Charlotte SharePoint Saturday 2013
March 16, 2013
Skanska’s Partner Portal and External
Document Management System
Slides Available: http://steve.thelineberrys.com
Steve Lineberry
Senior IT Architect – SharePoint
Skanska USA Inc.
Agenda
− Introduction
− About Skanska
− Our Business Challenges
− The Solution
− Demo
− Q&A
Steve Lineberry – Skanska USA Inc.
Eight years
SharePoint experience
Responsible for SharePoint
at Skanska USA
Frequently attend Charlotte
SharePoint Users Group and
contribute on SharePoint Overflow
Interviewed on the
SharePoint Pod Show
Blog:
http://steve.thelineberrys.com
Who is Skanska?
− One of the world’s leading
companies in construction and
project development
− Four business streams
 Construction (building and heavy
civil projects)
 Residential Development
 Commercial Development
 Infrastructure Development
Local Presence with Global Strength
United States
Latin America
Sweden
Norway
Denmark
Finland
United Kingdom
Estonia
Poland
Czech Republic
Slovakia
Hungary
Skanska USA Locations
Skanska USA IT
− Services offered
•
•
•
•
•
•
•
•
Service desk
Field support
Core infrastructure/data center
support
Business systems analysis
Application development and
integration services
Project management
Procurement services
Communications and training
support for IT products and
services
− InformationWeek 500
MetLife Stadium
East Rutherford, NJ
University Medical Center
New Orleans, LA
eBay
South Jordan, UT
World Trade Center Transportation Hub
Oculus Construction
New York, NY
Oregon Sustainability Center
Portland, OR
Typical Team Structure
− Project teams vary in
size, from 10s to
100s to 1000s of people.
• Architect
• Engineers
• Consultants
− Teams can span across
time zones, regions and
countries.
Skanska
• Subcontractors
Collaboration
Scalability
Business
Challenges
in 2006
Simplicity
Flexibility
Security and Audit Trail
Accessibility
Standardization
− External facing SharePoint environment started with
SharePoint 2003, has been upgraded twice and is
now running SharePoint 2010.
Solution
in 2006
For more information, read
our Microsoft case study
Common template used as a starting point
Project teams
customize the
site based on
the project and
client needs.
Thousands of projects; Different
team sites, Same template
Business
Challenges
Today
Where to store documents?
SharePoint, File Server, Cloud?
Multiple non-SharePoint systems used
for varied aspects of the project
Common Systems to manage and share info:
• Owners, Architects and Engineers
• Internal Skanska Operations
• Subcontractors
• Enhanced information retrieval
• Centralized/Standardized Access Point
Project
Requirements
• Support Personnel Mobility
• Ease Transition to new projects
• Simplified project start-up
• Decreased project setup time
SharePoint
Site
Template
Custom
Solutions
Managed
Metadata
The
Solution
Email
enabled
lists and
libraries
Content
Types
SkyDrive
Pro
Content
Organizer
Demos
Q&A
SharePoint Site Template
− Custom designed Master Page
(www.synteractive.com)
− Touch Friendly UI
− Open in new window or in modal so you never leave
the landing page
− Hide ribbon by default
(http://steve.thelineberrys.com/option-to-show-thesharepoint-2010-ribbon-when-hidden-by-default-2/)
− 3 different landing pages based on permissions
Hide Ribbon by Default
Code sample on my blog:
http://steve.thelineberrys.com/option-to-show-the-sharepoint-2010ribbon-when-hidden-by-default-2/
Metadata or Folders?
− How many of you have tried to convince your
company on using metadata for files instead of
folders?
− http://www.youtube.com/watch?v=B_5p6VYYlcs&feat
ure=youtu.be
− This video was part of an attempt at my best Billy
Mays impression back in 2009 when I had more hair
− No bites back then but when SP 2010 came out with
the managed metadata service, I got some traction.
Managed Metadata
− Metadata Navigation can replace folder navigation
(Masterpage modification required to display within a
modal)
− Type ahead or select from list
− Allows multiple terms to be assigned a single
document/item
− Centrally Managed and Site Collection Managed
− Multiple labels/names for a single term
− 38 Page document outlining the taxonomy
Metadata Navigation can replace folder navigation
Allows multiple terms to be assigned a single document/item
Centrally Managed and Site Collection Managed
Multiple labels/names for a single term
Content Types
− A reusable collection of settings that you can apply to
a certain category of content
− Enable you to manage the metadata and behavior of a
document, item, or folder in a centralized, reusable
way
− Built upon Site Columns
− Needed for Content Organizer
Content Type Syndication Hub
Yes
No
− Managed through UI
− Managed in Visual
Studio
− Managed by NonDevelopers
− Large number of
databases
− Need access to
content types during
feature activation of
site template
Content Organizer
− A way to submit documents to a single “drop off
library” and based on metadata rules, documents can
be routed to a final destination
− In our solution all users will upload documents to the
drop off library, then Skanska employees will receive
an alert notifying them of submitted documents.
Those Skanska employees will approve the document
by changing the content type, fill in the metadata and
then the document will route to the correct destination.
Batch Edit
− Custom Solution
− Started with code from CodePlex:
• http://sp2010batchedit.codeplex.com/
− Fixed a few bugs
− Modified to allow bulk content type changes
− Modified to approve documents
− Modified to route document if in a drop off library
• http://steve.thelineberrys.com/process-drop-off-library-itemsprogrammatically/
Metadata Based Security
− Custom Solution
− Consists of an event receiver that does the work and
an application page for configuration
− Changes item permissions based on data in a column
of the item
− Notice metadata matched permissions
Working with Multiple Files
− Already shown Batch Edit
− Upload Multiple files using Office Active-X control
− Open with Windows Explorer / Explorer View
− SkyDrive Pro / SharePoint Workspace
− E-mail enabled lists and libraries
− Download as a Zip
SkyDrive Pro
− Allows you to select the folder where the files will sync
to and provides better application support
− Shows up in list of Favorites in Windows Explorer
− Syncs in the background using delta sync just like SP
Workspace
− Full application compatibility because file has a REAL
physical path unlike SP workspace (Important for CAD
based software which most times require external
references)
− Currently only available with Office 2013 but
standalone FREE version and iphone/ipad version
available summer of 2013
E-mail Enabled Lists and Libraries
− Creates an email address for a list or library
− Can create folders based on sender or subject
− List support
•
•
•
•
•
Document, picture, or form library
Announcements list
Calendar list
Discussion board
Blog
Download as a Zip
− Custom Solution
− Allows a user to select multiple documents and the
system will package them in a zip file for the user to
download
• Streams file to user as it is building the zip to
reduce CPU load on servers and give instant
gratification to end user
• Throttles files based on current server’s health
score using SPPerformanceInspector
Recap
Q&A