Tài liệu Module 8: Using the SharePoint Portal Server Dashboard Site pptx

Contents Overview 1 Introducing Digital Dashboard Technology 2 SharePoint Portal Server Discussions 14 SharePoint Portal Server Subscriptions 19 Lab A: Using the SharePoint Portal Se

Contents

Overview 1

Introducing Digital Dashboard Technology 2

SharePoint Portal Server Discussions 14

SharePoint Portal Server Subscriptions 19

Lab A: Using the SharePoint Portal Server

Discussion and Subscription Features 43

Lab B: Customizing the SharePoint Portal

Review 56

Module 8: Using the SharePoint Portal Server Dashboard Site

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Instructor Notes

This module introduces the student to digital dashboards and the SharePoint Portal Server dashboard site and teaches students how to administer

discussions, administer subscriptions, and customize dashboard sites

After completing this module, students will be able to:

Define dashboard site, digital dashboard, and Web Part

Name the default dashboard site dashboards that are included with Microsoft® SharePoint™ Portal Server 2001, and describe the functionality that is provided by each dashboard

Administer discussions

Administer subscriptions

Customize a dashboard site

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 Microsoft PowerPoint® file 2095a_08.ppt

Preparation Tasks

To prepare for this module, you should:

Read all of the materials for this module

Complete the lab

Presentation:

105 Minutes

Labs:

75 Minutes

Demonstration

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

Creating a Web Part

1 Log on to the instructor machine as Judy Lew with the username JudyLe and a password of password

2 Open Microsoft Outlook®

3 On the View menu, click Folder List

4 Expand Public Folders

5 Right-click All Public Folders, and then click New Folder

6 In the Name box, type Company Calendar

7 In the Folder contains box, select Contact Items, and then click OK

8 Open Internet Explorer and navigate to the Adventure Works workspace Home dashboard

9 In Adventure Works Home dashboard title bar, click Content

10 On the Content in “Home” customization page, under Import or Create, click Create a New Web Part

11 On the Settings for “New Part” page, in the Name box, type Company

15 At the end of the Advanced Settings section, click Save

16 On the Content in “Home” page, click Save

17 Explain the results

Module Strategy

Use the following strategy to present this module:

Introducing Digital Dashboard Technology Define digital dashboard, dashboard site, and Web Part Next, describe the benefits of dashboard technology, and discuss the functions of the

SharePoint Portal Server dashboard site

Default Dashboards Describe the seven SharePoint Portal Server default dashboards: Home, Categories, Document Library, Management, Search, Subscriptions, and Document Inspection

SharePoint Portal Server Discussions Explain that SharePoint Portal Server Discussion features allow users to collaborate on documents internal and external to the workspace by sharing ideas with one another Discuss the two ways of accessing the discussion topics: using the SharePoint Portal Server dashboard site, and by using the

Collaboration toolbar available in Microsoft Office 2000 or later products

Describe the various options for administering and managing discussions

SharePoint Portal Server Subscriptions Provide an overview of subscriptions Discuss how they are implemented and used; and how a coordinator manages, administers, and monitors them

Customizing the Dashboard Site Describe how to create a personal dashboard Show how to create and import Web Parts Discuss how to modify the properties on individual Web Parts, such as appearance, caching behavior, and how to change the layout and style of dashboards

Overview

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After completing this module, you will be able to:

Define dashboard site, digital dashboard, and Web Part

Name the default dashboard site dashboards that are included with Microsoft® SharePoint™ Portal Server 2001, and describe the functionality that is provided by each dashboard

In this module, you will learn

about Microsoft Digital

Dashboard technology, how

to use discussions and

subscriptions, and how to

customize the dashboard

site

Introducing Digital Dashboard Technology

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SharePoint Portal Server uses Microsoft Digital Dashboard technology to provide a centralized, Web-based interface for authoring, searching, and managing information that is stored in the Web Storage System

To understand how SharePoint Portal Server uses digital dashboard technology,

it is useful to know the terminology, components, and benefits of this technology

Topic Objective

To outline this topic

Lead-in

Microsoft SharePoint Portal

Server uses digital

dashboard technology

Digital Dashboard Terminology

SharePoint Portal Server

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What is the difference between a digital dashboard, a dashboard site, and a Web Part? In Microsoft Digital Dashboard technology the following definitions apply:

Dashboard site A Web site, an entire collection of pages including the

window and subsequent dashboards, used by an organization to distribute information to users on a network

Digital Dashboard A Web page that assembles a collection of Web Parts

into a modular view for presentation to a user in a Web browser

Web Part A Web Part wraps Web-based content such as Extensible Markup

Language (XML), Hypertext Markup Language (HTML), and scripting into

a reusable component that displays information in a dashboard For example, a dashboard site home page may have a category browser Web Part, a company news Web Part, and an external news Web Part

Dashboard Factory A Dashboard Factory is the code engine that resides on

the server and renders the view of a dashboard to a client browser based on properties that control output such as layout, style and content

Topic Objective

To define dashboard site,

digital dashboard, and Web

Part in the context of

Microsoft Digital Dashboard

technology

Lead-in

Before we discuss digital

dashboard sites, it may be

helpful to define dashboard

site, dashboard, Web Part,

and dashboard factory

Benefits of Digital Dashboard Technology

Reusable Web Parts

Customize the Dashboard site

Customize the Dashboard site

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Digital dashboard technology supports multiple underlying file systems, Microsoft SQL Server™ and Web Storage System platforms such as SharePoint Portal Server and Exchange 2000 Because the SharePoint Portal Server dashboard site uses digital dashboard technology, it exploits the following functionality:

Reusable Web Parts

You can develop and reuse customized Web Parts for SharePoint Portal Server Because SharePoint Portal Server components are packaged as Web Parts, you can reuse components from other SharePoint Portal Server custom dashboards developed by Microsoft or third party developers

Extensibility

The dashboard site is extensible For example, you can customize the dashboard site by adding Web Parts such as a stock ticker or a pivot table from Microsoft Excel to enhance the user experience and increase productivity

include reusable Web Parts

for developing custom

dashboard sites, and

scalability

Using the SharePoint Portal Server Dashboard Site

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A dashboard site is automatically created for the workspace during the SharePoint Portal Server setup process Dashboard sites are organized around workspaces, and there may be multiple dashboard sites in a single organization

Function of the SharePoint Portal Server Dashboard Site

The SharePoint Portal Server dashboard site enables users to:

Search for content

Access document management tools

Participate in Web discussions

Use subscriptions

Administer workspace settings

Modify dashboard layouts, styles, and content

Requirements for Accessing the Dashboard Site

For users to access the dashboard site of a workspace, the client components of SharePoint Portal Server require:

Microsoft Windows® 95 or later, or Windows NT® 4.0

Microsoft Internet Explorer 4.01 or later, or Netscape Navigator version 4.73 or later

Topic Objective

To present the function of a

SharePoint Portal Server

dashboard site

Lead-in

A dashboard site provides

SharePoint Portal Server

users with resource

management capability and

access to information on

shared a network

Use the example dashboard

site home page shown on

the slide to explain how

functions such as searching,

subscriptions, and

document management

tools, are represented in the

dashboard site home page

Default Dashboards

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The SharePoint Portal Server dashboard site includes seven default dashboards: Home, Categories, Document Library, Management, Search, Subscriptions, and Document Inspection Each of these dashboards is composed of multiple Web Parts

Topic Objective

To outline this topic

Lead-in

The SharePoint Portal

Server dashboard site

includes seven default

dashboards

The Home Dashboard

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The Home page of the dashboard site is the default dashboard of the Share Point Portal Server dashboard site The home page contains Web Parts and links, exposed as tabs, to the other dashboards, with the exception of the document inspection Web Part The home page contains the following Web Parts:

Simple search interface Use this Web Part to enter a query, along with a link to

the advanced search interface, which resides hidden in the Search Web Part

Category This Web Part displays the top-level categories in the

workspace, rendered as hyperlinks Clicking a hyperlink will display the category in the Categories dashboard

News, Announcements and Quick Links

These are Web Parts that coordinators can use to display company information, news, and links to important documents or Web sites

Subscription Summary This link displays the latest subscription results for the

logged-in user

Topic Objective

To present the default Home

dashboard included in the

SharePoint Portal Server

dashboard site

Lead-in

The Home Dashboard

contains Web Parts and

links to the other

dashboards

The Categories Dashboard

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The Categories dashboard displays the Category Information Web Part and the Category Items Web Part If Category Best Bets have been specified, an additional Category Best Bets Web Part will be displayed The simple search interface Web Part is always displayed at the top of the dashboard, along with a special search scope called “This category” in the Categories dashboard

Category Information This Web Part displays the categories hierarchy Category

description information, configured on the category folder property page, is shown here It also displays subcategories

and a Subscribe to this category link

Category Items This Web Part is displayed when the user clicks a link for a

category that has matching documents For each document result, an icon representing the file type is displayed as well the title, path and file name, author, and last modified date For local workspace documents, the document status, approval status, and version are displayed Each result also contains links for discussing, subscribing, and showing actions

Topic Objective

To present the Categories

dashboard information

Lead-in

The Categories dashboard

displays Web Parts with

Category information and

the Category Items Web

Part

The Document Library Dashboard

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The Document Library dashboard displays the Folder Information Web Part and the Folder Item Web Part The simple search interface Web Part is always displayed at the top of the dashboard, along with a special search scope called

This folder in the Document Library dashboard

Web Part Description

Folder Information This Web Part displays the profiles associated with a folder It

also gives users links to subscribe, rename, create new sub

folders, and add a document to a folder The Up One Folder

link allows users to navigate to parent folders from within this part

Folder Item This Web Part is displayed when the user clicks a link for a

folder that contains documents or sub folders For each document in a folder, an icon representing the file type is displayed The document title, path and file name, author and last modified date, document status, approval status, and version are displayed Each result also contains links for discussing, subscribing, and showing actions

The Document Library

dashboard displays the

Folder Information and

Folder Item Web Parts

The Management Dashboard

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The Management dashboard, displayed only to the workspace coordinator, provides a link to the Managing Discussions Web Part From the Managing Discussions Web Part you can remove the discussions associated with documents internal and external to the workspace Discussions are listed in alphabetical order for easier administration

The Management dashboard allows workspace coordinators to manage individual user subscriptions You can type in the name of the user using the

DOMAIN\username naming convention This will display the Subscription

dashboard for that particular user

The dashboard can cache the content of a Web Part on the server for better performance For example, a company calendar embedded in a Web Part can be cached on the server so SharePoint Portal Server does not need to calculate how

to render the view for every user that navigates to the Web Part The

Management dashboard provides the Flush application level cache link to

refresh the memory cache

dashboard provides a link to

the Managing Discussions

Web Part

The Search Dashboard

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When a user executes a search, the results are displayed on the Search dashboard The Search dashboard always displays the simple search interface Web Part at the top of the dashboard In addition, the search results are displayed in a group of four Web Parts:

Search Summary Restates the user’s search query terms and the scope, for

example:

Searched: Training database for SharePoint Portal Server training The details of advanced queries such as profile searches are not restated It also provides a link to subscribe

to the search

Matching Categories If a query matched categories, they will be displayed as

hyperlinks to the Category Web Part

Best Bets Displays Best Bet matches for a query, the search results

that are designated as most relevant to the user

Matching Documents Displays the results of a query, in groups of 20 per page,

with paging controls for multiple pages For each document result, an icon representing the file type is displayed as well

as the title, path and file name, author and last modified date For local workspace documents, the document status, approval status and version are displayed Each result also contains links for discussing, subscribing, and showing actions

Topic Objective

To present the Search

dashboard information

Lead-in

The Search dashboard

displays the user’s search

results

The Subscriptions Dashboard

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Use the Subscriptions dashboard to display and manage subscriptions for logged-on users The Subscriptions page can also be accessed from the Subscription Summary Web Part on the home page of the dashboard site All results of a user’s subscriptions are displayed in the Subscriptions dashboard, along with the option to clear notifications, rerun subscriptions, and delete subscriptions

dashboard is the user’s

interface to display and

manage subscriptions

The Document Inspection Dashboard

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The Document Inspection Web Part displays additional metadata for the document, and the Item Actions Web Part displays any available actions on the document such as publish and approve The document inspection dashboard is not shown as a tab on the home page of the dashboard site It is a hidden

dashboard with two Web Parts that is displayed when a user clicks Show

Actions next to a document on the Document Library dashboard or in the

Search Results section

Topic Objective

To present the Document

Inspection Web part

information

Lead-in

The Document Inspection

Web Part displays metadata

for the document, and is a

hidden dashboard accessed

from the Document Library

dashboard

SharePoint Portal Server Discussions

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SharePoint Portal Server Discussion features allow users to collaborate on documents internal and external to the workspace by sharing ideas with one another Discussions are stored separately from documents as HTML files and can be managed independently from the documents You can access the discussion topics through the SharePoint Portal Server dashboard site or view

them using the Collaboration toolbar in Microsoft Office applications You

can also index the discussion topics

Topic Objective

To outline this topic

Lead-in

SharePoint Portal Server

Discussion features allow

users to collaborate on

documents internal and

external to the workspace

Using Discussions

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Discussions allow authors and readers to share ideas without actually modifying the document itself Users who do not have authoring privileges can still contribute to the discussions of a document For example, discussions can facilitate the document approval process by enabling discussions of content, which allows approvers who do not have author rights to a document to add comments inside the document, where the document author can easily view them

Discussions can be inserted in the body of a document For example, you can insert a discussion topic regarding a specific section following a paragraph and

an icon will appear at that point that provides access to the discussion topic when anyone views the document

Discussion topics are stored separately from documents and you cannot migrate discussions from one workspace to another For example, if you move a document that has discussions from one workspace to another, the discussions will no longer exist

Using the SharePoint Portal Sever Dashboard Site

Documents that appear in dashboards from actions, such as issuing search queries or browsing categories contain a “Discuss” link The link provides users with an interface within the SharePoint Portal Server dashboard site to access discussion topics This method is enabled by Active Server Pages that run on the SharePoint Portal server and render the HTML view of discussion topics to client browsers Any client with a compatible browser can access discussion topics using this method

You cannot create inline discussions from the SharePoint Portal Server Dashboard site However, you can view inline discussions and create

discussions about a document

Topic Objective

To provide an overview of

discussions

Lead-in

Discussions allow authors

and readers to share ideas

and comments about a

document

Note

Using the Collaboration Toolbar

The Microsoft Office Collaboration toolbar allows users to participate in

discussions from within applications, such as Microsoft Word and Excel The

Collaboration toolbar allows users to implement inline discussions

Discussion Options

When using the SharePoint Portal Server dashboard site or the Collaboration

toolbar from within an Office application, you can:

Add, edit or delete a discussion

Select which discussion fields to display: Display Name, User Name, Subject, Text, and Time

Discussions and Versioned Documents

In standard folders, there are no drafts or versions, so the Uniform Resource Locator (URL) of a document is consistent throughout its life However, in enhanced folders, the URL of a document refers to the last approved version (LAV) of the document Every time the document is checked out, a new unapproved version with a new URL is created

SharePoint Portal Server maintains a single discussions storage area for all versions of a document This means that discussions created while looking at the LAV of a document will be visible while looking at the checked out copy and vice versa

Inline discussions validate their location within a document using internal document markup symbols If the document has been modified to such an extent that the discussion server does not know where to place an inline discussion, it changes the inline discussion thread to an “About the Document” discussion thread In this way, inline discussions deal with changes to the document over time

Language Support

The Collaboration toolbar matches the language selected for the Office

applications on the client (no SharePoint Portal Server code is involved) The protocol communicates discussion data between the client, whether it is through

a browser or an Office application The server is language-independent and

handles encoding of international characters The Collaboration toolbar within

Office applications and the discussion interface exposed by the SharePoint Portal Server supports mixed-language interfaces for all languages that SharePoint Portal Server supports

Administering Discussions

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SharePoint Portal Server provides options for administering discussions You can set the following workspace discussion options by using the SharePoint Portal Server Administration:

Restrict discussions to content within workspaces

This check box is available on the Other tab of the server properties page of

the SharePoint Portal Server MMC Use this check box to prevent users from using the SharePoint Portal Server to discuss documents that are not in one of the workspaces on the server This property is set at the server level and affects all the workspaces on it By default, users may discuss content outside the workspaces

Enable discussions

This check box is available on the Subscriptions/Discussions tab of the

workspace properties page of the SharePoint Portal Server MMC and the Workspace Settings page of the Web folder view of a workspace Use this check box to enable the discussions feature for a workspace This check box

is enabled by default The discussions management part of the dashboard

site is not disabled when discussions are disabled This allows you to disable

discussions immediately and clean up discussions afterward

Enable searching and indexing of discussions

This check box is available on the Subscriptions/Discussions tab of the

workspace properties page of the SharePoint Portal Server MMC and the Workspace Settings page of the Web folder view of a workspace Use this check box to enable searching over discussions items for a workspace This check box is disabled by default, because supporting discussion items are not secured When searching is enabled, the folder containing discussions for the workspace is marked as indexable in the schema and re-crawled When searching is disabled, the folder is also re-crawled

The Office Collaboration

feature provides numerous

options for the

administration of the site

If discussions are disabled on the workspace hosting the document being discussed, or discussions have been restricted to internal content and the document being discussed is not in any of the server workspaces, the

Collaboration toolbar prompts the user with “Web Discussions are not

available on this server.”

If discussions are not restricted to content within the workspaces (the default), and a user browses to an external site after discussing a workspace document, leaving the toolbar open, the sites they access will be logged in the SharePoint Portal Server server's Internet Information Services (IIS) logs If this presents a security problem, you should enable the setting to restrict discussions

to content within workspaces

Discussion items are not secured; they will be visible to a user even if the user does not have access to the document to which they pertain Because this can potentially compromise the security of the content within the document, searching over discussions is disabled by default An example of when security can be compromised is when discussion items contain clear references to private content in the document By default, discussions are enabled for the workspace but are not available as results for user search queries Discussions are only indexed if the coordinator enables it at the workspace level

The SharePoint Portal Server Gatherer component does not index discussions when crawling other SharePoint Portal Server computers or other SharePoint Portal Server workspaces on the same server Even though documents from those servers or workspaces will be returned in search results, and may contain relevant discussions, these discussion items will not be included in the search

Managing Discussion Topics

Use the Discussions Management Web Part in the Management dashboard to manage discussion topics The discussions management Web Part contains two list boxes, which list the URLs of the internal and external documents

containing discussions Multiple documents can be selected To delete discussions for all the selected documents, use the “Delete all discussions about these documents” check box

The documents in each list box are listed alphabetically, so that those with the same path are adjacent This simplifies deleting all discussions on documents within a given folder

Warning

SharePoint Portal Server Subscriptions

Toolbar

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Subscriptions, which are a key feature, allow users to stay updated as changes are made to content that is important to them

This section covers subscriptions in detail: the underlying architecture, how they are implemented and used, and how a coordinator manages, administers and monitors them

Topic Objective

To outline this topic

Lead-in

Subscriptions are a key

feature that allow users to

stay updated as changes

are made to content that is

important to them

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Users can create and manage subscriptions by using the SharePoint Portal

Server dashboard site or by using the Office Collaboration toolbar

Subscription notification can be viewed in the dashboard site, and may also be delivered by e-mail

There are four types of subscriptions available to users in SharePoint Portal Server:

Subscribe to documents The Subscribe link available on individual

documents

Subscribe to folders The Subscribe link available on individual folders

Subscribe to categories The Subscribe to this Category link shown at the

top of a category view

Subscribe to searches The Subscribe to this Search link shown at the top

of the search results view

After subscriptions have been created, they are not updated if the document, folder, or category to which they pertain is deleted or moved In these cases the user will stop receiving notifications

Using Subscriptions with the Dashboard Site

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When users create subscriptions through the dashboard site, SharePoint Portal Server will assign a name to the subscription SharePoint Portal Server uses the following naming conventions:

Type of subscription Default friendly name suggested

Folder Folder path (colon delimited) relative to workspace rootCategory Category path (colon delimited) relative to the category

root Search Search search scope for keyword list

When creating subscriptions, users are notified with the Subscriptions Web Part

on the SharePoint Portal Server Dashboard home page however users can also choose to be notified by e-mail If users choose this option, they must enter an e-mail address Users also must specify how often to be notified when a

subscription runs The options are: When a change occurs, Once a day, and

Once a week The default choice is Once a day

Topic Objective

To present information

about using subscriptions

with the dashboard site

Lead-in

SharePoint Portal Server

assigns a unique name to

created subscriptions

Using Subscriptions with the Office Collaboration Toolbar

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The Collaboration toolbar also allows users to create subscriptions The Subscribe feature on the Collaboration toolbar has no contextual intelligence about the dashboard site– for example, if a user clicks the Subscribe on the

toolbar from a search result in the dashboard site, the subscription will be the actual document and not the search results being displayed SharePoint Portal

Server offers various options in the subscription creation dialog box on the Office Collaboration toolbar These options are described in the following

paragraphs

Subscribe to File and Subscribe to Folder Option

Users can subscribe to the document they are viewing or to the folder the document is in

Notify Me When Option

SharePoint Portal Server supports the following notification conditions:

Condition Response Anything changes Covers any of the supported changes below

A new document is created Treated as equivalent to “a document is modified”

A document is modified Works normally for files and folders

A document is deleted Supported for files only (returns error for folders)

A document is moved Not supported for files or folders (returns error)

A discussion item is inserted Works normally for files and folders

Topic Objective

To show how to use

subscriptions with the Office

Modified by Option

When users select to be notified of an event that occurs at a folder level, they have an additional option to determine other criteria to be used when

configuring subscriptions Users can select Doesn’t matter and results are

generated whenever the selected events occur, regardless of who precipitated

them Users can also select the Contains options to indicate notifications are to

be sent only if the document contains some keyword or property

Address Option

The e-mail address the notification should be sent to when a subscription meets the specified criteria

Time Option

SharePoint Portal Server supports all three options: When a change occurs,

Once a day, and Once a week

Notifications

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The SharePoint Portal Server Subscription feature supports two methods of delivering subscription results: in the Subscription Summary Web Part on the home page and by e-mail

E-mail Notification Differences

E-mail notification differs from dashboard site notification in the following ways:

E-mail notifications are batched and sent according to the schedule requested by the user — immediately, daily, or weekly Dashboard site

notifications always appear immediately

E-mail notifications are sent once and do not persist The notification is deleted when the mail is sent Dashboard site notifications persist until they are cleared by the user, or until or until it reaches the expiration date, time,

or whatever the setting calls for, based on an administrative setting

In the dashboard site, users can control whether or not a subscription will

generate e-mail notifications at creation time Using the Collaboration toolbar,

they have no choice; they will always be notified by e-mail

Localization

Subscription notifications, both e-mail and home page, created from both the

Collaboration toolbar and from the Web site, will be generated in the language

of the workspace; there is no support for separate client languages

Topic Objective

To present the information

on Notifications

Lead-in

The SharePoint Portal

Server Subscription feature

supports two methods of

delivering subscription

results

PQS and Subscriptions

PQS Rules (File, Folder, Category, and Search Results)

Subscribed to

Subscription results

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Persistent Query Service (PQS) is a component that persistently caches a set of queries, and evaluates each query against documents in an incoming stream of documents The results for every document are either pushed to a client by e-mail notification for immediate notification or stored for the client to pull them from the Subscription Summary Web Part PQS is a kind of “reverse query processor.” Rather than evaluating a query against a large set of rows to determine which rows match, PQS evaluates a large set of queries against a single row to determine which queries match

All four kinds of subscriptions (file, folder, category, and search results) in SharePoint Portal Server are implemented using PQS rules or queries As

documents are indexed, PQS evaluates each document against the set of rules in the workspace to determine if it matches any existing subscriptions File and folder subscriptions are implemented with rules that match the URL, and search and category subscriptions are implemented with the queries entered by the user Categories are searches over all documents in the workspace where the category property is set to a given value File and folder subscriptions can also pick up matches on discussion items about the document(s) Category and Search subscriptions cannot support matching on discussion items

There are separate subscriptions for each workspace This allows them to be managed as part of the data that comprises a workspace, which is important when performing a backup and restore The management UI for subscriptions is also workspace-specific

persistently caches a set of

queries, and evaluates each

query against documents in

an incoming stream of

documents

Subscription data takes two forms — information about which users have subscribed to, referred to as Subscriptions, and user-visible results generated from those subscriptions, referred to as Subscription Results

Subscriptions are stored in a folder named Subscriptions in the SharePoint Portal Server workspace One row is created in this folder for each subscription, and the row contains only properties The results are stored in the Search Property store This allows SharePoint Portal Server to simply add a new table (or tables) to this database, since Search already stores document metadata in this database