SharePoint 2013 Site Owner

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1 SharePoint 2013 Site Owner Effective Content and Document Collaboration with Axalta Teams 9 May 2014 Instructor: Jason Christie

2 Site Owner Course Topics to be Covered Content Management Creating and configuring sites Creating and configuring Apps Wiki pages and web part pages Working With Metadata Understanding metadata Organizing Apps with metadata Content Types List columns vs. site columns Creating and implementing a content type Automation with Workflows Understanding workflows Working with require content approval, feedback, and approval workflows Collaboration Use blogs Create and share information using wiki pages and libraries Managing Site Permissions Understanding permissions and inheritance Determining the appropriate permission level Creating and working with groups Handling sensitive data Data Recovery Q & A 2

3 Content Management 3

4 Site and Content Organization the File Cabinet Analogy Why: Your site collection needs to have a logical structure. This will allow end users to intuitively know: 1. Where to go to find needed content find-able 2. Where to go to add new content put-able Think of the site collection like a file cabinet Each Site is like a file drawer Each App (List or Library) is like a folder in a file drawer In a file drawer, you never go deeper than the folder level; in a site, you should never go deeper than the App level don t create folders! We ll explain why later. 4

5 Creating and Configuring a New Site 1. From the Site contents page, select new subsite 2. Specify a Title and Description 3. Specify a URL make it short with no spaces 4. Choose a template It s all about context make sure you are on the site under which you want a sub site Page 5

6 Creating and Configuring a New Site 6. Choose inherited or unique permissions. More on this in the Managing Site Permissions section. This setting can be changed at any time. 7. Specify Navigation and Navigation Inheritance settings 8. Click Create All of these settings can be modified at any point after the site has been created Page 6

7 Creating and Configuring Apps (Lists & Libraries) 1. From the Site contents page, select add an app 2. Click the app you want to create 3. Give it a brief name and click Create You are starting with a brief name because there is a 256 character limit to a SharePoint URL. Keeping it short will reduce the chance of reaching that limit. Page 7

8 Creating and Configuring Apps (Lists & Libraries) Why: The bread crumb trail and the quick launch still shows the abbreviation of the app name, so we need to configure it to appear in a more user-friendly format 1. From the Library tab in the ribbon choose Library Settings 2. From Library settings choose List name, description and navigation 3. Specify Name, description and Navigation settings, and click Save 4. The bread crumb trail now shows the fully spelled out name Page 8

9 Configuring Version Settings on a Document Library Why: To be able to view and restore previous versions for any document in the library, as well as to control check in / check out and content approval settings There are several combinations of settings we will explore 1. From Library settings, choose Versioning settings 2. Choose the combination of settings (next slides) Page 9

10 Configuring Version Settings on a Document Library: Combination 1: Major Versions and Require Check out Why: For relatively low-traffic libraries with mostly read-only content that only a few people can edit, turn on major versioning and require check out. 1. From Versioning Settings, in the Document Version History section, choose Create major versions 2. In the Require Check Out section, choose Yes This will make it so that any time someone edits a document, it will automatically check it out to him or her. While a document is checked out, that person is the only one who can edit the document. Page 10

11 Configuring Version Settings on a Document Library: Combination 2: Major and Minor Versions and Draft Item Security Why: For relatively high-traffic libraries, or any library for which you need to maintain tight control over who views changes made to a document, turn on major and minor versioning and configure Draft Item Security. These two settings are commonly used in conjunction with each other 1. From Versioning Settings, in the Document Version History section, choose Create major and minor (draft) versions 2. In the Draft Item Security section, choose the 2 nd option Only users who can edit items. This will make it so that visitors of this library will not see minor versions. They will only see the last published major version. Page 11

12 Configuring Version Settings on a Document Library: Combination 3: Content Approval and Draft Item Security Why: For any library for which you all documents need to be signed off on (approve) before they are visible to visitors, turn on Require content approval and configure Draft Item Security. You can also use any of the versioning settings with content approval. These two settings are commonly used in conjunction with each other 1. From Versioning Settings, in the Content Approval section, choose Yes 2. In the Draft Item Security section, choose the 3 rd option Only users who can approve items. This setting is not available until you require content approval. This will make it so that visitors of this library will not see draft versions until they have been approved. Page 12

13 Configuring Advanced Settings on a Document Library Why: To activate any of the necessary settings. There are several settings this covers some of the most common. 1. From Library settings, choose Advanced settings 2. Choose the desired setting(s): In the Content Types section, choose Yes. Activates the Content Types section of Library settings. Covered in the Content Types section. In the Folders section choose No. Does what it sounds like it does Further explanation of this in the Working With Metadata section In the Search section choose No. Prevents even those who do have access to this library from finding content in this library. Further explanation of this in the Site Permissions section. Page 13

14 Using the Versioning Settings: Changing the Default View Why: For each combination of Versioning settings you may want to view a different set of columns. Showing these columns will provide additional valuable information to the users of the library ` 1. From home page of the document library, click the ellipsis and choose Modify this View 2. Check the box(es) next to the column(s) you want to see Checked Out To: makes it much more obvious who has it checked out Check In Comment: if you want your end users to see this Version: shows the current version of the document (remember this will show the version the user has the rights to see, based on which level of draft item security you chosen) Approval Status: available and selected automatically when require content approval is activated Approver Comments: if you want your end users to see them 3. Choose the ordinal position in which you want it to display 4. Click OK to create and apply this view Page 14

15 Creating a Custom List Why: To have a list of items that users can manage. Think of it an alternative to a spreadsheet 1. From the Site contents page, select add an app 2. Click Custom List 3. Give it a brief name and click Create You are starting with a brief name because there is a 256 character limit to a URL. Keeping it short will reduce the chance of reaching that limit. Page 15

16 Configuring a Custom List Changing its Name Why: The bread crumb trail and the quick launch still shows the abbreviation of the app name, so we need to configure it to appear in a more user-friendly format 1. From the List tab in the ribbon, choose List Settings 2. From List settings choose List name, description and navigation 3. Specify Name, description and Navigation settings, and click Save 4. The bread crumb trail now shows the fully spelled out name Page 16

17 Configuring a Custom List Adding Columns Why: A custom List starts with just one column; you need to rename the Title column and create additional Columns to categorize your data 1. Rename the Title column: from List Settings in the Columns section, click the Title column, choose a new name and click OK 2. Add additional columns: from List settings in the Columns sections, chose Create column, choose the column settings and click OK Page 17

18 Links App vs. Wiki Page with Links Why: To create a list of links to important resources Links App What it is: a built in App for creating a list of links Pro: quick and easy to create and populate Con: links can only be configured to open in the current window, which removes the user from the navigation structure and could potentially cause confusion Simply choose Links from the list of Apps you can add; each item you add will be a hyperlink Wiki Page With Links What it is: a web page that can be filled with a list of links Pro: links can be configured to open in a new tab Con: more time consuming to create Steps on next slide A wiki page with links would be the better solution if you need to create a list of links to external web sites Page 18

19 Wiki Page with Links Creating the Page Why: You need a list of links to external resources, so you want them to open in a new tab on the web browser. 1. Click the Settings button and choose Add a page 2. Give it a brief name and choose Create 3. Wiki page is created a free form place to create content 19

20 Wiki Page With Links Creating the Links 1. Select the text to Link 2. On the Insert tab in the ribbon, choose Link to From SharePoint or From Address 3. Choose the file or type the site address and click Insert or OK 20

21 Wiki Page With Links Configuring the Links 1. Place your cursor anywhere in the text that has been set as a link 2. On the Link tab in the ribbon, choose Open in new tab and/or Display Icon 3. Save and close editing of the page to test the links, on the Page tab of the ribbon, choose Save 21

22 Working With Metadata 22

23 Metadata columns Purpose and Definition Why: To provide additional information about documents and items. Metadata columns can also be used as an alternative to folders for organizing documents and items. Metadata can be defined as data about data additional valuable information about a document or list item. SharePoint metadata columns can be defined at the list or site level Page 23

24 Metadata Columns Creating and Configuring 1. From the Library tab in the ribbon, choose Create Column (can also be done in Library Settings) 2. Define the details of the column: Name and Type (Choice is good for a metadata column) Set it to be required Type the choices Do not provide a default value this will force the user to make a choice This is a List column, which means it is only available to this list; it could also be defined as a site column and then be added to any app in the site collection Page 24

25 Metadata Columns Assigning a Value 1. As new documents are uploaded, the user will get prompted to specify a value. 2. For documents already in the library: in the Open Menu inside the Open menu, Edit Properties 3. To edit add / edit metadata column values for multiple documents already in the library: from the Library tab, choose Quick Edit 4. Edit the properties Editing metadata column values in Quick Edit view is not possible if Require Check out is activated, so set your metadata values for existing documents before you turn on Require Check Out Page 25

26 Organizing Libraries and Lists with Views Why: For document libraries that have metadata columns to help categorize and organize a document library, a View that groups by a metadata column can provide a similar organization structure as folders. 1. From the Library tab in the ribbon, choose Create View 2. Select Standard View 3. Choose a View Name and columns to display Page 26

27 Organizing Libraries and Lists with Views 4. Apply a Sort and / or filter 5. Expand the Group By section, and choose the metadata column to group by (note that groupings are collapsed by default) 6. Click OK, and the view will be created and applied 7. Click the name of the group to expand it and see the items within it This view creates a similar effect as folders, but without the problems that folders causes So, your end users will be able to find documents easier, know intuitively where to go to upload documents, and you will not encroach upon the 256 character limit of a SharePoint URL Page 27

28 Content Types 28

29 Content Types and Metadata Columns What the End User Sees Why: To have a Microsoft Office document template behave as a template should. When a custom document content type is created and implemented, the end user will be able to choose the content type from the New Document button, create and add content to the document, specify the required metadata, and save the document directly to the document library 1. From the Files tab in the ribbon, click the drop-down arrow for the New Document button and choose the content type (document template) 2. The instance of the content type will be created 3. Fill in the required metadata column(s) and appropriate document content and Save 4. Save As will prompt for a location click the name of the library 5. Type a file name and choose Save 29

30 Site Columns The Benefit Why: A site column created at the top-level site in a site collection can be added to any Content Type or App (list or library) in that site collection Content Type 1 Content Type 2 Custom List Document Library 1 Document Library 2 30

31 Site Columns - Creating 1. From Site Settings, choose Site columns 2. Click Create 3. Configure the Site Column the same way you would configure a list column 4. The only different setting is to put the column into a group 5. To add the column to a list or library, simply choose Add from existing site columns from List / Library settings of the App to which you want to add the column 31

32 Content Types Creating 1. From Site Settings, choose Site content types 2. Click Create 3. Fill in the values: Name and Description these will appear in the New Document button Parent Content Type select as shown to create a document template 4. Click OK and the content type will be created, and you will be taken to the Settings page of that content type (screen shot next slide) Make sure you are at the top level site in the site collection as you are creating Site Columns and Content Types; this way, they will be available throughout the site collection 32

33 Content Type - Configuring 5. From Site Content Types settings choose Add from existing site columns 6. Select the column(s) and click Add and OK 7. From Site Content Types settings choose Advanced Settings 8. Find the document to use as a template from you local or network drive; it can be a regular document file type or template, like xlsx, xltx, docx, dotx, etc. (not shown here) 9. Choose Upload a new document template, Browse to the file, click Open, and choose OK 33

34 Content Types - Implementing 1. Go to the document library where you want a template; as long as the content type was defined at the top-level site, this can be in any site in the site collection 2. From Library settings / Advanced settings, in the Content Types section, under Allow management of content types, choose Yes, choose OK 3. From Library settings, in the Content Types section (which was not there until you performed the previous step), choose Add from existing site content types 4. Choose the content type created in the previous slides and choose OK 5. From Library settings, in the Content Types section, choose Change new button order and default content type 6. Uncheck Document and choose OK 34

35 Collaboration 35

36 Wiki Libraries Creating Why: To have a place for subject matter experts to share their knowledge in a free-form manner. 1. Create a Wiki Page Library App in the same way you create any other app 2. After you create and open the library, a standard Welcome page the wiki library home page will be displayed 3. To edit this home page: on the Page tab in the ribbon, choose Edit 4. You will now be able to add and format content just as you would in MS Word 36

37 Wiki Libraries Linking to other Wiki Pages Why: Each page in the wiki library can be information on a different subject or department, from a different person, etc. Treat this wiki library like a little web site within you SharePoint site that you want your users to traverse among. After you create the welcome message on the home page of the wiki library, create links to the other pages. Wiki pages have a special syntax for creating links: [[Page Name Text Displayed]] 1. Create links to the other wiki pages. Example: [[SPSiteOrg SharePoint Site Organization]] The delimiter between the page name and the text displayed is a pipe. It is usually the button above the Enter key. Note: you can create links to pages that do not exist yet. 2. In the Format Text tab in the ribbon, choose Save to view the page and follow the links. 3. Follow a link, and in the prompt, click Create 4. Create links to the other pages. Notice that it now shows you the names of the other wiki pages in this library when you type the [[ to start a hyperlink. 37

38 Blogs Creating and Configuring Why: To have a more formal place for subject matter experts to share their knowledge. 1. Create a Blog site in the same way you create any other site, except that you choose the Blog site template 2. Before you create a blog posting, you should edit the list of categories: Under Blog tools, choose Manage categories 3. Edit existing categories and add new ones just like you would any list 4. Go back to the home page of the blog; the categories can be used to filter the posts 38

39 Blogs Creating and Managing Blog Posts 1. From the Blog home page, under Blog tools, choose Create a post 2. Fill in the blog contents into fields of the post and click Publish 3. A blog post is simply an item in a list, so you can require content approval for posts if you wish by choosing Manage posts 4. From the Manage posts page, choose List Settings and configure content approval and versioning settings just as you would a regular list 39

40 Managing Site Permissions 40

41 SharePoint 2013 Permissions the Default Groups Owner: Full control permissions; Can: o Create, edit, delete Apps and sites o View, Add, update, and delete content from apps o View pages and content and download documents Member: Contribute permissions; Can: o View, Add, update, and delete content from apps o View pages and content and download documents Visitor: Read permissions; Can: o View pages and content and download documents 41

42 Using the Default SharePoint Groups Why: To control who has the appropriate level of access to the correct sets of content on your site (collection). 1. From Site Settings of the top level site in the site collection, choose Site Permissions Make sure you are at the top level site, so that what you do here controls the level of access to this site and each site in the site collection 2. Click the group to which you want to add members 3. Click the New button 4. Type the name of the person or Active Directory group, select it when you see it, and choose Share If you need to add large numbers of people to a SharePoint group, find out from your IT team if there is an Active Directory group that includes those people so you only need to add one entity rather than multiples 42

43 SharePoint 2013 Permissions Understanding Inheritance The Default: With Unique / Broken Permissions: When you log in ( swipe your card ) to SharePoint, you are granted to same level of access to everything all rooms of the building. When you log in ( swipe your card ) to SharePoint, there may be certain Sites, Apps, and documents with unique permissions that will be locked / hidden from you. 43

44 Creating New Groups Why: You have an app or site with sensitive content for which you need to ensure that only the appropriate people have access. 1. From the Site permissions of the top level site in the site collection, choose Create Group 2. Give the group a name 3. Choose the level of access needed: Full Control: the same level of control as the Owners group Contribute: the same level of control as the Members group Read: the same level of control as the Visitors group In most cases, it is best to take the defaults for Group Settings and Membership requests Again, make sure you are at the top level site in the site collection; otherwise, you will not be able to specify a permission level 44

45 Handling Sensitive Data Breaking Permissions on an App Why: By default, an app (list or library) inherits permissions from its parent (the site). So, if the content is sensitive, permissions need to be broken and the permissions of the groups from whom the contents of this library should be hidden need to be removed 1. From Library (or List) settings, choose Permissions for this document library 2. Note the message that library inherits its permissions from its parent 3. From the Permissions tab in the ribbon, choose Stop Inheriting Permissions 4. In the prompt that appears, choose OK This action alone does not change who has access to the app. See next slide for more. 45

46 Handling Sensitive Data Removing User Permissions Why: You have broken the inheritance chain, now need to remove user permissions from select groups, so that the remaining groups are the only ones who can access the content 1. The library now has unique permissions 2. Check the boxes next to the groups from whom you want to hide the contents of this library and click Remove User Permissions 3. In the prompt that appears, choose OK 4. The remaining groups are the only users who have access to the app and its contents If anyone who does not have access to this app logs into this site, he will not even know this app exists Be careful to not check the box of the group that you are in. It will let you revoke your own permissions 46

47 Handling Sensitive Data Managing Unique Permissions Why: The more apps in a site that have unique permissions, the more challenging they become to keep track of and manage. So, SharePoint has a tool to show you which apps on your site have unique permissions 1. From Site Settings (not shown) choose site permissions 2. From site permissions, note the message indicating that some content has unique permissions 3. Choose Show these items a dialogue box appears indicating the apps with unique permissions There is no limit to how many apps in a site can unique permissions. However, the more you have, the more challenging they become to manage. So, if you have several apps on the same site with the same unique permissions, you may want to consider what s on the next slide 47

48 Handling Sensitive Data Breaking Permissions on a Site Why: By default, an site inherits permissions from its parent site. So, if you have several apps with sensitive content, instead of breaking permissions on each of those apps, it may be easier to move all of the apps into one site and break permissions for the whole site 1. To move an app from one site to another: save the app as a template on the source site (don t for get to Include Content), and then recreate the app on the destination site (not shown) 2. On the site with sensitive content, go to site permissions; note that the site currently inherits permissions from its parent site 3. From the Permissions tab in the ribbon, choose Stop Inheriting Permissions 4. In the prompt that appears, choose OK 5. You will be prompted to set up groups for this unique site (details next slide) This action alone does not change who has access to the app. See next slide for more. 48

49 Handling Sensitive Data Choosing Groups on a Site With Unique Permissions Why: Up to this point, breaking permissions on a site has been just like breaking permissions on an app. However, once you agree to stop inheriting permissions on a site, you must either create new groups on the site or use existing groups. Which one you do is personal preference. In my view it is easier to create all of the groups at the top level site(which we ve already done) and then transfer those groups to the unique site How To (continued from previous slide): 6. Choose Use and existing group, and in the drop-down list, select More 7. Choose the group from the parent site with the same level of permissions 8. Repeat steps 5 and 6 for Members and Owners and click OK 9. At this point, you will be taken back to the home page of the site; go back to Site Permissions to see the results of what you have just done 49

50 Handling Sensitive Data Removing User Permissions Why: You have broken permissions on the site and chosen groups. The next step is just like it is with unique permissions an app remove user permissions from select groups, so that the remaining groups are the only ones who can access the site 1. The site now has unique permissions 2. Check the boxes next to the groups from whom you want to hide this site and click Remove User Permissions 3. In the prompt that appears, choose OK 4. The remaining groups are the only users who have access to the app and its contents Just like a uniquely secured app: if anyone who does not have access to this site logs into the parent site, he will not even know this site exists 50

51 Data Recovery 51

52 Deleting an App and a Site Why: There time in which an app or site are no longer necessary, or their contents have been moved to another location How To Delete an App: 1. From Library (or List Settings), choose Delete this document library (or list) 2. From the Prompt, choose OK How To Delete a Site: 1. From Site Settings, choose Delete this site 2. From the Prompt, choose Delete You cannot delete a site with a subsite. You must delete the subsite first. 52

53 Recovering Deleted Documents and Items Why: When apps and items are deleted, they go to recycle bin. Items stay in the recycle bin for 30 days. As long as it is within the 30 day window, items can be restored to their original location. 1. From the Site Contents Page, choose Recycle bin 2. Check the box next to the items or apps to restore and choose Restore Selection 3. In the prompt that appears, choose OK After 30 days in the Recycle bin, items and apps are moved to the 2 nd Stage Recycle bin, which is only accessible from SharePoint Central Administration 53

54 Recovering Deleted Sites Why: When a site is deleted, it is moved to the Site Collection Recycle bin. From there, sites can be restored or deleted. 1. From the Site Settings of the top-level site in the site collection, in the Site Collection Administration section, choose Recycle bin 2. You are first shown the End User Recycle bin items. To the deleted site, choose Deleted Items from end user Recycle Bin 3. Check the box next to the site and choose Restore Selection 4. In the prompt, choose OK 5. If you want to permanently remove the site, Check the box next to the site and choose Delete Selection, and from the prompt, choose OK As you see from the prompt, sites are not permanently deleted; they are moved to the 2 nd Stage Recycle bin, which is only accessible from SharePoint Central Administration 54

55 Automation 55

56 Workflows vs. Alerts Why: At this point, the only workflows Axalta is using is for Lotus Notes. As alternative to the SharePoint Approval workflow, you can set an alert on any list. This will notify you of changes made to that app. 1. From the Library (or List) tab in the ribbon, choose Alert me to Set and Alert on this Library 2. Fill in the details of the alert 3. Click OK Alerts can also be set on individual documents; simply check the box next to the document, then on the Files tab in the ribbon choose Alert me to Set and alert on this document Note that the default frequency of an alert is immediate this could become quite annoying for a busy document library; you may want to consider changing this to daily 56

57 Managing Alerts Why: You are going to want see all of your alerts, and edit or delete them as necessary, and create new ones. 1. From any app, choose Alert Me to Manage My Alerts 2. To modify an existing Alert: click the name of the alert to open an Edit Alert form 3. To create a new Alert: choose Add Alert to start a wizard walking you through creating a new alert on any App 4. To delete an alert: check the box next to the alert(s) and choose Delete Selected Alerts You can only manage alerts one site at a time; to see alerts on multiple sites, you will need to go to each site individually 57

58 Q & A 58

59 Questions? Comments? Your Feedback is Appreciated Page 59

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