SharePoint Power Out of the Box

1. SharePoint Power Out of the Box Steve Smith – MVP SharePoint Server Owner Combined Knowledge

2. Who am I • Co Owner of Combined Knowledge Ltd and Combined Knowledge Asia Pacific • MVP for SharePoint Server • Co organiser UK SharePoint User Group – http://suguk.org • Nearly 5000 members  • ISPA Lead for the EMEA • Co Author of the SharePoint Administrators Companion by MSPress

3. Agenda

4. Why Quick Wins and Who Benefits • Encourages use of SharePoint • Improves ROI • Encourages people to do more in SharePoint and spread the good word  • No boundaries – plan for everyone • Does not have to be work based focused • Social club / sports club organisers • The best quick win does not require development / custom code • Can be found in all levels of SharePoint • Corporate Portal – Team Sites – My Sites

5. Simple Quick Wins • Online Forms • Workflow • Incoming Email • Content Types • Content Targeting • My Sites – Hosting social sites • Metadata – List & Library Columns • Creating new Views • Search

6. Targeting Content by Audience • Audiences created by attribute value or by group • For example from Active Directory or an LDAP source • From an Active Directory Group • Audiences used to surface information in two ways • By Web Parts • By Item • Need to be compiled regularly in order to be dynamic • Workflow is useful for this !! • Item level audience targeting uses the content by query web part – only available on publishing enabled sites • Content by Query Web Part is site collection bound

7. Demo Audiences and content targeting

8. Connected Web Parts • Allows web parts to surface data by referencing another web parts metadata • Can use lists or libraries • No limit to the amount of connected of web parts • Web Parts can be hidden except the final one which shows the results • Use Audiences to target the results and web part for data input • Useful for building dynamic KPI’s • Use BDC web parts for bringing in data from back end Line of business apps.

9. Demo Connected Web Parts

10. Incoming E-Mail • Replaces Public Folders • Can be used as part of a Workflow • Supports internal and External Email • User Exchange 2007 Managed folders along with SharePoint Records centre for document and email compliance • Not the easiest to configure but ok if you follow our whitepapers 

11. Demo Incoming Email to a document library

12. Defining Records Management In SharePoint Server 2007 Using the Records centre

13. Create and Configure the Records Centre Site • Create a new site using the Enterprise Records Centre Template • Can be in it’s own Shared Service Provider • Can be in it’s own Web Application • Can be it’s own Site Collection • Can be in a Sub Site • You can have more than one if you want • Create Document Libraries with policies and Metadata. • Create Routing Rules to match content types to libraries • Add users to submitters group. • Configure Farm level ‘Send to’ location for corporate central records Site location.

14. Submitting Content • Routing rules based on matching content types from the collaboration content type. • Can be automated in a workflow using the sendto.asmx web service • Can be initiated manually on a per document basis • Additional Metadata is requested at the time of submitting content • Unclassified Document Library stores content that has no matching Content Type

15. Create an Audit & Retention Policy • Policies created on a content type or at the document library level • Defines what happens to the content when saved into the library • Programmatic workflows can be used to add complex procedures such as hold for 2 years – e-mail manager if yes then archive to file store and delete from SharePoint , if No then delete. • Auditing now possible but be aware of the performance hit ( SQL Round Trips ) – don’t enable for everything if not required. • Use Document Library templates to control.

16. Configure Exchange Managed folder • Only possible with Exchange 2007 • Configured in Exchange management console • Some cmd line scripts required for Exchange and SharePoint • Managed folder points to records centre Email List • Manage Folder policies determine which records centre to route the Email and attachments to. • Attachments can be optional. • If additional metadata is required by the records centre library the user receives a notification Email • Runs on a timer job basis so you need to be patient • Can be enabled for specific or all users

17. Demo Records Centre and submitting content

18. Questions?Please Fill in the Eval Forms !!Meet me after the SessionsContact details – steve@combined-knowledge.comSession Download – http://www.combined-knowledge.com/Downloads%202007.htm