Contents
Overview 1
Planning a New Workspace 2
Creating and Configuring a Category 6
Creating a Document Profile and
Document Profile Property 10
Creating Document Folders and
Modifying Folder Properties 22
Interaction of Categories, Document
Profiles, and Document Folders 29
Lab A: Organizing Documents 30
Review 41

Module 3: Configuring
the Workspace

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purpose, without the express written permission of Microsoft Corporation. If, however, your only


Develop a plan for implementing the workspace in an organization.

Create and configure a category for document management.

Create a document profile and a document profile property.

Create document folders and modify folder properties.

Describe the relationship between categories, document profiles, and
document folders.

Materials and Preparation
This section provides the materials and preparation tasks that you need to teach
this module.
Required Materials
To teach this module, you need the Microsoft PowerPoint
®
file 2095a_03.ppt.
Preparation Tasks
To prepare for this module, you should:

Read all of the materials for this module.

Complete the lab.

Instructor Setup for a Lab
This section provides setup instructions that are required to prepare the
instructor computer or classroom configuration for a lab.
Lab A: Organizing Documents

Server. Show the students how to locate document properties for documents
that preceded the installation of SharePoint Portal Server and how to locate
SharePoint Portal Server properties for the purpose of integrating existing
document properties into the SharePoint Portal Server workspace.
Demonstrate how to create a document profile by using the Add Document
Profile Wizard. Demonstrate the procedure for creating a custom document
profile property. Demonstrate the procedures for editing and deleting
document profile properties, and for deleting a document profile. Lab A,
Organizing Documents, reinforces content from this topic by having
students create a custom document profile.

Creating Document Folders and Modifying Folder Properties
Discuss folder property inheritance and naming restrictions, how to create
document folders, and how to modify folder properties. Lab A, Organizing
Documents, reinforces content from this topic by having students create
document folders.

Interaction of Categories, Document Profiles, and Document Folders
Discuss and demonstrate the relationship between categories, document
profiles, and document folders in the workspace.

Module 3: Configuring the Workspace v Customization Information
This section identifies the lab setup requirements for this module and the
configuration changes that occur on student computers during the labs. This
information is provided to assist you in replicating or customizing Training and
Certification courseware.


(http://your_server_name/AdvWorksWorkspace).

Lab Results
Performing the lab in this module introduces the following configuration
changes:

Categories, document profiles, and document folders are created.

The Adventure Works Product document profile is assigned as the default
document profile on the Casual Clothes document folder.

Important

Module 3: Configuring the Workspace 1 Overview

Planning a New Workspace

Creating and Configuring a Category

Creating a Document Profile and Document Profile
Property

Creating Documents Folders and Modifying Folder
Properties

Interaction of Categories, Document Profiles, and
Document Folders

Create document folders and modify folder properties.

Describe the relationship between categories, document profiles, and
document folders.

Topic Objective
To provide an overview of
the module topics and
objectives.
Lead-in
In this module, you will learn
about organizing documents
in a SharePoint Portal
Server workspace and
about the planning issues
related to these tasks.
2 Module 3: Configuring the Workspace 

 Planning a New Workspace

Determining User Needs

Planning Categories, Document Profiles, and Document
Folders

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Determining User Needs

Locating Documents: Users
need explicit and efficient ways
to search for and locate
documents

Securing Documents: Users
must be able to control access
to their documents by using
permissions

Implementing Approval
Policies: Users must be able
to get approval on some
documents before they are
made available to other users
Workspace

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user documents in it, you
need to know how your
existing user needs and
approval policies
correspond to the
organizational tools that
SharePoint Portal Server
provides.
4 Module 3: Configuring the Workspace Planning Categories, Document Profiles, and Document Folders
Planning
Categories
Planning
Categories
Categories
Competitors
Division Overview
Products
Planning Document Profiles
Planning Document Profiles
Title
Document profile
Author
Keywords
Description
Planning Document Folders
Planning Document Folders
Documents

Determining the number of categories to create depends on the type of business
that you are involved in. For example, if you are setting up a workspace for a
large manufacturing firm that produces a wide range of diverse products,
hundreds of categories may be required to support effective user browsing.
However, if you are setting up a workspace for a small consulting firm that
specializes in a small niche field, fewer than twenty categories may be required.
Topic Objective
To outline the processes for
planning categories,
document profiles, and
document folders in the
workspace.
Lead-in
SharePoint Portal Server
supports document
management by using
categories, document
profiles, and document
folders to organize
documents in the
workspace.
Emphasize that categories
are created for SharePoint
Portal Server readers, the
users who will be browsing
for documents.
Module 3: Configuring the Workspace 5 Planning Document Profiles

apply departmental policies that are implemented as approval processes.
Determining Document Level Security and Approval Policies
To determine which document level security and approval policies to configure
for the workspace, consider that the document level security requirements and
approval policies for a group of documents can be linked to either the
organization units or authors. These organization units or authors are
responsible for creating and maintaining the documents. Document folders and
the folder hierarchy are used mainly by authors.
Creating a Document Folder Hierarchy
One approach for creating the document folder hierarchy is to begin with a
folder hierarchy that matches your organizational hierarchy, and then expand on
this basic structure. By including one standard and at least two enhanced
document folders for each organizational unit represented in your document
folder hierarchy, you ensure that each of the document publishing scenarios
(adding documents to standard folders and publishing documents in enhanced
folders) is accounted for.
Emphasize that document
folders are created for
SharePoint Portal Server
authors, the users who will
be creating documents.
Open the Web folders view
of the workspace and show
the student the folder
structure that was
developed for this course.
6 Module 3: Configuring the Workspace 

To outline this topic.
Lead-in
Categories provide a flexible
way to both describe and
locate documents.
If necessary, to help
students who are not
familiar with the term
taxonomy, explain that
categories are used to
group documents together
when they can be classified
into the same “family” due to
similar characteristics or
content.
Module 3: Configuring the Workspace 7 Creating a Category
File
New
Categories

Using the File Menu

Using the Shortcut Menu
Right-click workspace
window background
New
Categories

the new category to a document. After documents have been associated with a
category, readers can use the category to find documents by browsing the
categories that are displayed on the dashboard site.

Topic Objective
To outline the permissions
and tasks associated with
creating a category.
Lead-in
You can create a category
by using the File menu or by
using the shortcut menu.
Open the Categories folder
and demonstrate how to
create a new category by
using the File menu and the
shortcut menu (right-click).
The new category must be
added to the workspace
index, which takes several
seconds. When you give the
category a new name, the
new name is added to the
workspace index.
Note
8 Module 3: Configuring the Workspace Uniquely Identifying a Category
A category must be uniquely identifiable in a workspace. In SharePoint Portal

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The Properties page of a category is used to establish the description,
keywords, associated picture, and contact information for the category.
Configuring Category Descriptions
Category Descriptions provide users with helpful information about each
category so that users can decide if a specific category is appropriate to use. Use
the Description: box on the General tab to configure descriptions for a
category.
Configuring Category Keywords
Category Keywords help users who are searching a dashboard site to find
categories. Use the Add or select keywords: box on the General tab to
configure keywords for a category.
Configuring a Category Picture
You can use category pictures to help users to understand what the category
contains. You can provide a URL where SharePoint Portal Server can access an
image to associate with the category in the workspace and on the dashboard
site. Use the URL of category picture: box on the General tab to configure
images for a category.
Configuring Category Contact Information
Category Contact Information provides a name and an e-mail address for users
to contact if they need information about or have problems with a category. Use
the Category contact name: and the Category contact e-mail address: boxes
on the General tab to configure contact information for a category.
Topic Objective
To outline the process of
configuring a category.
Lead-in


Editing a Document Profile Property

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In many organizations, users cannot consistently locate documents containing
similar subject matter. This is especially true if the words that the user chooses
for a search query are not found in the body of the document.
SharePoint Portal Server uses metadata to organize the content of the
workspace. Every document in the workspace is assigned a document profile
that contains descriptive metadata. As a coordinator, you can use the Add
Document Profile Wizard to create a document profile. You can use default
document profile properties included in the base document, or you can create
custom document profile properties.
Topic Objective
To outline this topic.
Lead-in
Every document in the
workspace is assigned a
document profile. To create
a document profile, use the
Add Document Profile
Wizard.

with this property, such as New York and Tokyo.
Integrating Metadata with SharePoint Portal Server
To help integrate metadata with SharePoint Portal Server, every document in
the workspace is assigned a document profile. Document profiles consist of
words, phrases, or document profile properties that may or may not appear in
the body of the document, such as the document author. Document profiles and
document profile properties enhance the search process by supplying search
queries with values that are not in the body of a document. Document profiles
are created and stored in the Document Profiles folder, which is a subfolder of
the Management folder.
Integrating Existing Metadata with SharePoint Portal
Server
Document metadata is stored in many different locations in Microsoft products.
Because SharePoint Portal Server is an application that integrates with
Microsoft Office applications, it uses both document properties and SharePoint
Portal Server properties.
Properties are generally stored in one of the following two locations:

Document properties that are set in an Office application (by clicking
Properties on the File menu) are stored in the document itself in OLE
storage.

SharePoint Portal Server properties, set on profile forms, are stored as
additional columns on the document row in the Microsoft Web Storage
System.

Topic Objective
To explain the relationship
between metadata and a
document profile, and to

Using Property Promotion and Demotion
The goal of property promotion and demotion is to synchronize existing
document properties with SharePoint Portal Server properties. Promotion and
demotion from other property sets, such as Hypertext Markup Language
(HTML) metatags, is not supported.
Property promotion and demotion will occur only if the document supports
IpropertySetStorage, the Component Object Model (COM) storage object
interface. All Office 2000, Office XP, and SharePoint Portal Server documents
save their properties in a way that enables them to be accessible using this
interface. Only Office formats are supported—promotion and demotion will not
occur for .htm or .txt files.
The following table lists various promotion and demotion scenarios and their
consequences.
If you … The result is …

Set an Office property, such as
Author, on a document in Microsoft
Word
The property value automatically appears on
the profile form if there is a property of the
same name on the form. This occurs when a
document is saved to a standard folder or when
it is checked into an enhanced folder.
Change the Author value on the
profile form
The next time you view Office properties, the
new Author value is reflected.
Check out a document and change
the Author value in Office properties
The new Author value is promoted to the

document in a standard folder by
using a profile form
If the metadata is lost at some later date,
because the user accesses and saves the
document by using Installable File System
(IFS), the user can easily recover all of the
information by simply opening the document
profile form through Web folders. This causes
all of the original values to be promoted from
within the document.

Demonstrate property
promotion and demotion.
Create a new document in
Microsoft Word and set the
Author property. Use the
File menu to save the
document to an enhanced
folder in the workspace. Use
the File menu to check in
the document. Open the
Web folders view of the
workspace to view and then
change the document's
Author property (right-click
the document, and then
click Properties). The Word
property was promoted to
SharePoint Portal Server.
Check in the document. Use