Contents Overview 1 Using, Configuring, and Administering Document Versioning 2 Managing Content and Document Folders 11 Lab A: Adding Documents to the Workspace 23 Review 33 Module 4: Adding Documents to the Workspace Information in this document is subject to change without notice. The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Complying with all applicable copyright laws is the responsibility of the user. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Microsoft Corporation. If, however, your only means of access is electronic, permission to print one copy is hereby granted. 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Module 4: Adding Documents to the Workspace iii Instructor Notes This module provides students with the information necessary to manage documents by using publishing verbs to check in, check out, and publish documents; by using document versioning; and by using document profiling. After completing this module, students will be able to:  Administer document versioning in the workspace.  Populate document folders, and move and copy content between folders. Materials and Preparation This section provides the materials and preparation tasks that you need to teach this module. Required Materials To teach this module, you need the Microsoft ® PowerPoint ® file 2095a_04.ppt. Preparation Tasks To prepare for this module, you should:  Read all of the materials for this module.  Practice the recommended demonstrations.  Complete the lab. Instructor Setup for a Lab This section provides setup instructions that are required to prepare the instructor computer or classroom configuration for a lab. Lab A: Adding Documents to the Workspace  To prepare for the lab • Review the scenarios that are used in the lab. Presentation: 30 Minutes Lab: 30 Minutes iv Module 4: Adding Documents to the Workspace Module Strategy Use the following strategy to present this module:  Using, Configuring, and Administering Document Versioning Explain the function of document versioning, present the two-level versioning model and explain how that model is implemented in Microsoft SharePoint ™ Portal Server 2001. Discuss document versioning in the workspace, and describe the tasks that the coordinator at the workspace level must perform to implement and administer document versioning in the workspace, including viewing document versions, configuring version pruning, and the principles of version numbering.  Managing Content and Document Folders Demonstrate to students how to populate document folders by using a drag- and-drop operation, by using a Microsoft Office application, and by using the dashboard site. Discuss how to configure bulk operations, such as Delete, Publish, Approve, Check out, and Edit profile. Present how to move and copy content in standard and enhanced folders. Lab A, Adding Documents to the Workspace, reinforces content from this topic by having students add a document to a document folder. Customization Information This section identifies the lab setup requirements for a module and the configuration changes that occur on student computers during the labs. This information is provided to assist you in replicating or customizing Training and Certification courseware. The lab in this module is also dependent on the classroom configuration that is specified in the Customization Information section at the end of the Classroom Setup Guide for Course 2095A, Implementing Microsoft ® SharePoint ™ Portal Server 2001. Important Module 4: Adding Documents to the Workspace v Lab Setup The following list describes the setup requirements for the lab in this module. Setup Requirement 1 You must use either SharePoint Portal Server Administration or the Workspace Settings Wizard to assign Judy Lew as a coordinator at the workspace level. Setup Requirement 2 You must initialize Internet Explorer for the following users: Judy Lew (JudyLe) and Stefan Knorr (StefanK). Setup Requirement 3 You must use the Internet Options command on the Internet Explorer Tools menu to change the home page for Judy Lew (JudyLe) so that it displays the SharePoint Portal Server dashboard site that is being used for this lab (http://your_server_name/AdvWorksWorkspace). Lab Results There are no configuration changes on student computers that affect replication or customization. Module 4: Adding Documents to the Workspace 1 Overview  Using, Configuring, and Administering Document Versioning  Managing Content and Document Folders *****************************I LLEGAL FOR N ON -T RAINER U SE ***************************** Knowledge workers often have difficulty collaborating with others on documents, controlling access to those documents, and publishing documents in their organization. Further, important documents can be lost, overwritten, or hard to find. As a workspace author, Microsoft ® SharePoint ™ Portal Server 2001 enables you to effectively manage important documents by providing document management features, such as version control and document publishing, and taxonomy features, such as document profiles and categories. After completing this module, you will be able to:  Administer document versioning in the workspace.  Populate document folders, and move and copy content between folders. Topic Objective To provide an overview of the module topics and objectives. Lead-in In this module, you will learn about adding documents to the configured workspace. 2 Module 4: Adding Documents to the Workspace    Using, Configuring, and Administering Document Versioning  Using Document Versioning to Record Document History  Using the Two-Level Versioning Model  Viewing Previous Document Versions  Configuring Version Pruning  Understanding Version Naming *****************************I LLEGAL FOR N ON -T RAINER U SE ***************************** Versioning is a key feature of robust document management. It provides a version history that enables you to review the changes that have occurred to a document over time. As an author, you use versioning to record the latest version of a document, and you use the version history to maintain copies of previous versions. Topic Objective To outline this topic. Lead-in Versioning provides a history of the changes that were made to a document that is stored in an enhanced document folder. Module 4: Adding Documents to the Workspace 3 Using Document Versioning to Record Document History Author 1.0 1.0 Readers Check Out Read-only access to most recently published version 1.0 1.0 Check In *****************************I LLEGAL FOR N ON -T RAINER U SE ***************************** In a collaborative workgroup, versioning is an effective tool for tracking revisions to documents that are stored in the workspace. Using the Publishing Verbs Enhanced folders support versioning by requiring users to check in and check out document versions. Because a document must be checked out to be edited, the possibility of a user overwriting another user’s modifications is eliminated. Document versioning uses publishing verbs to carry out the following check in, check out, and publish actions. Check in Action Each check in action converts the working copy to an additional draft version that is stored in the workspace and is available to other authors for that folder. Readers do not see this version (readers can view only folders and published versions of documents), and it is not included in search results. When checking in a document, an author can choose to publish the document and initiate an approval process if the folder is configured to require approval before publishing, or to leave the document checked in to enable other workgroup members to perform additional editing. Check out Action After an initial check in, each subsequent check out action creates a working copy of the document that is a child of the previous version. After an author checks out a document to a local hard drive, the document cannot be checked out to any other author until the document is checked back in; other authors have read-only access to the last checked in version of the document. Topic Objective To explain the function of document versioning. Lead-in In a collaborative workgroup, document versioning is an effective tool for tracking and prioritizing shared documents that are stored in the workspace. Provide a quick demonstration of the check in, check out, and publish actions by using the File menu from an Office application and by using the shortcut menu that appears when you right-click a document in a Web folder. Emphasize to students that readers can see only the current version of the published document. 4 Module 4: Adding Documents to the Workspace Publish Action The publish action creates a new primary version and sets it as the default approved version. The most recently published version of a document is the version that is displayed in search results and the version that readers can view. When a document is added to the workspace, it appears in the Checked out state. Because the document has not been previously checked in or published, it initially exists as version 0.0. A document must be checked in before it can be published. Accessing the Publishing Verbs Users can access the publishing verbs to perform the check in, check out, publish, and approval-specific actions from several locations. Accessing with Client Components Installed On a computer that has the client components of SharePoint Portal Server installed, access the publishing verbs from one of the following locations:  From File menu in a Microsoft Office application.  From the menu that appears when you right-click a document in a SharePoint Portal Server Web folder. Accessing without Client Components Installed On a computer that does not have the required platform or the client components of SharePoint Portal Server installed, access the publishing verbs from the dashboard site. You must use the Web folders view of the workspace to access the publishing verbs. The verbs are not available when you use Microsoft Windows ® Explorer to access documents through the Web Storage System. Never use Installable File System (IFS) to access and modify documents directly. Note Note [...]... Demonstrate how to add a Word file to the workspace You can use Microsoft Word 2000, Microsoft Excel 2000, or Microsoft PowerPoint® 2000 to add documents to the workspace Adding a New Document to the Workspace To add a new document to the workspace, create the document by using Word, Excel, or PowerPoint, and then use the Save command on the File menu to add the document to the appropriate folder in the workspace. .. USE**************************** Now that you understand the importance of document versioning as a method for tracking the revision history of documents that are stored in the workspace, it is important to understand the process of adding documents to the workspace 12 Module 4: Adding Documents to the Workspace Populating Document Folders Topic Objective To present the three methods that are used to populate document folders... 24 Module 4: Adding Documents to the Workspace Scenario Judy Lew has configured the Adventure Works workspace by adding categories, document profiles, and document folders to AdvWorksWorkspace She has also added some existing documents to the workspace Now the workspace is being made available to additional authors within Product Development As an author, you will begin adding new documents to the workspace. .. the Enter the name for the new folder box, type Internal and then click Create Note Because workspace authors cannot change the security settings on a folder, you will have to send an e-mail message to Judy Lew to request that only members of the Casual Clothing group have access rights on this folder 26 Module 4: Adding Documents to the Workspace To add documents to the workspace using the dashboard... remains with the document If the profile is not available in the target folder, the default document profile for the target folder is applied to the document 22 Module 4: Adding Documents to the Workspace Enhanced Folder The document is copied to the target folder in a Checked out state All metadata in the document profile remains with the document If the document profile is not available in the target... Under the Document File Name heading, enter the location of the document that you want to add to the workspace To browse for the document, click Browse 6 If you are adding the document to an enhanced folder, you will have the following two options: • If you want to add the document to the folder but do not want to publish it yet, click Check in the document If you check in the document, authors in the. .. to all three documents Copying or Moving Documents into a Folder When a user copies or moves documents, the Web folders view prompts the user for input depending on the state of the source and destination documents and folders, such as whether it is an enhanced folder or a checked in doc Adding Documents to the Workspace If you add documents to the workspace that have the same name as documents that... the down arrow to the right of the list box Module 4: Adding Documents to the Workspace 4 On the Avalanche 2001 Vision Statement – Children.doc Properties page, click OK 5 Right-click Avalanche 2001 Vision Statement – Children, and then, on the shortcut menu, click Check In 6 On the Properties page, click OK The metadata that you add to the document profile form is stored with the document 29 30 Module. .. document folders 6 Module 4: Adding Documents to the Workspace Viewing Previous Document Versions Topic Objective To explain how to view previous versions of a document in SharePoint Portal Server Lead-in To view a previous version of a document, use the Web folders view of the workspace to locate the document, open the Properties page of the document, and then click the Versions tab The Actual Document... specified at the time of check in Demonstrate how to view previous versions of a document, and point out the information that is recorded in the version history Note Document versions are stored in a shadow folder in the root of the workspace Module 4: Adding Documents to the Workspace 7 Configuring Version Pruning Topic Objective To describe how to configure version pruning Lead-in To configure version . PowerPoint ® 2000 to add documents to the workspace. Adding a New Document to the Workspace To add a new document to the workspace, create the document by. 11 Lab A: Adding Documents to the Workspace 23 Review 33 Module 4: Adding Documents to the Workspace Information in this document is subject to change