SharePoint 2010 Overview

Enterprise Document Management

Palestinian SharePoint User Group [PSUG]

By Saed Shela

• PSUG is a non-profit organization dedicated to providing education and informational resources for Microsoft SharePoint and its related technologies. Anyone can join and participate

• The intent of the PSUG is to allow members to share ideas, ask questions, hear presentations from experts and interact with other members, be they end-users, system administrations, site administrators, developers or web designers.

• Join us on facebook : “Palestinian SharePoint User Group [PSUG]”• Join our Mailing list : info@palsug.com• Coming Soon : SharePoint Saturday Palestine – 25 Spet 2010• Wwww.sharepointsaturday.org/palestine/default.aspx

Palestinian SharePoint User Group [PSUG]

Saed Shela

- PSUG founder and leader - SharePoint Consultant & Team Leader @ Business

Intelligence Technologies Co- MCTS in ASP.NET 3.5 & WSS 3.0 & MOSS Configuration- Loves working in SharePoint Architecture &

Development - Twitter : saedshela- Facebook : Saed Shela- Email : saed.shela@gmail.com

Agenda

- SharePoint 2010 Overview- Document Management Architecture overview - Document Management Features • Document ID’s• Document Sets• Content Type Hub• Content Organizer• Rule Based Submission• Rating, Tag/Notes

SharePoint 2010 Overview

Microsoft SharePoint 2010The Business Collaboration Platform for the Enterprise and the Web

Connect and Empower People

Cut Costs with a Unified Infrastructure

Rapidly Respond to Business Needs

Communities

Search

Sites

Composites

ContentInsights

Microsoft SharePoint 2010Ribbon UISharePoint WorkspaceSharePoint MobileOffice Client and Office Web App IntegrationStandards Support

Tagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg Browser

Enterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio and Video Content TypesSocial Relevance

Phonetic SearchNavigationFAST IntegrationEnhanced Pipeline

PerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivot

Business Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSS

Communities

Search

Sites

Composites

ContentInsights

Document Management Architecture overview

Capacity Limitations

Effect of Architecture Changes on Scalability?– 1 Million documents in a folder, list view– Millions of documents in a library– Terabytes in a farm– More effective storage options – manage data whereit is cheapest to do so- 100GB per site collection- 200GB per content database (unless you have single-site document

repositories, in which case TBs are supported)- tens of millions of items/documents per list/library. But again, these

are HIGHLY dependent upon hardware, topology, usage, etc.

Metadata Architecture

• What is Metadata?"data about data." Metadata typically augments the full text of a document to help with recall, precision, creating filters, and working with navigators.

• Why is it Important? “No Metadata no Portal!”• Managed Metadata Service

o Separate service in Service Application – You can have more than oneo Shared across multiple web applicationso Hierarchical metadata

Managed Metadata Service

The Managed Metadata Service:– Allows you to create more than one service – i.e.: a corporate service, or a legal department service– Is effectively a term store of words and phrases– Will allow the sharing metadata taxonomies and terms across multiple SharePoint webs and site collections– Is available to the whole Enterprise SharePoint environmentCan be easily leveraged across other Office applications – i.e.: to tag email– Could be extended to be a “meta repository” for other applications – providesconsistent descriptive information across your organization– Managed terms – hierarchy or predefined terms– Managed keywords – Free text words or phrases used where appropriate

Demonstration

Document Management Features

Document ID Service

- DID is a service- ID follows “document”- Can be turned on or off- Action must be taken toforce ID (timer job etc)

Demonstration

Document Sets

• Are a “Feature” within a Site Collection• Are a content type – can have rules applied to them as per any Content Type• Documents within a set can be treated as a single entity• All documents in a set can be treated like individual

files• A set can be downloaded as a zip file• A set can be moved to a location based on metadata• Each set has an ID as does each document in the set!

Demonstration

Content Type Hub

content type is a reusable collection of columns, workflow, behavior, and other settings for a category of items or documents in a Microsoft SharePoint Foundation 2010 list or document library.

Content Type Hub

Demonstration

Content Organizer

• A Cool New Feature for Managing Your Content• Route documents to different libraries and folders within those libraries

• Mundane housekeeping type activities• Work with Content Types only • Across Sites• Priority, content types, conditions, target location, send to another site, create subfolders and more

Demonstration

Content Organizer- Rule Based Submission

SharePoint 2010 let you define rules on a folder for further routing of the document. Documents uploaded to the folder will be moved to the correct library/folder based on the rules you apply.

The rules are depended on the metadata you have available on the document.

Demonstration

Rating, Tag/Notes

Rating and adding Tag/Notes does not require a check-out, and users are able to easily rate and add notes to the document.

To add Notes, select the document and then click “Tags & Notes”   on the Ribbon

Demonstration

Questions