Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Definitions Collaboration –...

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved.

Definitions

• Collaboration – working together on team projects and sharing information, often through ad-hoc processes, to accomplish project goals.

• Document Management – structured way to manage and share documents through the use of versioning, metadata, profiles, workflows, search, and information management policies.

• Portal – a personalized user interface that brings together information from different line of business applications and other sources such as web sites or web services.

• Content Management – publishing and design processes for pages on portals or other web sites.


History 1995- 2006

• 1995-2000 – during the internet boom many start ups created web-based portals, content management, and collaboration systems. Data Channel, Plum Tree, Intranets.com,

• 2000 – Microsoft releases two products– SharePoint Portal Server 2001 for document

management and enterprise search (Exchange backend)

– SharePoint Team Services for collaboration (SQL backend)

• 2003 – Microsoft releases version 2.0 products– Windows SharePoint Services (SQL and .NET)– Office SharePoint Portal Server 2003 (built on top of

WSS)

• 2006 – Microsoft releases the version 3.0 product that fixes many of the 2003 product shortcomings and adds many new features such as Business Data Catalog, InfoPath Form Services, and extensive Office integration


WSS (Windows SharePoint Services) Functional Overview

• Sites and Site Collection

• Lists

• Columns

• Views

• Versioning

• Notifications and List Emails

• Web Parts and Web Part Pages


Basic Definitions: Site

• Site:– stores lists of documents, events, tasks,

discussions, and many other types of information

– contains pages and web parts that provide access to information that is either stored within a site or in external locations

– controls access and defines permissions levels for users and groups within a site

– Initial configuration of lists, pages, and web parts constitutes a site template


Basic Definitions: Site Collection

Team Site Template

Site Collection is a set of sites connected together. One site is the root site and rest are sub-sites.ABC UniversityABC University

Courses Student HistoryOfficial Docs

Math 20

Lab 2Lab 1

Chemistry 101 Blank Template

Records Repository Template

WIKI Template

Site Collection


Site Types

• Site creation page allows the user to select a site template which determines the site functionality and initial configuration of content on the site.


Basic Definitions: List

• List:– stores lists items

– specifies a set of columns (fields) that each list item will have

– has different ways to view list items by using sorting, filtering and grouping functions

– controls access and defines which permission levels users and groups will have within a list


List Types

• List creation page allows the user to select a list template which determines the list functionality. The user interface groups lists based on purpose the list will serve


Demo: Navigating through Sites and Lists

Demo: Navigating through Sites and Lists

1. Explore navigation of sites and modify navigation

2. Create several sites and explore navigation of site content• Under “Training Intranet”, “Courses” with “Blank

Site” template • Under “Courses”, “Chemistry 101” with “Blank

Site” template• Under “Courses”, “Information Software Design”

with “Team Site” template

3. Create several lists and explore list navigation• “Course Materials” with “Document Library”

template in “Chemistry 101”• “Assignments” with “Tasks” template in “Chemistry

101”• “Courses” with “Custom List” template in “Courses”


Lab: Exercise 1

• Perform exercise 1 from Functionality Lab


Columns: Types

• Lists have an initial set of columns

• Users can add additional columns to the list and specify the column type

• There are several new column types in SharePoint 2007 such as "Business Data" or "Full HTML Content"

• There are also some improvements to existing column types such as ability to have multi-value lookup columns


Demo: Adding Columns to List

Demo: Adding Columns to List

To the “Courses” list add the following columns:

1. “Course Description” (Text)2. “Department” (Choice)3. ”Start Date” (Date)4. “End Date” (Date)5. “Teachers” (Person)


Views

• View provides a representation of information in the list based on:– Format:

• Standard -- a list of list items• Calendar – daily, weekly, or monthly calendar• Datasheet – editable spreadsheet• Gantt – relation of list items over time

– Columns: which columns are shown

– Query:• Sort• Filter conditions• Group by conditions• Item limit


Demo: Working with Views

Demo: Working with Views

In “Courses” list create:

1. a standard view with sort and filter conditions2. a standard view with group by conditions3. a calendar view4. a Gantt view

In “Assignments” list create:

1. A standard view with group by conditions2. A Gantt view


Lab: Exercise 2



Site Columns: Overview

• Site Columns provide a way to reuse a column definition on one site or many sites.

• When a user creates a site column, SharePoint stores the definition for the column in the Site columns gallery.

• Once a user adds a site column to a list, SharePoint creates list column definition by copying Site columns gallery’s column definition and retains a pointer to it.


Site Columns: Illustration


Site Columns: Scopes

• The site column is available to the site in which you created it, as well as any child sites.

• A user can change the list column after the column has been added from Site columns gallery.

• Changes to the list column definition do not affect other lists or site columns gallery definition.


Columns: Updating Site Columns

• SharePoint can push down changes for a site column and update all the list columns based on that site column.

• Updates are not granular, the current site column definition entirely overrides list column definition

example:You can create a status site column with multiple choices of statuses, and add the column in several lists across the site collection. To add a new status, you can modify the site column instead of having to modify each list that contains a status column.


Columns: Updating Site Columns Errors

• If the push down of changes fails on one list, SharePoint continues pushing down the changes to the remaining lists and returns errors encountered at the end of the push-down operation.

• To create or manage a site column on a site, you must have access rights to that site. If you do not have the appropriate access rites to a child site, push-down operations to columns contained in that child site will fail.


Demo: Working with Site Columns

Demo: Working with Site Columns

1. Create a site column “Assignment Type” (Choice) at the root level site “Site columns” gallery.

2. Examine “Site columns” gallery in a sub site

3. Add “Assignment Type” site column to two “Assignments” lists (create another list if necessary)

4. Demonstrate updates and conflicts by modifying list column definitions and site collection column definition


Lab: Exercise 3



Versions

• Every list in SharePoint supports versioning; any changes made to a list item result in a new version

• Library lists (document library, form library, etc) have enhanced version control that includes:

– Draft/Publishing model with major and minor versions

– Required check-out where the user can not edit the list item without checking it out first


Library Versioning Settings

• Major (publish) and minor (draft) version model closely matches the edit process in real world, where a person works on the document many times making a series of changes and finally publishes a major version for the public viewing.


Version History Page

• Users can see the property changes between versions

• Users with proper permissions can view, restore, delete and unpublish versions


Versions: Check in /Check Out

• Check in/Check out process gives user the ability to lock the document for making changes.

• Users can check out the document on the server or place the document on the local computer while it’s checked out.

• There is also an option to require check out for a specific list.


Versions: Content Approval and Draft Item Security

• Content Approval specifies whether changes to items should remain in a draft state until they have been approved.

• Approval takes place after a user publishes a major version of the document. Major version remains unpublished until it’s approved.

• User with proper permissions can specify which other users can view draft versions (minor versions and unapproved major versions).


Demo: Versioning in Document Libraries

Demo: Versioning

1. Enable major and minor versions for a document library

2. Check out a document to local drafts, make changes, and check in a major version

3. Examine version history page4. Edit properties of the document5. Check out the document on the server, make

changes, and check in the document.6. Publish a major version of the document7. Turn content approval on and go through the

approval process8. Examine “Required Check Out “ option9. Examine the differences in list item versioning


Lab: Exercise 4



Notifications

• Two main notification methods in SharePoint:– Alerts – RSS feeds

• Alerts give users an ability to be notified of list item or list events either when they occur or at a later time.– Users with proper permissions can create alerts for

other users.

• Each list has an RSS feed. User can subscribe to RSS feeds and track lists and list items on different sites using an RSS reader.


List Emails

• Lists can receive emails and archive them


Demo: Alerts, RSS Feeds and List Emails

Demo: Alerts, RSS Feeds and List Emails

1. Create an alert for a list item and a list

2. Subscribe to RSS feeds for different lists

3. Set up a list email and use it


Web Part Pages and Web Parts

• Web Parts are ”web-based windows” that provide access to specific functionality

• Web Part Pages consist of web part zones in which web parts reside. There are several templates available for web part pages.

• Users with proper permissions can add, remove, move web parts on the web part page.

Web Part Page

Web Part

Web Part Zone


Web Part Properties

• Web parts have properties that store metadata about web parts. – Base properties control appearance and behavior

(title, height, width)– Custom properties, such as birthday or mailbox

name, help with implementation of desired functionality

• Properties can have shared or personal storage– Shared: changes affect all users– Personal: changes only affect logged in user


Web Part Connections Scenarios

• Web parts use a standardized set of interfaces that allows completely independent parts to connect.


Demo: Web Parts

Demo: Web Parts

1. Working in design mode2. Web part zones3. Adding web parts4. Properties5. Personalization6. Web Part Connections7. Web Part Pages8. Web Part Gallery list for the site collection

Note: after adding a list view web part to a web part page whenever updating the view within the list, the view within web part needs to be reset


Lab: Exercise 5

• Perform exercises 5 from Functionality Lab


Free Style Exercise

Free Style Exercise

1. Create a site “Training Site” with “Team Site” template.2. In “Training Site”, create sub-site “test 100” based on “blank”

template.3. In “test 100”, create a list called “Employees” based on “Contacts”

template. Create a couple of list items.4. In “test 100”, create a custom list called “Cars” that has the following

columns:a. Car model (choice of models)b. Owner (lookup to Employees list)c. Title

5. In “test 100”, create a web part page called “Cars”.6. Add “Cars” web part to “Cars” web part page.7. In “Training Site”, try to add “Cars” web part to the home page. (Can

it be done? Hint: Use content query web part.)8. In “Training Site”, create “Cars” list with the following columns

a. Car model (choice of models)b. Titlec. Owner (lookup to Employees list from “test 100” website) (Can it

be done?) 9. How would you solve the above problem with site columns?

Copyright © 2006 Pilothouse Consulting Inc. All rights reserved. Definitions Collaboration –...

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