ILTA 2011 - SharePoint as a Document Management System...
Transcript of ILTA 2011 - SharePoint as a Document Management System...
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SharePoint as a Document Management SystemTyler Durham – Microsoft CorporationGrant Newton – Clifford Chance LLP
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Agenda
Introduction
What’s New
Upgrade, Migration, and Integration
Spotlight: Clifford Chance
Conclusion
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Microsoft SharePoint 2010Business Collaboration Platform
Today’s Focus
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* E-mail Archiving provided by Exchange
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Records Management
“In Place” Record Management
Enhanced Reporting and Auditing
Disposition Policies
Multi Stage
Legal Holds
Search
Search Refinement
Larger Content Databases Important: Be Sure to Read the Fine Print:
http://tinyurl.com/SP2010Boundary
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File, tag, find, view and share SharePoint files directly from Outlook
Drag-and-drop email and attachments to SharePoint from Outlook
Tag with extracted or custom metadata
Replace attachments with links for easy collaboration
Leverage SharePoint’s powerful capabilities from Outlook
Seamless integration with Microsoft Office SharePoint Server 2010 and Microsoft Office 365
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Understand Hardware & Software Requirements
Analyze and Inventory
Proof of Concept
Hardware and software requirements (SharePoint Server 2010):
http://technet.microsoft.com/en-us/library/cc262485.aspx
Upgrading to SharePoint Server 2010
http://technet.microsoft.com/en-us/library/cc303420.aspx
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Upgrade Approaches
In Place
Database Attach
Hybrid
Migration Approaches
Partners
Tools
Integrate/Interop
Third Party Connectors
RSS/Atom
Custom Development (BCS, etc.)
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SharePoint and the Document
Management AcceleratorsGrant Newton
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Document Management Records ManagementWorkflow Auditing and compliance Search Knowledge finding Blogs and wikis
Document Management Accelerators
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The DMA’s provide:
Consistent retrieval of content
Productivity tools
Governance mechanisms
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Document Management AcceleratorsC
onsis
ten
cy • Recent
documents
• Recent sites
• Search
Pro
ductivity • Compare
• Attachments
• Outlook attach
• Copy and move
• Related documents
• Documents I Own
Gove
rnan
ce • Site
provisioning
• Site directory
• Metadata
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DMA’s in action
1. Create a new document and save to a matter
2. Open a document, make edits and save
3. Compare document versions, create comparison, send latest version with
comparison
4. Receive a document via email, save as a new version of an existing document
5. Move a document from one matter site to another
6. Look for a document in a matter by filtering and then by searching
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Scenario 1 - Create a new document and save to a
matter
Business Context:
The Partner would like you to create a new Word document using the agreement
template with the initial information provided and save it to the Matter site “Project
Bishop” making sure that they are the Document Owner
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Scenario 1 - Create a new document and save to a
matter
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Use the standard MS Office options to
Save
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Scenario 1 - Create a new document and save to a
matter
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Recent Sites provides
you locations
where you have
recently been saving and editing documents
Access to SharePoint is provided through the
standard Save dialog
box
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Scenario 1 - Create a new document and save to a
matter
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Search provides you with options to look for a site
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Scenario 1 - Create a new document and save to a
matter
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Select the site you want to save the
document to
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Scenario 1 - Create a new document and save to a
matter
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Shows the other
documents already saved to the site
Click save to add the
new document to the site
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Scenario 1 - Create a new document and save to a
matter
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Update the Document
Owner
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Scenario 1 - Create a new document and save to a
matter
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Select the Document
Owner
Look for the
Document Owner
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Scenario 2 - Open a document, make edits and save
Business Context:
You need to update a document you have recently been working on with a number of
changes provided by your Partner.
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Scenario 2 - Open a document, make edits and
save
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Select the document you want
to edit
Select Edit on pop-up
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Scenario 2 - Open a document, make edits and
save
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Edit document
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Scenario 2 - Open a document, make edits and
save
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Complete Edits in MS Word and then Save
the document
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
Business Context:
It is late at night, you are a Trainee and have been instructed by a Partner to make final edits on a document and create a new Major version before the document is sent to the client. You have been asked to email the Partner the Major version and the PDF comparison.
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
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Complete the edits as instructed and publish as a major
version
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
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Select compare
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
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Compare provides an
option to get a document
from SharePoint
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
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Select the document
you wish to compare
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
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Ability to pick which
versions to compare
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
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Compare completed and
now need to save it as an
attachment
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
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Option provided from within MS
Word
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
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Original file selected and a file
name provided
OK to attach the document
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
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From within Outlook you
have the ability to
attach documents
from SharePoint
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
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Can select original,
attachment(s) and/or
previous versions all from one location
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Scenario 3 - Compare document versions, create
comparison, send latest version with comparison
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Adds the documents,
attachments and versions selected to the email. Can be copies and/or
links
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Scenario 4 - Receive a document via email, save as
a new version of an existing document
Business Context:
The client has returned the document you sent to them with a number of edits they have made directly into the original document. In order to keep these changes, you decide to save it into the document management system.
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Scenario 4 - Receive a document via email, save
as a new version of an existing document
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Right click the file provides a “Save
As” option
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Scenario 4 - Receive a document via email, save
as a new version of an existing document
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Select the site that the original
document is in
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Scenario 4 - Receive a document via email, save
as a new version of an existing document
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Select the original
document and click Save
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Scenario 4 - Receive a document via email, save
as a new version of an existing document
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Yes creates a new minor
version of the existing
document
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Scenario 4 - Receive a document via email, save
as a new version of an existing document
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In the My Site view you can see
the document has been updated as a
new minor version
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Scenario 5 - Move documents from one matter site
to another
Business Context:
Prior to the matter inception process been completed, several correspondence
documents relating to the new matter were created and you have now been instructed
to move them to Project Access Test, which has now been set up.
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Scenario 5 - Move documents from one matter site
to another
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Select the documents you want to move
Copy/ Move
feature
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Scenario 5 - Move documents from one matter site
to another
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Either select the site you want to
move to or search
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Scenario 5 - Move documents from one matter site
to another
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Select the site from
search
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Scenario 5 - Move documents from one matter site
to another
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You can then move
the documents to the new
site
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Scenario 6 - Look for a document in a matter by
filtering and then by searching
Business Context:
Your Partner needs you to update a document in a long running matter, but he cannot remember the name of the document and has provided you with the following information that may help find it; Grant Newton is the document owner, the matter was possibly Project Jigsaw and it was for the client Arctic Global Finance
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Project Jigsaw is still in your list of
sites
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Scenario 6 - Look for a document in a matter by
filtering and then by searching
57
You can filter for
documents by
Document Owner
![Page 58: ILTA 2011 - SharePoint as a Document Management System (DMS)ilta.personifycloud.com/webfiles/productfiles/686689/MIC1.pdf · SharePoint as a Document Management System Tyler Durham](https://reader031.fdocuments.net/reader031/viewer/2022021716/5c9dd0f188c993ba368b9bf7/html5/thumbnails/58.jpg)
Scenario 6 - Look for a document in a matter by
filtering and then by searching
58
Apply filter
![Page 59: ILTA 2011 - SharePoint as a Document Management System (DMS)ilta.personifycloud.com/webfiles/productfiles/686689/MIC1.pdf · SharePoint as a Document Management System Tyler Durham](https://reader031.fdocuments.net/reader031/viewer/2022021716/5c9dd0f188c993ba368b9bf7/html5/thumbnails/59.jpg)
Scenario 6 - Look for a document in a matter by
filtering and then by searching
59
Filtered results
only shows one
document
Search to see if any
documents in this list contain
“Arctic Global Finance”
![Page 60: ILTA 2011 - SharePoint as a Document Management System (DMS)ilta.personifycloud.com/webfiles/productfiles/686689/MIC1.pdf · SharePoint as a Document Management System Tyler Durham](https://reader031.fdocuments.net/reader031/viewer/2022021716/5c9dd0f188c993ba368b9bf7/html5/thumbnails/60.jpg)
Scenario 6 - Look for a document in a matter by
filtering and then by searching
60
Only one result
returned, so change the
search to be for “Arctic
Global Finance” and then look to
refine the search details
![Page 61: ILTA 2011 - SharePoint as a Document Management System (DMS)ilta.personifycloud.com/webfiles/productfiles/686689/MIC1.pdf · SharePoint as a Document Management System Tyler Durham](https://reader031.fdocuments.net/reader031/viewer/2022021716/5c9dd0f188c993ba368b9bf7/html5/thumbnails/61.jpg)
Scenario 6 - Look for a document in a matter by
filtering and then by searching
61
Expanded search results that can be
filtered by using the refiners in the
left-hand navigation
![Page 62: ILTA 2011 - SharePoint as a Document Management System (DMS)ilta.personifycloud.com/webfiles/productfiles/686689/MIC1.pdf · SharePoint as a Document Management System Tyler Durham](https://reader031.fdocuments.net/reader031/viewer/2022021716/5c9dd0f188c993ba368b9bf7/html5/thumbnails/62.jpg)
Clifford Chance, 10 Upper Bank Street, London, E14 5JJ
© Clifford Chance LLP 2011
Clifford Chance LLP is a limited liability partnership registered in England and Wales
under number OC323571
Registered office: 10 Upper Bank Street, London, E14 5JJ
We use the word 'partner' to refer to a member of Clifford Chance LLP, or an employee or
consultant with equivalent standing and qualifications
www.cliffordchance.com
SharePoint and the
Document
Management
Accelerators
![Page 63: ILTA 2011 - SharePoint as a Document Management System (DMS)ilta.personifycloud.com/webfiles/productfiles/686689/MIC1.pdf · SharePoint as a Document Management System Tyler Durham](https://reader031.fdocuments.net/reader031/viewer/2022021716/5c9dd0f188c993ba368b9bf7/html5/thumbnails/63.jpg)
© 2010 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market
conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation.
MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.