Content organizer in SharePoint 2010

Content organizer is basically a routing functionality which is used to route documents to appropriate folders depending upon the predefined set of rules. This functionality was present in SharePoint 2007 also; if I want to be specific in terms of this functionality then it was present in ‘Record Center Template’. Microsoft Product team enhances this functionality in SharePoint 2010.

How to use this functionality on your SharePoint site?

Note: In SharePoint 2010, you can use this functionality in any site template, unlike record center in SP2007.

Here are the detailed steps:

·         Open the sharepoint site

·         Site actions

·         Site settings

·         Site actions-manage site features

·         Activate this feature ‘content organizer’

·         By this way, the feature/ we can call it as functionality will be successfully activated on your site.

IMP Point:

As soon as the above mentioned feature will be activated then 3 changes will be added to your site.

·         Open the SharePoint site

·         Site actions

·         Site settings

·         Site administration

1.   Content Organizer settings

2.   Content Organizer Rules

·         Addition of new document library i.e. ‘DROP OFF LIBRARY’

Note: The Content Organizer will only work on content types that are or derive from the Document content type.

How I have tested this functionality?

1.   Created two document libraries named as Sales and Departments

2.   Created two content types based on this document libraries named as Departments_Rule1 and Sales_Rule1

3.   Add these two content types in the document libraries which are created above.

Let’s go back to the site settings page and set content organizer rules. This is an important step that will route your documents to the mentioned location that you will set, otherwise it will route the documents to ‘drop off library’ if the conditions does not match.

Note: You can set any condition depending on the column parameters.

That’s it, now you can test it and check the results J

In case of any queries/questions then please let me know. I would be more than happy to help you as well as resolves your issues J

Thank you.

Phone call memo list sharepoint 2010

Guys,

My research is still in progress and this research is in continuation from this article: http://sharepointknowledgebase.blogspot.com/2012/06/group-work-lists-sharepoint-2010.html

As started earlier in the above mentioned article, Phone call memo list is a special list which gets enabled after activating the ‘Group work lists’ feature.

Microsoft SharePoint Product Team has really done a good job by introducing this new list i.e. Phone Call Memo list

Where and how we can use this list?

·         Knowledge base

·         Desktop Support

·         Office call handling by receptionist

·         Track down some important notes when you are doing some important work

·         Your colleague can also note down the note when you are busy in meetings

Purpose/Objectives can be anything but when you need to decide how you want to utilize this list for your project requirements.

What I like it very much? J

Phone call memo list consist of these views: My memos, My Unresolved memos, all unresolved memos, Memos from me. Memos can be anything, like calls, issues, notes, problems, incident tickets, incident numbers etc.

Apart from this, you can configure your new view, in which you can specialize your project requirements.

Important columns

Please refer the following screenshot that I would like to highlight by means of specialized marking.

If you have any queries/questions regarding the mentioned information then please let me know. Thank you J

Group Work Lists SharePoint 2010 feature

Doing some research on this new feature i.e. Group wok list which is a new enhancement in SharePoint 2010 features.

Basics/background:

Let’s mesmerize some SharePoint 2007 basics then you will come to know that such functionality was present in room and equipment reservations application template (One of the template belongs to Fabulous 40 templates provided by Microsoft).

The Room and Equipment Reservations application template helps teams manage the utilization of shared meeting rooms and equipment. The application template enables team members to identify times when specific rooms and/or equipment are available and place a reservation for a specified time.

You will find this feature under site settings-manage site features i.e. http://SharePoint2007/sites/Yousitename/_layouts/managefeatures.aspx

How to enable this feature:

·         Open the SharePoint site

·         Site actions

·         Site settings

·         Site actins-manage site features

·         Group work lists (Provided calendars with added functionality for team and resource scheduling)

·         Activate

·         That’s it-Feature will be successfully activated without any issues

What kind of changes occurred after activating that feature?

Let’s make this point very clear, whenever you will activate any site collection/site feature then some changes happened and we should be able to identify those changes. You must be wondering as what exactly I am talking about and that’s also based on this feature.

Yes-you are absolutely right, as soon as I have activated that Group work lists feature then I checked the view all site content page (http://sitename/_layouts/viewlsts.aspx )

Addition of 3 new lists:

·         Phone call Memo

·         Resources

·         Whereabouts

How to make our default calendar to use this functionality?

·         Open the calendar list

·         Settings

·         List settings

·         Title, description and navigation

·         Make this option ‘Use this calendar for Resource Reservation’ to Yes

·         Click OK

Now we can specify resources while adding a new item to the calendar list.

Note: Make sure to add the number of resources by giving proper naming conventions as per your project requirements.

How to add the new resources:

·         Open the resources list (View all site contents-List Section)

·         Add new item

Example:  Conference room10, conference room20, conference room30, Video conference, audio conference etc.

Please refer the following example in which I have an event named as ‘MVP’s Meeting’ which is scheduled on 15^th June 2012, time slot: 8 AM-9:30 AM and I have allocated a resource also i.e. Conference Room 30

If you have any queries/questions regarding the above mentioned information then please let me know. I would be more than happy to help you as well as resolves our issuesJ J

Thank you.

Missing Manage item scheduling in Document Library-SharePoint 2010

Guys,

If you refer the following link then you will come to know as what exactly needs to be done to enable the Manage item scheduling in document library.

http://sharepointknowledgebase.blogspot.com/2012/06/this-list-does-not-currently-support.html

Let’s assume, if you are not able to find this option under document library general settings then so many questions will be raised:

Like: Why the option is missing in this library? Is this restricted to specific site collection only? Is there any problem in SharePoint farm configuration? And so many more questions…

I have successfully reproduced the issue on my lab site and successfully able to resolved the issue without any issues J it took some time to find out the resolution but finally I have done it J Happy SharePoint once againJ

Resolution: it’s a 2 step resolution in which we need to activate some features from two different sections:

Step: 1

·         Open the site collection on which you are working

·         Site actions

·         Site settings

·         Site collection administration

·         Site collection features

·         Activate ‘SharePoint Server Publishing Infrastructure’

Step: 2

·         Open the sharepoint site

·         Site actions

·         Site settings

·         Site actions (Under the Look and Feel section)

·         Manage site features

·         Activate this ‘SharePoint Server Publishing’

That’s it-you are done. Check the document library now and you will be able to see that option.

If you have any queries/questions regarding the above mentioned information then please let me know.

I would be more than happy to help you as well as resolves your issues J

Thank you.

Item scheduling in SharePoint 2010

How to enable item scheduling in SharePoint 2010?

·         Open the document library

·         Settings

·         Document library settings

·         General settings section

·         Versioning settings

·         Make this option Yes-Require content approval for submitted items?

·         Document Version History 

·         Select the versioning options as per your requirements

Example: I am selecting “Create major and minor (draft) versions” to make it flexible

·         Click OK

Now, again go back to the “Manage item scheduling” and check the results J

You will be able to see that option now in ‘Enable’ mode. Happy SharePoint J

If you have any queries/questions regarding the above mentioned information then please let me know. Thank you J