SharePoint 2016 Site Owners Advanced

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MS16-830-0.5S

SHAREPOINT 2016

S ITE O WNERS A DVANCED

OFFICEPRO, Inc. 8 Granite Pl. Suite 26 Gaithersburg, MD 20878 MD: (301) 468-3312 DC: (202) 347-1114 VA: (703) 922-0400 Fax: (301) 263-6879 www.officeproinc.com help@officeproinc.com

S HARE P OINT 2016

S ITE O WNERS A DVANCED

Presented by OFFICEPRO, Inc.

Manual # MS16-830-0.5S

About OFFICEPRO – We Change Lives! OFFICEPRO is a software-training company that specializes in providing high-quality, cost- effective, training services to our clients. OFFICEPRO has been providing computer training since 1984. We assist our clients in determining the most advantageous training solutions for their particular requirements and work with them to implement these solutions effectively in a flawless manner.

Student Expectations

Instructors OFFICEPRO’s instructors are simply the best in the business. They each have at least two years of stand-up training experience as well as “real world” experience in the applications they teach. The instructor teaching you today was chosen specifically for your class. When assigning an instructor we consider many variables. The instructor is available to answer questions throughout the day and after class.

Students can expect the following from an OFFICEPRO class:

Clearly stated class objectives

• •

The opportunity to express what they would like to achieve in class

Relevant training

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Hands-on training that allows students to learn by doing, not viewing A schedule for the day including lunch and break times

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The chance to evaluate the instructor and the overall class.

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What to expect from OFFICEPRO?

Exercise Files

Training Manuals Contain •Discussions & Procedures •Notes & Warnings •Step-by-Steps

•Download from www.officeproinc.com or •Book publisher's website

Course Levels •2 to 3 levels of training for each topic •Call us at 301-468-3312 to learn how to further build your skills

Technical Support •Receive 1 year of post-training support on topics covered in class • Email: help@officeproinc.com • Phone: 301-468-3312

Microsoft Office Specialist Certifications •Validate skills needed to use features of Microsoft Office applications •Contact OFFICEPRO to schedule an exam!

Copyright & Trademarks Copyright 2019 by OFFICEPRO, Inc.. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of OFFICEPRO. Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name, OFFICEPRO states that it is using the names for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon the trademark. Disclaimer OFFICEPRO has made every effort to ensure the accuracy of this document. If you should discover any discrepancies, please notify us immediately.

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Table of Contents

ABOUT OFFICEPRO – WE CHANGE LIVES! ...............................................................I

WHAT TO EXPECT FROM OFFICEPRO?...................................................................II

TABLE OF CONTENTS ...........................................................................................III

LESSON 1 -

CONFIGURING SITE METADATA ......................................................1 Lesson Introduction..................................................................................................1 TOPIC A: Metadata and Document Properties.........................................................2 TOPIC B: Create New Content Type .........................................................................5 TOPIC C: Add Columns to Content Types .................................................................9 TOPIC D: Add Custom Content Types to a Library..................................................14 Summary.................................................................................................................16 ADDING A DEFAULT WORKFLOW..................................................17 Lesson Introduction................................................................................................17 Topic A: Workflows.................................................................................................18 Topic B: Adding a Default Workflow ......................................................................19 Summary.................................................................................................................25 CONFIGURING SITE SETTINGS, NAVIGATION, AND SEARCH ...........27 Lesson Introduction................................................................................................27 TOPIC A: Site Navigation.........................................................................................28 TOPIC B: Configure the Top Link Bar ......................................................................31 TOPIC C: Configure the Quick Launch.....................................................................34 TOPIC C: Provide Navigation with a Links List ........................................................36 Summary.................................................................................................................37

LESSON 2 -

LESSON 3 -

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Lesson 1 - C ONFIGURING S ITE M ETADATA

Lesson Time: 1 hour

Lesson Objectives In this lesson, you will:

Metadata and Document Properties Create New Content Types Add Columns to Content Types Add Custom Content Types to a Library

• • • •

L ESSON I NTRODUCTION Many of Microsoft® SharePoint® 2013's core features and capabilities utilize and rely on the additional information associated with content stored in SharePoint. This additional information is used by people and automated processes to identify, categorize, and locate information stored in SharePoint. These powerful data management features can be extended and customized for your specific industry or site needs. In this lesson, you will configure site metadata and work with custom content types and columns in lists and libraries.

Lesson 1 – Configuring Site Metadata

SharePoint 2016

TOPIC A: M ETADATA AND D OCUMENT P ROPERTIES SharePoint has the potential to store and manage large amounts of data. Finding and retrieving the specific data you are looking for can be a challenge. Metadata and Document Properties will help categorize and organize your data in a user-friendly manner. M ETADATA Metadata is a term used to describe information about data, or data about data. Metadata allows you to associate additional information about the data that you store in SharePoint. For example, when you create a task in a SharePoint task list, SharePoint provides columns to allow you to provide additional information about the task. In addition to the task name, you can provide a start date, due date, priority, and status for the task. There are two important things to understand from the previous example; first, in SharePoint, metadata are the columns associated with an item. Start date, due date, and priority are all columns that have been associated with the Task List content type. Second, all of this metadata gives SharePoint users considerable power and flexibility. Users can search for tasks assigned to them, display tasks that are due in the next seven days, or create a report of tasks that have been completed to send to their boss. D OCUMENT P ROPERTIES SharePoint stores information about documents so that documents can be more easily organized and found through searches. By default, the only two properties available are Name and Title . The following table briefly describes these properties.

PROPERTY

DESCRIPTION

Name

This is the file name of the document in question.

Title

This is the descriptive title for the document. This can be different from the file name and is usually more descriptive. The title is what appears in the list of documents when viewing items in a document library.

D OCUMENT P ROPERTIES AND S ITE O WNERS Site owners may add other properties (metadata) to describe documents. For example, a site owner may add a project name property to categorize documents based on their project or they may add department properties to allow documents to be categorized that way. E NTERPRISE M ETADATA AND K EYWORDS S ETTINGS Enterprise Keywords is a feature that can be enabled by site owners. This provides a database called the Managed Team Store where it stores keywords that are associated with documents and other information. Users can associate keywords with documents to allow other users to find those documents when the keywords are searched for. For example, the HR department might tag the Travel Expense Guidelines document with the keywords "travel" and "expense" to make sure that document is found when either of those terms are searched for.

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SharePoint 2016

Lesson 1 – Configuring Site Metadata

It is common for site owners to enable the Enterprise Keywords feature in SharePoint to aid site searches based on keywords. When Enterprise Keywords is enabled for a library, the Enterprise Keywords property becomes available. The Enterprise Metadata and Keywords settings group is used to configure the following settings.

SETTING

DESCRIPTION

Enterprise Keywords

Check to add the Enterprise Keywords column to the list and enable keyword synchronization. Enabling this makes the Enterprise Keywords box available on document properties, thus allowing you to associate keywords with documents and files. Keywords will be synchronized to the SharePoint Term Store so that keywords are consistent across the site. If you do not see the Enterprise Keywords box when editing document properties, this setting has not been enabled. Select this to allow SharePoint to track keywords as social tags. This will allow tracking of keywords as tags, so that information related to them will appear on users' newsfeed, profile pages, tag clouds, and tag profile pages. If you are using social features, personal sites, and following content, enabling this setting is recommended.

Metadata Publishing

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Lesson 1 – Configuring Site Metadata

SharePoint 2016

ACTIVITY: E NABLE E NTERPRISE K EYWORDS

Before You Begin You should be logged into your Human Resources site. Scenario You want to improve the searchability of your policies and procedures so employees can find them with ease. In this activity, we will enable Enterprise Keywords . 1) Review default Document Properties. a) In the Quick Launch, click Policies and Procedures . b) Right-click the Open Menu (…) next to the Vacation Policy document and select Properties and click OK to check out if necessary. c) Observe the Name and Title document properties. d) Click Cancel .

2) Enable Enterprise Keywords in a library. a) In the Quick Launch, click Policies and Procedures . b) Click the Library tab and click the Library Settings button.

c) Under Permissions and Management , click Enterprise Metadata and Keyword Settings . d) Under Enterprise Keywords , check Add an Enterprise Keywords column to this list and enable Keyword synchronization . e) Click OK .

3) Review default Document Properties. a) In the Quick Launch, click Policies and Procedures . b) Right-click the Open Menu (…) next to the Vacation Policy document and select Properties and click OK to check out if necessary. c) Observe the new Enterprise Keywords field. d) Click in the Enterprise Keywords field and type PTO . If a list of suggested keywords pops up with PTO as a suggestion, click it to select it. e) Then type a ; and add Time Off . f) Click Save . g) Right-click the Open Menu (…) next to the Vacation Policy document, hover your cursor over Advance and select Check In . h) In the Comments field, type Added keywords .

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SharePoint 2016

Lesson 1 – Configuring Site Metadata

TOPIC B: C REATE N EW C ONTENT T YPE One of the most powerful ways you can customize SharePoint is to add custom content types that enable SharePoint to identify and managed industry, project, or organization specific information. C ONTENT T YPES A content type is a reusable collection of metadata such as columns, behaviors, and other settings that define a category of items or documents in a SharePoint list or document library. Content types enable you to manage the settings for a category of information in a centralized, reusable way. SharePoint comes with many content types already defined, including: • Digital assets such as audio, video, and images. • Document content types such as documents, a basic page, or a wiki page. • List content types such as announcements, issues, schedule, and tasks. • There are many other content types defined for business intelligences, community assets, folders, and work groups. Essentially, all objects, organizational structures, and data items such as documents are all defined as content types, which allows metadata to be associated with those items.

Figure 3-1: Content types.

C USTOM C ONTENT T YPES Create a custom content type in SharePoint whenever you need to define and describe data that needs to be stored and tracked and must have a defined set of metadata describing it. Content types can describe data to be input, such as human resource information for employee records, or type of file that needs to be stored in SharePoint. You can view, create, and configure custom content types from the site settings pages, by selecting Site content types under the Web Designer Galleries group. For example, if an organization wants to track employee information, they might make a list content type named "HR Employee Data" and create site columns for employee ID, hire date, benefit level, wage level, and so forth. A list can be created based on that content type, and

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Lesson 1 – Configuring Site Metadata

SharePoint 2016

restricted to HR employees who can use the list to organize employees by length of employment or distribute benefit information based on benefit level. You can view, create, and configure site content types from the site settings pages by selecting Site content types under the Web Designer Galleries group. You can configure the following options for a content type:

SETTING, ACTION, OR ASSOCIATION Name, description and group.

DESCRIPTION

The name and description of the content type and its intended use, as well as the group of content types it belongs to. For example, the document content type belongs to the Document Content Types group. Allows you to associate a template with the content type, specify whether the content type is read-only, and configure any child content types to inherit settings from this content type. Allows you to create a workflow and associate it with the content type. This is useful if you have workflows you wish to associate with specific types of content or data items. For example, if you have a workflow to capture and extract all task assignments for billing purposes, you can associate this workflow with the task's content type to make sure it is applied for any tasks defined by using the tasks content type. Allows you to name and describe the information management policy setting associated with the content type as well as create a policy statement that is displayed to end users. You can also enable and configure data retention, auditing, bar codes and labels. Retention and auditing settings are similar to site level settings expect that they are applied to the content type and will be enforced wherever the content type is used. For example, you might create a "Legal Document" content type and specify retention and auditing at the content type level to make sure all legal documents are consistently archived. Bar codes and labels are additional metadata and can be required in order to save the item. The document information panel is the list or document information that is displayed with the content type, such as size, date, and so on. You can use the defaults or create a new document information panel with Microsoft® InfoPath® and associate that document information panel here for use with the content type. Allows you to delete the content type.

Advanced settings

Workflow settings

Delete this site content type

Information management policy settings

Document information panel settings

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SharePoint 2016

Lesson 1 – Configuring Site Metadata

SETTING, ACTION, OR ASSOCIATION

DESCRIPTION

Columns

These are columns associated with the content type. For example, the document content type has a single column associated with it, the Title column, which is an optional piece of metadata. The Task list content type has Task Name, Start Date, Due Date, Assigned to, and many other columns associated with it. You can add or remove columns from a content type. When doing so, you can add from existing site columns or create custom columns.

S COPING C ONTENT T YPES When thinking about the types of content types your users may need, think beyond the scope of your division or department, think organizationally. Content types are designed to define common items used by an organization, and be reusable. Focus on how your organization thinks and acts. A project-focused organization might have project names, project managers, stakeholders, and various customer data as custom content types. A nonprofit organization that operates based on grants and may have cost-center-based content types.

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Lesson 1 – Configuring Site Metadata

SharePoint 2016

ACTIVITY: C REATING A N EW C ONTENT T YPE

Before You Begin You should be logged into your Human Resources site. Scenario You are collecting resumes for all new hire candidates for both full-time and contract employees. You need to be able to collect different information for each type of employee. In this activity, you will create two custom content types. 1) Create an Employee Candidate Resume content type. a) Click the Settings button on the top-right. b) Select Site Settings . c) Under Web Design Galleries , select Site content types . d) Observe the large number of pre-built content types your SharePoint site already includes. e) Click Create at the top. f) In the Name field , type Employee Candidate Resume . g) In the Description field , type Collects all required employee information for HR to progress in reviewing the resume . h) Under Select parent content type from :, select Document Content Types . i) Under Parent Content Type from: , select Document . j) Under Groups > Existing group :, ensure Custom Content Type is selected. k) Click OK . 2) Create a Contractor Candidate Resume content type. a) Click the Settings button on the top-right. b) Select Site Settings . c) Under Web Design Galleries , select Site content types . d) Click Create at the top. e) In the Name field, type Contractor Candidate Resume . f) In the Description field, type Collects all required contractor information for HR to progress in reviewing the resume . g) Under Select parent content type from: , select Document Content Types . h) Under Parent Content Type from :, select Document . i) Under Groups > Existing group :, ensure Custom Content Type is selected. j) Click OK .

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SharePoint 2016

Lesson 1 – Configuring Site Metadata

TOPIC C: A DD C OLUMNS TO C ONTENT T YPES Once you've created a custom content type, the next thing you need to do is add columns to the content type so that metadata is associated with the content type. S ITE C OLUMNS IN S HARE P OINT As stated earlier, columns in SharePoint store data about the content you're storing. Site columns are fundamental elements in SharePoint. Site columns represent a type of data, such as first name, telephone number, task status, and so forth. Site columns are reusable, and can be applied to any content type such as documents, libraries, or lists throughout your SharePoint site. For example, the Title site column is associated with many different content types from documents to task items. You can select any site column and associate it with any content type. Some content types, such as the task list, have many site columns associated with them, some have very few. The document content type, for example, has the Title column associated with it by default. You can add additional columns to content types and lists if you want to store additional metadata about specific types of items. You can also create custom site columns to track custom metadata. For example, if your business is project-based, you may create several columns related to projects such as project name, client name, and project reference number and associate those columns with the document content type so that metadata can be included with documents in your organization. You can view, create, and configure site columns from the Site Settings page by selecting Site columns under the Web Designer Galleries group.

Figure 3-2: Site columns in SharePoint.

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SharePoint 2016

E XAMPLE U SAGE S CENARIOS FOR C USTOM S ITE C OLUMNS There are an unlimited number of potential uses for custom site columns. The following table lists some examples of custom site columns, grouped by category.

CATEGORY

HOW SITE COLUMNS MIGHT BE USED EXAMPLE SITE COLUMNS

To associate organizational positions with employees, resources, projects, or other items. Large enterprise and merger scenarios might have complex tracking and reporting hierarchies and tracking this data may make reporting simpler.

Organizational

• Division • Manager • Organizational Unit • Company • Parent Company

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SharePoint 2016

ACTIVITY: A DDING C OLUMNS TO C ONTENT T YPES

Before You Begin You should be logged into your Human Resources site. Scenario

Now that you have created your custom content types, you need to add some site columns to the content type for information that you wish to track. You need to create and add a custom column as well as an existing column. In this activity, you will add columns to your custom content types. 1) Add existing site columns to the Employee Candidate Resume content type. a) Click the Settings button on the top-right. b) Select Site Settings . c) Under Web Design Galleries , select Site content types . d) Under Custom Content Types , select Employee Candidate Resume . a) Under Columns , click Add from existing site columns . b) Under Available columns , select Full Name and click Add > . c) Also add Mobile Number and Start Date . d) Under Update all content types inheriting from this type? , ensure Yes is selected. e) Click OK . c) Under The type of information in this column is: , ensure Single line if text is selected. d) Under Group > Put this site column into > Existing groups , ensure Custom Columns is selected. e) Click OK . f) Under Columns , click Add from new site columns . g) Under Column name , type Hiring Department . h) Under The type of information in this column is :, select Choice (menu to choose from) . i) Under Group > Put this site column into > Existing groups , ensure Custom Columns is selected. j) Under Type each choice on a separate line , type Administration , Human Resources , Information Technology , Marketing , Production and Sales each in a separate line. k) Clear the Default value field. l) Click OK . m) Under Columns , click Add from new site columns . n) Under Column name , type Reviewer . o) Under The type of information in this column is :, select Person or Group . p) Under Group > Put this site column into > Existing groups , ensure Custom Columns is selected. q) Click OK . r) Under Columns , click Add from new site columns . s) Under Column name , type Desired Salary . t) Under The type of information in this column is :, select Currency . 2) Add new site columns to the Employee Candidate Resume content type. a) Under Columns , click Add from new site columns . b) Under Column name , type Position .

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Lesson 1 – Configuring Site Metadata

u) Under Group > Put this site column into > Existing groups , ensure Custom Columns is selected. v) Under Number of decimal places , select 2 . w) Click OK . 3) Add existing site columns to the Employee Candidate Resume content type. a) Click the Settings button on the top-right. b) Select Site Settings . c) Under Web Design Galleries , select Site content types . d) Under Custom Content Types , select Contractor Candidate Resume . f) Under Columns , click Add from existing site columns . g) Under Available columns , select Full Name and click Add > . h) Also add Mobile Number , Start Date , End Date , Position , Hiring Department , and Reviewer . i) Under Update all content types inheriting from this type? , ensure Yes is selected. j) Click OK . 4) Add new site columns to the Employee Candidate Resume content type. a) Under Columns , click Add from new site columns . b) Under Column name , type Hourly Rate . c) Under The type of information in this column is :, select Currency . d) Under Group > Put this site column into > Existing groups , ensure Custom Columns is selected. e) Under Number of decimal places , select 2 . f) Click OK . g) Under Columns , click Add from new site columns . h) Under Column name , type Project ID . i) Under The type of information in this column is :, ensure Single line if text is selected. j) Under Group > Put this site column into > Existing groups , ensure Custom Columns is selected. k) Click OK .

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Lesson 1 – Configuring Site Metadata

SharePoint 2016

TOPIC D: A DD C USTOM C ONTENT T YPES TO A L IBRARY Once you've created your custom content type and added columns, the final step is to add the content type for use somewhere in SharePoint. O PTIONS FOR U SING C USTOM C ONTENT T YPES IN S HARE P OINT Once you've created a custom content type, you need to add it to a list or library in SharePoint so that it can be used. Custom content types can be added to any list or library that is configured to allow multiple content types, such as the Asset Library. When you add any content type to a list or library, you are enabling that list or library to store those types of items. You can also create a custom list for your custom content type. For example, if you created an HR Employee Data content type, you might create a custom list named Employee Data and associate the HR Employee Data content type with the list. You could then configure list views and data entry requirements for the list, so that the list becomes the primary method for adding, updating, and reporting employee data. You could also add other site columns to the list as needed.

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Lesson 1 – Configuring Site Metadata

ACTIVITY: A DDING A C USTOM C ONTENT T YPE TO A L IST

Data Files C:\Student\SharePoint2013\ Configuring Site Metadata \Resume 6.docx. Before You Begin You should be logged into your Human Resources site. Scenario

To make use of the new IPO Communications content type, you will create a custom list and add the content type to it. You will configure list views so that necessary information is displayed and test the list and content type. In this activity, you will add a custom content type to a list. 1) Add custom content types to a library. a) In the Quick Launch, click Resumes . b) Click the Library tab and click the Library Settings button. c) Under General Settings , click Advanced Settings . d) Under Allow management of content tyes? Select Yes . e) Click OK . f) Scroll down to Content Types in the Settings page and click Add from existing site content types . g) Under Select site content types from, select Custom Content Types . h) Under Available Site Content Types , select Employee Candidate Resume and click Add > . i) Also add Contractor Candidate Resume . j) Click OK . k) Under Content Types in the Settings page, click Change new button order and default content type . l) Uncheck the Visible checkbox next to Document . m) Click OK . 2) Assign content type to existing documents. a) In the Quick Launch, click Resumes . b) Right-click the Open Menu (…) next to the Resume 1 document and select Properties . c) Under Content Type , select Employee Candidate Resume .

d) Observe the new Metadata fields. e) Enter the following information: i) Full Name: James Phillip ii) Mobile Number: 202-528-6541 iii) Start Date: Four Monday’s from today

iv) Position: Sales Manager v) Hiring Department: Sales vi) Reviewer: Enter your partner assigned by the instructor vii) Desired Salary: 65000 f) Click Save .

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SharePoint 2016

3) Assign content type to new documents. a) Click the Upload button. b) Click the Browse button, navigate and select C:\Student\SharePoint2013\ Configuring Site Metadata \Resume 6.docx . c) Click OK . d) Under Content Type, select Contractor Candidate Resume . e) Observe the new Metadata fields. f) Enter the following information: i) Full Name: Grace McWilliams ii) Mobile Number: 703-932-4582

iii) Start Date: Two Monday’s from today iv) End Date: One year from the start date v) Position: Data Analyst vi) Hiring Department: Marketing vii) Reviewer: Enter your partner assigned by the instructor viii) Hourly Rate: 75 ix) Project ID: XFD1048 g) Click Save .

S UMMARY In this lesson, you learned how to create custom content types, add columns to custom content types, and add a custom content type to a library. How might you use custom content types in your organization?

Where might you look in your organization to determine how your colleagues think about metadata?

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Lesson 2 - A DDING A D EFAULT W ORKFLOW

Lesson Time: 1 hour

Lesson Objectives In this lesson, you will:

Workflows

• •

Adding a Default Workflow

L ESSON I NTRODUCTION A powerful Microsoft® SharePoint® 2013 feature is the ability to automate business processes through workflows. Organizations can save time and money by automating repetitive processes and having SharePoint take care of some tasks without the need for human intervention.

Lesson 2 – Adding a Default Workflow

SharePoint 2016

T OPIC A: W ORKFLOWS Any successful organization has business processes that are standardized and supported with robust documentation. These processes depend upon how information flows through various functions each of which is responsible for a particular task. These business processes define and help the workflow within an organization so that a structured work hierarchy is maintained. Microsoft SharePoint Foundation 2010 provides workflows that assist in maintaining the work hierarchy automatically. W ORKFLOWS A workflow is an operational process comprising a sequence of interconnected steps or operations. It can be defined as tasks accomplished by a single individual or a group of people to achieve a specific output. It depicts the flow of work, and helps organize and execute various activities that represent work processes. Similarly, a SharePoint workflow determines the tasks that should be performed, the people who should perform these tasks, and tracks the history of all workflow tasks. Workflows can be used to manage the recruitment process in which there are several stages and tasks to be accomplished. For instance, once the interview with an applicant is complete, the functional head may incorporate his/her feedback and send the document to the HR manager for approval. The HR manager will either select or reject the candidature of the applicant. Based on whether the applicant has been rejected or selected, there will be specific branching of workflow tasks that enable the decision makers to achieve the desired result.

Figure 1 - A Workflow

B ENEFITS OF W ORKFLOWS Workflows help in integrating the business processes within an organization and facilitate streamlined collaboration among team members. The business processes within a workflow depend upon the tasks that need to be completed by individual team members. These tasks could be implemented for approving a contract, or for approving expenses.

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SharePoint 2016

Lesson 2 – Adding a Default Workflow

T OPIC B: A DDING A D EFAULT W ORKFLOW

P REDEFINED W ORKFLOWS SharePoint has several Predefined workflow built-in. They allow you to add workflows without having to build them from scratch. Some workflows are ready to use, others need to be enabled by the Site Collection administrator.

Figure 2 - Adding a Workflow

Here are a few examples of Predefined workflows.

WORKFLOW TYPE

DESCRIPTION

Disposition Approval

This workflow is often used by supervisors and managers by allowing them to control document expiration and retention. This means they have the ability to keep or delete documents that are defined as expired by organizational policy.

Three-State

This workflow is used to track items in a list.

C USTOM W ORKFLOW While predefined Workflows are great to get you started, they may not match the processes in your organization. When you need more flexibility from your workflows, custom workflows can be created from scratch using third party applications such as SharePoint Designer. W ORKFLOW S ETTINGS The Workflow Settings option enables a user to change the workflow option for a library or a list. You can add a workflow, modify an existing workflow, and remove a workflow. However, changes made to a workflow that is in progress will not be applied to the list.

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Lesson 2 – Adding a Default Workflow

SharePoint 2016

T HE W ORKFLOW T ASK L IST A Task List used with a workflow enables you to keep track of the tasks you need to perform. You can either use an existing task list or create a task list for the workflow. The following table describes the task list options.

WORKFLOW TASK LIST DESCRIPTION

You can use this task list option to keep track of the work that you or your team needs to complete.

Tasks

New task list

You can create a new task list to be used by a workflow.

T HE W ORKFLOW H ISTORY L IST A history list used with a workflow enables you to generate and view workflow history that contains the history of every task in the task list of the workflow. It includes the date, time, and details of the user who performed the task. You can view workflow history either by using an existing history list or by creating a history list.

HISTORY LIST

DESCRIPTION

Workflow History

You can create a history list for workflow with this option.

New history list

You can create a new history list to be used by a workflow.

T HREE -S TATE W ORKFLOW The three-state workflow consists of three states; initial, middle, and final. The initial state is activated when the first task is initiated. During the initial state, the workflow becomes active after it is initiated by a user and an email is sent to the reviewer.

When the initial task is completed, the workflow progresses to the middle state and the task within the middle state is triggered to another user. During the middle state, the workflow is resolved by an approver who receives the email and the approver either approves or rejects the document items. When a user completes a task for the middle state, the final stage is reached and the workflow is closed.

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Lesson 2 – Adding a Default Workflow

ACTIVITY: A DD A W ORKFLOW

Before You Begin You are logged into SharePoint site in a browser tab. Create a new Document Library called Job Ad Requests . Scenario Your HR department needs to make sure new Job Ad Requests get reviewed and processed in a timely manner. The business process is as follows: When a Manager needs to hire someone for a new position, they submit the Job Ad Request for HR to review and publish. When the Job Ad is posted a Human Resources Representative needs to be notified. Once the Human Resources Representative has reviewed the Job Ad the Recruitment Director should be notified for final approval before its published.

1) Create a Workflow State Column. a) Navigate to the Job Ad Request library. b) Navigate to the Library Settings page.

c) Click Create column under the Columns section. d) In the Column Name field, Type Review Status . e) Under The type of information in this column is, select the Choice (menu to choose from) option. f) In the Additional Column Settings section, in the Require that this column contains information option, click Yes . g) In the Type each choice on a separate line text box, delete all the text and type New Job

Ad , Reviewed and Ready to Publish each in a separate line. h) Verify that New Job Ad appears in the Default value field. i) Click OK .

2) Add a Three-state Workflow a) Navigate to the Library Settings page. b) In the Permissions and Management section, click the Workflow Settings link. c) Click Add a Workflow . d) Under Select a workflow template, select Three-state . e) In the Name section, in the Enter a unique name for this workflow text box, type Job Ad Review . f) In the Task List section, from the Select a task list drop-down list, select Tasks (new) . g) In the History List section, from the Select a history list drop-down list, select Workflow History (new) . h) In the Start Options section, check the Creating a new item will start this workflow checkbox. i) Click Next .

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Lesson 2 – Adding a Default Workflow

SharePoint 2016

j) In the Workflow states section, verify the following options are set:

k) In the Specify what you want to happen when a workflow is initiated section, in the Task Details section, i) Under Task Title : (1) In the Custom message field, type Review New Job Ad . (2) Verify Include list field is checked and set to Name . ii) Under Task Description : (1) In the Custom message field, type Please review the new job ad and set the Review Status field to Reviewed. (2) Unchecked Include list field . iii) Under Task Assigned To : (1) Select Custom and enter your partner assigned by your instructor . iv) Under E-mail Message Details : (1) Uncheck Send e-mail message . l) In the Specify what you want to happen when a workflow changes to its middle state section, in the Task Details section, i) Under Task Title : (1) In the Custom message field, type Job Ad Needs Final Approval . (2) Verify Include list field is checked and set to Name . ii) Under Task Description : (1) In the Custom message field, type Please review and approve the new job ad and set the Review Status field to Ready to Publish. (2) Unchecked Include list field . iii) Under Task Assigned To : (1) Select Custom and enter your instructor . iv) Under E-mail Message Details : (1) Uncheck Send e-mail message . m) Click OK .

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OFFICEPRO, Inc.

SharePoint 2016

Lesson 2 – Adding a Default Workflow

ACTIVITY: R UNNING A W ORKFLOW

Data Files C:\Student\SharePoint2013\Adding a Default Workflow \ Job Ad - Administrative Assistant.docx. C:\Student\SharePoint2013\ Adding a Default Workflow \ Job Ad - Marketing Assistant.docx. Before You Begin You are logged into SharePoint site in a browser tab. Scenario You have added a workflow that will automatically process new Job Ads. You now need to submit two job ads and process them. c) Click the Browse button, navigate to C:\Student\ Adding a Default Workflow . d) Select Job Ad - Administrative Assistant.docx and Job Ad - Marketing Assistant.docx . e) Click OK . f) Refresh your browser if needed. g) Observe the Review Status and Job Ad Review columns. 2) Review the Job Ad as the Human Resources Representative a) Access your email. b) In the Inbox folder, open the email with the subject Tasks - Review New Job Ad Job Ad - Administrative... has been assigned to you . c) In the message, click Job Ad - Administrative Assistant.docx from step 1. The document will open in Word Online. d) Click Edit Document and select Edit in Word . e) Click the File tab and verify you are on the Info page. f) Under Related Documents, click Show All Properties . g) Under Properties, click Review Status dropdown and select Reviewed . h) Save and Close the document. 3) Review and Approve the Job Ad as the Recruitment Director (Instructor Demo Only) a) Access your email. b) In the Inbox folder, open the email with the subject Tasks - Job Ad Needs Final Approval Job Ad... has been assigned to you . c) In the message, click Job Ad - Administrative Assistant.docx from step 1. The document will open in Word Online. d) Click Edit Document and select Edit in Word . e) Click the File tab and verify you are on the Info page. f) Under Related Documents, click Show All Properties . g) Under Properties, click Review Status dropdown and select Ready to Publish . 1) Submit new Job Ad Requests. a) In the Quick Launch, click Job Ad Requests . b) Click the Upload button.

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Lesson 2 – Adding a Default Workflow

SharePoint 2016

h) Save and Close the document.

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SharePoint 2016

Lesson 2 – Adding a Default Workflow

ACTIVITY: M ONITOR A W ORKFLOW

Before You Begin You are logged into SharePoint site in a browser tab. Scenario You have submitted some job ads and you want to see their progress as it goes through the review process.

1) Monitor the Job Ad - Administrative Assistant Requests. a) Navigate to the Job Ad Request library. b) Find the Job Ad - Administrative Assistant file. c) Observe the Review Status column is set to Ready to Publish.

d) Observe the Job Ad Review columns says Completed. e) Under the Job Ad Review columns, click Completed . f) Observe the associated Tasks with this workflow are all set to Completed . g) Observe all the details under Workflow History .

2) Monitor the Job Ad - Marketing Assistant Requests. a) Navigate to the Job Ad Request library. b) Find the Job Ad - Marketing Assistant file.

c) Observe the Review Status column is set to New Job Ad. d) Observe the Job Ad Review columns says In Progress. e) Under the Job Ad Review columns, click In Progress . f) Observe the associated Task with this workflow is set to Not Started . g) Observe all the details under Workflow History .

S UMMARY In this lesson, you learned how to add a workflow. You also learned how to participate in a workflow process, as well as review workflow status for ongoing workflows. What processes do you have in your organization now? How could you translate those to SharePoint?

How do you think using workflows can improve your productivity in the workplace?

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Lesson 3 - C ONFIGURING S ITE S ETTINGS , N AVIGATION , AND S EARCH

Lesson Time: 1 hour

Lesson Objectives In this lesson, you will configure Site Settings, navigation, and search. You will:

Site Navigation

• • • •

Configure the Top Link Bar Configure the Quick Launch

Provide Navigation with as Links List

L ESSON I NTRODUCTION Once you have your SharePoint site(s) and added content structures, you will need to configure navigation so that pages, content and sites are easy to get to. In this lesson, you will configure site navigation.

Lesson 3 – Configuring Site Settings, Navigation and Search

SharePoint 2016

TOPIC A: S ITE N AVIGATION Navigation is an important aspect of any website. People should be able to easily find the content, content structures, or sections of the site that they are looking for, and should be able to backtrack and get back to the home page or other commonly used pages. The same is true for all SharePoint sites. Configuring navigation that is intuitive and easy to use will make the site easier to use for everyone, and will encourage users to explore the site, and use it to store, retrieve, and share information. If users cannot easily navigate the site, then they will most likely not use it. S HARE P OINT N AVIGATION O PTIONS SharePoint has many options for navigating a SharePoint site depending on your permission level and how the site is configured. The most common navigation options are provided in the following table.

OPTION

DESCRIPTION

Quick Launch

The Quick Launch area provides a configurable set of links. These links typically lead to content structures and pages within the site. The site owner however can add links to other resources the team might need, even other sites. The Quick Launch can be displayed on the upper-left portion of the page or across the top of the page of the Oslo style is applied. The Top Link bar provides an area across the top of the page above the site title. Generally, it contains links to the subsites of the site you are currently in. The site owner however can add links to other pages, content structures or webpages if needed. The top links bar is not present when the Oslo style is applied to SharePoint site (the Quick Launch appears across the top in the Oslo style). As an option, you can always type the full URL to any SharePoint site, page, or content structure you wish, as long as you know the URL or have the URL in your browser's recently visited sites list. Members with Edit access to the site can open the Site Contents off of the Quick Launch (unless it has been removed from the Quick Launch) and access the content structures and subsites present in the site. The Site Contents page may not be available to all users and is not a navigation option you should expect or require sites members to use. Administrators can access SharePoint content structures through the Site Settings page for a site. In the Site Administration group, administrators can select site lists and libraries to open links to those content structures, and select Site and workspaces to open links to those content structures. The Site Settings page is typically not available to all users and is not a navigation option you should expect or require sites members to use.