Collaborating with Document WorkspacesAnne Archambault - Program ManagerMarch 13, 2003

Agenda• Scenario & User Goals• DEMO• Shared Workspace Pane• Document Workspace

– Minimum – Minimum User Requirements– WSS Setup for Document Workspaces– Working with Multiple Workspaces– Integration with SharePoint Portal Server– Object Model– Policy Settings

Typical Scenario

• User must co-author annual report• Deadline is in 2 weeks• Team includes a handful of contributors

(writers, editor, designer, etc…)• Each contributor plays a different role and

has a set of tasks to accomplish• Several additional resources beside the

draft report itself (link to previous year’s report, pictures, budget, etc…)

• Start over again every year

User Goals• I need other people’s input:

– Comments & revisions– Live interactions (chats, meetings, etc…)– Related files and information

• I want to minimize overheads & delays – Don’t want to setup a server– Avoid multiple forked versions– Avoid bottlenecks– Avoid document content being out of date– Work around file being locked

• I want to track progress

Ad-Hoc Collaborative Authoring Today

• **Email**• Authoring applications

– Word– Excel– PowerPoint

• Groupware tools (STS, Groove)• Real-time collaboration tools (instant

messaging, conferencing, application sharing)

Ad-Hoc Collaborative Authoring Office 11

Combining the best approaches… • E-mail’s ease of getting started• WSS online file management and sharing• Editing functionality found in Office apps

= Document Workspaces!!

• Capitalize on natural entry points • Supplement and integrate with existing tools• Minimize overhead of collaboration apparatus• Make organic growth straightforward -- from a

shared attachement to a full-blown SharePoint team site

Document Workspaces

Anne ArchambaultProgram ManagerAuthoring Services

Shared Workspace Pane vs Document Workspaces

Shared Workspace Task PaneOffice task pane which brings the collaboration context from a WSS server into the editing environment

Document Workspaces Specialized WSS template that provides streamlined ad-hoc collaboration, offline document editing and syncing, and improved version control

Shared Workspace Pane vs Document Workspaces

Shared Workspace pane

DocumentWorkspace

Word X X

Excel X X

PowerPoint X X

Visio X X

OneNote X

Project X

Shared Workspace Pane Integration with WSS

• Site membership • Lists: Tasks, Documents & Links

– Displays oldest list in the site (Tasks & Links)– Displays the document library the current document is

a part of

• Versions History• Check-in / Check-out• Alert Me• WSS Properties

Minimum User Requirements

CreateWorkspace

UseWorkspace

Access to WSS v2 server

Must Have Must Have

Browser* Must Have Must Have

Email account Must Have Must Have

Right to create workspace

Must Have

Office 11 Must Have Optional

InstantMessenger

Optional Optional

* Internet Explorer 5.0+ or Navigator 6.2+

Entry Points to DWSs

1. Outlook– Shared Attachment option in the email

Attachment pane

2. Word / Excel / PowerPoint / Visio– “Create” button in the Shared Workspace

pane

3. Windows SharePoint Services– “Create Document Workspace” command in

the document context menu– Create a new site and apply the DWS

template

Location Picker

The location picker lists:1. “My Site” – my personal

site on SharePoint Portal2. Up to 5 WSS sites where I

recently created a workspace

3. Up to 5 WSS sites that I recently visited and where I have the right to create a workspace

Fork and Publish to Source

Windows SharePoint Server

Document Workspace

Annual Report .docAnnual Report .doc

Create document workspace

Publish toSource location

WSS Setup for Workspaces• Administrators must grant right to create

workspaces to site groups • Site Settings

Allow site and workspace creation

WSS Setup for Workspaces

• Default Only administrators can create new workspaces

• Right to create workspaces is inherited

Managing Multiple Workspaces

• Each WSS site provides a list of subwebs grouped by template type

• List only includes immediate subwebs• Site Settings Manage Sites & Workspaces

Integration with SharePoint Portal

• “My Site” is default location in picker• Special web part in “My Site” lists all

workspaces

Shared Workspace Options

• Shared Workspace Options

1010

Policy Setting• Specify the location of “My Site”• Specify the MRU list for the location picker• Turn on/off the location discovery mechanism• Specify the Shared Workspace pane polling

interval • Prevent/force the Shared Workspace pane from

showing up automatically for WSS and DWS documents

• Prevent/force the Shared Workspace pane from showing up automatically when there is important status information

• Prevent/force the Attachment Options pane from showing up automatically

Object Model

• Programmatically provision a document workspace

• Bulk manipulation of collaborative data• File synchronization• Object model does not drive the user

interface

Partner Opportunities

Q&Aannea@microsoft.com

Deadlines

• Once the agenda is more complete, the IW partner team will send a meeting request to confirmed speakers to block their calendar.

• February 28 - Draft 1 of PPTs is due by 5pm. Post in the "Draft 1 PPTs" folder at http://team/sites/iwpartners/March%20Partner%20Airlift/Forms/AllItems.aspx. 

• March 3 to 7 - IW partner team will schedule 1on1 review sessions with speakers.

• March 7 - Final draft of PPT is due by 5pm for inclusion in conf CD. Post in the “Final Drafts PPTs” folder at http://team/sites/iwpartners/March%20Partner%20Airlift/Forms/AllItems.aspx.

• March 10 - Potential walk-through at Westin • March 11 to 13 - Actual Sessions at Airlift