1 | SharePoint Saturday St. Louis 2015 Enterprise Content Management – SP /22/ PM CST AJ AngaJala, MS | Alexander Open Systems (AOS) Application Design Architect SharePoint,.NET, SQL Server MO, IL AUDIENCE?

2 | SharePoint Saturday St. Louis 2015 Session Evaluations  Schedule and evaluate each session you attend via our mobile app that can be used across devices at azurewebsites.net  You will be able to evaluate sessions added to your “My Sessions” 25 minutes  before the scheduled end time  Evaluations are stored anonymously and your feedback is appreciated  The app will be the only method available to submit session evaluations for the event and we hope you find it intuitive and convenient  Follow SharePoint Saturday St. Louis on and hashtag #spsstl  Play “Sponsor Bingo” to register for your chance to win one of the many great giveaways at the end of the day 2 | SharePoint Saturday St. Louis 2015

3 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Content Type Hub & Document Sets Exploring Records Center Document routing and archiving Content Retention Implementing Auditing Enabling Rating Extending Web Applications Agenda/Outline of this Session

4 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Purpose and explanation  Document Sets enable to manage a single deliverable, or work product, which can include multiple documents or files.  A Document Set is a special kind of folder that combines unique Document Set attributes and behavior of folders and documents Use Cases/Examples (Collect, Create, Manage)  Legal team – documents, photos, audio files etc. per case.  Mortgage lender - bank statements, credit history etc. per loan  Sales team – SOW, Cost Calculator, Project Plan etc. per project Documents Sets provide users with the ability to manage those sets of documents as a single collection, deliverable, or work product. Content Type Hub - Document Sets

5 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 A Document Set content type can then define approved content types, attributes, default items, columns, workflows, and policies. Provides additional settings - specify - content types, default content, shared columns, Welcome Page columns, and default Welcome Page view Consistency – wide user adoption EAMPLE PLAN Document Sets Contd..

6 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 High Level Steps Enable “Document Set” feature at site collection level Create Document Set Content Type Add from existing site columns Modify properties of the Document Set Content Type (Optional) Modify welcome page (Optional) Enable Document Set Content Type on a document library Document Sets DEMO

7 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 A content type is a reusable collection of metadata, workflow, and behavior for a category of items or documents in a SharePoint list or document library. Content types enable you to manage the settings for a category of information in a centralized, reusable way. Content Type Hub

8 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 High Level Steps Enable “Content Type Hub” feature at site collection level Specify Content Type Hub on Managed Metadata SA Specify SA Proxy to consume content types from Hub Publish the Document Set Content Type Run Content Type Hub Timer Job in CA so gets published Run Content Type Subscriber on consuming web applications Go to receiver site collection (Records Center) >Site Collection Admin > Content Type Publishing and Refresh to receive updates Testing: Create Archive Document Library > Enable Content Type Content Type Hub DEMO

9 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Record - “document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention for some time period”. Record Center

10 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Content analysis – how content can become records, source locations and movement File plan – retention location as records, policies, retention period, disposal method etc. Compliance requirements – rules and methods for IT systems to ensure compliance Method for collecting records that are no longer active - from all record sources, such as collaboration servers, file servers, and systems. Method for auditing records - while they are active. System for monitoring and reporting on the handling of records - to ensure that filing, accessing, and managing them according to defined policies and processes. Record Center Contd..

11 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Archive In place Manage records in the same document repository as active documents when you declare that a document has become a record, the record remains in place, but SharePoint Server 2013 now manages it as a record. Example, a document might get a different retention policy when it is declared to be a record, or users might be unable to edit it. Hybrid For example, you could keep records in place with active documents for two years, and then move records to a records archive when a project is completed. Pros and Cons (Ease of record location, security, auditing etc.) Record Center Contd.. Different Options

12 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Records Center - information management policy enforcement, routing, and hold, to manage records on any site. Records Center site template – Built in features: Versioning Auditing Metadata management eDiscovery Record routing Enabling Document ID by starting a service – Prefix – route from different departmental sites into one Records Center and search by documentID Any site collection to records center (across site collections) Copy, move, move and link Out dated content based on last modified date (no body used a doc in 3 yrs) Rules that mean to your business Record Center in SP2013

13 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 High Level Steps Enable Send To Connections for Sending Web App in CA Send a sample Document Set to Record Center (Goes to Drop Off Library) On Records Center > Content Organizer Rules Rule Based routing to Archive location Run Content Organizer Timer Job Record Center DEMO

14 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Policy can be associated with a library, list, or content type Retention – Stages – Each Stage with an action at the end of each stage Example: Define a two-stage retention policy on all documents in a specific library with following rules: 1. Delete all previous versions of the document 1 year after creation date 2. Send to recycle bin 5 years after creation date. The actions that can occur at the end of a stage include the following: Moving the item to the Recycle Bin or Permanently deleting the item Transferring the item to another location Starting a workflow Declaring the item to be a record Deleting all previous drafts or versions of the item Content Retention Policies

15 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Auditing policy feature logs events and operations that are performed on sites, content types, lists and libraries. For example, auditing on a document library will log events such as: Editing a document or item Viewing a document or item Checking a document in or out Changing the permissions for a document or item Deleting a document or item Auditing event information - Logs Site from which an event originated Item ID, type, name, and location User ID associated with the event Event type, date, time, and source Action taken on the item Auditing

16 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Enable At Site Collection Level Site Settings > Site Collection Administration > Site Collection Audit Settings Review Settings Audit Log Reports > Custom Reports > Run a report Auditing DEMO

17 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Author centric vs Visitor centric Quality of content rated by users Ratings can be enabled on Content Types, Lists and Libraries Enable the ratings feature Rating controls can be added to publishing pages Enable ratings on blogs by using web part Document Center and Enterprise Wiki site templates are enabled with ratings When enabled on a list or library, Rating (0-5) and # Ratings columns will be added DEMO – Enable rating on a document library > Library Settings > Rating Settings Enabling Rating

18 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Extending a web application will allow you to expose the same content to different sets of users in different zone by using an additional IIS web site to host the same content Extending Web Applications in SP2013

19 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Example use case from my experience: Bio company used intranet web application to control and author content and extended it to an internet site with anonymous access Benefits of Cross site Publishing in SP2013

20 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 The separation makes it easier to manage different groups of users and to maintain security For example, IWA in Intranet and anonymous in internet zones. If the internet is compromised, you’ll still have access to the intranet site to manage content. SharePoint supports this approach through zones (Default, Intranet, Internet, Custom, and Extranet) Each zone can have its own authentication - AD, FBA, Anonymous etc. DEMO Original web application Extended web site is anonymous in internet zonehttp://s1sp2013app:10857/ On the original web application set anonymous policy in internet zone to none Browse the extended web site > Permissions > Anonymous Option to make entire web site or lists and libraries Benefits of Cross site Publishing in SP2013

21 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Questions? Call: THANK YOU!

22 | SharePoint Saturday St. Louis 2015 Outline 6 | SharePoint Saturday St. Louis 2015 Thanks to Our Sponsors! GoldSilverRaffle