FEATURES AND CUSTOMIZATIONS THAT IMPROVE SHAREPOINT’S USER ADOPTION Patrick Curran, MCT SPSDC 12/07/2013

Planet Technologies  Founded in 1998  Microsoft Partner with Five Gold Competencies, 11 Silver Competencies  One of only 35 Microsoft Nationally Managed Partners  Six Time Microsoft Federal Partner of the Year and Three Time Microsoft SLG Partner of the Year  Highly Skilled Staff – Microsoft Certified Masters – Microsoft MVP’s (SharePoint, Exchange) – Microsoft Certified Trainers – Microsoft Certified Partner for Learning Solutions (CPLS) – 130+ Microsoft Consultants  Office Locations – DC, Denver, Harrisburg, Redmond, Europe, Middle East and Africa (EMEA)  Vertical Markets include Federal, State and Local Government, Education, Healthcare and Private Sector  Work Experience in 42 States and 33 Countries

Patrick Curran Blog: New Book! Director, Federal Group for Planet Technologies Senior SharePoint Architect Worked with SharePoint since 2003 MCT, MCTS, MCITP, MCP, MCSA

What is User Acceptance?  How do you know if you have deployed SharePoint successfully?  What constitutes user acceptance or failure?  Have realistic expectations… You might get 100% (forced) utilization, but not 100% acceptance of employees (worker bees).  Do not force people to change how they work, but show them options to work within SharePoint the way they are comfortable working!

In this session you will learn:  How to introduce the Document Library to your organization  How metadata can improve the user experience  The ECM features that are built for metadata  To collect metadata without the End-User

Introducing the Document Library  What to Know Before … What kind of document should live here? Who is responsible for it? How long should it be here? How many versions do we need? Is this the only copy of this document? Who has access to the library, folders, or documents? What business processes are tied to documents in this library? … the list goes on…

A Common Issue

Metadata and the User Experience  Data about Data  Defaults != Good  Garbage In == Garbage Out

Enterprise Content Management (ECM) Features  Out of The Box features Columns Views Column Default Value Settings Content Types Send To Connections Content Organizer

Standard Columns

Default Views  Scalable  Sorts and Filters  Personal or Public

Column Default Value Settings  Populates pre-defined columns with a default value based off of library hierarchy.

Content Types  A grouping of columns (metadata)  Can be associated with Workflows  Can be associated with a particular template

Send To Connections  Can also be created at the document library level for COPYING documents. - also -  Feature inside Central Administration that allows you to define “Send To” locations.  Allows users to send content to a pre-defined drop location. Content Organizer feature must be enabled.

Content Organizer  Rules engine used for document routing

Open With Explorer  Acts as a network folder  Adds ability to create shortcuts to your desktop  Great for libraries not that you don’t want to sync with SkyDrive Pro (2013)

Newsfeed  Keeps records of discussions out of  Searchable  Got an App for that?

Collecting Metadata  Without Burdening the End-User Using …  Columns,  Views,  Column Default Value Settings,  Content Types,  Send To Connections,  Content Organizer,  Open with Explorer DEMO

You Now Know  How to introduce the Document Library to your organization  How metadata can improve the user experience  The ECM features that are built for metadata  To collect metadata without the End-User  Hold conversations about your documents

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