The third post in my ongoing series of “Simple Workflows with SharePoint 2013” will demonstrate the practical implementation of the Three State WorkFlow to automate a routine business process. Before going further, make sure to read my second post as prep for this one. To get started, I will assume that you have set up a Three State WorkFlow and chosen the option to trigger it automatically after creating a new item, event, or task. Now SharePoint will instantly assign it to the specific task or event (as shown in the picture below).
There are many different scenarios in an everyday work environment which can benefit from automated SharePoint WorkFlow. If a repetivite task needs to be completed on a consistent and auditable basis, it’s likely to be a good candidate for a workflow process. Some examples include expense approval, form creation, or time approvals. This blog post will delve into the process of creating a three state workflow to streamline daily tasks. Continue reading “How to Create a Three State WorkFlow in SharePoint”
SharePoint document and list item workflows are an excellent way to automate repeatable business processes with SharePoint 2013. Workflows allow users to create a model of how a business process should be carried out, and then to automate and audit that business process. There are several different ways to create SharePoint Workflow. The easiest way to create workflows on a document or list item is the out of the box one;if your business process is too complex for these then you can create complex workflows in SharePoint designer or Visual Studio.
Consistency always plays a vital role to managing sites and subsites in SharePoint. One of the best improvements in SharePoint 2013 was the expanded managed metadata servcie. Now the best practice to managing cross site collection navigation is to use the Managed Term Store as your global navigation tool. Global navigation brings ease to SharePoint Administrators and Users. Instead of changing the tool bar or in every single page it’s better to change it in one page and automatically it will change in all of them.
With the tremendous increase in knowledge sharing and management in the businesses world, the need for central information repositories and real time communication can be a confusing landscape. SharePoint has proved itself to be one of the best collaboration platform and is probably already in your IT environment. If you have access to SharePoint, I think the Enterprise Wiki is the quickest way to share information and resources without a high cost of overhead or central management. Many people uses wiki pages to upload and share links to their formal documents and files; others use wiki pages to fill out tactical work knowledge and update office FAQs without a central authority. Continue reading “How to Create an Enterprise Wiki in SharePoint 2013”
For the uninformed, SharePoint’s massively configurable permission schema can be overwhelming. If you have recently taken on the responsibility of administrating your team’s SharePoint site and know very little about SharePoint permissions then this post is for you. SharePoint security is endlessly customizable and the user interface stinks, but with a little patience you can take control of your information.
Step 1: Choose a mantra – Security policies are set up to accomplish two goals: giving the right users access to information they need access to and stopping the wrong users from seeing information they should not see. Depending on the nature of your industry, company, or project you will probably find yourself leaning towards one of these goals. Do you want a site where only a few select people can view and edit documents? Do you want a site where many people will be able to stumble across and learn about what your team is doing? Your real mix will always be somewhere in between, but come to a general mantra on whether your information will be accessed on a need to know basis, or whether your information will be protected on an as needed basis. Is the general idea to restrict only when needed or to allow access only when needed? Write down your information security mantra and hold it up and use it to make decisions throughout the rest of this process.
Minimize storage consumption in SharePoint
One of the biggest rising issues in the information technology world is the exponential growth of user driven data demands. Due to the boom in technology the need for memory has consistently increased exponential and shows no signs of slowing. Both small and large organizations are seeing their users consume data storage space as fast as it can be allocated. This results in large costs of both the allocation and management of the data. Auditing becomes a nightmare, as many versions of each object get saved. Companies are spending millions on the data storage and these numbers will grow as time passes and with the growth in business.
It’s a big challenge for administrators to equally allot memory space to each user, as the more space they allocate, the more space users’ demand. There are, however, other options an organization can take to minimize the memory consumption instead of buying more memory space.
Turbo Boost Your SharePoint Adoption
As more and more companies move their intellectual knowledge towards SharePoint we are see a growing SharePoint adoption problem. SharePoint gets set up, files get moved over, communications and user accounts are sent out, and yet people continue to use SharePoint like a network drive. Part of the problem is email. Users like email; the interface is familiar and people are used to organizing and searching for their information in email. When SharePoint is implemented many people will download documents from SharePoint into the email attachments and then communicate around those documents through email. The document is now out of SharePoint and all versioning and security is lost.
Site Mailboxes vs. EasyBox 2013
With SharePoint Online comes a heavily advertised feature called Site Mailboxes. Does this mean SharePoint is merging with Outlook? Not really. Site Mailboxes simply allow emails to be sent to a SharePoint document library, the same as the Email Enabled Document Libraries of 2010. The problem is that, as with any email, the first time someone forwards it outside your organization or opens it outside of Outlook you lose tracking capabilities and your email is gone.