SharePoint 2013 Power-User (Advanced Content Management)

Introduction

This SharePoint 2013 Power User training class is designed for individuals who need to learn the fundamentals of managing SharePoint sites.
 

Audience

This course is intended for new and existing users of SharePoint.

Prerequisites

Before attending this course, participants should have basic computer knowledge and SharePoint 2013 Basics.

At course completion

After completing this course, participants will be able to:
 
  • Create custom workflows using SharePoint Designer 2013
  • Learn to use Content Approval settings and Workflow
  • Learn to use Term stores and managed Metadata
  • Learn to use the Document ID Service
  • Learn SharePoint Server Publishing Infrastructure
  • Learn to create and use Document Sets
  • Learn to route documents with Content Organizer
  • Learn to use Metadata Navigation
  • Learn to create external content types with Business Connectivity Services
  • Learn to use Information Management Policies


Course outline

Module 1: Content Approval

Content approval can be used on both lists and libraries in a SharePoint site. With content approval
enabled, you have additional options to control the visibility of items. Content approval is enabled
through the list/library settings page. Content can be approved manually through the context menu and
toolbar of an item or it can be automated with workflows. SharePoint includes a workflow specifically
for approving content.

  • Lesson 1: Enabling Content Approval
  • Lesson 2: Content Approval Workflows

Module 2: Creating Custom Workflows with SharePoint Designer 2013

Workflows are a popular way to perform automated work in SharePoint. The pay versions of SharePoint Server,
Standard and Enterprise, come with extra out-of-box workflows that can be associated and configured with lists
and libraries using just the browser. Custom workflows can be created with software applications such as
SharePoint Designer 2013 or Visual Studio 2012.

SharePoint Designer is a powerful and fairly easy to use tool for creating custom workflows and does not
require any formal developer skills. Visual Studio, although extremely powerful in creating custom workflows,
requires developer skills to use. The walk-throughs and exercises in this course will focus on using SharePoint
Designer 2013 to create custom workflows.

  • Lesson 1: Workflow Basics
  • Lesson 2: Custom List Workflows
  • Lesson 3: Workflow Actions
  • Lesson 4: Workflow Conditions
  • Lesson 5: Workflow Initiation Form
  • Lesson 6: Reusable Workflows

Module 3: Working with Managed Metadata

The Managed Metadata service in SharePoint Server 2013 provides central term storage and management.
The Term Store is what allows you to have common sets of terms that can be shared across all sites
and site collections within a farm. The Managed Metadata service only comes with the pay versions of
SharePoint Server, and it is not available with SharePoint Foundation 2013.
 
Term Store terms are organized within a Term Set which is created within a Term Group forming a hierarchy
nested within the Managed Metadata Service. The parent service defines Term Store Administrators that are
responsible for creating the Term Groups. The Term Groups define the Group Managers and Contributors.

  • Lesson 1: Creating a Term Store Group and Term Set
  • Lesson 2: Creating Metadata Columns in Lists and Libraries
  • Lesson 3: Publishing Content Types

Module 4: Business Connectivity Services

Business Connectivity Services is a free service that comes with the Foundation version of SharePoint.
The service enables administrators to create external lists linked to data outside of SharePoint.
Normal SharePoint lists expose data that is stored inside of a SQL content database that SharePoint
creates and maintains.

  • Lesson 1: Business Connectivity Service Basics
  • Lesson 2: Creating an External Content Type with SharePoint Designer
  • Lesson 3: Creating a List from an External Content Type

Module 5: Information Management Policy

In this lesson, you will learn the basics of information management policy.

  • Lesson 1: Information Management Policy Basics
  • Lesson 2: Defining Information Policy for a Content Type
  • Lesson 3: Defining Information Policy for a List

Module 6: Content Organizer

Content organizer is a SharePoint feature that only comes with the pay versions of SharePoint.
It provides document routing from a drop-off library. The feature is enabled at the site level and
the drop-off library is created as part of the feature activation. Once the drop-off library is created,
you can define rules that route documents placed in the drop-off library to their final destination.

  • Lesson 1: Activating the Content Organizer Feature
  • Lesson 2: Configuring Content Organizer Settings
  • Lesson 3: Configuring content Organizer Rules

Module 7: Document ID Service

SharePoint's Document ID service, available with the pay versions of SharePoint, creates unique IDs
for documents that are prefixed with text the Site Collection Administrator defines. What's more is
that the ID assigned to the document creates a fixed URL that can be used to link to the document even
if it is moved to another library or site.

The Document ID service can only be used on documents and cannot be used on list items. The Document ID
service is enabled at the Site Collection level by activating a feature. Once the service is activated
the Site Collection Administrator can define the prefix string to be used. SharePoint uses a Timer Job,
Document ID assignment job, to set the IDs on existing documents once the Document ID Service has been
activated. The Timer Job runs every 24 hours by default so existing documents will not have the IDs until
the job has run. A Farm administrator can manually run the job to have the IDs created sooner.
New documents will have IDs created when the document is saved to the library.

  • Lesson 1: Activating the Document ID Feature
  • Lesson 2: Configuring Document ID Settings
  • Lesson 3: Linking Documents Using Their Document ID

Module 8: Document Sets

SharePoint's Documents Sets are like enhanced versions of folders. As with folders, you primarily use
them to group similar documents together. They are enhanced with the ability to have their own metadata,
workflows, and home page.
 
The Document Sets feature is only available with the pay versions of SharePoint Server 2013. To use
Document Sets, the feature must be active at the Site Collection level. Once activated, there will be
a new Document Set content type in the Site Collection's content type gallery. To best take advantage
of the enhancements offered by Document Sets, you should create custom content types that inherit from
the Document Set content type.

  • Lesson 1: Activating the Document Sets Feature
  • Lesson 2: Creating a Document Set Content Type
  • Lesson 3: Adding a Document Set Content Type of a Library

Module 9: SharePoint Server Publishing Infrastructure

SharePoint's publishing infrastructure provides an enhanced way to create and store information displayed
through the site's Web pages. The publishing infrastructure is only available on the pay versions of
SharePoint and can be enabled by activating features at both the site collection and site level.

  • Lesson 1: Activating the SharePoint Server Publishing Infrastructure
  • Lesson 2: Publishing Infrastructure Basics
  • Lesson 3: Creating Pages with Page Layouts

Module 10: Configuring and Consuming Site Search Results

SharePoint 2013 comes out-of-the-box with search capabilities, even the free Foundation version.
The main difference with SharePoint Foundation 2013 version of search is its limited in scalability,
everything has to run on a single server. Other than the scalability the Search services is internally
the same for all versions of SharePoint 2013.

  • Lesson 1: Search SharePoint for Content
  • Lesson 2: SharePoint Search Center

Documentation

Official courseware

Lab

  • Lab 1: Content Approval
  • Lab 2: Creating Custom Workflows with SharePoint Designer 2013
  • Lab 3: Working with Managed Metadata
  • Lab 4: Business Connectivity Services
  • Lab 5: Defining Information Policy for a List
  • Lab 6: Content Organizer
  • Lab 7: Document ID Service
  • Lab 8: Document Sets
  • Lab 9: SharePoint Server Publishing Infrastructure
  • Lab 10: Configuring and Consuming Site Search Results