aOS Dublin - All about documents in O365 03/2017
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Transcript of aOS Dublin - All about documents in O365 03/2017
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aOS DublinMarch 15th 2017
All about document management in Office 365
Sébastien PAULET@SP_twit
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aOS Dublin March 15th 2017
Speaker presentation
France
Enterprise Solutions
Architect
SPT Conseil
Speaker on
#DMS, #Archiving,
#SharePoint,
#Scrum, #Lean,
#Ergonomy
@SP_twit
Bloghttps://sppublish.wordpress.com
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aOS DublinMarch 15th 2017
Where documents go in Office 365?
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aOS Dublin March 15th 2017
History…
Paper
Files
DMS
Collaborative
Social
1970 1980 1990 2000 2010
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aOS Dublin March 15th 2017
Where documents go?
Web Site
Extranets
Intranet
DMS
Collaborative
Records Management
…
No tools O365Mini. TCO
O365
Personaldocuments
Records / Archives
InternalPublic
ExternalRestricted
ExternalPublic
Internal Restricted / confidential formal
Internal Restricted / confidential Informal
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aOS DublinMarch 15th 2017
About DMS
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aOS Dublin March 15th 2017
Projets/typical business needs for a Document Management System• Paper flow digitalization (mail, invoices, etc.)
• Reglementary files
• Technical documentation
• Projects
• Process/procedures related documents, forms
…All mature processes
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aOS Dublin March 15th 2017
Features
Highlight Classification Permissions Check In/Out
Email alerts Bookmarks History Lifecycle
Rendition Composites Search Workflows
Storage
Archiving
Restore
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aOS DublinMarch 15th 2017
SharePoint as a DMS
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SharePoint as a DMS
Highlight Classification Permissions Check In/Out
Email alerts Bookmarks History Lifecycle
Rendition Composites Search Workflows
Storage
Archiving
Restore
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aOS Dublin March 15th 2017
And also
• Sharing data (news, calendar, tasks, Wiki, …)
• 100% Office integrated
• Integrated publishing (portal, branding)
• Multimedia assets
• Totally integrated search engine
• Integrated ESN
• Integrated BI
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aOS Dublin March 15th 2017
Attention point
Document = File + Properties (+ versions)
No attached files or renditions
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aOS Dublin March 15th 2017
File rules
• Forbidden characters # % ?
• Unauthorized file formats
• URL length (260 characters max)
• No empty documents (0 byte)
• Maximum file size (10 Gb)
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aOS DublinMarch 15th 2017
Archiving
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aOS Dublin March 15th 2017
Features
• Retention period
• In place document freeze (Records InPlace)
• Records mass storage (Records Center) ISO 15489 compliant
• Case management with integrated eDiscovery (SharePoint, Exchange, Lync, FileSystems)
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aOS Dublin March 15th 2017
Limitations
• Compliant with anglo-saxon norms, not « europeans » (Moreq, eiDAS)
• Document location (country)
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aOS DublinMarch 15th 2017
Workflows
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aOS Dublin March 15th 2017
Workflows
• Standards Workflows
• Custom process : SharePoint Designer
• Tiny individual process : Flow
• Custom form : Infopath
• Mobile app : Power Apps
• Custom actions : Visual Studio
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Attention points
• No loops
• Document attached Workflow
• No delegation mecanism
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aOS DublinMarch 15th 2017
Permissions
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aOS Dublin March 15th 2017
Information organization
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aOS Dublin March 15th 2017
Compared with classical DMS
• No content type related permissions
• No metadata based permissions
• No permissions on document metadata
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aOS DublinMarch 15th 2017
Storage
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aOS Dublin March 15th 2017
Limitations
• Up to 5 000 documents in the same view
• Up to 5(0) 000 security scopes per document library
• Up to 30 000 000 documents per library
• Max 2000 subsites / site collection
• Storage location (for legal purpose)
• Files max size
• For site collections online … pooled storage (25Tb+)
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aOS DublinMarch 15th 2017
Conclusion
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aOS Dublin March 15th 2017
Keep in mind
• DMS YES and even more!
• Keep permission rules simple and stupid (impact on information architecture)
• If necessary, replace workflow engine, or wait for Flow evolutions
• Beware of special charaters in file names…
• Volumetry boundaries which impact information architecture
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aOS Dublin March 15th 2017
Limits by version
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aOS Dublin March 15th 2017
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