Tài liệu Module 5: Publishing Documents docx

Module Strategy Use the following strategy to present this module: Publishing Documents without Approval Routing Explain that publishing a document without using approval routing is the

Contents

Overview 1

Publishing Documents without Approval

Routing 2

Demonstration: Publishing Documents

Publishing Documents with Approval

Routing 5

Using Web Discussion to Review

Documents 26

Review 28

Module 5: Publishing Documents

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I NSTRUCTOR N OTES

This module provides students with an introduction to the document approval process

After completing this module, students will be able to:

Publish a document that is checked in and publish a document that is in the process of being checked in without using approval routing

Use approval routing before a document is published

Use Web Discussions to discuss workspace documents with other users

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_05.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

Demonstration

This section provides demonstration procedures that will not fit in the margin notes or are not appropriate for the student notes

Publishing Documents without Approval Routing

1 Click Start, point to Programs, and then click Microsoft Word

2 Type Class Test Document

3 On the File menu, click Save As, and then click My Network Places Double-click AdvWorksWorkspace on Glasgow, double-click Documents, double-click Management Information Systems, and then double-click Versioned Documents Click Save

4 Click OK to accept the default document profile

5 On the File menu, click Check in

6 Click OK to accept the default document profile

7 On the File menu, click Exit

8 To demonstrate that the document was published, open Microsoft Internet Explorer and navigate to the document that you created

Presentation:

30 Minutes

Lab:

30 Minutes

Module Strategy

Use the following strategy to present this module:

Publishing Documents without Approval Routing Explain that publishing a document without using approval routing is the fastest way to publish a document in Microsoft SharePoint™ Portal Server 2001 Explain that both authors and coordinators can publish documents that are either checked in or in the process of being checked in Finally, explain that these documents can be published from Microsoft Office 2000 applications (Microsoft Word, PowerPoint, or Microsoft Excel), from the dashboard site, or from the Web folders view

Publishing Documents with Approval Routing Explain the approval routing process and then describe the two approval routes and how to choose the appropriate one Explain the difference between the SharePoint Portal Server roles and the responsibilities of an approver, and then explain how to add and remove an approver Finally, discuss how to approve and reject a document

Using Web Discussions to Review Documents Explain that using the Web Discussions feature is an alternative method of approval routing, and then explain the function of the tool, its features, and how to use it with Office 2000 applications, by using Microsoft

Internet Explorer, and from the dashboard site

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

Lab Setup Setup Requirement 1

The lab in this module is 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® SharePoint™ Portal Server 2001

Lab Results

There are no configuration changes on student computers that affect replication

or customization

Overview

Publishing Documents without Approval Routing

Publishing Documents with Approval Routing

Using Web Discussion to Review Documents

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After a document is created, it can be shared with others through the workspace This process of making documents available for viewing in the workspace is

called publishing Some documents require approval before they can be

published In such cases, an author creates the document and then sends it out for review to specific people who decide whether the content is accurate and complete You can use Microsoft® SharePoint™ Portal Server 2001 to publish a document without a document approval routing process, or you can use a document approval routing process and then publish the document so that it is available for viewing

After completing this module, you will be able to:

Publish a document that is checked in, and publish a document that is in the process of being checked in without using approval routing

Use approval routing before a document is published

Use Web Discussions to discuss workspace documents with other users

In this module, you will learn

about the document

publishing and approval

process

Publishing Documents without Approval Routing

Publishing a Checked In Document

From Word, PowerPoint

Actions

Publishing a Document During Check-In

From Word, PowerPoint

or Excel

Publish document after check-in

Right-Click Document

Check In

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You can use SharePoint Portal Server to publish a document and make it available for viewing in the workspace without using approval routing If no document approval routing is in place, authors and coordinators for enhanced folders can immediately publish documents that are either already checked in or

in the process of being checked in

Publishing a Checked-In Document

You can publish a checked-in document by publishing it from Microsoft Word, Microsoft PowerPoint®, or Microsoft Excel; by publishing it from the

dashboard site; or by publishing it from the Web folders view

Publishing from Word, PowerPoint, or Excel

To publish a checked-in document from Word, PowerPoint, or Excel:

• Click File, and then click Publish

The document is now published, and the document status changes to

Read-Only

Publishing from the Dashboard Site

To publish a checked-in document from the dashboard site:

1 Click Show Actions on the document that you want to publish

2 In the Actions list, click Publish

3 Click OK in the dialog box to confirm publication of the document

The document is now published When you refresh the screen, Publish is no longer an Action item

Topic Objective

To describe how to publish

a document without using

an approval process

Lead-in

The fastest way to make a

document available for

viewing in SharePoint Portal

Server is to publish it

without using an approval

process

Delivery Tip

Demonstrate the publishing

process on a folder without

using an approval process

Publishing from the Web Folders View

To publish a checked-in document from the Web folders view:

• Right-click the document that you want to publish, and then click Publish The document is now published The Public Status changes to indicate the

new version number

Publishing a Document During Check-In

You can publish a document during check-in by publishing it from Word, PowerPoint, or Excel by publishing it from the dashboard site or by publishing

it from the Web folders view

Publishing from Word, PowerPoint, or Excel

To publish a document during check-in from Word, PowerPoint, or Excel:

1 Click File on the toolbar and then click Check In

2 Complete any applicable information on the Check-In form

3 Select the Publish this document after check in check box, and then click

OK

The document is now published, and the document status changes to

Read-Only

Publishing from the Dashboard Site

To publish a document during check-in from the dashboard site:

1 Click Show Actions on the document that you want to publish

2 In the Actions list, click Publish

3 If the Publish document screen appears, choose the appropriate location of your document, and then click OK

4 Complete any applicable information on the screen, and then click OK The document is now published When you refresh the screen, Publish is no longer an Action item

Publishing from the Web Folders View

To publish a document during check-in from the Web folders view:

1 Right-click the document that you want to publish, and then click Check In

2 Complete any applicable information on the Check-In form

3 Select the Publish this document after check in check box, and then click

Demonstration: Publishing Documents without Approval Routing

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In this demonstration, you will see how to publish a document in SharePoint Portal Server without using approval routing

Topic Objective

To demonstrate how to

publish a document in

SharePoint Portal Server

without using approval

routing

Lead-in

After a document is in the

SharePoint Portal Server

workspace, publishing

without using an approval

process is the quickest way

to make the document

available for viewing

Publishing Documents with Approval Routing

Understanding the Document Approval Routing Process

Choosing an Approval Route

Assigning an Approver

Adding and Removing an Approver

Setting an E-Mail Notification

Approving and Rejecting a Document

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Before you can choose the appropriate approval route for your documents, you must understand the approval routing process in SharePoint Portal Server After you have chosen an approval route, you can assign an approver and then add or remove the approver later Finally, you can approve or reject a document under approval by using appropriate commands in the workspace or on the dashboard site

Topic Objective

To outline this topic

Lead-in

Often, documents require

review and approval before

they can be published

Understanding the Document Approval Routing Process

Supply Approvers E-mail Addresses

Supply Approvers E-mail Addresses

Annepa@advworks.msft Kimyo@advworks.msft Paulwe@advworks.msft

Choose Document Approvers

Choose Document Approvers

Fill Out Notification Message to be Sent

to Approvers

Fill Out Notification Message to be Sent

to Approvers Choose Approval Routing Model

One after Another All at Once

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Approval routing is a SharePoint Portal Server feature that enables you and others to review and approve workspace documents before publishing them When you apply approval routing to an enhanced folder, documents that are published in that folder are sent through the specified routing process before they are shared with users who have permission to read the documents in that folder The approval process begins when a SharePoint Portal Server author

performs the Publish action on a document Approvers are then notified by

e-mail messages or on the dashboard site

Configuring an Approval Routing Process

Configuring an approval routing process consists of the following steps:

1 Choose the appropriate approvers for the document

2 Provide approver e-mail addresses (optional) to enable SharePoint Portal Server to notify approvers when a document is ready for review

3 Fill out a notification message for SharePoint Portal Server to send to approvers when a document is submitted for their approval

4 Choose an approval route

Topic Objective

To understand the basics of

the document approval

routing process

Lead-in

The document approval

routing process includes a

series of steps that enables

an approver to approve or

reject a document

Choosing an Approval Route

Author First

Approver

Second Approver

Final Approver

Published to Workspace

One After Another Approval (Serial)

All at Once Approval (Parallel)

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SharePoint Portal Server includes the following two types of document approval routing processes:

One After Another Approval, the serial approval process

All at Once Approval, the parallel approval process Both types of document approval routing processes send an approval e-mail notification that alerts the approver that a document is awaiting approval after

an author publishes a document If the document is approved, it is published to the SharePoint Portal Server workspace If the document is not approved, or if the approval process is cancelled, the document is returned to a checked-in state In either case, the approvers are notified by e-mail of the status of that document The e-mail notification informs approvers of the type of approval process that is being used, the name of the submitter, and the names of the other approvers

You can assign an approval process only to an enhanced folder If you try

to assign an approval process to a standard folder, you will receive a message asking you to verify that you want to change the standard folder to an enhanced folder You can change an empty folder to an enhanced folder, but you cannot change a folder with documents in it to an enhanced folder

Topic Objective

To describe the two

approval routes that are

available and how to

configure each one

Lead-in

Selecting the appropriate

approval route is influenced

by the type and sensitivity of

the documents to be

reviewed

Note

One After Another Approval Process

One After Another Approval, the serial approval process, involves sending a document for approval to a list of approvers in sequence The first approver in the list receives a Request-For-Approval notification when the document is

submitted for publishing by using the Publish command Each approver on the

list must approve the document before the next approver on the list receives the request notification

The document is published only after all approvers have approved the document If any approver rejects the document, the approval process is cancelled and the document is returned to a checked-in state When the document is approved or rejected or the approval process is cancelled, the approvers can be notified by e-mail about the status of the document

All at Once Approval Process

All at Once Approval, the parallel approval process, involves sending a document for approval to multiple approvers at the same time This approval process option is appropriate when several approvers with differing roles must review and approve a document This approval process enables you to choose one of two approval strategies: single parallel approval or all parallel approval

Single Parallel Approval

The single parallel approval option requires the approval of only one approver

to publish a routed document For example, if a document is sent to three approvers, SharePoint Portal Server publishes the document when the first person approves it This option is appropriate for time-sensitive documents that cannot tolerate delay because a single approver is unavailable

All Parallel Approval

The all parallel approval option requires all approvers to approve the document before it can be published For example, because a group of approvers must review a corporate report detailing an organization’s five-year financial plan, the parallel approval option is used to send an e-mail notification requesting that each approver review the document This option is appropriate for documents that require unanimous approval

Assigning an Approval Routing Path

After you have determined which approval process to use, you must assign that approval route to the folder

To assign an approval routing to a folder:

1 In the workspace, right-click the enhanced folder that you want to work

with, and then click Properties

2 On the Properties page of the folder, click on the Approval tab, and select the Documents must be approved before publishing box

3 Click Add and select all the approvers Click Add and then click OK

4 On the Properties page of the folder, under Route to approvers section click either One after another or Only one approval required

5 If you select All At Once as the route, in the list click either All approve or Only one approval required

6 If you select One after another arrange the approvers for the approval

process using the arrow buttons

7 Click OK

Allowed to approve documents in a specific folder

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Although SharePoint Portal Server assigns roles that enable users to access files through the workspace, these roles have no function in the document approval routing process Therefore, the tasks of an approver are separate from the three primary SharePoint Portal Server roles: coordinator, author, and reader Further, because an approver also acts as a reader, making a user an approver has no effect on the other SharePoint Portal Server roles that user has been assigned

Coordinator Responsibilities

A coordinator has the following responsibilities:

A coordinator is responsible for setting up the document approval routing process and assigning approvers to specified enhanced folders

A coordinator can make changes to a folder approval process, but those changes affect only documents that are submitted for approval after those changes are made Changes to the approver routing process for a document will not affect documents that are already under approval

A coordinator can assign the tasks of an approver to anyone in a domain or a trusted domain.

A coordinator can override the approval process and can approve a document so that it can be published regardless of an approver’s actions

Approver Responsibilities

Approvers have the following responsibilities:

An approver can accept a document, which may result in its publication, or continue with any other requirements of the document approval routing type

An approver can reject a document, which causes the document approval routing process to stop

Topic Objective

To present the difference

between the primary

SharePoint Portal Server

roles and the tasks of an

approver

Lead-in

The coordinator is

responsible for setting up

and assigning the approval

route, including assigning

the approver role to existing

workspace users

Note

Adding and Removing an Approver

Enhanced Web Folder Properties

General Security Profiles Approval

Documents must be approved before publishing Approvers

Approver Name Approver E-mail

1 – Jae Pak

Add… Remove Set E-mail…

Route to approvers One after another All at once All approve Comments for approval e-mail:

Please review as soon as possible

OK Cancel Apply

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As the coordinator for a folder, you use the Approval tab on the Properties page of the folder to configure that folder’s approval settings The Approval tab is available only on an enhanced folder On the Approval tab, you can add

and remove approvers, select the approval routing path, and provide comments for the e-mail messages that are sent to approvers to notify them that a

document is awaiting their approval

Adding an Approver to an Enhanced Folder

As the coordinator for a folder, you can add an approver by using the Approval tab on the Properties page of the folder

To add an approver to a folder:

1 In the workspace, right-click the folder that you want to work with, and then

click Properties

2 On the Properties page of the folder, on the Approval tab, ensure that the Documents must be approved before publishing check box is selected

3 Click Add

4 Select a domain to browse

5 Select the person that you want to add as an approver

If you select from the list provided, click Add, and then click OK

If you type the name of a person instead of selecting from the list, click

Check Names, and then click OK

Approvers must be from the SharePoint Portal Server computer domain or a trusted domain

Topic Objective

To explain the process of

adding and removing an

approver to an enhanced

folder

Lead-in

To configure an approver for

a folder, use the Properties

page of the folder

Delivery Tip

Demonstrate adding

approvers and then show

the effect of selecting

different approval routing

options If time permits,

publish a document to

initiate the approval routing

process

The SharePoint Portal

Server administrator must

have the SMTP Server

setting configured

Important

Removing an Approver from an Enhanced Folder

The coordinator for a folder can remove an approver by using the Approval tab

on the Properties page of the folder

To remove an approver from a folder:

1 In the workspace, right-click the folder that you want to work with, and then

Setting an E-Mail Notification

On the Properties page of the folder, on the Approval tab, in the Approver Name list, click the name of the

approver whose e-mail notification you want to set

Click Set E-mail

Type the approver's full e-mail address, and then click

OK

Type the comments that you want to include in the

approver e-mail notification, and then click OK

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An approval e-mail notification alerts an approver when a document is awaiting approval This e-mail message contains instructions for approval or rejection and a link to the document

If you are the coordinator for a folder, you can set the e-mail notification message that SharePoint Portal Server sends to approvers

To set the e-mail notification for an approver:

1 On the Properties page of the folder, on the Approval tab, in the Approver Name list, click the name of the approver whose e-mail notification you

want to set

2 Click Set E-mail

3 Type the approver's full e-mail address, and then click OK

4 Type the comments that you want to include in the approver e-mail

notification, and then click OK

An e-mail notification with your comments will be sent to the approvers on the list when a document is ready for their approval

Topic Objective

To explain how to set an

e-mail notification that alerts

an approver that a

document is awaiting

approval

Lead-in

You set an e-mail

notification on the folder’s

Properties page