SharePoint is in many
aspects about participation, sharing and collaboration. Overall one wants
helpful, ready to use information that can be put to work quickly and easily.
Thus, because of this three categories are prevalent:
1)SharePoint
is for organizations – with just a simple browser, it can be used by
individuals throughout the organization. SharePoint is purpose driven encompassing
an audience that includes executives, managers, decision makers, staff, etc.
2)SharePoint
is for communities – users can foster relationships based on profiles, actual
communities, groups, wiki, blogs, etc.
3)SharePoint
is for public engagement – every interest in being engaged and telling a story
with content on a site is key.
The following are some core
SharePoint root directories – these are common directories on a web front end
and typically what type of files they contain in them:
C:\Programs Files\Common
Files\Microsoft Shared\Web Server Extensions\
Then the last directory will be as
follows – depending on the SharePoint version utilized:
14 = SharePoint 2010
15 = SharePoint 2013
16 = SharePoint 2016
The following are the common
directories then the types of files in them:
/ISAPI – Web Services (*.svc,
*.ashx and *.asmx)
/Resources – Resource files (*.resx)
/TEMPLATE/ADMIN – Application pages
used in central administration
Governing the information architecture is a key to the
successful use of SharePoint Server and requires the participation of business
managers, content managers, information workers, site designers, and IT
professionals.
Defining information-governance plans requires an
understanding of the site topology, the purpose of each offering (example Intranet,
Extranet, OneDrive etc.), and preferably a knowledge of future planned offerings,
such as business intelligence.
Information policies need to be defined for each site within
the SharePoint deployment. A policy needs to be defined per topic area for each
site offering.
Document Library
Planning: The following are some items to follow in regard to document
library planning:
1)Enable the require checkout option for editing
2)Keep the number of documents in a view below
2000 items if possible
3)Limit the number of major versions typically
recommend set to 25-50
4)Educate users on proper naming conventions
example:
IT Contacts Doc = BAD
IT_Contacts_Doc = GOOD
IT Contacts 7142017 = BAD
IT_Contacts_7_2017 = GOOD
5)Think about if turning on metadata navigation or
using document sets makes sense based on the data that will be housed in a said
library.
Metadata navigation can be used
when it make sense to have the ability to dynamically filter and find content
in lists and libraries by using a navigation hierarchy tree control to apply
different metadata-based filters to the view.
Document Sets can be used if one
has a group of related documents that can be created in one step and then
managed as a single entity.
The following items can be used in regards
to issues with SharePoint for what I call the wheeling & dealing:
1)Think on how one can better a site via content,
graphics, features and functionality
2)Ask for clarification – if content and layout
being asked for doesn’t make sense
3)It is recommended to create a wiki of governance
items that contains polices in regard to sites, permissions, naming
conventions, requests for new functionality amongst other items. The wiki can
then be referred to as the golden rule when issues/clarification is needed
4)Ask users when you meet or talk with them “Am I
making sense?”
5)Say something once – in regard to pushing back
when items out of scope are asked – then move on – don’t have negative behavior
