Instant ECM with SharePoint 2010 - SPTechCon Boston 2011
Download as PPTX, PDF0 likes813 views
This document discusses how SharePoint 2010 can provide instant enterprise content management (ECM) capabilities. It outlines various SharePoint features like versioning, ratings, managed metadata, and the document id service that help with ECM challenges like lack of time, cost and organization. Each feature is briefly described, including how it is configured and enabled for use. The document aims to demonstrate how SharePoint 2010 can help users better organize and manage their document libraries and content.
Instant ECM with SharePoint 2010 - SPTechCon Boston 2011
- 1. Instant ECM with SharePoint 2010Corey Roth@coreyrothBlog: www.dotnetmafia.com
- 2. Corey RothSharePoint Solutions Architect for Stonebridge
- 4. Specializing in ECM and Search
- 5. Passed all SharePoint 2010 certification exams
- 9. Laptop: Dell E6510 i5 2.4 GHz 8GB
- 10. Oracle VirtualBox 3.2.8 – 4GB on VMDo your document libraries look like this?
- 11. We can do better…
- 12. ECM ChallengesNot enough timeCostDon’t know how to define an ECM PlanNo technical resourcesLack of business or IT buy-inLack of agreement among business units
- 13. How does SharePoint Help?Versioning
- 14. Content Types
- 15. Ratings
- 17. Managed MetadataDocument Id ServiceMetadata Navigation
- 18. Default Values
- 19. Content OrganizerAuditing / In Place Records ManagementContent Type Hub
- 20. Document SetsVersioningKeeps a running history of each document
- 21. Turned off by default
- 22. Can be configured with both major and minor versions
- 23. Version limits help reduce amount of copies stored
- 24. Entire document is stored each time (not just changes)
- 25. Enabled under Library Settings -> Versioning SettingsRatingsLike iTunes but for documents and list items
- 26. Allows users to rate documents with 0 – 5 stars
- 27. Timer job runs periodically to calculate average ratings
- 28. Use to sort or filter documents
- 29. Enabled under Library Settings -> Ratings Settings.Managed Metadata ServiceProvides the Term Store and Content Hub functionality
- 30. Term Store
- 31. Allows user to classify document with structured and unstructured terms
- 32. Structured terms: administrator defined hierarchy of well known terms in the organization (i.e.: product types, divisions, states, cities, etc.)
- 33. Unstructured terms: tagging (Enterprise Keywords)Content Type HubSynchronizes content types across site collectionsEnterprise KeywordsAllows end users to tag documents with relevant information (i.e.: Budget, 2011, Important, I like it, Contract, etc).
- 34. Provides a quick and easy way to get basic classification on documents
- 35. User can pick existing terms or create new ones
- 36. Administrator can promote a keyword into a structured term set
- 37. Displayed in search results and allows refinement
- 38. Populates the tag cloud
- 39. Only available with Office 2010Enterprise KeywordsEnabled under Library Settings -> Enterprise Metadata and Keywords SettingsDocument Id ServiceService that assigns a unique identifier to any document uploaded
- 40. Document Id stays the same even if document is moved to another location in site collection
- 41. Not a GUID
- 42. Administrator can define a prefix for Document Id
- 43. Must enable Document ID Service site collection feature
- 44. Configured in Site Settings -> Document ID SettingsSite ColumnsAttributes about your list items or documents
- 45. Supports various data types: text, number, currency, choice, lookup list, Managed Metadata, etc
- 46. Can be applied directly to lists or content typesContent TypesThe proper way to do ECM
- 47. Defined by one or more site columns (fields) that describe the list item
- 48. Inherits from a parent type (i.e.: Item, Document)
- 49. Can be associated with custom forms, workflows, auditing, and retention policies
- 50. Built using the UI, SharePoint Designer, code, or via CAML
- 51. Content Type Hub can publish specified content types to other site collectionsMetadata NavigationAllows the user to view document libraries by site column or content type
- 52. Requires Metadata Navigation and Filtering feature to be activated
- 53. Enabled under Library Settings -> Metadata navigation settingsDefault Column ValuesBuilt-in way to do metadata inheritance
- 54. Specify a default value on a custom folder content type
- 55. When document is uploaded into folder, value is copied into matching site columns
- 56. Enabled under Library Settings -> Column Default Value SettingsContent OrganizerConfigurable rules engine for routing documents to a new location when uploaded
- 57. Can help prevent folders from containing too many items
- 58. Create rules based on content type and metadata
- 59. New folders created automatically based upon metadata names
- 60. Optionally append characters new duplicate filenamesQuestions?Thanks!Corey Roth@coreyrothBlog: www.dotnetmafia.com
Editor's Notes
- #8: http://sp2010/InstantECM/Working%20Library/Forms/AllItems.aspx
- #9: http://sp2010/InstantECM/Working%20Library/Forms/AllItems.aspx
- #12: http://sp2010/InstantECM/Working%20Library/Forms/AllItems.aspx
- #13: http://sp2010/ECM/Design%20Documents/Forms/AllItems.aspxhttp://sp2010/_layouts/settings.aspx -> Document Id Service
- #15: http://sp2010/InstantECM/Content%20Type%20Library/Forms/AllItems.aspx
- #16: http://sp2010/InstantECM/Content%20Type%20Library/Forms/AllItems.aspxhttp://sp2010/ECM/Company%20Documents/Forms/AllItems.aspx
- #17: http://sp2010/InstantECM/Content%20Type%20Library/Forms/AllItems.aspx
- #18: http://sp2010/DocumentCenterhttp://sp2010/sites/ecmsource