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Welcome to the Minnesota SharePoint User Group

Welcome to the Minnesota SharePoint User Group. Agenda. Quick Intro Announcements and News Document Management Content Types Records Management Q&A. User Group Goal / Objectives. Develop and support a local community focused on Microsoft SharePoint Technologies

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Welcome to the Minnesota SharePoint User Group

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  1. Welcome to the Minnesota SharePoint User Group

  2. Agenda • Quick Intro • Announcements and News • Document Management • Content Types • Records Management • Q&A

  3. 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

  4. Introductions – MNSPUG Sponsors • Inetium (www.inetium.com) • Twin Cites based Microsoft consulting company • Microsoft Gold Certified Partner • Practice Area focused on Information Worker Technologies • New Horizons – Minnesota (www.newhorizonsmn.com) • Microsoft Gold Certified Partner • Training on many technologies • Microsoft (www.microsoft.com) • I’m guessing you’ve heard of them

  5. www.sharepointmn.com • Website for user group • SharePoint resource documents • SharePoint resource websites links • RSS Feeds • Meeting Schedule • Past User Group Presentations • Watch for changes soon! V3…? www.sharepointmn.com

  6. News and Announcements • Public preview release of 2007 Microsoft Office System • Server and client applications available for download (requires registration) • More info at: http://www.microsoft.com/office/preview/default.mspx • Tech Ed (now – June 16th) • Watch the web for updates!

  7. Upcoming Schedule • Next Meeting • July 12th 9:00 AM to 11:00 AM • Microsoft’s Bloomington Office • Topics: • Business Process (workflow) / Digital Forms • Ongoing Schedule • 2nd Wednesday of every month • 9:00 to 11:00 am • Microsoft’s Bloomington Office

  8. Business Intelligence Collaboration Content Management Portal SharePoint 2007 – Key Microsoft Investment Areas • Business Intelligence • Collaboration • Search • Business Forms / Processes • Portals • Content Management Platform Services BusinessForms Workspaces, Mgmt, Security, Storage, Topology, Site Model Content Management Search

  9. Document and Records Management • Document Management • Document library features • Site Templates • Document Workflow • Integration with Office • Content types • Records Management -- Process of collecting, managing, and disposing of corporate records • Policies • Retention Schedules • Auditing • Records Repository site template

  10. Document Management in SharePoint Server 2007

  11. Document Library • Check-in, check-out • File Versioning • Major and Minor • Limit version retention • Require content approval • Draft Item Security • Require Checkout • Document approval/publishing

  12. Document Library • Exchange integration to support Emailing a document library • Advanced Settings • Browser-enabled documents • Custom Send-To • Folders • RSS Settings • Indexed Columns • Views  create from existing

  13. Client Interaction • Information Bar • Customizable in InfoPath • Connect to Outlook

  14. Site and List Templates • Document Workspace - WSS • Document Center – MOSS • Translation Management Library - MOSS

  15. Out of the Box Workflows • All Document Libraries • Approval • Collect Feedback • Collect Signatures • Disposition Approval • List-specific • Translation Management • Issue Tracking

  16. Content Types inSharePoint Server 2007

  17. What We’ll Cover General Definition / Example Benefits Management Settings Columns / Metadata Usage Demo

  18. Definition • Enables centralized management and organization of reusable metadata and behavior • Applies to all list items / documents • Defines: • General Settings • Metadata / columns • Workflow • Policy

  19. Examples (out-of-the-box) Issue Task Announcement Base Document Dublin Core …

  20. An Analogy… • Can = Base Content Type • Defines Required Metadata • Ingredients, Name, Description, Mfg • Defines Auditing (Where has it been?) • Can of Fruit – Inherits Can Content Type • Defines Fruit Expiration Policy • Defines a Template (Label Wrapper) • Can of Soup – Inherits Can Content Type • Defines Soup Expiration Policy • Introduces Workflow (How to make it) • Defines a Template (Label Wrapper)

  21. Benefits Centrally Managed Enforcement Content Type Inheritance Aggregation

  22. Management Top-level site gallery Child sites inherit parent gallery Organized in groups Add / Edit / Delete

  23. Settings Derive from Item or Document Name / Description / Group Template Document Information Panel Workflow

  24. Settings • Policy • Labels • Auditing • Expiration • Conversions • Barcodes • Document Conversions

  25. Columns Site Columns New Column Types

  26. Usage • Document Libraries / Lists • Enable Multiple Content Types • Content By Query Web Part • Search

  27. Content Type Demo

  28. Records Management Send to Menu Policies Records Repository Auditing Managed Email Folders

  29. Send To Menu

  30. Send To Menu • Quick destination actions on items • Default Options • Email a Link • Create Document Workspace • Download a Copy • Other Location • Document Library specific location • Customizable • Used for Record Repository

  31. Send To Menu – Copying Around

  32. Policies

  33. Policies • Rules applied to items (Lists and Documents) • Default Types • Labels • Auditing • Expiration • Form Conversion for Archiving • Barcodes • Customizable

  34. Policies DemoApplying to a Document Library

  35. Record Repository

  36. Record Repository Centralized store for items that should be retained Out of the box site template for Records Repository Store and Add Metadata Set up Auditing and Retention Policies Allows ‘Holds’ to be placed

  37. Repository Management • One Repository Per Site Collection • Repository Link set in Central Admin • Routing table in Repository Site • Manage Policies on Content • ‘Hold’ expiring items

  38. Repository Creation

  39. Repository Routing • Put documents in the appropriate location • Can have many Document Libraries • Default route for documents with unmatched criteria • Assign additional Metadata

  40. Repository DemoSending a Document

  41. Auditing

  42. Auditing Management • Viewable under the site collection • Excel based view • Can create custom reports

  43. Managed Mail Folders

  44. Managed Mail Folders • Hooks into Exchange 2007 and Outlook 2007 • Folders deployed to Users • Each folder has a policy • Ties back to Record Repository

  45. Resources • Workflows: • http://blogs.msdn.com/sharepoint/archive/2006/06/07/621210.aspx • 2007 Microsoft Office System Preview: • http://www.microsoft.com/office/preview • Inetium Blogs • http://blogs.inetium.com

  46. Thanks for coming!

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