This course is intended for individuals with end user experience who need to learn the fundamentals of managing SharePoint sites.
Content approval can be used on both lists and libraries in a SharePoint site. With content approval enabled, you have additional options to control the visibility of items. Content approval is enabled through the list/library settings page. Content can be approved manually through the context menu and toolbar of an item or it can be automated with workflows. SharePoint includes a workflow specifically for approving content.
Enabling Content Approval
Content Approval Workflows
Enabling and Using SharePoint Content Approval
Enabling and Using SharePoint Approval Workflow
Enable content approval.
Set the visibility of items that have not been approved.
Enable out-of-box workflows.
Assign out-of-box workflows to a list or library.
Start the out-of-box Approval workflow for a list/library item.
Approve an item using a task created by the out-of-box Approval workflow.
Workflows are a popular way to perform automated work in SharePoint. Any type of automation you require from SharePoint, whether it be approving items or notifications with email, a workflow is the most common way to get it done. SharePoint 2019 comes with extra out-of-box workflows that can be associated and configured with lists and libraries using just the browser. Custom workflows can be created with software applications such as SharePoint Designer 2013 or Visual Studio.
Custom List Workflows
Workflow Stages and Conditions
Workflow Initiation Form
Creating Custom Workflows with SharePoint Designer 2019
Creating Custom Workflows
Site Workflow with Looping
Work with workflow basics.
Create a List Workflow using SharePoint Designer 2019.
Run a workflow.
View a workflow’s history.
Add Actions to a workflow.
Add Conditions to a workflow.
Add parameters to a workflow initiation form.
Create a Site workflow.
Use a Looping container in a Workflow.
Use an Call HTTP Web Service Action.
The Managed Metadata service in SharePoint Server 2019 provides central term storage and management. The Term Store is what allows you to have common sets of terms that can be shared across all sites and site collections within a farm.
Creating a Term Store Group and Term Set
Creating Metadata Columns in Lists and Libraries
Publishing Content Types
Working with Managed Metadata
Creating a Term Store Group and Term Set
Creating Managed Metadata Columns
Understand Managed Metadata Service basics.
Create Term Store groups.
Create Term Store sets.
Create Term Store terms.
Create Managed Metadata columns in a list or library.
Understand the basics of content type publishing.
Business Connectivity Services is a free service that comes with the Foundation version of SharePoint. The service enables administrators to create external lists linked to data outside of SharePoint.
Business Connectivity Services Basics
Creating an External Content Type with SharePoint Designer
Creating a List from an Exerternal Content Type
Business Connectivity Services
Wroking with External Content Types and Lists
Understand the basics of Business Connectivity Services.
Create an External Connection using SharePoint Designer.
Create an External Content Type using SharePoint Designer.
Define database operations using SharePoint Designer.
Create a list using the External List template.
Create an External List using SharePoint Designer.
SharePoint’s Information Management Policies are used to perform various automated actions on list and library items based on date properties. The built-in time formula can be based on either the date the item was created, modified, or declared record.
Information Management Policy Basics
Define an Information Policy for a Content Type
Defining an Information Policy for a List
Information Management Policy
Create an Information Management Policy for a List
Understand the basics of Information Management Policy.
Configure an Information Management Policy for a Content Type.
Define Information Management Policy stages.
Configure an Information Management Policy for a list/library.
Content organizer is a SharePoint feature, which only comes with the pay versions of SharePoint, that provides document routing from a drop-off library. The feature is enabled at the site level and the drop-off library is created as part of the feature activation. Once the drop-off library is created, you can define rules that route documents placed in the drop-off library to their final destination.
Activating the Content Organizer Feature
Configuring Content Organizer Settings
Configuring Content Organizer Rules
Activating and Configuring the Content Organizer Feature
Activate the Content Organizer site feature.
Modify the Content Organizer Settings.
Create the Content Organizer rules.
SharePoint’s Document ID service, available with the pay versions of SharePoint, creates unique IDs for documents that are prefixed with text the Site Collection Administrator defines. What’s more is that the ID assigned to the document creates a fixed URL that can be used to link to the document even if it is moved to another library or site. The Document ID service can only be used on documents and cannot be used on list items. The Document ID service is enabled at the Site Collection level by activating a feature. Once the service is activated the Site Collection Administrator can define the prefix string to be used. SharePoint uses a Timer Job, Document ID assignment job, to set the IDs on existing documents once the Document ID Service has been activated. The Timer Job runs every 24 hours by default so existing documents will not have the IDs until the job has run. A Farm administrator can manually run the job to have the IDs created sooner. New documents will have IDs created when the document is saved to the library.
Activating the Document ID Feature
Configuring Documentn ID Settings
Linking Document ID Settings
Document ID Service
Activating and Configuring the Document ID Service
Understand what the Document ID feature does.
Activate the Document ID feature in a Site Collection.
Configure the Document ID feature settings.
Force the Document ID feature timer jobs to run.
Link to a document using the Document ID URL.
SharePoint’s Documents Sets are like enhanced versions of folders. As with folders, you primarily use them to group similar documents together. They are enhanced with the ability to have their own metadata, workflows, and home page. To use Document Sets, the feature must be active at the Site Collection level. Once activated, there will be a new Document Set content type in the Site Collection’s content type gallery. To best take advantage of the enhancements offered by Document Sets, you should create custom content types that inherit from the Document Set content type.
Activating the Document Sets Feature
Creating a Document Set Content Type
Adding a Document Set Content Type of a Library
Configuring Document Sets Feature
Understand SharePoint’s Documents Sets.
SharePoint’s publishing infrastructure provides an enhanced way to create and store information displayed through the site’s web pages. The publishing infrastructure can be enabled by activating features at both the site collection and site level.
Activating the SharePoint Server Publishing Infrastructure
Publishing Infrastructure Basics
Creating Pages with Page Layouts
SharePoint Server Publishing Infrastructure
Activating Publishing Infrastructure
Creating Publishing Pages
Activate the site collection’s SharePoint Server Publishing Infrastructure feature.
Activate the site’s SharePoint Server Publishing feature.
Understand how the SharePoint Publishing Infrastructure works.
Create a page using publishing layouts.
Change the layout of a page.
SharePoint 2019 comes out-of-the-box with search capabilities. With proper configuration SharePoint search is scalable to content sources containing millions of items.
Search SharePoint for Content
SharePoint Search Center
Configuring and Consuming Site Search Results
Basic SharePoint Search
Perform a basic search in SharePoint.
Add a Search Center.
Configure the site’s search box to use a Search Center.