A few weeks ago I had a Q&A with John Mancini of AIIM where I and Andrew SanAgustin answered questions frequently asked by the AIIM Community.
Some of the questions included:
He published an article with the results.
16 Questions and Answers About SharePoint and Office 365
The form that is used to create new document sets is located in _layouts of the SharePoint server. This means there is only one form for every document set content type to use. In some cases a custom form may be needed. With a custom form you could automatically fill in metadata or do conditional formatting so only certain fields are displayed depending on what options a user selects. All sorts of possibilities for creating a highly customized document set page open up.
What if you are in your own version of Groundhog Day? Each day doing the same things, people repeating the same mistakes, the usage of your solution is slightly increasing but not at the pace it should be. Why can’t your users see the power of productivity you provided with SharePoint? Why are people asking questions like we have SharePoint? What is that? Getting hundreds or thousands of people using a new thing is no small task. It takes a while to learn new things and people are slow to change their ways. Focus on adoption, here's how.
Document sets are so great I am sure you have thought up lots of different ways to use them, but there is just one problem. You have been using previous versions of SharePoint and already have tons of content that should be turned into document sets. One option is to use SharePoint copy functionality to copy items and the Document Set object model to create new document sets.
Upgrading to a new version of SharePoint provide tons of value because at Microsoft we have many engineers building new things for each release. The majority of SharePoint deployments are on a version of SharePoint that is nearly 5 years old now. How old is your cell phone, tablet, or laptop?
Here are a few upgrade strategies you can consider so no matter what challenges you are struggling with, you can start getting value from the latest version.
Learn about the search properties and operators you can use to create eDiscovery queries with Exchange and SharePoint.
There are many scenarios where you may want to use metadata to organize and filter content for views or other reasons. You may want to group particular items based on metadata, but that metadata should be specified by a set of conditions and applied automatically. It is a good idea to apply metadata automatically when possible so users do not have to spend time filling it in and you can control the consistency of the metadata.
Have you ever felt like you were just in the zone? Things were hard, but they were going well. You were learning new things and getting it done. You were in the groove. This is a great place to be, ideally you spend most of your time here except occasionally to go into the Pit of Success.
The groove is where you are at your optimum performance. You have a level of challenge that meets your ability. Your work is the most effective and satisfying. The Groove is where you want to be.
Why does SharePoint have a list view threshold and how does it help you besides throwing an error? Dealing with a large amount of items takes time and resources. Fortunately SharePoint provides methods to help you perform common operations efficiently such as using indexes to filter and metadata navigation fallback to return a smaller set of results when a request is too large. But some operations such as poor performing queries (ones that try and get everything from a list or filter without indexes) or operations that affect every list item such as adding a column take time and resources. Learn more about the list view threshold and how to build large SharePoint lists.
Have you ever felt stressed and overwhelmed? Was what you needed to get done too hard, the challenges beating down on you over days and weeks like The Ring weighing down Frodo to the depths of despair in The Lord of the Rings? Frodo went through the Pit of Success. He overcame impossible challenges, discovered new abilities and strength, and saved the world. And you can too. Here's how.
Mark your calendars, July 23rd 2:00 PM – 3:00 PM EDT (11 AM - 12 PM Pacific) I will be presenting a webinar with AIIM President and CEO John Mancini. The topic: Take the FUD Out of Implementing SharePoint – Just ask the folks at Microsoft, so go get registered.
This is part five of the pitchbook series of articles demonstrating document set customization. For this post I am teaming up with Carlos Argott Hernandez, a developer at Microsoft that worked on Document Sets. Today we are going to demonstrate customizing the document set ribbon to add a button that calls the document set object model to download the document set as a zip file. One of the great things about document sets is that they have their own ribbon tab that you can customize.
Exchange and SharePoint 2013 use keyword query language search syntax. A query can include words, quoted phrases, and terms that use combinations of keywords and properties and also supports Boolean logic. Read on to learn more about using keyword search syntax with eDiscovery.
Recently I had the opportunity to do an interview on SharePoint Records Management with Don Lueders over at http://www.sharepointrecordsmanagement.com. Head on over and to check out the full interview: SharePoint Records Management.com Speaks with Microsoft Program Manager Quentin Christensen.
This blog post I am going to get into some simple code development by creating a web part that redirects to the welcome page and passes document set properties into the query string. This is done so the content query web part can be used to provide links to related pitchbooks. This is really useful because you can dynamically use document set properties to link to related content, helping users navigate and discover useful content to help them do their work.
Today I am posting part three of the document set Pitchbook how-to series. This series of posts covers the various aspects of customizing a document set content type. Document sets allow you to manage workflows on related documents. Workflows on document sets work just as workflows on folders do, but there are also some document set specific workflow actions available in SharePoint Designer.
In May I had the wonderful opportunity to attend Resetting SharePoint Expectations, three AIIM seminars in Toronto, New York, and Washington D.C. Resetting SharePoint Expectations was a daylong event that was free for attendees. Overall I was impressed, the events were well organized, informative, and a lot of fun. See my post on the AIIM blog: Resetting SharePoint Expectations Event Summary (Part 2) and Part 1 to learn more.
Better work from you and your team will lead to better implementations and possibilities for your organization. We can all find 1 day a month, just 5% of our work time, to build something that will pay long term dividends in the future.
Do you ever find yourself caught up in the day to day tasks that urgently need to get done? How often do you get to take a breather? Once in a while are you fortunate enough to go out and eat with coworkers instead of working while you eat at your desk? Or every day are you scarfing down your microwaved frozen dinner and mountain dew while you hurry to answer the next urgent email with the subject line ACTION NEEDED: assistance to save us from the reactor meltdown on our intergalactic starship!
Well stop, and find the time to build the future too.
One of the most useful aspects of document sets is the customizable web part page, called the welcome page. By default this page displays an image, the properties of the document set, and the contents of the document set. You can customize the welcome page at the site and list level. If changes are made at the site level you must select the option “Update the Welcome Page of Document Sets inheriting from this content type.” and save the document set settings for the welcome page to be updated in your document library.
There are lots of great resources out there, so here is a link fest so you too can become an enlightened eDiscovery expert, and no you don’t need to be an IT everything expert.
In May I had the wonderful opportunity to attend Resetting SharePoint Expectations, three AIIM seminars in Toronto, New York, and Washington D.C. Hear about what I learned from the event.
The short of it is – make records management easy. Easy means simple. Picking the right content type and metadata to classify a document and then finding the record again when needed should be fast and easy. SharePoint Records Management provides an excellent base to do this. Many organizations will be able to use SharePoint out of box with a bit of configuration. Other organizations will want to partner with some of the great SharePoint Records Management partners out there. If you don’t have SharePoint expertise, you may need to bring in some SharePoint help to plan out your solution and help you get it going. Read on to learn more about things to consider for your SharePoint Records Management solution.
Document sets present exciting architecture and collaboration opportunities. I have seen customers use document sets as a central organizing component for many different scenarios. There are quite a few aspects of document sets that are unique, so to show off the new capabilities I will be posting a series of how-to articles about customizing document sets. In this first article, learn about customizing document set settings to create a Pitchbook to manage related sales collateral.
The Records Management story with SharePoint has been evolving for several years now. I talk to many organizations that are in the midst of deploying SharePoint records management or looking at using SharePoint for records management. SharePoint is a great System of Engagement (SOE), but many don’t realize it is also a System of Record (SOR). Like a fine wine or levelling your Pokémon, SharePoint records management has been steadily improving with age and experience. With the SharePoint Server 2010 release and now with Office 365, SharePoint is all grown up as a records management solution and many are taking notice.
The vision for Enterprise Content Management in SharePoint, Exchange, Lync, and Office 365 is for users to share and work together, administrators can keep things managed and build focused solutions to meet organizational needs, all while compliance specialists can protect their organization. Learn about the areas of ECM and get an overview of the ECM capabilities available with SharePoint and Office 365.