Home > Articles > Information Technology

  • Print
  • + Share This
This chapter is from the book

Primary Uses of Windows SharePoint Services

The following sections outline some of the standard ways that organizations use Windows SharePoint Services. This is of course not a complete list but represents many of the uses encountered at clients’ sites.

Collaborating with Workspaces

Windows SharePoint Services offers two main types of workspaces: document workspaces and meeting workspaces. Additional attention is paid to describing the functionality of these items in Chapter 11, "Managing and Using SharePoint Libraries," and Chapter 12, "Managing and Using SharePoint Lists."

The standard document workspace site home page includes announcements, tasks, links, shared documents, and a list of the site members. Hyperlinks for creating contacts, events, a general discussion, surveys, and a picture library are also included in the Quick Launch bar. Once created, other team members need to be invited to the workspace, and the administrator(s) of the workspace can fine-tune permissions within the site.

Document workspaces are ideal for collaboration between a limited number of resources on short-term projects. One or more documents can be uploaded to the site, and different members of the site can check out the documents, edit them, and save them back to the document library, with comments tracked. Tasks can be assigned to different members of the site, and a calendar can be created to track key dates.

Meeting workspace sites are designed to bring all the documents and tasks associated with a meeting together into one place. Five different meeting workspace templates are included with SharePoint, each containing a different set of Web Parts: Basic Meeting Workspace, Blank Meeting Workspace, Decision Meeting Workspace, Social Meeting Workspace, and Multipage Meeting Workspace. The "basic" out-of-the-box meeting workspace template includes agenda items, attendees, and objectives. Meeting workspaces are ideal for preparing for complex meetings or events, such as a company picnic.

Many companies find that SharePoint workspaces foster teamwork and collaboration between employees and encourage employees to store their documents on the network instead of hiding them on their local drives. Workspaces also encourage organization of information, which develops good working habits and creates tools that can be reused to enhance productivity. After an individual creates a document workspace that suits her needs, she can then save it as a template and reuse it for other similar projects. Workspaces can be configured to be accessible from the Internet, and customers or partners outside the company can be given access to the workspaces to further leverage the technology. Bear in mind that external users also need valud Windows Server 2003 and SharePoint Portal Server 2003 Client Access Licenses (if SharePoint Portal Server 2003 is being used), and the SharePoint External Connector License may be required depending upon the type of external usage.

Collaborating Using Team or Project Sites

For more permanent document management and collaboration needs, a team site can be created in Windows SharePoint Services that offers more administrative tools and options in terms of the construction of the site. Typically, team sites are created for longer term projects, or for a specific department. With Windows SharePoint Services a top-level site can be created, and then a virtually unlimited number of subsites and workspaces can be created beneath the structure, forming a site collection. A different administrator can be assigned per site collection to distribute the management and administration load and to allow for granular security in each site collection.

The basic template for a team site includes announcements, events, and links on the "main page" with hyperlinks to Shared Documents, Contacts, Tasks, and General Discussion links on the Quick Launch bar. The home page is generally customized with the name of the team or department and a fitting logo or image, and the default Web Parts are tuned to present the right level of information to the average user.

Documentation for the project can be stored on the site where team members can easily find what they need. Activities such as project status meetings, document reviews, and meetings with the client can be set up as events. The contacts list can be used for storing information about the customer contacts and any other outside resources involved with the project. Although there may be a detailed project plan for the project, major tasks or milestones can be pulled out of the plan and tracked in a tasks list where they are immediately accessible.

A centrally available group site encourages members to contribute to the site based on their expertise. Sharing and being able to easily find information leads to collaboration for producing a quality end result.

Searching in Windows SharePoint Services Sites

Searching is a critical function for many companies, and a requirement for most document management systems. As mentioned previously, full text searching is not available if Windows SharePoint Services is used with the WMSDE database, but it is available to a limited extent if SQL Server 2000 is installed (if full text searching with SQL 2000 is implemented).

Windows SharePoint Services searching is still limited, as outlined in the Windows SharePoint Services Administrator’s Guide, summarized in Table 3.1.

Table 3.1 Windows SharePoint Services SQL Searching Capabilities

Search Targets

Searched with SQL Server?

List items

Yes.

Documents

Yes.

Lists

Yes.

Boolean searches (AND, OR, Near, NOT)

No.

File types other than .doc, .xls, .ppt, .txt, and .htm

-Not by default. You can install customized SQL Server search filters to search other file types.

Searching for subsite content on a top-level website

-No. You must go to the subsite to perform the search.

Nontext list fields (such as currency, number, lookup, Yes/No)

No.

Attachments to lists

No.

File properties used by Office 2003 documents (such as "Author" and "Company")

No.

Survey lists

No.

Hidden lists

No.

Site administrators, site groups, users, or cross-site group

No.

External websites, file shares, documents

No.

Narrowing search results by searching through previous results

No.

Displaying the total number of items matching a search string

No.


So even with SQL Server 2000 installed, and full text searching enabled, the searching is limited. For example, if a subsite North America is created under a Sales site, content stored in the North America document library is not searchable from the Sales site.

Even with these limitations, the search process can quickly enable a user to find all the instances of a specific word contained in a library or list on a site.

Staying in Touch with Changes Through Alerts

As users realize the benefits of a SharePoint solution, sites can grow quickly with information, users, and applications being added and changed continuously. Instead of having to comb sites and workspaces for modifications on a regular basis, a user can set up alerts so that she is only notified of changes in the information of interest to her.

SharePoint alerts can be set to notify users of changes to documents, sites, lists (announcements, contacts, events, tasks, surveys, and links), individual items in the lists, and document libraries.

Alerts can be used by various groups within the organization. The Marketing Department can use a SharePoint document library as a repository for employee-submitted newsletter articles. The editor of the newsletter can create an alert to be notified when documents are added so that they can be reviewed and incorporated into the final newsletter. A SharePoint administrator, responsible for managing the hardware used to provide SharePoint services, can set up an alert to be notified immediately when sites and users are added, to assist in controlling resource allocation.

The Sales Department can use SharePoint Contacts for storing customer information. When there is a change to customer information, the salespeople can be alerted at the end of the day so that they can follow up and take appropriate action. Salespersons can set up alerts for their own specific customers so that they don’t get bombarded with alerts for customers who are not their responsibility.

  • + Share This
  • 🔖 Save To Your Account

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020