moss 2007 document management adam mccarthy 1 st april 2009

MOSS 2007

Document Management

Adam McCarthy1st April 2009

© 2009 Parabola Software Ltd

Document Management Overview

Document Libraries

Check In/Out

Versioning

Content Approval

Workflows

Office 2007 Integration

Search

Metadata

Content Types


Document Libraries

Use SharePoint document libraries instead of shared file space

If each team or department is given their own collaboration area, they can create and administer their own document libraries

Documents in a document library can be controlled using features such as Check In/Out, Versioning, Content Approval and Workflow


Example use of document libraries


Check In/Out

Check In/Out can be used to ensure that only one user is working on a document a one time

If activated, a document must be checked out to a user before it can be modified

Whilst checked out, other users can still see the original document, but will not be able to edit it

Only once the document has been checked back in will other users be able to see the changes

Integration with Office 2007 ensures that you are prompted to check the document back in


Check Out Example


Versioning

Documents can be stored as Major versions (published and viewable by all users) or Minor versions (working copies)

Versioning ensures that only the current published version of the document is available in the library for users to select

Those with permissions to do so can work on a draft copy

The draft copy can then be published when it is ready

Published versions can also be rolled back


Versioning Example


Content Approval

Document libraries can be configured to use Content Approval to ensure documents are approved before they are published

This is especially useful for document such as policies

The document will be approved by a designated Approval team or the site owner

Until a document is approved, users will not be able to see it


Content Approval Example


Workflows

Workflows can be used for processes such as content approval

Workflows can either be run manually or applied to all documents in a library

Once a person has been assigned a task in a workflow, they will be sent an email informing them

An example of workflow being used in a collaboration example is shown later in this presentation


Integration with Office 2007

SharePoint 2007 and Office 2007 have been designed to work with each other

You can save to SharePoint straight from Office


Integration with Office 2007


Search

MOSS 2007 has a search functionality similar to that of Google

All content is indexed so searches typically take under a second

The results are sorted by relevance

The contents of documents are searched too


Metadata

Extra columns can be added to a library to store information about a document

The completion of these fields can be made mandatory


Metadata Example


Content Types

Documents that are commonly used can be created as Content Types

A Content Type can be used throughout SharePoint and will use a standard template

Examples of Content Types could be documents such as policies

Content Types can be added to the New button in the library

Content Types can have metadata associated with them


Content Types Example


Document Collaboration – Old Scenario

Create/update new Word document

Colleagues update their own copy and

add comments

Each colleague emails back their

new versionYou receive 5 different

WORD docs

Review and consolidate the 5 copies and apply feedback to the

document

Email copy to 5 colleagues



Each person checks-out

and updates the document

Each person in the group receives an email with a link to

the document

Document Collaboration – New Scenario (SharePoint)

Author reviews updates

Benefits:1 copy of the document

Less network traffic & storage

Time saving

Reviewers can see others updates


Example Document Collaboration



Each person checks-out

and updates the document

Each person in the group receives an email with a link to

the document

Document Collaboration – Summary

Author reviews updates

Benefits:1 copy of the document

Less network traffic & storage

Time saving

Reviewers can see others updates

moss 2007 document management adam mccarthy 1 st april 2009

Documents

parabola software lt

content types example

example document collaboration

content approval example

document library

content types documents

original document

versioning example