OpenShare Document Center

Documents are important intellectual assets of the enterprise. In the enterprise, documents are generally in the form of electronic documents, such as Microsoft. doc format, xls format, PPT format, pdf format, plain text. txt format, etc. from the content, may be business contracts, meeting records, product manuals, customer information, design documents, promotional copy, competitor information, project documents , experience and so on. These documents, which may be procedural in nature or formally published by the company, may be in the writing phase or may have been archived and can no longer be modified.

In fact, the document management capabilities of SharePoint are already strong, support check-in check-out, support encryption, support process, support version, support metadata, support hundreds of enterprise-level document management functions, but our customers still encounter problems.

The problem with OpenShare's documentation center is that it's basically a big data problem:

Companies that use SharePoint are generally big businesses, and our clients are common, assuming that each employee produces 100 documents a year (equivalent to 2 days to produce one, which is less than real), then the total number of documents produced by the Enterprise in a year is 1 million new documents, and for 5 years, is 5 million documents, so many documents are not on a site, but distributed in a number of company-level sites, departmental sites, team sites, and so on, composed of dozens of or even hundreds of sites of the site collection, these many sites are also at different levels (site collection, site, sub-site document library, directory, subdirectories) to different employees set up a variety of different permissions, so the problem is more documents, many levels, storage distribution, authorization complex.

The practice of most document management products in the market is to get a site, of course, the site is relatively large, and then let the enterprise inside the different levels of people to move the document to this site, but the problem of this practice is to evade the problem (the enterprise has a site level, or the issue of the portal level), The implication of a site is to let customers abandon the existing numerous sites, discard the existing authorization, abandon the level of Enterprise Portal, and then abandon the company's management system, so it simply does not work.

Sites constructed with SharePoint's document center templates can be managed on this single site, but when the enterprise constructs a large and complex portal hierarchy, SharePoint still cannot solve the problem of managing all documents in many sites.

OpenShare solved the problem thoroughly and perfectly, and we made a real documentation center. Instead of requiring users to migrate documents to a designated site, OpenShare supports the existence of all existing sites for users, as well as the existence of all Web sites that users do not have, but the user already has documentation and does not have to make any changes, on the premise that OpenShare's Documentation Center page covers all of the above content.

In this way, users can easily manage all the documents within the group, regardless of the document on that site, he can see in the OpenShare document center, sweeping, users in the collection of N site collections, sites, subwebs, document libraries, directories, sub-directories composed of easy navigation, always a key to arrive.

To support the portal hierarchy, OpenShare also has a home page for each portal hierarchy with a document center so that its corresponding portal hierarchy administrator can configure its own Document Center home page, which is as free as WYSIWYG editing as the OpenShare Portal hierarchy home page.

OpenShare Document Center redefining the concept of "Document Center"

OpenShare Document Center believes that: the document center is not created using the Document Center template A site is the document center, the document center should be for the end user, in multiple sites (multiple company portals, multiple departmental portals) as long as there is a document library, and the current user has permissions, In our document center should be displayed, rather than let the user first know what the permissions of the portal, so that the passive to discover the document, the document center should be the user has access to the document library, the initiative to present to the user, so that users can find and use the document, so as to be worthy of the "Document Center" This concept.

Go to Document Center

Click on the document center at the bottom of the dock to go to the document center of your current portal, such as:

Enter OpenShare Document Center

OpenShare Document Center Home

Based on the manager of the document

OpenShare Document Center, in order to facilitate the administrator to better manage the document library, in the operation, user experience and the function of a great improvement, such as: the management of the document library permissions, the document library metadata management, document channel features to implement the push document to the user.

• OpenShare Document Center optimization of document Library Rights Management

An administrator might manage multiple document libraries, and if each document library requires an administrator to go to the document library and then click on the mouse to find a link to each document library's empowerment, think of the administrator going crazy. OpenShare Each document library Rights Management button extracted, placed in the left navigation of each document library is located on the navigation, the administrator just click one mouse, you can manage the document library permissions, which greatly facilitates the management and operation of the Administrator, Nor do you feel the hassle of empowering the document library because there are too many managed document libraries, such as:

Document library Rights Management icon location

Click to directly eject the empowering interface

• OpenShare Document Center optimization for metadata management

Similarly, an administrator may face the management of multiple portals, each portal will have its own independent metadata management interface, if let our document library administrator to discover, find this management interface, it is a very painful process. OpenShare in order to facilitate the administrator to better manage the metadata, the metadata management icon extracted to the left navigation of each portal is located in the row, the administrator only need to click the mouse, you can directly into the metadata management interface. Such as:

OpenShare Document Center Metadata Management icon

• Document channel features for easier management

OpenShare is designed to make it easier for administrators to push documents to end users, creating document channel Web Parts. The part can be configured with multiple tab tabs, each tab can correspond to a document library or to a folder in a document library, and the document that the end user sees under each tab tab is displayed according to the current user's permissions. That is, different users see the document under the same tab tab differently. In addition, the corresponding document library or folder under each tab shows which columns and columns are displayed in the order that they can be configured. Such as:

Document Channel Multiple Tab tab

Configure multiple tab tabs

Configure which columns are displayed

based on the user of the document

OpenShare The purpose of creating a document center is to make it easier for end users within the enterprise to use and find documents, that is, to design the document center at the user's point of view. From the end-user perspective, the OpenShare Document Center has done the following functions: Document Center tree navigation, document library label classification multidimensional drill through documents, latest documents, My Documents, documents I follow.

• Document Center Tree Navigation

If the user knows the location of the document they are looking for, say, the user knows which portal the document is looking for, under which document library, and under which specific folder, then the user can click on the left navigation tree of OpenShare and click on the first level to quickly find the documents they need. As shown in the following:

Document Center navigation Tree

• Document library label Classification multi-dimensional drillthrough document

Sometimes, when the user finds the corresponding document library or folder according to the tree navigation, there will be a lot of documents displayed, and the user wants to find the documents they want from so many documents, which is also a very difficult thing. In order to solve this problem, OpenShare introduced the function of label classification multi-dimension drilling document. That is, when a user finds a specific document library or folder, they can click on one or more tags again to further filter out the documents they need. such as: The IT department has a document library called it help document library, which contains the infrastructure related documents, application system help documents, etc., if we give all the infrastructure of the document to the "infrastructure" label, when users navigate to the IT Help document library, you can further by clicking on the " Infrastructure "tab to filter the documentation you need. Effects such as:

Label classification multi-dimensional drillthrough document

• Latest Documents

In order for the user to get the latest documentation for each portal, the OpenShare Document Center provides the latest document Web Part that gets all the latest uploaded documents under the current portal, and the value of this feature to the user is: All the latest documents are available as soon as you enter the document center. Don't go to each library (or even every folder) to see which documents have been uploaded, and what documents are uploaded to the document center without the administrator's email notification. Effects such as:

• My Documents

OpenShare design, fully consider the "people-oriented", the maximum degree of operation on the system to provide employees with simple, fast operation. So, in the OpenShare document Center, the employee's personal documents are extracted to form a module called "My Documents". In My Documents, users can share their documents with colleagues, or they can simply cancel the sharing. See:

My Documents

My Documents – sharing features

• Documents that I care about

OpenShare Document Center, taking into account the user's daily office habits, the daily work of the documents often used, will be "concerned", convenient for their next search and use, therefore, "I am concerned about the document" function module was born, greatly improved the user in the use of the document center experience value. Effects such as:

Documents that I care about

Documents that I care about

OpenShare Document Center inherits the power of SharePoint document management

OpenShare Document Center is a SharePoint-based development, so she inherits all of the powerful features of SharePoint, such as document Rights Management, document versioning, document rating, document check-in check-out, document online viewing, and multi-person online editing, document auditing, and more.

OpenShare featured features in document Center

OpenShare Document Center, in addition to inheriting all of the SharePoint features, but also added some features, such as: sharing partners, document comments, packaging compressed download, converted to PDF format.

• Sharing partners

This sharing function, regardless of the permissions, the share is just the link of the document to other people through the mail, do not care whether the shared person has permission to view this document, such as:

Sharing partners

• Document comments

In the OpenShare document Center, users can comment on a document as soon as they can see it, and share their views and views on the document with others, such as:

• Package Compression Download

Users who have used SharePoint know that on a SharePoint document Library page, you can only choose to download one document at a time, and SharePoint does not allow users to download multiple documents at once. But in actual daily work, users often need to download multiple documents at once. To address the user's needs, OpenShare extends the functionality of SharePoint by packaging compressed downloads, such as:

Download documents after compression

• Convert to PDF format

When using the document, the user will encounter a similar situation: in the SharePoint document library, want to share a document to others, but do not want to give this person word, Excel, PPT and other formats of the document, just want to share to this person a PDF format document, at this time, SharePoint itself does not provide the ability to directly convert PDFs. OpenShare to address the user's needs, but also extended a feature on SharePoint: Users simply select the document to be converted, click "Download PDF", you can directly download a document has been converted to PDF format, such as:

OpenShare Document Center