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Sharepoint 2010 ECM @ City of Langford

Sharepoint 2010 ECM @ City of Langford. Kevin Dube kdube@cityoflangford.ca. Need I say more…. Outline. Project Goals & Overview Portal Structure OOTB Key Functionality we are relying on Issues and Workarounds Whats left to do… Migration Tools & Outlook Addins.

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Sharepoint 2010 ECM @ City of Langford

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  1. Sharepoint 2010 ECM @ City of Langford Kevin Dube kdube@cityoflangford.ca

  2. Need I say more…

  3. Outline • Project Goals & Overview • Portal Structure • OOTB Key Functionality we are relying on • Issues and Workarounds • Whats left to do… • Migration Tools & Outlook Addins

  4. Project Goals & Overview • Rebuild/Re-architect our sharepoint in 2010 (currently in sharepoint 2003 migrated to sharepoint 2010) • Store our records electronically to eliminate the need to keep a paper version • Migrate content from variety of sources • Apply metadata to our documents to improve searchability • Ensure consistent branding of our official docs

  5. MOSS 2007 Portal (in production)

  6. Sharepoint 2010 Structure(Overall Records Structure)

  7. Navigation • Manually Created at each root level site in the site collection • Goal: Consistent Navigation – Pain to create

  8. The Langford Records Centre (LRC) • No more than three clicks deep • Site Collection -> Site ->Multiple Document Libraries -> Folders in the libraries • Organized by function rather than dept. • Marcel Roy (TRAC Records) made mindmaps of entire organization. • Uses In Place Records Management

  9. Sample of Records Site Collection

  10. LRC Continued • LGMA buried inside as metadata • New structure easier to navigate versus old (plus templates built into structure!)

  11. Technology Pieces • Content Types, Syndication & Templates • How to attach a template to a content type (important to upload rather than put in url so default values come in correctly) • Insert quick fields in word document from metadata • Document Library – specific configuration • Document ID – roadblocked • Document Information Panel Word • Managed Metadata • Term Sets, Terms • Importing Addresses from external database • BCS – limited success – does it work for a wf?

  12. Customizations • Subsite Creator

  13. Customizations Cont. • Site Listing (CQWP)

  14. Customizations Cont. • Term Set Importer • Brings data from external database into termset • Runs daily

  15. Template Document Library • Special Views • No folders, No Email, Email Only, Checked Out, Sort • Advanced Settings • Versioning • Information Management Policy • Challenges with folders (sorting!) • Attaching Content Types

  16. Issues & Workarounds • CT & Syndication • Cannot control order of columns • Hidden columns not accessible • Solution – minimize columns, do not hide • Document ID • Not unique, gets value from template • Solution – do not use this functionality

  17. Issues & Workarounds Cont. • Records Management • Disposition WF does not delete records • Can get around this (with modified WF but then run into next point) • No way to do multi record disposition • Solution – Use custom wf and metadata • Save Site as a Template, • default values do not show up in DIP, hide folder view is corrupted

  18. Issues and Workarounds Cont. • Cannot create content types in hub • Error message saying content type already exists • Db in bad state but product team going to fix this? • Managed Paths issue • When saving document comes up with local desktop rather than correct location • Solved by making sure there is a site at every place in urlie if you have a wildcard managed path at http://departments/engineering/permits make sure a site collection exits at http://departments/engineering or reorganize

  19. 3rd Party Tool & Addins • Created an autocomplete button hooked to a list for “where do I file it” http://www.sharepointusecases.com/index.php/2010/04/search-autocomplete-for-sharepoint-2010-lists/ • Harmon.ie – addin for outlook to file directly into sharepoint from outlook and retain email metadata, ability to apply meta data to mutiple docs is coming

  20. Harmon.ie Demo

  21. Where do I File it?

  22. 3rd Party Tools & Addins • Metavis– Migration Tool • Lets you apply metadata to documents as you bring them across from sharepoint or fileshare • Retains creation dates etc. • We want to use this to migrate our building files and apply addresses to them as they are moved from fileshare

  23. To Do • Continue with build out of LRC • Build intranet side of portal • Training is ongoing.. • Migration of docs from fileshare, 2008 • Migration of lists from 2007 • Nice to haves • Way to preview email in SP (FAST?) • Ability Tag multiple documents at once (Harmon.ie, coming) • An up (…) button in doc library view web part

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