SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
ENHANCE THE WAY PEOPLE
COLLABORATE WITH DOCUMENTS IN
SHAREPOINT
Haaron Gonzalez
Lead Solution Architect
Hershey Technologies
haarongonzalez@mvps.org
http://twitter.com/haarongonzalez
San Diego 2014
#SPSSD
@sanspug
The Bottom Line
 People just want to get work done
 Technology it’s a tool that enable us to achieve results
 Learning is not sequential, it’s a personal experience
 Knowledge is interactive!
 People learn things they decide to learn, no what teacher
teach, keep in mind!
 We now longer remember things we know we can find!
San Diego 2014
#SPSSD
@sanspug
Haaron Gonzalez
 Consultant
 Lead Solution Architect at Hershey
Technologies
 Independent Consultant & Instructor in
Mexico
 Microsoft MVP
 ASP/ASP.NET (2004 – 2008)
 SharePoint Server (2009 until now)
 Speaker/Community
 Mexico SharePoint User Group
 San Diego SharePoint User Group
 Staff at Microsoft TechEd
 Blogger since 2005
San Diego 2014
haarongonzalez@mvps.org
youtube.com/haarongonzalez
twitter.com/haarongonzalez
facebook.com/haarongonzalez
#SPSSD
@sanspug
SharePoint
 The new SharePoint is all about getting things done
together.
 SharePoint has a lot of features, capabilities, functionality
available out of the box (OOB).
 What I will cover today:
 How to simplify SharePoint and make more effective use of OOB
capabilities
 How to maximize adoption and make sure SharePoint works well
for the end user
 Focus on file management and user experience
 Lots of demos!
San Diego 2014
#SPSSD
@sanspug
Common way to set up SharePoint for
dealing with documents
 Like a file share (folders and default view)
 1. Folders – lots of clicking, single dimension for viewing
 2. No metadata – no navigation, no search
 Great for contributors, a nightmare for consumers
From Scott Jamison slides @sjam
San Diego 2014
#SPSSD
@sanspug
Common way to set up SharePoint for
dealing with documents
 Metadata instead of folders
 1. Unfamiliar to users
 2. Forces users to add metadata (they’re lazy and will pick the 1st
choice)
 3. No good drag & drop & tag
 4. No good offline experience
 Great for consumers, a nightmare for contributors
From Scott Jamison slides @sjam
San Diego 2014
#SPSSD
@sanspug
The way to go
Folders
San Diego 2014
Metadata
#SPSSD
@sanspug
Drill down on outcomes & features
 Content organization
 Content discovery
 Content consumption
 Content authoring
 Content filtering
 Content security
 Content versioning
 Site Columns
 Manage Metadata
 Choice
 Document Library
 Site Columns
 Views
 Folders
 Manage Metadata Filtering
 Column default value settings
 Drag and Drop
 Permissions
 Manage Metadata
 Term Set
 Search
 One Drive for Business
San Diego 2014
#SPSSD
@sanspug
Site Columns
 Site columns are data type
definitions at site collection
level, they are centrally
managed and can be used
to reference a data value on
any a list or library in the
site collection.
San Diego 2014
#SPSSD
@sanspug
Site Column - Examples
Name
Type
Group
Description
Topic
Manage
Metadata
Intranet Columns
Column that reference the
Topic Term Store
Department
Choice
Intranet Columns
List of departments
Policy Type
Choice
Intranet Columns
Regulatory, Internal,
Miscellaneous
Procedure Type
Choice
Intranet Columns
Operational, Instruction,
Manual, Recovery
Form Type
Choice
Intranet Columns
Request, to be determine.
Report Type
Choice
Intranet Columns
Production, Imaging,
Financial, Compliancy
Summary
Text
Intranet Columns
Review Date
Date
Intranet Columns
General information
column.
Review date.
Publication Date Date
Intranet Columns
Publication date.
San Diego 2014
#SPSSD
@sanspug
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Create Doc Type site column
San Diego 2014
#SPSSD
@sanspug
Site Content Types
 Content Types are data structures
that represent a business entity,
they group Site Columns.
 Content Types represent the
different types of information and
content existing on a site.
 Content Type is a composite of
configuration settings for your
content, settings like Information
Management, Workflows.
 Content Type support inheritance
so you can re-use and extend
settings
San Diego 2014
In order to provide meaning and context
to the content stored in the Intranet we
need to define a set of Content Types that
make sense to your business in order to
provide a consistent approach for the type
of content that the Intranet will support
today and tomorrow.
#SPSSD
@sanspug
Site Content Types - Examples
Name
Description
Policy
A policy is a guiding principle used to set direction in an organization. It should be
used as a guide to decision making under a given set of circumstances within the
framework of objectives, goals and management philosophies as determined by
senior management.
Procedure
A procedure is a particular way of accomplishing something. It should be designed
as a series of steps to be followed as a consistent and repetitive approach or cycle
to accomplish an end result. Once complete, you will have a set of established
methods for conducting the business of your organization, which will come in
handy for training, process auditing, process improvement, or compliance
initiatives.
Form
An electronic document that users can enter data into and print.
Report
A report is a specific form of writing that is organized around concisely identifying
and examining issues, events, or findings that have happened in a physical sense,
such as events that have occurred within an organization, or findings from a
research investigation. Reports within PEIWC can be findings documents from
analysis, white-papers and research documents, strategic plans, or data driven
automated reports.
Proposal
Human Resource
Curriculum
Marketing
San Diego 2014
#SPSSD
@sanspug
Site Content Types - Examples
XXXX Document





XXXX Policy









Title
Author
Created By
Created On
Topic (Manage Metadata)
Policy Type: Choice
Summary: Plain Text
Review By Date: Short date
Publication Date
Title
Author
Created By
Created On
Topic (Manage Metadata)
XXXX Procedure








Title
Author
Created By
Created On
Topic (Manage Metadata)
Procedure Type: Choice
Summary: Plain Text
Review By Date: Short date
San Diego 2014
XXXX Form







XXXX Report
Title
Author
Created By
Created On
Topic (Manage Metadata)
Form Type: Choice
Summary: Plain Text
#SPSSD








Title
Author
Created By
Created On
Topic (Manage Metadata)
Report Type: Choice
Summary: Plain Text
Publication Date
@sanspug
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Create Human Resource Document Content Type and
configure in document library
San Diego 2014
#SPSSD
@sanspug
Views
 Views allow us to visualize the
data in different way. Highly
flexible for create
representation of our content.
Use a view to display recent
documents for content
consumers and a another view
to display folder structure for
content creators
San Diego 2014
#SPSSD
@sanspug
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Modify All Documents view and create All Folders view
San Diego 2014
#SPSSD
@sanspug
Folders
 Folders are great for people that contribute with content.
Represent a hierarchical view of the data. Folders are not
so great for people that consume the content, they need
to drill down in order to get what they want.
 Three valid reasons for folders:
 Security – Security Trimming
 Location-based default values
 SharePoint Library Sync & OneDrive for Business
San Diego 2014
#SPSSD
@sanspug
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Enhance existing folder and apply permissions
San Diego 2014
#SPSSD
@sanspug
Metadata Navigation and Filtering
Enables metadata-based
navigation and filtering.
Provides tree view
hierarchies and filter controls
to improve navigation and
filtering of the contained
items
San Diego 2014
#SPSSD
@sanspug
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Enable Metadata Filtering feature and configure in
document library
San Diego 2014
#SPSSD
@sanspug
Sync local copy
People like to work they way the know. So with
OneDrive for Business we can enable user to work
locally in offline mode
San Diego 2014
#SPSSD
@sanspug
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
DEMO
Enable Metadata Filtering feature and configure in
document library
San Diego 2014
#SPSSD
@sanspug
Human Resource
Benefits
401K
Recruiting
San Diego 2014
Leave of
Absence
Training
#SPSSD
Wellness
@sanspug
Proposals
Cost and Pricing
Information
Customer Documents
RFQ
Specs
SOW
San Diego 2014
Purchasing
Cost and
Pricing
Engineering
Documents
Technical
Documents
#SPSSD
Contracts
Contractual
Documents
Subcontracts
@sanspug
Metadata
Proposals
 Document Type
 Customer Documents
 Cost and Pricing Information
 Engineering Document
 Contracts
 Document Topic
 RFQ
 Specifications
 SOW
 Purchasing
 Cost and Price
 Technical Doc
 Contractual Doc
San Diego 2014
Customer
Documents
Cost and
Pricing
Information
RFQ
Purchasing
Specs
Cost and
Pricing
Engineering
Documents
Contracts
Technical
Documents
Contractual
Documents
Subcontracts
SOW
#SPSSD
@sanspug
Post Event: SharePint
Location: La Jolla Brewing Company
Address: 7536 Fay Ave, La Jolla, CA 92037
Phone: 858-246-6759
Immediately following event closing & prize drawings
Map and Directions on SPS Events Schedule
Google Map & directions: http://ow.ly/E164L
San Diego 2014
#SPSSD
@sanspug
Haaron Gonzalez
 Consultant
 Lead Solution Architect at Hershey
Technologies
 Independent Consultant & Instructor in
Mexico
 Microsoft MVP
 ASP/ASP.NET (2004 – 2008)
 SharePoint Server (2009 until now)
 Speaker/Community
 Mexico SharePoint User Group
 San Diego SharePoint User Group
 Staff at Microsoft TechEd
 Blogger since 2005
San Diego 2014
haarongonzalez@mvps.org
youtube.com/haarongonzalez
twitter.com/haarongonzalez
facebook.com/haarongonzalez
#SPSSD
@sanspug
SharePoint Saturday San Diego
November 15, 2014
UCSD Extension
PLEASE THANK OUR SPONSORS!
Please fill out your session evaluation! http://ntx.lv/lwGlKl1 (case sensitive)
San Diego 2014
#SPSSD
@sanspug