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Leave The Fileshare and join the Enterprise Content Revolution!
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Together Realized Leave the Fileshare, and join the Enterprise Content Revolution! Ryan Dennis | Blue Chip Consulting Group 7/2/22
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Fileshares and folders have been the bread and butter for Enterprise Content Management for a very long time. They've served their purpose, and they were great at one time - but it's time to leave them for a better, smarter solution. Enterprise Content Management in SharePoint Server is here to stay - and simply migrating your fileshare data into a more robust and intelligent structure can help you better find and manage your enterprise data. In this session, we'll look at an example of a fileshare and how we can very easily redefine our Enterprise Content Management strategy using SharePoint Server as the platform. Attendees will witness how easy it can be to add and categorize content using out-of-the-box SharePoint functionality - and how you can start to use Enterprise Content Management to better serve your business.
Transcript of Leave The Fileshare and join the Enterprise Content Revolution!
Together Realized
Leave the Fileshare, and join the Enterprise Content Revolution!
Ryan Dennis | Blue Chip Consulting Group
Monday, April 10, 2023
Together Realized
2014 SharePoint Saturday - Columbus 2
Thanks to our Conference Hosts
GO BUCKS!
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2014 SharePoint Saturday - Columbus 3
Thank You to our Fabulous Sponsors!PLA
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Together Realized
2014 SharePoint Saturday - Columbus 4
Get Connected!
•Open wireless access is available.
• See something remarkable? Tweet (#SPSCBUS) and share it!
• Facebook User? Post your comments to our User Group Facebook Group Page. Just look for BuckeyeSPUG.
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2014 SharePoint Saturday - Columbus 5
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He was awesome!
Together Realized
Ryan Dennis
Senior Consultant | Blue Chip Consulting Group
About Me
www.bluechip-llc.com
www.sharepointryan.com
@SharePointRyan
linkedin.com/in/SharePointRyan
SP Geek Father
Drummer Husband
Together Realized
Agenda
•About AdventureWorks• The Current Fileshare Scenario•Redefining our ECM strategy•Categorizing Content in SharePoint• Leveraging Search with our ECM
implementation•Q&A
Together Realized
AdventureWorks Cycles is a large, multinational manufacturing company. The company manufactures and sells metal and composite bicycles to North American, European and Asian commercial markets.
(Oh, and it’s a fictional company)
Together Realized
The AW Fileshare
Folders created for every Country
Within each Country, folders
are created for every Year
4 foldertypes in eachDepartment folder
Within each Year, folders created for every
Department within the company
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A Sample AW Document
ContentType
Department
Version
Year
Authors
CreatedDate
Document Status
ModifiedDate
Company
Country
DocumentType
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Issues
• Usability and user experience are poor• Documents buried n levels deep
• File path is long and ugly• Example: \\Fileshare\AdventureWorks\USA\2014\CustServ\
Confidential\CustServ_HandbookDoc_V4.docx• Limited visibility into security/permissions• Search does not work intuitively • No metadata/tagging functionality
Together Realized
What is ECM?
Enterprise Content Management (ECM) is the strategies, methods
and tools used to capture, manage, store, preserve, and deliver content
and documents related to organizational processes.
ECM tools and strategies allow the management of an organization's
unstructured information, wherever that information exists.
Together Realized
Advantages of SharePoint ECM
•Version control and version history•Workflow/approval/publishing• Tagging/Metadata• Search• Shared editing experience•Quotas•Auditing
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Managed Metadata
• Key Features• Content Type Publishing – sharing across site
collections.• Taxonomies – Creation and management of
hierarchical collections of managed terms.• Key Concepts• Taxonomy – A hierarchical classification of words,
labels or terms that are organized into groups based on similarities.• Folksonomy – A classification that results when users
collaboratively apply words, labels or terms to content.
Together Realized
Managed Metadata Term Store
Together Realized
Key Concepts of Presentation
• SharePoint Site Collection• Document Libraries & Views• Document Templates• Content Types & Metadata• Content Organizer• Document IDs•Workflow• Records Management• Search
Together Realized
2
Then, in the Office program – populate the metadata values in the Document Information Panel
Custom Document TemplateNotice that the value displays in the document body, this is using a Quick Part
1 3
First, create a New Document
In SharePoint, the metadata values are automatically applied without needing to set them manually
Together Realized
Content Organizer
1. User creates a document and uploads it to the SharePoint site – specifies document properties (metadata)
2. Document is automatically moved to the Drop Off Library
3. Content Organizer Rules determine the appropriate destination based on document metadata
4. Document is automatically routed to the destination Document Library
HR Docs
IT Docs Legal Docs
Together Realized
Search
•Quickly and easily find documents using:• Text from document body• Text from ANY document metadata/column
values• Preview the document right in the
browser• Refine your search results using Search
Refiners•Users only find what they have access to
Together Realized
SharePoint ECM
D E M O
Together Realized
Demo Recap
•Reviewed Document Center Site•Reviewed the AdventureWorks IT
Library•Created a new Document based on
the custom Document Template•Ran through a basic Approval
Workflow•Performed a Search
Together Realized
Q U E S T I O N S ?
Together Realized
Ryan Dennis
Senior Consultant | Blue Chip Consulting Group
About Me
www.bluechip-llc.com
www.sharepointryan.com
@SharePointRyan
linkedin.com/in/SharePointRyan
SP Geek Father
Drummer Husband
