SharePoint - Document Library introduction

 

Document Library is a collection of documents/files in SharePoint, which are shared within the organization and maintained using SharePoint’s Web application platform. It not only stores the documents, but also manages the metadata for the document. Most document management features are delivered through document libraries. Using features such as Workflow, Content types etc., SharePoint document library helps organize and collaborate the documents more efficiently

Why use Document library?

One of the first Questions that a new SharePoint user asks is “What benefit do I get in using a SharePoint document library over traditional file shares/Shared folders?”

Given below are some of the advantages of using SharePoint document library that can help you answer such questions:

Multiple and flexible interfaces - There are various interfaces available for SharePoint document libraries. You can access the document library using familiar interfaces you already know including:

• Internet Explorer (IE)
• My Network Places
• Microsoft Office Applications

Apart from these there are various client side applications that allows you to work offline when you are not connected to the network.

This flexibility allows you to work efficiently, no matter where you are, without having to learn new difficult software interfaces. Most of the features of SharePoint are available in each of the interfaces listed above. However, some functions are easier to achieve in one interface than others.

Versioning - The document library can be configured to save old versions of documents and keep track of version numbers on documents. This allows you to easily revert to a previous version of a document should a problem arise with the current version. SharePoint also includes the ability to check out and check in documents, which means you can avoid having multiple copies of the same document updated by different people.

MS Office integration – If you are using MS Office Suite along with SharePoint, you get many features in office application and SharePoint which can be helpful in document management. Not only that, many office documents can directly be opened in SharePoint interface, making it a good user experience.

Content type - Content type defines the attributes of a list item, a document, or a folder.

Metadata - Information describing the document is stored in the document library along with the document. This gives you a clear understanding of exactly what the document is, what is contained in the document, when it was last updated, and by whom, so you do not have to open a document to determine if it is the required document. Customized metadata can be developed to help describe and "file" a document.

Accessibility and user friendly interface - The document library uses a familiar and friendly interface through My Network Places or IE. This makes it simple to learn to use.

Document Search - Documents are fully indexed, which makes it easy to search for the files and folders you need. For more information on how to use the Search function, please refer to the Reader Course.

Workflow - Workflows allow you to set processes that dictate a flow of activities that need to be done based on the document library that you are working in. This assists information workers to complete tasks that contribute to their workgroup's decisions or deliverables.

Recycle Bin - SharePoint has individual and site collection recycle bins. If a document is deleted it is placed into the user's recycle bin where they can restore it or delete it. From there it goes to a site collection recycle bin, where the site collection administrator can restore or delete it.

How to use document libraries and realize the benefits?

Teamsites library - Collaboration; easy sharing of content among peers; content control, such as versioning; SharePoint Server 2010 search.

Portal - Content that is intended for a wider audience in the organization; similar to a library in a team site, but typically implemented by using a stricter review and approval process.

Document Center - A large-scale library useful as an enterprise knowledge base or historical archive; includes features to help users navigate, search, and manage lots of documents in a deep hierarchy by using a set of specialized Web Parts.

Records repository - Specialized records management; each library corresponds to a record type, such as contract, that the organization must retain for legal compliance purposes; libraries retain documents, metadata, and associated audits and are meant to be read-only.

Internet site - Content in Web pages to incorporate into an Internet or intranet Web site; SharePoint Server 2010 supports editing Web pages directly and manages the underlying document libraries for each page automatically.

Slide library - Support for sharing, managing, and reusing Microsoft PowerPoint slides.

What can you do with document libraries?

Most of the SharePoint sites have one of more Document libraries defined by default. You can simply customize (if required) and use these libraries. You can further create more document libraries to suit your needs.

Here are some ways to work with libraries and make them more useful for your Organization:

Views - You can use a view (a set of columns on a Web page that displays items in a list or document library. The view can display sorted or filtered items, a selection of columns, or a custom layout.) To see the items in a library that are most important to you or that best fit a purpose. The contents of the actual library don't change, but the files are organized or filtered to make them easier to find and to browse in a meaningful way.

Manage approvals - You can specify that approval for a document is required. Documents remain in a pending state until they are approved or rejected by someone who has permission to do so. You can control which groups of users can view a document before it is approved.

Track versions - If you need to keep previous versions (versioning: The process of creating a backup copy of a document or picture whenever a revision is saved to the library.) of files, libraries can help you track, store, and restore the files. You can choose to track all versions in the same way. Or you can choose to designate some versions as major, such as adding a new chapter to a manual, and some versions as minor, such as fixing a spelling error. To help manage storage space, you can optionally choose the number of each type of version that you want to store.

For example, a travel agency might use a document library to manage its files. While team members develop a new sales proposal, they track minor versions of the file. If they make a mistake in one version, they can restore a previous version. When they finish the proposal, they can create a major version and then publish it for approval by their legal department and their manager. When the file is approved, other employees in the company can view the file.

Require Check Out of files - When you require check out (check out: To lock a file while editing it to prevent others from overwriting or editing it inadvertently. Only the user who checks out a document can edit the document.) of a file, you ensure that only one person can edit the file until it is checked in (check in: To release the lock for editing and enable other users to view the updated file or check out the file.). Requiring documents to be checked out prevents multiple people from making changes at the same time, which can create editing conflicts and lead to confusion. Requiring checkout can also help to remind team members to add a comment when they check a file in, so that you can more easily track what has changed in each version.

Alerts and RSS - Libraries in SharePoint support RSS technology, so that members of your workgroup can automatically receive updates. RSS enables people to receive and view updates, or feeds, of news and information in a consolidated location. You can also create e-mail alerts, so that you are notified when files change.

Offline file edit - If you prefer to work on your files on your hard disk, you can check them out and work offline, if you use an application that is compatible with SharePoint, such as the Microsoft Office system.

Use email program to work with library- By using an e-mail program that is compatible with SharePoint such as Microsoft Office Outlook, you can take your important information with you. You can read, edit, and search your files offline from your mail program.

Easy to copy documents across locations - You can easily send a file to another location on a SharePoint site, download the file an alternate location, or simply send the URL as a link in an e-mail. When you update the original document, you can choose to be prompted to update the file in the other locations.

Content types - If your group works with several types of files, such as worksheets, presentations, and documents, you can extend the functionality of your library by enabling and defining multiple content types (content type: A reusable group of settings for a category of content. Use content types to manage the metadata, templates, and behaviors of items and documents consistently. Content types are defined at the site level and used on lists and libraries.). Content types add flexibility and consistency across multiple libraries. Each content type can specify a template and workflow (workflow: The automated movement of documents or items through a specific sequence of actions or tasks related to a business process. Workflows can be used to consistently manage common business processes, such as document approval or review.) processes.

For example, a sales department can have templates for sales reports, standard documents, budgets, and presentations. Each template contains the company logo and mission statement. When people create a new file from the document library, they can select which template they want to use.

Manage unique permissions- You can specify unique permissions for a library, or even a file within a library.

Workflows - A document library or content type can use workflows that your organization has defined for business processes, such as managing document approval or review.

Storing many documents in one library - You may want one large library to serve diverse needs. For example, you might have several projects within the same group, or multiple groups working on the same project.

Use a single library when:

• Your group needs to see summary information about the files or different views of the same set of files. For example, a manager may want to see all files grouped by department or due date.
• People want to search for the files in the same location on a site.

Libraries have several features that help you work with multiple files in the same library. However, multiple libraries may suit your organization better.

Document management using Libraries

Document management involves planning and designing for all aspects of a document lifecycle in the organization. Listed below are some of the key elements of a well-designed document management plan.

User roles description - Identify the key participants in the document management processes and what their responsibilities will be.

Catalog of document types - Determine the major categories of documents that the organization uses and the critical information that must be maintained.

Document movement plan - Identify situations in which documents move between sites or servers and under what conditions.