Tài liệu Module 3: Configuring the Workspace docx

Module 3: Configuring the Workspace Contents Overview Planning a New Workspace Creating and Configuring a Category Creating a Document Profile and Document Profile Property 10 Creating Document Folders and Modifying Folder Properties 22 Interaction of Categories, Document Profiles, and Document Folders 29 Lab A: Organizing Documents 30 Review 41 Information in this document is subject to change without notice The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted Complying with all applicable copyright laws is the responsibility of the user No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Microsoft Corporation If, however, your only means of access is electronic, permission to print one copy is hereby granted Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property  2001 Microsoft Corporation All rights reserved Microsoft, Active Directory, Active X, FrontPage, JScript, MS-DOS, NetMeeting, Outlook, PowerPoint, SharePoint, Windows, Windows NT, Visio, Visual Basic, Visual SourceSafe, Visual Studio, and Win32 are either registered trademarks or trademarks of Microsoft Corporation in the U.S.A and/or other countries Other product and company names mentioned herein may be the trademarks of their respective owners Module 3: Configuring the Workspace Instructor Notes Presentation: 60 Minutes This module provides students with the information necessary to configure a Microsoft® SharePoint™ Portal Server 2001 workspace Lab: 30 Minutes After completing this module, students will be able to: Develop a plan for implementing the workspace in an organization Create and configure a category for document management Create a document profile and a document profile property Create document folders and modify folder properties Describe the relationship between categories, document profiles, and document folders Materials and Preparation This section provides the materials and preparation tasks that you need to teach this module Required Materials To teach this module, you need the Microsoft PowerPoint® file 2095a_03.ppt Preparation Tasks To prepare for this module, you should: Read all of the materials for this module Complete the lab Instructor Setup for a Lab This section provides setup instructions that are required to prepare the instructor computer or classroom configuration for a lab Lab A: Organizing Documents To prepare for the lab • Review the scenarios that are used in the lab iii iv Module 3: Configuring the Workspace Module Strategy Use the following strategy to present this module: Planning a New Workspace Discuss all the planning issues that a student should consider before configuring the workspace Describe how user needs can determine how the coordinator at the workspace level plans categories, properties, and document folders for the workplace The concepts and procedures that are discussed in this topic are reinforced in Lab A, Organizing Documents Creating and Configuring a Category Demonstrate how to create a category and how to configure category descriptions, keywords, images, and contact information Lab A, Organizing Documents, reinforces content from this topic by having students create a category hierarchy Creating a Document Profile and Document Profile Property Explain the role of metadata in document profiles in SharePoint Portal Server Show the students how to locate document properties for documents that preceded the installation of SharePoint Portal Server and how to locate SharePoint Portal Server properties for the purpose of integrating existing document properties into the SharePoint Portal Server workspace Demonstrate how to create a document profile by using the Add Document Profile Wizard Demonstrate the procedure for creating a custom document profile property Demonstrate the procedures for editing and deleting document profile properties, and for deleting a document profile Lab A, Organizing Documents, reinforces content from this topic by having students create a custom document profile Creating Document Folders and Modifying Folder Properties Discuss folder property inheritance and naming restrictions, how to create document folders, and how to modify folder properties Lab A, Organizing Documents, reinforces content from this topic by having students create document folders Interaction of Categories, Document Profiles, and Document Folders Discuss and demonstrate the relationship between categories, document profiles, and document folders in the workspace Module 3: Configuring the Workspace Customization Information This section identifies the lab setup requirements for this module and the configuration changes that occur on student computers during the labs This information is provided to assist you in replicating or customizing Training and Certification courseware Important The lab in this module is also dependent on the classroom configuration that is specified in the Classroom Setup Guide for Course 2095A, Implementing Microsoft® SharePoint™ Portal Server 2001 Lab Setup The following list describes the setup requirements for the lab in this module Setup Requirement The lab in this module requires logging on as Judy Lew (JudyLe), a coordinator at the workspace level, in order for students to configure the workspace To prepare student computers to meet this requirement, perform the following action: • Use either the SharePoint Portal Server Administration or the Workspace Settings Wizard to assign Judy Lew as a coordinator at the workspace level while you are logged on as Suzan Fine (SuzanF), a local administrator Setup Requirement The lab in this module requires that Microsoft Internet Explorer be set up and that the default home page be set to the SharePoint Portal Server workspace in order for students to connect to the dashboard site To prepare student computers to meet this requirement, perform the following actions: Initialize Internet Explorer for Judy Lew (JudyLe) On the Internet Explorer Tools menu, click Internet Options to change the home page for Judy Lew (JudyLe) so that it displays the SharePoint Portal Server dashboard site that is being used for this lab, (http://your_server_name/AdvWorksWorkspace) Lab Results Performing the lab in this module introduces the following configuration changes: Categories, document profiles, and document folders are created The Adventure Works Product document profile is assigned as the default document profile on the Casual Clothes document folder v Module 3: Configuring the Workspace Overview Topic Objective To provide an overview of the module topics and objectives Lead-in In this module, you will learn about organizing documents in a SharePoint Portal Server workspace and about the planning issues related to these tasks Planning a New Workspace Creating and Configuring a Category Creating a Document Profile and Document Profile Property Creating Documents Folders and Modifying Folder Properties Interaction of Categories, Document Profiles, and Document Folders *****************************ILLEGAL FOR NON-TRAINER USE***************************** Microsoft® SharePoint™ Portal Server 2001 provides an integrated document management environment by using categories, document profiles, and document folders to organize documents in the workspace The SharePoint Portal Server workspace includes folder hierarchies and document management tools that increase the efficiency of the document search process As the coordinator at the workspace level, you determine how document management is implemented in your organization by creating and configuring categories and document profiles, and by creating a document folder hierarchy After completing this module, you will be able to: Develop a plan for implementing the workspace in an organization Create and configure a category for document management Create a document profile and a document profile property Create document folders and modify folder properties Describe the relationship between categories, document profiles, and document folders Module 3: Configuring the Workspace Planning a New Workspace Topic Objective To outline this topic Lead-in Before you can implement document management in the workspace, you must examine your organization’s existing document management practices, security and group policy requirements, and the current and future needs of your workspace users Determining User Needs Planning Categories, Document Profiles, and Document Folders *****************************ILLEGAL FOR NON-TRAINER USE***************************** As a coordinator at the workspace level, you are responsible for creating the initial workspace structure that contains and organizes workspace documents To this, you create standard and enhanced document folders, categories, and document profiles However, before you can implement document management in the workspace, you must examine your organization’s existing document management practices, security and approval policy requirements, and the current and future needs of your workspace users After this is accomplished, you can use the information gathered from your workspace users to organize your workspace document folders, categories, and document profiles Module 3: Configuring the Workspace Determining User Needs Topic Objective Locating Documents: Users need explicit and efficient ways to search for and locate documents To outline the process used to identify user needs Lead-in To create a workspace that effectively organizes the user documents in it, you need to know how your existing user needs and approval policies correspond to the organizational tools that SharePoint Portal Server provides Securing Documents: Users must be able to control access to their documents by using permissions Workspace Implementing Approval Policies: Users must be able to get approval on some documents before they are made available to other users *****************************ILLEGAL FOR NON-TRAINER USE***************************** Creating a well-organized workspace involves performing a user needs analysis to determine how your organization’s user needs and approval policies map to the organizational tools provided by SharePoint Portal Server This user needs analysis determines which categories, document profiles, and document folders you will need to create to organize the documents in your workspace Begin your user needs analysis by meeting with a point-of-contact from each department in your organization This point-of-contact should be someone who is familiar with the document management requirements of the department and has the time to help you devise a plan for gaining departmental support for the implementation of the SharePoint Portal Server workspace When determining your users’ needs, consider that all users require the ability to: Locate documents Users need explicit and efficient ways to search for and locate documents Secure documents Users must be able to control access to their documents by using read-only, read/write, or no access permissions Implement approval policies Users must be able to get approval on some documents (for example, sales data, product information, or white papers) before they are made available to other users within or outside the organization Module 3: Configuring the Workspace Planning Categories, Document Profiles, and Document Folders Topic Objective To outline the processes for planning categories, document profiles, and document folders in the workspace Lead-in SharePoint Portal Server supports document management by using categories, document profiles, and document folders to organize documents in the workspace Planning Categories Categories Competitors Division Overview Products Planning Document Profiles Planning Document Folders Document profile Documents Title Author Keywords Description Financial Reports Forecast Travel Reimbursement *****************************ILLEGAL FOR NON-TRAINER USE***************************** SharePoint Portal Server supports document management by using categories, document profiles, and document folders to organize documents in the workspace Each of these components has specific issues related to planning Planning Categories Emphasize that categories are created for SharePoint Portal Server readers, the users who will be browsing for documents Categories are optional–they enable users of a SharePoint Portal Server workspace, typically readers, to search and browse for documents in the workspace Because categories are assigned to individual documents, they not affect, or rely on, the location of the document in the document folder hierarchy Therefore, a single document can be associated with several categories Determining Which Categories to Create To determine which categories you will need to create, ask users and content owners how their documents are currently organized Determine the strong and weak points of the current structure, and then develop categories that build on this structure You can use the existing folder hierarchy as a model for developing a new category hierarchy if it meets the needs of your users Determining How Many Categories to Create Determining the number of categories to create depends on the type of business that you are involved in For example, if you are setting up a workspace for a large manufacturing firm that produces a wide range of diverse products, hundreds of categories may be required to support effective user browsing However, if you are setting up a workspace for a small consulting firm that specializes in a small niche field, fewer than twenty categories may be required 28 Module 3: Configuring the Workspace Modifying Folder Properties Enhanced Web Folder Properties Enhanced Web Folder Properties Web FolderWeb Folder Properties Enhanced Web Folder Properties Enhanced Properties Topic Objective General Security Profiles Approval General Security Profiles Approval General Security Profiles Approval General Security Profiles Approval To present the tabs on the folder Properties page that are used to configure folder properties Select the profiles that can be applied to documents in Documentsfolder's approved before parent must be UseEnhanced Web security settings publishing this folders Enhanced Web Folder Folder Approvers: User or Group Available document profiles: Approver E-mail Add… Approver Name User Role Address: or Group http://glasgow/AdvWorksWorkspace Address: http://glasgow/AdvWorksWorkspace Announcement Everyone Reader /Documents/Enhanced /Documents/Enhanced Remove… Base Document (KM… Administrator Coordinator Size:News Item0 bytes (0 bytes) Size: bytes (0 bytes) Web Link Contains: Files, Folders Contains: Files, Folders Lead-in To modify folder properties, use the tabs on the folder Properties page Remove… Set E-mail… Add… Created: Monday, October 30, 2000, 1:20:30 PM Created: Monday, October 30, 2000, 1:20:30 PM Route to approvers Modified: Monday, October 30, 2000, 1:20:34 PM Modified: Monday, October 30, 2000, 1:20:34 PM One after another Profile description Enable enhanced folders Enhanced folders All at once Enable enhanced folders Enhanced folders support Portal Announcement check-in and check out, support document versions, check-in and check out, and Role: approve document versions, and All document publishing document publishing Role Description: Comments for profile by default Use the following approval e-mail: for documents in this folder: Base Document Reset all subfolders to use these security settings OK OK OK OK Cancel Cancel Cancel Cancel Apply Apply Apply Apply *****************************ILLEGAL FOR NON-TRAINER USE***************************** As the coordinator at the folder level, you can modify folder properties by using the tabs on the Properties page of a document folder The icon on the bottom left corner of the slide indicates that this slide consists of a sequence of slides Click to display each slide (which shows each tab of the Properties page) To access the Properties page of a document folder, in My Network Places, right-click the folder that you want to configure, and then click Properties To display the property that you want to edit, select one of the tabs in the following table Tab Description General Use this tab to enable or disable enhanced folder settings and to view the general properties of the folder Security Use this tab to add and remove folder users, to assign folder users with roles, and to configure folder security inheritance settings Profiles Use this tab to select the document profiles to associate with the folder (standard folders allow all document profile types) and to select the default profile to apply to all documents you place in the folder that have no profile assigned to them Approval Use this tab only with enhanced folders to add and remove approvers, to select the approval process routing path, and to provide comments for the e-mail message that is sent to approvers to notify them that a document is awaiting their approval Note You cannot enable or disable enhanced folder settings for a folder that contains documents If you want to change this setting, you must it before populating the folder with documents, or you must remove all documents from the folder before changing this property Module 3: Configuring the Workspace 29 Interaction of Categories, Document Profiles, and Document Folders Topic Objective To outline the relationships between categories, document profiles, and document folders in the workspace Lead-in Categories, document profiles and document folders each stand alone in the workspace, but they also are related A category is a type of property for use in document profiles Documents Properties Document profiles are attached to document folders using the Properites page of the folder A document folder can be tagged with more than one document profile A single document profile can be attached to several different document folders *****************************ILLEGAL FOR NON-TRAINER USE***************************** When you create your initial workspace structure, you can create document profiles, document folders, and categories in any order However, it is important to understand how these three components of the workspace are related Demonstrate the relationship between categories, document profiles, and document folders by creating a diagram on the white board or flipchart that illustrates the bulleted points Document profiles, document folders, and categories are related as follows: Categories can be selected as a document profile property for a document profile A document profile is attached to a document folder by using the Properties page of the folder Several document profiles can be associated with a single document folder A single document profile can be associated with several different document folders If a document folder includes only one document profile, and that profile does not include categories as one of the specified profile properties, none of the documents in the folder can be associated with a category 30 Module 3: Configuring the Workspace Lab A: Organizing Documents Topic Objective To introduce the lab Lead-in In this lab, you will organize documents *****************************ILLEGAL FOR NON-TRAINER USE***************************** Objectives After completing this lab, you will be able to: Create a category by using the Web folders view of the workspace Create a document profile and profile properties by using the Add Document Profile Wizard Edit a document profile and create profile properties by using the Web folders view of the workspace Create an enhanced document folder by using the Web folders view of the workspace Lab Setup To complete this lab, you need the following: You must use either SharePoint Portal Administration or the Workspace Settings Wizard to assign Judy Lew as a coordinator at the workspace level You must initialize Internet Explorer for Judy Lew (JudyLe) You must use the Internet Options command on the Internet Explorer Tools menu to change the home page for Judy Lew (JudyLe) so that it displays the SharePoint Portal Server dashboard site that is being used for this lab (http://your_server_name/AdvWorksWorkspace) Module 3: Configuring the Workspace 31 Scenario You are Judy Lew, the coordinator for the AdvWorksWorkspace workspace As the coordinator of the workspace, you are responsible for creating and maintaining the workspace categories, document profiles, and document folders that will be used to manage the workspace documents You have created a category structure that reflects the old document folder hierarchy that Adventure Works used before deploying SharePoint Portal Server, and you have created a new folder hierarchy that is based on the company's organizational structure By basing the category hierarchy on the old folder structure, you have made it easier for readers to transition to the new SharePoint Portal Server interface Now that readers and authors are using SharePoint Portal Server to access, store, and manage their documents, you are beginning to receive requests for changes and updates that only a coordinator can implement During the exercises in this lab, you will be processing requests that come to you from various sources within Adventure Works Estimated time to complete this lab: 30 minutes 32 Module 3: Configuring the Workspace Exercise Creating a Category Hierarchy In this exercise, you will: Create categories manually by using the Web folders view of the workspace Use the Properties page of a workspace category to establish a category description and the category contact information Scenario You are Judy Lew, the coordinator for the AdvWorksWorkspace workspace Kim Yoshida, the Vice President in charge of Product Development, has heard about your work with SharePoint Portal Server and has suggested a few new categories that she would like to see implemented so that people in Product Development can find morale event notices more easily You will use My Network Places to open a Web folders view of the workspace and create the required categories Because readers will use the new categories to browse for documents, you will use the old document folder hierarchy that your users are familiar with, as shown in the following table New category name Old document folder New document folder Human Resources\ Human Resources\ Human Resources\ Morale\ Morale\ Morale\ Onsite Activities Onsite Activities Versioned documents Recurring Events Recurring Events Versioned documents To log on as Judy Lew, the coordinator at the workspace level In the Welcome to Windows dialog box, press CTRL+ALT+DEL In the User name box, type JudyLe In the Password box, type password and then click OK To open a Web folders view of the workspace If you have already created a shortcut to the workspace on your desktop, double-click the AdvWorksWorkspace on your_server_name shortcut to open a Web folders view of the workspace, and then continue with step of the next procedure, To create new categories by using My Network Places On the Windows desktop, double-click My Network Places In the My Network Places window, double-click Add Network Place In the Add Network Place Wizard dialog box, in the Type the location of the Network Place box, type http://your_server_name/AdvWorksWorkspace Click Next, and then, to add AdvWorksWorkspace on your_server_name as a new Network Place, click Finish In the My Network Places window, right-click the AdvWorksWorkspace on your_server_name icon, and then, while holding down the right mouse button, drag and drop it on your desktop Module 3: Configuring the Workspace To specify that you want to create a shortcut to AdvWorksWorkspace on your_server_name, release the right mouse button, and then click Create Shortcut Here Close the My Network Places window, and then maximize the AdvWorksWorkspace on your_server_name window To create new categories by using My Network Places In the Web folders view, open the top-level category by double-clicking Categories You can also create a new category using the File menu as follows: Click File, point to New, and then click Category Right-click in the window background, and then, on the shortcut menu, point to New, and then click Category Name the new category by typing Human Resources and then pressing ENTER Wait for SharePoint Portal Server to finish adding the new category to the index, which takes several seconds Human Resources will be displayed after the index has been updated Remind the class that categories can be created programmatically This is especially helpful when there are ten or more categories that must be created on one or more workspaces Open the Human Resources category by double-clicking Human Resources Right-click in the window background, and then, on the shortcut menu, point to New, and then click Category Name the new category by typing Morale and then pressing ENTER Open the Morale category by double-clicking Morale Right-click in the window background, and then, on the shortcut menu, point to New, and then click Category Name the new category by typing Recurring Events and then pressing ENTER 10 Right-click in the window background, and then, on the shortcut menu, point to New, and then click Category 11 To name the new category, type Onsite Activities and then press ENTER To modify the properties of the Onsite Activities category Right-click Onsite Activities, and then, on the shortcut menu, click Properties In the Description box, type This category enables readers to find documents that describe the morale events occurring here at the Adventure Works main office In the Add or select keywords box, type morale events and then press ENTER Repeat step to enter the following category keywords; parties, celebrations, and group functions Close the Add or select keywords box by clicking the down-arrow in the box In the Category contact name box, type Judy Lew 33 34 Module 3: Configuring the Workspace In the Category contact e-mail address box, type JudyLe@AdvWorks.msft Save your new property settings by clicking OK To examine the new category hierarchy that you created Notice that the Onsite Activities and Recurring Events categories are now displayed After creating categories, you would normally add documents to the workspace and then assign appropriate categories to them, or assign the new category to existing documents using the document properties dialog box On the Windows desktop, double-click Internet Explorer On the digital dashboard navigation bar, click Categories Display the Onsite Activities category by clicking Morale and then clicking Onsite Activities Quit Internet Explorer To send the Category Contact an e-mail message To the right of Contact, click Judy Lew If necessary, use the Outlook Wizard to configure Outlook 2000 for the first use Send an e-mail message requesting a change Module 3: Configuring the Workspace 35 Exercise Creating a Custom Document Profile In this exercise, you will manually create a document profile by using the Web folders view of the workspace Scenario When SharePoint Portal Server was initially deployed, readers were delighted by the amount of metadata that was associated with the documents in the workspace Recently, however, workspace authors have been getting requests (from the marketing side of Adventure Works) for metadata that relates to the actual product A committee was established (made up of workspace authors, readers, and you) to identify the most critical product metadata and to define how to incorporate that metadata The committee decided that a new document profile and three new profile properties should be created Workspace authors could then use the new document profile to associate their documents with the new metadata as applicable To accommodate this request you began creating the new profile properties So far you have created two of them, Product History and Product Importance In this exercise, you will create the new Adventure Works Product document profile and the third profile property, Customer Satisfaction To create a new document profile by using the Web folders view of the workspace When you create a new profile, the Base Document profile is used as the default document profile template You can, however, create a new profile that is based on any existing document profile by selecting an existing profile from the Template list Categories is a standard property that SharePoint Portal Server provides, but Product History and Product Importance are custom properties that are created for this lab You will be creating your own custom properties shortly In the Web folders view of the workspace window, click Up three times, and then double-click Management In the Management folder, open the Document Profiles folder by doubleclicking Document Profiles Double-click Add Document Profile On the Welcome to the Add Document Profile Wizard page, click Next On the Add Document profile page, in the Name box, type Adventure Works Product and then click Next On the Select the properties page, select the Categories check box, scroll down the list, and then select the Product History and Product Importance check boxes On the Select the properties page, click New In the Create New Property dialog box, in the Field name box, type Customer Satisfaction In the Type box, click Multivalue List, and then click Values 10 In the Values dialog box, in the Enter a new list value box, type Zero defects reported and then click Add 11 Add a value to the Values list by repeating step 10 using High reject/return rate as the new list value 12 In the Values dialog box, click OK 36 Module 3: Configuring the Workspace 13 In the Create New Property dialog box, select the Require users to enter a value for this property check box, and then click OK Notice that on the Configure the property order page of the Add Document Profile wizard, you can choose the order in which the properties will appear on the profile form by selecting a property, and then using the Move arrows 14 On the Select the properties page, click Next 15 Click Next, and then click Finish To apply a profile to a document folder Navigate back to the top level folder by clicking Up and then clicking Up again In the AdvWorksWorkspace on your_server_name window, double-click Documents, double-click Product Development, and then double-click Casual Clothes Display the properties of the Versioned Documents folder by right-clicking Versioned Documents and then clicking Properties Display the Profile information for this folder by clicking Profiles Select the Adventure Works Product check box In the Use the following profile by default for documents in this folder list, click Adventure Works Product, and then click OK Module 3: Configuring the Workspace 37 Exercise Editing a Document Profile In this exercise, you will use the Document Profiles folder to access and edit an existing document profile property Scenario You have received feedback on the Adventure Works Product document profile The Customer Satisfaction custom profile property requires an additional property to be available when there is not enough information to select either Zero defects reported or High reject/return rate You have decided to add another value, Insufficient data, to the list of values that are available to the document authors To open the Document Profiles folder In the AdvWorksWorkspace on your_server_name window, open the toplevel Management folder by clicking Up, clicking Up again, clicking Up a third time, and then double-clicking Management In the Management folder, open the Document Profiles subfolder by doubleclicking Document Profiles To edit the Customer Satisfaction profile property Right-click Adventure Works Product On the shortcut menu, click Properties On the Adventure Works Product Properties tab, click Select Properties… In the Properties list, click Customer Satisfaction, and then click Edit In the Attributes dialog box, click Edit Values In the Values dialog box, in the Enter a new list value box, type Insufficient data and then click Add Click OK, and then, on the Attributes dialog box, click OK In the Select Properties dialog box, click OK Close the Adventure Works Product Properties page by clicking OK 38 Module 3: Configuring the Workspace Note Answer the following questions about document profiles and document profile properties Do you have to open the Properties page of a specific document profile in order to edit a profile property? Why? No Since profile properties are common to a workspace, you can access all of the profile properties defined within a single workspace from any existing document profile Simply click Select Properties on the Properties page of any document profile Can you delete a profile property that is currently being referenced on more than one document profile? No All the references to a profile property must be removed before the profile property can be deleted If you delete a document profile, what happens to the documents that reference it? Documents already classified using that profile will be reclassified using the default document profile for the folder in which they are stored If the selected profile is currently in use by a document folder, a warning message will appear and the profile will not be deleted Module 3: Configuring the Workspace 39 Exercise Creating Document Folders Objectives During this exercise, you will add enhanced document folders to the document folder hierarchy Scenario You have received an e-mail message from Jan Miksovski stating that the Casual Clothing group would like to begin using three separate document approval processes rather than just one A different approval process will be assigned depending on whether the document pertains to Men's, Women's, or Children's clothing She will be defining the new approval processes during the next couple of weeks, but she would like you to create the folders now To accommodate her new approval processes, you will need to create two additional enhanced folders under the Casual Clothes folder To create a SharePoint Portal Server Enhanced Web folder (enhanced document folder) by using My Network Places On the Standard Buttons toolbar, navigate to the top-level Documents folder by clicking Up and then clicking Up again Open the Casual Clothes folder by double-clicking Documents, doubleclicking Product Development, and then double-clicking Casual Clothes Notice that new folders inherit properties from their parent folder The Potential Product Development folder is represented using the enhanced folder icon and Versioning Enabled is displayed in the Web folders view On the File menu, point to New, and then click Folder Wait for the new Web folder to be created Type Versioned with Approval and then press ENTER Right-click Versioned with Approval On the shortcut menu, click Properties Select the Enable enhanced folders check box, and then click OK On the File menu, point to New, and then click Folder 10 Wait for the new Web folder to be created 11 Type Versioned with Approval and then press ENTER 12 Right-click Versioned with Approval 13 On the shortcut menu, click Properties 14 Select the Enable enhanced folders check box, and then click OK Note For information about configuring an enhanced folder for approval, see Module 5, “Publishing Documents,” in Course 2095A, Implementing Microsoft® SharePoint™ Portal Server 2001 40 Module 3: Configuring the Workspace To close the Web folders view of the workspace and log off On the File menu, click Close Press CTRL+ALT+DEL Click Log Off, and then click Yes Note Answer the following questions about Standard and Enhanced Document folders What determines if a document folder will be standard or enhanced? Folder property inheritance How you convert an enhanced document folder into a standard document folder? Open the Properties dialog box for the folder, on the General tab, clear the Enable enhanced folders check box If you want to convert an enhanced folder that already contains documents into a standard folder, what must you do? You must remove the content from the folder before you can change the folder type Module 3: Configuring the Workspace 41 Review Topic Objective To reinforce module objectives by reviewing key points Lead-in The review questions cover some of the key concepts taught in the module Planning a New Workspace Creating and Configuring a Category Creating a Document Profile and Document Profile Property Creating Documents Folders and Modifying Folder Properties Interaction of Categories, Document Profiles, and Document Folders *****************************ILLEGAL FOR NON-TRAINER USE***************************** How is a category related to a document profile? A category can be selected as a profile property to be included in a document profile How is a category used, and who is the main user of a category? Categories are used to organize files and sort them into groups Categories are mainly used by readers to browse for documents How is a document profile used and who is the main user of a profile? Document profiles are used to associate metadata with a document Both authors and readers use document profiles Authors use them to supply descriptive metadata about their files Readers use document profiles to help them search for the documents that they are trying to find 42 Module 3: Configuring the Workspace If you create a folder at the top level of the workspace (parallel with the Documents folder) will it be an enhanced folder or a standard folder? What if you create a subfolder beneath a standard folder? When you create a document folder at the top-level of the workspace it will be a standard folder Also, folder property inheritance dictates that when you create a folder beneath another folder it inherits its foldertype property from the parent folder, so the answer to the second question is that the folder will be a standard document folder Who creates document profiles and categories? Coordinators ... (http://your_server_name/AdvWorksWorkspace) Module 3: Configuring the Workspace 31 Scenario You are Judy Lew, the coordinator for the AdvWorksWorkspace workspace As the coordinator of the workspace, you are... time After you configure your workspace or folder, authors can also apply profiles to their documents when they add them to the workspace 24 Module 3: Configuring the Workspace As an Author An author... is assigned as the default document profile on the Casual Clothes document folder v Module 3: Configuring the Workspace Overview Topic Objective To provide an overview of the module topics and