Kartic's Musings on Corporate Information and Knowledge Management

October 26, 2007

Folder Content Type and Associating views specific to that folder

Filed under: SharePoint — Tags: , — kartickapur @ 7:33 am

You can create views in a SharePoint List or Library which are available only in the specific Folder. This feature requires the use of ‘Folder Content Type’.

While looking online for a solution I was unable to find step by step process for the end users.

How you do it?

Of course first you have to create a Folder Content Type.

 Folder View

Next associate the List or Library with this Content Type. Now while creating a view, scroll down and expand the ‘Folders’ feature on the Create View page. Under ‘Show this view’ section, select ‘In folders of content type’ and select the Folder content type created. There you go!! Its that easy.

 

Folder View

October 18, 2007

Incoming emails for a Document Library or a List

Filed under: SharePoint — Tags: , , , , , — kartickapur @ 12:28 am

We had a requirement for a solution to store Emails in a document library. While investigating the option of sending an email directly to a document library, we came across other mailing in functionality of SharePoint.

Ofcourse emails can be stored as .eml or .msg files with attachments in a document library (These can be mailed to the doc library), however, other useful Demos for mail in features are given below:

Users can email their discussions to a discussion board

The Demo not only gives technical details of configuring the server to accept incoming emails, but also gives an example of a discussion board entry being e-mailed directly to the board.

This feature can be used in any other list like – task list, calendar, issue list, announcement.

The Demo can be seen or downloaded at:  

http://office.microsoft.com/en-us/sharepointserver/HA102047921033.aspx

Users can mail the documents as attachments to a document library

The link gives a demonstration of SharePoint feature which allows documents to be mailed to a document library as attachments.

The Incoming email settings can be modified to store the attachments in a folder structure grouped by email sender, grouped by email subject or in a root folder.

The Demo can be seen at:

http://www.sharepointhosting.com/tutorials/email-sharepoint-document-library/email-sharepoint-document-library.html

Email management in SharePoint – Storing emails in a document library

Filed under: 1 — kartickapur @ 12:04 am

We have been looking at two options to store emails in a document library. Issues like transferring the mail from outlook to SharePoint library and tagging have been considered and discussed below:

Options

Send

Receive

Upside

Downside

Workspace

Cc/Bcc

Fwd

Easy to implement; SharePoint document management features

Manual process for tagging

3rd Party product which uses a WSS Workspace

Drag and Drop/Cc/Bcc

Drag and Drop/Fwd

Ease of tagging or filing

Cost per user– US$125 + $15 (support) or $30 (premium support).

Group discounts are available

Option Details:

   Workspace

A new workplace can be created with document libraries to hold emails.

Mail transfer

  • The email address for the new mailbox should be added to Cc or Bcc of the sent email which needs to be filed.
  • Any important email received from the client can be forwarded to the new mailbox.

Tagging

One of the three options can be considered for tagging:

  • Metadata can be maintained in one SharePoint library replacing the folder structure. The concern is that the tagging will be a manual process.
  • Folder structure can be maintained in SharePoint library. It is to be confirmed whether mail can directly be sent to the respective folder.
  • A document library maintained for each category. Mails can be directed easily to the right library (litigation, general etc.).

Concerns

  • How to avoid duplications of mail?
  • Where to archive the old emails?

Other considerations

  • Speed of deployment: 1 week
  • Data Security: SharePoint library configured to accept mail from fixed email addresses to avoid spam; SharePoint groups to restrict access
  • Disaster Recovery: SharePoint back and restore
  • Total cost of ownership:

 3rd Party product which uses a WSS Workspace

A new workplace can be created with document library to hold emails. 3rd party product example Colligo contributor can be used to transfer mails.

http://www.colligo.com/products/sharepoint/outlook_add-in.asp

Mail transfer

  • Drag and drop the emails and/or attachments to the SharePoint library directly through the outlook interface or by using a desktop application provided.
  • A desktop interface can be used (Provided by the third party) To transfer mails and tag metadata.
  • The email address for the new mailbox should be added to Cc or Bcc of the sent email which needs to be filed.
  • An important email received from the client can be forwarded to the new mailbox.

Tagging

  • Metadata and content type can be selected directly from the outlook interface.

Concerns

  • Cost involved.
  • How to avoid duplications of mail?
  • Where to archive the old emails?

Other considerations

  • Speed of deployment: 1 week
  • Data Security: SharePoint library configured to accept mail from fixed email addresses to avoid spam; SharePoint groups to restrict access
  • Disaster Recovery: SharePoint back and restore
  • Total cost of ownership: One time license fee;

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