Figure 7-9. Label policy configur ation The Barcodes feature is similar to the Labels feature, as it can be used to automatically gener- ate or ganizational traits of the document for records management purposes. Instead of generating text from metadata, the Barcodes feature creates a unique barcode identifier for each document that is associated with the policy. The barcode symbology used by the default Barcode feature of Office SharePoint Server is Code 39. The barcode graphic and number is displayed on the document’s View Properties page in the library. Documents can be found by searching for their barcode value. This barcode can be inserted into the Office 2007 file as a graphic. Within the appropriate Office 2007 application, click the Barcode option in the B ar code section of the I nsert menu to add the label to your document. The Barcode option will only appear for documents that ar e associated with policies including the B ar code featur e . The Barcode feature contains only a single setting, Prompt User, which causes the user to be prompted to insert the barcode into the Office 2007 document before it is saved or printed. ■Note The Label and Barcode features only a pply to documents within ShareP oint. List items such as task or issues will not generate labels or barcodes even if their associated policy has them configured. CHAPTER 7 ■ WORKFLOW AND INFORMATION MANAGEMENT POLICIES 288 8296Ch07.qxp 2/2/07 2:15 PM Page 288 Auditing The auditing feature provides you with reporting information detailing when documents and list i tems have been manipulated and by whom. Knowing this can be crucial to organizations that must follow compliance regulations and provide audit trails to prove what has happened during the life cycle of a document. Auditing capabilities are similar to the auditing for site collections discussed in the “Site Collec- tion Auditing” section of Chapter 3, only at a more granular level. An information management policy can be configured for auditing using the following events for documents and list items, as shown in Figure 7-10: • Opening or downloading documents, viewing items in lists, or viewing item properties • Editing items • Checking out or checking in items • Moving or copying items to another location in the site • Deleting or restoring items Figure 7-10. Auditing and Expiration policy configuration A list or libr ary with a policy that includes the Auditing feature will have the selected events recorded and available in an XML-based report that is viewable in Excel. Each report gives you an E x cel wor ksheet that contains the raw data as well as a worksheet that displays a PivotTable allow- ing you to slice and dice the data to meet your needs. Only site collection administrators have access to the reports generated from the audited events. CHAPTER 7 ■ WORKFLOW AND INFORMATION MANAGEMENT POLICIES 289 8296Ch07.qxp 2/2/07 2:15 PM Page 289 For more information about the available reports and how to view them, please see the “Site Collection Auditing” section of Chapter 3. Expiration The expiration policy feature provides you with the means for determining the automated disposition of documents and list items. Expiration could be used to start time-based disposition workflows or to automatically delete the data associated with unused content. Configuring the information management policy’s expiration feature requires setting two com- ponents, shown in Figure 7-10. The first component of the expiration feature is the retention period, which determines when the disposition will occur. The first option for the retention period is a property-based time period. This allows you to choose from any of the date columns associated with the list/library/content type that the policy is associated with. You then specify an amount and unit of time (day, month, or year) after the selected date column’s value to perform the disposition. An example is Created Date + 14 Days. The second option for the retention period is to use a dis- position date that has been set programmatically by a workflow on the site. The second component of the expiration feature is what to do when disposition occurs. The first option is to perform an action from those av ailable for the policy. The Delete action is the default available with MOSS. However, additional actions can be developed and incorporated into your ShareP oint envir onment. The second option for what to do when the disposition occurs is to start a workflow that has been created for the list/library/content type that is associated with the policy. This lets you automatically start critical records management functionality, such as a Disposition Approval workflow or custom archiving workflow. Site Collection Policy The broadest and most flexible policy is one created within a site collection. Site collection policies allow you to manage which policies are available for users to associate with lists and libraries. These policies can be created once and then associated with multiple lists and libraries throughout the site collection. You can also export and import policy files to manage them across site collections. To man- age site collection policies, you must be a Site Collection Administrator as described in Chapter 2. Creating a Site Collection Polic y Defining a new site collection policy is performed from the Site Collection Policies page found within the Site Settings of a site collection. To create a new Information Management Policy for a site collection, follow these steps: 1. On the site collection’s home page, click the Site Settings link in the Site Actions menu. 2. O n the S ite S ettings page , click the S ite C ollection Policies link in the Site Collection Admin- istration section. 3. On the Site Collection Policies page, click the Create link on the toolbar. 4. On the Edit Policy page, enter a name and description in the Name and Administrative Description section. 5. Enter a policy statement in the Policy Statement section. Users will see this statement when viewing documents that the policy affects within the appr opriate Office 2007 application. 6. Select each of the Policy Features that you want the policy to cover and configure them accordingly. 7. Click the OK button. CHAPTER 7 ■ WORKFLOW AND INFORMATION MANAGEMENT POLICIES 290 8296Ch07.qxp 2/2/07 2:15 PM Page 290 After performing the preceding steps, you are taken to the Site Collection Policies page, and your newly created policy will be displayed in the list. This page allows you to edit an existing site collection policy by clicking its name in the Policy column of the list. After clicking the name, you are taken to the same Edit Policy page used for creating policies, allowing you to modify the policy’s features configuration. Exporting and Importing Policies Site collection policies can be copied among site collections and SharePoint environments by export- ing an existing policy and importing the policy file in the new site collection or environment. This allows you to easily reuse common policies throughout your organization without needing to com- pletely re-create them in each site collection. Exporting the site collection policy let’s you save an XML file that contains all of the policy’s feature configuration information. To export a site collection policy, perform the following steps: 1. On the site collection’s home page, click the Site Settings link in the Site Actions menu. 2. On the Site Settings page, click the Site Collection Policies link in the Site Collection Admin- istration section. 3. On the Site Collection Policies page, click the name of the policy you want to export. 4. On the Edit Policy page, click the Export button. 5. On the F ile Download dialog, click the Save button. 6. On the Save As dialog, locate a directory on your computer or network where you want to save the policy file, and click the Save button. After exporting the file, the Export a Site Collection Policy page is displayed. Use the bread- crumb or other navigation features to return to the Site Collection Policies page. Once you have site collection policies stored as XML files on your computer or network, you can import them into site collections on any MOSS environment in your organization. To import a site collection policy file, perform the following steps: 1. On the site collection’s home page, click the Site Settings link in the Site Actions menu. 2. On the Site S ettings page, click the Site Collection Policies link in the Site Collection Admin- istration section. 3. On the Site Collection Policies page, click the Import link on the toolbar. 4. On the Import a Site Collection Policy page, click the Browse button. 5. O n the Choose F ile dialog, locate the XML file on your computer or network, and click the O pen button. 6. O n the I mport a Site Collection Policy page, click the Import button. After per forming the preceding steps, you are taken to the Site Collection Policies page, and your newly imported policy will be displayed in the list. Deleting Policies I f you do not want users to utilize an existing policy, it must be deleted from the site collection. A policy which is in use by a content type or list can be deleted, but SharePoint will not let you delete the default policy configured in the Site Collection Policy Settings screen. CHAPTER 7 ■ WORKFLOW AND INFORMATION MANAGEMENT POLICIES 291 8296Ch07.qxp 2/2/07 2:15 PM Page 291 To delete a site collection policy, follow these steps: 1. On the site collection’s home page, click the Site Settings link in the Site Actions menu. 2. On the Site Settings page, click the Site Collection Policies link in the Site Collection Admin- istration section. 3. On the Site Collection Policies page, click the name of the policy you want to delete. 4. On the Edit Policy page, click the Delete button. After performing the preceding steps, you are taken to the Site Collection Policies page, and your deleted policy will no longer be present in the list. Site Content Type Policy Information management policies can be assigned to a content type so that the policy will apply to all the related information within the site collection. This allows you to ensure that every news item in the site collection is deleted after one month or that every user task item in the collection main- tains an audit r ecor d of who has viewed the item. Since this is assigned on the site content type, you will not need to re-create the policy for each individual list in the site collection. ■Note Policies can only be applied to custom content types. Core content types cannot be configured to use an information management policy. Managing a Site Content Type Policy There are two ways to assign an information management policy to a site content type. You are able to select fr om the site collection policies on the content type’s Information Management Policies page or choose to define a policy specifically for the content type. To define a new information management policy for a custom site content type, follow these steps: 1. On the site collection’s home page, click the Site Settings link in the Site Actions menu. 2. On the Site Settings page, click the Site Content Types link in the Galleries section. 3. On the Site Content Type Gallery page, click the name of the custom site content type that you want to define a policy for. 4. On the Site Content Type page, click the Information Management Policy Settings link in the S ettings section. 5. O n the I nformation Management Policy Settings page, shown in Figure 7-11, select the Define a Policy option, and click the OK button. 6. On the Edit Policy page, enter a description in the Name and Administrative Description sec- tion and a policy statement in the Policy Statement section. Users will see this statement when viewing documents that the policy affects within the appr opr iate Office 2007 application. 7. S elect each of the Policy Features that you want the policy to cover, and configure them accordingly. 8. Click the OK button. CHAPTER 7 ■ WORKFLOW AND INFORMATION MANAGEMENT POLICIES 292 8296Ch07.qxp 2/2/07 2:15 PM Page 292 After performing the preceding steps, you will be returned to the Site Content Type page. To mod- ify the settings chosen for the site content type’s policy, perform the same steps, ensuring that the Define a Policy option is selected on the Information Management Policy Settings page. The existing configuration will be displayed, allowing you to make changes to the site content type’s policy. To remove a policy completely from a site content type, navigate to the Edit Policy page as des- cribed in the preceding steps. Click the Delete button on this page to remove the entire policy from the content type and, thereby, all lists or libraries in the site collection that use the content type. Figure 7-11. Defining an information management policy List and Library Policies Information management policies can also be assigned to a list/library. If a list contains multiple content types, as discussed in Chapter 4, a separate policy can be assigned to each. Assigning a pol- icy at the list/library lev el affects only the items of associated content type within that specific list or library. ■Note Y ou cannot edit the polic y of a list content type tha t is already assigned a policy at the site content type level. This ensures that the site content type’s policy is enforced throughout the site collection. The list’s Informa- tion Management Policy Settings page will display a message notifying you of this behavior. Managing a List/Library Policy There are two ways to assign an information management policy to a list content type. You are able to select fr om the site collection policies on the list ’s Information Management Policies page or choose to define a policy specifically for the list content type. CHAPTER 7 ■ WORKFLOW AND INFORMATION MANAGEMENT POLICIES 293 8296Ch07.qxp 2/2/07 2:15 PM Page 293 To define a new information management policy for a list content type, follow these steps: 1. On the list page, click the List Settings link in the Settings menu of the toolbar. 2. On the List Settings page, click the Information Management Policy Settings link in the Permission and Management section. 3. On the Information Management Policy Settings page, click the name of the list content type that you want to define a policy for. If the list does not have Manage Content Types enabled, you will not be shown this page but taken directly to step 4. 4. On the Information Management Policy Settings page, select the Define a Policy option, and click the OK button. 5. On the Edit Policy page, enter a description in the Name and Administrative Description sec- tion and a policy statement in the Policy Statement section. Users will see this statement when viewing documents that the policy affects within the appropriate Office 2007 application. 6. Select each of the Policy Features that you want the policy to cover, and configure them accordingly. 7. Click the OK button. To modify the settings chosen for the list content type’s policy, perform the same steps, ensur- ing that the Define a Policy option is selected on the Information Management Policy Settings page. The existing configuration will be displayed, allowing you to make changes to the list content type’s policy. To remove a policy completely from a list or library, navigate to the Edit Policy page as described in the preceding steps. Click the Delete button on this page to remove the entire policy from the content type. Policy Exemptions Even though a policy is defined for a list, whether using a site collection policy, site content type, or list-specific policy, an item or document can be excluded from the information management policy. Making an item or document exempt from the associated policy affects only the Expiration feature. This can prove critical when a policy determines that a document expires soon, but someone with the authority determines that a specific document should remain without expiration. ■Note A user needs the Manage List permission for the list or library in order to exempt an item from its infor- mation management policy. Using default SharePoint security, this would restrict exemptions to the users assigned the Full Control or Design permission levels. Exempting an item from the associated policy is done via the list or library’s View Item/View Properties page. To exempt a document from the library’s information management policy, follow these steps: 1. O n the libr ar y page , activ ate the document’s context menu by hovering over the title with your mouse and clicking the inverted triangle. 2. Click the View Properties link in the context menu. CHAPTER 7 ■ WORKFLOW AND INFORMATION MANAGEMENT POLICIES 294 8296Ch07.qxp 2/2/07 2:15 PM Page 294 3. On the View Properties page, click the Exempt from Policy link in the Exempt from Policy section, as shown in Figure 7-12. 4. On the Policy Exemption page, click the Exempt button. Figure 7-12. Exempting a list item from a policy It may be determined that an item or document that is currently exempt from the policy should once again be subject to the policy’s Expiration feature configuration. To remove an information management policy exemption from a document, follow these steps: 1. O n the libr ary page, activate the document’s context menu by hovering over the title with your mouse and clicking the inverted triangle. 2. Click the View Properties link in the context menu. 3. On the View Properties page, click the Remove Exemption link in the Exempt from Policy section. 4. O n the P olicy E xemption page , click the R emo ve button. The pr eceding steps for exempting and r emo ving an exemption use a libr ar y as an example, but the same steps apply for lists using the View Item page. CHAPTER 7 ■ WORKFLOW AND INFORMATION MANAGEMENT POLICIES 295 8296Ch07.qxp 2/2/07 2:15 PM Page 295 Policy Columns in Views M any of the policy features we have discussed give you the ability to add policy-based information to list and library views. When modifying a list or library that has had an information management policy applied, the applicable columns shown in Table 7-7 are available in the Columns section of the Edit View page. These columns are also displayed on the document’s View Properties page, shown in Figure 7-12. Table 7-7. Additional Columns for Policy Information Setting Description Exempt from Policy Displays Yes if the document has been exempted from the information management policy as described in the “Policy Exemptions” section of this chapter. Barcode Shows the barcode graphic that was generated for the document. Barcode Value Contains the numerical barcode value that was generated for the document. Expiration Date Displays the date and time that the document will expire according to the Expiration feature of the policy. Original Expiration Date Stores the Expiration Date for documents that have been exempted from the policy. This is maintained in order to set the Expiration Date for a document whose exemption is removed. CHAPTER 7 ■ WORKFLOW AND INFORMATION MANAGEMENT POLICIES 296 8296Ch07.qxp 2/2/07 2:15 PM Page 296 Pages and Web Parts Up to this point, we have discussed the organization and storage mediums for information in SharePoint. This discussion included the basic organization and management of both Windows SharePoint Services 3.0 and SharePoint Server 2007 sites. We also described the means for structur- ing and storing data in SharePoint lists and libraries. In considering these topics, we have touched on basic presentation aspects of information like site templates and views. You will need to further customize the ways in which information is presented to allow others to effectively utilize portals and sites. SharePoint allows you to create pages within portals and sites in addition to those created by default, like the home page in a team site. Both default pages and addi- tionally created pages can be customized with the provided rich text entry tools, by using web parts or the ShareP oint Designer 2007 application. All of these methods will be discussed in this chapter. Web parts are configurable components that provide a set of functionality similar to a small application. In this chapter, we will show you how to customize pages to include these and discuss what web parts are provided by Windows SharePoint Services 3.0 and SharePoint Server 2007. Pages Most sites created from the WSS site templates initially contain a single presentation page, the home page. For example, when creating a site from the Team Site template, the home page of the site is created with various web parts that display the announcements list, calendar list, and links list. Except for navigating to the list screens themselves, there is no other page created that can be customized to display lists, libraries, or web parts. An exception to this rule is the Multipage Meet- ing Workspace site template, which contains three pages upon creation. Sites created from the SharePoint Server 2007 site templates, however, usually contain multiple pages upon creation. SharePoint allows you to expand the sites by creating additional pages. These pages can then be customized to display information. The three types of pages that are available to add to your sites are: • Basic page • Web Part page • Publishing page Basic Pages The simplest page type is the B asic page. The Basic page is available for use in collaboration site templates, such as team sites and document workspaces. You are also able to create them in the publishing and enterprise templates that are available when SharePoint Server 2007 is installed. You cannot create this type of page in sites created from the various meeting workspace templates. 297 CHAPTER 8 ■ ■ ■ 8296Ch08.qxp 2/2/07 2:07 PM Page 297 [...]... editing, and it will be displayed, as shown in Figure 8- 13 Figure 8- 13 Editing a web part page using SharePoint Designer 2007 Editing a page using SharePoint Designer 2007 causes the page to no longer use the default look and feel defined by SharePoint This aspect of SharePoint Designer 2007, called unghosting, is important, as many organizations modify the default look and feel definitions to customize SharePoint. .. through SharePoint alone, is by using SharePoint Designer 2007 SharePoint Designer 2007 is a SharePoint customization and management product that is part of the 2007 Microsoft Office suite of applications It includes integration with SharePoint sites that allows you to alter the look and feel of the pages This includes making numerous changes not available via SharePoint itself I Caution Editing SharePoint. .. elsewhere Standard Galleries and Web Parts Both Windows SharePoint Services 3.0 and SharePoint Server 2007 come with a number of web parts that are available for you to add to your web part pages These web parts, and any additional web parts added to your SharePoint environment, are organized into galleries In a default installation of Windows SharePoint Services 3.0 or SharePoint Server 2007, there... used, your SharePoint environment must include SharePoint Server 2007 and the Office SharePoint Server Publishing site feature to be activated 305 82 96Ch 08. qxp 306 2/2/07 2:07 PM Page 306 CHAPTER 8 I PAGES AND WEB PARTS Creating Publishing Pages When Publishing pages are created, they are stored in the Pages document library on the site To create a Publishing page in a site, as shown in Figure 8- 6, follow... in the Rich Text Editor follow: • Font options including style, size, and color • Text decorations like bold, italics, and underline • Alignment and indentation 82 96Ch 08. qxp 2/2/07 2:07 PM Page 299 CHAPTER 8 I PAGES AND WEB PARTS • Tables • Images and hyperlinks Figure 8- 1 A new basic page showing the Rich Text Editor After creating and formatting the information to be included in the page, click the... content area The content area will become editable, and a set of Rich Text Editing toolbars will be displayed This allows you to enter the information into the content area and to format it using colors, styles, tables, links, alignment, and other rich text capabilities 82 96Ch 08. qxp 2/2/07 2:07 PM Page 309 CHAPTER 8 I PAGES AND WEB PARTS Figure 8- 8 The Edit Image Properties window c To modify links... Server 2007 • My Inbox: Displays your inbox using Exchange Server 2003 or later Search These web parts provide the functionality needed for searching within SharePoint Most of these web parts are used in the Search Center site template and within the standard search and search results pages Examples of web parts in the Search group follow: 82 96Ch 08. qxp 2/2/07 2:07 PM Page 321 CHAPTER 8 I PAGES AND WEB... Page Editing toolbar 309 82 96Ch 08. qxp 310 2/2/07 2:07 PM Page 310 CHAPTER 8 I PAGES AND WEB PARTS Figure 8- 9 The Configure Styles and Layout window Editing the content, images, links, and web parts of your publishing pages while using the versioning and approval workflow features available enables you to incorporate a complex yet powerful information publishing process into your SharePoint site Web Parts... it, and click the Open button 7 On the Upload Web Part screen, click the OK button 8 On the Edit Item screen, edit the name, title, and description that were loaded from the DWP file Select a Group and, optionally, any of the Quick Add Groups to determine how the web part is organized and presented to users on the Add Web Part dialog 9 Click the OK button 317 82 96Ch 08. qxp 3 18 2/2/07 2:07 PM Page 3 18. .. when you are finished editing and want all site users to see the latest version of the publishing page The Workflow menu also gives you access to any workflows that have been defined for the Pages library To start a workflow for the 307 82 96Ch 08. qxp 3 08 2/2/07 2:07 PM Page 3 08 CHAPTER 8 I PAGES AND WEB PARTS publishing page, click the Workflows link in the Workflow menu, and begin the workflow as described . size, and color • T ext decor ations like bold, italics, and underline • Alignment and indentation CHAPTER 8 ■ PAGES AND WEB PARTS 2 98 8296Ch 08. qxp 2/2/07 2:07 PM Page 2 98 • Tables • Images and. organization and management of both Windows SharePoint Services 3.0 and SharePoint Server 2007 sites. We also described the means for structur- ing and storing data in SharePoint lists and libraries WORKFLOW AND INFORMATION MANAGEMENT POLICIES 288 82 96Ch07.qxp 2/2/07 2:15 PM Page 288 Auditing The auditing feature provides you with reporting information detailing when documents and list i tems