SharePoint has a rich platform for the development of content based web sites. Included in the platform is the ability to create a solid information architecture and a robust approval process. This deck, delivered to a private audience in October of 2012 shows some of that power. This presentation is now available for download by visiting https://www.thorprojects.com/connect/gifts/presentations/customizing-content-publishing-approval-workflows.

1. Customizing Content Publishing
Approval Workflows
Robert L. Bogue
Rob.Bogue@ThorProjects.com
(317) 844-5310

2. Who Am I?
• 9 Year Microsoft MVP
• Author of The
SharePoint Shepherd’s
Guide for End Users:
2010 and 21 other
books
• Lead Author for ECM
Implementers Course

3. The SharePoint Shepherd’s Guide
for End Users: 2010
• Content
– Background Information
– Decision Trees
– 181 Tasks
• Available Forms
– Book (available where
books are sold)
– Corporate Licenses
available for deployment
to your intranet.

4. The Psychology of Adoption and
Engagement
• DVD format
• 2 hours and 21 minutes
of content
• It’s the “thinking” about
adoption (and
engagement)
• Cost $299.99 from
http://www.SharePoint
Shepherd.com

5. • Nine non-technical
things you need to
know to be successful in
SharePoint
• 57 Minutes
• $99.99
www.sharepointcincy.com
Nine Keys to SharePoint Success

6. WHO ARE
YOU?

7. Agenda
• SharePoint Content
• SharePoint Publishing
• SharePoint Workflow
• Publishing Views
• Publishing Scenarios
• Content Promotion

8. SHAREPOINT
CONTENT

9. SHAREPOINT SITE COLUMNS AND
CONTENT TYPES
DEMO

11. Content Types
Managed Metadata

21. SHAREPOINT MANAGED METADATA
DEMO

22. SHAREPOINT
PUBLISHING

23. Avoiding Coupling
• Visual Design ≠ Content
• Minimize Effort For
Visual Design Changes

25. PAGE LAYOUTS
DEMO

26. Targeting
• Managing signal-to-
noise ratio to improve
attention
• Not security
• Quickly becomes
complex

27. Audiences
• Attribute-based
– More flexible (think
interests)
– Recompilation time lag
• Don’t use for user
changeable attributes
– Recoverability issues
• AD Groups
– Group management
issues

28. Targeting Types
• Content Targeting
• Web Part Targeting
– Limit Web Parts to < 25
• Web Part Configuration
– Users must configure
• Custom Web Part Code

29. SHAREPOINT
WORKFLOW
“I’ve just got to get this rock to the top of the hill.”
-Sisyphus

30. Workflow Options
• Out of the Box / Web
• Visio
• SharePoint Designer
• Visual Studio

31. Types of Designer Workflows
• List (Classic)
• Reusable (Content
Type)
• Site

32. CREATING WORKFLOWS
DEMO

33. PUBLISHING
VIEWS
“I view publishing as a lost art”
-Art

34. Look First, Language Later?
• Most publishing site
projects start with look
and feel
• Language – and the
process of language –
comes later.
• You won’t launch your
site with lorem ipsum

35. Process Control
Single Approver
No Approval

36. PUBLISHING
SCENARIOS
“There’s no scenario in which I could see myself in publishing.”
- Scandal Victim

37. No Approval
• User writes content and
approves
• Content is published
immediately

38. One at a time (Manual)
• User writes content
• Content is edited
• Content is approved
and published

39. ONE AT A TIME APPROVAL
WORKFLOW
DEMO

40. Automatic Publishing / Screening
• Sanity Checking
Contents
• Requiring Additional
Reviews for some words
• Per-Attribute/Targeting
based approvals

41. AUTOMATIC SCREENING APPROVAL
WORKFLOW
DEMO

42. Scheduled
• Must go live at a time
• Examples:
– Product Launch
– Earnings
Announcements

43. Batch Approval
• A set of materials
approved at one time
• Examples:
– Set of pages for a
product
(general, technical
specs, etc.)
– Update of a section of
the site

44. BATCH APPROVAL WORKFLOW
DEMO

45. CONTENT
PROMOTION
“You can promote me? Does that come with a raise?”
-Confused Employee in a Live Meeting

46. Publishing Process Simplified?

47. Attribute
• An attribute on content
indicates “featured”
• Display is CQWP with
“Featured”
• Concerns
– Couples display to content
– Doesn’t support multiple
different featured locations
– Difficult to set start/end
times for featured

48. Control List
• Create an entry in a
featured list
• CQWP query of control
list
• Benefits
– Control scheduling
– Decouple presentation
and data
• Concerns
– Maintaining the data

49. PROMOTING CONTENT
DEMO

50. PITFALLS

51. Multilingual
• Significant rework if not
addressed upfront
• SharePoint doesn’t
support different initial
authoring languages
(Out of the box)

52. Performance
• Expect to make caching
tradeoffs
– Expect that you’ll want
to have < 5 minute
delays to go live
• Don’t ask to have
clients automatically get
updates

53. THANK YOU
Robert Bogue
Rob.Bogue@ThorProjects.com
(317) 844-5310