Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Sites Lists Advanced Site collection administration –Moving sites –Save site as template

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved.

Sites Lists Advanced

• Site collection administration– Moving sites – Save site as template– Save list as template

• Content Types– Creating new ones– Using InfoPath to edit Document Information Panel

• Workflow– Overview– Forms


Demo: Manage Content and Structure Tool

Demo: Manage Content and Structure Tool

1.Move sites within site collection

2.Copy lists

3.Delete content and examine Recycle bin functionality


Site and List Templates

• Two types of templates:– List templates– Site templates

• Both are saved by using “save as template” action. Security settings are not saved.

• When saved, the templates are stored in “Site Template” and “List Template” galleries of the root site in the site collection


Demo: List Template

Demo: List Template

1. Save “Courses” list as a template

2. Create another list based on “Courses” template within the same site collection


Demo: Site Template

Demo: Site Template

1. Create a site using “Blank” template

2. Make changes to the site

3. Save the site as “Basic Project” template including content

4. Create a site based on “Basic Project” template within the same site collection


Content Types

• Content Type is a collection of settings applied to content. It includes:– Set of columns– Forms used to edit or create items of the content

types– Workflows– Information management policies

• Each list can have more than one content type associated with it.

example:- Standard Operating Procedure (SOP)- Customer Facing Document- Product Specification Document


WSS Content Type Hierarchy


Demo: Assignment Content Type

Demo: Assignment Content Type

1. Create a new content type “Assignment” that inherits from a “Task” content type.

2. Add “Grade” and “Graded By” columns.

3. Enable the “Assignment” content type in a list.


Demo: SOP Content Type and Information Panel

Demo: SOP Content Type and Information Panel

1. Create a new content type “SOP” 2. Add “SOP Number” and “SOP Purpose” columns3. In “Document Information Panel Settings”, using

InfoPath, create a new form template and change the setting to always show the information panel

4. Test the content type within a document library


Lab: Exercises 1-2

• Perform exercises 1-2 from Content Types Workflow Lab


Workflow

• Workflow provides a mechanism for attaching a business process to documents or lists items

example:- Course syllabus must be reviewed and approved by chemistry department head- Product specification legal review by legal team- SOP approval by inter departmental committee


Workflow

• SharePoint provides a set of configurable default workflows such as “Approval”, “Collect Feedback”, and “Disposition Approval”.

• Default workflow execute by assigning tasks to defined users or groups either in parallel (to all users at once) or serial (one user at a time) order and end when a specified number of tasks has been completed or certain conditions have been met.

• To design more complicated workflows, one needs to use SharePoint Designer or Visual Studio.


Association

• User associates a default workflow with a list or content type by using “Add a Workflow” and “Customize Workflow” pages in which user can specify the following:

– Name of the workflow– Where workflow tasks will be stored– Where workflow history will be stored– How the workflow starts– Default values for users that will be involved– How the workflow completes


Initiation and Modification

• If the user starts a workflow manually, in “Start Workflow” page the user can change some of the values that were specified in “Customize Workflow” page during association.

• In “Workflow Task” page, a user can complete or reassign the task as well as supply information required by the workflow


Demo: Workflow for a List

Demo: Workflow for a List

1. Add a workflow called “Course Information Approval” to “Course Information” list with the following settingsa. User starts manuallyb. Serial order with specific approversc. Tasks are due 2 days after assignment

2. Initiate “Course Information Approval” workflow on a specific document within a document library

3. Complete workflow tasks4. Office Integration


Demo: Workflow for SOP Content Type

Demo: Workflow for SOP Content Type

1. Add a workflow called “SOP Approval by inter departmental committee” to a content type with the following settingsa. User starts manuallyb. Serial order with specific approvers from each

departmentc. Tasks are due 5 days after assignment

2. Initiate “SOP Approval by inter departmental committee” workflow on a specific document within a document library that has “SOP” content type enabled

3. Complete workflow tasks


Lab: Exercises 3-4

• Perform exercises 3-4 from Content Types Workflow Lab

Documents

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Sites Lists Advanced Site collection administration –Moving sites –Save site as template