Module 1: Introduction to SharePoint Portal Server Contents Overview Common Obstacles to Implementing an Effective Document Management Solution Introduction to SharePoint Portal Server 11 Using SharePoint Portal Server as an Effective Document Management Solution 14 Review 28 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 1: Introduction to SharePoint Portal Server Instructor Notes Presentation: 90 Minutes This module provides students with an understanding of Microsoft® SharePoint™ Portal Server After completing this module, students will be able to: Describe the common obstacles to implementing an effective document management solution Describe the major features of SharePoint Portal Server and describe the characteristics of SharePoint Portal Server workspaces and a digital dashboard Demonstrate how SharePoint Portal Server can be used to improve the document management capabilities of an organization 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 following materials: ã Microsoft PowerPointđ file 2095a_01.ppt Preparation Tasks To prepare for this module, you should: • Read all of the materials for this module iii iv Module 1: Introduction to SharePoint Portal Server Module Strategy Use the following strategy to present this module: Common Obstacles to Implementing an Effective Document Management Solution Explain the common obstacles to implementing an effective document management solution Let students know that after you have explained the common problems in a general way, and after a brief introduction to its features, you will show that SharePoint Portal Server provides a solution to each of these issues Introduction to SharePoint Portal Server Describe the characteristics of SharePoint Portal Server workspaces and a digital dashboard Using SharePoint Portal Server as an Effective Document Management Solution Explain how SharePoint Portal Server provides a solution to each of the issues you explained earlier that relate to designing a document management solution Module 1: Introduction to SharePoint Portal Server Overview Topic Objective To provide an overview of the module topics and objectives Lead-in In this module, you will learn about the common obstacles to implementing an effective document management solution and how SharePoint Portal Server provides a solution to each of these obstacles Common Obstacles to Implementing an Effective Document Management Solution Introduction to SharePoint Portal Server Using SharePoint Portal Server as an Effective Document Management Solution *****************************ILLEGAL FOR NON-TRAINER USE***************************** Every organization has valuable knowledge, about its customers, products, processes and competitors, locked away in people’s minds, on paper, and in electronic form Knowledge management is the process of organizing this knowledge and making it available to the employees who make the day-to-day decisions that ultimately determine the success or failure of a business To make this happen, knowledge management requires effective search and document management systems so that employees can quickly and easily find and manage information Document management is using technology to enable people to create, share, and collaborate on documents After completing this module, you will be able to: Describe the common obstacles to implementing an effective document management solution Describe the major features of Microsoft® SharePoint™ Portal Server and describe the characteristics of SharePoint Portal Server workspaces and a digital dashboard Demonstrate how SharePoint Portal Server can be used to improve the document management capabilities of an organization Module 1: Introduction to SharePoint Portal Server Common Obstacles to Implementing an Effective Document Management Solution Topic Objective To outline this topic Lead-in Employees spend most of their business day creating, managing, and using information; however, finding information is one of the common challenges that these employees face Organizing Documents Finding Documents Enabling Collaboration Providing Update Notifications Implementing Approval Processes Ensuring Document Security Providing Scalability *****************************ILLEGAL FOR NON-TRAINER USE***************************** Ask your students to give some examples of how their organizations use search and document management There are a number of obstacles that are commonly encountered when attempting to implement an effective document management solution For example, document organization can pose a problem such that employees may find large and complex information sources, such as multiple file shares, difficult to use because they seldom include a consistent organizational framework Further, employees can have difficulty collaborating with others on documents, controlling access to documents, and making documents available to others in their organization Employees also often have difficulty accommodating different document approval processes, keeping track of document updates, controlling access to documents, and ensuring that documents are not lost or overwritten When a company’s knowledge base grows, it is often difficult to ensure that servers respond quickly and that there is enough disk space for documents This section discusses each of these obstacles Module 1: Introduction to SharePoint Portal Server Organizing Documents Topic Objective To explain the importance of organizing documents Lead-in Let’s examine some of the typical problems encountered in trying to organize documents Methods for Organizing and Storing Documents Using metadata Using a folder hierarchy Effects of Poor Document Organization Access documents Collaborate Provide update notifications Approvals Ensure security Provide scalability *****************************ILLEGAL FOR NON-TRAINER USE***************************** Document organization and storage provides a critical framework for the development of an effective document management solution Documents must be organized and stored in a way that facilitates easy access to that information Methods for Organizing and Storing Documents The methods used to establish storage locations can differ from one group to another within an organization, introducing unwanted complexity Using Metadata Document organization refers to the location of files and any metadata that is used to help organize the files Metadata is descriptive information about a document — such as the folder name, date of creation, author, and keywords — that is stored with the document, but is not a part of the document This information is used to help users find the most relevant information during a search Using a Folder Hierarchy Documents are typically stored in a folder hierarchy by using some type of organization scheme For instance, the files can be organized by date, content, or job function, and the folders can show hierarchical relationships This organization scheme, however, provides very little additional information about the type or purpose of the files in the folders For example, at one extreme, you could store 1,000 files in a single folder Although this provides an effective method for storing similar types of information, it provides little help in differentiating one file from another At the other extreme, each file could be stored in its own folder, with the folders organized in a large hierarchy, resulting in well over 1,000 folders Each file having its own folder provides additional information, as does the hierarchical relationship among the folders However, moving through the folder hierarchy makes accessing the file that you need a difficult, time-consuming activity Module 1: Introduction to SharePoint Portal Server Effects of Poor Document Organization Poor document organization can make it difficult to: Access documents Poor document organization can make it difficult to find information Collaborate Poor document organization can also affect the ability to effectively collaborate on the creation of a document For example, if a document is created by a team of workers and it is stored on a server as well as on local stores, it can be difficult to determine which version of the document is the most current, who made the changes, and so on Provide update notifications Inefficiencies can result if a document is updated but other people in an organization are not informed that it was updated Approvals Inaccuracies can result if a document is not adequately reviewed Ensure security Other aspects of document management can also be affected by poorly designed document organization structure, including document access, approvals, security, and scalability Provide scalability If documents are not organized properly, users in other departments may have difficulty finding the documents As difficult as these issues are in an existing document management system, they become significantly more difficult when the number of documents suddenly increases, such as when two organizations merge, a corporate division is reorganized, or a small solution gets scaled to the entire corporate environment Even the addition of new documents to an existing document folder hierarchy can be difficult if the existing solution is not effective and flexible Module 1: Introduction to SharePoint Portal Server Finding Documents Topic Objective To describe the document management problems of finding documents Lead-in Let’s examine some of the typical problems encountered when trying to find a document *****************************ILLEGAL FOR NON-TRAINER USE***************************** The ability to find the appropriate information quickly is a basic requirement for any document management solution Methods for Finding Documents To find a document, you typically browse or search for it Browsing Browsing enables users to find documents by navigating through a hierarchical structure that contains documents Searching Searching enables users to find documents by specifying document properties Barriers to Effective Document Access There are many barriers to quickly finding the most appropriate information, including: Inadequate information or information overload Searches often result in too little or too much information When there is too much information, users experience information overload since important information is often obscured by the volume of information Too many informational sources Users must often look though different forms, file formats, and storage locations because information is often located on file servers, Hypertext Markup Language (HTML) pages on Web servers, or e-mail on messaging servers Single data source Searching is generally performed on one data source at a time which makes finding content even more difficult Outdated information Finding the most current information, including updates to important documents, is often difficult Slow response time When working with a large numbers of files, response time for search results can be long Module 1: Introduction to SharePoint Portal Server Enabling Collaboration Topic Objective To describe the document management problems of collaboration Lead-in Let’s examine some of the problems associated with collaborating on documents Barriers to Effective Collaboration Lack of document version control Inability to discuss document changes Inability to track previous document versions Lack of document version history *****************************ILLEGAL FOR NON-TRAINER USE***************************** Many of the documents that are created in organizations are developed by team members who work together collaboratively There are various ways that team members can collaborate For example, a program manager might produce the initial draft of a document, another team member might alter the document based on his or her area of expertise, a graphic artist might add illustrations, and then an editor might refine the document’s final wording Because collaboration is becoming increasingly common in the workplace, it is supported in organizations Barriers to Effective Collaboration Although collaboration on a document is generally a good practice, there are a number of barriers to collaboration: Lack of document version control When more than one person is working on the same document, it is difficult to blend all those different versions into a single document Inability to discuss document changes If people cannot gather in the same room to collaborate on creating or revising a document, they are not able capture the possibilities of the collaborative process Similarly, if they are not able to capture their thoughts about the document in a collaborative application, the same problem can result Inability to track previous document versions This can lead to duplication of efforts or the deletion of needed documents Lack of document version history When a group or team works together on a document, it is important to be able to note changes that were made, and make comments Fortunately, Microsoft® Word has a number of features for keeping track of changes and comments Previous versions of a document often must be accessed when critical information is lost or if a previous version is later deemed to be best 16 Module 1: Introduction to SharePoint Portal Server Organizing Documents Topic Objective To describe the features provided in SharePoint Portal Server for organizing documents Features Categories enable users to browse or search for information by topic enable users to browse or search for information by topic Centralized structure for information browsing Lead-in In this topic, we will examine some of the features provided in SharePoint Portal Server for organizing documents Consistent, controlled set of values that can be added as document metadata Document Folders are used to organize documents for authors and to provide a platform for implementing role-based security Enhanced folders Standard folders *****************************ILLEGAL FOR NON-TRAINER USE***************************** SharePoint Portal Server has two features that help organize documents: categories and folders Categories Categories are used to organize documents for readers Categories enable users to browse or search for information by topic This is useful for users who are unfamiliar with the document folder structure in the workspace Categories accommodate users outside a group without changing the existing folder structure or processes that the group uses Creating an effective category structure and assigning appropriate categories to documents requires planning and some understanding of how others might organize the content Categories serve two purposes They provide: A centralized structure for information browsing Categories direct readers to the information they seek through an organized hierarchy of topics A consistent, controlled set of values that can be added as document metadata Categories provide a flexible way to both describe and find documents Module 1: Introduction to SharePoint Portal Server 17 Document Folders Folders are used to organize documents for authors and to provide a platform for implementing role-based security You may want to point out to your students that both standard and enhanced folders include document profiles Document profiles are attached to folders and every workspace document must have a document profile SharePoint Portal Server provides two types of folders for document storage in the workspace: Enhanced folders Enhanced folders support all content management features, including document profiles, public and private views for workspace items, check-in and check-out functions, document version history, and document publishing and approval processes Standard folders If you disable enhanced folder settings, you disable check in, check out, and versioning for that folder, thereby changing the enhanced folder to a standard folder SharePoint Portal Server immediately publishes all documents that are added to standard folders 18 Module 1: Introduction to SharePoint Portal Server Finding Documents Topic Objective To describe how SharePoint Portal Server provides access to content stored both internally and externally Presentations and Sales Plans Customer Data Reports in Lotus Notes Competitor News on the Internet Lead-in This topic describes how SharePoint Portal Server provides access to content stored both internally and externally File Server Web Server SharePoint Portal Server Team Sites on Your Intranet *****************************ILLEGAL FOR NON-TRAINER USE***************************** Content that is stored in the workspace, such as team documents that require approval, is referred to as being stored internally SharePoint Portal Server also provides a user with the ability to search for and view documents that are stored externally to the workspace, such as documents that are contained on Web sites This section describes how SharePoint Portal Server provides access to internal and external content Accessing Content that is Internal to the Workspace Users can access a workspace through the dashboard site by using a Web browser, Microsoft Office 2000, Web folders, or through My Network Places in Windows, depending on the operating system that they have installed The types of documents that work best with SharePoint Portal Server are those that are created in Office applications, such as Word, Excel, and PowerPoint Web browsers Users can search for information, browse through the workspace, and perform document management tasks from the dashboard site by using Microsoft Internet Explorer or Netscape Navigator Microsoft Office 2000 Users can perform document management actions such as check out and publish from the Word, Excel, and Microsoft PowerPoint® File menu or navigate to the workspace by using a Web Folder shortcut Windows Explorer Users can browse through the workspace and perform document management tasks by using a Web Folder shortcut to the workspace under My Network Places The address of a workspace is http://ServerName/WorkspaceName A document management workspace can store any type of document, and with appropriate permissions, you can manage any type of document from the workspace To open a document directly from SharePoint Portal Server, however, you must use an Office 2000 application Module 1: Introduction to SharePoint Portal Server Accessing Content that is External to the Workspace A content source represents a location outside the workspace where content is stored A Uniform Resource Locator (URL) for this content is stored in the workspace This content can be located in a different workspace on the same server, on another server on your network, or on the Internet Examples of content sources include Web sites, file systems, databases, and other workspaces SharePoint Portal Server creates a searchable index of all content in the workspace and the information available from the content sources you add On the dashboard site, users can search for and view information from these content sources 19 20 Module 1: Introduction to SharePoint Portal Server Implementing Approval Processes Topic Objective One After Another Approval (Serial) One After Another Approval (Serial) To describe the features provided in SharePoint Portal Server for approving documents Lead-in In this topic, we will describe the features provided in SharePoint Portal Server for supporting the approval process Author First Approver Second Approver Final Approver Published to Workspace All at Once Approval (Parallel) All at Once Approval (Parallel) Any Approver All Approvers *****************************ILLEGAL FOR NON-TRAINER USE***************************** Approval routing is an easy way to ensure that a document is adequately reviewed before it is published When an author chooses to publish a document, SharePoint Portal Server can automatically route it to one or more people for review before publishing it Each reviewer, called an approver, has the option of approving or rejecting the document Approvers receive e-mail notification when a document requires review An approver must be a registered user on the domain, but does not need to have a SharePoint Portal Server role within the workspace Approvers are assigned reader access to the documents in the folder for which they have been made an approver Approval routing provides an easy way to ensure that a document receives adequate review before publication Both types of approval routing include a series of steps that lead to publication of the document being reviewed SharePoint Portal Server offers two routing options for reviewing a document before publishing it: Serial approval routing is when a document is reviewed in series by one reviewer after another Parallel approval routing is when a document is sent to multiple approvers for review all at once Module 1: Introduction to SharePoint Portal Server 21 Ensuring Document Security Topic Objective To explain the purpose of role-based security and how SharePoint Portal Server implements this type of security Lead-in You can specify whether users are Coordinators, Authors, or Readers for each folder – and modify the permission settings for each role Role-based Security Folder level Coordinator Author Deny Access Document level Reader *****************************ILLEGAL FOR NON-TRAINER USE***************************** Security is essential for both document management tasks and the search function In document management, it is important to restrict access to sensitive information In some cases, it is important to restrict the viewing of a document to those who edit or approve it, until it is ready for a larger audience Security is also important to prevent users from finding documents to which they have no access when they perform searches on the dashboard site Document recovery is another form of security Version control and version history tracking provide access to previous versions of a document so you can retrieve information that was deleted or overwritten Role-based Security SharePoint Portal Server roles offer a flexible and secure way to control access to documents A role is one of three levels of permissions that you can assign to a user SharePoint Portal Server security adds actions such as check in, check out, publish, and approve to traditional file-access permissions, such as read, write, and change SharePoint Portal Server has a fixed set of three roles with an additional setting that prevents a user from accessing a specific document Access permissions for the three roles cannot be modified Roles are usually set at the folder level, although you can add roles at the workspace level Users must have some level of workspace permission in order to access workspace content A user can have different roles for different folders in the same workspace For example, in one folder a user may have reader permissions only, but in another folder, that user may have author permissions You can add a user group the same way that you add a single user, and then assign a role, such as reader, to the group If a user has more than one role in a folder, as an individual and as a member of a group, the least restrictive set of permissions takes precedence 22 Module 1: Introduction to SharePoint Portal Server Reader A reader can search for and read documents but cannot add them to the workspace All folder users have reader permissions by default In an enhanced folder, readers can only see published documents; that is, they cannot check out, edit, or delete workspace documents, and can not view unpublished document drafts Author An author can add, edit, delete, or read documents in the folder In an enhanced folder, authors can also submit a document for publishing An author can create, rename, and delete folders Newly created folders inherit the role settings and folder policies from the parent folder An author cannot change the roles or the approval policy on folders Coordinator Point out to your students that roles are progressive in nature If you are a coordinator, you have author privileges, and if you are an author, you have reader privileges A coordinator can manage an entire workspace or a specific folder At the workspace level, coordinators perform administrative tasks such as customizing the dashboard site, configuring the workspace, and defining content sources The coordinator also creates indexes of updated content when necessary or schedules this to occur automatically At the folder level, a coordinator manages folder security by configuring roles The coordinator can add, edit, or delete documents from the folder as well as create subfolders For other specialized SharePoint Portal Server folders, the coordinator selects the appropriate approval process In addition, the coordinator can undo a document check-out or end the publishing process SharePoint Portal Server automatically assigns the person who creates the workspace to the coordinator role at the workspace level and on all folders Deny Access An additional security setting is Deny Access Unlike the roles, the Deny Access setting is available only at the document level, not at the folder level You can deny access to a document for a specific user or group if you not want that user or group to view the document Because you deny access to individual documents, you can assign a role to a user for a folder but prevent that user from viewing a particular document in that folder Versioning SharePoint Portal Server records the history of a document to help you track changes and eliminate the possibility of users overwriting each other’s modifications To edit a document, you must first check it out This prevents others from changing it until you check it in Every time you check in a document, a new version number is assigned to the document and the previous version is archived When you check out a document, you retrieve the most recent version unless you select a previous version Module 1: Introduction to SharePoint Portal Server 23 Searching for Documents Topic Objective Describe the ways in which SharePoint Portal Server provides a robust search feature Lead-in Search Server This topic describe the ways in which SharePoint Portal Server provides a robust search feature Content Sources Users *****************************ILLEGAL FOR NON-TRAINER USE***************************** The search service used by SharePoint Portal Server improves on free-text search by providing search by keywords and other metadata that can be associated with documents and content sources This enables other users to search for documents based on that metadata Published workspace documents and content sources that contain information outside the workspace make up the searchable content of a workspace Workspace users with appropriate permissions can search for and view this content on the dashboard site To improve the quality of search results on the dashboard site, you can configure and manage the following features: Document profiles help organize the workspace documents and enhance search functionality on the dashboard site Categories provide an easy way to locate documents on the dashboard site and organize your documents into a logical structure Best bets are provided to dashboard users as the best documents for a particular subject, such as topic overviews Content sources, after being added and indexed, serve as starting places from which dashboard site users can search for and view documents that are outside of the workspace in sources such as Web sites, file shares, and databases Workspace Web discussions are tools that you can use to discuss workspace documents with other users You can access Web discussions from your browser or from the Office 2000 Collaboration toolbar 24 Module 1: Introduction to SharePoint Portal Server Collaboration and Update Notification Topic Objective To describe the features of Web discussions and subscriptions Lead-in E-mail Notification In this topic, we will describe the features of Web discussions and subscriptions Web Discussions *****************************ILLEGAL FOR NON-TRAINER USE***************************** SharePoint Portal Server provides you and your users with the ability to work together on documents and to receive a notification when documents are updated Web discussions, along with document versioning, provide a rich environment for collaboration Subscriptions, a feature of SharePoint Portal Server, are used to notify users when changes occur inside or outside of the workspace Using Web Discussions Discussions can also facilitate the document approval process by enabling approvers who not have author permissions to a document to add comments inside the document, where the author can easily view them You can demonstrate the Collaboration toolbar or let the students know that it will be covered in depth later in the course You can access Web discussions from your browser and from the Office 2000 Collaboration toolbar: Browser-based discussions allow users who not have Microsoft Internet Explorer 5, Office 2000, or the client components of SharePoint Portal Server installed on their systems to read discussions and participate in the discussion process The Collaboration toolbar provides access to discussions from Internet Explorer and Office 2000 applications The Web discussions feature can be used to communicate ideas and provide feedback about a workspace document SharePoint Portal Server provides access to Web discussions on the dashboard site by displaying a link below the document title On the dashboard site, locate the document that you want to discuss Click the Discuss link under the title of the document When you click the Discuss link, a browser-based discussions view for the document you selected opens, and you can add your comments to the discussion Web discussions are stored separately from the document to which they refer so that, even if the document is deleted, the discussions remain in the workspace until they are deleted Only one set of discussions is maintained for each document Module 1: Introduction to SharePoint Portal Server Receiving Update Notifications by Using Subscriptions SharePoint Portal Server’s subscription feature supports two methods of delivering subscription results: in the dashboard site and by e-mail If users find a document, folder, category, or set of search results useful, they may want to be notified of changes to these items in the future If the subscriptions feature is enabled in the workspace, users can subscribe to be notified of changes to individual documents, folders, categories, or search results Users can view notifications on the Subscriptions Summary Web Part on the dashboard site home page or on the dashboard site Subscriptions page Users can also choose to be notified by e-mail 25 26 Module 1: Introduction to SharePoint Portal Server Providing Scalability at the Enterprise Level Topic Objective To describe how SharePoint Portal Server can be scaled for search or group collaboration needs Lead-in This topic describes how SharePoint Portal Server can be scaled for search or group collaboration needs Group Collaboration Group Collaboration Deployment Deployment Framework for Framework for document processes document processes Search Services Search Services Deployment Deployment Searching for and Searching for and finding information finding information Aggregated Document Aggregated Document Management and Search Management and Search Emphasizes both the search and document Emphasizes both the search and document management features management features *****************************ILLEGAL FOR NON-TRAINER USE***************************** Scalability refers to the concept of extending a SharePoint Portal Server solution to more content sources, or a larger audience SharePoint Portal Server provides a flexible solution for scalable deployment that can focus on group collaboration, searching, or a combination of the two Group Collaboration Deployment In the group collaboration deployment, the document management features of SharePoint Portal Server help a group collaborate more efficiently on projects These features make it easier to share information with coworkers by serving as a framework for document processes The check-in and check-out features allow different users in the group to work on the same document The approval process allows the author to route a document through one or more approvers The publishing process makes the document available for readers after approval In this deployment, some content sources may need to be crawled, but not to the degree or volume as in the search services deployment Users take advantage of the search feature on the dashboard site primarily to search for documents that are stored in the workspace Authors use SharePoint Portal Server primarily for document management The number of readers is usually close to the number of authors, with a high degree of overlap between these two groups Search Services Deployment In the search services deployment, SharePoint Portal Server features facilitate searching for and finding information In this scenario, search services typically have high usage and very few users who create and manage content for the server SharePoint Portal Server uses many server resources to crawl and categorize data In this deployment scenario, you can use SharePoint Portal Server document management features for a small number of documents but not in the same scale or volume as in the group collaboration deployment Module 1: Introduction to SharePoint Portal Server 27 Aggregated Document Management and Search The aggregated document management and search deployment emphasizes both the SharePoint Portal Server search and document management features The SharePoint Portal Server document management features help the team operate more efficiently on a project These features make it easier to share information with coworkers by serving as a framework for document processes The checkin and check-out features allow different users in the group to work on the same document The approval process allows the author to route a document through one or more approvers The publishing process also makes the document available for readers after approval The search features of SharePoint Portal Server facilitate searching for and finding information Servers dedicated to searching typically have high usage and very few people authoring content for the server SharePoint Portal Server uses many server resources crawling and categorizing data With servers dedicated to document management, most users create and manage content 28 Module 1: Introduction to SharePoint Portal Server 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 Common Obstacles to Implementing an Effective Document Management Solution Introduction to SharePoint Portal Server Using SharePoint Portal Server as an Effective Document Management Solution *****************************ILLEGAL FOR NON-TRAINER USE***************************** What are some of the benefits of a good search and document management system? Valuable knowledge about customers, products, processes and competitors is organized in such a way that it is readily available to the employees who make the day-to-day decisions that ultimately determine the success or failure of a business What are some common obstacles to implementing an effective document management solution? Document organization, finding documents, enabling collaboration, providing updates and notifications, implementing electronic document approval processes, ensuring document security, accessing documents, and scalability are all obstacles that must be overcome For example, document organization can pose a problem such that employees may find large and complex information sources (such as multiple file shares) difficult to use because they seldom include a consistent organizational framework Further, employees can have difficulty collaborating with others on documents, controlling access to those documents, and making documents available to others in their organization Employees also often have difficulty accommodating different document approval processes, keeping track of document updates, controlling access to documents and ensuring documents are not lost or overwritten Finally, when a company’s knowledge base grows, it is often difficult to ensure that servers respond quickly and that there is enough disk space for documents Module 1: Introduction to SharePoint Portal Server What are the two features used within SharePoint Portal Server to organize documents within a workspace? SharePoint Portal Server uses categories and document folders to organize documents for both the readers (categories) and the authors (document folders) 29 THIS PAGE INTENTIONALLY LEFT BLANK ... needs to address these issues of scalability Module 1: Introduction to SharePoint Portal Server 11 Introduction to SharePoint Portal Server Topic Objective To describe the characteristics of SharePoint. .. supplied by SharePoint Portal Server to your own Web site 14 Module 1: Introduction to SharePoint Portal Server Using SharePoint Portal Server as an Effective Document Management Solution Topic Objective... to a standard folder SharePoint Portal Server immediately publishes all documents that are added to standard folders 18 Module 1: Introduction to SharePoint Portal Server Finding Documents Topic