Mastering Document Management

Melissa P Esquibel, MCT

Roadmap

• SharePoint vs. Network Shares

• Dynamic Document Libraries

• Tools for Managing Change

SharePoint vs. Network Shares

• SharePoint

• Platform

• Multiple Content Types

• Pliable

• Friendly

• Network Shares

• Place

• Files

• Structured

• Not so much!

SharePoint vs. Network Share

Dynamic Document Libraries

What can Document Libraries do?

• Organize content

• Keep track of versions

• Launch a review process

• Manage access

Create New Library

Create New Library

Other Libraries

Tools for Managing Change

Draft Review Approve

Change Management Features

• Check in/check out

• Versioning

• Content Types and Workflows

Check in/Check out

• Checked out: No one else can edit

• Checked in: Others may now check out

DON’T forget to check back in!

• From SharePoint

• From Word

Hover for arrow to appear.

DON’T forget to check back in!

• From SharePoint

• From Word

Versioning

• Click into Library

• Access Library tab in Ribbon

• In Settings, click on Library Settings

Version Settings

Versioning Settings

• Content approval

• Document version history

• Major

• Minor

• Draft item security

• Require check out

Content Types

• Why use Content Types?

• Creating documents with a Content Type

Creating a Content Type

1. Create your template

2. Create custom content type at top site

3. Add column type for 3-state workflow

Creating a Content Type

4. Enable content types for library

5. Add from existing content types

• Disable unwanted content types

• Modify columns

A 3-State Workflow

• Setting a status or “state” field

• Setting up a 3 State workflow

• “Attach” a workflow to a library

Setting up a Workflow

• With library selected

• Library tab, Settings group, Workflow Settings button

• Add a workflow

Starting a Workflow

Co-authorship

• Word 2010 and SharePoint 2010 required

• Must be edited in “thick client”

• Contact other collaborators

• Using the navigation pane

• Safeguards

Question & Answer Session

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Thank you for attending!

Thank you!! melissa@esquibel.me

MelissaEMCT.com