DOCUMENT MANAGEMENT

3 hr session

In a typical SharePoint environment documents kept in sites follow a multitude of document foldering conventions as well as file-naming conventions (everyone does it differently) making it difficult for users to find important documents across sites and site collections and the plethora of various folders and sub-folders they contain.  The same is true for OneDrive, because it too is SharePoint technology.  Providing a standard means of cataloging, indexing and organizing documents is a collaborative priority and makes it much simpler to manage and control the important documents workers need.  

Take your time as you go through the step by step instructions provided.  The session is long, and thorough.  Our training video controller provides you with complete control over the presentation.

 

 

PRIMARY SUBJECT AREAS COVERED IN THIS LESSON

There is a lot of information covered, but this is the really important stuff....

Libraries

What looks like a file directory, in SharePoint is actually a "library" of files. However the settings that make it a real "library" are turned off by default.

What you will learn...

Anytime a document is added into SharePoint/OneDrive for Business that directory is automatically called a "library". As we all know, real libraries make it easy to find the right information by using an organizational schema everyone can understand.  SharePoint "libraries" look like a file directory (because library functions are off by default) and its hard to find what you're looking for without constantly searching, and even then you don't always find the right thing.

During the first part of this session the instructor walks you through the library settings in order to configure them properly so that you can have a real library.  You will also learn how to change settings  in order to make all libraries users are creating "proper libraries".

Content Types

While libraries act like a file cabinet, content types act like a folder... a really really smart one.

What you will learn...

Buckle up, this sounds harder than it is!  While libraries manage the contents of any kind of subject matter (books, articles, video's etc) , content types manage the subject matter itself (whats in the video, whats is that presentation about).  If you're trying to bring organization and prioritization to your site content, or maybe even your enterprise, then this is the way to do it.  Content types are a core component, if not THE core component for controlling content in your enterprise. Once you get your head around this, you can't help but be amazed.

During the second major part of this session the instructor walks you through the creation and use of content types.  You will learn how to change settings and effectively control, manage and organize content in not just one, but all sites in your company.

Views

There are many ways to present the information that is kept in a Libary, as well as selecting the appropriate subject matter users should see.

What you will learn...

There are many options for both how content in libraries and subject matter within those libraries is presented to the user, ranging from conditional views (based on x show y), to calculated views, to type of user views. The combination of library configuration and content types for subject matter control and management, and views provides users with a powerful improvement over the usability and manageability of SharePoint/Office365.

During this last part of this session the instructor walks you through the creation of views for presenting content in libraries, sites and site collections.  At the end of this session you will know all you need to stop messy fileshares and manage documents like a business pro.

SO WHATS IN THIS MEMBERSHIP DEAL?

Other than training sessions, and unlimited access for a year...

Ask the instructor

You can ask questions from within the training session, and the instructor will answer them for you.

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Tips and Tutorials

We publish tips and tutorials only available to members.  They're usually based on the questions we've received during thousands of training sessions. So chances are good that what you want to know has already been answered.

THERE ARE TWO MORE SESSIONS ....

Document management typically goes hand in hand with automating work processes related to documents or to content in documents.  For common workflows such as approvals, notification for missing documents, call for content update, document processing schedules, automated notifications, declaring documents records etc., SharePoint/Office365 offers an integrated solution that allows the user to use SharePoint to create those workflows.  The beauty of that is that everything you learned in the previous chapter provides you with much more power to utilize SharePoint workflow.

Document management also goes hand in hand with managing documents as business records.  Here too SharePoint offers an integrated means of performing those functions, which are discussed in the third session.  Records Management with SharePoint is nearly entirely dependent on all the previous lessons, but in particular all of the items discussed in Lesson 1.