MOSS 2007 Document Management Adam McCarthy 1 st April 2009.
-
Upload
jolie-mallatt -
Category
Documents
-
view
217 -
download
1
Transcript of MOSS 2007 Document Management Adam McCarthy 1 st April 2009.
![Page 1: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/1.jpg)
MOSS 2007
Document Management
Adam McCarthy1st April 2009
![Page 2: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/2.jpg)
© 2009 Parabola Software Ltd
Document Management Overview
Document Libraries
Check In/Out
Versioning
Content Approval
Workflows
Office 2007 Integration
Search
Metadata
Content Types
![Page 3: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/3.jpg)
© 2009 Parabola Software Ltd
Document Libraries
Use SharePoint document libraries instead of shared file space
If each team or department is given their own collaboration area, they can create and administer their own document libraries
Documents in a document library can be controlled using features such as Check In/Out, Versioning, Content Approval and Workflow
![Page 4: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/4.jpg)
© 2009 Parabola Software Ltd
Example use of document libraries
![Page 5: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/5.jpg)
© 2009 Parabola Software Ltd
Check In/Out
Check In/Out can be used to ensure that only one user is working on a document a one time
If activated, a document must be checked out to a user before it can be modified
Whilst checked out, other users can still see the original document, but will not be able to edit it
Only once the document has been checked back in will other users be able to see the changes
Integration with Office 2007 ensures that you are prompted to check the document back in
![Page 6: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/6.jpg)
© 2009 Parabola Software Ltd
Check Out Example
![Page 7: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/7.jpg)
© 2009 Parabola Software Ltd
Check Out Example
![Page 8: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/8.jpg)
© 2009 Parabola Software Ltd
Versioning
Documents can be stored as Major versions (published and viewable by all users) or Minor versions (working copies)
Versioning ensures that only the current published version of the document is available in the library for users to select
Those with permissions to do so can work on a draft copy
The draft copy can then be published when it is ready
Published versions can also be rolled back
![Page 9: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/9.jpg)
© 2009 Parabola Software Ltd
Versioning Example
![Page 10: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/10.jpg)
© 2009 Parabola Software Ltd
Versioning Example
![Page 11: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/11.jpg)
© 2009 Parabola Software Ltd
Versioning Example
![Page 12: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/12.jpg)
© 2009 Parabola Software Ltd
Content Approval
Document libraries can be configured to use Content Approval to ensure documents are approved before they are published
This is especially useful for document such as policies
The document will be approved by a designated Approval team or the site owner
Until a document is approved, users will not be able to see it
![Page 13: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/13.jpg)
© 2009 Parabola Software Ltd
Content Approval Example
![Page 14: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/14.jpg)
© 2009 Parabola Software Ltd
Content Approval Example
![Page 15: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/15.jpg)
© 2009 Parabola Software Ltd
Workflows
Workflows can be used for processes such as content approval
Workflows can either be run manually or applied to all documents in a library
Once a person has been assigned a task in a workflow, they will be sent an email informing them
An example of workflow being used in a collaboration example is shown later in this presentation
![Page 16: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/16.jpg)
© 2009 Parabola Software Ltd
Integration with Office 2007
SharePoint 2007 and Office 2007 have been designed to work with each other
You can save to SharePoint straight from Office
![Page 17: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/17.jpg)
© 2009 Parabola Software Ltd
Integration with Office 2007
![Page 18: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/18.jpg)
© 2009 Parabola Software Ltd
Search
MOSS 2007 has a search functionality similar to that of Google
All content is indexed so searches typically take under a second
The results are sorted by relevance
The contents of documents are searched too
![Page 19: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/19.jpg)
© 2009 Parabola Software Ltd
Metadata
Extra columns can be added to a library to store information about a document
The completion of these fields can be made mandatory
![Page 20: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/20.jpg)
© 2009 Parabola Software Ltd
Metadata Example
![Page 21: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/21.jpg)
© 2009 Parabola Software Ltd
Metadata Example
![Page 22: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/22.jpg)
© 2009 Parabola Software Ltd
Content Types
Documents that are commonly used can be created as Content Types
A Content Type can be used throughout SharePoint and will use a standard template
Examples of Content Types could be documents such as policies
Content Types can be added to the New button in the library
Content Types can have metadata associated with them
![Page 23: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/23.jpg)
© 2009 Parabola Software Ltd
Content Types Example
![Page 24: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/24.jpg)
© 2009 Parabola Software Ltd
Content Types Example
![Page 25: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/25.jpg)
© 2009 Parabola Software Ltd
Content Types Example
![Page 26: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/26.jpg)
© 2009 Parabola Software Ltd
Content Types Example
![Page 27: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/27.jpg)
© 2009 Parabola Software Ltd
Content Types Example
![Page 28: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/28.jpg)
© 2009 Parabola Software Ltd
Content Types Example
![Page 29: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/29.jpg)
© 2009 Parabola Software Ltd
Content Types Example
![Page 30: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/30.jpg)
© 2009 Parabola Software Ltd
Content Types Example
![Page 31: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/31.jpg)
© 2009 Parabola Software Ltd
Document Collaboration – Old Scenario
Create/update new Word document
Colleagues update their own copy and
add comments
Each colleague emails back their
new versionYou receive 5 different
WORD docs
Review and consolidate the 5 copies and apply feedback to the
document
Email copy to 5 colleagues
![Page 32: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/32.jpg)
© 2009 Parabola Software Ltd
Create/update new Word document
Each person checks-out
and updates the document
Each person in the group receives an email with a link to
the document
Document Collaboration – New Scenario (SharePoint)
Author reviews updates
Benefits:1 copy of the document
Less network traffic & storage
Time saving
Reviewers can see others updates
![Page 33: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/33.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 34: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/34.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 35: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/35.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 36: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/36.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 37: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/37.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 38: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/38.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 39: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/39.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 40: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/40.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 41: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/41.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 42: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/42.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 43: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/43.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 44: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/44.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 45: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/45.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 46: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/46.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 47: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/47.jpg)
© 2009 Parabola Software Ltd
Example Document Collaboration
![Page 48: MOSS 2007 Document Management Adam McCarthy 1 st April 2009.](https://reader038.fdocuments.net/reader038/viewer/2022103015/551b2e3e550346cf5a8b5f62/html5/thumbnails/48.jpg)
© 2009 Parabola Software Ltd
Create/update new Word document
Each person checks-out
and updates the document
Each person in the group receives an email with a link to
the document
Document Collaboration – Summary
Author reviews updates
Benefits:1 copy of the document
Less network traffic & storage
Time saving
Reviewers can see others updates