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SharePoint Power Out of the Box Steve Smith – MVP SharePoint Server Owner Combined Knowledge Who am I • Co Owner of Combined Knowledge Ltd and Combined Knowledge Asia Pacific • MVP for SharePoint Server • Co organiser UK SharePoint User Group – http://suguk.org – Nearly 5000 members • ISPA Lead for the EMEA • Co Author of the SharePoint Administrators Companion by MSPress Agenda SharePoint User Adoption quick Wins Content Targeting by Audience Surfacing Data through content by Query Surfacing content through Connected Web Parts Using SharePoint for incoming email and records compliance Summary Why Quick Wins and Who Benefits • Encourages use of SharePoint • Improves ROI • Encourages people to do more in SharePoint and spread the good word • No boundaries – plan for everyone • Does not have to be work based focused – Social club / sports club organisers • The best quick win does not require development / custom code • Can be found in all levels of SharePoint – Corporate Portal – Team Sites – My Sites Simple Quick Wins • • • • • • • • • Online Forms Workflow Incoming Email Content Types Content Targeting My Sites – Hosting social sites Metadata – List & Library Columns Creating new Views Search Targeting Content by Audience • Audiences created by attribute value or by group – For example from Active Directory or an LDAP source – From an Active Directory Group • Audiences used to surface information in two ways – By Web Parts – By Item • Need to be compiled regularly in order to be dynamic – Workflow is useful for this !! • Item level audience targeting uses the content by query web part – only available on publishing enabled sites • Content by Query Web Part is site collection bound Demo Audiences and content targeting Connected Web Parts • Allows web parts to surface data by referencing another web parts metadata • Can use lists or libraries • No limit to the amount of connected of web parts • Web Parts can be hidden except the final one which shows the results • Use Audiences to target the results and web part for data input • Useful for building dynamic KPI’s • Use BDC web parts for bringing in data from back end Line of business apps. Demo Connected Web Parts Incoming E-Mail • • • • Replaces Public Folders Can be used as part of a Workflow Supports internal and External Email User Exchange 2007 Managed folders along with SharePoint Records centre for document and email compliance • Not the easiest to configure but ok if you follow our whitepapers Demo Incoming Email to a document library Defining Records Management In SharePoint Server 2007 Using the Records centre Content Becomes Final – requires official status Collaboration Content Created Sent to Records Centre via Workflow or manual Content Type matched and additional metadata requested if required Content stored in document library with retention and policy settings Create and Configure the Records Centre Site • Create a new site using the Enterprise Records Centre Template – – – – – • • • • Can be in it’s own Shared Service Provider Can be in it’s own Web Application Can be it’s own Site Collection Can be in a Sub Site You can have more than one if you want Create Document Libraries with policies and Metadata. Create Routing Rules to match content types to libraries Add users to submitters group. Configure Farm level ‘Send to’ location for corporate central records Site location. Submitting Content • Routing rules based on matching content types from the collaboration content type. • Can be automated in a workflow using the sendto.asmx web service • Can be initiated manually on a per document basis • Additional Metadata is requested at the time of submitting content • Unclassified Document Library stores content that has no matching Content Type Create an Audit & Retention Policy • Policies created on a content type or at the document library level • Defines what happens to the content when saved into the library • Programmatic workflows can be used to add complex procedures such as hold for 2 years – e-mail manager if yes then archive to file store and delete from SharePoint , if No then delete. • Auditing now possible but be aware of the performance hit ( SQL Round Trips ) – don’t enable for everything if not required. – Use Document Library templates to control. Configure Exchange Managed folder • Only possible with Exchange 2007 • Configured in Exchange management console • Some cmd line scripts required for Exchange and SharePoint • Managed folder points to records centre Email List • Manage Folder policies determine which records centre to route the Email and attachments to. – Attachments can be optional. • If additional metadata is required by the records centre library the user receives a notification Email • Runs on a timer job basis so you need to be patient • Can be enabled for specific or all users Demo Records Centre and submitting content Questions? Please Fill in the Eval Forms !! Meet me after the Sessions Contact details – [email protected] Session Download – http://www.combined-knowledge.com/Downloads%202007.htm