Besides the missing document information panel, another common question about document properties is how to embed properties which come from a SharePoint column to a document template. This can easily be solved by using content types and site columns. Follow these steps:
All posts in Content Management
Document Information Panel (DIP) was a great and important feature, introduced in Office 2010 clients. With its help, users were able to edit the document’s properties in-context:
However, this feature is gone in Office 2016. You cannot view and edit the document properties in this panel right under the ribbon anymore.
Regardless of being religious or not, being Catholic or not, Pope Francis is definitely a great influencer of these days. While he definitely doesn’t talk about the topics of Information Management or Enterprise Search in the way we do on this blog, while reading his World Day of Peace 2016 message, something caught my eyes. Read more…
By definition, Enterprise Search is a business solution that is owned and controlled by your organization, and connects people to the information they need to get their jobs done.
Enterprise Search is owned and controlled by your organization. – But the challenges vary from organization to organization. There’s no one-size-fits-all solution for Enterprise Search. Instead, each company has its own culture, content, challenges, capabilities and confines. Read more…
As we just learned recently, “first noted by The New Scientist and Animal New York, Facebook’s data scientists manipulated the News Feeds of 689,003 users, removing either all of the positive posts or all of the negative posts to see how it affected their moods.”
There are many posts and articles around discussing the moral questions of this study. In this post, I do not want to be one more of them – instead, I decided to write about the flip side of this story: when, how and why to use similar techniques in the business. Read more…
I will be doing a webinar on December 17, 1-2pm(EST) on “Key Success Factors for Enterprise Content Management” and thinking of it makes me look back at how technology has gone a long way in helping organizations achieve their business goals with highly-improved system of managing their corporate information.
In 2010, AIIM (Association for Information and Image Management) defined the term Enterprise Content Management as:
“…the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM covers the management of information within the entire scope of an enterprise whether that information is in the form of a paper document, an electronic file, a database print stream, or even an email.”
What are the benefits of adapting a well-designed Enterprise Content Management? Who benefits from ECM, and how? Organizations from various industries, such as Pharmaceutical, Legal, Finance, Telecommunications, Educational, and even the Government are now realizing the value of a well-defined content management for optimum productivity. In the webinar, we are going to discuss some examples of real-world Content Management cases, including document classification, sharing, collaboration, and governance and we’ll demonstrate how Content Analytics plays a vital role in providing solutions for each scenario.
To register and learn more about the webinar, please click here: https://www4.gotomeeting.com/register/849816879#
- Go to the ‘Metadata Properties’ list, open the IsDocument property, and set it’s ‘Allow this property to be used in scopes’ property.
- Save the changes.
- Go to the ‘Scopes’ page and click ‘New Scope’.
- Set the title of the new scope to ‘Documents’.
- After saving and creating the new scope, add a rule with the following settings:
- Sope Rule Type: Property Query
- Property query: IsDocument = 1.
- Behavior: Include.
- Go back to the Search Administration page, and start an update for the scopes manually (‘Start update now’), or wait for the next scheduled update.
When choosing integration, first ask yourself what you’ll need to integrate. Documents are more than simple files. Their file format (.doxc, .txt, .pdf, etc.), content and metadata are also important. Decent DMS software handles those parts and makes them available to end users. Also determine what type of integration will best meet your business needs.
What are ‘document’ and ‘document management?
Document management tasks and functions
- Over 30 billion original documents are used each year in the United States.
- The cost of documents to corporations is estimated to be as much as 15 percent of annual revenue.
- 85 percent of documents are never retrieved.
- 50 percent of documents are duplicates.
- 60 percent of documents are obsolete.
- For every dollar that a company spends to create a final document, 10 dollars are spent to manage the document creation process.
Saving and storing
Check-out, check-in, locking
- No version control, the system is storing only the last version of each document. In this way we are not able to get back the former versions and the history – of course, sometimes it’s even not important.
- Major versions only: The versions are marked by positive integers (1, 2, 3, …). After saving the document it gets a new increased version number, and the several versions can be accessed by different permission sets (current version vs. former versions. We use this option when it’s insignificant to make any difference between published and draft versions (working copies).
- Major and minor versions: The versions are marked by numbers formatted as X.Y (1.0, 1.1, 1.2, 2.0, 2.1, …). We use this option when it’s important to make difference between published and draft versions (working copies). The published versions can be accessed to read by a wide range of users, but the drafts are hidden from most of them, only the editors can see these ones.
Approving and other workflows
- During the preparing phase only the preparers can see the documents (and create/edit them, of course), everybody else are denied even to read them.
- During the approving phase even the preparers cannot modify the documents, but the approvers get permissions to read.
- After approving the signers get access to the documents, but nobody is able to edit their contents.