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BEST PRACTICES CONFERENCE SHAREPOINT
Clarity. Direction. Confidence.
BEST PRACTICES FOR ORGANIZING DOCUMENTS
IN SHAREPOINT 2010
Ágnes MolnárSharePoint Server MVP,
Senior Solutions Consultant
BEST PRACTICES CONFERENCE SHAREPOINT
About the Speaker...
Ágnes MolnárSharePoint Server MVP
Senior Solutions Consultant, BA Insight
Budapest, Hungary
http://aghy.hu
E-mail: [email protected]
Twitter: @molnaragnes
BEST PRACTICES CONFERENCE SHAREPOINT
Sessions
Title Day / Time / Venue
Enterprise Document Management in SharePoint 2010as You’ve Never Seen
Monday 10:15 AMPAV3
Best Practices for Implementing Enterprise Search in SharePoint
Monday 2:30 PMGBE
Best Practices for Organizing Documents in SharePoint 2010
Tuesday 12:45 PMGBE
BEST PRACTICES CONFERENCE SHAREPOINT
Agenda
Introduction:SharePoint 2010 Capabilities for supporting Document Management
Best Practices:Folders vs. Document Sets
Metadata management
Content Types
Content Organizer Rules
BEST PRACTICES CONFERENCE SHAREPOINT
5
Document Management General Requirements
Store, edit, organize, etc.
Properties and metadata
Version management
Permission management
Workflows
Content Types
Document Templates
Extensibility
Search – and Find...
BEST PRACTICES CONFERENCE SHAREPOINT
SharePoint 2010 Capabilities
Document Libraries & Folders
Content Types
Document Sets
Metadata Management
Document ID
Workflows
Content Organizer Rules
Office 2010 Integration
Office Web Apps
SharePoint Workspace 2010
BEST PRACTICES CONFERENCE SHAREPOINT
Agenda
Introduction:SharePoint 2010 Capabilities for supporting Document Management
Best Practices:Folders vs. Document Sets
Metadata management
Content Types
Content Organizer Rules
BEST PRACTICES CONFERENCE SHAREPOINT
Folders vs. Document Sets
Document Sets:
Components, similar to folders, that enable users to collaborate on
related documents without having to create a new document library
or site.
BEST PRACTICES CONFERENCE SHAREPOINT
Folders vs. Document Sets
Document Library
Document_1
Document_2
Folder_1
Document_F1_1
Document_F1_2
Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1
DocumentSet_F1_1 Document_DS_F1_1_1
Folder_2
Folder_3
DocumentSet_1
Document_DS1_1
Document_DS1_2
BEST PRACTICES CONFERENCE SHAREPOINT
Folders vs. Document Sets
Prefer Folders:If you need a hierarchy inside
If you don’t need the extra capabilities of Document Sets
Prefer Document Sets:If you don’t need hierarchy inside
If you do need the extra capabilities
For example:Contracts
Project documents
Usability studies
Knowledge Management repositories
BEST PRACTICES CONFERENCE SHAREPOINT
Agenda
Introduction:SharePoint 2010 Capabilities for supporting Document Management
Best Practices:Folders vs. Document Sets
Metadata management
Content Types
Content Organizer Rules
BEST PRACTICES CONFERENCE SHAREPOINT
Metadata Management
Managed Metadata:A hierarchical collection of centrally managed terms that you can define and then use as attributes for items.
Benefits:
Consistent use of terminology
Better search results
Dynamic
BEST PRACTICES CONFERENCE SHAREPOINT
Metadata ManagementList Columns Managed Metadata
Local term sets Global term sets
Managed in the context Managed out of context
Static Dynamic
Managed by admins Managed by owners
Can be imported from CSV
BEST PRACTICES CONFERENCE SHAREPOINT
Metadata Management
Best Practices for Metadata ManagementHas to be defined by the business!
But usually they cannot Help but don’t drive!
Users are not taxonomy experts - Teach them!Managing metadata
Using metadata
Think in managed metadata
Build hierarchy – instead of flat term stores
Be careful of legal requirements
BEST PRACTICES CONFERENCE SHAREPOINT
Agenda
Introduction:SharePoint 2010 Capabilities for supporting Document Management
Best Practices:Folders vs. Document Sets
Metadata management
Content Types
Content Organizer Rules
BEST PRACTICES CONFERENCE SHAREPOINT
Content Types
Create Content Types at the top level of Site Collection – except if you have other business requirements
Can be used on all sites
Can be the parent of other content types
Can be managed together
Use your own Content Type groups instead of the default „Custom Content Types”
BEST PRACTICES CONFERENCE SHAREPOINT
Content TypesCreate your own „root” content types
Document
Document_Root
Contract Technical Document
Requirements
System Requirements
Functional Requirements
Case Study User Manual
Marketing
Presentation
For Business Decision Makers
For Developers
For Admins
BEST PRACTICES CONFERENCE SHAREPOINT
Content Types
Organize the Templates into Template Libraries
BEST PRACTICES CONFERENCE SHAREPOINT
Content Types
Organize the Templates into Template Libraries
BEST PRACTICES CONFERENCE SHAREPOINT
Agenda
Introduction:SharePoint 2010 Capabilities for supporting Document Management
Best Practices:Folders vs. Document Sets
Metadata management
Content Types
Content Organizer Rules
BEST PRACTICES CONFERENCE SHAREPOINT
Content Organizer Rules
Property based rules
Users don’t need to know where to save anymore
Well organized content
Searchability and Findability
BEST PRACTICES CONFERENCE SHAREPOINT
Content Organizer Rules
Use if you have clear organizing requirements
Deploy a good Search Architecture Search Based Navigation
Don’t forget to turn on the Content Organizer Feature – on the Target Site too!
Don’t forget to implement Content Types in the Target Libraries
Teach the users!
BEST PRACTICES CONFERENCE SHAREPOINT
Clarity. Direction. Confidence.
THANK YOU!E-mail: [email protected]
Twitter: @molnaragnes
Blog: http://aghy.hu
