Managing Knowledge Documents in SharePoint

in this brief video we'll take a look at a custom solution for managing knowledge documents in SharePoint the solution that you work in familiar business applications such as outlook Word Excel PowerPoint Adobe and also in Windows File Explorer the documents are stored in SharePoint that can be either the SharePoint Online that comes as part of your office 365 subscription or in on-premises SharePoint Server as you save a document if you check out good 4km box you'll be prompted for additional km classification metadata this includes enterprise keywords which you can either reuse existing keywords or add your own on-the-fly the solution makes knowledge documents easy to find you can use a knowledge documents view in a document library or search for knowledge documents across all your SharePoint areas this solution combines the power of SharePoint with the convenience and ease of use of macro review DMF it's also relevant for records management it allows you for example to capture records classification details if you are saving a file which you regard as worthy of being a record let's have a look at our solution in action here we are in Microsoft Outlook macro view DMF has been installed that's why we can see this macro view pane on the right side of our main outlook mail window that macro review pane automatically discovers and displays all the sharepoint online areas in an office 365 tenant for which the current user has permission and you can click to drill down and see the structure of the SharePoint Online areas we're drilling down to a document set for a project called 1,000 merger with Acme here is the default view of that document set let's go back to our inbox and save this PDF attachment as a new document we've drag-and-drop that to the agreement area within our matter document set the value of agreement is automatically recorded as the default value for a document type and the current user is default you for this personal group column called author we note that there's a good 4 km tick box if we check that box macro view will ask us some additional questions because we want to capture details that are relevant for knowledge management for example we can capture a value for knowledge category let's choose reference and now we can type a head begin enterprise keyword we're going to pick both document management and insurance and we might add a new one as well something to do with the stock broking we're gonna create a brand new enterprise keyword called stock broking and now we go ahead and save our PDF as a new knowledge document we now click on our document set and choose the knowledge documents view here is our newly saved PDF and a formatted preview is now being displayed we see the metadata that we captured as we saved the document the agreement document type the reference and the various Enterprise keywords macro view makes it easy to slice and dice this view for example to see only the the reference documents or documents with a particular value of a keyword such as document management if we need to we can right click on a document and retrieve it from the SharePoint online and open it again it's being retrieved back into Adobe Reader because it's a PDF we're also able to search across SharePoint online for all our knowledge documents we'll do this in the search mode of the macro review pane the knowledge document search type allows us to find any knowledge document stored in any area of SharePoint Online here are those documents if we click this search result we see a formatted preview we note that it's to do with travel insurance if we right click we can open that PDF from SharePoint Online and we can also jump to the area in SharePoint Online where that search result is stored we can do this by using open file location' will now jump back into the agreement here a folder within our merger with Acme documents set and here is our search result we could have found that result by using a word within its body for example disclosure so macro review has found all documents containing the word disclosure again we can right click and open or send that document as an attachment to a new email back in the search mode we can pick a particular value of knowledge category for example reference and a particular type of document let's find PDF scan that are relevant to the reference knowledge category that reduces the number of research results we can also search for documents containing a particular Enterprise keyword or keywords so as we've seen our sample knowledge management solution allows us to work in familiar business applications we worked in Microsoft Outlook it also allows us to capture classification details as we save a document that's relevant for knowledge management and that classification is flexible thanks to the use of enterprise keywords SharePoint is handling the secure storage and retention of our document and because the sword and SharePoint Online we can access that document from anywhere on a variety of devices if we want we can have an approval workflow implemented so that newly saved knowledge documents are not visible to other users until they're approved by the knowledge management team we've also seen how the solution makes it easy to find and view knowledge documents using the knowledge documents view which we can slice and dice by content and metadata and also by using searching which is across all the areas and SharePoint for which we have permission those searches can be based on the content and metadata within documents and there can also be proximity searches for example documents where insurance is within 8 words of management those searches are powered by the SharePoint search engine so there's no need for an additional search indexes or crawls to be implemented use these details for more information about this custom solution and also for information about other macro review solutions for generating and managing documents and emails in SharePoint

Channel: MacroView

Views: 2,138

Rating: 5 out of 5

Keywords: Know-How, Knowledge Management, Document Management, Searching SharePoint, Enterprise Keywords, Slice and dice SharePoint file list

Id: jAKMjVgOm2U

Length: 6min 47sec (407 seconds)

Published: Tue Apr 07 2020