Seven New SharePoint 2007 Document Management Features Series: Part 7 « BetterECM - russ stalters’ Blog on Exploring NextGen ECM

Ta Da!!! The final installment. The following is Part 7 of my series “Seven New SharePoint 2007 Document Management Features”. I think this feature is the most significant and most powerful new document management feature of SharePoint 2007. The next new document management feature is:

Content Types: Using content types provides a way to standardize these characteristics across different libraries and sites throughout an organization and provides a way to categorize content in a standard manner. Content Types, a new addition to Windows SharePoint Services 2007, allow you to pre-define metadata boilerplates so that all newly-created documents of a given type automatically have appropriate metadata and business rules such as workflow, resulting actions, expiration, and other policies. Based on the selected content type, the metadata properties are already present in the new document.

For example, you can create a pre-made Proposal content type that captures relevant attributes (such as customer, product type, and salesperson) for each sales proposal. Finding documents is much easier thanks to the abundance of metadata. For example, in the case of Proposals, you can easily search and retrieve all Proposals associated with a specific product type, salesperson, or date.

The following MSDN article describes Content Types in more detail: Content Type Settings and Site Columns .

Technorati tags: MOSS, MOSS+2007, SharePoint, Microsoft, ECM, document+management, content+types

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Russ Stalters

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Russ Stalters is Director, Information & Records Management at a global oil and gas company. Everything in this Blog, though, is his personal opinion and is not read or approved before it is posted. No warranties or other guarantees will be offered as to the quality of the opinions or anything else offered here.

This work is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 3.0 License

6 Responses to “Seven New SharePoint 2007 Document Management Features Series: Part 7”

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1 Smitha February 8, 2007 at 10:02 am

is it possible to edit portion of the document in SPS 2007 only by certain users ?
2 russ stalters February 12, 2007 at 11:44 am

Smitha,
Restricting the editing to a portion of a document is not a feature of SharePoint per se. This is something that is supported by Word 2007. The following is the instructions from Word 2007 that describes how to restrict portions of a word document.

After you help to protect a document by selecting No Changes (read-only) or Comments in the Protect Document task pane, you can designate parts of the document to be unrestricted. You can also grant permission for specific individuals to change the unrestricted parts of the document.

On the Review tab, in the Protect group, click Protect Document, and then click Restrict Formatting and Editing.

In the Protect Document task pane, click Stop Protection.
If you assigned a password to help protect the document, in the Unprotect Document dialog box, type the password.
Select the parts of the document that you want to be unrestricted.
For example, select a block of paragraphs, a heading, a sentence, or a word.
Do one of the following:

To allow anyone who opens the document to edit the part that you selected, select the Everyone check box in the Groups list.
To allow only particular individuals to edit the part you selected, click More users, and then enter the user names. Separate the names with a semicolon. Click OK, and then select the check boxes next to the names of the individuals that you are allowing to edit the part that you selected.
Note If you select more than one individual, the individuals are added as an item to the Group box, so you can easily select them again without having to select them individually.
Continue to select parts of the document and assign users permission to edit them.
Under Start enforcement, click Yes, Start Enforcing Protection.
Do one of the following:

To assign a password to the document so that users who know the password can remove the protection, type a password in the Enter new password (optional) box, and then confirm the password.
To encrypt the document so that only authenticated owners of the document can remove the protection, click User authentication.
3 Alex April 25, 2007 at 7:00 am

Thank You
4 Urbancowboy May 3, 2007 at 6:56 pm

Hi,

Is is possible to create content types that are only editable by users in the Marketing-A group and another content types that can only be edited by Marketing-B group?

If so, I can’t find this type of item level access?

thanks in advance,

-urban
5 Premachandu Vutla July 19, 2007 at 2:22 am

Hi Russ,

All that articles i found here are really great. I really admire the work done by you guys. I am really inspired by you guys i will also start to post the work i have done on MOSS 2007 soon after my present project.

Thanks & Regards,
Premachandu Vutla.
6 Mark Davis July 25, 2007 at 3:30 am

Hi, if you are interested in document and email management for SharePoint, we specialise in this and provide a tool that you can drag and drop emails from Outlook into SharePoint, view and access SharePoint without leaving Outlook, automatically have emails sent to SharePoint and easily save Documents from Word. Emails are automatically profiled with their columns fields (ie. Date received, sent etc) and the “Save to SharePoint” button which we add to Word makes it easy to find your document folder or site with 1 simple search. If you would like to know more please email me at Mark.Davis@nsynergy.com

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