Contents
Overview 1
Publishing Documents without Approval
Routing 2
Demonstration: Publishing Documents
without Approval Routing 4
Publishing Documents with Approval
Routing 5
Lab A: Approving Documents 16
Using Web Discussion to Review
Documents 26
Review 28

Module 5: Publishing
Documents Information in this document is subject to change without notice. The names of companies,
products, people, characters, and/or data mentioned herein are fictitious and are in no way intended
to represent any real individual, company, product, or event, unless otherwise noted. Complying
with all applicable copyright laws is the responsibility of the user. No part of this document may
be reproduced or transmitted in any form or by any means, electronic or mechanical, for any
purpose, without the express written permission of Microsoft Corporation. If, however, your only
means of access is electronic, permission to print one copy is hereby granted.

Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual
property rights covering subject matter in this document. Except as expressly provided in any


Use approval routing before a document is published.

Use Web Discussions to discuss workspace documents with other users.

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_05.ppt.
Preparation Tasks
To prepare for this module, you should:

Read all of the materials for this module.

Practice the recommended demonstrations.

Complete the lab.

Demonstration
This section provides demonstration procedures that will not fit in the margin
notes or are not appropriate for the student notes.
Publishing Documents without Approval Routing
1. Click Start, point to Programs, and then click Microsoft Word.
2. Type Class Test Document.
3. On the File menu, click Save As, and then click My Network Places.


Publishing Documents with Approval Routing
Explain the approval routing process and then describe the two approval
routes and how to choose the appropriate one. Explain the difference
between the SharePoint Portal Server roles and the responsibilities of an
approver, and then explain how to add and remove an approver. Finally,
discuss how to approve and reject a document.

Using Web Discussions to Review Documents
Explain that using the Web Discussions feature is an alternative method of
approval routing, and then explain the function of the tool, its features, and
how to use it with Office 2000 applications, by using Microsoft
Internet Explorer, and from the dashboard site.

Customization Information
This section identifies the lab setup requirements for a 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.
Lab Setup
Setup Requirement 1
The lab in this module is dependent on the classroom configuration that is
specified in the Customization Information section at the end of the Classroom
Setup Guide for Course 2095A, Implementing Microsoft
®
SharePoint
™
Portal
Server 2001.
Lab Results

™
Portal Server 2001 to publish a
document without a document approval routing process, or you can use a
document approval routing process and then publish the document so that it is
available for viewing.
After completing this module, you will be able to:

Publish a document that is checked in, and publish a document that is in the
process of being checked in without using approval routing.

Use approval routing before a document is published.

Use Web Discussions to discuss workspace documents with other users.

Topic Objective
To provide an overview of
the module topics and
objectives.
Lead-in
In this module, you will learn
about the document
publishing and approval
process.
2 Module 5: Publishing Documents

Publishing Documents without Approval Routing
Publishing a Checked In Document
Publishing a Checked In Document
From Word, PowerPoint
or Excel

LLEGAL FOR
N
ON
-T
RAINER
U
SE
*****************************
You can use SharePoint Portal Server to publish a document and make it
available for viewing in the workspace without using approval routing. If no
document approval routing is in place, authors and coordinators for enhanced
folders can immediately publish documents that are either already checked in or
in the process of being checked in.
Publishing a Checked-In Document
You can publish a checked-in document by publishing it from Microsoft Word,
Microsoft PowerPoint
®
, or Microsoft Excel; by publishing it from the
dashboard site; or by publishing it from the Web folders view.
Publishing from Word, PowerPoint, or Excel
To publish a checked-in document from Word, PowerPoint, or Excel:
• Click File, and then click Publish.
The document is now published, and the document status changes to
Read-Only.

Publishing from the Dashboard Site
To publish a checked-in document from the dashboard site:
1. Click Show Actions on the document that you want to publish.
2. In the Actions list, click Publish.
3. Click OK in the dialog box to confirm publication of the document.

Publishing from Word, PowerPoint, or Excel
To publish a document during check-in from Word, PowerPoint, or Excel:
1. Click File on the toolbar and then click Check In.
2. Complete any applicable information on the Check-In form.
3. Select the Publish this document after check in check box, and then click
OK.
The document is now published, and the document status changes to
Read-Only.

Publishing from the Dashboard Site
To publish a document during check-in from the dashboard site:
1. Click Show Actions on the document that you want to publish.
2. In the Actions list, click Publish.
3. If the Publish document screen appears, choose the appropriate location of
your document, and then click OK.
4. Complete any applicable information on the screen, and then click OK.
The document is now published. When you refresh the screen, Publish is no
longer an Action item.

Publishing from the Web Folders View
To publish a document during check-in from the Web folders view:
1. Right-click the document that you want to publish, and then click Check In.
2. Complete any applicable information on the Check-In form.
3. Select the Publish this document after check in check box, and then click
OK.
The document is now published, which is indicated by the document icon
changing to a star for published status. After a document is published, this version of the document remains

process is the quickest way
to make the document
available for viewing.
Module 5: Publishing Documents 5





Publishing Documents with Approval Routing

Understanding the Document Approval Routing Process

Choosing an Approval Route

Assigning an Approver

Adding and Removing an Approver

Setting an E-Mail Notification

Approving and Rejecting a Document

*****************************I
LLEGAL FOR
N
ON
-T
RAINER
U

Approvers
Fill Out Notification
Message to be Sent
to Approvers
Fill Out Notification
Message to be Sent
to Approvers
Choose Approval Routing Model
Choose Approval Routing Model
One after Another All at Once

*****************************I
LLEGAL FOR
N
ON
-T
RAINER
U
SE
*****************************
Approval routing is a SharePoint Portal Server feature that enables you and
others to review and approve workspace documents before publishing them.
When you apply approval routing to an enhanced folder, documents that are
published in that folder are sent through the specified routing process before
they are shared with users who have permission to read the documents in that
folder. The approval process begins when a SharePoint Portal Server author
performs the Publish action on a document. Approvers are then notified by
e-mail messages or on the dashboard site.
Configuring an Approval Routing Process
Configuring an approval routing process consists of the following steps:

All at Once Approval (Parallel)

*****************************I
LLEGAL FOR
N
ON
-T
RAINER
U
SE
*****************************
SharePoint Portal Server includes the following two types of document
approval routing processes:

One After Another Approval, the serial approval process

All at Once Approval, the parallel approval process

Both types of document approval routing processes send an approval e-mail
notification that alerts the approver that a document is awaiting approval after
an author publishes a document. If the document is approved, it is published to
the SharePoint Portal Server workspace. If the document is not approved, or if
the approval process is cancelled, the document is returned to a checked-in
state. In either case, the approvers are notified by e-mail of the status of that
document. The e-mail notification informs approvers of the type of approval
process that is being used, the name of the submitter, and the names of the other
approvers.

You can assign an approval process only to an enhanced folder. If you try
to assign an approval process to a standard folder, you will receive a message

All at Once Approval Process
All at Once Approval, the parallel approval process, involves sending a
document for approval to multiple approvers at the same time. This approval
process option is appropriate when several approvers with differing roles must
review and approve a document. This approval process enables you to choose
one of two approval strategies: single parallel approval or all parallel approval.
Single Parallel Approval
The single parallel approval option requires the approval of only one approver
to publish a routed document. For example, if a document is sent to three
approvers, SharePoint Portal Server publishes the document when the first
person approves it. This option is appropriate for time-sensitive documents that
cannot tolerate delay because a single approver is unavailable.
All Parallel Approval
The all parallel approval option requires all approvers to approve the document
before it can be published. For example, because a group of approvers must
review a corporate report detailing an organization’s five-year financial plan,
the parallel approval option is used to send an e-mail notification requesting
that each approver review the document. This option is appropriate for
documents that require unanimous approval.
Module 5: Publishing Documents 9

Assigning an Approval Routing Path
After you have determined which approval process to use, you must assign that
approval route to the folder.
To assign an approval routing to a folder:
1. In the workspace, right-click the enhanced folder that you want to work
with, and then click Properties.
2. On the Properties page of the folder, click on the Approval tab, and select
the Documents must be approved before publishing box.
3. Click Add and select all the approvers. Click Add and then click OK.