sharepoint document library deep dive - a how to discussion
TRANSCRIPT
SHAREPOINT DOCUMENT LIBRARY DEEP DIVE
www.sectorlearning.com
A little background on this demo…
Site Collection
Future HR Site
Future Marketing
Site
Finance Site
Future Project Site(s)
About the Finance Department Business Requirements
We need a Document Library to store lots of documents, and find them easily We need to migrate in some existing content from our file
server We want our files to be safe We want to simplify versioning We have some templates we want staff to utilize, particularly
Purchase Orders We want to limit exposure of our documents We want to be able to tell, at a glance, what documents were
worked on recently We need a couple of other lists to manage our team
(Contacts, Calendar, Issue Management)
What is a Document Library? A Document library is a file repository,
that exists within a SharePoint site – where you put files
A SharePoint list – with attachments
Storehouse offile types
Why would I use a Document Library?
Why would I use a Document Library?
Access to your files from anywhere, at anytime on almost anything. Skip the VPN
Two Stage Recycle Bin Check-In/Check-Out Centralized Templates/Content Types Versioning - Both Major and Minor - "one copy of the truth!" Confidentiality - Send To! Search! Workflows Receive Email Attachments Notifications - Email, Workflows, RSS and the Dashboard
Creating a Document Library Show Me…
End Users… How do we get data in there?
Upload (ick!), Upload Multiple (gulp!) Create a New Document (more on that later…) WebDAV (Save as or ‘Publish’ … to the website)
WebDAV = Web-based Distributed Authoring and Versioning
Real World: Email Attachments! Create Network Locations
Open in Explorer (Migration Considerations…) Scanning!
Migration…
KISS Really, you need all that junk? Open with Explorer … but don’t tell
everyone…
Backups and the Recycle Bin Backup SQL! It is not the traditional file
server You have two “uh-oh’s”
User Recycle Bin
Site Collection Recycle Bin
Backups …
…did you know this applies to lists too? Try that with an Excel sheet!
Versioning
Major Versions Minor Versions Versioning is a good excuse for defining additional
document libraries. Who says you can’t have more than one?
Be Descriptive About Your Data Add Columns (Type of Document, Related
Client, etc.) Show Me… (Column “Type of Document”,
Purchase Order, Receipt, Invoice, etc.)
Confidentiality - Send To!
Send a link to the document, not the document itself
Limit the “Herbal Essences Effect” Show Me…
Search
Find the document by name Search lots of document types – using iFilters! By Metadata/Columns (and check out the Ribbon
Bar!) Show Me…
Content Types
In relation to a Document Library, a Content Type’s attributes include: A document template the content will be based on Columns that the content is associated with
(metadata) Workflows that the content will use IRM policies that apply to the content
Content Types - Example
Purchase Order Template DemoColumns(metada
ta)
Workflows
Policies(IRM)
Document
Template
PurchaseOrder
Workflows…
If we have time… We’ll create a quick workflow, to notify the Office
Manager *only* if a new Purchase Order is added to the library