive
and better reflect the structure
of content.

7. DEMO
Managed Metadata Navigation

8. MMS Navigation: Additional Points
• Navigation Terms Scoped to Site Collection
– Does not show up in Central Admin
• Allows Manual Editing of Links
– Can get out of synch with the term store
• Friendly URLs are not automatically
synchronized
– BUG => Requires manual updates to term store

9. #8 - Digital Asset Management
Main Points
• New content types for
managing digital assets
– Image, Audio, Video
– Predefined Columns
– Automatic Metadata
Extraction
• New “Asset Library” library
app.
– Defaults to Thumbnail View
– Includes Overlay Callouts
– Built-In Podcasting Support
Why It’s Important
• Simplifies the management of
otherwise “opaque” media files
– Consistent Metadata
• Implements common
functionality that would
otherwise require third-party
plugins.

10. DEMO
Digital Asset Management

11. #7 - Search Result Types
Main Points
• Think of result types as
“strongly typed” search
results.
– Can be associated with other
things
• Result Types work hand-in-
hand with Display Templates
– Items
– Hover Panels
Why It’s Important
• Categorizing search results
can be pain-staking and time-
consuming.
• Result Types let you create
pre-defined associations for
different kinds of content.
• Display Templates let you
create content-appropriate
search experiences for end
users.

12. Raw Search Results
Different
Types
Result Type = “Microsoft PowerPoint”

13. Display Templates
Result Type
Item Display
Template
Hover Panel
Display
Template
1
2

14. Result Types Creation
Select Display
Templates
• Copy an existing template
• Edit HTML/JS
Identify Scope
• Farm, Site Collection or Site
Create Result
Type
• Specify Name & Source
• Specify Conditions & Custom Properties
• Specify Display Templates

15. DEMO
Search Result Types

16. #6 - Content By Search Web Part
Main Points
• Use the built-in Query Builder
to associate the web part with
a search query.
• Select the Display Templates
to be used to display the
results.
Why It’s Important
• Simplifies the customization of
query search results.
– No need for XSLT
• Query Builder simplifies the
construction of complex
queries.

17. Query Builder

18. DEMO
Content Search Web Part

19. #5 - Content Enrichment
Web Services Callouts
Main Points
• Custom pre-processor for
managed properties (similar to
FAST pipeline extension)
• Can analyze content and
modify or introduce new
managed properties
• Content analysis happens in a
custom web service
Why It’s Important
• Raw indexing results may have
inconsistent formatting
• Default set of managed
properties may not provide
sufficient insight into results
• Custom refiners can provide
deeper insights and yield
richer search experiences for
end users

20. Content Enrichment
Callout Architecture
CRAWL CONTENT PROCESSING INDEX
Document
Parsing
Word Breaking Entity Extraction
WEB
SERVICE
Input Properties Output Properties
“Trigger” Expression
Content Enrichment

21. Content Enrichment Callouts:
Additional Points
• Everything Depends on Managed
Properties
– Mapping is not automatic. Requires literal mapping
from crawled properties to managed properties.
– Must tell SharePoint which specific managed
properties to send to the service, and which ones to
expect.
– Managed properties must already be part of the
search schema.
• Applies only to “new” content
– Callout does not happen for deletes or partial updates.

22. #4 - Cross-Site Publishing
Main Points
• Separates content
authoring from branding
and rendering.
– Maintain content in authoring
site collections
– Display content in publishing
site collections
• Relies on Search Web parts
to display published
content
– Can show integrated view of
authored pages and list
content
Why It’s Important
• Makes it easier to manage
shared content across site
collections using familiar
WCM publishing techniques
• Integrates the search
infrastructure with
publishing in a clean and
consistent way.

23. Cross-Site Publishing Architecture

24. #3 - Site Mailboxes
Main Points
• Integrates SharePoint
2013 and Exchange
2013 within the
Microsoft Outlook 2013
Client.
• Designed specifically
for team collaboration,
scoped to individual
shared projects.
Why It’s Important
• Teams need to deliver
a shared set of project
related artifacts.
• Creates better parity
between documents
and emails.
• Compliance policies
can be applied
consistently to all
project artifacts.

25. Site Mailboxes

26. Site Mailboxes
• Implemented as SharePoint Sites
extended to receive and store messages
sent to a corresponding Exchange Mailbox
(via the SharePoint Site Mailbox App).
• Enables site-level retention policies to be
applied equally to related documents and
email messages associated with a project.
• Simplifies eDiscovery (and holds
processing) for emails and documents.

27. Site Mailboxes: End User Benefits
• Consolidated view of SharePoint and
Exchange content from within Microsoft
Outlook (familiar drag/drop interface).
• Ability to route incoming emails directly
into site mailbox (via email forwarding).
• Handles attachments.

28. Site Mailboxes:
Compliance Benefits
• Retention policies can be managed at the site level for
all project-related artifacts.
• Emails (and documents) can be classified
behind the scenes.
– No need for end-users to deal with classification issues.
• Site Mailboxes can be defined as Search Result Types
– Participates directly in e-Discovery process.
• Site Mailboxes are security trimmed in Outlook
– Not visible if user is not a site (project) member.

29. Site Mailboxes: Limitations
• No Metadata Tagging
– Cannot capture email attributes as metadata
• No Support for Document IDs or Links
– Cannot attach SharePoint content to new emails
• No Support for Automatic Versioning
– Filename collisions may result in errors
• No Support for Other Office Apps
– Word, Excel, PowerPoint, Visio

30. Site Mailboxes: Additional Points
• Runtime Services Requirements
– User Profile Service with Profile Synchronization
– Exchange Web Services
• Special Configuration Requirements
– Web Application requires SSL (https)
– Must run in the default zone (with https enabled)

31. #2 Site-Level Retention
Main Points
• Driven by Policy
– Create and attach policies
to sites
• Better control over site
closure and deletion
– Specially defined state
called “Site Closure”.
– Policy determines what
happens when a site is
closed.
Why It’s Important
• Fixes disparity
between sites and the
contents they contain.
• Enables administrators
to apply consistent
rules to an entire site in
addition to individual
policies and retention
rules.

32. DEMO
Site Level Retention

33. #1 : E-Discovery Center
Main Points
• Build around Search
and the concept of a
“Case”
– Associates search results
with specific cases
• De-couples “Lock
Down” from the
content database
– Can package result set for
export.
– Protection depends on the
content source.
Why It’s Important
• Enables litigation holds
to be applied to many
types of content.
– SharePoint Documents
– Email Messages
– File Shares
• Enables tight
integration with
multiple content
sources without
imposing additional
constraints.

34. E-Discovery Steps
Discovery Preservation Collection
ProcessingReviewProduction
34
Send To
Opposing Counsel Filter Prepare for Review
Search Hold Export

35. E-Discovery Process
Create
Case
Place
Holds
Refine
Content
Export
Content
Release
Holds
Close
Case
35

36. DEMO
E-Discovery Center

37. For More Info
• WWW.SHAREPOINTARCHITECTS.US
• WWW.JOHNHOLLIDAY.NET
• www.johnholliday.net/in