Efficient Admin with SharePoint 2010

1. Efficient Adminwith SharePoint 2010 Gareth Johns IT Skills Development Advisor

2. Explore SharePoint features and techniques that can streamline business processes and improve the way teams collaborate and communicate. Course Aim

3. Objectives • By the end of this session you should be able to: • Create columns and views to help better organise document libraries. • Utilise built-in SharePoint lists such as forums, wikis and project tasks to enhance communication and collaboration between team members. • Customise and extend SharePoint lists to fulfil team specific needs. • Use SharePoint groups to implement a security permissions structure that adheres to Cardiff Met best practice • Explain how workflows can be used to automate tasks such as approval processes and team notifications.

4. Document Libraries

5. Views Views can be created to customise how a library’s content is displayed No data is added or removed it is merely the view that is changed

6. Views can be configured to show data in a way that is useful to you and your team Public or Private

7. Creating a New View Main aspects* of a view: • Columns: display or hide columns. • Sort: library can be sorted by a primary and secondary column. • Filter: only display an item if a column fulfils a criterion. • Groupby: group similar documents together. *Pun intended.

8. Columns Columns enable metadata to be added to documents stored within a library

9. Adding Columns to a Library • Extra, inbuilt, columns can be added to a library • Custom columns can also be created • E.g. Category, Topic, Icon, Web Page, purpose • Additional sources of data for searching, grouping, sorting and filtering • Each column has a Type – text, number, choice etc.

10. Site Columns • Site Columns are reusable columns that can be added to several document libraries. • Columns created at a site level are also available to libraries in sites below

11. Lists Lists are a collection of similar pieces of data, each of which have associated properties Lists are a collection of similar pieces of data (rows), each of which have associated properties (columns)

14. Customising Lists Lists can be customised similarly to libraries– columns and views Customise to suit needs of the team/site

15. Custom Lists Lists can be created from scratch, initially contain one column - title Example - L&IS Purchasing – a purchasing request system

16. Custom Lists - examples Landlords List – a list of landlords and student accommodation

17. Custom Lists – more examples International Office – Student Application Tracking IT Helpdesk & Quscient, India – New user account setup for “external” users” Procurement – Buyer’s Guide – Supplier details Welsh Translation Service – Pending translations Car pool booking - two lists –one to store requests for the pool cars and a second to store a list of approved drivers.

19. Permission Inheritance - reminder Green (thick) = inherited Red (thin) = unique permissions

20. Plan

21. Implement

22. Planning Permissions • Plan your team site structure and identify where unique permissions are needed. • Plan your groups – For each site with unique permissions create an Owners and Members group. (Unless other groups can be reused) • Assign users to each group • Decide permissions for each site

23. School of Law Permission Structure Key Green (thick) line = inherited permissions Red (thin) line = unique permissions

24. Site Permissions – Gang Violence • Gang Violence Research Team – Site Permissions Full Control: Contribute: Read:

25. Site Permissions – Mephedrone Sales • Mephedrone Sales Research – Site Permissions Full Control: Contribute: Read:

26. Implementing Permissions • Create your team sites • Create groups • Add users to groups • Grant permissions at each level of the site

27. Permissions – Best Practice Summary • Plan your permission structure then implement • Use groups • Create groups that reflect the structure of your site • Create two groups for each site; a Membersgroup and an Owners group. • Avoid breaking inheritance where possible - simpler

28. A series of tasks that can be applied to a list or library Workflows Workflows Allows something to “done” with the contents of a list or library the automated movement of documents or items through a sequence of actions or tasks that are related to a business process (Microsoft Help)

29. Workflows – Real Life Example – L&IS Purchasing • Classic “manager approval” workflow • User adds item to list – a purchase request • Workflow emailsManager for approval. Sets Status to “requested”. • Ifgranted, thensetsStatus to “approved” and emails administrator to begin the order. • Order placed using Agresso Finance • Administrator updates list with Order Number • WorkflowemailsUser withOrder Number List items are orange. Conditions are purple. Actions are green.

30. Workflow – Real Life Example – LSC New Applicant

31. Recap • You should now be able to: • Create columns and views to help better organise document libraries. • Utilise built-in SharePoint lists such as forums, wikis and project tasks to enhance communication and collaboration between team members. • Customise and extend SharePoint lists to fulfil team specific needs. • Use SharePoint groups to implement a security permissions structure that adheres to Cardiff Met best practice • Explain how workflows can be used to automate tasks such as approval processes and team notifications.

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33. Additional Information Session hand outs and other resources available at: study.cardiffmet.ac.uk/Help/Training/ Upcoming training sessions: • Administering your SharePoint Team Site4th Nov, 09:30 – 12:30 • Presenting with Prezi13th Nov, 09:30 – 13:00 • Communicating Effectively with Outlook24th Nov, 09:30 – 12:30

34. Contact Us 029 2041 7000 7000 training@cardiffmet.ac.uk Visit an IT Advisor in the Learning Centres