Transcript No-Code Document LifeCycle Management

No-Code
Document Life Cycle
Management
From collaboration to distribution and archival
SharePoint Saturday Kansas City 2015
Matthew Harkins
• SharePoint enthusiast
• Science and Math tutor (aka “a geek dad”)
• 7 years experience
• Developer/IT Pro/Architect/Engineer
• Contact me
• @waashew
• http://www.linkedin.com/in/matthewharkins
• This talk utilizes On-Premises 2013 Standard features and also works
on Office 365
Why document lifecycle management?
• Users need to be able to work on documents securely without fear of
incomplete information being distributed or accessed.
• Users need to be able to distribute completed works easily
• Management needs to be able to approve/disapprove effectively
• Users need to be able to find current and relevant information quickly
• Outdated information needs to be discarded or archived to prevent
disinformation propagation
Doesn’t SharePoint already provide all that?
• Yes but no.
• SharePoint is a great collaboration environment that can provide this,
but needs the rules and service applications configured first
• Document and site sprawl can make document discovery impossible
• Metadata needs consistency and ownership
• Official document versions need proper approvals
• The process needs to be easy or users won’t understand or just won’t
do it
Service Applications, Site Features and
Governance to the rescue!
• Luckily, it doesn’t take code to provide these benefits
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Web Application and Site Collection Architecture
Term Store
Managed Metadata Columns
Document Content Types
Content Type Hub
Search Service
Document ID
Approval Workflow
Document Routing/Content Organizer Rules
12 steps to document bliss
0. Establish Governance
1. Term Store and Managed Metadata
2. One Web Application
3. Three or more Site Collections
4. Content Type Hub
5. Site Columns
6. Site Content Types
7. Send-To Destination
8. Document Center
9. Document Routing
10. Collaboration Sites
11. Approval Workflow
12. Automated Cleanup
0. Establish Governance
Like any SharePoint solution…
• You need business sponsorship
• Show them the features and they will request it
• You need Leadership approval
• Show them the benefits and they will demand it
• You need end-user buy-in
• Show them the time savings and they will gladly accept it
• Put this all in writing and start your governance document and
strategy. When everyone is in agreement, things progress effectively.
1. Term Store and Managed Metadata
• Provides a central location for shared metadata across Content Types
• Create a Term Group
• Create a Term Set e.g. “Shareability”
• Create Terms e.g. “Public”, “AllCompany”, “ProjectTeam”, “Classified”
• Recommended to limit the Term Sets to only mandatory metadata at first
• Don’t overwhelm your users
• Then add Term Sets like categories, projects, teams, etc..
2. Recommendation ONE Web Application
• Office 365 uses this configuration
• It will set you up for easier cloud migration later
• It will make many of these configurations easier
• Shared Web Application features
• You can use a HostHeaderWebApplication so each of your Site Collections can
still have their own host URL
• Every site collection will use this root web as an effective “parent” site
• https://root.contoso.com/
• Site Collections within the same web application have fewer limitations
3. At least three Site Collections
• A stand alone site/site collection for the Content Type Hub
• A stand alone site/site collection for the Document Center
• A stand alone site/site collection for collaboration activity
• *Optional* A site/site collection with limited read rights to serve as
long-term storage for outdated or archived documents
• To Create these as host header site collections you will need to use
PowerShell – the GUI doesn’t have this capability.
• New-SPSite 'https://hr.contoso.com' -HostHeaderWebApplication
'https://root.contoso.com' -Name 'HR' -Description 'HR Site Collection' -OwnerAlias
‘contoso\spinstaller' -language 1033 -Template 'STS#0'
4. Content Type Hub
• https://contenttypehub.contoso.com/
• Enable the Content Type Syndication Hub Site Collection Feature
• Define this site as the Content Type Hub in the Managed Metadata Service
Properties
• Then enable the “Consumes content types from the Content Type Gallery”
option in the Managed Metadata Service Application Connection proxy
• Only those creating content types need access to this site
• For maximum re-usability, train your site admins to create any site columns
and content types here rather than in their site
5. Configure Your Site Columns
• Remember those Term Sets? Put them to use!
• Don’t just create columns, link the columns to Term Sets
• Use the Managed Metadata column type
• On the column settings page, Navigate to your term set and select it
• Now you can update the options in one place and affect the entire Content
Type no matter where it is used.
• You can even allow a manager to add terms using the content type if you
select the allow ‘fill-in’ choices and also make the term set open
6. Configure Your Content Types
• Create a new Content Type and add these new columns to it
• You need to publish the Content Type so that other sites will be able
to consume them
• On the Content Type’s settings page, click on Manage publishing for this content type
• Select Publish (or Republish, if you’ve made changes) and click OK
• This publish/consume timer jobs runs once per day.
• If you are impatient you can run them manually from Central Admin’s Monitoring section.
7. Send To Destinations for Document Routing
• Step 1
• If you are using SSL you’ll need to configure the SPTrustedRootAuthority for
your certificate provider
• Reset IIS on all servers or restart them all
8. Document Center
• https://intranet.contoso.com/docs
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Document ID service is automatically enabled for this site template
Enable the Content Organizer Site Feature
Add your Content Types to the appropriate Document Center Libraries
Use the Site Settings to configure Content Organizer Settings
Then use the Site Settings to configure Content Organizer Rules by Content
Types and/or metadata.
• These rules will route documents from the Drop Off Library to the appropriate Document
Library in the Document Center (or even to another Site Collection like a Records Center)
• You can configure the rules to overwrite documents, create versions or append suffixes
when the document’s file name matches
9. Send To Destinations for Document Routing
• Step 2
• Use Central Admin to configure the document center destination
• They are in the General Application Settings area
• Use a URL like <host>/<sc>/_vti_bin/officialfile.asmx
• e.g. https://intranet.contoso.com/docs/_vti_bin/officialfile.asmx
10. Collaboration Sites
• https://collab.contoso.com/sites/hr
• Enable the Document ID Site Feature
• Enable the Cross-Site Collection publishing Site Feature
• Add your Content Types from the Gallery
• Train your users to add the document’s ID to the document footer so it can be found easily
from a paper copy (or better yet, create a content type template to do this for them)
• Users can safely work on documents until they are ready to be shared, then send them to the
Document Center for “publishing”
11. Need approval?
• Make sure the Workflows Site Collection Feature is enabled on the
Document Center Site Collection
• Add and configure the Approval workflow on the Content Organizer
Rule’s Destination Library and now your leadership won’t be surprised
when new content appears to the general employees because they
will have approved all new content there.
12. Getting cluttered? Automate Cleanup!
• Configure your Content Type’s Information Management Policy
• Enable the Retention properties
• You can enable this to run once or recur every month, year or number of
years from the creation, last modify, or record declaration date
• Possible Actions
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start a re-approval workflow to ensure document relevance
Recycle or delete it
Move it to a library with no access so it disappears from search
Declare it a record so it can’t change anymore
Free up space by deleting drafts or old versions of it
Limitations and disclaimers
• This solution requires governance, agreement, and coordination among all site owners.
• The steps’ execution order is critically important
• New Content Types must be created in the appropriate order and location or they will
not work with this design.
• Limit the number of owners of the Document Center
• Site owners have the ability to subvert the system at any point. Turn them into your best
allies by showing them the benefits of this automation.
• If that doesn’t work, turn on the auditing features and let them know their changes are being
logged.
• Yes this can be a No-Code solution, but if you have multiple environments your
documents using content types and the associated managed metadata are not portable.
• Workarounds – write a SharePoint App to deploy these as features or deploy them using
PowerShell
Questions?
Please thank our sponsors!
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Johnson County Community College Continuing Education
KC Tech Group, LLC
Alexander Open Systems
Gimmal Group
Metalogix
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Mail2Share
Crow Canyon Systems, Inc,
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