EMPOWERING NON-POWER USERS TO
PUBLISH AND EDIT CONTENT
FROM THE TRENCHES….
MIKE KEENAN
RICK KRZYMINSKI
MANISH AWASTHI
PRESENTERS
 Mike Keenan, SharePoint Administrator, Nixon
Peabody LLP, Rochester, New York, 700+ Attorneys
 Richard J. Krzyminski, Assistant Director of Global
Knowledge & Web Solutions, Mayer Brown LLP,
Chicago, Illinois, 1600+ Lawyers
 Manish Awasthi, Chief Global SharePoint Architect,
Baker & McKenzie, Chicago, Illinois, 4000+ Lawyers
CURRENT ENVIRONMENTS
 Nixon Peabody: SharePoint 2003 Portal with separate
WSS 2.0 server (150+ sites) and separate WSS 3.0
server (1000+ sites). SharePoint 2010 build-out is in
progress with plans for matter-centric environment
(site for every matter) and eventual use of SharePoint
as a DMS.
 Mayer Brown: MOSS 2007, moving to SharePoint 2010
in July. Matter-Centric environment using iManage
WorkSite 8.5. Integration with SharePoint provided by
Handshake.
 Baker McKenzie – Moss 2007 – Intranet, SharePoint
2010 – In production for non Intranet Applications.
STORIES FROM THE TRENCHES,
“WHAT WE’VE LEARNED”….
Remember the goal: “Get the right information to the right people at
the right time”
Considerations:
•Ease of publishing
•Design, usability and layout
•Audience targeting and regional concerns
•Governance is KEY
EASE OF PUBLISHING
•CONTENT EDITOR WEB PARTS OR LISTS?
•STATIC DATA OR COLLABORATION?
•MASTER DATA MANAGEMENT
•DATAFLOW/AUTOMATION
•WORKFLOW
•APPROVALS?
•DATA DELIVERY
DESIGN, USABILITY AND LAYOUT
•PUBLISHERS OFTEN WANT TO BE DESIGNERS
•USERS WANT PICTURES ON PAGES
•USERS DON’T LIKE ENDLESS BULLETED LISTS
•TEMPLATES AND STANDARDS
AUDIENCE TARGETING/REGIONAL
CONCERNS
•LOCAL LAWS AND CULTURE
•PERMISSIONS AND SECURITY
•CREATING TEAMS
•REAL-TIME SUPPORT
GOVERNANCE IS KEY
•BEST PRACTICES
•AUDITING
•RULES
•SENIOR COMMITTEE/EVANGELISTS
DEMO
BAKER MCKENZIE INTRANET
ALLOWING END USERS TO CREATE AND
MAINTAIN PAGES
A TYPICAL INTRANET SITE
GLOBAL NAVIGATION
CENTRALLY GOVERNED AREA
LOCALLY GOVERNED AREA
UNGOVERNED LIMITED OPTIONS
AREA
SITE DESIGNER CREATES A PAGE
SELECT LAYOUT
ADD WEBPART
SELECT WEBPART
PUBLISH PAGE
ADD CONTENT TO PAGE
EXAMPLE ONE
EXAMPLE TWO
EXAMPLE THREE
SO, WHAT’S NEW IN
SHAREPOINT 2010?
WHAT’S NEW IN 2010, AND WHY
SHOULD I BE CONCERNED?
 The Office style ribbon brings familiar editing controls




to end users
Ability to put a page in edit mode and just start typing
text
Ability to browse to an image file and automatically
upload to SharePoint
SharePoint Designer 2010 is much, much more
powerful than SharePoint Designer 2007
Modal Dialogs make accessing page content easier
ANY NEW SAFEGUARDS
INTRODUCED IN 2010 THAT
WILL HELP US?
 Text entered on a page using SharePoint
Designer cannot be styled using normal ribbon
functions by default since it uses the
WikiContentWebPart.
 To allow users to apply styles etc. using browser,
add Content Editor Web Part (CEWP) to page.
ANY NEW SAFEGUARDS
INTRODUCED IN 2010 THAT
WILL HELP US?
 Using SharePoint Designer 2010 you can create content
zones that can not be edited in the browser, even for
those with advanced editing rights
ANY NEW SAFEGUARDS
INTRODUCED IN 2010 THAT
WILL HELP US?
ANY NEW SAFEGUARDS
INTRODUCED IN 2010 THAT
WILL HELP US?
 Our new page has no editable zones thru browser
so users can’t modify our content
 Normal ribbon options for editing page are not
present
ANY NEW SAFEGUARDS
INTRODUCED IN 2010 THAT
WILL HELP US?
 Using Publishing , Content Types and Page
Layouts, you can restrict which options show in
ribbon when page is in edit mode
 Normal ribbon options for editing page:
ANY NEW SAFEGUARDS
INTRODUCED IN 2010 THAT
WILL HELP US?
 In Designer, Page Layout can be modified to
restrict things like font changes. When the tag
properties are set to true for content sections,
normal ribbon settings are in place.
 Set a tag property to false….
ANY NEW SAFEGUARDS
INTRODUCED IN 2010 THAT
WILL HELP US?
ANY NEW SAFEGUARDS
INTRODUCED IN 2010 THAT
WILL HELP US?
 The page (and any pages built in future from this
Page Layout )cannot have fonts altered.
WHAT ABOUT PUBLISHING?
2010 PERMISSION LEVELS OOTB
Full Control
Has Full Control
Design
Can view, add, update, delete,
approve, and customize.
Contribute
Can view, add, update, and delete list
items and documents.
Read
Can view pages and list items and
download documents.
Limited Access
Can view specific lists, document
libraries, list items, folders, or
documents when given permissions.
View Only
Can view pages, list items, and
documents. Document types with
server-side file handlers can be
viewed in the browser but not
downloaded.
2010 PERMISSION LEVELS OOTB
Full Control
Has Full Control
Approve
Can edit and approve pages, list
items, and documents.
Manage Hierarchy
Can create sites and edit pages, list
items, and documents.
Restricted Read
Can view pages and documents, but
cannot view historical versions or user
permissions.
Custom Permission Levels
Combinations of all the above levels
TIPS THAT CAN HELP
 Leverage existing data sources to make content
maintenance easier
 Canned Searches
 Build templates that include parts with a variety of
data sources.
 Build a FAQ library or video help site
MINE EXISTING DATA SOURCES
FOR MATTER-CENTRIC DATA
MINE EXISTING DATA SOURCES
FOR MATTER-CENTRIC DATA
DEMO
BAKER MCKENZIE PLANS TO UTILIZE
SHAREPOINT 2010 OOB FEATURES TO MANAGE
PAGES IN INTRANET
RESOURCES THAT CAN HELP
 SharePoint -Videos.com
 SharePoint Governance on Technet
 Governance Planning White Paper
 Governance Book on Amazon (4.5 stars)
 Joel Oleson Governance Slide Presentation