EMPOWERING NON-POWER USERS TO PUBLISH AND EDIT CONTENT FROM THE TRENCHES…. MIKE KEENAN RICK KRZYMINSKI MANISH AWASTHI

PRESENTERS Mike Keenan, SharePoint Administrator, Nixon Peabody LLP, Rochester, New York, 700+ Attorneys Richard J. Krzyminski, Assistant Director of Global Knowledge & Web Solutions, Mayer Brown LLP, Chicago, Illinois, Lawyers Manish Awasthi, Chief Global SharePoint Architect, Baker & McKenzie, Chicago, Illinois, Lawyers

CURRENT ENVIRONMENTS Nixon Peabody: SharePoint 2003 Portal with separate WSS 2.0 server (150+ sites) and separate WSS 3.0 server (1000+ sites). SharePoint 2010 build-out is in progress with plans for matter-centric environment (site for every matter) and eventual use of SharePoint as a DMS. Mayer Brown: MOSS 2007, moving to SharePoint 2010 in July. Matter-Centric environment using iManage WorkSite 8.5. Integration with SharePoint provided by Handshake. Baker McKenzie – Moss 2007 – Intranet, SharePoint 2010 – In production for non Intranet Applications.

STORIES FROM THE TRENCHES, “WHAT WE’VE LEARNED”…. Remember the goal: “Get the right information to the right people at the right time” Considerations: Ease of publishing Design, usability and layout Audience targeting and regional concerns Governance is KEY

EASE OF PUBLISHING CONTENT EDITOR WEB PARTS OR LISTS? STATIC DATA OR COLLABORATION? MASTER DATA MANAGEMENT DATAFLOW/AUTOMATION WORKFLOW APPROVALS? DATA DELIVERY

DESIGN, USABILITY AND LAYOUT PUBLISHERS OFTEN WANT TO BE DESIGNERS USERS WANT PICTURES ON PAGES USERS DON’T LIKE ENDLESS BULLETED LISTS TEMPLATES AND STANDARDS

AUDIENCE TARGETING/REGIONAL CONCERNS LOCAL LAWS AND CULTURE PERMISSIONS AND SECURITY CREATING TEAMS REAL-TIME SUPPORT

GOVERNANCE IS KEY BEST PRACTICES AUDITING RULES SENIOR COMMITTEE/EVANGELISTS

DEMO BAKER MCKENZIE INTRANET ALLOWING END USERS TO CREATE AND MAINTAIN PAGES

A TYPICAL INTRANET SITE

GLOBAL NAVIGATION

CENTRALLY GOVERNED AREA

LOCALLY GOVERNED AREA

UNGOVERNED LIMITED OPTIONS AREA

SITE DESIGNER CREATES A PAGE

SELECT LAYOUT

ADD WEBPART

SELECT WEBPART

PUBLISH PAGE

ADD CONTENT TO PAGE

EXAMPLE ONE

EXAMPLE TWO

EXAMPLE THREE

SO, WHAT’S NEW IN SHAREPOINT 2010?

WHAT’S NEW IN 2010, AND WHY SHOULD I BE CONCERNED? The Office style ribbon brings familiar editing controls to end users Ability to put a page in edit mode and just start typing text Ability to browse to an image file and automatically upload to SharePoint SharePoint Designer 2010 is much, much more powerful than SharePoint Designer 2007 Modal Dialogs make accessing page content easier

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US? Text entered on a page using SharePoint Designer cannot be styled using normal ribbon functions by default since it uses the WikiContentWebPart. To allow users to apply styles etc. using browser, add Content Editor Web Part (CEWP) to page.

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US? Using SharePoint Designer 2010 you can create content zones that can not be edited in the browser, even for those with advanced editing rights

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?

Our new page has no editable zones thru browser so users can’t modify our content Normal ribbon options for editing page are not present

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US? Using Publishing, Content Types and Page Layouts, you can restrict which options show in ribbon when page is in edit mode Normal ribbon options for editing page:

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US? In Designer, Page Layout can be modified to restrict things like font changes. When the tag properties are set to true for content sections, normal ribbon settings are in place. Set a tag property to false….

ANY NEW SAFEGUARDS INTRODUCED IN 2010 THAT WILL HELP US?

The page (and any pages built in future from this Page Layout )cannot have fonts altered.

WHAT ABOUT PUBLISHING?

2010 PERMISSION LEVELS OOTB Full ControlHas Full Control DesignCan view, add, update, delete, approve, and customize. ContributeCan view, add, update, and delete list items and documents. ReadCan view pages and list items and download documents. Limited AccessCan view specific lists, document libraries, list items, folders, or documents when given permissions. View OnlyCan view pages, list items, and documents. Document types with server-side file handlers can be viewed in the browser but not downloaded.

2010 PERMISSION LEVELS OOTB Full ControlHas Full Control ApproveCan edit and approve pages, list items, and documents. Manage HierarchyCan create sites and edit pages, list items, and documents. Restricted ReadCan view pages and documents, but cannot view historical versions or user permissions. Custom Permission LevelsCombinations of all the above levels

TIPS THAT CAN HELP Leverage existing data sources to make content maintenance easier Canned Searches Build templates that include parts with a variety of data sources. Build a FAQ library or video help site

MINE EXISTING DATA SOURCES FOR MATTER-CENTRIC DATA

DEMO BAKER MCKENZIE PLANS TO UTILIZE SHAREPOINT 2010 OOB FEATURES TO MANAGE PAGES IN INTRANET

RESOURCES THAT CAN HELP SharePoint -Videos.com SharePoint Governance on Technet Governance Planning White Paper Governance Book on Amazon (4.5 stars) Joel Oleson Governance Slide Presentation