Enhance the way people collaborate with documents in SharePoint
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The document discusses a presentation by Haaron Gonzalez at the San Diego SharePoint User Group, focusing on enhancing collaboration through SharePoint features. Key points include the importance of user-friendly design, leveraging metadata instead of traditional folder structures, and the significance of content types for effective document management. The presentation emphasizes simplifying user experiences to boost adoption and productivity within organizations.
Enhance the way people collaborate with documents in SharePoint
- 1. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego ENHANCE THE WAY PEOPLE COLLABORATE WITH DOCUMENTS IN SHAREPOINT Haaron Gonzalez Lead Solution Architect Hershey Technologies haarongonzalez@mvps.org http://twitter.com/haarongonzalez
- 2. @sanspug Quote from user “Please don’t make me learn new stuff, I just want to get work done! ” End User from Legal Department XYZ company
- 3. @sanspug The Bottom Line People just want to get work done Technology 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 no longer remember things we know we can find!
- 4. @sanspug 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 events Blogger since 2005 Youtuber since 2008 haarongonzalez@mvps.org youtube.com/haarongonzalez twitter.com/haarongonzalez facebook.com/haarongonzalez
- 5. @sanspug 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 a site and make effective use of OOB capabilities Make sure SharePoint works well for the end user and try to maximize adoption Focus on file management and user experience Lots of demos!
- 6. @sanspug 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
- 7. @sanspug 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
- 8. @sanspug The way to go Folders Metadata
- 9. @sanspug Concentrate more on outcomes Features Site Columns Manage Metadata Document Library Views Folders Manage Metadata Filtering Column default value settings Drag and Drop Permissions Manage Metadata Term Set Search One Drive for Business Better Content organization Content discovery Content consumption Content authoring Content filtering Content security Content versioning You named!
- 10. @sanspug Site Metadata Manage Metadata It’s a service for storing Terms and use those terms to Tag content The goal is to use Terms to describe content and provide better meaning to non relational or unstructured data like files, presentations, excel spreadsheets or word documents We can define terms in a hierarchy up to 7 nested levels Companies use it to describe strategic terms or business topics that content can be related to SharePoint offers a lot of integrated features for tagging content using terms and provide the basics for knowledge management
- 11. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Explore Term Store Management options
- 12. @sanspug Site Columns Site columns are data type definitions, centrally managed and can be used to reference a data value on any a list or library in the site collection or sub site.
- 13. @sanspug Site Columns SC 1 SC 1 SC 1 SC 2 SC 1 SC 2 SC 1 SC 2 SC 1 SC 1 Site Column 1 Site Column 2 Site Collection Subsite
- 14. @sanspug 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.
- 15. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Explore Manage Metadata Term Store Create Topic site column
- 16. @sanspug 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 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.
- 17. @sanspug Site Content Types - Examples Name Description Proposal We can define a content type by the type of document that we represent, in this case a proposal. Human Resource We can define a content type based on the Department that will use it. So any document or file that exist in the Human Resource site can be easily identified Curriculum Marketing System Item Document Legal Document Contract Will Power of Attorney Estimate cost
- 18. @sanspug Legal Document Title Author Created By Created On Topic (Manage Metadata) Contract Title Author Created By Created On Topic (Manage Metadata) Contract Type: Choice Summary: Plain Text Review By Date: Short date Publication Date NDA Title Author Created By Created On Topic (Manage Metadata) Summary: Plain Text Review By Date: Short date Estimate Cost Title Author Created By Created On Topic (Manage Metadata) Estimate Type: Choice Amount: NUmber Summary: Plain Text Lease Title Author Created By Created On Topic (Manage Metadata) Summary: Plain Text Publication Date Site Content Types - Examples
- 19. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Create Human Resource Document Content Type and configure in document library
- 20. @sanspug 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
- 21. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Modify All Documents view and create All Folders view
- 22. @sanspug 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 We can associate Metadata terms to a folder hierarchy for auto default metadata values in content using Default Column Values
- 23. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Enhance existing folder and apply permissions
- 24. @sanspug 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
- 25. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Enable Metadata Filtering feature and configure in document library
- 26. @sanspug 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, content creators will just drag and drop to local folder
- 27. @sanspug San Diego SharePoint User Group January 6, 2015 Microsoft San Diego DEMO Sync files and validate metadata
- 28. @sanspug Human Resource Benefits 401K Recruiting Leave of Absence Training Wellness
- 29. @sanspug Proposals Customer Documents RFQ Specs SOW Cost and Pricing Information Purchasing Cost and Pricing Engineering Documents Technical Documents Contracts Contractual Documents Subcontracts
- 30. @sanspug 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
- 31. @sanspug 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
Editor's Notes
- #2: Speaker “Quiet/Prep” Room is 302 – also the break room behind the Registration table is for speakers and volunteers only – It will be monitored so you may leave valuables/luggage there safely.