kodak sharepoint 2013 aiim spring

8/20/2019 Kodak Sharepoint 2013 Aiim Spring

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Document Management

using SharePoint 2013For AIIM Seminars

“ SharePoint at a Cross Roads - impl ications of SharePoint 2013 & Office 365”


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Document Management essentials

• Capturing Documents

– Adding content to your Content Management Solution

• Organizing Documents

– Provide routing, access and governance

• Permissions, policies, location

• Taxonomy, associated metadata

• Search

• Managing Documents

– Make you content actionable

– Solve business processes associated with contenti.e. HR onboarding, Invoice approval, …

Capture

Organize

Manage


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Document Management in SharePoint

• Capturing Documents

– Adding content to your Content Management Solution (File Upload

or Drag and Drop in the Document Library)

• Organizing Documents

– Provide routing, access and governance

• Permissions, policies, location (Sites, Libraries)

• Taxonomy (Content Types), associated metadata (Columns)

• Search

• Managing Documents

– Make content actionable (Content Types)

– Solve business processes (Workflow) associated with contenti.e. HR onboarding, Invoice approval, …

Capture

Organize

Manage


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Organizing with Content Types

• SharePoint Content Type is “the” fundamental building block

for organizing your Documents and taxonomy.

• How-to = Site Admin main configuration steps:

1. Create the relevant Content Types and Content Types

hierarchy for your business.

Prerequisite - taxonomy planning: AP>Invoice, AP>Purchase Order

HR>Resume, HR>Application,

Accessories>Shoes>Women Flats

2. Associate relevant Metadata (Column) to the Content

Types

Invoice Column: InvoiceNumber, InvoiceDate, VendorID, …

3. Enable Content Types use in the Library

4. Associate a Workflow with a Content Type

Capture

Organize

Manage

Capture

Organize

Manage


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Step 1: creating Content Types

Site Settings > Site Content Types > Create


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Step 1: creating Content Types

Site Settings > Site Content Types > Create > New Content Type


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Step 2: associating Column

Associate Columns to Content Types


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Step 2: associating Column

Associate Columns to Content Types: New Column


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Step 3: enable Content Types in Library

Library > Library Settings > Advanced Settings

Note that Content Types management is disabled by default!


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Step 4: associate a Workflow

Capture

Organize

Manage


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Creating Business Process Workflows

• Native (OOTB) SharePoint Workflow is limited

– Typically used for simple approval

– Limited workflow logic, unless using code

– Basic creation tools: SP Designer 2013, Visio 2013

• Add-on solution: Kodak Info Activate Solution Workflow

– Graphical designer tool, to be used by Business users

– Easy to design, test, deploy, monitor, modify, manage

– Inside SharePoint

Capture

Organize

Manage


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Capturing documents

• Native SharePoint:

Site: File > Upload document

Drag and Drop in Site

– hard to enforce consistent capture

• Add-on: Kodak Info Activate Solution

– Governance: Admin configures a Job for each doc types,

assuring a consistent capture i.e. Invoices, Resumes,

• defines destination Site library and Content Type• for paper documents, defines scanner settings

– Knowledge worker: ease-of-use / fault-proof steps

• simply select the Job (Tile) and enter the metadataCapture

Organize

Manage


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Kodak SharePoint Solutions

Conclusions

• SharePoint 2013 platform enables

best-in-class Document Management

• Add-on tools for Capture and Workflow

enhances SharePoint 2013 usability,

and allow Paper capture.

• Built using SharePoint as a

platform

• Thin-Client distributed enterprise

capture AND Workflow

• Easy and intuitive user interface• Govern consistency and

accuracy of business data

• Streamline business process

workflows

• Mobile capture (coming)

• On-prem SP2010 now

On-prem SP2013 Q3/2013

O365/ Azure cloud Q4 2013

Info Activate Limited Edition now in the

Office.com SharePoint 2013 App Store

• Simple App to add PDF paper docs in your

SP2013 Document libraries

• O365 or OnPrem

• For small groups

• No IT!


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Kodak Document Imaging Software Platforms

• Batch capture (any

scanners)

• Desktop / Client-Server

• Import from MFP’s

• A single platform handles

your multi-source inputs

• Self-learning classification

and data extraction with

Semantic understanding

• Knowledge and Response

Managements

• Mobile capture, interaction

• Cloud and on-premise

• Preview in Q2/2013

• Built using SharePoint as a

platform

• Thin-Client distributed

enterprise capture AND

Workflow

• Easy and intuitive user

interface

• Govern consistency and

accuracy of business data

• Streamline business

process workflows• Mobile capture (coming)

• On-prem SP2010 now

On-prem SP2013 Q3/2013

O365/ Azure cloud Q4 2013


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Thank you!

Gaylord National Resort &

Convention Center, Washington

D.C., September 22 - 25, 2013

Ray Kurzweil

Director of Engineering, Google

Twitter @KodakDIBlog InfoOverdrive.com