Document Management in SharePoint 2010
SharePoint 2010 has extended its Document Management (and Records Management) capabilities considerably. I have looked into the new capabilities and will give you a quick overview about some of them. This post explains the following functionality:
- Document ID
- Rating, Tag/Notes
- Rule Based Submission
The functionality described in this blog post may be changed substantially prior to final commercial release of SharePoint 2010.
At the Site Collection level you can enable use of Document ID’s:
Each document in the Site Collection will get their unique document number (see next screenshot). A document is addressable using the unique document id via a document redirector page (/DocIdRedir.aspx?ID=uniquedocid), and the unique document id can also be used as a property when searching.
I have enabled both versioning and forced check-out on my document library. Rating and adding Tag/Notes does not require a check-out, and users are able to easily rate and add notes to the document.
Just hover over the stars to add rating:
Save the notes by clicking “Post”.
Rule Based Submission
SharePoint 2010 let you define rules on a folder for further routing of the document. Documents uploaded to the folder will be moved to the correct library/folder based on the rules you apply. The rules are depended on the metadata you have available on the document.
The Content Organizer feature must first be enabled on the Site:
The feature creates a document library named “Drop off Library”:
After enabling the feature, go to Site Administration and click on “Content Organizer Rules”. A form pop’s up and this is where you add the routing criteria. I made a rule called “Contracts” and it will move all documents with the Content Type “Dublin Core” to my Contracts document library.
Additional settings are available under Site Administration / Content Organizer Settings:
(Note: the screenshot above doesn’t list all settings)
When users add a document to the “Drop Off Library”, the routing rules kicks in and move the document to the correct location.
I have uploaded a document into the Drop Off Library and the metadata form is presented. I select Dublin Core and fill in necessary metadata:
Then I select “Check In”, and the following pop-up is presented:
The routing rule then moves the document into the correct folder.
Other DMS capabilities
I will blog about the following capabilities later:
- Document Sets
- In Place Records Management
- Hold and eDiscovery
- Library and Folder Based Retention
- Validate meta data upon submission of documents
- Column default value settings
- Office Web Apps
- Term Store and Managed Metadata