using microsoft sharepoint server 2010 for digital...
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Microsoft Communications Sector hosting | media & entertainment | telecommunications
Using Microsoft SharePoint
Server 2010 for Digital
Media-Based Solutions
Table of Contents
Executive Summary ......................................................... 4
Business Context and Business Benefits ...................... 6
Managing Digital Media .................................................. 6
The Business Challenge ..................................................... 6
The IT Challenge .................................................................. 7
Business Benefits ................................................................. 7
Solution Architecture ...................................................... 7
Overview ................................................................................. 7
Managing Digital Assets Less Than
Two Gigabytes ............................................................... 11
Managing Digital Assets More Than
Two Gigabytes ............................................................... 12
Document Sets, Digital Assets, and Supporting
Collateral .......................................................................... 14
Guiding Principles ............................................................. 15
Simplicity ......................................................................... 15
Agility ................................................................................ 15
Quality .............................................................................. 15
Scalability ......................................................................... 16
Visibility ............................................................................ 16
Architectural Layers .......................................................... 16
Web Presentation Front-End Layer ....................... 17
Service Application Layer .......................................... 17
Database and Storage Layer .................................... 18
Usage Scenarios ............................................................. 18
Uploading Assets and Editing ...................................... 18
Configurations and Assumptions ........................... 18
Ingesting a Video File ................................................. 19
Applying Rough Cuts to Video Files ..................... 20
Digital Distribution ........................................................... 21
Configuration and Assumptions ............................. 21
Adding Content to a Distribution Set ................... 26
Customized Distribution Workflow ....................... 30
E-Learning ............................................................................ 31
Configurations and Assumptions ........................... 31
Customized Home Page for E-Learning .............. 34
Customized Display Page for Videos .................... 34
Customized Course Page for Videos ..................... 36
Adding Content to Courses ...................................... 37
Using Office Business Applications and
Digital Assets ....................................................................... 38
Configurations and Assumptions ........................... 38
Custom Microsoft Word 2010 Document
Template for Product Page ...................................... 40
Custom Microsoft Word 2010 Add-in .................. 41
Custom Windows Presentation Foundation
Application ...................................................................... 42
Saving and Managing the Data .............................. 42
Creative Work in Progress ............................................. 43
Project Management/Tracking ............................... 43
Project Scheduling and Task Assignment ........... 44
Creative Planning and Preproduction .................. 46
Production....................................................................... 47
Distribution ..................................................................... 47
Life Cycle and Archive ................................................ 47
Appendix—References ................................................. 48
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Executive Summary
With the increase in digital content, companies have an increased need to
effectively manage their data. To succeed in managing digital and online media,
they need to help their teams collaborate more efficiently, integrate content and
business systems, and streamline business processes. Companies also need to
enable better process transparency, work more efficiently across organizational
boundaries with external service providers, handle metadata more effectively, and
become more agile in setting up new content services. Doing so can help
companies to respond more to not only changing market requirements and
consumer demand but also to internal business unit demands
Figure 1: Managing Media
In this white paper, Microsoft presents an IT architecture for the software
landscape of a company managing digital media and includes some scenario-
based examples. This architecture shows how companies can combine the
Microsoft® platform and Microsoft (and partner) products into an overall solution
for managing their digital media, software-plus-services, scalability, openness,
extensibility, and configurability. The architecture presented is specifically tailored
to a small to midsize company managing digital media that enables the following
key objectives:
Simplicity—A straightforward path to address companies managing digital
media business needs. The architecture can be implemented faster, is easier to
maintain and extend, and involves applications that are broadly recognizable
and familiar to new technology users.
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Agility—Based on extensibility principles that allow companies managing
digital media to add capabilities and adapt as the business evolves. The
architecture provides better tools for business users to adapt and modify
workflows without having to understand how to read and write code.
Quality—Provide a low level of technology risk and a high level of reliability.
This gives companies the assurance that this solution directly addresses
managing digital assets and takes advantage of new capabilities that are
highly efficient, effective, and flexible.
Scalability—This technical solution and comprehensive approach to delivery
enables both streamlined long-term growth and expansion as the company’s
needs change and adapt. The solution remains scalable even as file formats
and delivery channels proliferate.
Governance and Manageability—Provide a consistent environment for users to
work in while providing governance that helps increase overall productivity,
cohesiveness, and manageability.
Total Cost of Ownership (TCO)—Focus on reducing TCO by helping to keep
the price point of software low and providing a solution that is more functional
out of the box and is easier to maintain and extend with internal resources.
The Microsoft technical solution offers an exceptionally straightforward platform
for cost-effective sustainability. The solution includes the following:
A simple and familiar IT infrastructure and architecture
Ease of adaption among experts, information workers (IWs) fostering
enterprise wide collaboration
An integrated stack of complementary applications
The broad availability of skills in the market to maintain some of the best-
selling and best-supported software in the world
Native integration and upgradeability of the systems
The simplicity and flexibility of this Microsoft solution affords companies managing
digital media great flexibility to evolve the solution as their needs change—with
highly predictable ongoing costs for support and maintenance.
Companies may have other integration points not outlined in this architecture. The
flexibility of the architecture allows the scenarios outlined here to stand alone or to
interact with existing systems. This allows companies to phase in or out functional
areas/integration points with existing systems by either replacing them with
improved mechanisms or removing them all together. In essence, companies can
re-engineer the architecture to meet their business objectives and new business
models.
To bring this blueprint ―to life,‖ several real-world scenarios are outlined in the
Usage Scenarios in Section 4.
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Business Context and Business Benefits
Managing Digital Media
The increased production and consumption of digital media necessitates that companies manage and
distribute this content more efficiently and effectively. This includes enabling better collaboration between
teams, integrating content and business systems, and streamlining business processes while achieving
advanced process transparency. This will help companies to work more efficiently between and across
organizational boundaries, handle metadata more effectively, and become more agile in delivering new
content services. This puts companies at a competitive advantage of being more responsive and better able
to execute on new customer and market demands, internal or external to the organization. Doing so can
help companies to respond more to not only changing market requirements and consumer demand but
also to internal business unit demands.
The Business Challenge
This section outlines the business challenges/needs introduced by managing digital media:
Need to adapt to ―Any Content, Any Device, Any Time‖ Media 2.0 paradigm.
Need to streamline processes to cut costs and help maximize bottom line.
Need to provide better process transparency for customers and management.
Need for more agility and flexibility regarding input and output formats.
Need to efficiently handle metadata and package it with the delivered product.
Need to obtain enterprise wide adoption so that the right people are accountable for the right tasks.
Need to adapt processes that meet the changing business environment.
Need to understand business performance short-term and project long-term benefits.
Conventional systems are typically too specialized or too large and inflexible to adapt to process changes,
new workflows, or integration with complementary systems.
Companies that deal with digital media are undertaking a significant business transformation to support
the vision for a more rigorous, efficient, agile, and collaborative operation. To reach this goal, companies
are focusing initiatives on their processes to operate more efficiently today and to accommodate ever-
changing creative and technical environments. The resulting operational effectiveness can help deliver
significant quantitative and qualitative benefits to companies’ operations.
Currently, most companies that manage digital media do so in a disjointed and often labor-intensive way.
Despite this, companies have continued to expand to meet demands, although at a somewhat lagging
pace. Challenges arise when new or ad-hoc workflows are needed to reprioritize or circumvent standard
processes to meet deadlines and overcome constraints in a given process. In some cases, near 360-degree
visibility is required into the business, and operational processes to enable leadership to call to match
appropriate resources to assignments. With an effective solution for managing digital media, organizations
are positioned for growth with this greater efficiency and visibility in its operations.
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The IT Challenge
This section outlines some of the IT challenges/needs introduced by managing digital media.
Need to integrate productivity, content management, and business management systems.
Need to integrate in-house, hosted, and ―cloud-based‖ services to usher in cost savings and provide
on-demand extensibilities.
Need to integrate multiple sites (geo-disperse).
Multi-tenancy support with strict access control.
Need to manage both automated and human-to-human workflows.
Need to preserve and protect assets in a cost-effective manner, including bandwidth capacity planning.
This is difficult to do with some packaged software solutions that are challenging to extend and integrate
with other systems. However, even more ―open‖ approaches using a Services Oriented Architecture (SOA)
often have complex integration between functional applications, multiple diverse development
environments, and many vendor support agreements to manage and maintain for each functional
component.
Business Benefits
Increased efficiency and effectiveness of operations to help enable a more stable and streamlined
creative process
360-degree visibility into the end-to-end flow of work
Flexibility in processes, organization, and systems necessary to react easily in dynamic environments
Finer analysis and control of resources and the work various departments are performing
Solution Architecture This section includes a thorough description of our solution for managing media using Microsoft
SharePoint® Server 2010 by outlining the solution’s functional and technical characteristics and benefits.
The solution features a proven and tightly integrated stack of industry-leading applications for database,
web, and workflow that we believe help strongly position companies to fulfill the high-level objectives of
this endeavor—building a rigorous, efficient, agile, and collaborative operating environment.
Overview
The proposed architecture for the agile company managing digital content includes the following
components, enabling key capabilities:
The Digital Content Management component provides document and media asset management
capabilities, including an Asset Library web part, search, versioning, support for check-in/check-out
mechanisms, metadata management, etc. In the architecture, this component is based on Microsoft
Office SharePoint Server 2010 and can also be used with SQL Remote Blob Storage.
The Business Process Management component integrates back-end systems and automates business
processes, also across multiple organizations. In the architecture, this component is based on Microsoft
SharePoint Server 2010 and the Business Connectivity Services.
The Workflow Engine components support workflows involving human users and integrate with the
Personal Information Management component or user notifications and task tracking, and with the
Business Process Management component for connecting to back-end systems. In the architecture, this
component is implemented based on the Windows® Workflow Foundation.
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The diagram below outlines the components of the architecture and highlights the communication
between the various systems. Each component is listed in the table that follows along with the
overview/highlights that each provide. For brevity, a subset of highlights is listed that each component
provides. For more information on each component, please refer to the Appendix in Section 5.
Figure 2: High-level overview of components
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Table 1: Microsoft component overview
Microsoft Component Overview/Highlights
Microsoft Office SharePoint
2010
Provides unified user interface (UI) and collaboration.
Offers out-of-the-box and customizable workflows.
Built-in security document management and search.
Presentation layer for business intelligence (BI).
Easily extendable for hosting applications.
Available application programming interface (API) and web services.
A wide range of Service Applications, including Business Data Catalog,
Excel® Services, Search, etc.
Media Asset Library web part to support video, audio, and image assets
along with supporting content types for each.
Silverlight® Media Player web part provides seek and progressive download
capabilities; users do not wait for the entire file to download to start
playing.
BI integration via PowerPivot, Excel Services.
Dashboard and Key Performance Indicator (KPI) capabilities.
Powerful scheduling and calendar tools.
Uses proven and familiar project management paradigms.
Microsoft Business
Intelligence
Suite of tools that provides core functions for data warehousing, reporting
and analysis, and performance management, including PowerPivot, Excel
Services.
Includes many out-of-the-box features that provide integration between
Microsoft products.
Microsoft SQL Server®
Database Software
Enterprise-class data store
SQL Remote Blob Storage Provides the ability to store blobs of unstructured data in a remote server
external to SQL Server.
The architecture provides all user functionality through a single, web-based portal with a common look and
feel. A user’s role and security privileges in SharePoint 2010 dictate what functionality is available to the
user. SharePoint 2010 provides users with a wide spectrum of functionality while taking advantage of many
of the out-of-the-box benefits available such as common look and feel, role-based security, workflows,
document management, Really Simple Syndication (RSS) feed, and alerts integration with Microsoft
products such as Microsoft Office 2010 suites.
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The following diagram represents a sample of user roles and the various mix of functionality that may be
available to the user based on security. Each functional area outlined in the diagram (content
management—digital media, documents, etc., planning/scheduling, dashboards, and reports) is available in
one central web-based portal. If data is being delivered from systems other than SharePoint 2010, the
underlying technologies that provide the functionality are transparent to the users. The communication
between the various components that deliver the rich functionality to the overall solution is also
transparent. Users can accomplish this in a number of ways, including using the SharePoint Server 2010
Business Data Catalog and Connectivity Services.
Figure 3: User role functionality based on security
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Managing Digital Assets Less Than Two Gigabytes To better understand how the architecture satisfies managing digital media assets and supporting
collateral, consider the following diagram for scenarios for media assets less than two gigabytes (2GB) in
size.
Figure 4: Saving a Media File using RBS
A user with appropriate security privileges can access the SharePoint Server 2010 portal site and initiate an
upload of digital media via the Asset Library web part or custom upload web part as seen in Step 1.If
additional business logic is to be applied, apply it in Step 2. An example of additional business logic
includes a workflow for generating a proxy or transcoding of a video file. The Remote BLOB Store (RBS)
Client then determines if the file size is above the threshold specified during the RBS configuration. If the
file size exceeds the threshold, then the BLOB is saved (Step 3) and written (Step 4) to the BLOB store
specified during the RBS configuration. Once written, a BLOB ID (Step 5) is returned and saved in the
content DB along with the metadata as outlined in Step 6b. In the case where the digital file size does not
exceed the specified threshold, the data is stored in the content DB (Step 6a). The architecture provides
complete transparency to the users.
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Figure 5: Reading a Media File using RBS
Figure 5 outlines how a media file that is stored in the BLOB store is retrieved when a user requests the
media to view or read. A user makes a request from the Asset Library web part as seen in Step 1. If there is
additional business logic to apply prior to retrieving the data, this would take place in Step 2. The BLOB ID
and metadata is retrieved from the content DB stored in SQL Server 2008 and used to read the BLOB from
the BLOB store in Step 4. The BLOB is then returned and displayed to the user. Regardless of where the
BLOB is stored (directly in the content DB or the BLOB store), the user experience will be exactly the same
and completely transparent to the user. The architecture allows for underlying messaging to take place
completely transparent to the user while guaranteeing message delivery and enforcing error tracking and
mitigation that best suits a company’s needs and is defined by a company.
Managing Digital Assets More Than Two Gigabytes For the instances where the digital assets exceed two gigabytes in size, users should take an alternative
approach to the one outlined in 3.1.1. Out-of-the-box functionality can be used, making use of the ―Link to
a Document‖ content type and deriving a new customized content type from it for customized use. The
―Link to a Document‖ functionality allows a user to reference content stored elsewhere via a URL. It is
recommended to create new content types derived from the ―Link to a Document‖ content type. As an
example, ―Link to Video‖ and ―Link to Audio‖ content types should be created. This approach has several
advantages and also several drawbacks. Consider the following two scenarios.
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Table 2: Two gigabyte comparison
Scenario Overview
>2-GB Media File already in
Desired Location (does not
require uploading)
Use existing ―Link to a Document‖ functionality to reference
existing file via a URL by creating a new content type, for example,
―Link to Video.‖
Little to no customization is needed if the current functionality is
adequate.
File already resides in desired location.
For videos, no Silverlight playback through Asset Library but
playback via ―View‖ functionality and clicking the Type Icon .
(NOTE: The Display and Edit form for an item can be customized
to playback videos if needed.)
No out-of–the-box thumbnail representation. (NOTE: This can be
accomplished via customization.)
> 2-GB Media File Requires
Upload
Custom upload form is required that includes:
Custom upload control capable of managing large files
Update the URL metadata of the ―Link To Video‖ Content Type
once the upload has completed
For videos, no Silverlight playback through Asset Library but
playback via ―View‖ functionality and clicking the Type Icon .
(NOTE: The Display and Edit form for an item can be customized
to playback videos if needed.)
No out-of–the-box thumbnail representation. (NOTE: This can be
accomplished via customization.)
Users can make further customizations to the Asset Library to improve their overall experience as mentioned
above, including modifying or creating custom content types, and display and edit forms. In Figure 6 below,
video assets are stored in an Asset Library via RBS and also via the ―Link to Videos‖ content type.
Figure 6: Asset Library with Content Stored via RBS and “Link to Videos”
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Document Sets, Digital Assets, and Supporting Collateral The SharePoint Server 2010 document sets feature introduces the ability to manage an entire collection of
documents, worksheets, presentations, media assets, or other types of document content as an entire end-
to-end work product.
Metadata is applied to each item in a document set and can also be applied to the document set as a
whole. For documents inside of a document set, administrators can select columns that they want marked
as read-only. The property can be edited only on the document set. Any changes to the column that is
marked as read-only are applied to all of the documents inside.
Document sets support versioning and templates that can be created in Microsoft Visual Studio® 2010
development system. Versioning makes it possible to capture the state of the document set at different
points in its life cycle, view its history, and restore previous versions of the document set. In addition,
workflows can be applied to an entire document set, which is extremely powerful.
Document sets have many uses as is the case with media assets and associated projects. Consider an
advertising campaign, spot creation, or web page content creation project. Document sets can bring all of
the collateral necessary to complete these projects together in one central location with the added benefits
of versioning, security, and the ability to apply workflows to an entire document set.
Figure 7 below represents a simple customized Document Set Home Page used for Distribution purposes.
The home page displays all of the related content, and, in this case, has three different types of content
combined for distribution purposes. Microsoft SharePoint Designer was used to add and configure the
Content Query Web Parts representing the videos, images, and documents of interest. The home page
below can be fully customized to suit specific needs.
Figure 7: Sample Document Set Home Page with Simple Customization
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Guiding Principles
In crafting this architecture, we have addressed several objectives that we believe are the foundation for a
successful solution and implementation.
Simplicity Our architecture can help users get up to speed quickly by supporting process changes rather than driving
the process changes due to complexity or constraints within the technology. The solutions core
components help facilitate adopting new processes and technology by building on interactions similar to
those in today’s environment. They are also simple enough to engender fast familiarity. Our solution’s
simple single point of entry—an interface based on the ubiquitous Microsoft Office2010 suites—will help.
And the solution’s flexibility in taking advantage of different user interfaces based on user preference will
also help.
Agility The architecture outlined here uses the best of technologies for integrating IT resources so that a company
can take advantage of existing assets and build an IT infrastructure that can rapidly respond to new
organizational challenges and deliver new dynamic applications. This architecture outlined can help free
application functionality from its underlying IT architecture and make existing and new services available
for consumption across the network by providing tight integration with the fabric of a company’s
organization and current IT environment from the project’s outset. But, longer term, the architecture will
also enable relatively easy scalability to grow and evolve as a business changes. The approach supports a
high degree of agility and flexibility in its product roadmap, easy configurability, customization options
using standard technology, and ease of integration.
This Microsoft commitment means that a company will possess a highly visible product roadmap for the
main solution’s components—Microsoft Office SharePoint Server. Any future customization of the solution,
which could be minor or extensive over time, would be performed through a Microsoft .NET/SharePoint
framework. Finally, though our solution uses the best of the native integration of Microsoft, it also provides
fairly straightforward integration points with third-party applications that companies may want to use in
the future (for example, transcoding engines) or which may already be a part of the overall company’s
application architecture.
Quality The leading way of facilitating such quality delivery in the technical solution is to reduce customizing and to
use a product suite with integration and interoperability that is known and proven through time. With this
in mind, the architecture uses a single common framework—Microsoft Office SharePoint Server 2010—and
the native integration between Microsoft products.
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Scalability Our solution builds on inherent scalability provided by the unified enterprise-class Microsoft solution stack.
This scalability applies to multiple dimensions: functionality, performance, and maintainability. The tiered
and extensible architecture allows the solution to grow with a company by providing a solid foundation.
This is achieved at a technology level by observing detailed international standards and protocols, in
particular those of web services. Based on standards such as XML, SOAP, and the web services stack, the
architecture helps companies achieve the necessary agility and flexibility to support rapidly evolving
business processes and changing business objectives and goals.
Further, it is likely that some of the building blocks exist as legacy applications that can be reengineered
rather than discarded, giving access to their functionality and data.
Visibility Our solution increases the visibility of the entire end-to-end process via customized process-oriented alerts
and depicting end-to-end process status via dashboards. The dashboards are customized to meet the needs
of specific user roles governed by security.
Architectural Layers
The following diagram outlines the architectural layers and provides a system overview. The web
presentation layer is represented by SharePoint Server 2010 web front-end (WFE) servers, while the
application layer represents the SharePoint Server 2010 service applications that deliver the varying
functionality. The following sections outline the web presentation layer, the service application layer, and
the database and storage layer.
Figure 8: System Overview with Optional SQL RBS Components
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Web Presentation Front-End Layer The WFE layer caters to the needs of intranet and Internet users. At the core of our solution is Office
SharePoint Server 2010, a powerful and flexible framework, including a presentation platform. The
SharePoint Server 2010 out-of-the-box capabilities provide a rich collaborative environment that
streamlines everyday business activities, while taking advantage of the latest development technologies
such as Silverlight, web parts, ASP.NET, and the Windows Workflow Foundation. SharePoint Server 2010
delivers two key features: a unified look and feel for all users and critical process functionality accessible
through a central location (the WFE). SharePoint Server 2010 allows granular role-based security privileges
using an existing Active Directory® service or claims-based authentication ideal for external vendors and
partners. This quickly connects decision makers with pertinent, customized information and allows users to
share business data in a secure and efficient manner.
SharePoint Server 2010 improves performance on the WFE by introducing new client synchronization protocol
designed to manage file transfers between the client and server, a throttling feature to better manage peak
loads, as well as improved web parts, including a Silverlight media player that provides progressive download-
and-seek functionality. This removes the need to download an entire file and improves the user experience.
SharePoint Server 2010 provides built-in redundancy and scalability because users can add WFE servers to
reduce the impact of hardware failure and help facilitate expected performance results. This allows the
SharePoint Server 2010 environment to easily grow with a company’s evolving IT demands and needs.
Service Application Layer SharePoint Server 2010 provides even greater flexibility than previous versions through the Service
Application Model, allowing each web application to select from a wide range of service applications that
can include custom service applications. As seen in Figure 8, each web application can select the Service
Applications required, where Web Application A is using the Search, BDC, Microsoft PerformancePoint® BI
software, and third-party services, and Web Application B is using only the third-party services.
The SharePoint Server 2010 Service Application Model consists of a wide range of services with several of
these applications called out in Figure 8. With the model’s flexibility, a company can select those services
that satisfy its immediate needs while allowing it to easily add services as needed. These additional services
can include custom third-party services that integrate with legacy systems that may exist. By relying on
standard messaging protocols such as XML, SOAP, HTTP, and FTP, and through the Business Data Catalog
and Connectivity Services, SharePoint Server 2010 is designed for the turn-key on-boarding of additional
systems and integration points. With the integration through Microsoft Office SharePoint Server web parts,
web services, and APIs into these systems, users can perform their tasks cohesively from one familiar central
location regardless of their functional roles or underlying systems.
This distributed nature guarantees scalability, fast response, redundancy in case of failure, and many other
features far exceeding the capabilities of the classical central-server design. At the same time, it becomes
increasingly important to have end-to-end visibility into business activities. Making the right business
decisions hinges on knowing the progress and dependencies of all units of work at any point in time.
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Database and Storage Layer Microsoft SQL Server 2008 is used as the enterprise database storage for SharePoint Server 2010. This
allows administrators to take advantage of the complete range of enterprise-ready backup solutions that
SQL Server 2008 provides. It also implements a failover strategy that can reduce the impact of hardware
failure and promote expected performance results. Other key benefits of using SQL Server 2008 at the core
of this solution include the following:
Supports Mission-Critical Applications—SQL Server ―Always-On‖ Technologies support mission-critical
applications with a high level of availability with clustering that allows for redundancy and scalability.
Reduces System Downtime—System downtime occurs for a variety of reasons, such as human error,
natural disasters, hardware or software failure, or application upgrades. SQL Server Always-On
Technologies provide a full range of options to reduce system downtime and maintain appropriate
levels of application availability.
Offers a Full Range of Features—Today, SQL Server 2008 Always-on Technologies consist of database
mirroring, failover clustering, database snapshots, snapshot isolation, peer-to-peer replication, log
shipping, and online operations. Used separately or in combination, these features help reduce
downtime and keep critical enterprise systems available.
Snapshot management—Snapshots can now be forced during backup, reducing contention on the SQL
Server during the backup process. The snapshot can then be used when restoring data.
Unattached content database restore—Provides the ability to browse SharePoint Server 2010 objects in
any content database without having to attach the content database to a SharePoint Server 2010 farm.
Remote Blob Storage (RBS) API—Provides a powerful external storage solution, allowing the storage of
large BLOBS outside of SQL Server.
Usage Scenarios The following sections present high-level overviews of several possible usage scenarios, making use of the
new media functionality in SharePoint Server 2010.These scenarios are intended as samples only and should
be tailored, incorporated, or extended for specific needs following SharePoint Server 2010 best practices.
Uploading Assets and Editing
This scenario involves users uploading or ―ingesting‖ media files to an Asset Library in varying formats,
applying some key actions on the media and then allowing users to apply rough cut editing to the media
files.
Configurations and Assumptions For this scenario, several configurations and assumptions were made prior to any customizations. This
included creating and configuring three Asset Libraries populated with data. It is assumed for this scenario
that the Microsoft Silverlight Rough Cut Editor was installed, configured, and modified to edit videos
contained in the Course Videos Asset Library. These changes are referenced in the following sections for this
specific scenario and are mentioned for clarity.
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Asset Libraries
It is assumed that the following Asset Libraries exist with content.
Table 3: Configurations Made
Asset Library Lists Overview
Course Videos Asset Library with only the Video Content Type enabled that is
used to store the course videos.
Course Thumbnails Asset Library with only the Image Content Type enabled that is
used to store the corresponding course video thumbnails.
Course Proxies Asset Library with only the Video Content Type enabled that is
used to store the proxy video of the course videos.
Ingesting a Video File Users can upload a video file in many different formats (.MP4, .WMV, etc.) via the Course Videos Asset
Library or a custom upload control. A .NET workflow associated with the Course Videos Asset Library is used
to help manage files that users upload by performing the following:
Encode the master file into a specified consistent format and store in the Course Videos Asset Library.
o This provides a standard format for storing media files and allows all content to playback via the
Silverlight player.
o Does not restrict or limit the distribution to various channels because transcoding can be
performed on the file prior to distribution.
Generate a proxy of the master video file and store in the Course Proxy Asset Library.
o Proxy representation can be used to show a quick clip or preview of the entire video.
Generate a thumbnail of the video file and store in the Course Thumbnails Asset Library.
o Thumbnail is displayed in the Course Videos Asset Library view.
Send completion email.
Figure 9: Visual representation of the workflow applied to an ingested video file
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Microsoft Expression® Encoder was used from within the workflow for the encoding process. The workflow
can be configured to support any encoder or transcoding application with APIs or supporting standard web
services.
The workflow updates the workflow history report on percentage complete on the encoding process as
seen below. This information can be useful for reporting purposes and determining any bottlenecks in the
process.
Figure 10: Workflow History
Applying Rough Cuts to Video Files When the video files have been ingested successfully, users may need to perform editing on the videos. The
Silverlight Rough Cut Editor (RCE) gives users the ability to quickly edit videos from a browser-based, real-
time solution while improving collaboration and managing dynamic metadata. Users can use the RCE to
assemble and edit video, audio, images, and XAML overlays with time code accurate control as seen in the
following figures.
Figure 11: Silverlight Rough Cut Editor
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Figure 12: Silverlight Rough Cut Editor
Digital Distribution
The digital distribution scenario covers the need to distribute a package of data that includes digital assets
and associated collateral (for example, scripts or other supporting documents) to external sources such as
vendors or clients. In this instance, using SharePoint Server 2010 Document Sets, users can accomplish the
distribution process because they can create a set or ―package‖ of data to be distributed.
Figure 13 below represents a simple customized Document Set Home Page used for distribution purposes.
SharePoint Designer was used to add and configure the Content Query Web Parts representing the Videos,
Images, and Documents Of Interest. Document Sets are fully customizable and as such provide great
flexibility in displaying and managing data.
Figure 13: Sample Document Set with Simple Customization
Configuration and Assumptions For this scenario, several configurations and assumptions were made prior to any customizations. These
included adding several custom content types and having two Asset Libraries populated with data. These
changes are referenced in the following sections for this specific scenario and are mentioned here for
clarity.
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Asset Libraries
It is assumed that the following Asset Libraries exist with content.
Table 4: Configurations Made
Asset Library Lists Overview
Course Thumbnails Asset Library with only the Image Content Type enabled
that is used to store the corresponding course video
thumbnails.
Course Videos Asset Library with only the Video Content Type enabled
that is used to store the course videos.
Enabling the Document Set Functionality
To use the Document Set functionality, the feature must first be activated if it is not already. In SharePoint
Server 2010 Central Administration, select ―Site collection features‖ from the ―Site Collection
Administration‖ group and ensure it is activated as shown in Figure 14.
Figure 14: Site collection feature
Figure 15: Document Sets feature activated
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Creating Custom Content Types
For this scenario, several custom content types were created and used.
Custom “Link To Video” and “Link To Image” Content Types. The Custom ―Link To Videos‖ and ―Link To
Image‖ content types were created to help avoid duplicating assets. For purposes of distribution, users
should manage and maintain videos and images in a single (or multiple if necessary) Asset Library and not
in the document set. The distribution package should link to this content. This addresses the following
issues that often arise with distributing assets:
Duplicate Assets—A master asset exists that users can include in several distribution packages.
Asset Security—Security at the Asset Library level is maintained. There may be cases where users who
can create distribution packages should not be able to modify the asset. Linking to the video provides
this flexibility.
Figure 16: “Link To Video” Custom Content Type
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Figure 17: “Link To Image” Custom Content Type
Custom Document Set Content Type. For a specific scenario as with Distribution, we recommend creating
a custom content type based on the Document Set. This is for several reasons:
Extendable—The Distribution scenario described here includes multiple forms of content such as
images, videos, and documents. Creating a custom content type allows us to specify the supported
content types in a document set and add/remove as necessary with no impact on other document sets.
Flexible—Changes to the custom content type have little to no impact on other implementations.
The ―Dist Document Set‖ content type was created with the parent content type being the Document Set.
Once it was created, several content types were added to the Allowed Content Types:
Document—Any specific documents for this distribution process. Typically, these documents are very
specific to the distribution process and are not reused elsewhere.
Link To Image—Link to images from an Asset Library that should be included in the distribution
process.
Link To Videos—Link to videos from an Asset Library that should be included in the distribution
process.
Link To a Document—Link to documents from a Document Library that should be included in the
distribution process. An example of this might be a ―Terms and Conditions‖ document that is standard
for all distribution packages. Any changes to the ―Terms and Conditions‖ document take place in one
location and ensures that each document set links to the most up-to-date version.
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To accomplish this, the ―Document Set settings‖ was selected followed by selecting the ―Document,‖ ―Link
To a Document,‖ ―Link To Image,‖ and ―Link To Videos‖ content types.
Figure 18: Document Set settings
Figure 19: Adding Content Types to the Custom Document Set Content Type
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Creating and Configuring a Document Library
Add Content Types. On the Advanced Settings of the Document Library, select ―Yes‖ to ―Allow
management of content types?‖
Figure 20: Allowing content types
Ensure the appropriate content types, including the ―Dist Document Set,‖ are added to the Document
Library as seen in Figure 21.
Figure 21: Document Library with content types added
Users can add columns or metadata as well as appropriate security settings to the document library as
needed following best practices.
Adding Content to a Distribution Set When the configurations have been completed, users with the appropriate permissions can then create
document sets as seen in Figure 22.
Figure 22: Document Library with the Two Document Sets Created
After selecting one of the distribution packages, the user is then presented with a document set home
page. As mentioned previously, users can customize these home pages for specific needs. The one shown
below is a simple representation of a home page created with SharePoint Designer and using the Content
Query Web Parts.
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Figure 23: Sample Document Set Home Page with Simple Customization
With the configurations made, the user can now select the type of content to add to the document set.
Figure 24: New Document Options for the Distribution Document Set
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SharePoint Server 2010 provides the ability to customize the forms used to manage items, including the
Display, Edit, and New forms, which can provide an even greater user experience. The two following
screenshots are examples of custom Display forms created via the SharePoint Designer for the ―Link To
Image‖ and ―Link To Videos‖ items. Figure 25 represents a simple Image Display Form, while Figure 26
represents a Video Image with a Silverlight media player and extended view of the metadata.
Figure 25: Customized Display Form for “Link To Image” items
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Figure 26: Customized Display Form for “Link To Videos” items
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Customized Distribution Workflow Users can create and associate a distribution workflow to the document library that implements the
document sets. The distribution workflow may include packaging the document set into a zip file or Ftp’ing
the document set to a preconfigured location. The workflow is applied to the document set as a whole so
that no additional packaging is required from the user.
The sample workflow implemented here captures a version of the document set once initiated, allows the
initiator to see the items that will be distributed, select the vendor to send to, and select the method in
which the items should be delivered. The following shows the initialization form.
Figure 27: Sample Distribution Workflow Initiation Form
Once the user initiates the workflow, the vendor information that is stored in a custom SharePoint Server
2010 list is retrieved, including the corresponding delivery method information. For example, if FTP was
selected, the vendors FTP information is retrieved and used in the workflow to process.
Figure 28: Sample Custom Vendor List
An email is sent to inform both the sender and receiver that the package has been processed and will be
delivered shortly. Another email notifying both parties on successful completion is sent as part of the
workflow. In addition, if an approval process is required prior to distributing the content; approval tasks can
be added to the workflow following workflow best practices.
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E-Learning
With the increased popularity of delivering course content electronically both in schools and in the
corporate world, E-Learning has grown and become a requirement for delivery. SharePoint Server 2010 can
help address this need in an easy and efficient manner. Some customization may be needed to accomplish
this task, depending on the level of customization required. Below is a sample customized E-Learning home
page:
Figure 29: E-Learning Home Page
Configurations and Assumptions For this scenario, several configurations and assumptions were made prior to any customizations. These
included adding several site columns, modifying the Video Content type, and having two Asset Libraries
populated with data. These changes are referenced in the following sections for this specific scenario and
are mentioned here for clarity and follow the ―Walkthrough: Creating a Video Site‖ MSDN® developer
program article referenced in the Appendix.
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Site Column Addition
One site column was created for this scenario. The name is generic so that it can be used in other scenarios
as appropriate.
Table 5: Configurations Made
Site Column Setting Overview
Channel Lookup Field
Get Information From: Pages
In this Column: ―Title‖
Used for filtering and to determine the
channel the video should be associated
with.
Figure 30: Creating the “Channel” site column
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Video Content Type Modification
Two site columns were added to the Video Content Type as described below.
Table 6: Configurations Made
Video Content Type
Site Column Addition
Overview
Rating (0-5) Out-of-the-box site column for displaying the rating of SharePoint
Server 2010 items.
Channel Custom site column created to associate a video with a channel for
viewing and grouping videos according to courses/classes. NOTE:
This implementation only allows a video to be associated with one
channel. This can be adjusted if needed.
Figure 31: Video Content Type with Added Site Columns
Asset Libraries
It is assumed that the following Asset Libraries exist with content.
Table 7: Configurations Made
Asset Library Lists Overview
Course Thumbnails Asset Library with only the Image Content Type enabled that is
used to store the corresponding course video thumbnails.
Course Videos Asset Library with only the Video Content Type enabled that is
used to store the course videos.
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Customized Home Page for E-Learning Customizing home pages can take many different forms and can range from simple to complex. For this
scenario, a simple but functional home page was created to manage course material and videos as shown
in Figure 32. This home page lists the latest course videos along with a list of current courses that have
channels set up. Aggregating course content into a group of related items that students/users can browse
and subscribe to as a single unit is often referred to as ―channels‖ and has fast become the way that users
want to work. For E-Learning, this is especially important because content related to specific courses can be
quickly accessed to ensure timely consumption.
Figure 32: E-Learning Home Page Created Using SharePoint Designer
Customized Display Page for Videos From the home page, a user can select one of the latest course videos to watch. Selecting one of the latest
videos to watch presents the display page for the video item. As in the previous scenario, a custom display
page was created via the SharePoint Designer for the Video Content type, which uses the Silverlight media
player and displays the extended metadata. Users can then quickly view course material from the E-
Learning home page.
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Figure 33: Customized Display Form for Video items
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Customized Course Page for Videos From the home page, a user can select one of the course channels. Selecting one of the course channels
navigates the user to the course channel page displayed below. As mentioned previously, the course
channel page aggregates all relevant material to a single location for users to view. As shown below, a user
can quickly see that three videos are currently associated with the ―E-Learning 101‖ course and each has the
title, thumbnail, and rating displayed. The page also displays a RSS feed icon. Using this icon, a user can
subscribe to this content and be alerted of any additions or modifications. This page is fully customizable
and can range from a simple implementation or something more complex, depending on specific needs.
The page below was created in SharePoint Designer using the Content Query Web Part to display the latest
videos as outlined in the ―Walkthrough: Creating a Customized Home Page and Content By Query Web
Part XSL‖ MSDN page referenced in the Appendix.
Figure 34: Course Page
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Adding Content to Courses For the E-Learning site to be successful, content must be added and managed. It is important to first have
the course structure in place because users can then add content and associate it with specific courses.
However, if users add courses later, videos can later be associated via the Edit form.
Figure 35: Adding a Course to a Channel
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Using Office Business Applications and Digital Assets
SharePoint Server 2010 improves and extends integration with Microsoft Office applications such as
Microsoft Word 2010. SharePoint Server 2010 is closely connected to Microsoft Office, and the content
provides a familiar user experience. People are comfortable with the system, so they use it. They find the
information they need more easily, and their work is managed from start to finish.
In this scenario, a sample Word 2010 Business Application was created to generate a new product item
page. In this case, one of the contributors works directly and only in the Microsoft Word 2010 environment
to generate content to be displayed on a website. In the background, the business application is interacting
with SharePoint Server 2010 seamlessly to update product page information in a SharePoint Server 2010 list
and to retrieve digital assets to display in these pages.
Figure 36: Overview of Business Application and SharePoint Server 2010 interaction
Configurations and Assumptions For this scenario, several configurations and assumptions were made prior to any customizations. These
included creating a custom content type for page description and creating a SharePoint Server 2010 list for
new product pages, and that two Asset Libraries populated with data exist.
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Site Column Addition
A site column was created for this scenario. The name is generic so that it can be used in other scenarios as
appropriate.
Table 8: Configurations Made
Site Column Setting Overview
Product SKU Number Used for identifying products.
SharePoint Server 2010 Product Page Content Type
For this scenario, a simple custom content type was created for a Product Page based on an Article Page.
Figure 37: Custom “Product Page” content type
The ―Product SKU‖ site column was then added to this content type.
SharePoint Server 2010 Custom“2010 Product Pages” List
A custom list for storing product page information named ―2010 Product Pages‖ was created. The list has
the ―Product Page‖ content type associated with it. The list also has an out-of-the-box approval workflow
that is triggered when new items are added to the list. This ensures that each new item gets the attention
and is approved or rejected as quickly as possible.
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Asset Libraries
It is assumed that the following Asset Libraries exist with content.
Table 9: Configurations Made
Asset Library Lists Overview
Course Thumbnails Asset Library with only the Image Content Type enabled that is
used to store the corresponding course video thumbnails.
Course Videos Asset Library with only the Video Content Type enabled that is
used to store the course videos.
Custom Microsoft Word 2010 Document Template for Product Page Users can use Visual Studio 2010 to create powerful Office Business Applications. For this scenario a very
simple Microsoft Word 2010 document template was created using Visual Studio 2010 to create document-
level customization and to obtain data from a user. The template includes several content controls such as
plain text, date, and a drop-down control. The template is shown below in Figure 38 and is used to obtain
basic product information from a user.
Figure 38: Microsoft Word 2010 Document Template created in Visual Studio 2010
Figure 39: Product Page with data and Date Picker control
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Custom Microsoft Word 2010 Add-in A simple Microsoft Word 2010 Add-in was created in Visual Studio 2010. The add-in consists of a simple
tab that was added to the ribbon named ―Product Page‖ with two commands: ―Get Media‖ and ―Save to
SharePoint 2010.‖
Figure 40: Customized Ribbon with Several Customized Functions
If it is necessary to associate media with the product item, the user can select the ―Get Media‖ button from
the ribbon.
Figure 41: Get Media
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Custom Windows Presentation Foundation Application The ―Get Media‖ button is for the user to select a media object that should be associated with the Product
Page. The button launches a Windows Presentation Foundation (WPF) application that uses the SharePoint
Foundation 2010 Managed Client Object Model to retrieve thumbnails and other metadata of items in an
Asset Library. A sample implementation of this is shown in Figure 42. NOTE: Users should follow best
practices for retrieving large amounts of data. If the Asset Library is large, they should consider adding
some search functionality to trim the results returned.
Figure 42: Get Media WPF Application
Saving and Managing the Data The ―Save to SharePoint 2010‖ button saves the data the user entered into the ―2010 Product Pages‖
SharePoint Server 2010 list by calling into a web service. The ―2010 Product Pages‖ list has an out-of-the-
box approval workflow associated with it that creates a task for a specific user requesting approval for the
item. The workflow was configured to run for new items only and to send an email confirmation when an
item has been approved or rejected or to alert users of further actions needed to complete the process.
Figure 43: Custom “2010 Product Pages” list with item inserted
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Creative Work in Progress
Managing digital assets may be a single piece of a larger business need, for example, the need to manage
work in progress such as a broadcast show or news publication that requires management throughout the
life of the work. SharePoint Server 2010 provides an increased amount of out-of-the-box functionality
(PerformancePoint Services for SharePoint Server, Project Server Services, etc.) that allows for managing and
tracking work in progress from inception through delivery as shown in the sample management process in
Figure 44. For functional areas that are not native to SharePoint Server 2010, strong and improved
integration with other products exist.
Figure44: Sample Work In Progress Management Process
Project Management/Tracking Managing projects is a core process in many groups. The term project is a general term that can apply to
many different activities where content must move through multiple business and creative processes before
being distributed and/or archived. A project’s life cycle may include planning, executing, and tracking
elements and tasks through multiple stakeholders and platforms. A key objective of this functional area is to
provide the tools and capabilities to improve the way that stakeholders collaborate, schedule, and track
numerous activities, including crucial milestones in a given project. These tools and capabilities can help
stakeholders more effectively manage many simultaneous projects throughout the project’s life cycle,
improving efficiency and communication between project members and managers.
Centralized Portal Access to Project-Related Material
o Develop and share key documents such as project plans, brief, etc.
o Central location to share and exchange thoughts and feedback on documents
o Facilitate and enforce processes
o Apply access control
User Notifications
o Email alerts via SharePoint Alerts
o RSS feeds
Master Calendar
o View and access a project’s master calendar
Delivering KPIs and Other Key Metrics
o Use the PerformancePoint Services in SharePoint Server 2010 to deliver powerful, meaningful KPIs
and dashboards
Security
o Layered on top of the security of underlying technologies and products such as Microsoft Internet
Information Services (IIS), ASP.NET, SQL Server, and the Windows Server® operating system
o Provide the appropriate access to the information contained in the portal by using the SharePoint
Server 2010 security settings and groups. In addition, SharePoint Server 2010 incorporates a new,
more powerful, flexible authentication model that works with any corporate identity system.
Project Mgmt / Tracking Project Scheduling
& Task Assignment
Creative Planning & Pre-Production
Production Distribution Lifecycle & Archive
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Figure 45: Sample KPI Dashboard Page
Project Scheduling and Task Assignment Project Scheduling requires a formalized, system-enabled process for initiating, organizing, scheduling,
prioritizing, assigning, and managing project work. The goal is to provide visibility into the work in progress
and the ability to assess and manage shifts in priority. This section highlights several key tasks that may be
addressed during the project scheduling phase and demonstrates the approaches taken to satisfy them
with the integration of Project Server Services in SharePoint Server 2010:
Initiating a Project
Identifying Resources
Managing a Dynamic Scheduling Environment
Using―What-If Analysis‖
Managing Resource Use
Automatic Updates to the Project Calendar
Figure 46: Identifying Resources
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Figure 47: Viewing Multiple Projects
Figure 48: What-If Analysis
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Creative Planning and Preproduction The creative planning process involves applying the creative essence of the show and the work in progress
to the specific marketing messages to be created through the production process. SharePoint Server 2010
provides powerful collaborative functions to support this iterative creative life cycle. Additionally, enhanced
visibility into assignments, deadlines, and resource capacity through customized dashboards and ad hoc
reports confirms that the best-suited creative minds are matched to the appropriate projects. This section
highlights several key tasks that can be addressed during the Preproduction phase and demonstrates the
approaches taken to satisfy them:
Adding Preproduction Tasks to Schedules
Central Workspaces for Projects
The previous section provided some overview and screenshots on how tasks can easily be added to
schedules through Project Server integrating with SharePoint Server 2010. Central workspaces can be
accomplished a number of ways, depending on the specific need. For example, it may be that document
sets are sufficient for managing simple projects while new sites or sub sites may be required for other more
complex projects. SharePoint Server 2010 provides the flexibility to address both scenarios with ease while
providing a rich set of functionality.
Users can use the SharePoint Server 2010 Media Asset Library in both scenarios by either linking to digital
content in a document set (as discussed in the Distribution Scenario in section 4.2) or by using the Content
Query Web Part on each project site to display the appropriate assets.
Figure 49: Displaying content stored in a Media Asset Library
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Production In production, many media elements can be combined or used together to create the final deliverable(s).
To maximize efficiency, the solution organizes production by projects that include the tasks, the required
resources, priorities, status, and deadlines. This process also requires associated assets to be easily
searchable, retrievable, and versioned via the Asset Library. This section highlights several key tasks that can
be addressed during the Production phase and demonstrates the approaches taken to satisfy them:
Approvals
Graphics
Production Build—RCE
Distribution Distribution was discussed in section 4.2 as a separate usage scenario and can be used as a base for
discussion. In this case, distribution may mean distribution to the appropriate channels either via files or
physical media where channel is defined as a file format or specification. This process would engage a
multipart workflow where the essence media is processed and transcoded to match each channel
specification. This may include high definition, standard definition, or portable/mobile definition formats to
support a range of screening devices.
Once the workflow is completed, the system automatically sends out notifications to stakeholders that the
media is available for third-party retrieval or that the media has been delivered successfully to the
appropriate endpoint. Notification of downloading/access by business partners is reported back to the
Digital Media Supervisor via email and/or dashboard in SharePoint Server 2010. All tasks in the workflow
are updated back in the project schedule, and the system validates all completed tasks against the original
order requirements created.
Life Cycle and Archive The Archive is responsible for storing and managing assets for Preproduction, Production, Graphics, Audio,
and Distribution. Its objective is to provide easy access to content and assets, promoting reuse where
applicable.
Once a project has been completed and delivered for distribution, all media and non-media assets
associated with that project may need to go through a media life-cycle process. This process may identify
which assets can be deleted and removed from the system and which are archived for future use or
reference.
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Appendix—References Remote Blob Storage: http://technet.microsoft.com/en-us/library/ee748607.aspx
Building WPF Applications by Using the SharePoint Server 2010 Client Object Model:
http://msdn.microsoft.com/en-us/library/ff630937.aspx
Using the SharePoint Foundation 2010 Managed Client Object Model: http://msdn.microsoft.com/en-
us/library/ee857094(office.14).aspx
Creating a Template by Using Content Controls: http://msdn.microsoft.com/en-us/library/bb386290.aspx
Associated Press Case Study News Network Streamlines Editorial Process with Flexible, Efficient Newsroom
System: http://www.microsoft.com/casestudies/Case_Study_Detail.aspx?CaseStudyID=4000006933
Microsoft Office SharePoint Server: http://www.microsoft.com/sharepoint/
Microsoft Silverlight Rough Cut Editor: http://code.msdn.microsoft.com/RCE/
Business Intelligence: http://www.microsoft.com/bi/
Microsoft SQL Server: http://www.microsoft.com/sqlserver/
Windows Workflow: http://msdn.microsoft.com/en-us/office/bb421687.aspx
WCF: http://msdn.microsoft.com/en-us/netframework/aa663324.aspx
Enterprise/FAST Search:
http://msdn.microsoft.com/en-us/library/ms495418.aspx
http://www.fast.no/l3a.aspx?m=1066
WPF: http://windowsclient.net/wpf/
CDN:
http://www.akamai.com/
http://www.movenetworks.com/
http://www.limelightnetworks.com/
Rights and Royalties Management: http://www.rsgsystems.com/
©2010 Microsoft Corporation. All rights reserved.
This white paper is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT.
Microsoft provides this material solely for informational and marketing purposes. Microsoft software is licensed not sold. The value and
benefit gained through use of Microsoft software and services may vary by customer. The contents of this white paper are subject to
change.
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