Welcome to the

Minnesota SharePoint
User Group
December 9th, 2009

SharePoint 2010 – Content Management

Wes Preston
Raymond Mitchell

http://www.sharepointmn.com Meeting #61

Session Agenda
• Introductions
• SharePoint Overview
• ECM Foundation: Document Management
• Break
• Records Management
• Web Content Management
• Q&A

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Quick Intro
• Wes Preston
– SharePoint Consultant
– MVP – SharePoint Server
– MCTS – WSS and MOSS Configuration
Quick Intro
• Raymond Mitchell
– SharePoint Consultant at Inetium
– MCTS
• WSS and MOSS Configuration
• WSS and MOSS Development
– Author:
User Group Goal / Objectives

Develop and support a local community focused on Microsoft

SharePoint Technologies

• Educate user group members about SharePoint Technologies

• Transfer knowledge within the community
• Communicate best practices
• Introduce new products / solutions

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Introductions – MNSPUG Sponsors
Inetium (www.inetium.com)
• Technology consulting company
• Microsoft Gold Certified Partner
• Practice area focused on SharePoint

New Horizons – Minnesota (www.newhorizonsmn.com)

• Microsoft Gold Certified Partner
• Training on many technologies

Microsoft (www.microsoft.com)

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www.sharepointmn.com
• Website for user group
• SharePoint resource documents
• SharePoint resource links
• RSS Feeds
• Meeting Schedule
• Past User Group Presentations

• info@sharepointmn.com
www.sharepointmn.com

http://www.sharepointmn.com
Social Networking
• Linked In group – The most interactive… includes job postings…
– http://www.linkedin.com/groups?gid=1878792
• Facebook group
– http://www.facebook.com/home.php?#/group.php?gid=27333305456
• Twitter tag - #MNSPUG

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Upcoming Schedule
• Next Meeting
• January 13th 9:00 AM to 11:30 AM
• Microsoft’s Bloomington Office
• Topic: SharePoint 2010 - Composites
Check www.sharepointmn.com for updates!
• Ongoing Schedule
• 2nd Wednesday of every month
• 9:00 to 11:30 am
• Microsoft’s Bloomington Office

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Conferences
SharePointPro Summit & Expo – March 16-19, 2010
http://sharepointprosummit.com
Las Vegas, NV

Local Events
Minneapolis Office Developer Interest Group – December 10, 2009 5:30 PM
SharePoint 2010 – Client Object Model
http://www.sharepointmn.com/MODIG

Migrating to SharePoint 2010 – January 20, 2010

http://www.nhmn.com
Edina, MN

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Announcements
• Public Beta 2 available now!
– Register for it here: http://sharepoint2010.microsoft.com/try-it/Pages/Trial.aspx
– Lots of information from Microsoft and on the forums about installation, etc…

• Update Center is now live

– http://technet.microsoft.com/en-us/office/ee748587.aspx

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Disclaimer…
• All of the information gathered and presented
today is based on versions of the software
prior to final release.
• Features and functionality *may still change*
before the RTM versions are available.
• Many of the slides and graphics presented
today are based on content released and
presented at SPC 09.
Microsoft SharePoint 2010
The Business Collaboration Platformfor the Enterprise and the Web

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SharePoint Content
User-centric

Flexibility and
Compliance

Management
Efficiency
SharePoint 2010
Content Management

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What is Content?
• The facilities for the creation, review, publication and
disposal of content including conforming to defined
compliance rules, whether the content exists as
traditional documents or as Web pages. SharePoint
2010’s content-management capabilities include
document management, records management, and
Web-content management.

• On the old wheel: Formally known as Content

Management
ECM Concepts
• Document Management
– “A computer system (or set of computer
programs) used to track and store electronic
documents and / or images of paper documents.”
Wikipedia
ECM Concepts
• Records Management
– “Practice of identifying, classifying, archiving,
preserving, and destroying records.” Wikipedia
ECM Concepts
• Web Content Management
– “A content management system usually
implemented as a web application for creating
and managing HTML content.” Wikipedia
Breaking Down ECM:
• Document Management
• Metadata Management
• Records Management
• Web Content Management
• Digital Asset Management
Document Management

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User Experience
• Today: Storing content on local machines and
file shares.
• No Version Control
• Limited Search and Findability
• Limited Document Properties
• Out of control Folder Hierarchies and Naming
Conventions
• Limited Security Management
 SharePoint Pre-2010
• Sites Templates • Views
• Document Libraries, • Granular Security
Image Libraries • Version Control
• Content Types and • Recycle Bin
Metadata • Alerts
 Document Management 2010
Improved New
• Document Libraries • Document Sets
• Upload Controls • Unique IDs
• Views • Content Organizers
• Office Integration • View Control
• Metadata Management • Default values by folder
Document Libraries
• The core concept for all content management
• Container for documents and files
– Folders
– Documents/Files
– Document Sets
– Content Types and Metadata
– Features and Functionality Tied to the Library
Upload Controls
• Destination Folder - Powerful when used with
Column default values
• Drag and Drop
Multiples
Views
• Views control which data users see, and how
they see it.
• Select views using the Ribbon
Views
• Standard View Options
• Filtering, Sorting, Grouping
• New View Options
– Inline Editing
– Tabular View
– More Mobile options
• Number of items
• Field to display
Views
• Create View option - SharePoint Designer
• Per-location view settings
– Define which views are available
Office Integration
• Connect to Office – Save As shortcuts to
SharePoint library, navigate to folders
• Sync to Workspace (Groove)
• Sync with Outlook
• Export to Excel
Form Control
• Default New Form
• Default Edit Form
• Custom New and Edit Forms built with
InfoPath
– Control which fields are displayed
DOCUMENT MANAGEMENT DEMO
Metadata Management

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User Experience
• The Good: Consistent, structured and
standard method for implementing document
properties
• Provides context for the document
• The Bad: Perceptions of too much work for
users to set all the meta data values
SharePoint Pre-2010
• Metadata columns available on Lists and
Libraries
• 2007 Introduced Content Types and Site
Columns
• Biggest limitation – Site Collection boundaries
Metadata - 2010
• Content Types and Site columns now
enterprise-wide
• Unique Document IDs
• Metadata based navigation
• Document Sets
• Tags, Feedback, Notes, Ratings
• Content Organizer
Columns and Site Columns
• Columns exist by default on every list and
library
• Several data type options:
• Site Columns can be reused
Published Metadata
• Site Collection Feature
– Content Type Syndication Hub
• Content Types – Manage Publishing
• Content Type Publishing
Unique IDs
• Activated as a Site Collection feature
– Document ID Service
• Assign Unique IDs to documents
– Define the ID format
• URLs are static,
independent of location
Metadata Navigation
• Managed via Library Settings
• Define fields to be used as navigation filters
Document Sets
• Enabled as a Site Collection feature
– Document Sets
• Manage multiple documents as one unit
• Managed as a content type
Validation Settings
• Managed via Library Settings
• Add rules to columns/metadata that must
pass validation in order to be saved
Tags, Feedback and Notes
• Social networking options for content
• Affects search results
• Surfaces content in other places
Taxonomy Term Store
• Ensures consistent use
of tags
Ratings
• Managed via Library Settings
• Allows users to provide feedback on the value
of a library item
• Affects search results relevancy
Content Organizer
• Metadata based rules for moving content to a
library or folder
• Activated at the Site level
• Drop Off Library – One per site
• Managed in Site Settings
• Can send to other site
collections
METADATA DEMO
Records Management

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User Experience
• Documents authored and initially managed in
a “collaboration” space
• “Official” documents must be retained to
comply with legislation
– Logically categorized and organized
– Available
– Immutable
– Auditable
– Disposable
– Suspend Disposition
SharePoint Pre-2010
• Records Center Site Template
• Limited “send-to” functionality
– Copy files into Records Center
• Basic routing, policies, holds and audits
• Architecture limitations
Records Management
• Unique IDs
• Compliance Details – report for individual
items
• Audit Log Reporting, File Plan Reporting
• In-place records
• Policies
• Improved “Send-To” settings
File Plan Report
• Report on the content and policies for a list
• Document Library Settings
In-Place Records
• Site Collection Feature
• Flag items as records
Policies
• Configured at the
Site Collection,
Library, or Content
Type level
• Configurable
options for each
Send-To
• Configured in Central Administration at the
Web Application Level
• Drop off libraries can be destinations
RECORDS MANAGEMENT DEMO
Web Content Management
User Experience
• Web Content should be manageable by
content owners
• Flexible publishing workflows for simple to
advanced scenarios
• Separation of content and design
 SharePoint Pre-2010
• Sites Templates • Master and Layout
• Features that enable Pages
publishing functionality • Content Pages
• Advanced publishing • Supporting
workflows and lists/libraries
scheduling
 Web Content Management
New and Improved
• HTML/Markup • Folders are now supported
• Layout is not table based in Pages Library
• Improved Rich Text Editor • All page settings managed
(cross-browser, cleaner from one screen
output) • Web Analytics
Topics
• Publishing Sites
• Content Types and Page Layouts
• Managing Web Content
Publishing Sites
• Site template configured with web content
management features enabled
– Page Layout Content Types
– Page Layouts
– Content Pages
– Page Libraries
Page Layout Content Types
• Out-of-the-box Content Types for Publishing
– Article Page
– Redirect Page
– Welcome Page
Page Layouts
• Web page templates that define the content
layout
• Created in SharePoint Designer (optional)
• “Married” to the page layout content type
• Field and Content Controls = Metadata from
Content Type
Content Pages
• Content Page = Page in a Pages Library
• Instance of a page layout
• WYSIWYG
The Ribbon
• Check In / Checkout and Publish
• Change Content Type and Layout without navigating away
• Draft check verifies that all assets have been published
Page Library
• Storage for content pages
• Page content is metadata on the page!
• Familiar document management concepts apply
WEB CONTENT MANAGEMENT DEMO
Digital Asset Management

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Digital Asset Management
• Big files
• Haven’t traditionally stored in SharePoint –
now we can because of the blob storage
• Autocad, image, audio, video
• Media Web Part
• SharePoint isn’t a robust solution, but has
added functionality to better support DAM
Digital Asset Management
• Asset Library
• Media Web Part
• External Blob Storage / Remote Blog Storage
Asset Library
• Storage for supporting files
Video Streaming

New Media Web Part

Easily add video/audio
Upload or find content
instead of copy & pasting
URLs
External Blob Storage
• BLOBs typically account for 60-70% of all content storage
• SQL Data is more expensive than traditional storage
• In 2007 you needed to use a 3rd party provider and API
• SharePoint 2010 now ships with a provider for SQL 2k8 R2
DIGITAL ASSET MANAGEMENT DEMO
Q&A

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References
• http://mssharepointitpro.com
• http://mssharepointdeveloper.com
• http://sharepoint.microsoft.com

• http://www.iwkid.com/blog
• http://www.idubbs.com/blog
 Thanks for attending!

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