Microsoft SharePoint Foundation 2013 Site Administrator

STUDENT MANUAL
Microsoft®
SharePoint®
Foundation 2013:
Site Administrator
Microsoft®
SharePoint®
Foundation 2013:
Site
Administrator
Microsoft® SharePoint® Foundation
2013: Site Administrator
Part Number: 091109
Course Edition: 1.1
Acknowledgements
PROJECT TEAM
Author Media Designer Content Editor
Robert Carver Alex Tong Catherine M. Albano
Notices
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Microsoft® SharePoint®
Foundation 2013: Site
Administrator
Lesson 1: Creating and Configuring a Site Collection...... 1

Topic A: Create a Site Collection..................................................... 2
Topic B: Set Quotas...................................................................... 13
Topic C: Configure Audit Options................................................. 18
Topic D: Back Up Your Site Collection........................................... 24
Lesson 2: Configuring the Top-Level Site......................31

Topic A: Add a Cloud Tag Webpart.............................................. 32
Topic B: Add an RSS Feed to Your Site.......................................... 41
Topic C: Enable Email Connectivity for a Library........................... 45
Topic D: Create and Configure Document Sets............................. 54
Lesson 3: Configuring Site Collection Metadata.............67

Topic A: Create a New Content Type.............................................68
Topic B: Add Columns to Content Types.......................................74
Topic C: Add a Custom Content Type to a List..............................80
Lesson 4: Managing Archiving and Compliance.............85

| Microsoft® SharePoint® Foundation 2013: Site Administrator |
Topic A: Configure Site Polices............................................................... 86

Topic B: Configure In-Place Records Management.................................. 95
Topic C: Configure Information Management Policies........................... 107
Topic D: Configure Content Organizer Rules........................................ 112
Lesson 5: Creating and Testing a Workflow.........................123

Topic A: Plan a Workflow...................................................................... 124
Topic B: Create and Publish a Workflow................................................ 127
Topic C: Test Your Workflow................................................................ 138
Lesson 6: Configuring Search............................................. 145

Topic A: Configure Search Options....................................................... 146
Topic B: Search for Content and Set Alerts............................................150
Appendix A: Microsoft Office SharePoint 2013 Exam 77-419..............157

Solutions............................................................................................ 161
Glossary............................................................................................. 163
Index.................................................................................................. 167
About This Course
Microsoft® SharePoint® 2013 helps people collaborate and use familiar applications and
web-based tools to create, access, store, and track documents and data in a central location.
SharePoint can also help organizations segment digital information, share information from
external sources, archive records, and automate business processes. SharePoint has many
features that can help organizations manage the flow of digital information, automate
processes, and help organizations manage records. In this course, you will learn how to
create, configure, and manage a SharePoint site collection so that your team or organization
can collaborate effectively, manage the flow of digital information, automate business
processes, and meet records management needs.
SharePoint features are robust and complex. Site collection administrators determine what
features and options to make available in SharePoint, and how to configure those features to
meet organizational and user needs. By properly implementing these features, users will be
able to collaborate effectively, and organizations will save time and money through
automation of business processes, fast and efficient retrieval of information, and effective
records management.
Course Description
Target Student
This course is designed for existing Microsoft SharePoint site collection administrators who
will create and manage a group of SharePoint sites, add features at the site collection level,
manage workflows, and implement records management features.
Course Prerequisites
To ensure your success, you will need to take the following Logical Operations course:
• Microsoft® SharePoint® Foundation 2013: Site Owner
Course Objectives
Upon successful completion of this course, existing SharePoint site owners will be able to
take on administrative responsibility for implementing and managing many site collection
features. This includes basic site customization based on business requirements, as well as
activation and configuration of site collection-level SharePoint features. Students will NOT
be performing back-end SharePoint Foundation or SharePoint Server installation,
deployment, or server management, or extensive SharePoint site design.
You will:
• Create and configure a site collection.
• Administer site quotas, auditing, and backup.
• Configure the top-level site, including tag clouds, RSS viewers, and document sets.
• Configure site collection metadata.

• Manage archiving and compliance features.
• Create and test a workflow.
• Configure search options.
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| About This Course |

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1 Creating and
Configuring a Site
Collection
Lesson Time: 1 hour, 15 minutes
Lesson Objectives
In this lesson, you will:
• Create a site collection and configure content structures on the top-level site.
• Configure quotas for a site collection.
• Configure a library to store audit logs, and configure auditing and audit log trimming.
• Back up your site collection.
Lesson Introduction
In this course, you will create and configure a Microsoft® SharePoint® 2013 site collection
and configure site collection features. The first step is to create a new SharePoint site
collection. In this lesson, you will create a SharePoint site collection from a standard
SharePoint template, set base access permissions for the site collection, and configure some
of the top-level site structures.
After you create a SharePoint site, you will configure storage quotas for the site collection,
user, and administrative actions to be audited, and then you will back up your site collection.
Managing a single SharePoint site and meeting needs of a diverse user base can be complex.
When managing a site collection, administrators need to plan for supporting multiple
diverse and complex sites. Taking fundamental steps to control the space consumed by sites
and auditing specific user and administrator actions will set the boundaries for sites, help
provide the features users need, and retain the administrative control that the organization
requires.
2 | Microsoft® SharePoint® Foundation 2013: Site Administrator
TOPIC A
Create a Site Collection
After the IT department sets up the SharePoint server or farm, the next step in implementing a
SharePoint site is to create a site collection so that SharePoint site owners can eventually set up their
sites. The primary tool for interfacing with SharePoint administrative tools is a web browser. Some
configuration is done through browser-based administration websites and other configuration is
done at the SharePoint site level. There are many decisions to make and options you must select
when creating a site collection.
The SharePoint Site Hierarchy

SharePoint Site All SharePoint sites exist in a hierarchy. The top of the hierarchy is called the top-level site. The top-
Hierarchy level site may have many subsites, including Team sites, Project sites, Document Workspace sites, and
Meeting Workspace sites. The entire top-level site and all of its subsites are called a site collection. A
site collection is a logical grouping of sites, such as a set of SharePoint sites for the finance department.
A site collection has the same owner, administrative settings, security, navigation, and content
structures. The permissions and navigation of the top-level site are often inherited by subsites but
can also be managed independently. Site collections make administration easier. Administrators plan
and implement site collections, top-level sites, and subsites carefully to provide the collaboration and
management required by an organization.
Figure 1-1: SharePoint site hierarchy.
SharePoint Site Templates

SharePoint includes several templates designed to facilitate different types of collaboration. The
following table lists the site templates available in SharePoint.
Lesson 1: Creating and Configuring a Site Collection | Topic A

Microsoft® SharePoint® Foundation 2013: Site Administrator | 3
Tab Template Description
Collaboration Team Site A site for team collaboration, it includes

document libraries, calendar,
announcements and other lists, libraries,
and apps.
Blog An individual or team blog site.
Project Site Site for managing projects, it includes
status, communication, and other project-
related lists, libraries, and apps.
Community Site A discussion forum site where content and
posts can be explored by categories, and
sorted by popularity or best reply.
Community sites have a built-in reputation
point system where members gain points
by participating in discussions, starting
discussions, liking posts, and posting best
replies.
Enterprise Document Center Central document store for your enterprise.
Records Center A central repository to store and manage
records for an organization. It has features
to protect record integrity and enforce
records management policies.
Business Intelligence Center A central location to store reports and
dashboards and to integrate with Excel
Services and Performance Point Services.
Enterprise Search Center A site dedicated to enterprise-wide search
and delivers multiple search result
experiences. You can further customize the
site to add new results pages focused on
queries you create.
Basic Search Center A site dedicated to the basics of searching,
with links to a search results page and an
advanced search page.
Visio Process Repository A site for storing and sharing Microsoft®
Visio® process diagrams. It includes
document libraries with versioning enabled
and various Visio templates.
Refer students to course

®
091108 Microsoft
SharePoint Central Administration ®
SharePoint Foundation
2013: Site Owner for
SharePoint Central Administration is a web-based administration and configuration tool for SharePoint more information about
and is one of the primary tools used to configure server and farm-wide configuration settings, as SharePoint site
well as some site collection configuration settings. You must be a member of the Farm templates.
Administrators group to access the SharePoint Central Administration site. The configuration SharePoint Central
options available are broken out into the following categories. Administration

Figure 1-2: SharePoint Central Administration.
Configuration Group Description
Application Management Allows you to manage web applications on the server; create and
manage site collections; assign site collection administrators; manage
service applications running on the server; and manage content
databases running on the server.
System Settings Allows you to manage servers and services, configure inbound and
outbound email settings and mobile accounts, and manage farm
features and solutions.
Monitoring Allows you to view Health Analyzer information, review and check
timed jobs, and view health and data reports.
Backup and Restore Allows you to back up the farm or specified site collections, and view
the status of backup jobs.
Security Allows you to manage administrators; configure service accounts,
password settings, and other security settings; and configure
information rights policies.
Upgrade and Maintenance Allows you to configure external service connections, Infopath
Forms Services settings, SharePoint Designer settings, Search
settings, and Content Deployment Settings.
General Application Allows you to purchase apps from the SharePoint Marketplace, and
Settings manage and monitor installed apps.
Configuration Wizards Allows you to launch the Farm Configuration Wizard or other
installed wizards.
SharePoint Central Administration Web Application

The SharePoint Central Administration tool runs off of the same web application as the default
SharePoint site, but uses a different port, which is a not-commonly used port assigned at random

during SharePoint setup. You can access Central Administration by clicking on the icon created as
part of setup or navigating to the site and port by using the syntax http://<SharePoint Server
Name>:<Central Administration Port Number>, for example: http://sharepoint:36509.
SharePoint Site Collection Owners and Site Collection

Administrators
Site collection owners and site collection administrators are very similar. They have full rights to all
sites and data in a site collection, can add or delete sites in the site collection, and change settings for
any site within the collection. Site collection owners and administrators can also add and change
content within sites in the collection, can add and remove users from site, and send invitations. A
site collection owner or administrator essentially has owner privileges on all sites in the site
collection.
Two site collection owners, a primary and a secondary, may be assigned when a site collection is
created. (It is mandatory to assign the primary administrator.) Additional site collection
administrators can be added through SharePoint Central Administration, through the command line,
or by changing a site collection owner in Central Administration. The key difference between site
collection owners and administrators is that site collection owners receive e-mail notifications for
events such as pending deletion of sites.
Site Collection Administrators and Sensitive Sites

If a site collection will contain human resources financial data, you need to be sure site collection
administrators are approved to be able to see this data.
Manage Applications
The Manage Applications page in SharePoint Central Administration allows you to configure the
following.
Configuration Group Description
Web Applications Allows you to manage web applications, including paths, features,
security, blocked file types, and resource throttling, and configure
alternate access mappings if you want to add or change public or
internal URLs that access SharePoint.
Site Collections Allows you to create and delete site collections, configure quotas,
templates, and locks for site collections, change site collection
administrators, view site collections and configure self-service site
creation.
Service Applications Allows you to manage service applications to see which are started
and stopped, configure service application associations with web
applications running on the server, and manage services on the server
(start and stop).
Databases Allows you to manage content databases, specify a default database
server, and configure the data retrieval service.
Site Collection Creation Options

When you create a site collection, there are several optional and mandatory settings to configure.

Setting Description
Web Application Allows you to select a web application on the IIS server hosting
SharePoint. This determines the application pool and associated identity
the new site collection will run under. This can be the same web
application hosting other SharePoint sites or a new one. You should
consult with server administrators to select the appropriate web
application. Specifying a web application is mandatory.
Title The title for the site collection and, by default, the name of the top-level
site. Providing a title is mandatory.
Description The description of the site collection. It's recommended that you describe
the collection and its intended use.
Web Site Address Allows you to select from existing subsites under which to place the new
site collection and type the URL specific to the site collection in the
hierarchy. The fully constructed URL will be the web address of the new
site collection. Consult with IT and SharePoint administrators to choose
the correct parent subsite path. When selecting a URL, you should create
something that is descriptive, unique, and short. For example, if creating a
site collection for projects for the research and development division,
RDProjects might be an appropriate URL. Configuring the URL is
mandatory.
Template Selection: Select the 2013 user experience or the 2010 user experience. You must
Experience choose one.
Template Selection: Select a template for the top-level site that will be created for the site
Template collection. You must choose a template.
Primary Site Collection Configure a user account that will be the primary site collection
Administrator administrator, the primary owner of the site collection. This person will
receive e-mail notifications for site collection events. Each site collection
must have a primary administrator.
Secondary Site Optionally add another user account as a secondary site collection
Collection administrator. This person will also receive email notifications for site
Administrator collection events. Adding a secondary owner in the event the primary
owner is unavailable is recommended or the primary account becomes
unavailable for some reason.
Quota Template Apply a quota template to restrict storage space used by sites in the
collection. Quotas and quota templates will be covered in more detail
later.
Access the Checklist tile on your LogicalCHOICE course screen for reference
information and job aids on How to Create a Site Collection.

ACTIVITY 1-1
Creating a Site Collection
Before You Begin

You are logged into your client PC and are viewing the desktop in Windows 8.
Scenario
You've been asked to create and manage a site collection that will be the home to team and project
sites for a sensitive client. The IT staff has set up SharePoint and as part of this setup, they created
the first site collection. Now that server setup is finished, you are going to go into SharePoint and
create a new site collection for this client.
Before the activity
Note: The SharePoint Central Administration port number is usually assigned at random when begins, provide your
SharePoint is set up. For this class, we have configured SharePoint Central Administration to use students with their user
port 4747. To access SharePoint Central Administration, type this URL in the browser address names and passwords,
box: http://sharepoint:4747 as well as the name of
the SharePoint server
that they will be
Note: Activities may vary slightly if the software vendor has issued digital updates. Your connecting to. You will
instructor will notify you of any changes. also need to provide the
port number for the
SharePoint Central
Administration page,
1. Open and navigate SharePoint Central Administration.
which is port 4747.
a) Log in to your Windows 8 client computer as Student# with the password password12! Notify students of any
b) In Internet Explorer, in the Address box, type http://sharepoint:4747 and press Enter. changes to activities
c) Internet Explorer opens displaying the Central Administration page. View the Address bar. based on digital software
updates issued by the
software vendor.
Note: SharePoint Central Administration is a web-based admin tool that is

assigned a non-well-known TCP/IP port chosen at random when SharePoint
is installed. When configuring the server, you can also assign a port as was
done for the class server with port 4747.
Take a few moments to
d) Review the SharePoint Central Administration page. SharePoint Central Administration is used to
review the Central
manage SharePoint servers and farms. Management and configuration options are grouped by
Administration page with
functional area.
learners and show some
e) In the Quick Launch area, select System Settings. of the configuration
categories.

f) On the System Settings page, review the settings.
Note: This is where you would manage servers and services, configure email
and mobile settings, and configure farm options. We will not tour all of these
management pages at this time. You will work in these management pages
throughout the course.
2. Verify application management and site collections on the server.

a) In the Quick Launch area, select Application Management.
Note: Application Management is where you create, configure, and delete site
collections and manage web and service applications and databases.
b) On the Application Management page, under Site Collections, select View all site collections.
c) On the Site Collection List page, review the site collections on the server.
Note: The default SharePoint site is labeled as "/" and is the site collection
containing the Develetech Developer Team site. The /my label denotes the
site collection containing users' MySites. An Enterprise Search Center site
labeled /sites/searchcenter has also been created.
d) Select Cancel to return to the App Management page.

3. Create a site collection.

a) On the Application Management page, under Site Collections, select Create site collections.
b) On the Create Site Collection page, view the Web Application section.
Note: This is the IIS Web application the site will run under. If you want to
isolate the site collection for security or performance reasons, you might
choose a separate Web Application or create a new one. Confirm the correct
choice with your senior SharePoint and IT server administrators.
c) In the Title box, type <Your User Name> top-level Site
d) In the Description box, type Top-level Site for <Your User Name> Department
e) In the URL box, type <Your User Name>
f) In the Template Selection section, verify that Select experience version is set to 2013.
g) For Select a template, on the Collaboration tab, verify that Team Site is selected.

h) In the Primary Site Collection Administrator section, in the User name box, type DEVELETECH
\<Your User Name>
i) Select the Check Names button to verify the account.

j) In the Secondary Site Collection Administrator section, in the User name box, type develetech
\administrator
k) Select the Check Names button to verify the account.

l) In the Quota Template section, verify that Select a quota template is set to No Quota.
m) Select OK.
Note: It may take 2 to 3 minutes for the site collection to be created.
4. Verify the new site and add lists.

This step will have the a) On the Central Administration > Application Management top-level Site Successfully Created page,
students open their site right-click the http://sharepoint/sites/<Your User Name> link and select Open in new tab.
collection in a new tab.
Tell the students that
they should leave
SharePoint Central
Administration open in
one tab, and their site
collection in another for
the duration of the class.
Note: If the link doesn't work, then try browsing directly to the site, or
refreshing the page.
b) On the <Your User Name> top-level Site page, under Getting started with your site, select Add lists,
libraries, and other apps.

c) On the Site Contents > Your Apps page, select Tasks.
d) In the Adding Tasks dialog box, in the Name box, type <Your User Name> Tasks and select Create.
e) On the Site Contents page, select add an app.
f) On the Site Contents > Your Apps page, select Calendar.

g) In the Adding Calendar dialog box, in the Name box, type <Your User Name> Site Maintenance
Calendar and select Create.
h) On the Header, select Settings→Site settings.

i) On the Site Settings page, under Users and Permissions, select People and groups.
j) On the People and Groups <Your User Name> top-level Site Members page, select New.
k) In the Share '<Your User Name> top-level Site' dialog box, in the Add people to the <Your User
Name> top-level Site Members group box, type IPO Legal Group. From the drop-down menu, select
DEVELETECH\IPO Legal Group.

Note: Your site will eventually contain sensitive IPO information. The IPO
Legal Distribution Lists group will need access and notifications for that
information.
l) Select Share.
m) In the Quick Launch area, select Home to return to the <Your User Name> top-level Site page.

TOPIC B
Set Quotas
After a site collection is created, administrators should configure some fundamental administrative
options in order to retain better control over the site collection once site owners begin creating sites.
One recommended option is to configure quotas. By configuring quotas, administrators keep their
SharePoint "house" tidy and neat. By limiting the amount of space sites can consume, administrators
are helping ensure that there is enough space for other sites and that site storage utilization doesn't
impact server performance. By enforcing quotas, administrators are also helping ensure that
SharePoint isn't simply being used as a file share or digital dump. Having quotas will help site
owners focus their users on having data that is meaningful and active in SharePoint for ongoing
collaboration and business needs.
Quotas in SharePoint
Quotas allow SharePoint site collection administrators to control how much data a site collection Quotas in SharePoint
can hold, and, therefore, how much server storage space the site collection can consume.
Administrators can configure storage limits, which set the maximum size for the site collection, and
quotas are applied to the entire site collection starting from the top-level site and including all
subsites within the collection. Administrators can also set a warning limit that sets a storage value.
When that value is reached, an email alert is sent to site collection administrators.
When a site collection reaches the maximum storage level, the lock status for the site collection is set
to Read-only. In this state, users cannot add, update, or delete content. Site collection administrators
can either delete unused content from the site or ask a SharePoint farm administrator to increase the
limits. A farm administrator can do the following to change storage limits:
• Manually change the storage limit for the site collection to override the current quota limit.
• Apply a new quota template to the site collection with a higher quota limit. Administrators can
also change the storage limit on the quota template that the site collection is currently using, but
the template will have to be reapplied for the changes to take effect.
Figure 1-3: Quotas in SharePoint.
Lesson 1: Creating and Configuring a Site Collection | Topic B

Configuring Quotas in SharePoint

Quotas are configured in SharePoint Central Administration under Application
Management→Site Collections→Configure quotas and locks.
Quota Templates
Quota configuration settings can be saved as quota templates. Administrators can apply quota
templates to any site collection in a SharePoint farm. Using quota templates can simplify setting
quotas in large organizations with many site collections. When a quota template is applied to a site
collection, the limits apply to the site collection as a whole, including the top-level site and all
subsites in the site collection.
Administrators can change quota settings on site collections by applying a new or modified quota
template to an existing site collection. Administrators can also modify quota templates, but those
templates need to be reapplied in order for changes to take effect on site collections previously
configured by the template. Administrators can delete quota templates, but this will not alter
previously configured quota values assigned to site collections.
Changing or Removing Quotas in Bulk

Change or remove quotas in bulk by writing a script that uses the SharePoint Server object model,
or writing and executing a SQL query.
Sandboxed Solution Resource Quota

A sandboxed solution is an environment that restricts execution and access to specific resources.
Sandboxed solutions are often used when applications are being developed for SharePoint. By
sandboxing the application, execution, memory, and resource problems by new and unrefined
application code are prevented from affecting the rest of the server environment.
You can apply quota templates to a site collection that contains sandboxed solutions. If the
maximum limit is reached, the sandboxed solution is disabled for the rest of the day, and an email
message is sent to the site collection administrator.
Common Quota Considerations and Scenarios

When considering quotas for SharePoint site collections, keep the following in mind.
Consideration Why It's Important
Versioning policies in Each version of a document that is stored counts against the storage
SharePoint limit. When calculating quotas, factor in additional space needed to
store multiple versions of documents.
Recycle bin retention Items in the site collection recycle bins count toward storage limits.
policies Factor recycle bin size into storage space needs when calculating
quota limits, and create a policy for timely removal of recycle bin data
in conjunction with data backups.
Data retention policies in Most organizations have data retention policies. Make sure that the
the organization quotas and data retention policies configured in SharePoint map to
organization policies.
MySite usage and user How SharePoint users use their MySites determines how much space
habits will be required by MySites. Consider reviewing MySite usage and
habits with users when planning quotas for MySites. If separate
storage limits are desired for user MySites, create a separate site
collection for MySites with separate quota limits.

Consideration Why It's Important

Site collections that will These types of files tend to be very large. If the site is intended to be a
store a large number of multimedia hub, then quota limits should accommodate the storage
video, image, or other capacity required.
multimedia files
When you apply a quota template to a site collection, the storage limit applies to the site collection
as a whole. In other words, the storage limit applies to the sum of the content sizes for the top-level
site and all subsites within the site collection. If versioning is enabled, the versions in a site and the
content in the Recycle Bins count toward storage limits. You can also specify a percentage of storage
limits for the second-stage Recycle Bin. For more information about Recycle Bin settings,
see http://technet.microsoft.com/en-us/library/hh272540.aspx.
You can also change existing quota templates. This allows you to change storage limits for all of the
site collections that use the same quota template. When you change a quota template, you must
reapply it to existing site collections before the new storage limits are enforced.
You can delete a quota template if necessary. However, deleting a quota template will not delete
quota values from sites that were created by using the quota template. If you want to remove quotas
from all sites by using a specific quota template, you must use the object model or perform a SQL
query.
Common SharePoint Quota Usage Scenarios

The decision to implement or not implement quotas in SharePoint is ultimately up to the
organization. If SharePoint is the primary storage solution for files and data in the organization,
quotas may not be enforced or may have high storage limits. If there are other designated storage
solutions for large files such as AutoCAD® drawings or graphic files, quotas may be enforced as
part of a more comprehensive storage policy. Most SharePoint implementations enforce quotas of
some sort. SharePoint administrators often use quotas on MySite site collections. Quotas on MySite
site collections often mirror storage policies enforced for user folders on file servers in the
organization.
information and job aids on How to Set Quotas for MySites.

ACTIVITY 1-2
Configuring Quotas in SharePoint
Before You Begin

You are logged into SharePoint and have the <Your User Name> top-level Site page open.
Scenario
Now that your site collection is set up, you will now configure site quotas to ensure the site
collection is well managed. Following company policy, each site should be limited to 5 GB in size
and site owners should be warned when sites exceed 4 GB in size. In this activity, you will configure
quotas for the site collection by configuring and applying a quota template.
Be prepared to provide
the SharePoint Central
Administration URL and Configure quotas.
port number to learners a) In Internet Explorer, open a new tab and browse to the SharePoint Central Administration page.
again.
Note: To access SharePoint Central Administration type http://sharepoint:4747
in the address box of the new tab.
b) On the SharePoint Central Administration site, in the Quick Launch area, select Application
Management.
c) On the Application Management page, under Site Collections, select Configure quotas and locks.
Note: You will learn about locks in a later lesson.
d) On the Site Collection Quotas and Locks page, next to Site Collection: http://sharepoint, select the
drop-down arrow, and then select Change Site Collection.
Note: Before adjusting quotas on any live SharePoint site, confirm the site
collection you are working with.

e) In the Select Site Collection dialog box, select the /sites/<Your User Name> site collection and then
select OK.
f) In the Set Quota Information section, in the Current quota template drop-down list, verify that
Individual Quota is selected.
g) Check the Limit site storage to a maximum of box.
h) In the Limit site storage to a maximum of box, type 5000
Note: Setting quotas saves space on the server and forces users to clean up
old and unnecessary files. Your organization may have quota restrictions in
place or policies about it. Confirm that you are adhering to those before setting
policies. In this organization, management wants to encourage file storage on
SharePoint. In this site collection, most files are documents. There are not
many large digital files such as CAD drawings.
i) Check the Send warning e-mail when site storage reaches box.
j) In the Send warning e-mail when site storage reaches box, type 4000
k) View the settings for Sandboxed Solutions Resource Quota and Send warning e-mail when usage
per day reaches:.
Note: There will be no sandboxed solutions running on your site, so the

default settings are adequate.
l) Select OK.
m) In the Quick Launch area, select SharePoint Central Administration to return to the central
administration home page.

TOPIC C
Configure Audit Options
Another fundamental option that helps organizations retain control of their SharePoint environment
is auditing. By auditing the events that are taking place in SharePoint, organizations can see what
actions were taken by what people. This allows organizations to track actions of interest for internal
or regulatory compliance reasons.
SharePoint Auditing
SharePoint Auditing You can enable auditing in SharePoint to track which users have taken actions on sites, content
types, lists, libraries, list items, and library files of site collections. Organizations can use audit logs to
track and analyze access to sensitive data and to meet regulatory or compliance requirements. Site
collection administrators can view the history of actions taken by specific users or over a specified
date range.
Site collection administrators can choose to track the following information:
• 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, including:
• Opening or downloading documents, viewing items in lists, or viewing item properties
• Editing items
• Checking out or checking in items
• Moving or copying items to another location in the site
• Deleting or restoring items
• Editing content types and columns
• Searching site content
• Editing users and permissions
Audit reports are created in Microsoft Excel 2013 format and can be viewed and downloaded from
the Auditing Reports page. You can also create custom reports that filter information by date
range, specific content structures in the site collection or for specific users. You cannot modify events
once they are logged, but site collection administrators can delete items from the audit log and
configure automatic trimming of the audit log data.
Lesson 1: Creating and Configuring a Site Collection | Topic C

Figure 1-4: SharePoint auditing.
Audit Configuration
When configuring auditing for your site collection, you can configure how long audit logs are saved,
where they are located, and specific events to track. Which events you choose to audit depends on
your needs and your organizational or regulatory compliance requirements. Microsoft recommends
tracking only those items that are needed. Excessive auditing can affect storage availability due to log
files filling the hard drive, and may degrade performance of the SharePoint site collection. The
following table lists the options you can configure.
Audit Section Setting Description
Audit Log Trimming Automatically trim the audit log Select Yes to manage the size of the
for this site. audit logs by having old log
information removed after a specified
period. Microsoft recommends
enabling audit log trimming to prevent
logs from filling the hard drive and
degrading performance.
Optionally specify the number of If you have selected to trim audit logs,
days to audit log data to retain. use this box to specify the number of
days to retain audit log data. You
should adjust this setting so that you
get a full backup cycle for each
month's logs.
Optionally, specify a location to If you have selected to trim audit logs,
store audit reports before you can specify where to store log
trimming the audit log. data. Administrators often create a
separate library to store audit log data.

Audit Section Setting Description

Documents and Specify the events to audit: These are the data-specific events that
Items • Opening or downloading will be audited. Select to audit events
documents, viewing items in that corporate or regulatory policies
lists, or viewing item require to track users' access and
properties. actions on files, documents, and other
data stored in SharePoint. Be aware
• Editing items.
that auditing, opening, or
• Checking out or checking in downloading documents; viewing
items. items in lists; or viewing item
• Moving or copying items to properties will create a large number
another location in the site. of audit log entries and may degrade
• Deleting or restoring items. performance.
Lists, Libraries, and Specify the events to audit: These are the events related to
Sites • Editing content types and content structure and administration
columns. that can be audited. Select to audit
events that corporate or regulatory
• Searching site content.
policies require to track permissions
• Editing users and changes and other high level events in
permissions. SharePoint.
Recommendations for Auditing Document Opening and Download and List

Viewing
Microsoft recommends selecting Opening or downloading documents, viewing items in lists,
or viewing item properties for SharePoint Server 2013 sites only when it is absolutely needed. The
option to audit Opening or downloading documents, viewing items in lists, or viewing item
properties is not available in SharePoint Online in Office 365 for enterprises, due to storage and
performance concerns.
You may want to show
LearnTO Review Audit Note: To learn more about reviewing and interpreting audit logs, refer to the LearnTO Review
Logs from the Audit Logs presentation from the LearnTO tile on the LogicalCHOICE Course screen.
LogicalCHOICE Course
screen or have students
navigate out to the Access the Checklist tile on your LogicalCHOICE course screen for reference
Course screen and
information and job aids on How to Configure Audit Options.
watch it themselves as a
supplement to your
instruction. If not, please
remind students to visit
the LearnTOs for this
course on their
screen after class for
supplemental
information and
additional resources.

ACTIVITY 1-3
Configuring Audit Options
Before You Begin

You should be logged into SharePoint with the SharePoint Central Administration site visible in a
browser tab.
Scenario
This site collection is generally available to all employees working on this project, but it does contain
some sensitive documents such as communications to and from a client about their impending IPO.
With that in mind, you want to audit when items and documents are downloaded, viewed, moved,
copied, checked out, checked in, deleted, or restored. SharePoint groups and permissions have been
carefully configured, so you will also audit any edits of users and permissions. In this activity, you
will enable and configure auditing for your site collection.
1. Create a library to store audit logs.

a) In Internet Explorer, switch to the tab with <Your User Name> top-level Site page open.
b) In the Quick Launch area, select Site Contents.
c) On the Site Contents page, select add an app.
d) On the Site Contents > Your Apps page, select Document Library.
e) In the Adding Document Library dialog box, in the Name box, type <Your User Name> TLS Audit
Logs
f) Select Create.
g) In the Quick Launch area, select Home.
2. Specify audit log trimming options.
a) On the Header, select Settings→Site settings.

b) On the Site Settings page, under Site Collection Administration, select Site collection audit settings.
c) On the Configure Audit Settings page, in the Audit Log Trimming section, for Automatically trim the
audit log for this site?, select Yes.
d) In the Optionally, specify the number of days of audit log to retain box, type 32
You want to have the option of reviewing the logs at the end of every month.
e) Next to Optionally, specify a location to store audit reports before trimming the audit log, select
Browse.
f) In the Select List or Library dialog box, select the <Your User Name> TLS Audit Logs library just
created.
g) Select OK.
3. Configure events to audit.

a) In the Documents and Items section, under Specify events to audit, review the options.

b) In the Documents and Items section, check all of the check boxes to select all of the options.
Note: Remember, that the more you audit, the larger audit log files will get.
You need to work with IT staff to make sure audit logging does not consume
too much space or impact server performance.
4. Configure List, Library, and Sites auditing options.

a) In the Lists, Libraries, and Sites section, under Specify the events to audit, check the Editing users
and permissions check box.
b) Select OK.
c) In the Quick Launch area, select Home to return to the <Your User Name> top-level Site.

TOPIC D
Back Up Your Site Collection
Once you've created your site collection and done some basic configuration, it's always a good idea
to back up your work so that the site collection and the configuration changes you've made can be
restored in the event of a loss.
Backup Options in SharePoint

Backup Options in All mission critical servers should be backed up regularly in your organization. IT staff and
SharePoint personnel responsible for implementing SharePoint and backing up your servers are likely
responsible for formulating and implementing comprehensive backup and recovery solutions for
your SharePoint implementation. That said, you should know some fundamental information about
SharePoint backup and recovery options. The following are common backup and recovery scenarios
for SharePoint:
• Recovering unintentionally deleted content that is not protected by the recycle bin or versioning.
• Moving data between installations as part of a hardware or software upgrade.
• Recovering from an unexpected failure.
SharePoint server administrators can back up data and configuration information for the entire
SharePoint farm, the web applications SharePoint uses, services and service applications, proxies for
service applications, and shared services. SharePoint site collection administrators can initiate a
granular backup and select a single content structure such as a list, or the entire site collection to
back up. Granular backups allow site collection administrators to recover lost data and to export a
site or list.
Granular backups, and recovery processes can be initiated from SharePoint Central Administration,
in the Backup and Restore group.
Lesson 1: Creating and Configuring a Site Collection | Topic D

Figure 1-5: Backup options in SharePoint.
information and job aids on How to Back Up a Site Collection.

ACTIVITY 1-4
Backing Up the SharePoint Site Collection
Before You Begin

You are logged into SharePoint with the <Your User Name> top-level site open in a browser tab.
Scenario
Now that you have created and completed the initial configuration of your site collection, you wish
to back it up. In this activity, you will perform a granular backup of your site collection and review
the backup status.
1. Perform a backup.
a) In Internet Explorer, select the Home - Central Administration tab to switch back to the SharePoint
Central Administration site.
b) In the Quick Launch area, select Backup and Restore.
c) On the Backup and Restore page, under Granular Backup, select Perform a site collection backup.
d) On the Site collection backup page, verify that your site collection is selected.
Note: If your site collection is not selected, next to Site Collection: http://
sharepoint, select the drop-down arrow, and then select Change Site
Collection. In the Select Site Collection dialog box, select the /sites/<Your
User Name> site collection, and then select OK.
e) In the Filename box, type C:\backups\<Your User Name> Site Collection.bak
Note: This will back up the site collection to the C:\backups folder on the
server. IT staff created that folder and assigned the NETWORK SERVICE
account Full Control permissions so that SharePoint site collection
administrators could perform ad-hoc backups.
f) Select Start Backup.

Note: In your organization, coordinate with your IT Staff. Determine if they

have a full server backup solution in place, and if that solution has a
component for backing up SharePoint while the server is online. The IT-
implemented backup is usually the primary backup method for
SharePoint. Administrators may configure backups separately or run a backup
after the site comes online, after a large number of changes are made, or after
data is imported.
2. View the status of a backup.

a) On the Granular Backup Job Status page, view the warning that a site collection backup is currently
in progress.
Note: You can reach this page at any time by selecting the Check granular
backup job status link under Granular Backup. The backup should take only
up to one minute.

b) Wait for the page to update and then review the completed backup job status.
Note: You can also click Refresh to refresh the job status rather than waiting
for the page to refresh automatically.
c) When the backup is complete, in the Quick Launch area, select Central Administration.

Summary
In this lesson, you learned how to create a SharePoint site collection and configure administrative
options, including quotas and auditing for the site collection. In addition, you backed up your new
site collection to protect your work, data, and configuration, in case of loss.
Encourage students to
What are the storage quotas in your organization and what would you set for quotas in SharePoint? use the social
A: Answers will vary but may include 2, 5, or 10 GB, depending on organizational policies. networking tools
provided on the
How might you use SharePoint's auditing features and what might you track? LogicalCHOICE Home
screen to follow up with
A: Answers will vary but may include tracking changes to user permissions, or tracking check-in and
their peers after the
check-out for sensitive documents.
course is completed for
further discussion and
Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
resources to support
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in continued learning.
this course or other topics you are interested in. From the Course screen you can also access
available resources for a more continuous learning experience.
Lesson 1: Creating and Configuring a Site Collection |

2 Configuring the Top-
Level Site
Lesson Objectives
• Add and configure a Tag Cloud Web Part.
• Add and configure the RSS Viewer Web Part.
• Configure incoming email connectivity for a document library.
• Activate the document sets feature and create and configure a document set.
Lesson Introduction
Now that the site collection is created, site collection administrators should configure the
top-level site for the site collection. The top-level site is the home for the site collection and,
in many cases, may be the place were site data is rolled up to for review. Whereas team and
project sites are likely to be focused on more specific topics, top-level site might be the
home for more corporate-focused information such as HR announcements, newsletters, or
other high-level data.
TOPIC A
Add a Cloud Tag Webpart
For sites designed to roll up content, it's often useful to provide users with a visual indication of
what are currently the most popular topics or keywords in use on the site.
Tag Clouds
Tag Cloud Tags are hashtags or keywords that are used to categorize content on a website or in social media. A
document containing requirements might be tagged with the project name and the word
"requirements." A tag cloud is a visual representation of tags or keywords, a grouping of single or
multiple words relevant to a website, category, or some other grouping of content. Tag clouds are
often displayed on the sidebars of content web pages and are used to show what tags are most
popular currently, or which tags are most relevant to the content being displayed. The importance or
frequency of the tag cloud is often shown by either size or color of the keyword or tag in the cloud.
Figure 2-1: A tag cloud.
SharePoint Tag Cloud Web Part

Tag Cloud Profile The Tag Cloud Web Part allows inclusion of a tag cloud on pages in your Microsoft® SharePoint®
2013 site. You might wish to include a tag cloud on departmental or team site home pages so that
team members can see, at a glance, the tags that are currently being used the most. The Tag Cloud
Web Part can be configured to show tags that are relevant to the current users, based only on tags
you're following, or tags for all users to present a more collective view of frequently used tags.
Selecting a tag in the tag cloud opens a tag profile page that lists all content associated with the tag,
items that you or other users may have tagged. The tag profile page also allows you to follow the tag
in your newsfeed, add it to the 'Ask me about' portion of your profile if you're an expert on the subject
of the tag, and to view people who are following the tag. You can also add a post to the note board
for the tag.
Lesson 2: Configuring the Top-Level Site | Topic A

Figure 2-2: Tag cloud profile.
information and job aids on How to Add a Tag Cloud Web Part.

ACTIVITY 2-1
Adding a Tag Cloud Web Part
Before You Begin

You are logged into SharePoint and have a tab open to the SharePoint Central Administration home
page.
Scenario
The home page for the site collection will be used as a hub for content rollup and other
information. As such, you want to add a tag cloud to the home page so that users can stay tuned in
to the keywords and tags that are most frequently in use. You will add and configure the Tag Cloud
Web Part to the top-level site home page.
1. Adjust the page layout.

a) In Internet Explorer, select the <Your User Name> Top-Level Site tab to switch back to the <Your
User Name> top-level Site page.
b) In the Quick Launch area, select Home to return to the home page.
c) On the ribbon, select EDIT.

d) On the ribbon, select FORMAT TEXT and, in the Layout group, select Text Layout. Then select One
column with sidebar.
Documents will end up in the right sidebar.

e) Position the mouse pointer in the upper-right corner of the Get started with your site Web Part,
select the drop-down arrow, and then select Delete.
f) In the Message from webpage dialog box, select OK.

g) Hover the mouse pointer over the Documents library portion of the page and drag the Documents
library to the top of the main column.
The students may need

Note: The Documents library may have been moved to the right column after some guidance when
you deleted the Get started with your site Web Part. This should put the dragging the Documents
Documents library at the top of the central column, with the Site Feed below it, library to the correct
and leave the right column empty. position.
h) On the ribbon, select SAVE.
2. Enable and configure your newsfeed.

a) At the top of the page, right-click Newsfeed, and then select Open in new tab.
Note: Because this is your first time accessing your newsfeed, it may take 2 to
3 minutes for your personal sites to be created.
b) Select the recently opened tab to display the We're almost ready! page.
c) In the Get the most out of SharePoint message box, select OK.
Note: Updating these settings will allow others in your organization to see
newsfeed notifications about what you're working on.
d) On the left side of the page, under <Your User Name>, select About me to display your profile page.
e) On the right side of the page, under <Your User Name>, select Newsfeed to return to your newsfeed
page.
Note: Navigating away and back to your newsfeed forces SharePoint to

update the page from the We're almost ready! page to the Newsfeed page.

f) Under I'm following, select the number above tags.
g) The Edit Details page is displayed. In the Followed #Tags box, type
#IPO;#Requirements;#ReleaseDates;#Training;#Disclosures
h) Scroll down if necessary and select Save all and close.

i) The Profile Changes dialog box appears, indicating that your changes have been saved but may
take some time to take effect. Select OK.
j) On your newsfeed page, under I'm following, verify that the number above tags is 5.
3. Add a Tag Cloud Web Part.

a) In Internet Explorer, select the <Your User Name> Top-Level Site tab to switch back to the <Your
User Name> top-level Site page.
b) On the ribbon, select EDIT.

c) On the right side of the page, in the empty box that represents the content area for the sidebar, click
inside the box so that the cursor is visible.
Note: Doing this will automatically position the Web Part we're going to add
into the sidebar.
d) On the ribbon, select INSERT and, in the Parts group, select Web Part.
e) In Categories section, select Social Collaboration.
f) In the Parts section, select Tag Cloud.

g) Select Add. View the warning that there are no tags to display. You will be tagging things throughout
the course, and will see tags appear in the tag cloud.
h) Click inside the Tag Cloud Web Part, select the drop-down arrow, and select Edit Web Part.

i) In the Tag Cloud Web Part properties menu, in Tag Cloud Configuration, in the Show Tags drop-
down list, select By all users.
Note: You can select to show tags that are relevant to the current user and it
will bubble up the most frequently used tag. By selecting all users, you will see
which tags are most popular to all users on the site.
j) Select OK.
k) On the ribbon, select FORMAT TEXT and in the Edit group, select Save to save the changes to the
page.
4. Add tags to the Tag Cloud Web Part.

a) On the <Your User Name> top-level Site page, in the Tag Cloud Web Part, select the Right click or
drag and drop this link to your browser's favorites or bookmarks toolbar to tag external sites link.
b) The Tag and Note Board - Windows Internet Explorer dialog box is displayed.

c) In the My Tags box, type #. A Suggestions list appears displaying the tags you added earlier. Select
#Disclosures.
d) Repeat the previous step to add the #IPO, #ReleaseDates, #Requirements, and #Training tags.
e) Select Save and close the Tag and Note Board - Windows Internet Explorer dialog box.
Note: You will not see any tags in your tag cloud until documents are tagged
later in this lesson.

TOPIC B
Add an RSS Feed to Your Site
In many instances, as part of creating a one-stop experience for users on a site designed to roll up
content, it's beneficial to bring in data, articles, or headlines from external sources, to provide
SharePoint users with easy access to that information.
RSS Feeds
Really Simple Syndication (RSS) feeds are a widely used technology for subscribing to content and data RSS Feeds in
across the Internet and intranets. Many websites offer RSS feeds as a way of providing the latest SharePoint
information or content for their users to subscribe to. RSS feeds allow content subscribers to get
updates automatically, and provide content providers a way to automatically reach their subscriber
base. RSS feeds usually supply text content, with entries displayed as a list of articles or postings
with titles.
Figure 2-3: RSS feeds in SharePoint.
RSS Viewer Web Part

You can add RSS feeds to SharePoint libraries, lists, and other elements. You can do this for internal
purposes on a SharePoint site so that users can see when someone adds a document or changes a
list item, or you can subscribe to RSS feeds and display RSS information on a SharePoint page for
users to view using the RSS Viewer Web Part. You might publish an RSS feed with news relevant to
your business on a content page, or may post a weather feed on your team home page.
Lesson 2: Configuring the Top-Level Site | Topic B

When configuring the RSS Viewer Web Part, you can add a title to the Web Part, and you can
configure the following RSS-specific options in the RSS properties configuration section of the Web
Part.
Property Description
RSS Feed URL The URL for the RSS feed.

Feed refresh time (in How often the feed will refresh entries in the RSS Viewer Web
minutes) Part. You can configure the number of minutes based on how
often the feed updates and how often your users want the latest
information.
Feed Limit The number of posts from the feed to display on the screen.
The default is 5, but you may need to reduce this number
depending on when the RSS Viewer is positioned on the page
(in the main part of the page or a sidebar) and how much space
is available for the RSS Viewer and other Web Parts and apps on
the page.
Show feed title and Check this box if you wish to display the feed title and
description description above posts in the feed.
information and job aids on How to Add RSS Feeds to SharePoint.

ACTIVITY 2-2
Adding RSS Feeds to SharePoint
Before You Begin

You are logged into SharePoint with the <Your User Name> top-level site tab visible.
Data File
C:\091109Data\Configuring the Top Level Site\RSS URL.txt
Scenario
The next thing you wish to add to your top-level site home page is an RSS feed requested by the
legal team who will be using the site. The RSS feed is an external RSS feed that publishes articles
related to IPOs. The legal team wants an easy way to stay updated with the latest information from
this site. In this activity, you will configure the RSS Viewer Web Part to display an external RSS feed
on your site.
1. Add the RSS Viewer Web Part.

a) In SharePoint, on the <Your User Name> top-level Site page, on the ribbon, select EDIT.
b) On the right side of the page, under the Tag Cloud Web Part box, click inside the box so that the
cursor is visible.
Note: Doing this will automatically position the Web Part below the Tag Cloud
Web Part.
c) On the ribbon, select INSERT and in the Parts group, select Web Part.
d) In Categories section, select Content Rollup.
e) In the Parts section, select RSS Viewer and then select Add.
2. Configure the RSS Viewer Web Part.

a) Click inside the RSS Viewer Web Part, select the drop-down arrow, and select Edit Web Part.
b) Minimize SharePoint and open File Explorer.
c) In File Explorer, navigate to C:\091109Data\Configuring the Top Level Site.

d) Open the RSS URL.txt file and copy the URL in the file.
The URL is: http://feeds2.feedburner.com/IpoNewsFromRenaissanceCapital?format=xml.
e) Close the file and minimize File Explorer.
f) Open SharePoint.
g) In the RSS Viewer Web Part configuration box, in RSS Properties section, in the RSS Feed URL
box, paste the URL you just copied.
h) In the Feed refresh time (in minutes) box, delete the existing number and type 30
i) In the Feed Limit box, delete the existing number and type 3
j) Check the Show feed title and description box.
k) In the RSS Viewer Web Part properties configuration box, collapse the RSS Properties configuration
section and expand the Appearance section.
l) In the Title box, delete the existing text and type IPO News RSS Feed
m) Scroll down if necessary and select OK to close the RSS Viewer Web Part configuration box.
3. Export the RSS Viewer Web Part.

a) Click inside the RSS Viewer Web Part, select the drop-down arrow, and select Export.
b) In the prompt that appears at the bottom of the browser window prompting you to indicate if you
want to open or save the Web Part, select Save.
c) The prompt at the bottom of the page changes to inform you that the download has completed.
Select Open folder.
d) In the Downloads window, view the IPO New RSS Feed.webpart file in the downloads folder.
Note: You could import this Web Part and its configuration into other sites if
you wished.
e) Close the Downloads window.
4. Save the page and review the Web Part.

a) On the ribbon, select SAVE.
b) View the IPO News RSS Feed Web Part on the <Your User Name> top-level Site.

TOPIC C
Enable Email Connectivity for a Library
SharePoint libraries are excellent for storing documents and other types of data files. But to be the
primary repository for an organization’s information, libraries have to be as connected as the
organization, and be accessible in a number of ways.
Incoming Email Settings for Libraries and Lists

The Incoming E-Mail settings group is used to allow the library to receive incoming email and Incoming Email for Lists
new documents as attachments. When email is enabled for libraries, users can post documents to the and Libraries
library by sending them as email attachments to the library's email address. SharePoint email
integration must be enabled and configured on the SharePoint server and farm in order for this
settings group to be visible. This settings group allows you to configure an email address for the
library and other related options. Incoming E-Mail settings contain the following configuration
settings.
Figure 2-4: Incoming email for lists and libraries.
Setting Description
Incoming E-Mail Select to allow the library to receive email and assign the library an
email address. Default is No.
E-Mail Attachments Select how to handle attachments. You can:
• Save all attachments in the root folder. Use this if you prefer a flat
document structure.
• Save all attachments in a folder grouped by email subject. This
allows you to keep the root folder clean and you can instruct users
to reorganize email posted to documents regularly so that
documents adhere to your desired structure.
• Save all attachments in a folder grouped by email sender.
You can also choose to overwrite files with the same name or not.
Default is to save attachments in the root folder and to not allow file
overwrite.
E-Mail Message Select to save the incoming email message. Default is No. Set this to
Yes if you want to review email messages associated with email posts.
Lesson 2: Configuring the Top-Level Site | Topic C

Setting Description
E-Mail Meeting Allows you to save emailed meeting invitations. Another common
Invitations email integration point is to allow incoming email for calendars,
announcements, discussion boards, and event lists. Those lists
typically receive meeting invitation emails. Configuring this setting to
Yes allows you to create an archive of meeting invitations received.
E-Mail Security Allows you to choose to accept messages based on the permissions
associated with the library, or to accept messages from any user. The
default is to accept based on library permissions.
The Content Organizer

is covered in the Metadata and Email Submitted Files
Managing Archiving and
Compliance lesson of
The information stored with documents in SharePoint, called metadata, enables many of
this course. SharePoint's core features and capabilities. It's important that documents submitted by email have
their metadata properly entered. SharePoint has a feature called the Content Organizer that can help
with this.
information and job aids on How to Enable Email Connectivity for SharePoint.

ACTIVITY 2-3
Enabling Email Connectivity for SharePoint
Before You Begin

You are logged into SharePoint with the <Your User Name> top-level site tab open.
Data Files
C:\091109Data\Configuring the Top Level Site\All Individuals with Release Knowledge.xlsx
C:\091109Data\Configuring the Top Level Site\Customer IPO Code of Conduct and
Requirements.docx
C:\091109Data\Configuring the Top Level Site\Develetech Employees with Special Product
Knowledge.docx
C:\091109Data\Configuring the Top Level Site\Disclosure Information and Training.pptx
C:\091109Data\Configuring the Top Level Site\Memorandum of Understanding - IPO and New
Product Release.docx
C:\091109Data\Configuring the Top Level Site\New Product Release Process During IPO.pptx
C:\091109Data\Configuring the Top Level Site\Product Information Release Dates.xlsx
C:\091109Data\Configuring the Top Level Site\Required Disclosures.docx
Scenario
Client communications and client documentation are very sensitive, and many of your key users will
be travelling extensively. You want to make it easy for users to submit and store documents in
SharePoint through email. You have decided to group emails that are submitted so that it is easier to
sort them out later. In this activity, you will configure incoming email settings for a library.
1. Verify incoming email settings.
Note: You want users to be able to send documents to document libraries

through email if they choose to enable it. You will verify the current configuration
of the site collection.
a) On the <Your User Name> top-level Site page, in the Quick Launch area, select Documents to open
the documents library.
b) On the ribbon, select LIBRARY and in the Settings group select Library Settings.
c) On the Documents > Settings page, under Permissions and Management, select Enterprise
Metadata and Keywords Settings.
d) On the Enterprise Metadata and Keywords Settings page, in the Add Enterprise Keywords section,
check the Add an Enterprise Keywords column to this list and enable Keyword synchronization box.

e) In the Metadata Publishing section, check the Add values in Managed Metadata and Enterprise
Keywords fields to My Site profiles as social tags box.
f) Select OK.
2. Configure incoming email settings.

a) On the Documents > Settings page, under Communications, select Incoming e-mail settings.
b) On the Settings > Incoming E-Mail Settings page, in the Incoming E-Mail section, for Allow this
document library to received e-mail?, select Yes.
c) In the E-mail address box, type <Your User Name>TLSDocs
d) In the E-Mail Attachments section, for Group attachments in folders?, select Save all attachments in
folders grouped by e-mail subject.
Note: You can choose to have attachments populate at the top-level, leaving
the structure of the library flat. You may choose to have attachments grouped
by user name or subject so that users can come in at a later time and move
the documents where they need to go. It depends on how users in your
organization like to work.
e) For Overwrite files with the same name?, verify that No is selected.
f) In the E-Mail Message section, for Save original e-mail?, select Yes.
Note: If you want to track where messages came from, you could save original
emails.
g) In the E-Mail Meeting Invitations section, for Save meeting invitations?, verify that No is selected.
Note: You can email enable lists. If you have a calendar or event list, you may
wish to save meeting invites for archiving purposes.
h) In the E-Mail Security section, for E-mail security policy, verify that Accept e-mail messages based
on document library permissions is selected.

Note: With this setting selected, the document library will accept messages
only from people who are authorized to post content to this document library.
i) Select OK.
j) On the Documents > Settings page, in the Quick Launch area, select Documents to return to the
document library.
3. Test email access to the document library.

a) In Internet Explorer, open a new tab and browse to https://dt-dc-exch/owa.
b) On the Outlook Web App page in the box under Domain\user name type Develetech\<Your User
Name>
c) In the box under Password, type password12!
d) In Outlook Web App, on the ribbon, select new mail. The default password for
accounts in the
classroom is
password12! unless your
local setup technician
has configured a
e) In the new message area, in the To box, type <Your User different password.
Name>TLSDocs@sharepoint.develetech.com
f) Above the message area, select Insert→Attachment.
g) In the Choose File to Upload dialog box, browse to C:\091109Data\Configuring the Top Level Site.

h) Select all of the files in the folder except RSS URL.txt.
The files to select include four documents, two spreadsheets, and two presentations. The document
names are: All Individuals with Release Knowledge, Customer IPO Code of Conduct and
Requirements, Develetech Employees with Special Product Knowledge, Disclosure Information and
Training, Memorandum of Understanding - IPO and New Product Release, New Product Release
Process During IPO, Product Information Release Dates, and Required Disclosures.
i) Select Open.
j) In the Subject box, type Initial documents for TLS document library
k) Select Send.
l) Close the <Your User Name> Outlook Web App tab.
4. View documents submitted via email.

a) Switch back to SharePoint and refresh the page.
Note: You should be on the Documents library page. If you are not, navigate
there.

b) Review the new Initial documents for TLS document library folder in the library.
Note: It may take up to two minutes for the folder with the same name as your
email subject line to appear.
c) Select the Initial documents for TLS document library folder to open it and view the documents.
d) Click to the left of each document, spreadsheet, and presentation to select them all.
Note: Select all eight files, but do not select the message.

e) Drag the selected files to the Documents link in the Quick Launch area to move the files.
Note: To drag-and-drop the files, hover the mouse pointer over the name of
one of the selected files. Note that the document name becomes underlined.
Click and drag files to the Documents link. When the mouse pointer is over the
Documents link, the pointer will have the image of a document next to it, along
with the word "Move." Drop the files and they will be moved.
f) In the Quick Launch area, select Documents.
5. Organize and tag documents.

a) On the Documents page, click to the left of the All Individuals with Release Knowledge spreadsheet
and, on the ribbon, select LIBRARY and, in the Tags and Notes group, select Tags & Notes. The
Documents - All Documents dialog box is displayed.
b) In the My Tags box, type # and select #IPO from the Suggestions drop-down list.
c) Repeat step 5b to add the #Disclosures, #Requirements, and #Training tags to the documents.
This will add the tags to all documents currently in the folder.
d) When you are finished adding tags, select Save.
e) In the upper-right corner of the Documents - All Documents dialog box, select the X to close the
dialog box.
6. View the Tag Cloud Web Part.

a) In SharePoint, in the Quick Launch area, select Home to open the <Your User Name> top-level Site
page.

b) View the Tag Cloud Web Part.
Note: Because you have added documents with tags, the Tag Cloud Web Part
now has popular tags to show.

TOPIC D
Create and Configure Document Sets
If your organization produces documents as part of its deliverables and prefers to store documents
with additional information to help identify their use and applicability to business processes, then
the SharePoint document set feature can help.
Document Sets
Document Sets The document set content type is a folder-based content type that allows an organization to create and
manage multiple documents consistently. Document sets organize related documents into a single
view where they can be managed as a unit. Documents may be created and updated simultaneously
or in phases by one or more users and can include different types of files, such as Word documents
and spreadsheets. If a project or deliverable involves the creation of multiple documents, a
document set is often an efficient way to manage those documents. For example, this might be
helpful for project-based documentation and legal or financial interactions. Document sets allow
you to do the following:
• Specify the content types that are allowed in the document set, such as document files, images,
audio, or video.
• Specify any metadata that will be shared and synchronized with all documents in a set. For
example, a project name, point of contact, or case number.
• Specify default documents to be automatically created each time a new instance of the Document
Set is created. For example, a Document Set could create contracts, time sheets, or other
documents from a template.
• Create a custom welcome page for a Document Set. The page could display project information,
resources, or contact names.
• Configure workflows that are available to the Document Set.
Figure 2-5: Document sets.
Lesson 2: Configuring the Top-Level Site | Topic D

Enabling Document Sets

To use Document Sets in a site collection, the Document Sets feature must be enabled. To add a
document set to a list or library, that list or library must be configured to allow management of
content types.
information and job aids on How to Create and Configure Document Sets.

ACTIVITY 2-4
Creating and Configuring Document Sets
Before You Begin

You are logged into SharePoint with the <Your User Name> top-level site open in a tab.
Scenario
You need to carefully manage documents related to the IPO of your client. As such, you need to
create a Document Set so that all documents related to the IPO can be managed as a unit. Once you
create the Document Set, you will configure it to allow both versioning and check-out of
documents. You also wish to capture a snapshot of the initial documents submitted. In addition, you
will add a status column and enable approvals for documents in the set. In this activity, you will
create and configure a Document Set.
1. Verify Document Sets are activated for your site collection.

a) In SharePoint on the <Your User Name> top-level Site page, on the ribbon, select Settings→Site
Settings.
b) On the Site Settings page, under Site Collection Administration, select Site collection features.
c) On the Site Settings > Site Collection Features page, scroll down and locate the entry for Document
Sets. Verify that the Documents Sets feature is set to Active in the Status column.
Note: If you need to use Document Sets and they are not available, activate
the feature here. If you needed to disable Document Set functionality,
deactivate the feature by selecting Deactivate.
2. Allow management of content types.

a) On the Site Settings > Site Collection Features page, scroll up and, in the Quick Launch area, select
Documents to open the Documents library.
b) On the Documents page, on the ribbon, select LIBRARY and, in the Settings group, select Library
Settings.
c) On the Documents > Settings page, under General Settings, select Advanced settings.

d) On the Settings > Advanced Settings page, in the Content Types section, for Allow management of
content types?, select Yes.
e) Scroll to the bottom of the page and select OK.
3. Add the Document Set content type.

a) On the Documents > Settings page, in the Content Types section, select Add from existing site
content types.
b) On the Settings > Add Content Types page, select the Select site content types from drop-down list
and view the selections; select All Groups.
Note: You are selecting from all groups of content types available on the
server.

c) In the Available Site Content Types box, select Document Set and select Add.
d) Select OK.
e) On the Documents > Settings page, in the Quick Launch area, select Documents.
4. Create a Document Set.

a) On the Documents page, on the ribbon, select FILES→New, select the New Document drop-down
list, and then select Document Set.
Note: Select the arrow below the new document graphic to display the menu.
If you select the icon, you will activate the new document creation process.
b) On the New Document Set: Document Set page, in the Name box. type Rules of Engagement for
Customers Entering IPO
c) In the Description box, type Rules, requirements, training and other information for all employees
working on projects for customers entering the IPO process.
d) Select Save.
e) Once the Document Set is created, and the Documents > Rules of Engagement for Customers
Entering IPO page is displayed, review the interface.
Note: You can add documents to this Document Set the same way you can
add documents to the library.

f) On the Documents > Rules of Engagement for Customers Entering IPO page, in the Quick Launch
area, select Documents.
Note: View the Rules of Engagement for Customers Entering IPO Document
Set in the list of other files in the library. Notice that the icon is different as
well.
5. Add documents to the Document Set.

a) On the Documents page, select the eight files that you uploaded earlier and drag them into the
Rules of Engagement for Customers Entering IPO Document Set.
Note: You should have eight documents selected.
Note: To drag and drop the files, hover the mouse pointer over the name of
one of the selected files; the document name becomes underlined. Click and
drag the files to Rules of Engagement for Customers Entering IPO. When the
mouse pointer is over Rules of Engagement for Customers Entering IPO, the
pointer will have the image of a document next to it along with the word
"Move." Drop the files and they will be moved.
b) Select Rules of Engagement for Customers Entering IPO.
c) On the Documents > Rules of Engagement for Customers Entering IPO page, verify that the eight
files are listed here.
6. Enable versioning for the Document Set.

a) On the ribbon, select MANAGE.

b) Verify that, in the Manage group, Version History is present but not available.
c) On the ribbon, select LIBRARY and, in the Settings group, select Library Settings.
d) On the Documents > Settings page, under General Settings, select Versioning settings.
e) On the Settings > Versioning Settings page, in the Content Approval section, for Require content
approval for submitted items?, select Yes.
f) In the Document Version History section, for Create a version each time you edit a file in this
document library?, select Create major and minor (draft) versions.
g) Scroll down if necessary and, in the Require Check Out section, for Require documents to be
checked out before they can be edited?, select Yes.
h) Select OK.
i) On the Documents > Settings page, in the Quick Launch area, select Documents.
j) On the Documents page, select Rules of Engagement for Customers Entering IPO.
k) On the ribbon, select MANAGE.
l) Verify that, in the Manage group, the versioning options are now available.
m) Select Capture Version.
n) In the Capture Document Set Version dialog box, verify that for What versions of the items in the set
would you like to include in this version?, Latest major versions only is selected, and then select OK.

o) The Version History dialog box is displayed. Review it and then close it.
Note: This gives you a snapshot of the documents now present in the
Document Set.
7. Add a Status column to the library.

a) On the ribbon, select MANAGE and, in the Actions group, select Edit Properties.
b) Verify that the only properties available are Content Type, Name, and Description.
c) Select Cancel.
d) On the ribbon, select LIBRARY and, in the Settings group, select Library Settings.

e) On the Documents > Settings page, in the Columns section, select Add from existing site columns.
Note: You anticipate updating the documents with each version release of
software or when other unanticipated issues come up. You want to include a
Status column and Comments column to associate information with changes
to the version of the document set.
f) On the Settings > Add Columns from Site Columns page, verify that for Select site columns from,
you're selecting from All Groups.
g) In the Available site columns box, scroll down and select Status, and then select Add.
h) In the Available site columns box, scroll up and select Comments, and then select Add.
i) In the Options section, verify that the Add to all content types and Add to default view boxes are
both checked.
j) Select OK.
k) On the Documents > Settings page, in Quick Launch area, select Documents.
8. Update the status for the Document Set.

a) On the Documents page, next to Rules of Engagement for Customers Entering IPO, select the Open
Menu button. In the document preview window, select the Open Menu button, and then
select Edit Properties.

b) Verify that the properties for the Document Set now includes Status and Comments.
c) For Status, select Specify your own value, and in the box, type Initial rules - pre project start
d) In the Comments box, type This is the starting point. We will update at each release or on advice
from legal.
e) Select Save.
9. Approve changes.
Note: Because the Document Set changes require approval, you will now
approve them.
a) On the Documents page, on the ribbon, select LIBRARY→Manage Views. Then select the Current
View drop-down list and select Approve/reject items.

b) On the Documents page, verify the Pending status of the Rules of Engagement for Customers
Entering IPO changes.
c) Next to Rules of Engagement for Customers Entering IPO, select the Open Menu button. In the
document preview window, select the Open Menu button and then select Approve/Reject.
d) In the Approve Reject dialog box, select Approved.
e) Select OK.
f) Verify that the status of Rules of Engagement for Customers Entering IPO changed to Approved.
g) In the Quick Launch area, select Home to return to the <Your Use Name> top-level Site page.

Summary
In this lesson, you learned how to add a Tag Cloud Web Part to your site and bring in external news
through the RSS Viewer Web Part. You learned how to configure libraries to receive and store
attachments through email and how to activate and configure Document Sets in SharePoint.
How might you use Document Sets in your organization? use the social
A: Answers will vary, but may include defining Document Sets for each project or client. networking tools
provided on the
How might you use email-enabled libraries in your organization? LogicalCHOICE Home
A: Answers will vary, but may include expense report submission by remote and traveling users, or bulk
upload of content by off-site workers.
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in continued learning.
Lesson 2: Configuring the Top-Level Site |

3 Configuring Site
Collection Metadata
Lesson Time: 1 hour
Lesson Objectives
• Create a custom content type.
• Add columns to content types.
• Add a content type to a list.
Lesson Introduction
Many of Microsoft® SharePoint® 2013's core features and capabilities utilize and rely on the
additional information associated with content stored in SharePoint. This additional
information is used by people and automated processes to identify, categorize, and locate
information stored in SharePoint. These powerful data management features can be
extended and customized for your specific industry to site needs. In this lesson you will
configure site collection metadata and work with custom content types and columns in lists.
TOPIC A
Create a New Content Type
One of the easiest and most powerful ways you can customize SharePoint is to add custom content
types that enable SharePoint to identify and managed industry-, project-, or organization-specific
information.
Content Types
Content Type Settings A content type is a reusable collection of metadata such as columns, behaviors, and other settings that
define 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.
SharePoint comes with many content types already defined, including:
• Digital assets such as audio, video, and images.
• Document content types such as documents, a basic page, or a wiki page.
• List content types such as announcements, issues, schedule, and tasks.
• There are many other content types defined for business intelligences, community assets, folders,
and work groups.
Essentially, the objects, organizational structures, and data items such as documents are all defined
as content types, which allows metadata to be associated with those items. You can view, create, and
configure site content types from the site settings pages by selecting Site content types under the
Web Designer Galleries group. You can configure the following options for a content type.
Lesson 3: Configuring Site Collection Metadata | Topic A

Figure 3-1: Content types.
Setting, Action, or Description

Association
Name, description and The name and description of the content type and its intended use,
group. as well as the group of content types it belongs to. For example, the
document content type belongs to the Document Content Types
group.
Advanced settings Allows you to associate a template with the content type, specify
whether the content type is read-only, and configure any child
content types to inherit settings from this content type.
Workflow settings Allows you to create a workflow and associate it with the content
type. This is useful if you have workflows you wish to associate with
specific types of content or data items. For example, if you have a
workflow to capture and extract all task assignments for billing
purposes, you can associate this workflow with the task's content
type to make sure it is applied for any tasks defined by using the
tasks content type.
Delete this site content type Allows you to delete the content type.

Setting, Action, or Description

Association
Information management Allows you to name and describe the information management
policy settings policy setting associated with the content type as well as create a
policy statement that is displayed to end users. You can also enable
and configure data retention, auditing, bar codes and labels.
Retention and auditing settings are similar to site level settings,
expect that they are applied to the content type and will be enforced
wherever the content type is used. For example, you might create a
"Legal Document" content type and specify retention and auditing at
the content type level to make sure all legal documents are
consistently archived. Bar codes and labels are additional metadata
and can be required in order to save the item.
Document information The document information panel is the list or document information
panel settings that is displayed with the content type, such as size, date, and so on.
You can use the defaults or create a new document information
panel with Microsoft® InfoPath® and associate that document
information panel here for use with the content type.
Columns These are columns associated with the content type. For example,
the document content type has a single column associated with it, the
Title column, which is an optional piece of metadata. The Task list
content type has Task Name, Start Date, Due Date, Assigned to, and
many other columns associated with it. You can add or remove
columns from a content type. When doing so, you can add from
existing site columns or create custom columns.
Content Type Hubs

If you have a large SharePoint implementation, you can create a content-type hub site to maintain a
centralized store for terms, and content types in your organization.
Metadata
Metadata is a term used to describe information about data, or data about data. Metadata allows you
to associate additional information about the data that you store in SharePoint. For example, when
you create a task in a SharePoint task list, SharePoint provides columns to allow you to provide
additional information about the task. In addition to the task name, you can provide a start date, due
data, priority, and status for the task. There are two important things to understand from the
previous example; first, in SharePoint, metadata are the columns associated with an item. Start date,
due date, and priority are all columns that have been associated with the Task List content type.
Second, all of this metadata gives SharePoint users considerable power and flexibility. Users can
search for tasks assigned to them, or display tasks that are due in the next seven days, or create a
report of tasks that have been completed to send to their boss.
Custom Content Types

Create a custom content type in SharePoint whenever you need to define and describe data that
needs to be stored and tracked and must have a defined set of metadata describing it. Content types
can describe data to be input, such as human resource information for employee records, or type of
file that needs to be stored in SharePoint. You can view, create, and configure custom content types
from the site settings pages, by selecting Site content types under the Web Designer Galleries
group.

For example, if an organization wants to track employee information, they might make a list content
type named "HR Employee Data" and create site columns for employee ID, hire date, benefit level,
wage level, and so forth. A list can be created based on that content type, and restricted to HR
employees who can use the list to organize employees by length of employment or distribute benefit
information based on benefit level. In another example, an engineering company may store
computer aided design (CAD) files in SharePoint and may wish to create a CAD content type that
includes custom site columns for project name, site location, and local code ordinance numbers so
that metadata can be stored with the files.
Scoping Content Types

When thinking about the types of content types your users may need, think beyond the scope of
your division or department, think organizationally. Content types are designed to define common
items used by an organization, and be reusable. Focus on how your organization thinks and acts. A
project-focused organization might have project names, project managers, stakeholders, and various
customer data as custom content types. A nonprofit organization that operates based on grants may
have cost-center-based content types.
information and job aids on How to Create a Custom Content Type.

ACTIVITY 3-1
Creating a New Content Type
Before You Begin

Scenario
Communications from the customer about their IPO are very sensitive and impact both the product
release and development team schedule. You need to track how quickly team leads notify team
members to meet the requirements laid out in the service level agreement with the customer. In this
activity, you will create and configure content type named IPO Communications for this task.
Create a new content type.
a) On the <Your User Name> top-level Site page, on the Header, select Settings→Site settings.
b) On the Site Settings page, under Web Designer Galleries, select Site content types.
c) On the Site Settings > Site Content Types page, scroll down and review the list of content types.
Note: It's easy to see the function of certain content types, such as the Audio
or Image content types under Digital Asset content types, or the Document
content type under Document content types.
d) Scroll to the top of the page and select Create.
e) On the Site Content Types > New Site Content Type page, in the Name and Description section, in
the Name box, type IPO Communications
f) In the Description box, type Communications regarding work Develetech is doing related to IPO or
IPO information release.
g) Under Parent Content Type, in the Select parent content type from drop-down list, select List
Content Types.
Note: These status updates will be tracked in lists on various sites and at the
top-level site.

h) In the Parent Content Type drop-down list, select Message.
i) In the Group section, under Put this site content type into, select the New group radio button.
j) In the box under New group, type <Your User Name> Content Types
k) Select OK.
l) On the Site Content Types > Site Content Type page, view the settings for the new content type.
Note: You will come back to this page to add columns to this content type in
the next activity.

TOPIC B
Add Columns to Content Types
Once you've created a custom content type, the next thing you need to do is add columns to the
content type so that metadata is associated with the content type.
Site Columns in SharePoint

Site Columns in As stated earlier, columns in SharePoint store data about the content you're storing. Site columns are
SharePoint fundamental elements in SharePoint. Site columns represent a type of data, such as first name,
telephone number, task status, and so forth. Site columns are reusable, and can be applied to any
content type such as documents, libraries, or lists throughout your SharePoint site. For example, the
Title site column is associated with many different content types from documents to task items. You
can select any site column and associate it with any content type. Some content types, such as the
task list, have many site columns associated with them, some have very few. The document content
type, for example, has the Title column associated with it by default.
You can add additional columns to content types and lists if you want to store additional metadata
about specific types of items. You can also create custom site columns to track custom metadata.
For example, if your business is project-based, you may create several columns related to projects
such as project name, client name, and project reference number and associate those columns with
the document content type so that metadata can be included with documents in your organization.
You can view, create, and configure site columns from the Site Settings page by selecting Site
columns under the Web Designer Galleries group.
Lesson 3: Configuring Site Collection Metadata | Topic B

Figure 3-2: Site columns in SharePoint.
Example Usage Scenarios for Custom Site Columns

There are an unlimited number of potential uses for custom site columns. The following table lists
some examples of custom site columns, grouped by category.
Category How Site Columns Might Be Used Example Site Columns
Customer To associate customer names or • Customer Name

other customer metadata with • Customer Address
documents related to the • Customer Phone Number
customer.
• Customer Web Site
• Customer PO Number
Project To associate project names or • Project Name
other project metadata with • Project Manager
documents, files, and lists used in • Project Funding Approver
the project.
• Project Cost Center

Category How Site Columns Might Be Used Example Site Columns

Legal To associate legal or regulatory • Primary Legal Contact
information such as a case • Case Number
number with data stored in • Paralegal Contact
SharePoint.
• Applicable Ordinances/Laws
Technical To associate any desired technical • Development Cycle (Alpha, Beta, RC1,
information with a product, etc.)
project or service. For example, • Release Date
you might associate a revision • Development Languages / Technologies
number of a new release of
• Quality Assurance Test Passes Completed
software.
• Revision Number
• Product Specification Reference
• Service Level Agreement
Human To organize data, documents, and • Employee Number
Resource other information for distribution • Employee Cost Center
or access to employees that • Employee Status (FTE, Part Time,
match criteria stored in metadata. Contract, and more)
• Employee Pay Grade
• Employee Benefit Level
Funding To track funding sources for • Internal Cost Center
Source projects, resources, or budgetary • Client PO Number
purposes. • Grant Number
Organizational To associate organizational • Division
positions with employees, • Manager
resources, projects, or other • Organizational Unit
items. Large enterprise and
• Company
merger scenarios might have
complex tracking and reporting • Parent Company
hierarchies, and tracking this data
may make reporting simpler.
information and job aids on How to Add Columns to Content Types.

ACTIVITY 3-2
Adding Columns to Content Types
Before You Begin

You are logged into SharePoint with the Site Content Types > Site Content Type page open in a
tab.
Scenario
Now that you have created the IPO Communications content type, you need to add some site
columns to the content type for information that you wish to track. You need to create and add a
custom column as well as an existing column. In this activity, you will add columns to the IPO
Communications content type.
1. Add the Team Lead Notified column.

a) On the Site Content Types > Site Content Type page, under Columns, select Add from new site
column.
b) On the Site Columns > Create Column page, in the Column name box, type Team Lead Notified
c) Under The type of information in this column is, select Date and Time.
d) Scroll down if necessary, and in the Group section, in the Existing group drop-down list, verify that
Custom Columns is selected.
e) In the Additional Column Settings section, in the Description box, type The date the team lead
received this information
f) In the Additional Column Settings section, view the default settings.
Note: Your service-level agreement with the customer states that you have 24
hours to inform development teams of any urgent communications related to
the IPO. Because development teams have daily stand-up meetings, you will
review any IPO communications at that time, so you need to track only the
date, and not the time.

g) For Default Value, select Today's Date.
h) In the Update List and Site Content Types section, for Update all content types inheriting from this
type?, verify that Yes is selected.
i) Select OK.
2. Add the Development Team Lead Notified Column.

a) On the Site Content Types > Site Content Type page, under Columns, select Add from new site
column.
b) On the Site Columns > Create Column page, in the Column name box, type Development Team
Notified
c) Under The type of information in this column is, select Date and Time.
d) In the Group section, in the Existing group drop-down list, verify that Custom Columns is selected.
e) In the Additional Column Settings section, in the Description box, type The date the development
team was notified
f) In the Additional Column Settings section, for Default Value, verify that (None) is selected.
g) In the Update List and Site Content Types section, for Update all content types inheriting from this
h) Select OK.

3. Add the Task Status column.

a) On the Site Content Types > Site Content Type page, under Columns, select Add from existing site
columns.
b) On the Site Content Type > Add Columns page, in the Select columns from drop-down box, select
Core Task and Issue Columns.
c) In the Available columns box, select Task Status, and then select Add.
d) In the Update List and Site Content Types section, for Update all content types inheriting from this
e) Select OK.
4. Unhide the Title column.

a) On the Site Content Types > Site Content Type page, under Columns, select Title.
b) On the Site Content Types > Change Content Type Column page, in the Column Settings section,
for This column is, select Optional.
Note: By default the title is hidden in the parent content type, but we want it
visible for the lists using this content type.
c) Select OK.
d) On the Site Content Types > Site Content Type page, in the Quick Launch area, select Home.

TOPIC C
Add a Custom Content Type to a List
Once you've created your custom content type and added columns, the final step is to add the
content type for use somewhere in SharePoint.
Options for Using Custom Content Types in SharePoint

Once you've created a custom content type, you need to add it to a list or library in SharePoint so
that it can be used. Custom content types can be added to any list or library that is configured to
allow multiple content types, such as the Asset Library. When you add any content type to a list
library, you are enabling that list or library to store those types of items. You can also create a
custom list for your custom content type. For example, if you created an HR Employee Data
content type, you might create a custom list named Employee Data and associate the HR Employee
Data content type with the list. You could then configure list views and data entry requirements for
the list, so that the list becomes the primary method for adding, updating, and reporting employee
data. You could also add other site columns to the list as needed.
information and job aids on How to Add a Custom Content Type to a List.
Lesson 3: Configuring Site Collection Metadata | Topic C

ACTIVITY 3-3
Adding a Custom Content Type to a List
Before You Begin

Scenario
To make use of the new IPO Communications content type, you will create a custom list and add
the content type to it. You will configure list views so that necessary information is displayed and
test the list and content type. In this activity, you will add a custom content type to a list.
1. Add a custom list.

a) On the <Your User Name> top-level Site page, in the Quick Launch area, select Site Contents.
b) On the Site Contents page, select add an app.
c) On the Site Contents > Your Apps page, select Custom List.
Note: You may need to scroll to find this.
d) In the Adding Custom List dialog box, in the Name box, type IPO Communications
e) Select Create.
2. Allow management of content types in the list.

a) On the Site Contents page, in the Quick Launch area, under Recent, select IPO Communications.
b) On the IPO Communications page, on the ribbon, select LIST→Settings→List Settings.
c) On the IPO Communications > Settings page, under General Settings, select Advanced Settings.

d) On the Settings > Advanced Settings page, in the Content Types section, for Allow management of
content types?, select Yes.
e) Scroll down if necessary and select OK.
3. Configure library content types.

a) On the IPO Communications > Settings page, under Content Types, view the content type currently
allowed.
Note: Currently, the Item content type is the only allowed content type for this
list.
b) Under Content Types, select Add from existing site content types.
c) On the Settings > Add Content Types page, in the Select site content types from drop-down list,
select <Your User Name> Content Types.
d) In the Available Site Content Types box, select IPO Communications, and then select Add.
e) Select OK.
f) On the IPO Communications > Settings page, under Content Types, select Item.
g) On the Settings > List Content Type page, under Settings, select Delete this content type.
Note: This will delete the content from the list, not from the site.
h) In the Message from webpage dialog box, select OK.

i) On the IPO Communications > Settings page, in the Quick Launch area, under Recent, select IPO
Communications.
4. Create a new default view.

a) On the IPO Communications page, on the ribbon, select LIST→Manage Views→Create View.
b) On the Settings > View Type page, select Standard View.

c) On the Settings > Create View page, in the Name section, in the View Name box, type IPO
Communication Status
d) Check the Make this the default view box.
e) Scroll down, and in the Columns section, verify that Title (linked to item with edit menu) is checked,
and that the Position from Left drop-down list is set to 1.
f) In the Columns list, check the Body box, and in the Position from Left drop-down list, select 2.
Note: By default, the Title column is always listed first, and additional columns
are listed alphabetically.
g) Check the Development Team Notified box, and in the Position from Left drop-down list, select 4.
h) Check the Task Status box, and in the Position from Left drop-down list, select 5.
i) Check the Team Lead Notified box, and in the Position from Left drop-down list, select 3.
j) Scroll up and select OK.
5. Create a test entry.

a) On the IPO Communications page, select new item.
b) In the Title box, type Test Entry
c) In the Body box, type Text of message from customer
d) In the Team Lead Notified box, verify that today's date has automatically been entered.
e) Next to the Development Team Notified box, select the Calendar button, and then select
tomorrow's date.
f) In the Task Status drop-down list, select Completed.
g) Select Save.
h) On the IPO Communications page, view the new item in the list.
i) View the new item in the list.

j) In the Quick Launch area, select Home to return to the <Your User Name> top-level Site page.

Summary
In this lesson, you learned how to create custom content types, add columns to custom content
types, and add a custom content type to a list.
LearnTO Create and How might you use custom content types in your organization?
Manage Terms and A: Answers will vary, but may include creating custom content types for customers, or industry-specific
Term Sets from the content types.
screen or have students Where might you look in your organization to determine how your colleagues think about metadata?
navigate out to the
A: Answers will vary, but may include current file and folder structures, file naming standards, and folder
Course screen and
watch it themselves as a organization.
supplement to your
Note: To learn more about creating and managing term sets, refer to the LearnTO Create and
remind students to visit Manage Terms and Term Sets presentation from the LearnTO tile on the LogicalCHOICE
the LearnTOs for this Course screen.
course on their
LogicalCHOICE Course Note: Check your LogicalCHOICE Course screen for opportunities to interact with your
screen after class for classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
supplemental this course or other topics you are interested in. From the Course screen you can also access
information and available resources for a more continuous learning experience.
use the social
networking tools
provided on the
LogicalCHOICE Home
continued learning.
Lesson 3: Configuring Site Collection Metadata |

4 Managing Archiving and
Compliance
Lesson Objectives
• Configure site policies.
• Configure in-place records management.
• Configure an information management policy.
• Configure the Content Organizer.
Lesson Introduction
One of the most powerful sets of features in Microsoft® SharePoint® 2013 are the features
designed to help organizations declare, store, and manage records. Records management
and compliance is complicated and can be time consuming. It must also be done correctly in
order to meet both internal and external requirements.
TOPIC A
Configure Site Polices
Managing archiving and compliance is about managing how long information remains available in
an organization, after it is no longer needed or actively used. Many people think of individual
records and documents when considering compliance, but SharePoint administrators also need to
consider SharePoint sites. SharePoint sites store all the records and documents used for a project or
team. SharePoint administrators can use site polices to control what happens when SharePoint sites
are no longer needed or actively used. In this topic, you will configure site policies to control what
happens when SharePoint sites are closed.
SharePoint Site Policies

SharePoint Site Policies One of the key benefits of SharePoint is that all SharePoint features are available and easy to utilize
simply by creating a SharePoint site. In a robust and widely used SharePoint implementation,
SharePoint sites will be created as needed to support teams, projects, records management,
communities, and so forth. This is how SharePoint is designed to be used and how organizations
want their people to use SharePoint. The only drawback from this approach has been that once sites
are no longer needed, or no longer used, they tend to persist. These sites will continue to take up
storage space and may violate organizational data compliance policies regarding data being deleted
after a specified period.
Prior to SharePoint 2013, site deletion was entirely manual, and it was a cumbersome task. Whereas
deleting a site is simple, coordinating with site owners and site users, and ensuring data removal was
in line with organizational data retention policies is frequently not. Site polices are a new feature of
SharePoint 2013 designed to help control site proliferation. A site policy defines the life cycle for a
site by specifying when a site will be closed and a time frame after the site closure when it will be
deleted. When a site is closed, it no longer appears in lists of aggregated sites, such as Microsoft®
Outlook® or Project Server 2013. Users can still access a closed site and its content by using the site
URL to reach the site.
You configure SharePoint site policies at the Site Collection level, on the Site Settings page of the
top-level site, by selecting Site policies under Site Collection Administration. When creating a
site policy, you provide a name and an optional description for the policy and configure one of the
following site closure and deletion options.
Lesson 4: Managing Archiving and Compliance | Topic A

Figure 4-1: SharePoint site policies.
Option Description
Do not close or delete This option requires the site owner or site collection administrator to
the site automatically. manually delete the site.
Delete the site If a policy with this option is applied to a site, the site owner may close the
automatically. site manually, but the site will be deleted automatically. The policy will
specify a rule for deleting the site that has the following components:
• The action that triggers the site to be deleted. The trigger can be either
site creation or site closure.
• How long to wait after the trigger occurs before deleting the site. For
example, you specify to delete a site 90 days after it is closed, or one
year after it is created.
• To have SharePoint 2013 send an email notification to the site owner in
a specified amount of time (days, weeks, or months) before the site is
to be deleted. This notification would give the owner time to archive
critical data or request that site deletion be cancelled or postponed.
• To give site owners the option to postpone deletion of the site by
clicking a button in the SharePoint interface.

Option Description
Close the site This option gives the same choices for how to delete the site automatically,
automatically and and also requires administrators to specify how long after site creation that
delete the site the site will be automatically closed.
automatically.
The site collection will This is available for site policies configured at the top-level site in a site
be read only when it is collection only. When this check box is checked, site content becomes
closed. read only when a site is closed.
If a site collection with defined site policies is a content-type hub, those policies can be published
and shared across site collections. Site administrators can manage site closure and deletion on the
Sites Settings page of the site, by selecting Site closure and deletion under Site Administration.
There, administrators can close a site, open a site that has been closed manually, or request
postponement of site deletion.
Site Policies and Self-Service Site Creation

Site policies are valuable when used in conjunction with self-service site creation. Self-service site
creation is enabled by administrators at the farm level and allows users to create their own
SharePoint sites. When used in conjunction with site policies, a policy is applied to sites created by
users. The site classification may be required, optional, or hidden from the user. In cases where the
policy is required or optional, the user selects the policy to apply. This allows users to create their
own sites, but also helps ensure that user-created sites will adhere to corporate site policies.
Guidelines for Site Policies

Guidelines for Site Site polices are a new feature in SharePoint 2013 and provide administrators with an option for
Policies controlling site proliferation and reclaiming storage space used by abandoned and outdated
SharePoint sites. Follow these guidelines when implementing site policies for SharePoint:
• Consider publishing site policies and training site owners on procedures and responses.
Communicate thoroughly with site owners and other administrators about configuration settings,
options for site owners, procedures, and channels for requesting exceptions. Site policies are
designed to save administrators work, but could create more work if policies and options are not
clearly communicated and understood. Publish site policies so that administrators, site owners,
and users can review them.
• Consider access requirements when configuring site collection closure. You can opt to make a
site collection read-only when it is closed. Make sure that this setting is not in violation of
organization data retention policies and also works with any cleanup efforts by site owners. If
sites are to be archived, there may be superfluous data that should be trimmed out after closure
of the site collection.
• Consider corporate work styles when configuring time frames and notifications. Every
organization has a different corporate culture. Take that into consideration when scheduling
notifications to site owners about site deletions. Give site owners the time they need to archive
data. Work with site owners to get buy-in on site policy schedules.
• Consider corporate retention policies when configuring site deletion. SharePoint's retention
polices should match organizational data retention policies. If the organizational policy requires
unused data to be archived and removed within 180 days, SharePoint site policies should match
those schedules.
• Consider SharePoint server and farm backup schedules when configuring site deletion time
frames. Keep any SharePoint site data long enough to get a full backup of any sites that are
earmarked for deletion. This allows you to recover any sites from your server or farm backup if
data has been unexpectedly lost, or becomes required after a site has been deleted. For example,
if your farm is fully backed up at the end of every month, consider setting a 32-day schedule for
site deletion. That way you will be certain any deleted sites were backed up prior to being

removed. In that scenario you should also check monthly full backups to ensure they ran
appropriately before allowing sites to be deleted.
• Consider training administrative staff on site restoration. There is always a chance that a site will
need to be restored from server or farm backups. Make sure administrative staff is trained on
how to do this if the need arises.
information and job aids on How to Configure Site Policies.

ACTIVITY 4-1
Configuring Site Policies
Before You Begin

Scenario
To adhere to corporate policies, you need to make sure that any closed sites in your site collection
are managed properly. Sites that site owners choose to close should be deleted within 32 days of
closure to make sure a full backup of the site has run. Site owners should be notified immediately via
email with a follow-up email every week. In addition, site owners may postpone deletion for up to
six months. In this activity, you will configure SharePoint site policies.
1. Name and describe the policy.
a) On the <Your User Name> top-level Site page, on the Header, select Settings→Site Settings.
b) On the Site Settings page, under Site Collection Administration, select Site Policies.
c) On the Site Settings > Site Policies page, select Create.
d) On the Site Policies > New Site Policy page, in the Name box, type Site Closure and Deletion Policy
e) In the Description box, type Governs how site deletion will be handled.
2. Review and configure site closure and deletion.

a) In the Site Closure and Deletion section, select Close and delete sites automatically.
b) In the Site Closure and Deletion section, select Delete sites automatically.
Note: In your organization, sites are created and closed as needed during the
course of many projects. To save storage space and maintain the cleanliness
of the SharePoint farm, it is organizational policy to configure a Site Deletion
policy for 32 days after a site is closed. That allows for both a month end staff
meeting and monthly full backup to take place before a site is deleted.
c) In the Deletion Event drop-down list, verify that Site closed date is selected, and set the time frame
to + 32 days.
d) Verify that Send an email notification to site owners this far in advance of deletion is checked, and
configure the time frame to 32 days.
Note: It's policy to notify site owners the same day a site is marked for
deletion.
e) Verify that Send follow-up notifications every is checked, and configure the time frame to 7 days.
Note: With these settings, owners will get a reminder once a week until
deletion occurs.

f) Verify that Owners can postpone imminent deletion for is checked, and configure the time frame to 6
months.
Note: If an owner wants to keep a site longer, that isn't a problem; the
postponement deadline is generous.
3. Configure site collection closure.

a) In the Site Collection Closure section, check the The site collection will be read only when it is
closed box.
Note: It's company policy that site collections are made read-only when
closed.
b) Select OK.
c) On the Site Settings > Site Policies page, view the new policy.
4. Create a subsite to test site policies.

a) In the Quick Launch area, select Site Contents.
b) Scroll to the bottom of the Site Contents page. Under Subsites, select new subsite.
c) On the Site Contents > New SharePoint Site page, in the Title box, type <Your User Name> Site
Closure Test
d) In the URL name box, type closuretest
e) In the Template section, for Select a template, on the Collaboration tab, verify that Team Site is
selected.

f) Scroll down and in the Navigation section, for Display this site on the Quick Launch of the parent
site?, select Yes.
g) For Display this site on the top link bar of the parent site?, verify that No is selected.
h) In the Navigation Inheritance section, for Use the top link bar from the parent site?, select Yes.
i) Select Create.
5. Apply the policy and close the site to test.

a) On the <Your User Name> Site Closure Test page, on the Header, select Settings→Site settings.
b) On the Site Settings page, under Site Administration, select Site Closure and Deletion.
c) On the Site Settings > Site Closure and Deletion page, in the Site Closure section, verify that the
Close this site now option is not yet available.
d) In the Site Policy section, expand the drop-down list and select Site Closure and Deletion Policy.
Note: Site owners have to manually apply the policy to their sites.
e) Select OK.
f) On the Site Settings page, under Site Administration, select Site Closure and Deletion.
g) On the Site Settings > Site Closure and Deletion page, select Close this Site Now.
Close this site now is now available as an option.

h) Review the change in options and information on the page.
Note: You can see a time stamp for when the site was closed. You also have
an option to open the site.
i) In the Site Deletion section, review the notification and options.
j) You are told when the site will be deleted and you have the option of postponing site deletion for one
month. SharePoint gives site owners only a one month extension; the policy settings override this. In
this case, the site owner could request an extension for up to six months per the policy. That means
they would have to come back here six times, and select the Postpone for 1 month each time. After
six months, the option would no longer be available. Select OK.
k) On the Site Settings page, in the Top Links bar, select <Your User Name> top-level Site.

TOPIC B
Configure In-Place Records Management
When managing records, some organizations prefer to centrally control where records are stored,
and manage them from there. Other organizations prefer to have records available in the same lists
and libraries as other data, so that team members can continue to interact with them, without having
to navigate to a separate records center. SharePoint provides an option for this type of records
management. In this topic, you will configure and use in-place records management.
Overview of Records and Records Management

A record is an electronic or physical document that serves as evidence of some activity performed by Records and Records
an organization. The activity might be a transaction, proof of receipt of materials or information, or Management
even a log of specific communications or events. Records need to be identified and retained for
some period of time to be considered proof that activities took place. Records are often kept for
internal reasons such as tracking financial information or for compliance with regulatory, tax, or
other laws and regulations that govern the operation of the organization.
To manage records, an organization must do the following:
• Determine what information, documents, files, and other data are to be considered records.
• Determine how documents that will become records will be handled while they are actively being
used, and how they should be collected and stored once they become records.
• Determine how records should be stored and for what duration to meet legal, business, or
regulatory requirements.
• Implement solutions and business processes to help ensure the organization complies with its
records management obligations.
• Perform record-related tasks such as deleting or disposing of records that have expired, or
discovering and holding records for review that are required for external audits and lawsuits.
Lesson 4: Managing Archiving and Compliance | Topic B

Figure 4-2: Records and records management.
SharePoint Records Management

One of the most difficult aspects about records management is doing it in a cost-effective and non-
intrusive way. SharePoint 2013 offers records management solutions that organizations can use to
meet their compliance needs, with built-in features and tools that make record declaration painless
and retention, discovery, and access easy. SharePoint has the following options for records
management.
Records Management Option Description
Records Center The Records Center is a site template that creates a site for storing,
organizing, and retaining records. A Records Center site offers
many features that facilitate record declaring and organizing records
as well as meeting other compliance requirements.
In-place records management In-place records management allows you to declare documents and
other files as records in the location where the item currently
resides. For example, a financial report might be declared as a
record from inside the F&A document library. The document will
remain in the library, but will be managed as a record by
SharePoint. In-place records may have different retention or access
settings.

Records Management Option Description

Hybrid approach In this case, you use both a Records Center site and in-place
records management. In this scenario, you might leave records in-
place for a period of months or years before moving them to the
Records Center site.
SharePoint Records Center

The Records Center is a SharePoint site template designed to be a central repository for an
organization, and to help the organization implement record management and retention. The
Records Center site supports all aspects of the records management process, including record
collection, record management, and record disposition. In addition to standard site features, a
SharePoint Records Center has the following records management features.
Records Management Description

Feature
Vault abilities Supports vault abilities to preserve and protect records while
allowing for easy discovery and categorization, including:
• No modification of records by the system. This ensures records
uploaded in the Records Center are identical when they are
retrieved.
• Available configuration settings to prevent record tampering by
versioning any changes made to document contents and by
auditing specific types of changes.
• Allowing additional metadata that is separate from record
metadata. Managers can add and maintain metadata on items
separately from metadata stored with a record, so that the
information related to records management tasks such as
classification, reclassification, case numbers, or other information
can be updated without modifying the underlying record. Changes
to metadata are also versioned.
Information management Information management policies may be configured and applied to
policy enforcement all records in the Records Center. Policies may include settings that
control auditing, retention, bar codes, and labels.
Record collection This is a programmable interface that enables organizations to
programmable interface configure both document management and email systems to allow
for submission of files to the Records Center through a web service
using the SOAP protocol or through email with the SMTP protocol.
Record routing When you create a Records Center, you configure a record routing
list to route incoming records to their proper destination based on
their records type. Routes apply to records that are manually or
automatically submitted.
Hold This allows an organization to place records on a Hold list. If records
are requested as part of a legal discovery, litigation, audit, or
investigation, organization will put records on hold. Records on hold
are suspended from any expiration policies that would normally be
applied and thus are protected from destruction. For example, if a
company is audited, records can be placed on hold until the audit is
completed. Records can be placed on more than one hold at a time,
and records managers can easily locate held items.

Records Center Site Design

A Records Center site is typically designed and configured by records management personnel and IT
staff to support and implement the organization's file plan.
In-Place Records Management

The in-place records management feature in SharePoint allows records to be declared on any site,
library, or list. With in-place records management, documents that are records can continue to be
part of the collaborative workspace, and remain accessible alongside other, related documents. At
the same time, records can be declared and managed according to SharePoint and organizational
polices. In-place records management is useful in scenarios where records must be tracked over the
long term, even while projects are ongoing. For example, if a legal firm is handling the initial public
offering (IPO) of a company, all external communications about the IPO might need to be declared
as records and follow strict retention policies even while the IPO process is ongoing.
In-place records management can be activated at the site collection level. Once activated for the site
collection, lists and libraries by default allow for manual declaration of records. Site owners can opt
to disable in-place records declaration for lists and libraries on a case-by-case basis.
Records Center vs. In-Place Records Management in

SharePoint
There are subtle but important differences between using the Records Center site and using in-place
records management in SharePoint. The following table breaks down the differences.
Issue or Capability Records Center In-Place Records Management
Management of record Records are automatically Different policies for active documents and
retention. placed in the correct folder records may be applied based on the content
by the content organizer type or location of the item. Site owners
based on the record's would have to make sure organizational
metadata. retention policies were configured and
consistently applied.
Record access Yes. Records are assigned No. Permissions don't change when a
restrictions applied permissions when they are document or item is declared a record. Site
automatically. added. owners can configure permissions restricting
who can edit and delete records.
Maintain all document Users must send each Versioning needs to be turned on. Once it is,
versions as records. version of a document to versioning is automatic.
the Record Center for each
version to be stored.
Ease of locating Easier. All records are in Harder. Records are likely spread across
records (for records one location. multiple sites, lists, and libraries.
managers).
Ease of locating Harder. A link to the Easier. The records are in their normal
documents and record can be added to the collaboration space.
information (for team collaboration site when the
collaboration). document becomes a
record, but users need to
travel outside of their
normal collaboration site
to retrieve the record.

Issue or Capability Records Center In-Place Records Management

Extraneous content. Records Center contains Site is a collaboration space and will likely
only active documents. contain active and inactive documents
(records). Views can be created to show
records only.
Audit capability. Records Center has full Depends on the audit policy of the site. Sites
records auditing may have different audit policies. To ensure
capabilities. compliance, site administrators need to
create site audit polices that mirror records
management audit requirements.
Administrative access Records managers with Site administrators have permission to
and security. assigned permissions can manage records and active documents.
manage the records Records managers could also be given
archive. permissions, but this may be cumbersome as
they might need access to many sites, lists,
and libraries.
Guidelines for Deciding on a Records Management Strategy in

SharePoint
When deciding how to implement records management in SharePoint, you need to choose among Guidelines for
using the Records Center site, in-place records management, or a hybrid solution using both. When Determining a Records
making this decision, use the following guidelines to help you decide: Management Strategy in
SharePoint
• Consider if in-place records management is appropriate or allowed.
• Consider what additional administrative tasks and time will be required to support in-place
records management. This may include creating records-only views for lists and libraries,
configuring information management policies and permissions for lists and libraries, and training
records managers to locate records.
• Consider if your industry requires records be kept separate from active documents.
• Consider if site administrators can be trusted to manage a site that contains records.
• Consider if you need different or more restricted access permissions for records than are in use
on collaboration sites. Will applying more restrictive permissions to collaboration sites hinder
collaboration, making the site less useful?
• Consider if you need records backed up on a different schedule than for collaboration sites. Can
the backup schedule for collaboration sites be modified to meet the requirements for records?
• Consider how long the collaboration site will be used. If records are to be stored after the site is
no longer in use, then the collaboration site will have to be maintained or you will have to move
records or a Records Center after the collaboration site is closed.
• Consider if collaboration site users need frequent access to the documents declared as records.
This may depend on what must be declared as records. For example, if your organization
declares press releases and communications about what to include in press releases as records, it's
unlikely that there will be a strong need for continued access to that information after the press
release has been issued. If the organization declares revisions to product specifications as
records, there is likely to be strong need for continuing access to those records.
• Consider if records managers are responsible for records only, or responsible for all information.
If records managers are responsible only for official records, a separate Records Center site will
make their job easier.
Site Collection Record Declaration Settings

You configure the following record declaration settings at the site collection level, under Site
Collection Administration, by selecting the Record declaration settings link.

Section Setting Description
Record Restrictions No additional The same actions are available for records and non-
restrictions records.
Block delete Records can be deleted, but not edited.
(DEFAULT)
Block edit and delete Records edited or deleted. To change a file declared
as a record, record declaration must be revoked.
Record Declaration Manual record
Availability declaration in lists and
libraries should be:
Available in all By default, records can be declared manually in lists
locations by default and libraries. Manual record declaration may be
(DEFAULT) disabled on a case-by-case basis on lists and
libraries by site administrators.
Not available in all By default, records may not be declared manually in
locations by default lists and libraries. Manual record declaration may
be enabled on a case-by-case basis on lists and
libraries by site administrators.
Declaration Roles Declaration of records
can be performed by:
All list contributors Anyone with add and edit permissions may declare
and administrators records.
Only list Only list administrators may declare records.
administrators
Only policy actions The system can declare records based on
configuration, rules, and workflows.
Undeclaring a record
can be performed by:
All list contributors Anyone with add and edit permissions may
and administrators undeclare records.
Only list Only list administrators may undeclare records.
administrators
Only policy actions. The system can declare records based on
configuration, rules, and workflows.
Library Record Declaration Settings

You configure the following record declaration settings in lists and libraries by accessing list or
library settings and selecting the Record declaration settings link under Permissions and
Management.
Section Setting and Description
Manual Record Declaration Use the site collection default setting. (DEFAULT)
Availability
Always allow manual declaration of records.
Never allow manual declaration of records.

Section Setting and Description

Automatic Declaration Automatically declare items as records when they are added to
the list.
Automatic Declaration Mapping to Site Declaration Roles Settings

If automatic declaration is enabled, any item added is automatically declared a record. This counts as
a policy action when mapping to site declaration role settings.
information and job aids on How to Configure In-Place Records Management.

ACTIVITY 4-2
Configuring In-Place Records Management
Before You Begin

Scenario
Because the client being supported by this site collection will be going through the IPO process, you
need to make sure selected records are kept based on policies. You want team leads and list
administrators, to be able to declare any documents they feel are important as records wherever the
documents may be. In this activity, you will create and configure in-place records management.
1. Turn on in-place records management.
a) On the Header, select Settings→Site settings.

b) On the Site Settings page, under Site Collection Administration, select Site collection features.
c) On the Site Settings > Site Collection page, scroll down and, for In Place Records Management,
select Activate.
Note: The page will refresh and put you back at the top of the page.
d) Scroll down and verify that In Place Records Management is Active.
2. Review site record declaration settings.

a) On the Site Settings > Site Collection Features page, select the Site Settings page title.
Note: Selecting the Site Settings portion of the page title will take you back to
the Site Settings page.
b) On the Site Settings page, under Site Collection Administration, select Record declaration settings.
c) On the Record Declaration Settings page, in the Records Restriction section, select Block Delete.
Note: You have the option to block editing and deletion. Records may be
edited as the project progresses, and those changes will be tracked through
versioning, but you don't want records deleted.

d) In the Record Declaration Availability section, select Available in all locations by default.
e) In the Declaration Roles section, for The declaration of records can be performed by, select Only list
administrators.
f) For Undeclaring a record can be performed by, verify that Only list administrators is selected.
g) Scroll down and select OK.
3. Configure manual declaration in the documents library.

a) On the Site Settings page, in the Quick Launch area, select Documents.
Moving from record b) On the ribbon, select LIBRARY and, in the Settings group, select Library Settings.
declaration settings in c) On the Documents > Settings page, under Permissions and Management, select Record declaration
Site Settings to record settings.
declaration settings in a
library can be confusing.
Remind learners that in
step 3 they are
configuring record
declaration at the library
level.

d) On the Library Record Declaration Settings page, in the Manual Record Declaration Availability
section, verify that Use the site collection default setting: Allow the manual declaration of records
radio button is selected.
Note: With this setting, users can manually designate any file as a record.
e) Select OK.
4. Declare records manually.

a) In the Quick Launch area, select Documents to return to the Documents library.
b) Select the Rules of Engagement for Customers Entering IPO document set.
c) On the Documents > Rules of Engagement for Customers Entering IPO page, click to the left of all
the documents to select them.
Note: There should be eight documents to select.
d) On the ribbon select FILES and, in the Manage group, select Declare Record.
e) In the Message from webpage dialog box, select OK to indicate that you want to declare that the
selected documents are records.
For some reason, the
f) View the All individuals with Release Knowledge spreadsheet in the document set. You should see padlock icon does not
a Padlock icon next to documents that are declared as records. always show.

g) In the Quick Launch area, select Home to return to the <Your User Name> top-level Site.

TOPIC C
Configure Information Management Policies
A key aspect of managing records and maintaining compliance is to make sure both records and
non-records are stored, and that they are deleted when they should be. SharePoint allows
administrators to create polices to automate the management of both records and non-records. In
this topic, you will create and configure information management polices.
SharePoint Information Management Policies

SharePoint information management policies specify rules for how to handle auditing, retention, bar SharePoint Information
code associations, and label associations for a type of content. The policies help organizations track Management Policies
data and data-related actions, apply data standards and practices consistently, enforce desired
business practices, and comply with legal and regulatory requirements. For example, a bank might
create an information management policy that audits specific actions and configures a retention
period for financial filings. SharePoint allows you to configure the following policy features in an
information management policy:
• Auditing, to log who accesses or takes other action on information in the Records Center.
Information management auditing policies are similar to auditing policies you can configure for
lists and libraries.
• Retention, to define how long records should be stored and what action should occur when the
retention period ends, such as deletion or the initiation of a Disposition Approval workflow. The
retention period usually begins when a record is initially submitted to the Records Center.
• Bar codes, to support storage of records with a unique bar code image and numeric value. The
value of the bar code is stored and indexed along with the electronic version of the record. When
there are physical as well as electronic versions of records, bar codes are useful in correlating the
electronic records to their physical counterparts.
• Labels, to include a label that contains important information on documents that are printed.
You can specify the type of information to include as part of the policy. For example, you might
enable labels so that records are printed with a "Confidential" label, or with a label that includes
the project name and project manager's name.
Figure 4-3: SharePoint information management policies.
Retention Schedules
One of the most common types of information management policy is a retention schedule policy. A
retention schedule defines how long records and non-records are to be retained, and what action is
to be taken once files and records are no longer to be retained. You can enable retention schedules
at the Site Collection level, on the Site Settings page of the top-level site, under Web Design
Galleries by selecting the Site content types link. You can enable retention for content types that
you desire and configure retention stages.
Lesson 4: Managing Archiving and Compliance | Topic C

You can also set up a retention schedule in a list or library by accessing the list or library settings
page and selecting information management policy settings under Permissions and Management,
where you can configure the following:
• Source of retention to define if the retention schedule is to be applied to a specific content-type.
Retention schedules are defined at the site level. Select the Library and folders option to apply a
unique retention schedule to a specific library or list and have that policy applied regardless of
content-type–based schedules.
• Description to explain the goal of the retention settings.
• Library-based retention schedule that allows you to configure retention stages for both records
and non-records. You can configure multiple stages, each with a defined event that starts the
stage and an action when the stage ends. For example, you might have a multi-stage schedule
where the initial stage starts when a file is added and ends after 180 days when the file is declared
a record. The next stage would begin when the file is declared a record and end after 180 days by
having the file transferred to the record center site. You can specify that records and non-records
are treated differently and configure different sets of stages for records and non-records.
Separating Records from Non-records

If you wish to treat records and non-records differently for retention purposes, configure a non-
record retention schedule stage; then, under Records, select the Define different retention stages
for records radio button. You do not need to add retention stages for records. If non-records have
a retention stage and you have selected to define different retention stages for records, records will
be held indefinitely unless otherwise configured by having a retention stage for records added.
information and job aids on How to Create and Configure an Information Management
Policy.

ACTIVITY 4-3
Configuring an Information Management Policy
Before You Begin

Scenario
Your goal for the documents library at the top-level site is to store records only. Your manager has
signed off on a paper-based policy stating that all documents that should be kept as records, should
be declared as records within 60 days. You will configure an information management policy to
comply with that objective and remove non-record files from the library. In this activity, you will
configure an information management policy for the documents library.
1. Create an information management policy.

a) In the Documents section of the page, select Rules of Engagement for Customers Entering IPO.
b) On the Documents > Rules of Engagement for Customers Entering IPO page, on the ribbon, select
LIBRARY and, in the Settings group, select Library Settings.
c) On the Documents > Settings page, in the Permissions and Management column, select Information
management policy settings.
d) Next to Source of retention for this library: Content Types select Change source.

e) On the Edit Policy: Library Based Retention Schedule page, select Library and Folders.
f) In the Message from webpage dialog box, select OK to indicate that you are aware this may
override other retention policies.
2. Configure a retention stage.

a) On the Edit Policy: Library Based Retention Schedule page, under Non-Records, select Add a
retention stage.
b) In the Stage properties - - Webpage dialog box, under Specify what caused the stage to activate,
verify that the This stage is based off of a date property on the item radio button is selected.
c) Select the Time Period drop-down box and view the options. Select Created.
d) In the box next to the Time Period drop-down box, type 60
e) Select the last drop-down box to expand the list of options and select days.
3. Specify an action.
a) In the Stage properties - - Webpage dialog box, in the Action section, under When this stage is
triggered, perform the following action, select the drop-down box to expand the list of options.
b) Review the list of options.
Note: You can move a file or item to the recycle bin, permanently delete it,
transfer it to another location, start a workflow, declare a record, delete
previous drafts, or delete all previous versions.

c) Select Move to Recycle Bin.
d) Select OK.
4. Define an information management policy for records.

a) On the Edit Policy: Library Based Retention Schedule page, review the currently selected radio
button under Records.
Note: If left configured this way, records would also be moved to the Recycle
Bin after 60 days.
b) Under Records, select the Define different retention stages for records radio button.
c) Review the message that is displayed once the Define different retention stages for records radio
button is selected.
Note: By selecting different policies for records, records will not expire until a
stage is added. No further configuration is required.
d) Select OK.
e) On the Top Links bar, select the <Your User Name> top-level Site.

TOPIC D
Configure Content Organizer Rules
In an organization that strives to manage data and records, tools that can automatically sort or
organize content and deliver it to the proper destination lists and libraries can help save time and
maintain compliance. In this topic, you will activate and implement the Content Organizer in
SharePoint.
Content Organizer
The Content Organizer The Content Organizer is a SharePoint feature that can automatically manage some library tasks
such as routing documents to libraries and dealing with duplicate submissions. The Content
Organizer can automate some document management in SharePoint and help ensure documents
and libraries are managed consistently. The Content Organizer can do the following tasks:
• Provide a Drop Off Library where documents can be submitted or dropped off. Once in the
drop off folder, the Content Organizer can require that metadata be input to complete the
submission of dropped off content. Once submission is complete, content can be routed.
• Route documents to different libraries or folders. When routing rules are configured for the
Content Organizer, it acts as gatekeeper, routing any documents it can once they are uploaded to
the Drop Off Library. In order to route a document, a rule must be configured that determines
where to route it. Rules are based on content type or metadata. Each time a document is
uploaded to the Drop Off Library, the Content Organizer reviews its rules to determine if and
where the document can be routed. If a rule applies to the document, the content organizer
routes the document to the correct library or folder, which can be located in a different site
collection. If a rule is not found that applies to the content, the content remains in the Drop Off
Library.
• Manage the maximum number of items in folders. The Content Organizer can monitor the
number of items in folders, and ensure that the number of items in the folder doesn't exceed the
number you specify. In SharePoint, the default limit is 2,500 items. When the number is
exceeded, the Content Organizer automatically can create a new folder for placing documents.
Limiting the number of items in a folder can be very important, especially for large SharePoint
implementations that store many files. Limiting the number of items in a folder can help keep
folder and library searches efficient so data can be sorted and located in a timely fashion.
• Manage duplicate submissions. When a document that already exists in the library is uploaded,
the Content Organizer either uses SharePoint versioning or changes the file name by adding
unique characters to preserve both documents.
• Maintain audit logs. The Content Organizer can keep audit logs associated with a document,
stored with a document after it has been routed.
• Specify rule managers. Rule managers are users who can respond when incoming documents
don't match a rule.
The Content Organizer must be enabled at the site level before it can be used. Once the Content
Organizer is enabled, the Content Organizer Settings link under Site Administration is used to
configure the Content Organizer.
Lesson 4: Managing Archiving and Compliance | Topic D

Figure 4-4: The Content Organizer.
Content Organizer Rules

Routing rules define where the Content Organizer should route documents within SharePoint based Matching Rules to
on content type and the metadata associated with the document. By configuring routing rules for the Content
Content Organizer, you can both automate and consistently enforce records management
requirements in your organization, and even create subfolders in libraries when a specified
maximum number of items is reached.
Routing rules may be a large component of your record file plan and Content Organizer rules
should generally match document flow in your organization. Any SharePoint site can be enabled for
document routing and the Content Organizer can route documents to a Records Center site, or any
other type of site, and even across site collections. The Content Organizer can pick up documents
for routing when they are submitted via a web service or email, or when they are uploaded to the
Drop Off Library. Any documents that cannot be routed by rules are left in the Drop Off Library
for manual processing.

Figure 4-5: Matching rules to content.
You select a content type first. That content type determines what properties are available to match
the content. When creating Content Organizer rules, you must define the following.
Setting Option Description
Name Name of the Content Organizer rule.

Rule Status and Active The rule is active and will be considered when
Priority routing content. When you select a rule as active,
you assign a priority level from 1 to 9. Higher
priority rules are processed first, and may route
content before other rules are processed. The first
applicable rule will be used to route content.
Inactive The rule will not run on incoming content and,
therefore, will not route any incoming content.


Submissions Content type: Group This section is where you configure the content type
Content Type of the item. The content type is used to select which
properties are available to match content. This drop-
down box lists available groups of content types
such as Digital Asset content types or Document
content types. The actual content type is selected
from the Type drop-down list described next.
Content type: Type Use this drop-down list to select a content type from
the group of content types chosen previously. For
example, if you selected Document Content Types
in the Group drop-down, then you could select a
document content type such as Document, Form,
or Wiki Page.
Alternate names Allows you to check the box to define alternative
names for the content type if alternative names are
used in other sites. This is often used for custom
content types that may have different names on
different sites. You can add multiple alternate names.
Conditions Property-based Property-based conditions are what SharePoint uses
conditions: Property to match content to Content Organizer rules. The
Property drop-down list allows you to select the
property that you wish to match, in order for the
rule to apply to the content. The options available in
this drop-down list are different for different
content types. For example, if you selected the
Document Content type in the Submission
Content Type section, the properties available to
select include Name and Title. If the selected
content type was Rich Media Asset, then the
properties available to match are Name, Title, and
Keyword.
Property-based An operator to use when matching content
conditions: Operator properties to content. Operators are statements such
as "is equal to," "is not equal to," "is empty," or
"begins with."
Value The value that must be matched in order for the rule
to apply to content. For example, if you selected the
Document content type, the Title property and the
"contains all of" operator, then you might type the
value Project Purple in this field so that the rule
applies to all documents with Project Purple in the
document title.
Target Location Destination Select a SharePoint destination such as a library to
send content to.
Automatically create Configures the Content Organizer group with
a folder for each similar documents together inside folders, inside the
unique value of a destination library.
property


Custom router If a custom router app is installed and configured,
having this option selected can perform special
processing of the content once content is
determined to match a rule.
information and job aids on How to Configure Content Organizer.

ACTIVITY 4-4
Configuring the Content Organizer
Before You Begin

Data Files
C:\091109Data\Managing Archiving and Compliance\Project Green Specification Addendum
C:\091109Data\Managing Archiving and Compliance\HR Training Presentation
Scenario
The client's impending IPO makes tracking documents, storing them correctly, and declaring
records critical to meeting regulatory rules. Because of that you will implement the Content
Organizer to route and store documents for the project, and to help ensure all required metadata is
captured. The code name for this project is Project Green. All documents about the project will
have these words in the document name. In this activity, you will configure the Content Organizer
and will add a rule that will capture all project green documents and deliver them to the documents
library where they can be reviewed to see if they should be stored as records.
1. Enable the Content Organizer for the site.

a) In SharePoint, on the <Your User Name> top-level Site page, on the Header, select Settings→Site
Settings.
b) On the Site Settings page, under Site Actions, select Manage site features.
c) On the Site Settings > Site Features page, scroll down and locate the entry for Content Organizer
and select Activate.
d) In the Quick Launch area, under Recent, verify that the Drop Off Library link is now visible. This is
created automatically when you activate the Content Organizer feature for a site.
e) At the top of the page, select Site Settings to return to the Site Settings page.
2. Configure the Content Organizer.

a) On the Site Settings page, under Site Administration, select Content Organizer Settings.

b) On the Site Settings > Content Organizer: Settings page, in the Redirect User to the Drop Off Library
section, verify that the Require users to use the organizer... box is checked.
Note: This directs uploaded documents to the Drop Off folder.
c) In the Sending to Another Site section, verify that the Allow rules to specify another site as a target
location is unchecked.
Note: You want documents that meet your criteria to be uploaded to the Drop
Off folder in this site.
d) In the Folder Partitioning section, check the Create subfolders after a target location has too many
items box.
e) Under the Create subfolders after a target location has too many items check box, verify that the
Number of items in a single folder setting is configured for 2500 and that the Format of folder name
setting is configured with Submitted after %1.
Note: These configuration settings are recommended. The %1 variable will be

replaced by the date and time the folder is created.
f) In the Duplicate Submissions section, verify that Use SharePoint versioning is selected.
g) In the Preserving Context section, check the Save the original audit log and properties of submitted
content box.
Note: This will ensure a more complete audit trail.
h) In the Rule Managers section, verify that <Your User Name> is in the Enter users or groups
separated by a semicolon box.
i) Select OK.
3. Configure Content Organizer rules.

a) On the Site Settings page, under Site Administration, select Content Organizer Rules.
b) On the Content Organizer Rules page, select new item.
c) On the Content Organizer Rules: New Rule page, in the Rule Name section in the Name box, type
Move Project Green docs to Document Library
d) In the Rule Status and Priority section, verify that the Status is Active.

e) Select the Priority drop-down box to expand the list of options and select 1 (Highest).
f) In the Submissions Content Type section, under Content Type, select the Group drop-down box to
expand the list of options and select Document Content Types.
g) In the same section, select the Type drop-down box to expand the options and select Document.
h) Scroll down and, in the Conditions section, under Property-based conditions, select the Property
drop-down box to expand the list of options and select Name.
i) In the same section, select the Operator drop-down box to expand the list of options and select
contains all of.
j) In the same section, in the Value box, type project green
k) Scroll down and in the Target Location section, next to the Destination box, select Browse.
l) In the Select Target Location -- Webpage dialog box, select Documents and select OK.
m) Select OK.
n) On the Content Organizer Rules page, view the new rule.
4. Test the Content Organizer rule.

a) In the Quick Launch area, under Recent, select Drop Off Library to open the library.
b) In the Drop Off Library, select new document.

c) In the Submit Document dialog box, review the Content Organizer notification on the dialog box.
Note: The Content Organizer will move content from the Drop Off folder to the
proper place based on rule settings.
d) In the Choose a file box, select Browse.
e) In the Choose a file to upload dialog box, navigate to C:\091109Data\Managing Archiving and
Compliance, select the Project Green Specification Addendum document, and select Open.
f) Select OK.
g) In the Drop Off Library - Project Green Specification Addendum.docx dialog box, review the Content
Organizer notification.
h) Select Submit.
i) The Saved to final location dialog box, review the URL at the bottom of the dialog box.
j) Select OK.
5. Upload a File with no rule.

a) In the Drop Off Library, select new document.
b) In the Submit Document dialog box, review the Content Organizer notification.
Note: The Content Organizer will move content from the Drop Off folder to the
proper place based on rule settings.
c) In the Choose a file box, select Browse.

d) In the Choose a file to upload dialog box, navigate to C:\091109Data\Managing Archiving and
Compliance, select the HR Training Presentation PowerPoint file, and select Open.
e) Select OK.
f) In the Drop Off Library - HR Training Presentation.pptx dialog box, select Submit.
g) In the Moved to Drop Off Library dialog box, select OK.
Note: Because there isn't a rule that applies to this file, it will remain in the
Drop Off library. An administrator should check the library periodically. New
rules can be added to the Content Organizer to move files to other locations.
6. Verify that the Project Green file is in the Documents library.

a) In the Quick Launch area, select Documents.
b) In the Documents library, verify that the Project Green Specification Addendum document is in the
library.
c) In the Quick Launch area, select Home.

Summary
In this lesson, you learned about SharePoint features and capabilities for records management and
compliance. You configured site policies and in-place records management. In addition, you
configured information management policies and, finally, you configured the Content Organizer and
rules for routing content.
LearnTO Submit How will you use SharePoint records management features in your organization?
Documents to the A: Answers will vary, but may include not using the records features, or using them in conjunction with
Content Organizer from existing compliance solutions.
the LogicalCHOICE
Course screen or have How might you use the Content Organizer, and what have you done in the past to organize content or
students navigate out to enforce content policies?
the Course screen and
watch it themselves as a A: Answers will vary, but may include assigned content gatekeepers or scripting automated processes.
supplement to your
Note: To learn more about how you can submit documents to the Content Organizer, refer to
remind students to visit the LearnTO Submit Documents to the Content Organizer presentation from the LearnTO
the LearnTOs for this tile on the LogicalCHOICE Course screen.
course on their
supplemental this course or other topics you are interested in. From the Course screen you can also access
information and available resources for a more continuous learning experience.
use the social
networking tools
provided on the
LogicalCHOICE Home
continued learning.
Lesson 4: Managing Archiving and Compliance |

5 Creating and Testing a
Workflow
Lesson Time: 1 hour
Lesson Objectives
• Plan a workflow.
• Create and publish a workflow.
• Test a workflow.
Lesson Introduction
Another powerful Microsoft® SharePoint® 2013 feature is the ability to translate business
processes to workflows. Organizations can save time and money by automating repetitive
processes and having SharePoint take care of some tasks without the need for human
intervention.
TOPIC A
Plan a Workflow
The first step in creating a workflow is to plan. By planning the workflow, you can map out the
discrete tasks that must be performed and translate those into actions that can be taken by
SharePoint workflow processes.
SharePoint Workflows
A Simple SharePoint In SharePoint, a workflow is a defined set of automated steps that take place in sequence to complete
Workflow a business process. Workflows start with some event that initiates the workflow, and the steps that
take place as part of the workflow may be partially or fully automated depending on the amount of
human interaction required. For example, a workflow might be created to facilitate getting paid time
off (PTO) approved by managers. In this case, a workflow is triggered by someone saving a new
PTO request to the PTO Requests list. The workflow might then look up the requester's manager,
and send an email notification to the manager that the PTO request has been submitted, with a link
to the PTO request. The manager can then review and approve or reject the request. Then the
requester is notified of the decision and the PTO request is declared a record.
Workflows are used to automate and consistently manage common business processes by adding
business logic to documents or items in SharePoint lists or libraries. The business logic is the
sequence of steps that make up the workflow. Workflows can save time and reduce costs. With the
workflow described above, managers don't need to check the PTO Requests list daily or have to
hunt for PTO requests that apply to them; they are notified when a request is made by one of their
direct reports. Likewise, the requester is notified when the request is approved or denied, and the
organization has the electronic record of the interaction.
While a workflow is in process, the workflow owner (in the example above, the person requesting
PTO because he or she initiated the workflow) or participants can review the workflow status page
to see what stage the workflow is in, and what participants have completed their tasks. When all
tasks are completed, the workflow ends and the workflow owner is notified that the workflow has
been completed.
There are two workflow platforms available in SharePoint 2013: the SharePoint 2010 workflow
platform and the SharePoint 2013 workflow platform. The SharePoint 2010 workflow platform is
the default.
Common Usage Scenarios for Workflows

The following scenarios are business cases in which SharePoint workflows might save time, reduce
costs, and make business processes more efficient:
• Submit and approve expense reports, or PTO or vacation requests.
• Manage a multiple signature workflow in which signers must complete signing in sequence in
order for an approval to be granted.
• Select and enroll in human resources benefits.
• Notify users if an assigned task has not been completed by the due date.
• Declare records.
• Move or copy documents or files to different locations.
• Solicit feedback and comments on documents.
• Manage expiring content by notifying list or library owners and requesting action.
• Add or update item fields.
• Manage complex business processes such as machine maintenance or repair.
• Issue tracking for assigning tasks to users and following tasks through different states.
Lesson 5: Creating and Testing a Workflow | Topic A

You can also perform advanced tasks such as connecting to external data or converting documents
by running code or scripts as part of a workflow:
• Compress and save images.
• Convert files to PDF by running the files through a converter.
• Access Exchange mailboxes.
• Add or remove information in documents for printing.
For More Information

For more information on creating SharePoint workflows, see http://office.microsoft.com/en-
us/sharepoint-designer-help/create-a-workflow-HA010100591.aspx and http://
social.technet.microsoft.com/wiki/contents/articles/13604.creating-sharepoint-custom-
workflow-activity-through-visual-studio-2010-en-us.aspx.
Guidelines for Planning a Workflow

When planning to implement workflows in SharePoint, use the following guidelines to facilitate the Guidelines for Planning
planning process: a Workflow
• Determine what will trigger the workflow. Workflows are often triggered by an event of some
sort that you must define, such as creating or posting a new item or document in a list or library.
Returning to the PTO request example stated earlier, the workflow starts when a new PTO
request is posted to the PTO Requests list.
• Determine what constitutes completion of the workflow. Once you have defined the trigger or
starting point, and the completion or ending point, it will be easier to determine the steps
between. Don't confuse workflow completion with completion paths. For example, a request can
be approved or rejected, but approval or rejection does not complete the workflow. The
requester needs to be notified and the request needs to be declared a record in order for the
workflow to be considered complete.
• Consider creating a flowchart to visualize the business process that you are translating to a
workflow. Be prepared to add information to the sketch or flowchart as you flesh out details for
each step in the business process.
• Determine the actions or tasks that must be performed during the workflow. This sounds simple
but is often very complex. List what has to happen to the item or document as part of the
business process. These actions must be accounted for and completed in the workflow before
the workflow can be considered complete. For example, in an approval workflow, a form needs
to be filled out, the approver needs to be notified, the form needs to be approved or rejected, the
requester needs to be notified, and the form declared a record.
• Determine distinct steps of the business process. These will become separate steps in the
workflow. Steps are usually discrete actions that must take place before a subsequent action can
happen. For example, a form must be sent to an approver before the approver can approve or
reject the form.
• Determine the conditions that must be evaluated for the business process to continue from each
step to the next step. These conditions will translate to conditions in the workflow. Conditions
might be very simple, such as the approve/reject field being populated, or they may be more
complex.
• Determine if any actions can take place in parallel. For example, once a form is approved, a
notification can be sent to the requesting party and the form can be declared as a record; separate
steps are not required.
• Determine all individuals that must be notified as part of the workflow. This includes approvers,
reviewers, and potentially personnel from many departments.
• Determine any other actions or notifications that must take place as part of the workflow and
build them into the flowchart.

ACTIVITY 5-1
Planning a Workflow
Before You Begin

Scenario
You need to make sure IPO communications are passed onto the development team in a timely
fashion, and you need to record when that takes place. The business process is as follows: When a
new item is posted to the IPO Communications list, the site collection owner should be notified.
When the task of informing the development team is completed, then the site collection owner and
the IPO legal group should be notified and the item should be declared as a record. In this activity
you will plan a workflow to accomplish the documentation needs for the IPO communications list.
Go through the
questions with the class Note: The instructor will lead a discussion with the class to plan a workflow for the organization
as a whole to explain the using the questions below to facilitate the discussion.
logic behind the
workflow architecture.
Facilitate a classroom
1. How should we accomplish notifying the site collection administrator when an item is posted?
discussion to plan a
workflow to meet the A: Send an email.
needs of this
organization. Use the 2. After the notification is sent, what should the workflow do?
following questions to A: The workflow should wait until the Task Status field is updated to the status of completed.
guide the discussion.
Remind the students 3. Once the Task status is updated, how many actions must be taken?
that the field must have
the specific value of
○ one
completed. ○ two
Emails need to be sent ○ three
to two entities, the site
collection owner and the
○ four
IPO legal group, but
both recipients can be 4. How can you perform multiple actions at the same time in a workflow?
addressed on one A: By adding a parallel block.
message. That is one
action. The next action is 5. How many steps does the workflow require?
that the item must be
declared as a record;
○ one
that's the second action. ○ two
The first step in the ○ three
workflow will be to send
an email when a new ○ four
item is posted. The
second step will be to
wait for the Task Status
field to be set to
completed, and then
perform the two resulting
actions: send the email
to IPO legal and the site
collection administrator,
and declare the item a
record.

TOPIC B
Create and Publish a Workflow
Once the workflow is planned, you then need to create the workflow, implement the discrete steps,
and act upon each step.
SharePoint Workflows
In SharePoint, a workflow is a defined set of automated steps that take place in sequence to complete A Simple SharePoint
a business process. Workflows start with some event that initiates the workflow, and the steps that Workflow
take place as part of the workflow may be partially or fully automated depending on the amount of
human interaction required. For example, a workflow might be created to facilitate getting paid time
off (PTO) approved by managers. In this case, a workflow is triggered by someone saving a new
PTO request to the PTO Requests list. The workflow might then look up the requester's manager,
and send an email notification to the manager that the PTO request has been submitted, with a link
to the PTO request. The manager can then review and approve or reject the request. Then the
requester is notified of the decision and the PTO request is declared a record.
Workflows are used to automate and consistently manage common business processes by adding
business logic to documents or items in SharePoint lists or libraries. The business logic is the
sequence of steps that make up the workflow. Workflows can save time and reduce costs. With the
workflow described above, managers don't need to check the PTO Requests list daily or have to
hunt for PTO requests that apply to them; they are notified when a request is made by one of their
direct reports. Likewise, the requester is notified when the request is approved or denied, and the
organization has the electronic record of the interaction.
While a workflow is in process, the workflow owner (in the example above, the person requesting
PTO because he or she initiated the workflow) or participants can review the workflow status page
to see what stage the workflow is in, and what participants have completed their tasks. When all
tasks are completed, the workflow ends and the workflow owner is notified that the workflow has
been completed.
There are two workflow platforms available in SharePoint 2013: the SharePoint 2010 workflow
platform and the SharePoint 2013 workflow platform. The SharePoint 2010 workflow platform is
the default.
SharePoint 2013 Workflow Development Tools

The following tools can be used to create and work with workflows in SharePoint 2013. SharePoint Workflow
Development Tools
Lesson 5: Creating and Testing a Workflow | Topic B

Figure 5-1: SharePoint workflow development tools.
Tool How Used with Workflows
SharePoint Designer SharePoint Designer 2013 is the primary tool for creating and
2013 developing workflows. SharePoint Designer provides features
specifically for workflow development on either the SharePoint 2010 or
SharePoint 2013 platform. SharePoint Designer is installed locally and
can connect to SharePoint sites.
Visual Studio 2012 Microsoft® Visual Studio® 2012 is a Microsoft development tool that
you can use to develop workflows similar to SharePoint Designer 2013.
You can also use Visual Studio to develop custom actions and tasks
such as a workflow action that interacts with a custom application, or
accesses data from an external source. SharePoint has a large
assortment of workflow actions and tasks available by default. If you
need something more, you can use Visual Studio 2012 to develop it,
and make it available to workflow developers using SharePoint
Designer 2013.
Visio 2013 Microsoft® Visio® 2013 is an Office application for building technical
diagrams and flowcharts by using shapes and connectors. You can use
Visio 2013 to build workflows based on the SharePoint 2013 Workflow
platform. You can import workflows from Visio 2013 into SharePoint
Designer 2013 and vice versa.
InfoPath 2013 Microsoft® InfoPath® 2013 is a Microsoft tool for developing XML-
based forms. InfoPath was the primary workflow development tool
with SharePoint 2010. With SharePoint 2013, you can use InfoPath
primarily to customize forms that are used with a workflow to collect
data from users. For example, you might build a custom form with
InfoPath and publish it to the PTO Requests list so that users can fill
out the form with all the necessary fields when requesting time off.

Features and Settings Used by Workflows Should Be Enabled

If your workflow will use any SharePoint features not enabled by default, such as content approval,
you should enable the features first in SharePoint, and then create the workflow. Additionally, if you
want your workflow to use any custom content types of columns, create those first. They will then
be available for selection when you create the workflow.
Workflow Associations
Before a workflow can be used, it must be added to a site, a content type, a list, or a library. What
you associate the workflow with depends on how and where you want the workflow to be used.
You must have the Manage Lists permission to add a workflow to a list, library, or content type. Site
owners, administrators, or list owners typically add workflows to lists. The following table describes
the different types of workflows and gives an example of each.
Association Type of Workflow to Select in Example

SharePoint Designer
List/Library List Workflow This type of workflow is associated with a single

Workflow list or library and cannot be reused. If you have a
custom workflow for approving PTO requests,
you might create a List workflow in SharePoint
Designer and select PTO Requests list as the
home for the workflow.
Reusable Reusable Workflow This type of workflow is associated with a content
Workflow type and can be used with multiple lists or
libraries that support that content type. When a
reusable workflow is associated with a list or
content type, it can run on all items in the list or
all items of that content type. Use this type of
workflow for common tasks that span multiple
lists and libraries. For example you might allow
in-place record declaration but have a workflow
that moves all records to the record center once
they are declared, from any list or library in the
site.
Site Site Workflow Site workflows are not associated with lists or
content types and are started from the All Site
Content page. Site workflows don't require an
item to run and can be manually started. A
cleanup workflow might be a candidate for a site
workflow.
Workflow Components
Workflows are made of the following components that you must define when you create a Workflow Components
SharePoint workflow.

Figure 5-2: Workflow components.
Component Description Examples
Events An action that starts a Common events that trigger a workflow are: adding
workflow. items or documents to a list or library, updating
items or documents, or waiting for a defined task to
be completed.
Actions Operations that the workflow Actions are available and can be chosen from the
will perform. design window in SharePoint Designer. Common
actions include send an email, move a document to
a location, set item properties or declare a record.
Conditions Criteria that must evaluate to Conditions might check the value of a field in an
true in order for the workflow item, or look for specific information in a document
to perform an action or or item. Once conditions are evaluated to be true,
proceed to the next step. the workflow can take associated actions.
Steps These are the logical chunks The PTO Request workflow example used earlier
of the business process that might contain two steps. The first step would
contain conditions and identify the approver and send that person an email
actions. All the steps put message. The second step would wait until the item
together make up the is approved or rejected and then send a message to
complete workflow. the requester and declare the item a record.
information and job aids on How to Create and Publish a Workflow.

ACTIVITY 5-2
Creating and Publishing a Workflow
Before You Begin

Scenario
Now that you've planned out your workflow, you need to create the workflow and publish it to the
IPO Communications list. In this activity, you will create a new list workflow in SharePoint
Designer and add the steps, actions, and conditions necessary to automate and track IPO
Communications from team leads to developer teams.
1. Create a workflow.
a) On the taskbar, select SharePoint Designer 2013.
b) In the Microsoft SharePoint Designer window, under Open SharePoint Site, select Open Site.

c) In the Open Site dialog box, in the Site name box, type http://sharepoint/sites/<Your User Name>
and select Open.
d) On the ribbon, select SITE and, in the New group, select List Workflow→IPO Communications.
e) In the Create List Workflow - IPO Communications dialog box, in the Name box, type IPO
Communications Status Update
f) In the Description box, type This workflow will notify the Site Collection owner when new IPO
communications come in, and the IPO Legal group when that has been passed to the development
team, and record the item as a record.
g) For Platform Type, verify that this is a SharePoint 2010 Workflow, and select OK.
h) SharePoint Designer will download data and open a new workflow on the IPO Communications
Status Update tab.
2. Configure the workflow to activate when new items are posted to the list.
a) On the ribbon, select WORKFLOW and in the Manage group, select Workflow Settings.

b) On the right side of the page, under Start Options, check the Start workflow automatically when an
item is created check box.
c) Under the IPO Communications Status Update tab, select the Back arrow to return to the steps
page.
3. Configure the first step in the workflow.

a) Click inside the white area of the Step 1 box to position the action as taking place there.
b) On the ribbon, select WORKFLOW and, in the Insert group, select Action→Send an e-mail.
Note: Notice that the Email these users action has been added to step 1 of the
workflow, and that these users is a clickable link.
c) In the Step 1 box, select these users.
d) In the Define E-mail Message dialog box, next to the To box, select the Select Users button.
e) In the Select Users dialog box, in the Or Select from existing Users and Groups box, select <Your
User Name> and select Add.
Note: If your user name is listed more than once, then select the one that
appears in the Type a Name or E-mail Address box as DEVELETECH\<Your
User Name>.
f) Select OK.
g) In the Subject box, type Item added to IPO Communications List

h) In the body of the message, type Review the message, and pass the information on to the
Development team and set the status to complete.
i) Select OK.
4. Configure the workflow to wait on task status update.

a) On the ribbon, select WORKFLOW and, in the Insert group, select Step to add Step 2.

b) On the ribbon, select WORKFLOW and, in the Insert group, select Action→Wait for Field Change in
Current Item.
Note: Verify that in step 2, the instruction is to wait for field to equal value and
both field and value are configurable.
c) In the Step 2 box, select the field link, and in the drop-down list, select Task Status.
d) In the Step 2 box, select the value link and, in the drop-down list, select Completed.
5. Configure parallel actions on task status update.

a) In the Step 2 box, click under the Wait for Task Status to equal Completed text to insert the yellow
action cursor.
b) On the ribbon, select WORKFLOW and, in the Insert group, select Parallel Block.
c) In the Step 2 box, view the parallel block.
6. Configure email on task completion.

a) On the ribbon, select WORKFLOW and, in the Insert group, select Action→Send an e-mail.
b) In the Step 2 box, select these users.
c) In the Define E-mail Message dialog box, next to the To box, select the select users button.
d) In the Select Users dialog box, in the Or Select from existing Users and Groups box, select <Your
User Name> and select Add.
Note: If your user name is listed more than once, then select the one that
appears in the Type a Name or E-mail Address box as DEVELETECH\<Your
User Name>.
e) In the Select Users dialog box, in the Or Select from existing Users and Groups box, select
DEVELETECH\IPO Legal Distribution Lists and select Add.
f) Select OK.
g) In the Subject box, type Item added to IPO Communications Completed
h) In the Body of the message, type The recent IPO communications has been passed to the
Development team.
Note: This takes care of the notification requirement for the workflow when the
task is completed.
i) Select OK.
7. Configure record creation.

a) In step 2, in the Parallel block, click under the Email <Your User Name>; DEVELETECH\ipo legal
distribution lists line.
b) On the ribbon, select WORKFLOW and, in the Insert group, select Action→Declare Record.
8. Check for errors and declare a record.

a) On the ribbon, select WORKFLOW and, in the Save group, select Check for Errors.
b) In the Microsoft SharePoint Designer message box, select OK.
Note: There should be no errors in the workflow.
c) On the ribbon, select WORKFLOW and in the Save group, select Publish.
d) Close SharePoint Designer 2013.

TOPIC C
Test Your Workflow
The final step in implementing a workflow is to test the workflow.
Workflow Initiation and Execution

Workflow Initiation and How you start a workflow depends on how the workflow is configured. The workflow may start
Execution automatically if the workflow is configured to execute when an event occurs, such as the creation of
a new item. If workflows are started manually, you may need to select a workflow from a list of
available workflows in the list or library. You may need to fill out a form to provide additional
information such as participant names.
Workflow owners and participants can track the progress of a workflow by checking the status page
that is associated with the workflow. The status page includes information about outstanding
workflow tasks as well as history information about the workflow. You may also be able to end the
workflow if you are the owner of the workflow or a site administrator.
Lesson 5: Creating and Testing a Workflow | Topic C

Figure 5-3: Workflow initiation and execution.
information and job aids on How to Test a Workflow.

ACTIVITY 5-3
Testing a Workflow
Before You Begin

You should be logged into SharePoint with the <Your User Name> top-level site open in a browser
tab.
Scenario
Now that you have created your workflow, you need to test the workflow to make sure it works. In
this activity, you will test your workflow and review workflow status while it is in process.
1. Create an item to test the workflow.

a) In Internet Explorer, on the <Your User Name> Top Level site page, in the Quick Launch area,
select IPO Communications.
b) On the IPO Communications page, view the IPO Communications Status view.
Note: This view displays the status of the workflow you just created once the
work flow is activated.
c) Select new item.
d) In the Title box, type IPO Communication Test
e) In the Body box, type This is a message from the customer related to their IPO
f) Verify that the Team Lead Notified box is set to today's date.
g) Select Save.
2. Verify the workflow.

a) Refresh the IPO Communications page.
b) Under the IPO Communications Status Update column, view the status.
Note: This column displays the status of the workflow you just created. The
status is In Progress, and the workflow is now running.

c) Select In Progress.
d) On the Workflow Status: IPO Communications Status Update page, scroll down and review the
information under Workflow history.
Note: You can see the date that the workflow started, and that description tells
you that it's waiting on Task Status.
e) Review the text above Tasks.
Note: You have the option of ending the workflow if an error occurs.
f) In Internet Explorer, select the Back button to return to the IPO Communications page.
3. Test the first step in the workflow.

a) In Internet Explorer, open a new tab and browse to https://dt-dc-exch/owa.
b) On the Outlook Web App page in the box under Domain\user name type Develetech\<Your User
Name>.
c) In the box under Password type your password.
Note: If you receive any Security Alerts about certificates, select Yes.

d) In Microsoft Outlook, select the latest message from <Your User Name> top-level Site.
Note: This is the message generated by your workflow.
4. Complete the workflow.

a) In Internet Explorer, switch back to the IPO Communications tab.
b) On the IPO Communications page, next to the IPO Communication Test item, select the Open Menu
button, and then select Edit Item.
c) Next to the Development Team Notified box, select the Calendar button, and then select
today's date.
d) In the Task Status drop-down list, select Completed and select Save.
5. Verify the workflow and check workflow history.

a) Refresh the IPO Communications page.
b) Under IPO Communications Status Update, review the status.
c) Under IPO Communications Status Update, select Completed.
d) Under Workflow History, view the new item.
e) Select the Back button to return to the IPO Communications page.

6. Verify final workflow tasks completed.

a) On the IPO Communications page, next to the IPO Communication Test item, select the Open Menu
button, and then select Compliance Details.

b) In the Compliance Details - IPO Communication Test dialog box, review the record status.
Note: Note that the item was declared a record when the workflow completed.
c) Select Close.
d) In Internet Explorer, switch back to the <Your User Name> Outlook Web App tab.
e) Select the latest message from the <Your User Name> top-level Site.
f) Verify that the message states that the IPO Communications have been passed to the development
team.
g) Close the <Your User Name> Outlook Web App tab.
h) In Internet Explorer, switch back to the <Your User Name> top-level Site page.

Summary
In this lesson, you learned how to plan, create, and publish a workflow. You also learned how to
participate in a workflow process, as well as review workflow status for ongoing workflows.
LearnTO Use What workflows do you have in your organization now? How could you translate those to SharePoint?
SharePoint 2013 A: Answers will vary, but may include time and attendance workflows for approvals, document review
Workflow Engines and workflows, and other business processes.
LearnTO Use Advanced
Workflows from the How do you think using workflows can improve your productivity in the workplace?
A: Answers will vary, but may include automating document flow and streamlining approvals.
screen or have students
navigate out to the
Note: To learn more about SharePoint workflow engines refer to the LearnTO Use SharePoint
Course screen and
watch it themselves as a
2013 Workflow Engines presentation from the LearnTO tile on the LogicalCHOICE Course
supplement to your screen.
remind students to visit Note: To learn more about creating advanced workflows refer to the LearnTO Use Advanced
the LearnTOs for this Workflows presentation from the LearnTO tile on the LogicalCHOICE Course screen.
course on their
supplemental
information and
additional resources. available resources for a more continuous learning experience.
use the social
networking tools
provided on the
LogicalCHOICE Home
continued learning.
Lesson 5: Creating and Testing a Workflow |

6 Configuring Search
Lesson Time: 30 minutes
Lesson Objectives
• Configure search options.
• Execute searches and set search alerts.
Lesson Introduction
One of the main differentiators Microsoft® SharePoint® 2013 offers over file stores is the
ability to search. Administrators can control what is allowed to be searched for and what is
not, and users can take advantage of SharePoint features to keep track of documents and
other data that they search for.
TOPIC A
Configure Search Options
Administrators need the ability to control what appears on search results pages and what does not.
Sensitive data and content may need to be omitted from site searches altogether.
Enabling or Disabling Search for SharePoint Lists and Libraries

List and Library Search In most cases you want SharePoint's search engine to be as thorough as possible, returning search
Options results that include all data stored in SharePoint that the user has access to. There may be cases in
which a list or library contains extremely sensitive data that you wish to exclude from search. In this
case, you can configure the Search setting for the list or library in question. Access the Search
setting on the List or Library Settings page, under General Settings by selecting Advanced
Settings. In the Search section, you can select not to include items on the list in search results.
Figure 6-1: List and library search options.
SharePoint Search Center

The SharePoint Search Center site templates allow you to configure a Search Center site. A Search
Center site must be a top-level site in a site collection that is created by a farm administrator. Search
Center sites are in a separate site collection because they are designed to span multiple sites and site
collections to provide search results for a division or entire organization. Once a Search Center site
is created, anyone who wishes to view the results pages provided by the Search Center must be
added to the visitors group or granted read permissions. Site and site collection owners can link to a
Search Center site in Site Settings to allow users of their site to see results pages provided by the
Search Center rather than searches from their own site or site collection.
Types of SharePoint Search Centers

There are two SharePoint Search Center templates to choose from.
Search Center Template Description
Basic Search Center This Search Center is available on SharePoint foundation and is less
feature-rich than the Enterprise Search Center site. With the basic
Search Center, you only have one result page that you can customize
and refine.
Lesson 6: Configuring Search | Topic A

Search Center Template Description

Enterprise Search The Enterprise Search Center is available on SharePoint Server and
Center Enterprise and establishes four search pages by default:
• Everything: Shows all types of results matching the query from the
defined content sources.
• People: Shows the people (users) who are associated with a search
query.
• Conversations: Shows conversations (posts, and more) matching
the search query and containing results from the defined content
sources.
• Videos: Shows video content matching the query.
You can add additional results pages refined and customized to display
results in other ways. For example, you might choose to display video
content, audio content, reports, or records.
information and job aids on How to Configure Library Search.

ACTIVITY 6-1
Configuring Search Options
Before You Begin

Scenario
One of the final steps in configuring your top-level site is to make sure some libraries and lists can
be searched while others cannot. The records in the documents library need to appear on search
result pages, whereas the IPO Communications items should not. In this activity, you will configure
search options and verify that search alerts are enabled.
1. Verify that the documents library can be searched.

a) In the Quick Launch area, select Documents to open the Documents library.
b) On the ribbon select LIBRARY and, in the Settings group, select Library Settings.
c) On the Documents > Settings page, under General Settings, select Advanced Settings.
d) On the Settings > Advanced Settings page, scroll down to the Search section and verify that the
Allow items from this document library to appear in search results is set to Yes.
Note: By default, all site libraries, lists, and content is searchable.
e) Scroll down and select Cancel.
2. Exclude the IPO Communications list from search results.

a) In the Quick Launch area, under Recent, select IPO Communications to open the IPO
Communications library.
b) On the ribbon, select LIST and, in the Settings group, select List Settings.
c) On the IPO Communications > Settings page, under General Settings, select Advanced Settings.
d) On the Settings > Advanced Settings page, scroll down to the Search section and, under Allow
items from this document library to appear in search results, select No.
Note: You don't want results from this list showing up on searches.
e) Scroll down and select OK.
3. Configure site to use Search Center.

a) On the ribbon, select Settings→Site Settings.
b) On the Site Settings page, under Search, select Search Settings.
c) On the Site Settings→Search Settings page, in the Enter a Search Center URL section, in the
Search Center URL box, type http://sharepoint/sites/searchcenter/pages
d) In the Which Search results page should queries be sent to section, verify that the Use the same
results page settings as my parent box is checked.
e) Select OK.
4. Verify that search alerts are enabled.

Be prepared to provide a) In Internet Explorer, open a new tab and browse to the SharePoint Central Administration website
learners with the URL by using the URL provided earlier.
and port number to the
b) Select Application Management→Manage Service Applications.
SharePoint Central
Administration website.

c) Scroll down and select the first Search Service Application.
d) In the Search Service Application: Search Administration page, verify Search alerts status is set to
On.
e) In Internet Explorer, switch to the top-level Site tab, and in the Quick Launch area, select Home. Learners will use search
alerts in the next activity.

TOPIC B
Search for Content and Set Alerts
Search is one of the most powerful features in SharePoint and utilizing all of SharePoint's search
features can enable employees to stay better informed and be more productive.
Search Alerts
Search Alerts The search alerts feature is enabled by default in SharePoint and allows users to be notified by email
when search results for a specific query change. With search alerts, you can search for items that
you're interested in, and then set an alert on that search. Once the alert is set, you will be notified
when new items are added to the results list or when items on the result list change. You can select
to be notified daily or weekly. The Alert Me option appears at the bottom of the search results
page, after you have executed a search. Search alerts are configured per user, and are configurable
and viewable only by the user who creates them. Search alerts are a useful way to keep track of
content related to specific queries of interest.
Lesson 6: Configuring Search | Topic B

Figure 6-2: Search alerts.
information and job aids on How to Create Search Alerts.

ACTIVITY 6-2
Searching for Content and Setting Alerts
Before You Begin

Scenario
Now you will verify your search configuration by searching for documents and verifying the results.
In this activity, you will also configure a search alert so that you will be notified when search results
change.
1. Use boolean operators to refine search results.

a) On the <Your User Name> top-level Site page, in the search box in the upper-right corner of the
page, type IPO and select the search button.

b) In the Search page, view the list of documents in the search results list.
c) In the search box at the top of the page, type IPO and Training and select the search button.
Note: Using the boolean operator "and" will narrow down the list of search
results to training documents related to the IPO process.
d) Verify that the Special Training presentation is at the top of the search list.
e) In the search box at the top of the page type IPO and Release and Dates and select the search
button.
2. Set an alert on the release dates search.

a) At the bottom of the search page, select Alert Me.
Note: Alert Me text appears in as gray text. In this case, that does not mean
that alert function is unavailable as gray text does in other UI elements.
b) In the New Alert page, verify that the Alert Title is Search: IPO and Release Dates.
c) Verify that the Delivery Method will send you an email.
d) In the Change Type section, under Only send me alerts when:, select All changes.
e) In the When to Send Alerts section, verify that Send a daily summary is selected.
f) Select OK to save the alert.

3. View configured alerts.

a) On the ribbon, select Settings→Site Settings.
b) On the Site Settings page, under Site Administration select User alerts.
c) On the Site Settings > User Alerts page, in the Display alerts for drop-down box, select <Your User
Name> and select Update.
d) Verify that your Search: IPO and Release and Dates search is listed, and that it has a Frequency of
Daily.

Summary
In this lesson, you learned how to configure search options for libraries and lists, as well as execute
searches using boolean operators and set search alerts.
use the social When do you think search-based alerts would be most helpful for you?
networking tools A: Answers will vary, but may include when needing to be notified about topics, documents, or projects
provided on the that are of interest.
LogicalCHOICE Home
screen to follow up with Is there a centralized search server in your organization and why would you want centralized search?
A: Answers will vary, but may include increased search performance and to aggregate search results.
continued learning.
classmates, peers, and the larger LogicalCHOICE online community about the topics covered in
Lesson 6: Configuring Search |

Course Follow-Up
Congratulations! You have completed the Microsoft® SharePoint® Foundation 2013: Site Administrator
course. You have successfully created and configured SharePoint site collections, configure top-level
site settings, configured metadata settings, configured site archiving and compliance settings, created
and tested a workflow, and configured search settings.
The ability to create and correctly configure SharePoint site collections and advanced features such
as workflows, and records management add rich compliance and automation features to the
capabilities built into SharePoint. Proper configuration of these features allow your organization to
automate business processes, and manage records effectively. This saves the organization money,
users time, and allows users to focus on more critical tasks rather than simple information
organization tasks.
What's Next?
This is the final course in this series. If you have completed all the courses in this series, consider
taking Microsoft Certified Professional exam 77-425 for Microsoft Office Specialist (MOS)
certification.
You are encouraged to explore SharePoint site administration further by actively participating in any
of the social media forums set up by your instructor or training administrator through the Social
Media tile on the LogicalCHOICE Course screen.
Course Follow up
A Microsoft Office
SharePoint 2013 Exam
77-419
Selected Logical Operations courseware addresses Microsoft Office Specialist (MOS)
certification skills for Microsoft Office 2013. The following table indicates where
SharePoint 2013 skills that are tested on Exam 77-419 are covered in the Logical Operations
Microsoft Office SharePoint 2013 series of courses.
Objective Domain Covered In
1. Create and Format Content

1.1. Navigate SharePoint Hierarchy
1.1.1. Using Quick Launch Part 1
1.1.2. Using All Site Content Part 2
1.1.3. Using breadcrumb trails Feature not available in
SharePoint 2013, see similar
feature in Part 2
1.1.4. Adding content to Quick Launch Part 2
1.1.5. Using Content and Structure for Navigation Part 1
1.2. Manage Lists and Libraries
1.2.1. Creating Lists Part 2
1.2.2. Creating Libraries Part 2
1.2.3. Editing properties for new items Part 1
1.2.4. Enabling email notifications on lists or libraries Part 3, Topic 2-C
1.2.5. Providing shortcuts to a mobile site URL Part 2
1.2.6. Managing document templates Part 2
1.2.7. Managing list views Part 1
1.2.8. Creating alerts on lists or libraries Part 1
1.2.9. Using ratings Part 2
1.2.10. Adding columns Part 2
1.2.11. Adding content validation Part 2
1.2.12. Managing column properties Part 2

1.3. Manage List Items
1.3.1. Creating new list items Part 1
1.3.2. Editing content Part 1
1.3.3. Deleting list items or documents Part 1
1.3.4. Versioning list items Part 1
1.3.5. Publishing Assets Part 2
1.3.6. Managing existing workflows Part 3, Lesson 5
1.3.7. Uploading documents Part 1
1.3.8. Creating and managing announcements Part 1
1.3.9. Collaborating with Microsoft Office assets (calendars, Part 1
spreadsheets, web apps)
1.4. Manage Document Sets
1.4.1. Adding documents to document sets Part 3, Topic 2-D
1.4.2. Creating document sets Part 3, Topic 2-D
1.4.3. Activating and deactivating documents sets Part 3, Topic 2-D
2. Manage SharePoint Sites
2.1. Manage Pages
2.1.1. Creating new site pages Part 2
2.2.1. Using templates Part 2
2.1.2. Editing and deleting existing site pages Part 2
2.2. Perform Administrative Tasks on Sites and
Workspaces
2.2.1. Creating new sites or workspaces using templates Part 2
2.2.2. Configuring site or workspace structures Part 2
2.2.3. Configuring the Content Organizer Part 3, Topic 4-D
2.2.4. Displaying a list of all user alerts Part 3, Topic 6-B
2.2.5. Modifying look and feel Part 2
2.2.6. Recovering assets (lists, libraries, documents and list Part 1
items)
2.2.7. Using document and meeting workspaces Part 2
2.2.8. Viewing site web analytics Part 2
2.2.9. Viewing detailed reports Part 2
2.3. Manage Web Parts on a Page
2.3.1. Adding Web Parts Part 2
2.3.2. Configuring Web Parts Part 2
2.3.3. Hiding or removing Web Parts Part 2
2.3.4. Exporting or importing Web Parts Part 3, Topic 2-B
Appendix A : Microsoft Office SharePoint 2013 Exam 77-419 |


2.4. Manage Content Types
2.4.1. Associating content types to lists Part 3, Topic 3-C
2.4.2. Extending the columns of content types Part 3, Topic 3-B
2.4.3. Creating custom content types Part 3, Topic 3-A
2.5 Manage Users and Groups
2.5.1. Creating groups Part 2
2.5.2. Managing groups Part 2
2.5.3. Managing user access Part 2
2.5.4. Managing group permissions Part 2
3.Participate in User Communities
3.1. Configure My Site
3.1.1. Adding keywords Part 1
3.1.2. Adding colleagues Part 2
3.1.3. Selecting themes Part 2
3.1.4. Configuring the Colleague Tracker web part Part 2
3.1.5. Configuring RSS feeds Part 3, Topic 2-B
3.1.6. Configuring My Profile Part 1
3.2. Collaborate through My Site
3.2.1. Updating Profile Status Part 1
3.2.2. Sharing Pictures in My Site Part 1
3.2.3. Managing personal documents Part 1
3.2.4. Sharing documents in My Site Part 1
3.2.5. Browsing the organization hierarchy Feature not available in
SharePoint 2013, for similar
functionality see searches in
Part 3, Lesson 6.
3.2.6. Adding Web Parts to My Site See similar coverage in Part
3, Topic 2-A
3.3. Add Tags and Notes to Content
3.3.1. Adding notes to the note board for lists or libraries Part 1
3.3.2. Adding tags for lists libraries Part 1
3.3.3. Rating items Part 2
3.3.4. Using tag clouds Part 3, Topic 2-A
3.3.5. Reviewing tags on My Site Part 1
4. Configure and Consume Search Results
4.1. Perform Search Administration at the Site Level


4.1.1. Configuring searchable columns Feature not available in
SharePoint 2013, see similar
functionality Part 3, Topic 6-
A
4.1.2. Configuring list searches Part 3, Topic 6-A
4.1.3. Configuring site search visibility Part 2
4.2. View Search Results
4.2.1. Using Best Bet results Part 2
4.2.2. Using the Refinement Panel Part 2
4.2.3. Using Alerts and RSS feeds with search results Part 3, Topic 6-B
4.2.4. Previewing documents Part 1
4.3. Perform Advanced Searches
4.3.1. Using Boolean operators in searches Part 3, Topic 6-B
4.3.2. Using wild cards in searches Part 2
4.3.3. Using property searches Part 2
4.3.4. Using Phonetic searches Part 3, Lesson 6
4.3.5. Using People Search Part 2
4.3.6. Using advanced searches Part 2

Solutions
ACTIVITY 5-1: Planning a Workflow
1. How should we accomplish notifying the site collection administrator when an item is posted?
A: Send an email.
2. After the notification is sent, what should the workflow do?

A: The workflow should wait until the Task Status field is updated to the status of completed.
Remind the students that the field must have the specific value of completed.
3. Once the Task status is updated, how many actions must be taken?
○ one
◉ two
○ three
○ four
Emails need to be sent to two entities, the site collection owner and the IPO legal group, but
both recipients can be addressed on one message. That is one action. The next action is that
the item must be declared as a record; that's the second action.
4. How can you perform multiple actions at the same time in a workflow?
A: By adding a parallel block.
5. How many steps does the workflow require?

○ one
◉ two
○ three
○ four
The first step in the workflow will be to send an email when a new item is posted. The second
step will be to wait for the Task Status field to be set to completed, and then perform the two
resulting actions: send the email to IPO legal and the site collection administrator, and declare
the item a record.
Glossary
columns documents, a document set is often an

Content structures that contain the data efficient way to manage those documents.
stored in SharePoint lists, and are similar to
fields in a database. The data in columns is metadata
the metadata stored about an item or piece A term used to describe information about
of data in SharePoint. data, or data about data. Metadata allows
you to associate additional information
content structures about the data that you are storing in
The organization elements in SharePoint SharePoint. For example, when you create
that group and organize content. Sites, a task in a SharePoint task list, SharePoint
subsites, lists, libraries, and pages are all provides columns to allow you to provide
content structures. additional information about the task. In
addition to the task name, you can provide
content type a start date, due date, priority, and status
A reusable collection of metadata such as for the task. In SharePoint, metadata is
columns, behaviors, and other settings that stored in columns associated with content
define a category of items or documents in types.
a SharePoint list or document library.
Content types enable you to manage the newsfeed
settings for a category of information in a One of the hub pages that is part of each
centralized, reusable way. SharePoint user's personal site. It provides a personal
comes with several predefined content status form showing current activities and
types and you can also create custom updates on information, sites, and people
content types. that are being followed.
document set Really Simple Syndication (RSS)

A folder-based content type that allows an A widely used technology for subscribing
organization to create and manage multiple to content and data across the Internet and
documents consistently. Document sets intranets. Many websites offer RSS feeds as
organize related documents into a single a way of providing the latest information
view where they can be managed as a unit. or content for their users to subscribe to.
Documents may be created and updated RSS feeds allow content subscribers to get
simultaneously or in phases by one or updates automatically, and provide content
more users and can include different types providers with a way to automatically reach
of files, such as Word documents and their subscriber base. RSS feeds usually
spreadsheets. If a project or deliverable supply text content with entries displayed
involves the creation of multiple as a list of articles or postings with titles.
record Center rather than searches from their own

An electronic or physical document that site or site collection.
serves as evidence of some activity
performed by an organization. The activity site collection
might be a transaction, proof of receipt of A logical grouping of SharePoint sites. A
materials or information, or even a log of site collection has the same owner,
specific communications or events. administrative settings, security, navigation,
and content structures. The permissions
retention and navigation of the top-level site are
The period of time that a file or record often inherited by subsites to make
should be stored before some action administration easier.
occurs, such as deletion or the initiation of
a disposition approval workflow. tag clouds
A visual representation of tags or keywords
SharePoint that are relevant to a website, category, or
Microsoft's web-based business some other grouping of content. Tag
collaboration platform. This is a software clouds are often displayed on the sidebars
product that allows people to share and of content web pages and are used to show
collaborate on documents and other what tags are most popular or current, or
information, as well as communicate with which tags are most relevant to the content
each other. It stores documents, list being displayed.
information, calendar information, and
media content in a central, web-based tags
location. It also provides access control, Keywords or phrases that people associate
content management, organizations, and with content in order to categorize that
file versioning as well as options for content to make it easy for other people to
checking content in and out. It provides find or track.
common social networking features,
allowing teams to collaborate more top-level site
effectively in the workplace. The root of a site collection. It is the first
site created and the top of that site
SharePoint Central Administration collection's hierarchy. A top-level site can
A web-based administration and contain lists, libraries, apps, and subsites.
configuration tool for SharePoint that is The top-level site is also important because
one of the primary tools used to configure some site collection–specific settings are
server and farm-wide configuration managed from the top-level site and are
settings, as well as some site collection not available on subsites, and some
configuration settings. You must be a settings, such as permissions and
member of the Farm Administrators group navigation, can be configured at the top-
to access the SharePoint Central level site and passed to subsites through
Administration site. inheritance.
SharePoint Search Center Web Part

A site template that allows you to Reusable components that can be added to
configure a Search Center site. Search SharePoint site pages. Web Parts can
Center sites are designed to span multiple display and organize content, display
sites and site collections to provide a search results, and perform any number of
search results portal for a division or other functions in SharePoint sites.
company. Site and site collection owners SharePoint comes with several Web Parts,
can link to a Search Center site in site and developers can create custom Web
settings to allow users of their site to see Parts to perform specific functions.
results pages provided by the Search
Glossary
workflow
A defined set of automated steps that take
place in sequence to complete a business
process. Workflows start with some event that
initiates the workflow, and the steps that take
place as part of the workflow may be partially
for fully automated depending on the amount
of human interaction required.
Glossary
Index
A Enterprise Search Center template 3

administrators, site collection 5
auditing 18, 107 H
auditing, configuration 19 hierarchy 2
hybrid approach to records management
B 97
backup options 24
bar codes 107 I
Basic Search Center template 3 InfoPath 2013 128
Blog template 3 information management policies 107
Business Intelligence Center template 3 in-place records management 96, 98
C L
columns 74 labels 107
Community Site template 3
Content Organizer M
rules 113
content type Manage Applications page 5
custom 70 metadata 70
custom content types mission critical servers 24
options 80 MySite usage 14
custom site columns 75
N
D newsfeed 32
data retention policies 14
Document Center template 3 O
document sets 54 owners, site collection 5
Drop Off Library 112
P
E
Project Site template 3
email
enabling 45
Q V
quotas versioning policies 14
changing or removing in bulk 14 Visio 2013 128
common considerations and scenarios Visio Process Repository template 3
14, 15 Visual Studio 2012 128
templates 14
W
R Web Parts
record declaration settings RSS Viewer 41
library 100 Tag Cloud 32
Records Center workflows
records management 96 associations 129
template 3 common usage scenarios 124
records management 95, 96 components 129
recycle bin retention policies 14 development tools 127
retention 107 initiation and execution 138
retention schedule 107
RSS
feeds 41
Viewer Web Part 41
S
sandboxed solution quota 14
search
alerts 150
options 146
Search Center 146
sensitive sites 5
SharePoint Central Administration
Manage Applications page 5
SharePoint Designer 2013 128
SharePoint Search Center
types 146
site
columns 74
columns, custom 75
policies 86, 88
site collection
administrators and owners 5
creation options 5
T
tag clouds 32
Tag Cloud Web Part 32
tags 32
Team Site template 3
templates 2
top-level site 2
tracking information 18
Index
091109S rev 1.1

Microsoft SharePoint Foundation 2013 Site Administrator

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STUDENT MANUAL

Author Media Designer Content Editor

Robert Carver Alex Tong Catherine M. Albano

Lesson 1: Creating and Configuring a Site Collection...... 1

Lesson 2: Configuring the Top-Level Site......................31

Lesson 3: Configuring Site Collection Metadata.............67

Lesson 4: Managing Archiving and Compliance.............85

Topic A: Configure Site Polices............................................................... 86

Lesson 5: Creating and Testing a Workflow.........................123

Lesson 6: Configuring Search............................................. 145

Appendix A: Microsoft Office SharePoint 2013 Exam 77-419..............157

• Configure site collection metadata.

The LogicalCHOICE Home Screen

How to Use This Book

| About This Course |

A Note provides additional information, guidance, or hints about a topic or task.

| About This Course |

The SharePoint Site Hierarchy

Figure 1-1: SharePoint site hierarchy.

SharePoint Site Templates

Lesson 1: Creating and Configuring a Site Collection | Topic A

Tab Template Description

Collaboration Team Site A site for team collaboration, it includes

Refer students to course

Lesson 1: Creating and Configuring a Site Collection | Topic A

Figure 1-2: SharePoint Central Administration.

Configuration Group Description

SharePoint Central Administration Web Application

Lesson 1: Creating and Configuring a Site Collection | Topic A

SharePoint Site Collection Owners and Site Collection

Site Collection Administrators and Sensitive Sites

Configuration Group Description

Site Collection Creation Options

Lesson 1: Creating and Configuring a Site Collection | Topic A

Lesson 1: Creating and Configuring a Site Collection | Topic A

Before You Begin

Note: SharePoint Central Administration is a web-based admin tool that is

Lesson 1: Creating and Configuring a Site Collection | Topic A

f) On the System Settings page, review the settings.

2. Verify application management and site collections on the server.

Lesson 1: Creating and Configuring a Site Collection | Topic A

3. Create a site collection.

Lesson 1: Creating and Configuring a Site Collection | Topic A

i) Select the Check Names button to verify the account.

k) Select the Check Names button to verify the account.

Note: It may take 2 to 3 minutes for the site collection to be created.

4. Verify the new site and add lists.

Lesson 1: Creating and Configuring a Site Collection | Topic A

c) On the Site Contents > Your Apps page, select Tasks.

f) On the Site Contents > Your Apps page, select Calendar.

h) On the Header, select Settings→Site settings.

Lesson 1: Creating and Configuring a Site Collection | Topic A

Lesson 1: Creating and Configuring a Site Collection | Topic A

Figure 1-3: Quotas in SharePoint.

Lesson 1: Creating and Configuring a Site Collection | Topic B

Configuring Quotas in SharePoint

Changing or Removing Quotas in Bulk

Sandboxed Solution Resource Quota

Common Quota Considerations and Scenarios

Consideration Why It's Important

Lesson 1: Creating and Configuring a Site Collection | Topic B

Consideration Why It's Important

Common SharePoint Quota Usage Scenarios

Lesson 1: Creating and Configuring a Site Collection | Topic B