Overview of ECM Introduction to SharePoint Information Architecture Page Layout Site Templates Governance...

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2 Table of Contents Overview of ECM The Fundamentals Introduction to SharePoint... 5 Information Architecture... 6 Page Layout... 9 Site Templates Governance Policies Roles and Responsibilities Governance Site Official Languages Enterprise Taxonomy NAV CANADA Classification System Content Types Metadata Authentication and Access Log In Managing Content Create a Calendar Event Edit and Delete a Calendar Event Create a New Task Edit and Delete a Task Create a New Link Edit and Delete a Link Working with Documents Upload a Document Upload Multiple Documents to a Library NAV CANADA 2

3 2.4.3 Create a New Document from a Template Assigning Metadata Editing Managed Metadata Properties Open a Document Edit a Document Check-in and Check-out a Document Share a Document Document Versions Personalization Create a Personal View Edit a Personal View Create an Alert Create an Alert on a Document Create an Alert on a Document Library Edit an Existing Alert Connect to Outlook Calendar Using Workflow Submit Content for Approval Review a Workflow Task The Recycle Bin Restore a File Using Search Glossary Commonly Used ECM Terms NAV CANADA 3

4 Overview of ECM Enterprise Content Management (ECM) is about finding and using corporate information. This information (called Enterprise Content ) is found in documents on network drives, pages on employee portals, web pages and messages. Timely access to information is critical. And if there isn t agreement about how to organize corporate information, things get lost. This means time wasted looking for and re-doing work that s already been done. Without a central enterprise content management (ECM) platform at NAV CANADA, employees and customers are spending an excessive amount of time managing and searching content across several obsolete and inefficient content repositories which is having a negative impact on agility, productivity and engagement. Frustrated employees and customers are demanding more efficient, modern and accessible content management services that cannot be delivered with current tools. The term content stands for any electronic contents, including records, data, and metadata, as well as documents and websites. (Kampffmeyer 2007) Through the use of an ECM platform, technology helps guide how corporate information is organized. It s easier to find the information you need to work, and you can trust you re looking at the latest version. ECM systems allow Enterprise Content to be managed through its entire lifecycle - from when the content is created - until it s eventually disposed, years later. Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization's unstructured information, wherever that information exists. (AIIM.org 2013) NAV CANADA 4

5 1 The Fundamentals 1.1 Introduction to SharePoint Connexion, the NAV CANADA user portal uses Microsoft SharePoint SharePoint 2010 was chosen after considering software options against NAV CANADA s needs and future direction. SharePoint lets us quickly make secure sites which we can use to share and collaborate with authorized users. SharePoint is a complete platform, accessible from your browser. It s a collection of products wrapped together to help you collaborate on daily activities. Its six main components are: sites, communities, content, search, insights and composites. Phase 1 of this project at NAV CANADA is focused on the sites, content and search aspects of SharePoint. Sites. Think of SharePoint Sites as a one-stop shop for all your business Web sites. It provides a full set of tools that people can use to create any kind of site, plus a single infrastructure that simplifies site management. From a team site for colleagues, to user portal for partners, to an Internet site for customers, people can share and publish information using one familiar system. Content. SharePoint makes content management easy. Set up compliance measures behind the scenes with features like document types, retention polices and automatic content sorting and then work naturally in Microsoft Office. Search. SharePoint Search helps you find the information you need to get your job done. What s so unique about SharePoint Search is its combination of relevance, refinement and people. This new approach to search provides an experience that is highly personalized, efficient and effective. A Glossary of Terms is available in the last section of this guide. NAV CANADA 5

6 1.2 Information Architecture Information Architecture is the way that information is organized, in terms of navigation; layout; and findability. The goal is to make it straightforward for you to find what you re looking for. The Connexion is organized in a hierarchy that is detailed in the Information Architecture document available on the Governance site. For example, the Communications site is structured in this way. Communications NAVCANatm Aireon The site at the very top is sometimes called a top-level site. The other sites in the picture are called sub-sites. This group is a Site (aka Site Collection) and all sub-sites included in it are managed by the Business Groups that owns them. Sites are initially set up by Information Management, and then managed by the Site Owner for the Business Group. Here is a more detailed illustration of the CCS department Site Collection. NAV CANADA 6

7 This sub-site includes areas for Publications and Aeronautical Data. These areas are called Libraries. Because the same Information Architecture is used by everyone, it s easy to find and manage information. As time goes on, your department will eventually need to make updates to the Information Architecture. Changes to sub-sites are the responsibility of the Content Manager and Site Owner who ensure that sites conform to operational and governance standards. These roles and responsibilities are discussed in the Governance section of this guide below NAV CANADA 7

8 Each SharePoint library is configured to accept particular Content Types (which are defined at a Corporate Level [See 1.6.2]. These Content Types determine which metadata, workflow, or document templates the documents in the library will have. NAV CANADA 8

9 1.3 Page Layout This is a typical Connexion page: Some of the features on this page include: ID Description ID Description Mega Menu: Persistent navigation on any site. Language toggle: Switch between English and French interface. Logged in User: Displays your name. Site Actions: A main starting point for Site Owners to create new sites, and access content management tools. Formatting Options: The ribbon has many options for pages and documents. Site Owners can edit the Main Section from here. Search box: Enter keywords to perform full-text search of the current site. Current Navigation: Information on this site is stored in the Lists and Libraries that you see here. Main Section: The Site Owner can change what appears here, and add messages, pictures or video. Social Media: External NAV CANADA links. NAV CANADA Footer: Links to standard corporate pages like Terms of Use and Privacy statement. Top Navigation: Navigate to sub-sites. NAV CANADA 9

10 1.4 Site Templates Only Site Owners have the ability to create a new sub-site in the Connexion user portal; all subsites are based on SharePoint site templates. There are a few basic site templates to choose from: Sub-sites on Connexion will normally use a SharePoint Team Site template with this structure: Connexion Site Template Libraries Lists Document Library Contacts Calendar Discussions Announcements Links A typical sub-site looks like this: NAV CANADA 10

11 Section 5 of the Site Owner guide lists the different steps that need to be taken to configure a new Connexion sub-site NAV CANADA 11

12 1.5 Governance Governance is the set of roles, responsibilities and policies that guide how an organization s business and IT teams cooperate to achieve business goals (Microsoft 2010). The NAV CANADA ECM governance structure encompasses the roles, responsibilities and policies that establish the rules of the road for the platform. The governance structure supports the lifecycle of corporate information, from creation; modification; declaration as a record; through to archiving and final disposition. ECM Governance is led by a cross-functional executive committee, the Enterprise Content Governance Board (ECGB), which is responsible for defining policies and procedures and monitoring the health of the ECM platform. They give oversight into the platform s development to ensure that the policies and standards are followed, and they champion the use of SharePoint for the ECM platform. Supporting the ECGB is the Content Management Group (CMG), which is responsible for the adoption of the defined policies and procedures. Both ECGB and the CMG have the responsibility to ensure the Governance model is adhered to and maintained. Governance roles are staffed by Roles and Responsibilities are explained in section representatives from all business units and multiple roles can be filled by the same person (e.g. a Content Manager may also be a Site Owner). It is a collaborative effort (business and technical) that ensures governance policies and procedures are enforced. Governance responsibilities for the Connexion user portal are structured like this. NAV CANADA 12

13 1.5.1 Policies To make sure that the Connexion user portal meets its intended purposes, use of the system is governed by a number of corporate policies. An overview of the policies, and governance roles and responsibilities of the Connexion user portal are discussed in the Governance Policies document. NAV CANADA 13

14 1.5.2 Roles and Responsibilities Role Enterprise Content Governance Board [ECGB] Responsible for The ECGB is responsible for managing the organizational structure and processes that are used to manage ECM systems across the enterprise. The ECGB will: Ensure strategic direction of ECM remains aligned with NAV CANADA objectives Drives the ECM strategy down into operating plans Analyze success factors and identify resources required to manage and evolve the ECM solutions Maps the vision and business objectives to measurable metrics Distributes policies to business owners and monitors policy compliance, receives feedback and adjusts policies over time Provide status to IMGB and other senior leadership on ECM initiatives Keep management teams informed of progress and direction of ECM Review and provide feedback on ECM initiatives and road map Ensure all decisions are logged and documented Set governance policies and processes, which includes disclosure, social media, code of conduct, and retention policies Content Management Group [CMG] The Content Management Group is responsible for the standardization and adoption of Content Management Policies and Standards within NAV CANADA and to ensure all content areas comply. The committee reports to the ECGB. The committee responsibilities are to: Perform regular analysis of system usage, statistics and content trends Distribute metrics and reports to ECM Governance Board Define, review and implement overall content management policies (with ECGB approval) as well as corporate policies for communication, disclosure and records management; Develop and prioritizes recommendations for the evolution of the system Maintain a register of all sites structure, content, tools and applied content management policies; Maintain and update metadata and content type management plan; Evaluate requirements and define enterprise site metadata and content types; Ensure the capability to securely store, share, and search structured, unstructured information, documents and digital content Assign resources, and prioritizes and delegates tasks Are the primary contact point when issues are being resolved or new features/applications are being built For new and broad initiatives ensure training strategies and plans are modified Approve requests for new sites Plan new site templates Approve site collection structure or content management tools additions or changes Enterprise Content and Records Manager [ECRM] The Enterprise Content and Records Manager is responsible for understanding what information needs to be managed throughout the organization, in all applications (Corporate Web Site, Connexion user portal, Mobile, Intranet, Document and Records Management) and how it should be managed. Their responsibilities include: Defining and managing the corporate taxonomy including termstore Working with the SharePoint Architect to develop and evolve the Information Architecture Maintains the Content Hub in SharePoint to ensure that all corporate records have the requisite metadata Consults with Business Groups to define their metadata and governance requirements for corporate content. Recommends, develops, defines and sustains a sound records/information management program infrastructure for paper and electronic records ; Develops, maintains and updates operating procedures to ensure the confidentiality and security of records; Assists in orientation, training and cross-training of users; Supports legal counsel, senior management and employees in complying with all retention NAV CANADA 14

15 requirements including litigation holds and with production for discovery proceedings Ensures and measures compliance to corporate governance by monitoring the legislative environment, industry standards, local policies and procedures Develops a compliance and monitoring program to ensure records management principles are being followed by employees; Working with designated individuals, ensures the establishment of new guidelines, procedures, work flows and processes in all areas of the business as required to ensure the efficient working of the records management program; Identifies opportunities for enhanced records management and technology use within the Company; Identifies and communicates business risk related to records management policy, procedure and program development and implementation; Provides the appropriate level of protection to the Company s intellectual capital Content Manager Content Managers implement the content management policies as defined by the ECGB. They act as the functional champion and gate-keeper for content management. ECGB functional representative, champion and gate-keeper Implement and enforces content management policies as defined by the ECGB Responsible for approving / managing site creation Guides and mentors site owners to adhere to governance policies Primary contact point when issues are being resolved or new features/applications are being built For new and broad initiatives ensure training strategies and plans are modified Create business specific training material including FAQs, user guides and quick tips Site Owner Site Owners are responsible for creating sites and are capable of self-managing access and content to their sites. Site Owners are the go-to person for direction and guidance The Site owner represents the business/user community interests for their site collection, site(s) and inheriting sub-sites. They are responsible for the top-level and sub sites content integrity and compliance with all governance policies and standards as set out by the ECGB. The primary role of the Site Owners is to manage the security, functionality, and structure of a SharePoint site. They are the contributory custodians of governance guidelines The Site owner represents the business/user community interests for their site Ensure that site members use the site appropriately and comply with governance policies and standards Create, manage, and delete security groups; add or remove users from security groups Create sub-sites/libraries/lists using Content Management Group approved templates Manage metadata values and ensuring that content (documents and items) comply with assigned metadata Create and modify pages and their content Manage Document Library and List settings Provide first level user support to their business community Site Member Site Visitor Site Members can view, contribute, and modify all content within their site. They have all the responsibilities of a Site Visitor and in addition are able to: Follow the ECM Governance and Content Management Policies and Standards Create a new document or item Edit any document (subject to the document s permissions) Use content types appropriately and set metadata Upload documents to a library View and manage the permissions of their documents Delete a document Search for content using keywords and metadata Site Visitors are given read-only permission to a particular site. This is the preferred way to provide NAV CANADA 15

16 public organization-wide access to information from a business unit site. Site Visitors are able to: View the contents of document libraries and lists Open and read documents and list items View the page content of sites, Sub-sites, and web pages Navigate around sites, libraries and lists (using views) Subscribe to Alerts and RSS feeds Governance Site The Governance Site is a site dedicated to communication, training, and support of all SharePoint deployments across ECM. It is a hub for publication of any other standardized material such as content types and metadata. It contains: All Governance Policies and Standards documents and their associated procedures; Inventory of Enterprise Content types and metadata; ECM approved Site and library templates; Training material; Request for additions and modifications to SharePoint deployments (site collections, sites, libraries etc.) and their status; and Announcements regarding governance, communication and training. From this site you can: See Announcements regarding Governance, Training and Communications Review ECM policies and procedures View a list of Site Owners and Content Mangers Review NAV CANADA corporate taxonomy View site analytics Access learning material Official Languages NAV CANADA is subject to the requirements of the Official Languages Act and is committed to ensuring respect for the official language rights of its employees, customers, and all those with whom it does business. Since Connexion will be used to collaborate with, communicate with and provide information to both external and internal parties, it is important to ensure that the content is populated in compliance with NAV CANADA s official languages requirements and in a manner that respects the rights of both official languages groups. NAV CANADA 16

17 It is the responsibility of Content Managers and Site Owners to ensure that Connexion content meets NAV CANADA s official languages obligations and commitments. Further information about the organization s Official Languages responsibilities can be found in NAV CANADA s Official Languages Policy, Official Languages Guidelines and Official Languages Internet, Intranet and Extranet Guidelines. For further guidance, please contact Misty Giroux, Manager, Legislated Programs via at misty.giroux@navcanada.ca or by telephone at NAV CANADA 17

18 1.6 Enterprise Taxonomy Taxonomy is a logical arrangement of terms used to help manage information. Every document within the Connexion user portal has a place in the Corporate Taxonomy, which is mapped to the Information Architecture. The taxonomy was developed to classify all corporate content, and the Information Architecture maps this content to the ECM system. Best practice recommends that all pages and documents are classified using the defined taxonomy. Site Owners and Content Managers ensure that new sites are set up in accordance with the enterprise taxonomy and information architecture NAV CANADA Classification System Definition: The File Classification System refers to a logical and systematic arrangement for classification of documents or records into functional groups or categories. NAV CANADA uses a functional file classification system also known as a functional file plan that follows the business activities grouped in 3 levels. ECM uses this functional classification system (also called a File Plan) which is maintained by the Enterprise Content and Records Manager (ECRM). At NAV CANADA, this position resides in Legal and Corporate Services. This classification system consists of functions, sub-functions and activities that are maintained as Managed Metadata in the Term Store. Every document in SharePoint maps to an activity or Sub-function in the Term Set called Function. There are three levels to this Term Set: 1 Function 1.1 Sub-function Activity For example, NAV CANADA s Annual Report is classified in this way: 1 Function - Communications 1.1 Sub-function - Corporate Communications Activity - Corporate Publications An employee orientation package belongs here in the NAV CANADA Classification System: 1 Function - Human Resources 1.1 Sub-function - Learning Training and Development Activity - Training and Development [internal] The entire corporate taxonomy can be viewed on the Governance Site Content Types A content type is a reusable collection of metadata, workflow behavior and other settings for a category of items or documents. Content Types are attached to SharePoint libraries in the Information Architecture. A Content Type can be thought of as a type of document. NAV CANADA 18

19 For example, here are some of the Content Types that have been previously identified in several Business Groups: Content Type Agenda Minutes Reports Resolutions Flight Plan Leadership Communication Newsletter NAV CANADA Activity Committee Meetings Committee Meetings Board Meetings Board Meetings Route Destination Communications - Internal Newsletters & Bulletins - internal By using Content Types which are mapped to the Information Architecture, all documents in SharePoint can be easily managed on an enterprise-level. Content Types are created and modified by the Enterprise Content and Records Manager who maintains a central registry of corporate Content Types. They are used by all users who create documents in a SharePoint library. A user can request a new Content Type from the ECRM by submitting a request to the ECRM Metadata Metadata are descriptors of documents and information. For example a document will have an author, a created date, a file format, and other important context like a department name. Metadata is used extensively throughout the ECM system to help organize content, enable effective search results, apply business rules and to trigger actions - such as an expiry date. Activity Activity is an important metadata value that is added to all content types. Activity is used to drive records management, and it is managed by the ECRM. Activity is set to a default value on a library by the Site Owner. Column Name Activity Description Example System Generated? The 3rd level of the NAV CANADA File Plan is Activity. Each SharePoint library is configured for a single Activity. This value is set to a default value in the Library by the Site Owner. [See NAV CANADA File Classification System and Set Default Metadata] Corporate Publications No NAV CANADA 19

20 At NAV CANADA, certain important metadata properties have been defined for all documents on the user portal; these are called the NAV CANADA Core Metadata and are attached to all Content Types. This table lists the NAV CANADA Core Metadata. Many of these values are gathered automatically or set to default by the Site Owner, based on the Information Architecture and Library Settings. NAV CANADA Core Metadata Column Name Description Example System Document ID A unique number, automatically assigned by 7DRHQ6AFTMS3-5-2 Yes the system and used to track and control documents. Date Created A timestamp for when an item is created in 3/21/2013 1:08 PM Yes SharePoint. Date Received Used to record the date an item (contract 1/05/2013 No etc.) is received. Created/ Received The username of the individual who created Bob Smith Yes By the item in SharePoint. Business Group The department that the document pertains Customer and Commercial Services No to. Date Modified The date of the most recent change to the 4/26/2013 3:42 PM Yes item. Modified by The username of the individual who modified Bob Smith Yes the item in SharePoint. Name The file name of the item in SharePoint. Corporate Website Site Owner Guide No Security Classification Language Version File Name Title Created Checked Out To Content Type From library where document resides defaults to "Open." Confidential tag is used in some circumstances to flag information that is not for distribution. The primary language of the content. Set by default to English. If enabled on a library, a number representing changes to the current version of the document. [See Enable Version History.] The name of the file as it appeared on the file system The official name of the file as it is displayed in the system. Sometimes generated from the first line of text of an Office document. The date the file was created or added in SharePoint The name of the user currently working on the file (if check-in/checkout is enabled). This is the type of document, including its associated template, workflow, and metadata Open English Generated? Yes Yes 2.19 Yes My File.docx Quarterly Report Q4 FY2011 Yes No 11/03/ :34 PM Yes Dan Heron Meeting Minutes Yes Yes NAV CANADA 20

21 Column Name Description Example System Generated? File Size The size of the file 1.5 MB Yes In addition to NAV CANADA Core Metadata, other metadata has been gathered for specific business groups. For example: Name of Content Type Activity Function Metadata Board and Committee Agenda Board and Committee Minutes Board and Committee Report Board &Committee Meetings Board &Committee Meetings Board &Committee Meetings Governance Meeting Date Keyword Year Approved By Published Date Committee Name Governance Meeting Date Keyword Year Approved By Published Date Committee Name Governance Meeting Date Keyword Year Approved By Published Date Committee Name The full list of Content Types is available on the Governance Site NAV CANADA 21

22 1.7 Authentication and Access Permissions to sites, content, and documents are determined for each user individually, based on their login account and group membership. SharePoint will not display information that an individual user does not have permission to see you see only what you are allowed to. Basic security groups with associated level of access are automatically created for each sub-site, and custom SharePoint groups with specific rights can be created by Site Owners. NAV CANADA employees and external members will log in using their address and a password that they have configured through the welcome message. All Connexion users must first be added to the NAV CANADA external network by a Site Owner Log In The Connexion user portal can be access via A login page will be displayed, where you must enter a valid address and password. NAV CANADA 22

23 2 Managing Content Adding content to your Connexion site is an ongoing process. As a Site Member you can create, update, and consume information. You will also apply metadata to the content you create. Metadata is essential to the effective operation of the Connexion user portal, and powers search, compliance, workflow and records management. 2.1 Create a Calendar Event Many Connexion sites will have a Calendar associated with them. SharePoint calendars are useful because many users can easily access information about meetings, due dates, vacations, etc., and it can be kept up to date in a single location. You can access the calendar from the Current Navigation menu on a sub-site: NAV CANADA 23

24 1. On the top bar under Calendar Tools select Events. 2. Click New Event -> Event Note the options available for you. If a button is greyed out it means you do not have permissions to use it or that the functionality will become available if you select an object in the list. 3. Add the Event details and press Save. NAV CANADA 24

25 2.1.1 Edit and Delete a Calendar Event 1. Click on the Event (outside of its title) in the Calendar. 2. Click Edit Item from the ribbon. The Ribbon Bar is a very powerful and pervasive tool throughout your site. This mimics many functionalities of the Microsoft Word 2010 Ribbon Bar Change the End Date of your event and press Save. To delete an event from the Calendar, click the event outside of its title so the event is highlighted. NAV CANADA 25

26 5. Delete your item using the Delete Event button on the ribbon bar. Press OK when prompted. You may have noticed you had the option to click the title of the event and use the Delete Item function within the Calendar tool. You will find there are usually 2-3 different ways to perform any one task in SharePoint. You can add/edit/delete items in any SharePoint lists (e.g. tasks, contacts, etc.) using the same basic steps. 2.2 Create a New Task Task lists are used to track work items on a project. By using a central task list on a project site other members can easily see the status of tasks, and track their own progress Browse to the home page of a site in the SharePoint 2010 portal. Under Lists click Tasks. NAV CANADA 26

27 3. 4. On the top bar under List Tools select Items. Click New Item -> Task. 5. Add the Task details and press Save. NAV CANADA 27

28 2.2.1 Edit and Delete a Task 1. From the Tasks list, click on the existing Task title. 2. Click Edit Item Change the Description of your task and press Save. To remove a task from the list, click the task outside of its title so it is highlighted. Delete your task using the Delete Item button on the Ribbon Bar. Press OK when prompted. 2.3 Create a New Link Links lists are very useful to display websites where helpful information can be found. Users of a sub-site can thus easily access complementary resources Browse to the home page of a site in the SharePoint 2010 portal. Click on the Lists header in the Current Navigation menu. NAV CANADA 28

29 3. Click on the Links list In most Connexion sub-sites, you can access the Links list from the webpart displayed on the right side of the landing page. 4. On the top bar under List Tools select Items. 5. Click New Item -> New Item. 6. Add the Link details and press Save. NAV CANADA 29

30 2.3.1 Edit and Delete a Link 1. From the Links list, click on the Edit icon for an existing Link Change the Description of your task and press Save. To remove a link from the list, click the link outside of its URL so it is highlighted. Delete your link using the Delete Item button on the Ribbon Bar. Press OK when prompted. 2.4 Working with Documents As Site Member, you can create and upload documents to work and collaborate with other members on the site. SharePoint provides common document management functionality, such There are three methods for adding documents to the Connexion user portal: the New Document and Upload Document buttons in the Ribbon Bar, and the Add document link near the bottom of the page. NAV CANADA 30

31 2.4.1 Upload a Document 1. Browse to a Document library. 2. Click the Add document link (or alternatively, on the Upload Document option in the Ribbon. 3. In the Upload Document form that opens, click on the Browse button Navigate to the file to be uploaded and 1) select the file and click on the Open button OR 2) double-click on the file. Click on the OK button to upload the file. A document profile screen will be displayed; notice that the first field is the Content Type. Select the appropriate Content Type for the file. If each Content Type has been configured with unique metadata, the fields available in the profile will change when you select a different Content Type. IMPORTANT: you should ALWAYS update the Content Type field and select a value other than the default Document. The Document Content Type does not include the mandatory NAV CANADA metadata fields. NAV CANADA 31

32 7. Fill out the metadata fields related to the file. 8. Click Save. Your document is now in the document library. By default, documents cannot be larger than 50MB. Requests for storing larger documents must be submitted and approved by the ECGB Upload Multiple Documents to a Library 1. Browse to the Shared Document library. 2. On the top navigation bar select Library Tools -> Documents. 3. Click the black arrow beside Upload Document and choose Upload Multiple Documents from the drop down menu. NAV CANADA 32

33 4. In the Upload Multiple Documents popup window, browse to a folder and select more than 1 document. Press OK and Yes when prompted. When you bulk upload documents you cannot enter metadata as part of the upload process. Each file must have their properties individually edited; see section Assigning Metadata for the details Create a New Document from a Template A corporate template can be associated with any Content Type, by the ECRM. The main advantage of creating a new document from a template is the fact that the template can be managed in a single location by the ECRM, and any changes to the template are instantly and automatically reflected throughout the system. 1. From a document library, on the top bar under Library Tools, select Documents. 2. Select New Document -> NAV CANADA Document (press OK if prompted that Some files can harm your computer ). Under New Document there may be other types of documents or content types to choose from. These allow you to use templates that have been configured for the library you are in. NAV CANADA 33

34 3. Add your text into the new Document and press Save. In MS Office documents, the Document Properties panel will be displayed at the top of the document, allowing you to easily add the necessary metadata values. 4. Close your document by pressing the x icon in the top right of the document in Word. 5. The metadata in the Documents library will get refreshed to display updated Modified date and time Assigning Metadata Metadata is used extensively throughout the ECM system to help organize content, enable effective search results, apply business rules and to trigger actions - such as an expiry date. Site Members are expected to apply accurate metadata when adding content to the system Browse to a Document library. Select the checkbox beside a document, and from the Library Tools -> Documents ribbon, select Edit Properties. 3. Make any changes required and press Save. NAV CANADA 34

35 As you might have already noticed, most of the options available in the Ribbon Bar are also accessible from the document drop down menu Editing Managed Metadata Properties Certain metadata fields use a special SharePoint function called Managed Metadata. Unlike a flat metadata field, Managed Metadata is hierarchical. You can be browse through the levels to find the correct value. For example, the NAV CANADA field Department is a managed metadata field. 1. Browse to a Document library. 2. Check the checkbox beside a document, and from the Library Tools -> Documents top tool bar, select Edit Properties. NAV CANADA 35

36 3. To add a value to a field using Managed Metadata, click on the tags icon. 4. From the list, select the desired value and click on the Select button. Depending on the Managed Metadata setup, you can either select only one value, or multiple values for the same field. 5. Click on OK to save these values back to the document. 6. Alternatively, instead of using the tags icon to select the value(s), you can simply start typing in the Managed Metadata field, and a list of possible values will be displayed. NAV CANADA 36

37 2.4.6 Open a Document For specific types of documents, notably ones from the Microsoft Office suite, it is possible to open the document by clicking directly on the name of the document. Please keep in mind that for certain types of documents, you could have to use the Edit a Document functionality Click the Name of a Microsoft Office document (e.g. Word, Excel, PowerPoint). Depending on the permissions set by the Site Owner, you may be prompted to open the document in Readonly or Edit mode. 6. The document will open in its native Microsoft Office application Edit a Document 1. Browse to a Document library. 2. To open a file in edit mode in its native application, check the checkbox beside a document and from the Library Tools -> Documents top tool bar in the Ribbon, select Edit Document. Alternatively, you can select the Edit in option from the drop down menu. 3. Make any changes required and press Save. NAV CANADA 37

38 4. Close your document by pressing the x icon in the top right of the document. 5. The document library will get refreshed to display the updated Modified date and time. With SharePoint and Word 2010, it is possible for multiple users to edit the same document simultaneously. A notification will be displayed when another user opens the document, and you can see who is currently editing a document from the Word Status Bar Check-in and Check-out a Document If you want to work on a document and ensure that no one else will edit it while you are, you can check out the document this will lock the document and prevent others from editing it. 1. Browse to a Document library. 2. Select a file, and from the ribbon bar, choose Check Out. 3. Notice that the icon has been updated to display that the document is now checked out. Only the person who has checked out the document can edit it (other users can only open a read-only version of the document). 4. To make the document available to others, select the file, and from the ribbon bar, choose Check In. NAV CANADA 38

39 5. Add Comments, and click on OK. 6. If you edit a checked out document in its native application, a pop up window will appear when you close the document. 7. Click on Yes to check the file in and make it available to other users; click on No to keep the file checked out to you. Site Owners can enable automatic check-out for a document library when someone opens the document for an edit, it is checked-out by the system. This will remove the ability for multiple users to collaborate on a document simultaneously Share a Document ing documents can lead to issues with multiple copies and unnecessary space requirements. When working on a document, sending links to other team members rather than downloading and ing copies is a much more efficient and productive approach. 1. Browse to a document library. 2. Select a document that you would like to share and click on the a Link button in the Ribbon. 3. A new Outlook message will pop up that includes a URL to the document. Complete the with a recipient, subject and message, and click on the Send button. NAV CANADA 39

40 By sending a link instead of a copy, we ensure everyone is looking at the same version. We also avoid large amounts of wasted data in inboxes. You might have noticed you have a Download a Copy option as well. In general, downloading documents from SharePoint is discouraged. However if someone does not have access to your Connexion Site, you would download a copy and is as an attachment to that person Document Versions Libraries are set to record changes that are made to documents. These are recorded in Major and Minor versions. When you track major and minor versions, the major versions are whole numbers, and the minor versions are decimals. For example, 0.1 is the first minor version of a file, 1.3 is the third minor version of a file that was published once, and 2.0 is the second major version of a published file. Libraries can be setup by Site Owners where major versions are available to all Site Members and minor versions are only visible to the author and owners. 1. Browse to a document library with documents in it. 2. Select a file, and from the ribbon bar, choose Version History. NAV CANADA 40

41 3. If there were revisions to this document in the past you will see them in the list of versions. The current published major version has a different background colour. 4. Select a version other than the current published major version (select the date) and from its drop down choose Restore. 5. The version has been restored and you can check by viewing the contents or revisiting the Version History function. You can go back to the Version History and restore different versions at any time. Also, each time you make a change to a document in a library that has Versioning enabled, the system automatically creates a new version of the document with date, site, draft/major/minor type and comments. As a point of interest the maximum major versions that SharePoint 2010 can handle without error is 400,000. In many cases, Administrators limit the number of versions in order to save database space. This can be done at a library level. NAV CANADA 41

42 3 Personalization Site Members can set up alerts to receive notifications when documents, lists or libraries are updated; Members can also personalize the information displayed by choosing which columns will appear on screen. These customizations (Alerts and Views) are known as Personalization. 3.1 Create a Personal View Within a List or Library, the criteria and order of the items that are displayed can be easily modified by any user. For example, you may create a personal view that Only shows documents that have been modified in the past 30 days Shows only documents that have been created by you Shows only documents that have been Approved The current view and other available views are accessible from the breadcrumb within a document library. To create your own view: 1. Browse to a Documents library. 2. Click on the Library tab under Library Tools. NAV CANADA 42

43 3. Click on the Create View button in the ribbon bar (in the Manage Views sections). 4. Click Standard View. 5. Add a name for your view and in the View Audience section select the Create a Personal View radio button. 6. In the next available options you can choose which Columns to show, sorting, filtering, and numerous other options. Take a moment and browse through some of the options and try a few so you can see a difference in your view. 7. You can select which columns to display, and in which position to display those columns. 8. You can set options to Sort or Filter documents. NAV CANADA 43

44 9. When done, Press OK. 10. On your bread crumb click the down arrow beside the document library name to see to see all the views available. Filtering is a common practice in views. For example you can choose to have numerous views, some displaying different content types, metadata or filters. A Public View is viewable to all persons with access to this library. A Personal View is only available to you. You require at least Site Owner rights to create a public view Edit a Personal View To edit a previously created Personal View: 1. Browse to the document library that has the existing personal view. NAV CANADA 44

45 2. Select and apply the Personal View that you are going to modify. 3. Click Library Tools -> Library -> Modify View from the top tool bar (in the Manage Views sections). 4. Modify the view by creating filters, applying sorting logic, and selecting metadata to display. Click OK when done. 3.2 Create an Alert Alerts can be set on any document, item, list, or document library. An alert is an automatic message that notifies you of any changes. Site Members are able to set alerts with a number of configuration options such as send immediate alert or send a weekly digest of activity Create an Alert on a Document 1. Browse to a document library. 2. Check the checkbox beside the document you want to receive an alert on. 3. Click the Alert Me drop down button from the Library Tools -> Documents top tool bar Share & Track section. (Alternately, choose the Alert Me option from the drop down menu of a document) NAV CANADA 45

46 4. Click Set alert on this document. 5. Consider the options of receiving alerts and choose Anything changes in the Send Alerts for These Changes section. Press OK Create an Alert on a Document Library 1. Browse to the Shared Documents library. 2. Click the Alert Me drop down button from the Library Tools -> Library top tool bar Share & Track section. Click Set alert on this library. NAV CANADA 46

47 3. Setup the options for the library alerts; the only change from the individual document Alert options is the Change Type section Edit an Existing Alert 1. Browse to the library you have placed an Alert on. 2. Check the checkbox of a document you want to remove an Alert from. 3. Click the Alert Me drop down button from the Library Tools -> Documents top tool bar Share & Track section. 4. Click the Manage My Alerts button. 5. Check the checkbox beside an Alert you want removed and select Delete Selected Alerts. NAV CANADA 47

48 3.3 Connect to Outlook SharePoint sites can connect to the Outlook client; site items are easily and quickly accessible from Outlook. You can configure calendars to display multiple Exchange and SharePoint calendars in an overlay view in the browser. Additionally, you are able to synchronize your Outlook calendars and tasks with SharePoint lists and libraries to which you have access Calendar 1. Browse to one of the calendars in the Connexion user portal. 2. Click on Calendar Tools -> Calendar and under the Connect and Export section click the Connect to Outlook icon. Press Allow if prompted. 3. If not open already, Outlook opens and requests confirmation to connect. Choose Yes. 4. View a copy of the calendar in Outlook; you can click on the left arrow of the synched calendar to overlay the SharePoint calendar with your existing Outlook calendar view. 5. Double-click on the newly synched calendar to add an event. 6. An Outlook Appointment window will open; enter the event s information and click on Save and Close. 7. Open the SharePoint calendar and confirm the event has been added. Synching content to Outlook can be done with libraries, tasks, calendars but not all SharePoint items. Workflows can t be synched with Outlook. NAV CANADA 48

49 4 Using Workflow 4.1 Submit Content for Approval This is an example of a simple workflow for the approval of a document. Workflows can be very complex, but when defined properly, they can make streamline processes and make your team more efficient. 1. Browse to the Documents library of a site. 2. Select one of the existing documents by clicking the checkbox. 3. From the Ribbon bar, click on the Workflows button. Manually start a workflow for an existing document. 4. Select one of the existing workflows in this example, Document Approval. 5. Review the workflow information and click Start. 6. The Document Approval is initiated; in this case, a task will be sent to the Approvers group. NAV CANADA 49

50 7. You can view the status of the workflow; simply repeat steps 2 & 3, and click on the Running Workflow. 4.2 Review a Workflow Task Once a workflow task has been assigned to you, you will receive an to inform you about what actions you need to complete. You will usually have two steps to complete: review / approve / complete a document and accept / decline a task. It is critical that you always update your task, as this will automatically kick off the next step in the workflow 1. Once a workflow has been started and a task has been assigned to you, view the notification in Outlook (all the necessary information will be included, e.g. actions to be taken, due date, etc.). 2. To review the document, click on the link included in step 1 near the bottom of the The document will open in its native application; complete the related tasks, e.g. review of the content, adding content, etc. NAV CANADA 50

51 If you don t have access to the document, an error message will be displayed. You will need to contact the creator of the workflow and ensure you have access to the sub-site / library / document. 4. Save and close the document. 5. In the original , click on Open this task link to open the task. 6. Based on the type of workflow, a window similar to the one below will be displayed; enter your comments and click on one of the buttons to complete your task (e.g. approve, reject, etc.). It is critical to complete this last step, as this will trigger the next step in the workflow. If you don t complete your task, the workflow will be at a standstill. NAV CANADA 51

52 5 The Recycle Bin If you delete a document, page or item, it will be moved to the Recycle Bin for 30 days. The Recycle Bin can be accessed from the Landing page, below the Left-hand navigation pane. 5.1 Restore a File To restore an item from the Recycle Bin: 1. Click on the Recycle Bin icon at the bottom left hand navigation bar. 2. Check the checkbox beside the document in the Recycle Bin you just deleted. 3. Click Restore Selection and OK when prompted. 4. Return to the document library you deleted the item from and note it is restored. There is a two stage deletion process. The first stage, the Recycle Bin defaults to files stored for 30 days. Within this time the end user can restore the file to the library. During the second stage, the Site Collection Owner will generally have a longer period of time to restore the item but once these 2 periods have elapsed the only recourse is to restore from is a database backup. NAV CANADA 52

53 6 Using Search SharePoint search finds not only the title and metadata associated with documents but also the entire documents contents (Word, Excel, PowerPoint, PDF, and many others). You can search by simple key word or multiple criteria including Boolean, metadata, file names, and wildcards. Search will always respect the permissions of the user performing the search. Search will never display content that a user does not have permission to access. 1. Access any site on the Connexion user portal. 2. Type in a word into the text box and click the magnifying glass to start your search. 3. The results will be displayed in the Search Results page; notice that you can update the scope of your search (dropdown beside the search text box) and you can also sort the results chronologically, and Search Scope allows you to expand or restrict the search to a single list, a sub-site or all available sites on Connexion. NAV CANADA 53

54 4. Click on refinements from the left hand navigation bar to narrow your results. You can choose to see document edited in the past 30 days, or only PDF files, for example. The Search text box can use wildcard symbols such as an * (meaning all). Typing in *est1 in this case would have returned the Test1 result plus anything else ending in est1. NAV CANADA 54