enhance the way people collaborate with documents in share point

#SPSSD @sanspugSan Diego 2014

SharePoint Saturday San Diego

November 15, 2014

UCSD Extension

ENHANCE THE WAY PEOPLE

COLLABORATE WITH DOCUMENTS IN

SHAREPOINT

Haaron Gonzalez

Lead Solution Architect

Hershey Technologies

[email protected]

http://twitter.com/haarongonzalez

mailto:[email protected]

http://twitter.com/haarongonzalez


The Bottom Line

People just want to get work done

Technology it’s a tool that 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 now longer remember things we know we can find!


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

[email protected]

youtube.com/haarongonzalez

twitter.com/haarongonzalez

facebook.com/haarongonzalez


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 SharePoint and make more effective use of OOB

capabilities

How to maximize adoption and make sure SharePoint works well

for the end user

Focus on file management and user experience

Lots of demos!


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

https://twitter.com/sjam


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

https://twitter.com/sjam


The way to go

Folders Metadata


Drill down on outcomes & features

Site Columns Manage Metadata

Choice

Document Library Site Columns

Views

Folders

Manage Metadata Filtering

Column default value settings

Drag and Drop

Permissions

Manage Metadata Term Set

Search

One Drive for Business

Content organization

Content discovery

Content consumption

Content authoring

Content filtering

Content security

Content versioning


Site Columns

Site columns are data type

definitions at site collection

level, they are centrally

managed and can be used

to reference a data value on

any a list or library in the

site collection.


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.



November 15, 2014

UCSD Extension

DEMO

Create Doc Type site column


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 in the Intranet 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.


Site Content Types - Examples

Name Description

Policy A policy is a guiding principle used to set direction in an organization. It should be

used as a guide to decision making under a given set of circumstances within the

framework of objectives, goals and management philosophies as determined by

senior management.

Procedure A procedure is a particular way of accomplishing something. It should be designed

as a series of steps to be followed as a consistent and repetitive approach or cycle

to accomplish an end result. Once complete, you will have a set of established

methods for conducting the business of your organization, which will come in

handy for training, process auditing, process improvement, or compliance

initiatives.

Form An electronic document that users can enter data into and print.

Report A report is a specific form of writing that is organized around concisely identifying

and examining issues, events, or findings that have happened in a physical sense,

such as events that have occurred within an organization, or findings from a

research investigation. Reports within PEIWC can be findings documents from

analysis, white-papers and research documents, strategic plans, or data driven

automated reports.

Proposal

Human Resource

Curriculum

Marketing


XXXX Document

Title Author Created By Created On Topic (Manage Metadata)

XXXX Policy

Title Author Created By Created On Topic (Manage Metadata) Policy Type: Choice Summary: Plain Text Review By Date: Short date Publication Date

XXXX Procedure

Title Author Created By Created On Topic (Manage Metadata) Procedure Type: Choice Summary: Plain Text Review By Date: Short date

XXXX Form

Title Author Created By Created On Topic (Manage Metadata) Form Type: Choice Summary: Plain Text

XXXX Report

Title Author Created By Created On Topic (Manage Metadata) Report Type: Choice Summary: Plain Text Publication Date

Site Content Types - Examples



November 15, 2014

UCSD Extension

DEMO

Create Human Resource Document Content Type and

configure in document library


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



November 15, 2014

UCSD Extension

DEMO

Modify All Documents view and create All Folders view


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



November 15, 2014

UCSD Extension

DEMO

Enhance existing folder and apply permissions


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



November 15, 2014

UCSD Extension

DEMO

Enable Metadata Filtering feature and configure in

document library


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



November 15, 2014

UCSD Extension

DEMO

Enable Metadata Filtering feature and configure in

document library


Human Resource

Benefits 401K RecruitingLeave of Absence

Training Wellness


Proposals

Customer Documents

RFQ Specs SOW

Cost and Pricing Information

PurchasingCost and Pricing

Engineering Documents

Technical Documents

Contracts

Contractual Documents

Subcontracts


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


Post Event: SharePint

Location: La Jolla Brewing Company

Address: 7536 Fay Ave, La Jolla, CA 92037

Phone: 858-246-6759

Immediately following event closing & prize drawings

Map and Directions on SPS Events Schedule

Google Map & directions: http://ow.ly/E164L

http://ow.ly/E164L


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

[email protected]

youtube.com/haarongonzalez

twitter.com/haarongonzalez

facebook.com/haarongonzalez



November 15, 2014

UCSD Extension

PLEASE THANK OUR SPONSORS!

Please fill out your session evaluation! http://ntx.lv/lwGlKl1 (case sensitive)

http://ntx.lv/lwGlKl1