MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-41 Planning for Workflows Key Points When you plan content management policies, you must determine how you should plan and integrate workflows with your SharePoint Server 2010 content management solution. Overview of Workflows Workflows implement business processes on documents, Web pages, forms, and list items in SharePoint Server 2010. You can associate them with libraries, lists, or content types. In terms of document management, you use workflows to route documents from one person to another so that each person can complete his or her document management tasks. This typically includes reviewing documents, approving document publication, or managing the disposal of documents. In addition, you can use custom workflows to move documents from one site or library to another, for example, when a document is scheduled to be archived. SharePoint Server 2010 includes the following workflows for lists, document libraries, and content types: MCT USE ONLY. STUDENT USE PROHIBITED 10-42 Designing a Microsoft® SharePoint® 2010 Infrastructure • Disposition Approval. You use this workflow to manage document expiration and retention by enabling participants to decide whether to retain or delete expired documents. • Three-state. You use this workflow to track the status of a list item through three phases. • Collect Feedback. You use this workflow to route a document for review. Reviewers can provide feedback, which is compiled and sent to the document owner when the workflow has completed. • Approval. You use this workflow to route a document for approval. Approvers can approve or reject the document, reassign the approval task, or request changes to the document before they publish it. • Collect Signatures. You use this workflow to gather signatures that are required to complete a Microsoft Office document. Key Tasks for Planning Workflows To plan workflows for your document management solution, perform the following tasks: • Analyze each document content type that you plan to implement. • Identify the business processes that must be available to run on content of that type. • Identify the workflows that you must make available for that content. • Associate a workflow with a specific content type to make the workflow available whenever that content type is used. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-43 Planning for Metadata-Based Routing and Storage Key Points When you plan content management policies, as part of your SharePoint Server 2010 content management solution, you must determine how you can use the metadata-based routing and storage in the Content Organizer. Overview of Content Organizer The new Content Organizer feature in SharePoint Server 2010 is a new metadata- based rules and routing feature that extends and enhances the routing engine that was used in the Records Center site template in Microsoft Office SharePoint 2007. This feature enables you to automatically route documents to different libraries and to folders in these libraries. You can also use it for day-to-day administrative tasks such as making sure that no folder in a document library contains more than 5,000 items. Administrators and users can use the Content Organizer site-level feature to classify, route, and store content by using rules that are based on metadata. After you activate the Content Organizer feature, you configure the settings and rules. Instead of directly uploading a document to a library or folder, your users MCT USE ONLY. STUDENT USE PROHIBITED 10-44 Designing a Microsoft® SharePoint® 2010 Infrastructure can save, route, and apply rules to a document by using one of the following methods: • Uploading a document to a drop off library. • Using Save as from Microsoft Office Word, Microsoft Office Excel®, and Microsoft Office PowerPoint®. • Using Send To from other SharePoint sites. • Using the Web service object model. • Using an e-mail drop off zone. • Submitting to a Record Center site. Planning Content Organizer Settings You must carefully plan how the Content Organizer settings for your site will affect your overall metadata-based routing and storage strategy. You should also test various configurations before you implement your solution live on your production site. You can use the following Content Organizer settings in your site to help plan an effective solution for metadata-based content routing and storage: • Redirect Users to the Drop Off Library. • Sending to Another Site. • Folder Partitioning. • Duplicate Submissions. • Preserve Context. • Rules Managers. • Submission Points. Planning Content Organizer Rules Content Organizer rules are at the center of your strategy for routing and storing content based on metadata. The conditions in the rules that you create determine whether a rule should be applied to an item; if all of your rule conditions have been met, the target location that you specify determines where the items are sent to. There are several important considerations when you plan Content Organizer rules: MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-45 • It can sometimes be better to create a set of common rules that send to a unique folder for every unique value of a particular metadata column. • You should create rules that can apply to all possible submissions. This may mean creating one simple rule that applies to a particular content type, or it may mean creating several rules that apply to different content types in a number of complex ways. • If a drop off library contains several items that do not match any of the rules, you must verify what those items are and try to determine why no rules are being applied to them. Planning Target Locations Each Content Organizer rule that you create must contain a target location setting that specifies where the items that match the rule should be sent. This target location can be another site, library, or folder. A rule can also specify that a new folder is created in the target location for each unique value of a particular property. When you specify another library, that library must include the content type that is specified in your rule. There are several important considerations when you plan Content Organizer target locations: • If you choose to create a new folder for each unique property, it is important to consider how many items may populate each new folder. You may need to consider creating folders based on a unique property when such a grouping of items exists. • If you choose to create a new folder for each unique property and there are hundreds or even thousands of unique properties, you may create a confusing and unnecessary number of folders that may be difficult to navigate in standard list views. Question: Which three object types can you choose when defining a target location for Content Organizer rules? MCT USE ONLY. STUDENT USE PROHIBITED 10-46 Designing a Microsoft® SharePoint® 2010 Infrastructure Lesson 4 Planning Web Content Management The Web content management capabilities in SharePoint Server 2010 can help an organization to communicate, collaborate, and integrate more effectively with employees, partners, and customers. SharePoint Server 2010 provides easy-to-use functionality to create, approve, and publish Web content. This enables you to get information out quickly to intranet, extranet, and Internet sites and give your content a consistent look and feel. You can use these Web content management capabilities to create, publish, manage, and control a large and dynamic collection of content. As part of ECM in SharePoint Server 2010, Web content management can help to streamline your process for creating and publishing Web sites. You must be familiar with all of the planning steps that are required to implement the Web content management component of your SharePoint Server 2010 content management solution before you can design a content management plan. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-47 Objectives After completing this lesson, you will be able to: • Plan for Web content authoring. • Plan for Web content approval and scheduling. • Plan for Web content deployment. • Plan for Web content branding. MCT USE ONLY. STUDENT USE PROHIBITED 10-48 Designing a Microsoft® SharePoint® 2010 Infrastructure Planning for Authoring Key Points Web page authoring is the process by which authors add content to a publishing site such as a public-facing Internet site. Planning Web Page Authoring SharePoint Server 2010 supports browser-based authoring. Your browser-based authoring plan should include planning which resources, page layouts, supporting content such as images and videos, and commands to hide from or show to authors. It should also include planning the editing experience in the field controls that authors use to create content, planning for reusable content, planning dictionary customizations, and planning additional resources that page authors require. Planning the Ribbon Authoring Experience The ribbon contains UI elements such as menu items and buttons that provide access to commands. These commands include page editing commands, publishing and workflow commands, and most other commands in SharePoint MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-49 Server 2010. The ribbon is available to all users who have at least Contribute permissions. To give your users additional functionality, you can customize the ribbon to add new commands and buttons to provide new functionality to authors. You can also restrict them from gaining access to certain editing features if required. When you plan for Web page authoring, consider whether you want to add or remove commands from the ribbon or the Quick Access toolbar. Also consider the level of access to editing features that you want content authors to have and what kinds of styles that you want to make available. Planning Managed Metadata You must consider how managed metadata can help to organize and display content pages and other data on your Web site. When you create page layouts that authors use to create new Web pages, you can add field controls such as text boxes and drop-down lists. These controls can either contain a predetermined value or can restrict the information that authors are allowed to enter on a page. When you plan your managed metadata, you should consider the following questions: • Do you want to add managed metadata to your page layouts for page authors to use? • How will users use the metadata? • Which terms and term sets does your organization require? • Who owns the term sets? • How will you manage term sets? Planning Reusable Content In a publishing environment, it is useful to be able to reuse content. For example, you may want to create branded items that must be the same across your site collection, or you may want to create templates as starting points for page authors. SharePoint Server 2010 provides this capability by using the Reusable Content list. The top-level site in a publishing site collection includes a Reusable Content list that is available to every site below it in the site hierarchy—as long as you have activated the SharePoint Server Publishing feature. You can add items to the Reusable Content list and create categories and folders in the list to help you organize these items. When you add items to the Reusable Content list, page authors can add these items to page content by using the Reusable Content Picker. MCT USE ONLY. STUDENT USE PROHIBITED 10-50 Designing a Microsoft® SharePoint® 2010 Infrastructure When you create a reusable content item in the Reusable Content list, you can specify that it is shown in the menu during page editing. You can also specify whether it can be automatically updated. Planning Dictionary Customizations To prevent words that are unique to your content from being reported as spelling errors, you can add a custom dictionary to your publishing site. A good example of this is the use of commonly occurring product names and acronyms. Planning Additional Resources When you create a publishing site, SharePoint Server 2010 creates libraries to store additional resources for your content authors to use. When you plan for Web page authoring, you should consider the type of additional resources that page authors may require. You must consider who will create the resources and where you want to store them. If some resources are located in other sites, you must make a list of what these remote resources are and where they are located so that you can add them to the Suggested Content Browser Locations list. Additional resources might include master pages and layouts, custom cascading style sheets (CSS), documents, and images. . kinds of styles that you want to make available. Planning Managed Metadata You must consider how managed metadata can help to organize and display content pages and other data on your Web site PROHIBITED 10-46 Designing a Microsoft SharePoint 20 10 Infrastructure Lesson 4 Planning Web Content Management The Web content management capabilities in SharePoint Server 20 10 can help an organization. information that authors are allowed to enter on a page. When you plan your managed metadata, you should consider the following questions: • Do you want to add managed metadata to your page layouts