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Company Intranet – Office 365 Sites using Terms Store Management and Taxonomy

Using the Term Store Management tool and Taxonomy for navigation and a quick links section for documents and links that staff request frequently.

intranet

 

First create a document library to load documents

doclibrary

The Navigation is based on the taxonomy

uploadfile

File is uploaded to the intranet site and then tagged with a Company Type and Company description that are chosen from Drop Downs.

properties

file-typedesctpropertiesfilledoutfile-typedesctpropertiesfinal

The file will appear on the pages based on the type and description

 

file-typedesctpropertiesonpage

Files are also easily located through the search function

searchforskypefile

Terms Store Management

Links on how to setup Terms Store navigation:

Enable managed Navigation in SharePoint online.

How to create and manage Terms in a term set.

 

termsstore

termsdrivenpageswithfriendlyurl

 

termsdrivenpageshowto

 

 

 

 

Learning SharePoint

How do I learn more about different SharePoint topics?

By Benjamin Niaulin (@bniaulin)
30 Helpful #SharePoint URLs

Blog

Powerpivot and SharePoint 2010

PowerPivot in SharePoint using new Sway.com

https://sway.com/s/LuBMdzUfG8bJcULO/embed

Resetting Sharepoint expectations: the quest for business transformation – AIIM seminar

I attended “Resetting Sharepoint expectations seminar” at the Double Tree by Hilton in Arlington, Virginia. This was facilitated by AIIM with multiple vendors around the room showing the different options available with Sharepoint records management and great short sessions on how to use their products and services.

Started the day with a keynote by John Mancini, AIIM President, who discussed thinking of Sharepoint as a business platform. Comparing the data that companies save to hoarders was a great visual representation of most companies File shares / SharePoint.

Vendor presentations:

Fujitsu
fujitsu
Session on how to leverage your sharepoint investment to meet your content management needs using a case study of middlesex savings bank. They showed how they built out a robust, reliable, compliant and scalable ECM solution resulting in significant cost savings, improved employee productivity, enhanced customer service, and better business intelligence.

Knowledgelake
Great session on integrating user tools with Sharepoint to improve content capture, paper scanning, and retrieval – thus empowering your end users.

EMCsyncplicity
How to achieve broad user adoption by avoiding layers of complexity while still adding governance and compliance. Mobilizing enterprise content.

CoSign by ARX – ARX
A major sticking point has been moving from signatures on paper to online digital signatures. There was a great session on what technology to use and how to use it to create a successful Sharepoint project. Office 365 CoSign connector can sign Word, Excel, and PDF documents from the sharepoint online user interface. Documents can be signed using CoSign Cloud or your own on-premise CoSign central appliance.

K2K2.com
Business process apps with forms, workflow and data. Workflow apps that contextualize LOB information, social and collaboration to empower your users.

Kodak alarisKodak.com
Leveraging Sharepoint as a tool for storing and collaborating on documents – how to unlock data from those documents to make business decisions.

HP Autonomy
Simplifying compliance and remove the records management burden from staff.

I write Code T-shirt

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Implementing Office 365 and Establishing a “New” File Share

We will move to the “Cloud” with Office 365 for email in early December 2013. This move will allow us to use SharePoint 2013 to automate document processes, enforce document or records policies, and create a file management system that will go far beyond what our file share provided. This change will require a clear project plan for success.

One of the goals assigned to me for 2014 is “to oversee the effective implementation of Office 365 and establishing a “new” S Drive in the Microsoft cloud.” To achieve this goal I am working on a project plan that will outline the process and include documentation and training.  The following documents will be created to support this goal.

  • A Visio diagram will visually represent the sites, libraries, and lists of the new file system
  • New standards document for governance including  taxonomy, folksonomy and metadata
  • Implementation Guide
  • Training guide
  • Guide for enforcement of the new standards (governance) will be handled.
  • Migration Plan

My company has been using SharePoint as an S drive for several years now as document storage but not as a collaboration platform. The plan is to move the current S: drive which contains 54,007 files under various folders that are no longer relevant to the current business model to a “new” file system designed so that staff can quickly find what they are looking for and to minimize frustration.

Diagram of new System — A Visio diagram will be created to visualize “new” file system before we design the new site. This will allow us to look for any issues or new features.  We will keep the initial layout simple but create a template for creation of future sites in SharePoint to stay consistent.

Implementation Guide — A Guide will be created on how we will implement the new system, which will include the set up and design.

New Standards (Governance) Document — After the new diagram is approved we will create Standards (governance) that will enforce order to the files in a scalable and flexible way.

  • Metadata will be used to group files together in views
  • Folders will be used sparingly to control permissions on groups of files within a document library
  • Folder and file-naming conventions will be based on the CTAM Style guide and industry terminology

Training Guide — Once the new system is designed and the standards are created, the staff will receive training. Staff will be required to show that they understand how to access the new file share and what the new naming conventions are before they will be allowed access to the new sites. They will also be instructed on how to migrate files over to the new system.  Librarians will be assigned to sections of the new sites to make sure the standards are followed.

Migration Plan — The final step will be the actual migration of files to the new system with scheduled follow ups. The object will be to bring current files to the new system and leave old files on the S: drive. The S Drive will still be accessible for historical use but will be read only. Retraining will be required for all staff in the months following the launch to make sure they understand the new system.

This goal will take place in phases beginning with designing the new system in December.  First quarter 2014 will be spent working on the new standards for governance of the new system. As soon as the standards are developed the implementation guide will be produced. Then the training guide will be created and training classes will be setup with staff. Finally we will migrate the files to the new system. This new system will start a new way of thinking and working for the entire organization once it is adopted.

Harmon.ie app for Sharepoint on an Android device

I tested a New App for the Android for SharePoint access from Harmon.ie that is now available.

If you are looking for an easy way to access files in SharePoint from an Android device the mobile app for Harmon.ie has just been released for the Android phone.  I tested it on my Motorola Droid Max by downloading and quickly connecting to my SharePoint site.

I did not have to do anything to our environment to use the app other than enter the URL and then log in.  I was able to access our intranet and our website.

Security is an important factor in a corporate environment and Harmon.ie does not store documents locally on the mobile device which is a big plus for me with the staff using more personal devices on our corporate intranet.

We have seen a rise in members using the mobile devices to access our website which requires a new way of thinking on how members consume information that we are provide through SharePoint. External users (association members) can download the free lite version to view files uploaded for them in our committee site.  This product will make it easy for any of our members that currently have Android Devices to access reports and files.

I was able to access my SharePoint sites from my phone quickly without looking at instructions or documentation.  The interface is clean and easy to understand.

The navigation pops out from the sides similar to other apps which makes if very easy to access sites, files, updates, previous locations (History) and people.

You can check-in, check-out and update documents. It also prompts user save changes to SharePoint.

I was able to open document types including Excel, Word, PowerPoint and Adobe documents using quick view or quick look.

I uploaded pictures and documents from my droid to SharePoint just by clicking on forward arrow in drop box and the harmonie option came up and allowed me to save files. I saved  e-mail attachments to SharePoint from an open email without any issues.

The Harmon.ie app allows you to scroll through all the SharePoint content   and quickly access any documents that you have permission in the document library. The interface for the documents allows you to quickly see all the information about a file including the modification date, user,  version, size and file type. Once you click on the file you can use the send button to email a link or the document or you can just copy the link to use in another document.  You can open the document to view with the Harmon.ie quick viewers or use one of your preinstalled android  apps that works with the different file types. The files can also be checked out if you want to prevent other users from changing the file while you are working on it. You also have the option to share the document.

I would definitely recommend downloading this app and trying it out.