Tài liệu Module 4: Adding Documents to the Workspace ppt

Contents Overview 1 Using, Configuring, and Administering Managing Content and Document Folders 11 Lab A: Adding Documents to the Workspace 23 Review 33 Module 4: Adding Documents

Contents

Overview 1

Using, Configuring, and Administering

Managing Content and Document Folders 11

Lab A: Adding Documents to the

Workspace 23

Review 33

Module 4: Adding Documents to the Workspace

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Instructor Notes

This module provides students with the information necessary to manage documents by using publishing verbs to check in, check out, and publish documents; by using document versioning; and by using document profiling After completing this module, students will be able to:

Administer document versioning in the workspace

Populate document folders, and move and copy content between folders

Materials and Preparation

This section provides the materials and preparation tasks that you need to teach this module

Required Materials

To teach this module, you need the Microsoft® PowerPoint® file 2095a_04.ppt

Preparation Tasks

To prepare for this module, you should:

Read all of the materials for this module

Practice the recommended demonstrations

Complete the lab

Instructor Setup for a Lab

This section provides setup instructions that are required to prepare the instructor computer or classroom configuration for a lab

Lab A: Adding Documents to the Workspace

To prepare for the lab

• Review the scenarios that are used in the lab

Presentation:

30 Minutes

Lab:

30 Minutes

Module Strategy

Use the following strategy to present this module:

Using, Configuring, and Administering Document Versioning Explain the function of document versioning, present the two-level versioning model and explain how that model is implemented in Microsoft SharePoint™ Portal Server 2001 Discuss document versioning in the workspace, and describe the tasks that the coordinator at the workspace level must perform to implement and administer document versioning in the workspace, including viewing document versions, configuring version pruning, and the principles of version numbering

Managing Content and Document Folders Demonstrate to students how to populate document folders by using a drag-and-drop operation, by using a Microsoft Office application, and by using the dashboard site Discuss how to configure bulk operations, such as Delete, Publish, Approve, Check out, and Edit profile Present how to move and copy content in standard and enhanced folders Lab A, Adding

Documents to the Workspace, reinforces content from this topic by having students add a document to a document folder

Customization Information

This section identifies the lab setup requirements for a module and the configuration changes that occur on student computers during the labs This information is provided to assist you in replicating or customizing Training and Certification courseware

The lab in this module is also dependent on the classroom configuration that is specified in the Customization Information section at the

end of the Classroom Setup Guide for Course 2095A, Implementing Microsoft®

Important

(http://your_server_name/AdvWorksWorkspace)

Lab Results

There are no configuration changes on student computers that affect replication

or customization

Overview

Versioning

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Knowledge workers often have difficulty collaborating with others on documents, controlling access to those documents, and publishing documents in their organization Further, important documents can be lost, overwritten, or hard to find As a workspace author, Microsoft® SharePoint™ Portal

Server 2001 enables you to effectively manage important documents by providing document management features, such as version control and document publishing, and taxonomy features, such as document profiles and categories

After completing this module, you will be able to:

Administer document versioning in the workspace

Populate document folders, and move and copy content between folders

In this module, you will learn

about adding documents to

the configured workspace

Using, Configuring, and Administering Document

Versioning

History

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Versioning is a key feature of robust document management It provides a version history that enables you to review the changes that have occurred to a document over time As an author, you use versioning to record the latest version of a document, and you use the version history to maintain copies of previous versions

Topic Objective

To outline this topic

Lead-in

Versioning provides a

history of the changes that

were made to a document

that is stored in an

enhanced document folder

Using Document Versioning to Record Document History

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In a collaborative workgroup, versioning is an effective tool for tracking revisions to documents that are stored in the workspace

Using the Publishing Verbs

Enhanced folders support versioning by requiring users to check in and check out document versions Because a document must be checked out to be edited, the possibility of a user overwriting another user’s modifications is eliminated

Document versioning uses publishing verbs to carry out the following check in,

check out, and publish actions

Check in Action

Each check in action converts the working copy to an additional draft version

that is stored in the workspace and is available to other authors for that folder Readers do not see this version (readers can view only folders and published versions of documents), and it is not included in search results When checking

in a document, an author can choose to publish the document and initiate an approval process if the folder is configured to require approval before publishing, or to leave the document checked in to enable other workgroup members to perform additional editing

Check out Action

After an initial check in, each subsequent check out action creates a working

copy of the document that is a child of the previous version After an author checks out a document to a local hard drive, the document cannot be checked out to any other author until the document is checked back in; other authors have read-only access to the last checked in version of the document

demonstration of the check

in, check out, and publish

actions by using the File

menu from an Office

application and by using the

shortcut menu that appears

when you right-click a

document in a Web folder

Emphasize to students that

readers can see only the

current version of the

published document

Publish Action

The publish action creates a new primary version and sets it as the default approved version The most recently published version of a document is the version that is displayed in search results and the version that readers can view

When a document is added to the workspace, it appears in the Checked out state Because the document has not been previously checked in or published, it initially exists as version 0.0 A document must be checked in before it can be published

Accessing the Publishing Verbs

Users can access the publishing verbs to perform the check in, check out, publish, and approval-specific actions from several locations

Accessing with Client Components Installed

On a computer that has the client components of SharePoint Portal Server installed, access the publishing verbs from one of the following locations:

From File menu in a Microsoft Office application

From the menu that appears when you right-click a document in a SharePoint Portal Server Web folder

Accessing without Client Components Installed

On a computer that does not have the required platform or the client components of SharePoint Portal Server installed, access the publishing verbs from the dashboard site

You must use the Web folders view of the workspace to access the publishing verbs The verbs are not available when you use Microsoft Windows® Explorer to access documents through the Web Storage System Never use Installable File System (IFS) to access and modify documents directly

Note

Note

Using the Two-Level Versioning Model

Initial document is created in the created/checked out state

Seco ndar y Vers ion

The publish action creates a new primary version and is set as the default approved version

Prim ary Vers ion

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SharePoint Portal Server implements a simple two-level versioning model In version control systems that are built on the two-level versioning model, such

as Microsoft Visual SourceSafe®, each document can have the following two version series:

public use and thereby viewable by readers However, only the most recently published version appears in search results and can be viewed by readers

authors editing the document

For example, a document that has been published four times and then checked

in three times by an author since the last time it was published has reached version 4.3

Version tree branching is not supported Documents follow a single version path and SharePoint Portal Server maintains a version history for documents that are stored in enhanced document folders

model, each document has

a primary (public) version

series, and each primary

version may have a

secondary (draft) version

series

Provide the students with an

example of a document

version number For

instance, describe how a

document may have

reached version number 4.3

(there were three sets of

versions since the fourth

publishing) Explain that for

users with access rights on

the document folder,

readers see version 4.0 (last

published version) and

authors see version 4.3

Let students know that a

discussion of version history

is coming up shortly

Note

Demonstrate how readers

can view the primary version

series, but only authors can

view and edit the secondary

version series

Viewing Previous Document Versions

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You can view previous versions of a document by accessing the document history that is maintained by SharePoint Portal Server To view the previous versions of a document, use the Web folders view of the workspace to locate

the document, open the Properties page of the document, and then click the

Versions tab

Each document listed in the version history enables you to view:

The actual document version

The date and time that the document version was created (checked in or published)

The name of the user who created the document version

Any version comments that were specified at the time of check in

The document profile that was specified at the time of check in

Document versions are stored in a shadow folder in the root of the workspace

To view a previous version

of a document, use the Web

folders view of the

workspace to locate the

document, open the

Properties page of the

document, and then click

the Versions tab

Demonstrate how to view

previous versions of a

document, and point out the

information that is recorded

in the version history

Note

Configuring Version Pruning

Use the Workspace Settings tool in the Management folder to access the General tab of the Properties page

of the workspace

When setting an unlimited value, the server does not perform version pruning

When setting a specified value, the server applies the policy during all subsequent publishing operations

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As the coordinator at the workspace level, you may need to perform version management tasks, such as pruning (purging) document versions from the version history Because SharePoint Portal Server stores a full-text version of each document, not just the revised text, a considerable amount of disk space is used for storage To avoid accumulating old document versions that are no

longer useful, limit the number of major versions (primary or published versions with the numbering format n.0) by configuring version pruning

Configuring Version Pruning

You can configure version pruning by using the Workspace Settings tool in the

Management folder to access the General tab of the Properties page of the

workspace

Setting the Version Pruning Value

The number of major versions that are retained per document can be a value of

1 to 999; the default value is unlimited You specify that you would like to

include a maximum number of versions by selecting a check box to enable the maximum values box The value that you enter in the maximum values box determines the number of previous major versions that are retained Each time a document is published or approved, the server checks the value and

permanently deletes old major versions as appropriate The value that you set

does not affect how many minor versions (draft versions with the numbering format n.n) are retained, only the number of major versions

Setting an Unlimited Value

If the value is unlimited, the server does not perform version pruning

Therefore, an infinite number of older major versions are retained

pruning, use the

Workspace Settings tool in

the Management folder to

access the General tab of

the Properties page of the

workspace

Demonstrate how to

configure version pruning by

using the Workspace

Settings tool

Setting a Specified Value

When you specify a value, which replaces the default value of unlimited, or change the specified value to a lower number, the server applies the policy during all subsequent publishing operations

When you specify a new version pruning value, SharePoint Portal Server does not check every document in the workspace to ensure that the number of major versions in the version history meets the new value requirement It applies the new value only when a document is published For example, if a document has 40 major revisions and you set the new value to 10, the number

of major revisions is not reduced until the next time the document is published

If you want to reduce the amount of disk space used to maintain the old versions of documents, you must force a publish operation for each document

in the workspace that violates the new policy

Note

Understanding Version Naming

foo.docLUV = 3.1

Check - In

foo.docLUV = 3.2

Publish

foo.docLAV = 4.0

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To keep track of the various versions of documents in an enhanced folder, SharePoint Portal Server uses a simple naming convention You will not see the numbered names when you view documents in Web folders These names are visible when you view the version history of a document

The file names of the various versions of a document are simply the document name, excluding the file extension, with the version identifier appended in parentheses Each check out raises the version number For example, version 3.1 of a document titled Sweaters 2000.doc is named

Sweaters 2000(3.1).doc, and the next working copy is named Sweaters 2000(3.2).doc

The principles of the versioning model are demonstrated in the following scenario in which LAV = Last Approved Version and LUV = Last Unapproved Version By default, readers see the LAV; if there is no LAV because it has never been published, readers will not see the document By default, authors, coordinators, and approvers see the LUV; if there is no LUV because it was created after the LAV, they see the LAV The following table describes a sample scenario and lists the LAV and LUV for each stage in the scenario

1 Don Hall creates a new document in an enhanced folder by using

the Save As command in Microsoft Word The document is then

in the Created/Checked Out state

None None

2 Don checks in the document from the File menu in Word The

document becomes version 1.0

None 0.1

3 Don then checks out the document and makes changes A copy of version 0.1 is created in the shadow folder, and version 0.2 is created as Don's working copy

None 0.1

4 Don checks in the document Version 0.2 becomes the LUV None 0.2

Topic Objective

To explain how SharePoint

Portal Server keeps track of

multiple versions of the

documents on the server

Lead-in

To keep track of the various

versions of the files that are

managed in an enhanced

folder, SharePoint Portal

Server uses a set of naming

conventions

(continued)

5 Don then submits the document for approval, and the approval process takes over The approver, Kim Yoshida, cannot make any changes to the document; she can only approve or reject the document

None 0.2

6 Kim rejects the document None 0.2

7 Don checks out the document to update it with Kim’s input

Version 0.3 is created as Don's working copy

None 0.2

8 Don checks in the document and resubmits it for approval

Version 0.3 becomes the LUV

None 0.3

9 Kim approves the document The LUV, 0.3, becomes the LAV and is renamed version 1.0 Readers can now see the LAV At this point, the shadow folder contains versions 0.1 and 1.0

1.0 None

10 Don checks out the document again to update it Version 1.1 is created as Don’s working copy

1.0 1.0

11 Don checks in the document and submits it for approval 1.0 1.1

12 Kim approves the updates The shadow folder now contains versions: 0.1, 1.0, and 2.0

2.0 None

Managing Content and Document Folders

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Now that you understand the importance of document versioning as a method for tracking the revision history of documents that are stored in the workspace,

it is important to understand the process of adding documents to the workspace

Topic Objective

To outline this topic

Lead-in

Managing content and

document folders entails

moving, copying, and

adding documents to folders

as well as managing,

creating, and applying

document profiles

Populating Document Folders

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The methods for populating document folders are the same for both standard and enhanced folders There are three possible methods

Using a Drag-and-Drop Operation

You can use a drag-and-drop operation to move or copy a document, or folder, from your desktop to the workspace To accomplish this, open Windows Explorer in one window and in another window, open the Web folders view of the workspace by using My Network Places You can then use a drag-and-drop operation to copy the files or folders from the Windows Explorer window to the appropriate Web folder in the workspace

Using a Microsoft Office Application

You can use Microsoft Word 2000, Microsoft Excel 2000, or Microsoft PowerPoint® 2000 to add documents to the workspace

Adding a New Document to the Workspace

To add a new document to the workspace, create the document by using Word,

Excel, or PowerPoint, and then use the Save command on the File menu to add

the document to the appropriate folder in the workspace

Adding an Existing Document to a Workspace Folder

You can use Word, Excel, or PowerPoint to add an existing document to a

workspace folder by first opening the document and then using the Save As command rather than the Save command

Topic Objective

To present the three

methods that are used to

populate document folders

Lead-in

Three methods are available

for populating document

folders

Demonstrate how to use a

drag-and-drop operation to

copy a folder into the

workspace Inform students

that bulk moves are covered

later in this module

Demonstrate how to add a

Word file to the workspace

Office Thickets

Thickets are the set of files and folders that are created when you save a

document by using the Save as Web Page command in an Office application

Office thickets are supported on standard folders only You cannot configure security for a thicket subfolder Enhanced folders do not support any structures similar to thickets, that is, HTML files with relative links If you attempt to check in a thicket to an enhanced folder, SharePoint Portal Server displays an error message

To save a thicket to an enhanced folder, you can use the Office 2000 Web Archive add-on, which allows you to save a document as a Web page to a single file by using the MIME HTML (MHTML) standard For more information about saving thickets, see the knowledge base white paper at http://support.microsoft.com/support/kb/articles/Q252/4/72.asp

Using the Dashboard Site

You can add a document to the workspace while you are viewing the dashboard

site by using the Add a New Document command

To add a document to the workspace by using the dashboard site:

1 On the dashboard site, click Documents on the navigation bar at the top of

the dashboard site home page

2 View the folders and documents that are available from this page under the Document Library heading The folders and documents that appear depend

on your access permissions You see only the folders and documents to which you have appropriate access permissions

3 Click the folder or subfolder to which you want to add a document

4 Click Add Document

5 Under the Document File Name heading, enter the location of the

document that you want to add to the workspace

To browse for the document, click Browse

6 If you are adding the document to an enhanced folder, you will have the following two options:

• If you want to add the document to the folder but do not want to publish

it yet, click Check in the document If you check in the document,

authors in the folder can view and edit it It will not appear in search results or categories until it is published

• If you want to publish the document, click Publish the document If

you publish the document, readers in the workspace will be able to view

it if no approval process is pending If an approval process is pending, the document must be approved before readers can view it

7 Click OK

Tip

Demonstrate how to use the

dashboard site to add a

Word document to the

workspace

Applying Document Profiles

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Every document in the workspace is associated with a document profile The information in a document profile is used to help identify the document more clearly By default, a document profile includes basic properties, such as title and author, but properties can easily be customized to capture additional information that makes it easier to organize and find documents

Authors can access a document profile by opening the Properties page of the

document In an enhanced folder, authors can also access the document profile

from the check in form By filling in values on the Profile tab on the

Properties page of the document, an author can supply information about the

document

Profiles are presented to the user by means of a profile form (pubform.asp) A profile form is an Active Server Pages (ASP) page that contains fields for entering the properties of a document profile that is displayed when a user checks in a document to an enhanced folder or adds a document to a standard folder Although the default document profile for the folder is displayed, the user can easily select any other available profile and the form will immediately display that the properties associated with that profile When checking in a document to an enhanced folder, the user can optionally select a check box on the form to publish the document when the form data is saved The user can also select publish as a separate action after check in is completed

Users should be strongly advised against trying to customize the ASP page, pubform.asp, that launches the forms Modifying pubform.asp is

unsupported and can impair the ability to upgrade to future versions

The profile form is displayed identically whether the user is performing the check in by using Web folders, an Office application, or the dashboard site Accessing the form is slightly different, however, depending on which interface you use and what type of folder the document resides in

Document profiles are

associated with every

document in the workspace,

and help to keep your

workspace organized

Caution