Document Management using SharePoint For AIIM Seminars SharePoint at a Cross Roads - implications of SharePoint 2013 & Office 365

Transcription

1 Document Management using SharePoint 2013 For AIIM Seminars SharePoint at a Cross Roads - implications of SharePoint 2013 & Office 365

2 Document Management essentials Capturing Documents Adding content to your Content Management Solution Organizing Documents Provide routing, access and governance Permissions, policies, location Taxonomy, associated metadata Search Capture Organize Managing Documents Make you content actionable Solve business processes associated with content i.e. HR onboarding, Invoice approval, Manage 2

3 Document Management in SharePoint Capturing Documents Adding content to your Content Management Solution (File Upload or Drag and Drop in the Document Library) Organizing Documents Provide routing, access and governance Permissions, policies, location (Sites, Libraries) Taxonomy (Content Types), associated metadata (Columns) Search Capture Organize Managing Documents Make content actionable (Content Types) Solve business processes (Workflow) associated with content i.e. HR onboarding, Invoice approval, Manage 3

4 Organizing with Content Types SharePoint Content Type is the fundamental building block for organizing your Documents and taxonomy. Capture Organize Manage How-to = Site Admin main configuration steps: 1. Create the relevant Content Types and Content Types hierarchy for your business. Prerequisite - taxonomy planning: AP>Invoice, AP>Purchase Order HR>Resume, HR>Application, Accessories>Shoes>Women Flats 2. Associate relevant Metadata (Column) to the Content Types Invoice Column: InvoiceNumber, InvoiceDate, VendorID, 3. Enable Content Types use in the Library 4. Associate a Workflow with a Content Type 4

5 Step 1: creating Content Types Site Settings > Site Content Types > Create 5

6 Step 1: creating Content Types Site Settings > Site Content Types > Create > New Content Type 6

7 Step 2: associating Column Associate Columns to Content Types 7

8 Step 2: associating Column Associate Columns to Content Types: New Column 8

9 Step 3: enable Content Types in Library Library > Library Settings > Advanced Settings Note that Content Types management is disabled by default! 9

10 Step 4: associate a Workflow Capture Organize Manage 10

11 Creating Business Process Workflows Native (OOTB) SharePoint Workflow is limited Typically used for simple approval Limited workflow logic, unless using code Basic creation tools: SP Designer 2013, Visio 2013 Add-on solution: Kodak Info Activate Solution Workflow Graphical designer tool, to be used by Business users Easy to design, test, deploy, monitor, modify, manage Inside SharePoint Capture Organize Manage 11

12 Capturing documents Native SharePoint: Site: File > Upload document Drag and Drop in Site hard to enforce consistent capture Capture Add-on: Kodak Info Activate Solution Governance: Admin configures a Job for each doc types, assuring a consistent capture i.e. Invoices, Resumes, defines destination Site library and Content Type for paper documents, defines scanner settings Knowledge worker: ease-of-use / fault-proof steps simply select the Job (Tile) and enter the metadata Organize Manage 12

13 Kodak SharePoint Solutions Built using SharePoint as a platform Thin-Client distributed enterprise capture AND Workflow Easy and intuitive user interface Govern consistency and accuracy of business data Streamline business process workflows Mobile capture (coming) On-prem SP2010 now On-prem SP2013 Q3/2013 O365/ Azure cloud Q Conclusions SharePoint 2013 platform enables best-in-class Document Management Add-on tools for Capture and Workflow enhances SharePoint 2013 usability, and allow Paper capture. Info Activate Limited Edition now in the Office.com SharePoint 2013 App Store Simple App to add PDF paper docs in your SP2013 Document libraries O365 or OnPrem For small groups No IT! 13

14 Kodak Document Imaging Software Platforms Batch capture (any scanners) Desktop / Client-Server Import from MFP s Built using SharePoint as a platform Thin-Client distributed enterprise capture AND Workflow Easy and intuitive user interface Govern consistency and accuracy of business data Streamline business process workflows Mobile capture (coming) On-prem SP2010 now On-prem SP2013 Q3/2013 O365/ Azure cloud Q A single platform handles your multi-source inputs Self-learning classification and data extraction with Semantic understanding Knowledge and Response Managements Mobile capture, interaction Cloud and on-premise Preview in Q2/

15 Thank you! Twitter InfoOverdrive.com Gaylord National Resort & Convention Center, Washington D.C., September 22-25, Ray Kurzweil Director of Engineering, Google