Welcome to the Minnesota SharePoint User Group December 9 th, 2009 SharePoint 2010 – Content Management Wes Preston Raymond Mitchell Meeting #61

Session Agenda Introductions SharePoint Overview ECM Foundation: Document Management Break Records Management Web Content Management Q&A

Quick Intro Wes Preston – SharePoint Consultant – MVP – SharePoint Server – MCTS – WSS and MOSS Configuration

Quick Intro Raymond Mitchell – SharePoint Consultant at Inetium – MCTS WSS and MOSS Configuration WSS and MOSS Development – Author:

User Group Goal / Objectives Develop and support a local community focused on Microsoft SharePoint Technologies Educate user group members about SharePoint Technologies Transfer knowledge within the community Communicate best practices Introduce new products / solutions

Introductions – MNSPUG Sponsors Inetium ( Technology consulting company Microsoft Gold Certified Partner Practice area focused on SharePoint New Horizons – Minnesota ( Microsoft Gold Certified Partner Training on many technologies Microsoft (

Website for user group SharePoint resource documents SharePoint resource links RSS Feeds Meeting Schedule Past User Group Presentations

Social Networking Linked In group – The most interactive… includes job postings… – Facebook group – Twitter tag - #MNSPUG

Upcoming Schedule Next Meeting January 13 th 9:00 AM to 11:30 AM Microsoft’s Bloomington Office Topic: SharePoint Composites Check for updates! Ongoing Schedule 2 nd Wednesday of every month 9:00 to 11:30 am Microsoft’s Bloomington Office

Conferences SharePointPro Summit & Expo – March 16-19, Las Vegas, NV Local Events Minneapolis Office Developer Interest Group – December 10, :30 PM SharePoint 2010 – Client Object Model Migrating to SharePoint 2010 – January 20, Edina, MN

Announcements Public Beta 2 available now! – Register for it here: – Lots of information from Microsoft and on the forums about installation, etc… Update Center is now live –

Disclaimer… All of the information gathered and presented today is based on versions of the software prior to final release. Features and functionality *may still change* before the RTM versions are available. Many of the slides and graphics presented today are based on content released and presented at SPC 09.

SharePoint Content Management Efficiency Flexibility and Compliance User-centric

SharePoint 2010 Content Management

What is Content? The facilities for the creation, review, publication and disposal of content including conforming to defined compliance rules, whether the content exists as traditional documents or as Web pages. SharePoint 2010’s content-management capabilities include document management, records management, and Web-content management. On the old wheel: Formally known as Content Management

ECM Concepts Document Management – “A computer system (or set of computer programs) used to track and store electronic documents and / or images of paper documents.” Wikipedia

ECM Concepts Records Management – “Practice of identifying, classifying, archiving, preserving, and destroying records.” Wikipedia

ECM Concepts Web Content Management – “A content management system usually implemented as a web application for creating and managing HTML content.” Wikipedia

Breaking Down ECM: Document Management Metadata Management Records Management Web Content Management Digital Asset Management

Document Management

User Experience Today: Storing content on local machines and file shares. No Version Control Limited Search and Findability Limited Document Properties Out of control Folder Hierarchies and Naming Conventions Limited Security Management

SharePoint Pre-2010 Sites Templates Document Libraries, Image Libraries Content Types and Metadata Views Granular Security Version Control Recycle Bin Alerts

Document Management 2010 Improved Document Libraries Upload Controls Views Office Integration Metadata Management New Document Sets Unique IDs Content Organizers View Control Default values by folder

Document Libraries The core concept for all content management Container for documents and files – Folders – Documents/Files – Document Sets – Content Types and Metadata – Features and Functionality Tied to the Library

Upload Controls Destination Folder - Powerful when used with Column default values Drag and Drop Multiples

Views Views control which data users see, and how they see it. Select views using the Ribbon

Views Standard View Options Filtering, Sorting, Grouping New View Options – Inline Editing – Tabular View – More Mobile options Number of items Field to display

Views Create View option - SharePoint Designer Per-location view settings – Define which views are available

Office Integration Connect to Office – Save As shortcuts to SharePoint library, navigate to folders Sync to Workspace (Groove) Sync with Outlook Export to Excel

Form Control Default New Form Default Edit Form Custom New and Edit Forms built with InfoPath – Control which fields are displayed

DOCUMENT MANAGEMENT DEMO

Metadata Management

User Experience The Good: Consistent, structured and standard method for implementing document properties Provides context for the document The Bad: Perceptions of too much work for users to set all the meta data values

SharePoint Pre-2010 Metadata columns available on Lists and Libraries 2007 Introduced Content Types and Site Columns Biggest limitation – Site Collection boundaries

Metadata Content Types and Site columns now enterprise-wide Unique Document IDs Metadata based navigation Document Sets Tags, Feedback, Notes, Ratings Content Organizer

Columns and Site Columns Columns exist by default on every list and library Several data type options: Site Columns can be reused

Published Metadata Site Collection Feature – Content Type Syndication Hub Content Types – Manage Publishing Content Type Publishing

Unique IDs Activated as a Site Collection feature – Document ID Service Assign Unique IDs to documents – Define the ID format URLs are static, independent of location

Metadata Navigation Managed via Library Settings Define fields to be used as navigation filters

Document Sets Enabled as a Site Collection feature – Document Sets Manage multiple documents as one unit Managed as a content type

Validation Settings Managed via Library Settings Add rules to columns/metadata that must pass validation in order to be saved

Tags, Feedback and Notes Social networking options for content Affects search results Surfaces content in other places

Taxonomy Term Store Ensures consistent use of tags

Ratings Managed via Library Settings Allows users to provide feedback on the value of a library item Affects search results relevancy

Content Organizer Metadata based rules for moving content to a library or folder Activated at the Site level Drop Off Library – One per site Managed in Site Settings Can send to other site collections

METADATA DEMO

Records Management

User Experience Documents authored and initially managed in a “collaboration” space “Official” documents must be retained to comply with legislation – Logically categorized and organized – Available – Immutable – Auditable – Disposable – Suspend Disposition

SharePoint Pre-2010 Records Center Site Template Limited “send-to” functionality – Copy files into Records Center Basic routing, policies, holds and audits Architecture limitations

Records Management Unique IDs Compliance Details – report for individual items Audit Log Reporting, File Plan Reporting In-place records Policies Improved “Send-To” settings

File Plan Report Report on the content and policies for a list Document Library Settings

In-Place Records Site Collection Feature Flag items as records

Policies Configured at the Site Collection, Library, or Content Type level Configurable options for each

Send-To Configured in Central Administration at the Web Application Level Drop off libraries can be destinations

RECORDS MANAGEMENT DEMO

Web Content Management

User Experience Web Content should be manageable by content owners Flexible publishing workflows for simple to advanced scenarios Separation of content and design

SharePoint Pre-2010 Sites Templates Features that enable publishing functionality Advanced publishing workflows and scheduling Master and Layout Pages Content Pages Supporting lists/libraries

Web Content Management New and Improved Folders are now supported in Pages Library All page settings managed from one screen Web Analytics HTML/Markup Layout is not table based Improved Rich Text Editor (cross-browser, cleaner output)

Topics Publishing Sites Content Types and Page Layouts Managing Web Content

Publishing Sites Site template configured with web content management features enabled – Page Layout Content Types – Page Layouts – Content Pages – Page Libraries

Page Layout Content Types Out-of-the-box Content Types for Publishing – Article Page – Redirect Page – Welcome Page

Page Layouts Web page templates that define the content layout Created in SharePoint Designer (optional) “Married” to the page layout content type Field and Content Controls = Metadata from Content Type

Content Pages Content Page = Page in a Pages Library Instance of a page layout WYSIWYG

The Ribbon Check In / Checkout and Publish Change Content Type and Layout without navigating away Draft check verifies that all assets have been published

Page Library Storage for content pages Page content is metadata on the page! Familiar document management concepts apply

WEB CONTENT MANAGEMENT DEMO

Digital Asset Management

Digital Asset Management Big files Haven’t traditionally stored in SharePoint – now we can because of the blob storage Autocad, image, audio, video Media Web Part SharePoint isn’t a robust solution, but has added functionality to better support DAM

Digital Asset Management Asset Library Media Web Part External Blob Storage / Remote Blog Storage

Asset Library Storage for supporting files

Video Streaming New Media Web Part Easily add video/audio Upload or find content instead of copy & pasting URLs

External Blob Storage BLOBs typically account for 60-70% of all content storage SQL Data is more expensive than traditional storage In 2007 you needed to use a 3 rd party provider and API SharePoint 2010 now ships with a provider for SQL 2k8 R2

DIGITAL ASSET MANAGEMENT DEMO

Q & A

References

Thanks for attending!