MOSS 2007 Document Management Adam McCarthy 1 st April 2009

Document Management Overview Document Libraries Check In/Out Versioning Content Approval Workflows Office 2007 Integration Search Metadata Content Types © 2009 Parabola Software Ltd

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 © 2009 Parabola Software Ltd

Example use of document libraries © 2009 Parabola Software Ltd

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 © 2009 Parabola Software Ltd

Check Out Example © 2009 Parabola Software Ltd

Check Out Example © 2009 Parabola Software Ltd

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 © 2009 Parabola Software Ltd

Versioning Example © 2009 Parabola Software Ltd

Versioning Example © 2009 Parabola Software Ltd

Versioning Example © 2009 Parabola Software Ltd

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 © 2009 Parabola Software Ltd

Content Approval Example © 2009 Parabola Software Ltd

Content Approval Example © 2009 Parabola Software Ltd

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 informing them An example of workflow being used in a collaboration example is shown later in this presentation © 2009 Parabola Software Ltd

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 © 2009 Parabola Software Ltd

Integration with Office 2007 © 2009 Parabola Software Ltd

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 © 2009 Parabola Software Ltd

Metadata Extra columns can be added to a library to store information about a document The completion of these fields can be made mandatory © 2009 Parabola Software Ltd

Metadata Example © 2009 Parabola Software Ltd

Metadata Example © 2009 Parabola Software Ltd

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 © 2009 Parabola Software Ltd

Content Types Example

© 2009 Parabola Software Ltd Content Types Example

© 2009 Parabola Software Ltd Content Types Example

© 2009 Parabola Software Ltd Content Types Example

© 2009 Parabola Software Ltd Content Types Example

© 2009 Parabola Software Ltd Content Types Example

© 2009 Parabola Software Ltd Content Types Example

© 2009 Parabola Software Ltd Content Types Example

Document Collaboration – Old Scenario © 2009 Parabola Software Ltd Create/update new Word document Colleagues update their own copy and add comments Each colleague s back their new version You receive 5 different WORD docs Review and consolidate the 5 copies and apply feedback to the document copy to 5 colleagues

© 2009 Parabola Software Ltd Create/update new Word document Each person checks-out and updates the document Each person in the group receives an 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 © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Example Document Collaboration © 2009 Parabola Software Ltd

Create/update new Word document Each person checks-out and updates the document Each person in the group receives an 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