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Figure 16.7 -Document properties provide metadata for searching and organizing documents.
By default, SharePoint Portal Server uses a Base Document profile for document profiling. A workspace or folder coordinator can create additional document profiles that prompt a user for properties such as Categories, Company, and Subject, or for custom properties such as CompanyType and Company Priority. You can also modify the existing Base Document profile. For example, a coordinator for the Northwind SharePointDashboard can define a new document profile named Northwind Document. Follow the next set of steps to create a document profile named Northwind Document and make it available to the Documents folder in the Northwind workspace. You must be a workspace coordinator to accomplish this task.
To add a new document profile named Northwind Document
1. Open the Web folder for the Northwind workspace.
2. Navigate to the Document Profiles folder under the Management folder.
3. Double-clicktheAdd DocumentProfileitem.
4. The Document Profile Wizard will launch. Click Next.
5. Enter Northwind Document in the Name edit box and click Next.
6. Click the New button to add custom properties. Add custom properties for Company Name, CompanyType, CompanyCategory, Company Priority, and CompanyTerritory. These are all Text properties, and they correspond to UserProperties on the Company form in the Northwind Contact Management application. Do not check the Require Users To Enter A Value For This Property box in the Add New Property dialog box. Make sure that all the custom properties that you have defined are checked in the list of properties shown in Figure 16-8. Then click Next.
7. You can rearrange the order of properties by clicking the up or down arrows. Then click Next.
Once you have created the Northwind Document Profile, you must enable it in the Documents folder. After you enable the Northwind Document Profile, the properties are available for searching documents using Advanced Search on the Search Dashboard.
using Advanced Search on the Search Dashboard.
Specify the property name and type Do ¡|ot ■ use property names that contain spaces
Figure 16.8 - Use the Add Document Profile Wizard to define custom properties for the Northwind Document profile.
To set the Northwind Document Profile as the default document profile
1. Open the Web folder for the Northwind workspace.
2. Right-click the Documents folder and select the Properties command.
3. Click the Profiles page on the Document Properties sheet, as shown in Figure 16-9.
4. Uncheck the Base Document Profile so that it isn't available for use in the Northwind Documents folder.
5. Check the Northwind Document Profile and select Northwind Document in the Use The Following Profile By Default For Documents In This Folder drop-down list.
When you establish a profile for a document, you change its Dav:contentclass property. For example, a document that uses the Northwind Document Profile automatically has a Dav:contentclass property equivalent to urn: con tent-classes: North wind Document. The content class property is analogous to the Message class of an Outlook item. For additional information on content classes in general, see the Exchange SDK. For specific information on the PKMCDO KnowledgeContentClass object, see the Share Point Portal Server SDK.
Approval routing is another important feature of SharePoint document management. Approval routing lets you route a checked-in document to a serial or parallel list of approvers. These approvers must accept the document before it can be published to a Documents folder. By default, approval routing is turned off in the Documents folder and its subfolders. SharePoint Portal Server has two basic types of approval routing: serial routing and parallel routing. Figure 16-10 illustrates both these types.
When a document is waiting for approval by reviewers, it cannot be checked out or edited. If a workspace or folder coordinator wants to bypass the approval process for a specific document, she can select the Bypass Approval command on the shortcut menu for the item in the Web folder view. If a reviewer has an e-mail address, the approval request notification arrives via e-mail. Reviewers can approve the document using the e-mail notification sent to their Inbox or the shortcut menu in a Web folder view. The following list highlights some of the most important aspects of serial and parallel routing approval:
• Serial approval The first member of the approvers list receives a request-for-approval notification when a document is published to a Documents folder. After the first person on the list approves the document, the next person on the list receives a request for approval, and so on. The document is published only after all the approvers accept the document. If any person on the list rejects the document, the approval process is canceled and the document is returned to a checked-in state.
• Parallel approval This approval model is based on voting. The coordinator of the specific enhanced folder can choose one of two voting strategies: single or all. In the single voting strategy, one vote of approval publishes the document; in the all strategy, acceptance by all approvers publishes the document.
Routing is automatic because of Web Storage System event sinks that are built into the Share Point workspace. Do not attempt to modify the event sinks in the Share Point Portal Server workspace with the Exchange Workflow Designer or the Web Storage System Explorer.
Remember that approval routing is turned off in an enhanced folder by default. Moreover, approval routing does not propagate to subfolders of a folder that has approval routing enabled. If you want to turn on approval routing, use the following steps.
To enable approval routing for an enhanced folder
1. Open the Web folder for the North wind workspace.
2. Navigate to the enhanced folder for which you want to enable approval routing.
3. Right-click the folder and select Properties from the Shortcut menu.
4. Click the Approval page on the Document Properties sheet.
5. Check the Documents Must Be Approved Before Publishing box.
6. Click the Add button to select users from the Select Users dialog box.
7. Select an approver in the Approvers list box and click the Set E-Mail button to add a complete SMTP e-mail address for an approver (such as [email protected]).
8. Select the type of approval routing, as illustrated in Figure 16-11. For serial approval, select the One After Another option. For parallel approval, select the All At Once option. If you select parallel approval, you can select either All Approve or Only One Approval Required from the drop-down list immediately below the All At Once option.
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