SharePoint 2010 ECM Under the Hood Brian Caauwe Senior Consultant – MCTS / MCITP / MCPD April 9, 2011

Session Agenda Document Management Term Management Web Content Management Records Management

Who am I? Brian Caauwe Consultant & Speaker MCTS – SharePoint v3 Email: bcaauwe@avtex.com Blog: http://blogs.avtex.com/blogs/bcaauwe MCTS – SharePoint v3 MCTS – SharePoint v4 MCITP – SharePoint 2010 MCPD – SharePoint 2010

Minnesota SharePoint User Group 2nd Wednesday of the Month 9:00 – 11:30 AM SharePoint resources and links Meeting Schedule Past User Group Presentations This Presentation Next Meeting – 4/13 Internet Sites built on SharePoint www.sharepointmn.com

Quick Poll Version Work Roles 2007 – WSS, MOSS 2010 – SPF, Server, FAST Work Roles SharePoint Administrator SharePoint Developer Business User Other

Document Management

Document Management Content Types Document Sets Management Policies Document ID Metadata Navigation Social Rating

Document Management Content Types Reusable definition Settings NOT just for documents Settings Workflows Templates Document Information Panel Document Conversion Policies (more on this later) Inheritance CAN NOT be reset

Document Management Content Types – Continued Metadata Columns Types Single line of text Multiple lines of text Choice Number Currency Date and Time Lookup Yes / No (Checkbox) Person or Group Hyperlink or Picture Calculated (based on other columns) External Data (connected to BCS) Managed Metadata (more on this later) Site Column vs. List Column

Document Management Publishing Content Types – Continued Syndication Hub Managed Metadata service Site Collection feature Publishing Settings Unpublish Republish Error Log Hidden List Timer Jobs

Document Management Special Content Type Shared metadata Document Sets Special Content Type Shared metadata Default content Configure Welcome page Single entity ONLY be used for documents CAN NOT nest sets

Document Management Management Policies Retention (more on this later) Auditing Viewing Editing Check-in / Check-out Move / Copy Delete / Restore Barcodes Auto generation Labels Label formatting based on metadata values

Document Management Unique ID Automatic assignment Document ID Unique ID Automatic assignment Site Collection definition Site collection prefix Find by Document ID web part

Document Management List Settings Metadata Navigation Navigation Hierarchies Filters Automatic Indexing

Document Management List Settings Per user rating Timer jobs Social Rating List Settings Number of Ratings Rating (0-5) Per user rating Timer jobs Social Data Maintenance Job Social Rating Synchronization Job Activity Feed Job Populate news feed

Document Management Demo Content Types Show the Content Type hub Different Content Types Document (Presentation) Item (Session) Show different between site collection and document library Content Types Document Sets Show feature activation Show shared metadata Show customized welcome page Show auto-creation Management Policies Create a retention policy Show new retention policy options Document ID Set document ID settings Document ID web part Metadata Navigation Show navigation Show filters Social Rating Show list settings Show timer jobs

Term Management

Term Management Managed Metadata Service Managed Metadata Columns Tags Taxonomy / Folksonomy

Term Management Managed Metadata Service Service Application Identify Content Type Syndication hub Service Application Proxy Limits Only one per service application Identify default storage location Enterprise Keywords Column Term Sets Consume or Push-down Content Type publishing Delegate Administration Bulk import from .CSV (sample provided) Term Group / Term Store Many per service application Up to 1,000,000 items / store Delegate Managers and Contributors

Term Management Managed Metadata Service – Continued Term Set Term Limits Up to 1,000 / term store Contact (used for feedback link) Submission Policy Social Tagging Sorting Term Up to 30,000 / term set Up to 7 nested levels Labels / Synonyms

Term Management New column type Bind to term set or term Managed Metadata Columns New column type Better than “Choice” Site or List Column Multi-Value Bind to term set or term Needs to be “available for tagging” Add to List / Feedback Automatically populates search refinements

Term Management Tags & Notes control Enterprise Keywords & Other Terms “Use Social Features” permission Suggested Tags Auto complete Synonyms Enterprise Keywords & Other Terms “Available for Tagging” Tag items inside AND outside of SharePoint

Term Management Taxonomy / Folksonomy Taxonomy Folksonomy Corporate Terms “Top down” approach Enforce common terminology Utilize Term Groups / Term Sets Examples (Products, Departments, etc.) Folksonomy Everyday terms “Bottom up” approach Utilize Enterprise Keywords General lack of structure May be promoted to taxonomy Examples (Flickr, del.icio.us)

Term Management Demo Managed Metadata Service Show the service application in CA Show the service application proxy settings Show the timer jobs for publishing Managed Metadata Columns Show Term Set management from site Show Managed Metadata column management Show automatic refiners Tags Enterprise key words (open for tagging) Show newsfeed

Web Content Management

Web Content Management Master Pages / Page Layouts Digital Media Rich Editing Content Mashups

Web Content Management Master Pages / Page Layouts Wiki formatting Not just for wiki’s anymore Link to pages, lists, items Syntax: [[PageName | Display Name]] Changing Page Layout Quick change through Ribbon Easy change of Content Types Embedded web parts Don’t necessarily need “zones” Can place anywhere including “content” zones

Web Content Management Digital Media Embed into the browser Media web part Link to URL or SharePoint library Starting / Looping options Define preview image

Web Content Management Rich Editing Ribbon, Ribbon, Ribbon It’s everywhere Quick editing tools Same keyboard shortcuts as Office Styles, formatting, spell check, and more…

Web Content Management Content Mashups Content Query web part Included with Publishing Features Customizable through XSLT Displays media in browser Data View web part XSLT list views now Easier to start with, harder to customize Search Core Results web part Pull information from multiple sites / site collections Defined query in web part Limited sorting

Web Content Management Demo Master Pages / Page Layouts Show changing between page layouts News pages Digital Media Embed video Preview image Rich Editing Image manipulation Web part embedding Quick styles Content Mashups Show Content Query web part Embedded Video Custom ItemStyle

Records Management

Records Management Records Center Content Organizer In-Place Records Records Retention eDiscovery RBS

Records Management Out of the box site definition Records Center Out of the box site definition Pre-configured with records features Document ID Content Organizer In place records management

Records Management A.k.a – Drop Off Library Content Organizer A.k.a – Drop Off Library NOT your 2007 Records Router Rules based routing Can move to different sites Automatic folder creation based on metadata SharePoint Designer workflow action Good to use with Document ID feature

Records Management NOT exclusive to Records Center In-Place Records NOT exclusive to Records Center Keep document and metadata in-place Site Collection configurations Restrictions Automatic or Manual declaration Declaration Roles Declaring records Undeclaring records

Records Management Content Type policies MORE actions available Records Retention Content Type policies MORE actions available Retention types Non-Records Records Define retention stages Runs timer jobs Information Management Policy Expiration Policy

Records Management Uses search to locate documents Holds eDiscovery Runs timer jobs Search and Process Hold Processing and Reporting Holds Hold in place, or copy to another location Exclude records from retention policies Hold Reports

Records Management RBS Remote Blob Store Provider based Store documents out of the database Looks no different to users Special maintenance concerns Provider based SQL FILESTREAM (Free Provider) 3rd parties StoragePoint EMC AvePoint Content Database configuration Configured per content database SQL statements PowerShell commands Maintenance Maintainer.exe utility Log backups & CHECKPOINT

Records Management Demo Records Center Show new admin screen Site records settings Content Organizer Show content routing Holds Site hold screens RBS Show RBS store Show database tables

References SharePoint 2010 Content - http://sharepoint.microsoft.com/en-us/product/capabilities/content/Pages/Content-Management-System.aspx Planning for eDiscovery - http://technet.microsoft.com/en-us/library/ff453933.aspx ECM Class Library - http://msdn.microsoft.com/en-us/library/ee559357.aspx Install and Configure RBS - http://technet.microsoft.com/en-us/library/ee663474.aspx My Blog - http://blogs.avtex.com/blogs/bcaauwe http://sharepoint.microsoft.com

Q & A