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EndUserSharePoint.com: Comparing Document Management Solutions - Homegrown or Third Party?

Today’s post was written by Ryne Crabb. He would like help from the EndUserSharePoint.com community evaluating two solutions for management of documents in SharePoint. Please use the comments section to voice your opinions, questions or End User Read More......( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

EndUserSharePoint.com: Tracking printed documents

The question of the day comes from Torbjorn: We want to able to track a printed document back to Sharepoint with help of the SharePoint generated id#. A document in Sharepoint gets some kind of id# when it is created (it is the same even after new versions Read More......( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

EndUserSharePoint.com: Can I show documents to people who do not have MS Office?

The question of the day comes from Michael: We are going to be implementing a document center at our facility. The documents being housed will be for reading only (mainly). Our problem is that some computers do not have Office installed, and they need Read More......( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

EndUserSharePoint.com: Tricks and Traps 2008-01-30

  The major topic in the EndUserSharePoint.com Shanghai workshops this week has been structuring information. The tip of the week is this: Consider creating “buckets” (libraries) for each of your major content areas and utilize views Read More......( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

EndUserSharePoint.com: Can I store terrabytes of data in SharePoint?

The question of the day comes from Rudy: Is it feasable to use SharePoint as a document management system with several terrabytes of documents and less than 50 concurrent users? Is it possible… yeah, I guess so. But my real question would be “Why Read More......( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

EndUserSharePoint.com”: Project based libraries vs master libraries

The question of the day comes from Sasha: I have a parent “Clients” site and then multiple (>20) client sites under it. Some docs are unique to each client, some are shared across clients. All documents change frequently. I don’t Read More......( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

Business Data on the Document Information Panel

The business needs: The documents stored in the Document Center have own content types, the default Document content is not used. Recording these documents is managed by a software out-of-the SharePoint (MOSS 2007), the recording data is stored in a MS SQL 2005 database. We need to display all these data in many formats: on the DispForm.aspx of all documents on the Document Information Panel (DIP) of all documents (different layouts for different content types) inside the documents The problem: If...( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

Document Information Panel

In Office 2007 we can show the document's properties on the Document Information Panel (DIP), for example in the header of the Word. In fact, this Information Panel is an Infopath form, which can be modified. Server-side, on SharePoint 2007 we can associate it to the document content types. For example, the DIP can be different for a contract or for a specification... On the admin site of content types we can find a link: "Document Information Panel settings". Well, we can change the...( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

Office Document Information Panel not Displaying Desired Metadata Structure

As part of the screencast series for creating a Document Management Center, I demonstrate how to create a library to hold templates that can be attached to content types in various libraries. I received this comment from Susanne: “Have you noticed Read More......( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

Documentation Uploaded for Document Management Center Creation

In order to help users walk through the creation of a Document Management Center, in addition to the screencasts I have included documentation in PDF format. Download it, print it and follow along with the screencasts. Go to the Videos On-Demand page Read More......( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

Screencasts - Create and Configure the Main Document Library

The Document Management Center screencast series continues with seven short clips, walking through the process of creating and configuring a document library. They are posted in the Video On-Demand page in sequencial order. The subjects include creating Read More......( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

Document Library Consolidation

Cory on the SharePoint University Forums presented nice solution to a common problem: how do I consolidate library lists while allowing end users to add documents within their own subsites. His idea is to create a library at the parent site level and Read More......( read more ) Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks

How good is SharePoint as Document Management System?

One of the most important features of SharePoint 2007 is document management. I decided to review SharePoint in terms of features that a document management solution should have. Definition on DMS can be found here (I just adapted this definition with few things mentioned in April 2007 edition of Directions on Microsoft). Feature SharePoint Score Metadata Very strong, especially when used with Office 2003/2007 documents. Integration Integration is present, but only with Microsoft tools. Needs improvement. Capture There is no built-in functionality to capture paper documents. Indexing Very strong. Indexing for non MS formats (like PDF) and other content sources is also available. Storage SharePoint and SQL Server 2005 act as very stabile storage platform. Document migration and retention policies be introduced in SharePoint 2007 but these still need improvements. 3 rd party tools are required for serious document archiving. Retrieval Search and filtering technologies have been improved in new version but search capabilities are far from ideal. Security Item level security is available, but product lacks abilities to set permissions on file type and reports on permissions already set. Workflow Workflow capabilities have been improved, but managing complex workflows cannot be done without 3 rd party products. Collaboration Strong for users using Internet Explorer. It still needs to be improved for Firefox users. Versioning Strong. It misses some advanced versioning rules. Posted...

Versioning settings on document libraries

Yesterday we got a question from a customer whether is was possible to have versioning on a library, and at the same time disabling the check in/ check out option. I didn't know, but after a view minutes of looking around, my colleague Casper found the settings in the document library settings under Versioning Settings. You can actually configure a couple of interesting settings on this page. Require content approval for submitted items? This is a setting you will especially use on development environments to prevent having to approve every change in for instance a master page or a page layout. Create a version each time you edit a file in this document library? Here you can choose between no versioning at all, just major version and minor and major versions. You can also limit the number of versions to retain. Who should see draft items in this document library? This setting is especially usefull in live environments with sensitive data. Require documents to be checked out before they can be edited? So you can actually turn off the check in/ check out feature. Something I would advice against, because it would bring you back to the SharePoint 2003 functionality where it is possible to work in the same document at the same time with several people and thus when the second person saves his or her changes overwriting the changes the first person made. Posted on SharePoint Blogs Del.icio.us | Digg It | Technorati | Blinklist | Furl | reddit | DotNetKicks