empowering non-power users to publish and edit content

EMPOWERING NON-POWER USERS TO PUBLISH AND EDIT CONTENT

FROM THE TRENCHES….MIKE KEENAN

RICK KRZYMINSKIMANISH AWASTHI

PRESENTERS

Mike Keenan, SharePoint Administrator, Nixon Peabody LLP, Rochester, New York, 700+ Attorneys

Richard J. Krzyminski, Assistant Director of Global Knowledge & Web Solutions, Mayer Brown LLP, Chicago, Illinois, 1600+ Lawyers

Manish Awasthi, Chief Global SharePoint Architect, Baker & McKenzie, Chicago, Illinois, 4000+ Lawyers

CURRENT ENVIRONMENTS

Nixon Peabody: SharePoint 2003 Portal with separate WSS 2.0 server (150+ sites) and separate WSS 3.0 server (1000+ sites). SharePoint 2010 build-out is in progress with plans for matter-centric environment (site for every matter) and eventual use of SharePoint as a DMS.

Mayer Brown: MOSS 2007, moving to SharePoint 2010 in July. Matter-Centric environment using iManage WorkSite 8.5. Integration with SharePoint provided by Handshake.

Baker McKenzie – Moss 2007 – Intranet, SharePoint 2010 – In production for non Intranet Applications.

STORIES FROM THE TRENCHES, “WHAT WE’VE LEARNED”….

Remember the goal: “Get the right information to the right people at the right time”

Considerations:

• Ease of publishing• Design, usability and layout• Audience targeting and regional concerns• Governance is KEY

EASE OF PUBLISHING

• CONTENT EDITOR WEB PARTS OR LISTS?• STATIC DATA OR COLLABORATION?• MASTER DATA MANAGEMENT• DATAFLOW/AUTOMATION• WORKFLOW• APPROVALS?• DATA DELIVERY

DESIGN, USABILITY AND LAYOUT

• PUBLISHERS OFTEN WANT TO BE DESIGNERS• USERS WANT PICTURES ON PAGES• USERS DON’T LIKE ENDLESS BULLETED LISTS• TEMPLATES AND STANDARDS

AUDIENCE TARGETING/REGIONAL CONCERNS

• LOCAL LAWS AND CULTURE• PERMISSIONS AND SECURITY• CREATING TEAMS• REAL-TIME SUPPORT

GOVERNANCE IS KEY

• BEST PRACTICES• AUDITING• RULES• SENIOR COMMITTEE/EVANGELISTS

DEMO

BAKER MCKENZIE INTRANET

ALLOWING END USERS TO CREATE AND MAINTAIN PAGES

A TYPICAL INTRANET SITE

GLOBAL NAVIGATION

CENTRALLY GOVERNED AREA

LOCALLY GOVERNED AREA

UNGOVERNED LIMITED OPTIONS AREA

SITE DESIGNER CREATES A PAGE

SELECT LAYOUT

ADD WEBPART

SELECT WEBPART

PUBLISH PAGE

ADD CONTENT TO PAGE

EXAMPLE ONE

EXAMPLE TWO

EXAMPLE THREE

SO, WHAT’S NEW IN SHAREPOINT 2010?

WHAT’S NEW IN 2010, AND WHY SHOULD I BE CONCERNED?

The Office style ribbon brings familiar editing controls to end users

Ability to put a page in edit mode and just start typing text

Ability to browse to an image file and automatically upload to SharePoint

SharePoint Designer 2010 is much, much more powerful than SharePoint Designer 2007

Modal Dialogs make accessing page content easier

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?Text entered on a page using SharePoint

Designer cannot be styled using normal ribbon functions by default since it uses the WikiContentWebPart.

To allow users to apply styles etc. using browser, add Content Editor Web Part (CEWP) to page.

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?Using SharePoint Designer 2010 you can

create content zones that can not be edited in the browser, even for those with advanced editing rights

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?Our new page has no editable zones thru

browser so users can’t modify our content Normal ribbon options for editing page

are not present

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?Using Publishing , Content Types and

Page Layouts, you can restrict which options show in ribbon when page is in edit mode

Normal ribbon options for editing page:

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?In Designer, Page Layout can be modified

to restrict things like font changes. When the tag properties are set to true for content sections, normal ribbon settings are in place.

Set a tag property to false….

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?The page (and any pages built in future

from this Page Layout )cannot have fonts altered.

WHAT ABOUT PUBLISHING?

2010 PERMISSION LEVELS OOTB

Full Control Has Full ControlDesign Can view, add, update, delete,

approve, and customize.Contribute Can view, add, update, and delete list

items and documents.Read Can view pages and list items and

download documents.Limited Access Can view specific lists, document

libraries, list items, folders, or documents when given permissions.

View Only Can view pages, list items, and documents. Document types with server-side file handlers can be viewed in the browser but not downloaded.

2010 PERMISSION LEVELS OOTB

Full Control Has Full ControlApprove Can edit and approve pages, list

items, and documents.Manage Hierarchy Can create sites and edit pages, list

items, and documents.Restricted Read Can view pages and documents, but

cannot view historical versions or user permissions.

Custom Permission Levels Combinations of all the above levels

TIPS THAT CAN HELP

Leverage existing data sources to make content maintenance easier

Canned SearchesBuild templates that include parts with a

variety of data sources.Build a FAQ library or video help site

MINE EXISTING DATA SOURCES FOR MATTER-CENTRIC DATA

MINE EXISTING DATA SOURCES FOR MATTER-CENTRIC DATA

DEMO

BAKER MCKENZIE PLANS TO UTILIZE SHAREPOINT 2010 OOB FEATURES TO MANAGE PAGES IN INTRANET

RESOURCES THAT CAN HELP

SharePoint -Videos.comSharePoint Governance on TechnetGovernance Planning White PaperGovernance Book on Amazon (4.5 stars)Joel Oleson Governance Slide

Presentation