Chapter 21 – New Content Management Capabilities in SP 2010

Wrox Professional Sharepoint 2010 Admin (P.617)

Managed MetaData – the (1) Metadata service and (2) Enterprise Content Type are central to providing the Enterprise Content Management (ECM) capcbility across the enterprise.

ECM – the capability and features that are utilized across numerous web sites or across all web sites. Content type publishing, enables the capability to reuse content types across the enterprise. (define one site collection as hub, and then the Metadata service periodically updates all other site collections with any changes.)

Metadata:

Term — A word or phrase that is associated with content. A term can be managed term or a managed keyword. Terms are also referred to as facets.
Term sets – collection of related terms that can be hierarchical. Term and term sets are referred to as texonomy.
Managed Term – A term that is controlled and can only be created by those woth appropriate permission.
Keywords – defined by users to “tag” content. This is referred to by some as “folksonomy”
Managed keywords – Keywords kept in a nin-hierarchical list.

Document Sets – SP 2010 provides the capability to group multiple documents together as one logical unit. A document set is a content type – specifically it’s a folder content type.

Welcome page of document set is new in SP 2010, for users to discover the content in the set. Key features of document set:
(1) Use SP 2010 conten type, are enabled at the site collection level by feature activation.
(2) Documents sets can share the same metadata.
(3) Can be versioned. Is independedent from the individual document’s versioning. Both versioning can be used at the same time.
(4) Workflow can be associated with the group.
(5) Permission can be defined for the group.
(6) New pages are provisioned for the document set. The welcome page is essentially a landing page. Can be used as is or customized.

Configuring and Creating Document Set —

1. Ensure Document Set feature has been activated. Go to the site collection, and click Site Collection Features.

2. Navigate to the library where you want to store Document Set, Library Library settings, click on Advanced Setting under general Settings, and allow management of content ype:


3. The on the Library settings page, you see a new section called Content Type.
4. Click [Add From Existing Site Content Types].
5. Select and add [Document Set]

6. Now when you go to the library page and click New, you will see the [ Document Set
] as a content type.

To upload multiple document, select it:

When you return to the library main page, you see that the document set is displayed as a single unit.

Document ID services and IDs — first enable Document ID service in site collection features.

Add a unique identifier to all documents throughout the site collection. This ID is used to locate and retrieve documents regardless of their current or future location. ID services only generates ID for document; not for other types of list tiems. The ID is retianed during move operation, and a new ID is created when a document is copied.

When that is enabled, a “Document ID settings” is added to the Site Collection Admin section. Click.

From there you can change the prefix of the IDs, reset all IDs etc.

http://xxxx/xxx/_layouts/DocIDRedir.aspx?ID=XXXXXX

** If you use a Document Center template to create the site collection, the Document ID is enabled by default.

You can add a Document ID Lookup Box
(web part) to your page to enable searching of a Document by Dicument ID.

Content Organizar –Document Routing!!!
(1) Content Organizer feature must be activated. It’s at the site level, not site collection level!!!! Site admin can configure and set the rules for routing.
(2) Feature activation creates a special doc library called Drop Off Library (DOL). This will store docs before thel’re routed.
(3) Organizer route docs based on the doc content type. Not for lists.
(4) Can control number of docs in a specific folder; creates a new folder when document limit is met.
(5) Users who upload a doc is notified that the doc has been routed and given the URL.

Configuring the Content Organizer —

First activate Content Organizar Site feature (Site collection is the top site, so look for site feature)

Once activated, two new links are added to the Site Administration section:

Changes made here will affect the site.
Also added is the Drop Off Library (DOL):

A timer job exists to process documents in this DOL. User can upload file to this folder if they’re not sure where to upload this file to. The doc’s properties need to be edited and all required metadata filled out in order to be routed; otherwise, they’ll just sit in DOL. If none of the rule applies, both doc uploader and site owner will get an email.

The “Redirect users to DOL” will force users to use DOL to upload document.
“Sending to another site” – route documents in the current site to another site that also has the Content Organizer feature enabled.
“Folder Partitioning” – automatically create subfolder once the target location exceeds a pre-defined size.
“Duplicate Submission” – enable versioning?
Preserving context – logs
Rule Managers – who can create, edit and manage rules?
Submission poins – URL for configuring Send-To Connection.

Organizer Rules —

Select document content type; set condition; set target library

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