Anybody with experience with Sharepoint portal for electronic document control?

B

billtinkoblenz

#31
Hi

Thanks for the reply - I must be missing something - do you import every page as a HTML document and then link in sharepoint.

I supose what I was looking for was a structure that let me maintain a web top level manual (Doc controlled by sharepoint) with links to documents in the sharepoint site.

I can import visio or powerpoint and link individual files from that but it seems crude by comparison with Front Page

Ta

Bill - in a cold and grey Germany !
 
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Bifften

Involved In Discussions
#32
I use Sharepoint to host my Business Process Maps.

We have just started to use it in Change Control.

Process Owner recommends a Change
/
I Check Out the File
/
I make ammendments
/
I Check In the ammended File (with restricted permissions)
/
I start an approval workflow
/
Process Owner approves or rejects ammended process
/
Process Persmissions are extended (Approved Change Complete)

I then have an electronic record that all "live" processes have been approved by the current process owners.
 

SteelMaiden

Super Moderator
Super Moderator
#33
I do not "import" hardly any pages except for a few pdf files for forms. I build all my pages right in SP, just like I would create a word document. All are created in HTML. So, where it appears you are creating a (for example) work instruction in Word, and then importing it into SP, we create an HTML in SP and publish it to our intranet.

I have a working copy of my web where I make all revisions/additions. As documents are approved, I "publish" the file to the "accessible" web. For example, I have ISOPending. This is the web that I use to do revisions in, because if I have something that I am working on I don't want it out on the intranet for everyone to view before it is finished and approved. Once it is complete/approved I publish the file(s) to our site accessible intranet named ISO. So basically we do not deal in any Word or other MS Office documents at all except for forms which are published as PDF files to be printed and filled in. Visio drawings for flow charts are saved as interlaced .gif files and imported into an html page, where I hot link areas on the drawing as needed.
 

SteelMaiden

Super Moderator
Super Moderator
#34
I guess I forgot to add that our current system using html and a document control database we built will be scrapped in the (near:confused:) future in favor of SP's doc control/check in/out functionality.
 
I

irish01

#35
I have been following this thread with interest...we use SP too (for about 1.5 years now).

Steelmaiden: can you tell me (I am not IT...just QM so i need "english"!) what 's the value of creating HTML docs for publish to SP, rather than importing Word, Excel docs directly? that's the method we are using--we house Quality-relative documents in our department drive, as our "mirror" for SP Quality docs. When doc revs change, we just import and rewrite over the existing copy residing on SP, so only the latest and greatest can be seen/accessed.

When other depts send us (as one of the SP "documentation gatekeepers") docs to upload--they are responsible for maintaining their own copies--they just drop it in an "Approved" folder and email us to let us know its there, it needs to go on SP and where (what level) to put it.

I am considering eliminating the "Word doc change to pdf" step--time consuming and not sure its really value-added????

I will also add that recently I took a "level 1 user" SP class and that helped me a lot!

One caveat: we are using Office 2003 not Office 2007, and SP works better with 2007, more functionality for approvals, etc.
 

SteelMaiden

Super Moderator
Super Moderator
#36
Cuz only a few of us (me, IT, the Enviro MR) have access to actually change the documents but everyone can view them with Internet Explorer. The app we built allows people to open a copy of the html doc in word and initiate a revision, but they cannot actually change the document. It is not necessarily cutting edge technology anymore, but at the time it was pretty radical. bottom line, document control, nobody changes a document on purpose, or accidently, and if they try to pass off a word document as something controlled, it wouldn't fly.
 
I

irish01

#37
Hi Bifften,

I am new to SP and am further hampered by the fact we do not use Office 2007 yet, so we cannot use all of SP's workflow/approval processes fully (certain buttons are nonexistent, 'grayed out', etc).

Your process for check-in/check-out, approval work flow...any chance that is documented, and i could see how you've explained it to your org?

I am hoping 1. to remedy the mess we initiated some time back when we intro'd SP without proper training to the masses... 2. in the not-so-distant future, to get Office 2007 so i can rip & run!

Thank you!
 
B

billtinkoblenz

#38
Hi

Two last questions then I will go and play with the software.

Are you using sharepoint designed for the front page functionality?

When you use sharepoint to control the html is every page controlled or do you controll the web (sorry old front page terminology)

Thanks

Bill
 
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