Kartic's Musings on Corporate Information and Knowledge Management

June 19, 2008

Legal Statement / Conditions of Use / Privacy Statement for a SharePoint site

Filed under: SharePoint — Tags: , , , — kartickapur @ 5:04 am

For our last project there was requirement for users to review privacy statement and other legal documents on their first access to SharePoint portal. The other requirements where:

  • User had to accept the changes whenever any changes where made to document.
  • There was a requirement for particular legal document to be issued to user’s from preselected countries.
  • The administrator will be able to hold a user accountable for any breach of legal documents and furnish of proof of user accepting it.

We made use of User Profile Properties to achieve this. Here is how we did it:

  • We created a list to hold legal statements (multiple line Rich text). Each legal document/statement was targeted to countries (All was selected if legal document is not targetted)
  • User profile property (yes/no field type) for each legal document type was created.
  • When a user accepted a document, user profile property was selected.
  • On each subsequent event user could access the portal without accepting legal document, if the user profile property was checked. Cookie session was used to enhance performance.
  • A log file was created on each access, thus giving administrator information about date and version of document accepted.
  • Versioning was turned on the legal document list. A custom solution was developed to reset all user profile to ‘not accepted’ whenever a new version of legal document was published.

Adobe LiveCycle Forms ES with SharePoint

Filed under: SharePoint — Tags: , — kartickapur @ 1:55 am

We have used the microsoft Infopath forms in the past and understand the limitations very well.

A viable alternative is to use Adobe livecycle forms (ES). Here are some of the benefits:

  • Enable people to complete complex transactions more easily, helping to decrease abandonment rates
  • Leverage the pervasiveness and platform independence of Adobe Flash Player software
  • Enable smooth integration with other systems and services via XML
  • Ability to generate forms that meet your organization accessibility guidelines and styles
  • Create form and document templates and manage changes easily
  • Make it easy for organizations to quickly create new forms using prebuilt fragments
  • Eliminate manual data entry and associated manual processing costs
  • Prepopulate new form instances based on data already captured in the built-in LiveCycle repository or external respositories such as Adobe LiveCycle Content Services ES or your existing ECM system (Like SharePoint)
  • Render W3C WCAG 1.0 Level AA compliant XHTML forms
  • Enable personalization of forms at render time by providing a compliant CSS for the XHTML form
  • Bring the familiarity of paper into the electronic environment
  • Meet compliance requirements in regulated industries by maintaining form fidelity online and offline
  • Leverage the print fidelity of PDF for barcode applications and processing of paper-based form submissions
  • Provide collaborative, live help and application co-browsing during the data capture experience
  • Apply digital signatures
  • Employ client- and server-side business logic
  • Deploy standards-compliant content

SharePoint 2007 or WSS 3.0 document library can be used to store the forms. Workflow can be applied in SharePoint or Adobe livecycle to improve efficiency. Adobe livecycle can be integrated easily with .net (http://whitepapers.silicon.com/0,39024759,60294749p,00.htm) and this provide opportunity for a more seamless integration with SharePoint custom applications.

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