1 | sharepoint saturday st. louis 2015 enterprise content management – sp2013 03/22/2015 1-2 pm...

1 | SharePoint Saturday St. Louis 2015

Enterprise Content Management – SP201303/22/2015 1-2 PM CST

AJ AngaJala, MS [email protected] | 636-680-1003

Alexander Open Systems (AOS)Application Design Architect SharePoint, .NET, SQL ServerMO, IL AUDIENCE?

2 | SharePoint Saturday St. Louis 20152 | SharePoint Saturday St. Louis 2015

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Outline

6 | SharePoint Saturday St . Louis 2015

• Content Type Hub & Document Sets• Exploring Records Center• Document routing and archiving• Content Retention• Implementing Auditing• Enabling Rating• Extending Web Applications

Agenda/Outline of this Session


Outline


• Purpose and explanation Document Sets enable to manage a single deliverable,

or work product, which can include multiple documents or files.

A Document Set is a special kind of folder that combines unique Document Set attributes and behavior of folders and documents

• Use Cases/Examples (Collect, Create, Manage) Legal team – documents, photos, audio files etc. per case. Mortgage lender - bank statements, credit history etc. per

loan Sales team – SOW, Cost Calculator, Project Plan etc. per

project

• Documents Sets provide users with the ability to manage those sets of documents as a single collection, deliverable, or work product.

Content Type Hub - Document Sets


Outline


• A Document Set content type can then define approved content types, attributes, default items, columns, workflows, and policies.

• Provides additional settings - specify - content types, default content, shared columns, Welcome Page columns, and default Welcome Page view

• Consistency – wide user adoption

• EAMPLE PLAN

Document Sets Contd..


Outline


• High Level Steps• Enable “Document Set” feature at site collection level• Create Document Set Content Type• Add from existing site columns• Modify properties of the Document Set Content Type

(Optional)• Modify welcome page (Optional)• Enable Document Set Content Type on a document

library

Document Sets DEMO


Outline


• A content type is a reusable collection of metadata, workflow, and behavior for a category of items or documents in a SharePoint list or document library.

• Content types enable you to manage the settings for a category of information in a centralized, reusable way.

Content Type Hub


Outline


• High Level Steps• Enable “Content Type Hub” feature at site collection

level• Specify Content Type Hub on Managed Metadata SA• Specify SA Proxy to consume content types from Hub• Publish the Document Set Content Type• Run Content Type Hub Timer Job in CA so gets

published• Run Content Type Subscriber on consuming web

applications• Go to receiver site collection (Records Center) >Site

Collection Admin > Content Type Publishing and Refresh to receive updates

• Testing: Create Archive Document Library > Enable Content Type

Content Type Hub DEMO


Outline


Record - “document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention for some time period”.

Record Center


Outline


• Content analysis – how content can become records, source locations and movement

• File plan – retention location as records, policies, retention period, disposal method etc.

• Compliance requirements – rules and methods for IT systems to ensure compliance

• Method for collecting records that are no longer active - from all record sources, such as collaboration servers, file servers, and email systems.

• Method for auditing records - while they are active.

• System for monitoring and reporting on the handling of records - to ensure that filing, accessing, and managing them according to defined policies and processes.

Record Center Contd..


Outline


• Archive

• In place• Manage records in the same document repository as active documents• when you declare that a document has become a record, the record

remains in place, but SharePoint Server 2013 now manages it as a record. • Example, a document might get a different retention policy when it

is declared to be a record, or users might be unable to edit it.

• Hybrid• For example, you could keep records in place with active documents

for two years, and then move records to a records archive when a project is completed.

• Pros and Cons (Ease of record location, security, auditing etc.)

Record Center Contd.. Different Options


Outline


• Records Center - information management policy enforcement, routing, and hold, to manage records on any site.

• Records Center site template – Built in features: • Versioning• Auditing• Metadata management• eDiscovery• Record routing

• Enabling Document ID by starting a service – Prefix – route from different departmental sites into one Records Center and search by documentID

• Any site collection to records center (across site collections)

• Copy, move, move and link

• Out dated content based on last modified date (no body used a doc in 3 yrs)

• Rules that mean to your business

Record Center in SP2013


Outline


• High Level Steps• Enable Send To Connections for Sending Web App in CA• Send a sample Document Set to Record Center (Goes to Drop

Off Library)• On Records Center > Content Organizer Rules • Rule Based routing to Archive location• Run Content Organizer Timer Job

Record Center DEMO


Outline


• Policy can be associated with a library, list, or content type

• Retention – Stages – Each Stage with an action at the end of each stage• Example: Define a two-stage retention policy on all documents in a

specific library with following rules: 1. Delete all previous versions of the document 1 year after creation date 2. Send to recycle bin 5 years after creation date.

The actions that can occur at the end of a stage include the following:

• Moving the item to the Recycle Bin or Permanently deleting the item

• Transferring the item to another location

• Starting a workflow

• Declaring the item to be a record

• Deleting all previous drafts or versions of the item

Content Retention Policies


Outline


• Auditing policy feature logs events and operations that are performed on sites, content types, lists and libraries.

For example, auditing on a document library will log events such as:• Editing a document or item• Viewing a document or item• Checking a document in or out• Changing the permissions for a document or item• Deleting a document or item

Auditing event information - Logs

• Site from which an event originated

• Item ID, type, name, and location

• User ID associated with the event

• Event type, date, time, and source

• Action taken on the item

Auditing


Outline


• Enable At Site Collection Level

Site Settings > Site Collection Administration > Site Collection Audit Settings

Review Settings

Audit Log Reports > Custom Reports > Run a report

Auditing DEMO


Outline


• Author centric vs Visitor centric

• Quality of content rated by users

• Ratings can be enabled on Content Types, Lists and Libraries

• Enable the ratings feature

• Rating controls can be added to publishing pages

• Enable ratings on blogs by using web part

• Document Center and Enterprise Wiki site templates are enabled with ratings

• When enabled on a list or library, Rating (0-5) and # Ratings columns will be added

• DEMO – Enable rating on a document library > Library Settings > Rating Settings

Enabling Rating


Outline


• Extending a web application will allow you to expose the same content to different sets of users in different zone by using an additional IIS web site to host the same content

Extending Web Applications in SP2013


Outline


• Example use case from my experience: Bio company used intranet web application to control and author content and extended it to an internet site with anonymous access

Benefits of Cross site Publishing in SP2013


Outline


• The separation makes it easier to manage different groups of users and to maintain security• For example, IWA in Intranet and anonymous in internet zones. If the

internet is compromised, you’ll still have access to the intranet site to manage content.

• SharePoint supports this approach through zones (Default, Intranet, Internet, Custom, and Extranet)

• Each zone can have its own authentication - AD, FBA, Anonymous etc.

• DEMO

• Original web application http://s1sp2013app:100/

• Extended web site http://s1sp2013app:10857/ is anonymous in internet zone

• On the original web application set anonymous policy in internet zone to none

• Browse the extended web site > Permissions > Anonymous

• Option to make entire web site or lists and libraries

Benefits of Cross site Publishing in SP2013

http://s1sp2013app:100/

http://s1sp2013app:10857/


Outline


[email protected]

Call: 636-680-1003

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Outline


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