Elczar Adame's Shared Points on SharePoint

Archive for August, 2007

Document Content Type

Content Type is one of the elements of Content Management feature of Microsoft Office SharePoint Server 2007. It helps defining various types of documents (e.g. Equity Report, Newsletter, Financial Report, et al). Moreover, it is a collection of settings that embodies the characteristics for a specific type of content.

A content type has the following building blocks:

o    Document Template for Document Content Type

o    Workflow Settings

o    Document Information Panel Settings

o    Information Management Policy Settings

o    Columns or Metadata


In this piece of “How To” writing, I will only focus on Document Template for Document Content Type, and we are three steps away from it.


1.     Document Template Preparation

2.     Content Type Creation

3.     Document Library Configuration


Step 1: Document Template Preparation

1.     Open and save a Microsoft Office Word 2007 installed template. In this writing I will use the Equity Report template.


Step 2: Content Type Creation

1.     In your parent site, click Site Actions > Site Setting.

2.     Under Galleries, click Site Content Type. You will be redirected to Site Content Type Gallery page.

3.      In the Site Content Type Gallery, click Create. You will be redirected to New Site Content Type page.

4.     Follow the following settings:

a.     Name: Equity Report

b.     Description: For demonstration purposes only.

c.     Parent Content Type

                                          i.    Select Parent Content Type From: Document Content Types

                                         ii.    Parent Content Type: Document

d.     Put this Site Content Type Into: Custom Content Types

5.     Click OK. You will be redirected to the Site Content Type : Equity Report page.

6.     Under Settings, click Advanced Setting. It will redirect you to Site Content Type Advances Setting: Equity Report page.

7.     In the Document Template section, select the Upload a New Document Template option and browse the Equity Report you have prepared in Step 1. In the Read Only section, select No. And in the Update Sites and Lists select Yes. Then, click OK.

8.     Moreover, in the Site Content Type: Equity Report page, you could also configure the Workflow Settings, Document Information Panel Settings, and Information Management Policy Settings, and Document Columns (metadata).


Step 3: Document Library Configuration

1.     In your Document Library, click Settings > Document Library Settings. You will be redirected to the Customize Document Library  page.

2.     Under General Settings, click Advanced Settings. A Document Library Advanced Settings page will be displayed.

3.     In the Content Types section, select Yes to allow management of content types. Then, click OK. You will be brought back to the Customize Document Library  page. Notice that in the Content Types section, an Add from Existing Site Content Types link button is already available.

4.     Click  Add from Existing Site Content Types. Add Content Types page will be displayed.

5.     Select the Equity Report from the Available Site Content Types list, then click Add.

6.     Finally, click OK.


At this instant, Equity Report is already included in the drop-down menu of New button in your document library.

Microsoft Office SharePoint Server 2007 and Office Groove 2007 Integration

The Microsoft Office SharePoint Server 2007 system goes far beyond from mere content creation by managing the entire document creation and collaboration process.

Moreover, as a collaboration software program, Microsoft Office Groove 2007, could be integrated with Microsoft Office SharePoint Server 2007 to enhance teams work together dynamically and effectively.

Step 1: Create an Office Groove 2007 account:
 1. Open Office Groove 2007.
 2. Select "Create a new Groove Account" in the Account Configuration Wizard. Then, click Next.
 3. Select "I don’t have a Groove Account Configuration Code". Then, click Next.
 4. Complete necessary fields : Name and EMail Address. Then, click Next.
 5. Select "No Listing". Then, click Finish.

Step 2: Create an Office Groove 2007 workspace:
 1. In the launchbar, click New Workspace.
 2. Select Standard workspace, then click OK.

Step 3: Integrate Office Groove 2007 workspace with MOSS 2007 Document Library:
 1. From the Common Tasks pane of the workspace, click Add Tools.
 2. Select SharePoint Files. Then, click OK.
 3. Click on the Setup button.
 4. Type the URL of the SharePoint site into the address field. Then, press the Enter.
 5. Under the Sites and Workspaces category, double click on Sites.
 6. In the document library list of this site. select Shared Documents, and click on the Select.

Step 4: Manipulating a shared document:
 1. Right click on a specific document in the SharePoint Files tool.
 2. Select Check In/Check Out, then click Check Out from SharePoint.

Next Steps:
 > In my next post…

Create and Publish KPIs Using Data in SharePoint Lists

Step 1: Create KPI List
1. on the Report Center, click Site Actions, select View All Site Content, then click Create.
2. Under Custom Lists, click KPI List. Complete necessary information, then click OK.

Step 2: Add KPI to KPI List
1. Click the arrow next to New.
2. Select "Indicator Using Data in SharePoint List" as KPI Type.
3. Complete necessary items on the New Indicator page. Specifically:
 3.1. Under SharePoint List and View, in the List URL box, enter the URL of the list or library.
 3.2. Under Value Calculation, select Number of List Items.
4. Complete applicable items in the Status Icon section.

Step 3: Publish KPI List
1. click Add a Web Part in the zone in which you want to publish the KPI.
2. Select Key Performance Indicators web part to insert the entire KPI List. Or select KPI Details web part to choose one KPI from the KPI List. Then, click Add.
3. In the web part tool pane, configure Indicator List and other applicable items. Then, click OK.

Create a Workflow with Microsoft Office SharePoint Designer 2007

Microsoft Office SharePoint Designer 2007 makes it straighforward to integrate business workflow/logic through Workflow Designer. The basic steps of creating a workflow are always the same: First you define the workflow, and then you create the rules by choosing conditions and actions.

Before you create a workflow, consider the following:
1. It is attached to a SharePoint list or library.
2. If necessary, custom columns and settings must be configured before you design the workflow.

Step 1: Opening a SharePoint Site
1. On the File Menu, click Open Site.
2. Select a SharePoint site and click Open. The selected SharePoint site will be opened.

Step 2: Opening a Workflow Designer
1. On the File Menu, select New, then click Workflow. The Workflow Designer will be opened.

Step 3: Defining the Workflow
1. Complete the Define Your New Workflow wizard. Then, click Next.
2. Specify the details of your workflow by defining related Conditions and Actions. Then, click Next.
3. To check your workflow, click Check Workflow. Then, click Finish.

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