ECM Introduction
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This document summarizes an introduction to enterprise content management (ECM) concepts in SharePoint, including document management and web content management. It discusses key ECM definitions and concepts like document libraries, content types, and page layouts. It also provides an example scenario of using these features to create a publishing site for marketing press releases with approval workflows.
ECM Introduction
- 1. Welcome to the Nebraska SharePoint User Group May 7 th , 2008 Enterprise Content Management (ECM) in SharePoint Corey Erkes
- 2. Today’s Agenda SharePoint And ECM Concepts ECM Foundation: Document Management Web Content Management Q&A
- 3. SHAREPOINT AND ECM CONCEPTS
- 4. What is Enterprise Content Management?
- 5. ECM Defined… Document Management “ A computer system (or set of computer programs) used to track and store electronic documents and / or images of paper documents.” Wikipedia
- 6. ECM Defined… Records Management “ Practice of identifying, classifying, archiving, preserving, and destroying records.” Wikipedia
- 7. ECM Defined… Web Content Management “ A content management system usually implemented as a web application for creating and managing HTML content.” Wikipedia
- 8. SharePoint Concepts For ECM Content Database Site Collection Site List / Library Metadata (Columns / Content Types)
- 10. Document Management Topics The Core Platform Document Libraries Content Types & Site Columns Document Centers Constraints and Suggested Practices
- 11. Document Management Topics The Core Platform Document Libraries Content Types & Site Columns Document Centers Constraints and Suggested Practices
- 12. Document storage Security Document Libraries
- 13. Document Storage Security Versioning Document Libraries
- 14. Document Storage Security Versioning Metadata Document Libraries
- 15. Document Storage Security Versioning Metadata Views Document Libraries
- 16. Additional Capabilities Upload single / multiple Datasheet Mode Explorer View Outlook 2007 Integration RSS / Alerts Recycle Bin Send To Document Libraries
- 17. Document Management Topics The Core Platform Document Libraries Content Types & Site Columns Document Centers Constraints and Suggested Practices
- 18. Site template dedicated to document management Content Types enabled Versioning Settings enabled Tree View enabled Relevant Documents Web Part Assigned Tasks Document Center Site Template
- 19. Document Management Topics The Core Platform Document Libraries Content Types & Site Columns Document Centers Constraints and Suggested Practices
- 20. Constraints and Suggested Practices Constraint Suggested Practice Site Collection Limitations Content Types Site Columns Leverage SharePoint “Features” to “staple” company content types and site columns to site collections. Versioning on Document Libraries Plan out content types and corresponding document libraries to ensure versioning is applied appropriately. # of Documents per “Level” (2,000 Documents) Plan document balancing techniques by using folders or “automated” balancing techniques using Event Handlers. Capacity Plan out Document Centers to align to content databases. SharePoint Groups and Indexing Leverage AD Groups instead of SharePoint Groups to avoid full crawls of large repositories.
- 22. Topics Publishing Sites Content Types and Page Layouts Managing Web Content
- 23. Topics Publishing Sites Content Types and Page Layouts Managing Web Content
- 24. Publishing Sites Site template configured with web content management features enabled Page Layout Content Types Page Layouts Content Pages Page Libraries
- 25. Topics Publishing Sites Content Types and Page Layouts Managing Web Content
- 26. Page Layout Content Types Out-of-the-box Content Types for Publishing Article Page Redirect Page Welcome Page
- 27. Page Layouts Web page templates that define the content layout Created in SharePoint Designer (optional) “ Married” to the page layout content type Field and Content Controls = Metadata from Content Type
- 28. Topics Publishing Sites Content Types and Page Layouts Managing Web Content
- 29. Page Library Storage for content pages Page content is metadata on the page! Familiar document management concepts apply
- 30. Content Pages Content Page = Document in a Library Instance of a page layout WYSIWYG
- 31. Content Pages: Page Editing Toolbar Check In / Checkout and Publish Spell Check Workflow Unpublished Items
- 32. Scenario: Press Releases Sales Team has been using SharePoint internally for document management and collaboration. Given the employee’s familiarity with the toolset, the marketing department would like to build their site on SharePoint. Employees in the marketing department create press releases on a weekly basis and want to make sure that the content is reviewed and approved before it goes live. Solution: Create Publishing Site Define Press Release Content Type and Page Layout Configure Approval Workflow
- 33. Q & A http://www.sharepointmn.com
- 34. References Microsoft ECM Team Blog http://blogs.msdn.com/ecm/ Inetium Blogs http://blogs.inetium.com DOD 5015.2: SharePoint Resource Kit http://www.microsoft.com/sharepoint/capabilities/ecm/dod5015.mspx http://www.sharepointmn.com
- 35. Thanks for coming! http://www.sharepointmn.com
Editor's Notes
- #19: A site template designed to allow users quick and easy access to large numbers of documents.