SharePoint 2010 ECM
Under the Hood
Brian Caauwe
Senior Consultant – MCTS / MCITP / MCPD
April 9, 2011
Session Agenda
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Document Management
Term Management
Web Content Management
Records Management
Who am I?
• Brian Caauwe
• Consultant & Speaker
– Email: bcaauwe@avtex.com
– Blog: http://blogs.avtex.com/blogs/bcaauwe
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MCTS – SharePoint v3
MCTS – SharePoint v4
MCITP – SharePoint 2010
MCPD – SharePoint 2010
Minnesota SharePoint User Group
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2nd Wednesday of the Month
– 9:00 – 11:30 AM
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SharePoint resources and links
Meeting Schedule
Past User Group Presentations
This Presentation
www.sharepointmn.com
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Next Meeting – 4/13
– Internet Sites built on SharePoint
Quick Poll
• Version
– 2007 – WSS, MOSS
– 2010 – SPF, Server, FAST
• Work Roles
– SharePoint Administrator
– SharePoint Developer
– Business User
– Other
Document Management
Document Management
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Content Types
Document Sets
Management Policies
Document ID
Metadata Navigation
Social Rating
Document Management
Content Types
• Reusable definition
– NOT just for documents
• Settings
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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
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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
Content Types – Continued
• Publishing
– Syndication Hub
• Managed Metadata service
• Site Collection feature
– Publishing Settings
• Publishing
• Unpublish
• Republish
– Error Log
• Hidden List
– Timer Jobs
Document Management
Document Sets
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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
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Viewing
Editing
Check-in / Check-out
Move / Copy
Delete / Restore
• Barcodes
– Auto generation
• Labels
– Label formatting based on metadata values
Document Management
Document ID
• Unique ID
• Automatic assignment
• Site Collection definition
– Site collection prefix
• Find by Document ID web part
Document Management
Metadata Navigation
• List Settings
– Navigation Hierarchies
– Filters
– Automatic Indexing
Document Management
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
Term Management
Term Management
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Managed Metadata Service
Managed Metadata Columns
Tags
Taxonomy / Folksonomy
Term Management
Managed Metadata Service
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Service Application
– Identify Content Type Syndication hub
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Service Application Proxy
– Limits
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Only one per service application
– Identify default storage location
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Enterprise Keywords
Column Term Sets
– Consume or Push-down Content Type publishing
– Delegate Administration
– Bulk import from .CSV (sample provided)
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Term Group / Term Store
– Limits
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Many per service application
Up to 1,000,000 items / store
– Delegate Managers and Contributors
Term Management
Managed Metadata Service – Continued
• Term Set
– Limits
• Up to 1,000 / term store
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Contact (used for feedback link)
Submission Policy
Social Tagging
Sorting
• Term
– Limits
• Up to 30,000 / term set
• Up to 7 nested levels
– Labels / Synonyms
– Social Tagging
Term Management
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
• Tags & Notes control
– “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
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Corporate Terms
“Top down” approach
Enforce common terminology
Utilize Term Groups / Term Sets
Examples (Products, Departments, etc.)
• Folksonomy
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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
Web Content Management
Web Content Management
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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
Records Management
Records Management
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Records Center
Content Organizer
In-Place Records
Records Retention
eDiscovery
RBS
Records Management
Records Center
• Out of the box site definition
• Pre-configured with records features
– Document ID
– Content Organizer
– In place records management
Records Management
Content Organizer
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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
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
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
eDiscovery
• Uses search to locate documents
– 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
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Remote Blob Store
– Store documents out of the database
– Looks no different to users
– Special maintenance concerns
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Provider based
– SQL FILESTREAM (Free Provider)
– 3rd parties
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StoragePoint
EMC
AvePoint
Content Database configuration
– Configured per content database
– SQL statements
– PowerShell commands
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Maintenance
– Maintainer.exe utility
– Log backups & CHECKPOINT
Records Management Demo
References
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SharePoint 2010 Content - http://sharepoint.microsoft.com/enus/product/capabilities/content/Pages/Content-Management-System.aspx
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Planning for eDiscovery - http://technet.microsoft.com/enus/library/ff453933.aspx
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ECM Class Library - http://msdn.microsoft.com/en-us/library/ee559357.aspx
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Install and Configure RBS - http://technet.microsoft.com/enus/library/ee663474.aspx
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My Blog - http://blogs.avtex.com/blogs/bcaauwe
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http://sharepoint.microsoft.com
Q&A