1. Managed Metadata
Companies often require the use of approved terms from a centrally controlled taxonomy. The SharePoint 2010 response is managed metadata, which is the ability to create, manage, and publish term sets across the enterprise from a single point of reference. Term sets are hierarchical trees, internally connected structures that display parent-child relationships. Term sets and content type galleries are available to any site collection that can securely access the url for the managed metadata service. With the new service structure, we have finally connected the metadata islands into a coordinated lattice of consistent terminology.
2. Document Sets
Individual documents often belong to a larger construct that is what the organization really needs to manage. Consider the typical proposal. A proposal is actually an ecology of documentation, containing PowerPoint presentations, Microsoft Word documents, qualifications, case studies and so on. What matters at the end of the process is the complete portfolio of documents. The Document Set allows multiple items to be treated as one in terms of workflow, compliance, and versioning. Versioning is applied to the Document Set as a whole, allowing us to capture snapshots of the version of each document at a point in time in case we need to roll back. Workflows can operate against the entire Document Set to automate the process of integrating component documents into a master deliverable. Each document can be routed to different approvers. As each part passes through the review process, the master deliverable can be assembled from subsidiary workflows spawned during the approvals.
3. Document IDs
When a major piece of ECM infrastructure turns up missing, many of the guests in the SharePoint house start staring anxiously at the ceiling, wondering what else might have been forgotten. In MOSS 2007, moving or renaming documents changed their urls because documents were unbreakably tied to the library they inhabited. With SharePoint 2010, documents are free to roam across site collections, secure in their identity, which is now stamped with a unique ID. This is an enabling technology behind Document Sets, since all the component parts must have persistent links. Rather than scattering copies of business records across the site, record content can now represent a single source of truth.
4. Content Organizer
In MOSS 2007, content organization was largely a matter of individual upload decisions. Administrators could help guide those decisions, but ultimately, it was up to the contributors to decide where the content ended up. The new Content Organizer allows routing decisions to be centrally organized. It takes these decisions out of the hands of users and ensures that items are well organized. Users are guided to enter appropriate metadata rather than being allowed to dump documents wherever they like.
5. Location-based metadata defaults
In MOSS 2007, folders had no function other than to act as dumb containers. "Dumb" here means that they couldn't pass values to their contents or add any help to browsing and searching other than their names. Folders are now first-class objects. Documents and subfolders can inherit metadata from their parent folder. How much easier it is to find documents when metadata is automatically added, instead of forcing users to add the same value over and over to the hundred documents they just uploaded.
6. In-place Records Managements
2. Document Sets
Individual documents often belong to a larger construct that is what the organization really needs to manage. Consider the typical proposal. A proposal is actually an ecology of documentation, containing PowerPoint presentations, Microsoft Word documents, qualifications, case studies and so on. What matters at the end of the process is the complete portfolio of documents. The Document Set allows multiple items to be treated as one in terms of workflow, compliance, and versioning. Versioning is applied to the Document Set as a whole, allowing us to capture snapshots of the version of each document at a point in time in case we need to roll back. Workflows can operate against the entire Document Set to automate the process of integrating component documents into a master deliverable. Each document can be routed to different approvers. As each part passes through the review process, the master deliverable can be assembled from subsidiary workflows spawned during the approvals.
3. Document IDs
When a major piece of ECM infrastructure turns up missing, many of the guests in the SharePoint house start staring anxiously at the ceiling, wondering what else might have been forgotten. In MOSS 2007, moving or renaming documents changed their urls because documents were unbreakably tied to the library they inhabited. With SharePoint 2010, documents are free to roam across site collections, secure in their identity, which is now stamped with a unique ID. This is an enabling technology behind Document Sets, since all the component parts must have persistent links. Rather than scattering copies of business records across the site, record content can now represent a single source of truth.
4. Content Organizer
In MOSS 2007, content organization was largely a matter of individual upload decisions. Administrators could help guide those decisions, but ultimately, it was up to the contributors to decide where the content ended up. The new Content Organizer allows routing decisions to be centrally organized. It takes these decisions out of the hands of users and ensures that items are well organized. Users are guided to enter appropriate metadata rather than being allowed to dump documents wherever they like.
5. Location-based metadata defaults
In MOSS 2007, folders had no function other than to act as dumb containers. "Dumb" here means that they couldn't pass values to their contents or add any help to browsing and searching other than their names. Folders are now first-class objects. Documents and subfolders can inherit metadata from their parent folder. How much easier it is to find documents when metadata is automatically added, instead of forcing users to add the same value over and over to the hundred documents they just uploaded.
6. In-place Records Managements
MOSS 2007 records management was more a rough draft than a real product. The most noticeable oversight was the lack of support for a usable file plan. Records could not inherit metadata or information policies. You could not route documents to a specific folder in a records library, but only to the records library itself. With SharePoint 2010, folder-based inheritance enables hierarchical file plans to be created in the Records Center (or anywhere else for that matter). We can now create policies that propagate across the inheritance hierarchy for a set of nested folders. In addition, record management can now take place anywhere that the feature is activated and compliance details for any item are only a click away.
7. Search
The new search system keeps track of how often search results are clicked on and feeds these metrics into relevance ranking. The more popular the link, the higher it rises in the results list. The new Refinement Panel sorts results into facets such as Author, File-type or Location. Even better, it also organizes the results by metadata attribute such as Proposal, RFP, or Update Notification. It may not be the holy grail of automatic classification, but it makes the benefits of tagging immediately obvious to the user.
8. Auditing
In SharePoint 2010, full-featured auditing is as close as the Compliance Details screen, a new menu item added to every document. It brings many useful details to the surface, such as who opened, edited, checked out, moved, deleted or even searched for the document in question.
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