MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-51 Planning for Content Approval and Scheduling Key Points Content approval is the process by which authored content is approved or rejected for publication. Content scheduling is the process by which content is published and made available to readers according to a specified schedule. The Publishing feature in SharePoint Server 2010 provides the ability to approve and schedule content for publishing. The scope of your Web content management plan must cover the management and review of content that your users create. SharePoint Server 2010 provides a Content Approval workflow that you can use to meet this requirement. Planning Content Approval Users who have Approver permissions control the publication of content by using the content approval process. You enable content approval in the versioning settings part of the library or list settings for the document library or list that contains the content that you want to publish. When you plan for content approval, you must decide how you want content approval to work for your site and who can approve content for publishing. In SharePoint Server 2010, the control of content can be at one of the following levels: MCT USE ONLY. STUDENT USE PROHIBITED 10-52 Designing a Microsoft® SharePoint® 2010 Infrastructure • None. If content approval is not required for items in a document library, after an author submits content for publishing, it goes live immediately. • Simple moderation. A member of the Approver group must manually approve content after an author submits it for publishing. The content is not visible to users with Read permissions until it has been approved. • Approval workflow. You can use a workflow to run the approval process. If you use a workflow, the approval process is more automated. In addition, you can take advantage of the built-in workflow features. These features include automatically sending e-mail to approvers, adding approval tasks to approvers’ task lists, and enabling authors to track the status of the approval process. Users can also modify the Approval workflow template or develop their own custom approval workflow by using application tools such as Microsoft SharePoint Designer 2010 or Microsoft Visual Studio® 2010. Planning Content Scheduling Content scheduling is the process by which users with at least Contributor permissions can specify a schedule to publish content to the site. If you enable the Content Approval option for a document library, content must also be approved before the schedule publishes it. You can schedule your content to be published, unpublished, or expired at specified dates and times. These tasks are initiated by timer jobs that continually check for pages and items in the document or image library that are ready for publishing or expiry. You can change the frequency with which each job runs by using the Review Job Definitions option on the Monitoring page of the Central Administration Web site. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-53 Planning for Content Deployment Key Points You use the content deployment feature of SharePoint Server 2010 to copy content from a source site collection to a destination site collection. You can either deploy the complete source site collection or a subset of sites. Content deployment deploys only changed pages and related assets, and it is incremental by default. The content deployment feature is designed for sites that use a multiple-farm topology, where separate authoring, staging, and publishing farms exist. If you are implementing a multiple-farm topology for your organization, you must identify all of the considerations that are outlined in this topic for each authoring farm in your environment. If you use content deployment together with content approval and content scheduling for your SharePoint Server 2010 solution, all approval processes occur on the source server where the content is authored. When content is deployed to the target server, the publishing schedule that is associated with each piece of content is also deployed. MCT USE ONLY. STUDENT USE PROHIBITED 10-54 Designing a Microsoft® SharePoint® 2010 Infrastructure Note: The source and destination site collections can be in the same farm or in different farms. You should start your content deployment planning by determining whether to use the content deployment feature in your SharePoint Server 2010 solution. Although content deployment can be useful for copying content from one site collection to another, it is not always a requirement for every situation. You may want to use content deployment for your solution in the following situations: • The farm topologies are entirely different. • The servers require specific performance tuning to optimize performance. • You have security concerns about the content that you want to deploy to the target farm. Other steps that you must take to plan content deployment include deciding how many server farms you require, planning the export and import servers, planning the content deployment paths and jobs, and determining special considerations for large jobs. Planning Server Farm Requirements A typical content deployment scenario includes two separate server farms: one farm that contains the source server that you use for authoring and one farm that contains the destination server that you use for production. You can use content deployment to copy content between two separate site collections in the same server farm, or you can use a three-tier server farm that contains a server for authoring, a server for staging and quality assurance, and a server for production. Planning Export and Import Servers As part of your content deployment plan, you must decide which servers will perform the roles of export and import servers. They do not have to be the same as the source or destination servers, but you must install the Central Administration Web site on them. Planning Content Deployment Paths Content deployment paths define source site collections from which content deployment can start and destination site collections to which content is deployed. You can associate a content deployment path with only one site collection. To plan the content deployment paths that you require for your solution, you must decide which site collections you will deploy and also define the source and destination for each of these paths. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-55 Planning Job Scheduling After you define your content deployment paths, you must plan the specific jobs that will deploy the content. When you configure content deployment jobs, you specify whether you will deploy a whole site collection or only specific sites of a site collection for a specific content deployment path. You also define the frequency with which your content deployment jobs run and whether they should include all content or only new, changed, or deleted content. As you plan the scope of your content deployment jobs, you must think about the order in which the jobs will run. If your plan specifies that you will use content deployment jobs for specific sites, you must schedule the jobs so that sites that are higher in the site hierarchy are deployed before sites that are lower in the site hierarchy. You must also decide when to run each job, which should generally mean running the jobs during low activity periods on the source server. Planning for Large Jobs A content deployment job exports all content to the file system on the source server as XML and binary files, and then it packages these groups of files into .cab files with a default size of 10 MB. There will be occasions when individual files, such as video files, will be larger than 10 MB. In this scenario, each file will be packaged into its own .cab file, and these can be larger than 10 MB. The .cab files are then uploaded to a temporary location on the destination server where they are extracted and imported. Therefore, if the site collection that you are deploying contains some large files, you must ensure that the temporary storage locations for these files on both the source server farms and the destination server farms have the required space to store the files. MCT USE ONLY. STUDENT USE PROHIBITED 10-56 Designing a Microsoft® SharePoint® 2010 Infrastructure Planning for Branding Key Points Most organizations understand the importance of branding; it gives a consistent look and feel to company information or products that is recognizable to customers or consumers. Branding is essential for Internet-facing Web content in the same way that it is for advertising or marketing materials. Even for intranet sites, it is important to maintain the organization brand and also develop divisional and departmental brands in a site. These create a common identity and encourage consistency of content. The publishing templates that are available in SharePoint Server 2010 provide additional branding and navigation settings beyond those that are available in other site templates. For example, you can use tree view and content by query controls to provide alternate navigation. The reason for this is that publishing has a far greater reliance on look and feel than other functions such as records management. Tools for Creating a Consistent Look and Feel The key elements that SharePoint Server 2010 provides for establishing a consistent appearance are master pages, page layouts, and CSS. You create your MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-57 own master pages, page layouts, or CSS files by using an editor such as SharePoint Designer 2010 or Visual Studio 2010. You can even use third-party custom style sheets with SharePoint Designer 2010 as long as they are developed by using Microsoft supported guidelines. Master pages and page layouts are held in the Master Page and Page Layouts Gallery document library—usually referred to as the Master Page Gallery—in the top-level site of a publishing site collection. Planning Branding in SharePoint 2010 The key considerations when you plan for branding in SharePoint Server 2010 are as follows: • Provide tools and training. You must provide your SharePoint 2010 designers with the adequate tools and training to create the required branding for your site. • Create specifications. You must give your site designers some clear ideas of what you want the eventual look and feel of the site to be like. • Prioritize your requirements. You must determine what you must brand on your site. Perhaps a simple color change is sufficient for your requirements, or maybe you want to rebrand the whole site and brand items such as Search controls or calendars. However, if you hardly ever use the calendar view of events, perhaps this is too much branding at this stage in the site’s development. • Consider content editors. When you brand your site, you should ensure that it keeps a consistent look and feel throughout. With Web content management in SharePoint Server 2010, you can control the editing tools and styles that are available. The level of HTML experience that your content editors have may dictate how you decide to implement your branding plan. For example, a Content Editor Web Part may be too complex for some of your content editors, so you may need to consider enabling publishing features to allow users to edit content directly on the page. • Simplify deployment. You should involve your developers in the content deployment phase. Determine how they want to deploy any customizations, and try to synchronize your deployment with theirs. In addition, you must ensure that your plan makes it easy to change your branding styles. For example, if you have to update a theme file or a logo image, you must reset IIS, and you may need to reapply it to many sites. This will be costly and time- consuming. However, if you plan branding correctly, it will not be necessary to MCT USE ONLY. STUDENT USE PROHIBITED 10-58 Designing a Microsoft® SharePoint® 2010 Infrastructure reset IIS. For example, you can use the Alternate CSS option or an import that points to another file. MCT USE ONLY. STUDENT USE PROHIBITED Planning Enterprise Content Management 10-59 Lab: Planning Enterprise Content Management Exercise 1: Developing a Content Management Plan Scenario Contoso, Ltd has specific requirements for its content management design. You need to use the additional information detailed in the supplied documents to complete a planning worksheet for your organization’s ECM design for SharePoint 2010. The main tasks for this exercise are as follows: 1. Read the supporting information. 2. Complete the SharePoint 2010 ECM Planning worksheet. f Task 1: Read the supporting information 1. Read the lab scenario. MCT USE ONLY. STUDENT USE PROHIBITED 10-60 Designing a Microsoft® SharePoint® 2010 Infrastructure 2. Log on to 10231A-NYC-DC1-10 as CONTOSO\Ed with the password Pa$$w0rd. 3. In the E:\Labfiles\Lab10\Starter folder, read the information in the ECM Business Requirements.docx file. f Task 2: Complete the SharePoint 2010 ECM Planning worksheet • In the E:\Labfiles\Lab10\Starter folder, complete the worksheet in the SharePoint 2010 ECM Planning Worksheet.xlsx file. Exercise 2: Enabling and Configuring Document IDs and Content Organizer Scenario Before implementing your content management plan in your production environment, you need to configure and test some parts of the ECM design by using the information in the ECM Business Requirements document and the SharePoint 2010 ECM Planning worksheet. The main tasks for this exercise are as follows: 1. Activate document IDs and reset all document IDs to use the same prefix. 2. Activate and configure the Content Organizer feature. 3. Create a new Send To connection. 4. Create a new Content Organizer rule. 5. Test the new Content Organizer rule. f Task 1: Activate document IDs and reset all document IDs to use the same prefix 1. In the intranet.contoso.com/sites/docs site, activate the Document ID Service feature. 2. Configure all document IDs to use the CONTOSO prefix. . publishing templates that are available in SharePoint Server 20 10 provide additional branding and navigation settings beyond those that are available in other site templates. For example, you can use. materials. Even for intranet sites, it is important to maintain the organization brand and also develop divisional and departmental brands in a site. These create a common identity and encourage. you can take advantage of the built-in workflow features. These features include automatically sending e-mail to approvers, adding approval tasks to approvers’ task lists, and enabling authors