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Sharepoint 2010 ECM @ City of Langford

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Sharepoint 2010 ECM @ City of Langford. Kevin Dube [email protected] Need I say more…. Outline. Project Goals & Overview Portal Structure OOTB Key Functionality we are relying on Issues and Workarounds Whats left to do… Migration Tools & Outlook Addins.

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Presentation Transcript
  • Project Goals & Overview
  • Portal Structure
  • OOTB Key Functionality we are relying on
  • Issues and Workarounds
  • Whats left to do…
  • Migration Tools & Outlook Addins
project goals overview
Project Goals & Overview
  • Rebuild/Re-architect our sharepoint in 2010 (currently in sharepoint 2003 migrated to sharepoint 2010)
  • Store our records electronically to eliminate the need to keep a paper version
  • Migrate content from variety of sources
  • Apply metadata to our documents to improve searchability
  • Ensure consistent branding of our official docs
  • Manually Created at each root level site in the site collection
  • Goal: Consistent Navigation – Pain to create
the langford records centre lrc
The Langford Records Centre (LRC)
  • No more than three clicks deep
  • Site Collection -> Site ->Multiple Document Libraries -> Folders in the libraries
  • Organized by function rather than dept.
  • Marcel Roy (TRAC Records) made mindmaps of entire organization.
  • Uses In Place Records Management
lrc continued
LRC Continued
  • LGMA buried inside as metadata
  • New structure easier to navigate versus old (plus templates built into structure!)
technology pieces
Technology Pieces
  • Content Types, Syndication & Templates
    • How to attach a template to a content type (important to upload rather than put in url so default values come in correctly)
    • Insert quick fields in word document from metadata
  • Document Library – specific configuration
  • Document ID – roadblocked
  • Document Information Panel Word
  • Managed Metadata
    • Term Sets, Terms
    • Importing Addresses from external database
  • BCS – limited success – does it work for a wf?
  • Subsite Creator
customizations cont
Customizations Cont.
  • Site Listing (CQWP)
customizations cont1
Customizations Cont.
  • Term Set Importer
    • Brings data from external database into termset
    • Runs daily
template document library
Template Document Library
  • Special Views
    • No folders, No Email, Email Only, Checked Out, Sort
  • Advanced Settings
  • Versioning
  • Information Management Policy
  • Challenges with folders (sorting!)
  • Attaching Content Types
issues workarounds
Issues & Workarounds
  • CT & Syndication
    • Cannot control order of columns
    • Hidden columns not accessible
    • Solution – minimize columns, do not hide
  • Document ID
    • Not unique, gets value from template
    • Solution – do not use this functionality
issues workarounds cont
Issues & Workarounds Cont.
  • Records Management
    • Disposition WF does not delete records
      • Can get around this (with modified WF but then run into next point)
    • No way to do multi record disposition
    • Solution – Use custom wf and metadata
  • Save Site as a Template,
    • default values do not show up in DIP, hide folder view is corrupted
issues and workarounds cont
Issues and Workarounds Cont.
  • Cannot create content types in hub
    • Error message saying content type already exists
    • Db in bad state but product team going to fix this?
  • Managed Paths issue
    • When saving document comes up with local desktop rather than correct location
    • Solved by making sure there is a site at every place in urlie if you have a wildcard managed path at http://departments/engineering/permits make sure a site collection exits at http://departments/engineering or reorganize
3 rd party tool addins
3rd Party Tool & Addins
  • Created an autocomplete button hooked to a list for “where do I file it”
  • – addin for outlook to file directly into sharepoint from outlook and retain email metadata, ability to apply meta data to mutiple docs is coming
3 rd party t ools addins
3rd Party Tools & Addins
  • Metavis– Migration Tool
    • Lets you apply metadata to documents as you bring them across from sharepoint or fileshare
    • Retains creation dates etc.
    • We want to use this to migrate our building files and apply addresses to them as they are moved from fileshare
to do
To Do
  • Continue with build out of LRC
  • Build intranet side of portal
  • Training is ongoing..
  • Migration of docs from fileshare, 2008
  • Migration of lists from 2007
  • Nice to haves
    • Way to preview email in SP (FAST?)
    • Ability Tag multiple documents at once (, coming)
    • An up (…) button in doc library view web part