Designing a Microsoft SharePoint 2010 Infrastructure Vol 2 part 8 docx

MCT USE ONLY. STUDENT USE PROHIBITED
Planning Enterprise Content Management 10-51
Planning for Content Approval and Scheduling

Key Points
Content approval is the process by which authored content is approved or rejected
for publication. Content scheduling is the process by which content is published
and made available to readers according to a specified schedule. The Publishing
feature in SharePoint Server 2010 provides the ability to approve and schedule
content for publishing.
The scope of your Web content management plan must cover the management
and review of content that your users create. SharePoint Server 2010 provides a
Content Approval workflow that you can use to meet this requirement.
Planning Content Approval
Users who have Approver permissions control the publication of content by using
the content approval process. You enable content approval in the versioning
settings part of the library or list settings for the document library or list that
contains the content that you want to publish. When you plan for content
approval, you must decide how you want content approval to work for your site
and who can approve content for publishing. In SharePoint Server 2010, the
control of content can be at one of the following levels:
MCT USE ONLY. STUDENT USE PROHIBITED
10-52 Designing a Microsoft® SharePoint® 2010 Infrastructure
• None. If content approval is not required for items in a document library, after
an author submits content for publishing, it goes live immediately.
• Simple moderation. A member of the Approver group must manually approve
content after an author submits it for publishing. The content is not visible to
users with Read permissions until it has been approved.
• Approval workflow. You can use a workflow to run the approval process. If you
use a workflow, the approval process is more automated. In addition, you can
take advantage of the built-in workflow features. These features include

automatically sending e-mail to approvers, adding approval tasks to approvers’
task lists, and enabling authors to track the status of the approval process.
Users can also modify the Approval workflow template or develop their own
custom approval workflow by using application tools such as Microsoft
SharePoint Designer 2010 or Microsoft Visual Studio® 2010.

Planning Content Scheduling
Content scheduling is the process by which users with at least Contributor
permissions can specify a schedule to publish content to the site. If you enable the
Content Approval option for a document library, content must also be approved
before the schedule publishes it.
You can schedule your content to be published, unpublished, or expired at
specified dates and times. These tasks are initiated by timer jobs that continually
check for pages and items in the document or image library that are ready for
publishing or expiry. You can change the frequency with which each job runs by
using the Review Job Definitions option on the Monitoring page of the Central
Administration Web site.

MCT USE ONLY. STUDENT USE PROHIBITED
Planning Enterprise Content Management 10-53
Planning for Content Deployment

Key Points
You use the content deployment feature of SharePoint Server 2010 to copy content
from a source site collection to a destination site collection. You can either deploy
the complete source site collection or a subset of sites. Content deployment
deploys only changed pages and related assets, and it is incremental by default.
The content deployment feature is designed for sites that use a multiple-farm
topology, where separate authoring, staging, and publishing farms exist. If you are
implementing a multiple-farm topology for your organization, you must identify all

of the considerations that are outlined in this topic for each authoring farm in your
environment.
If you use content deployment together with content approval and content
scheduling for your SharePoint Server 2010 solution, all approval processes occur
on the source server where the content is authored. When content is deployed to
the target server, the publishing schedule that is associated with each piece of
content is also deployed.
MCT USE ONLY. STUDENT USE PROHIBITED
10-54 Designing a Microsoft® SharePoint® 2010 Infrastructure

Note: The source and destination site collections can be in the same farm or in different
farms.
You should start your content deployment planning by determining whether to
use the content deployment feature in your SharePoint Server 2010 solution.
Although content deployment can be useful for copying content from one site
collection to another, it is not always a requirement for every situation. You may
want to use content deployment for your solution in the following situations:
• The farm topologies are entirely different.
• The servers require specific performance tuning to optimize performance.
• You have security concerns about the content that you want to deploy to the
target farm.

Other steps that you must take to plan content deployment include deciding how
many server farms you require, planning the export and import servers, planning
the content deployment paths and jobs, and determining special considerations for
large jobs.
Planning Server Farm Requirements
A typical content deployment scenario includes two separate server farms: one
farm that contains the source server that you use for authoring and one farm that
contains the destination server that you use for production. You can use content

deployment to copy content between two separate site collections in the same
server farm, or you can use a three-tier server farm that contains a server for
authoring, a server for staging and quality assurance, and a server for production.
Planning Export and Import Servers
As part of your content deployment plan, you must decide which servers will
perform the roles of export and import servers. They do not have to be the same as
the source or destination servers, but you must install the Central Administration
Web site on them.
Planning Content Deployment Paths
Content deployment paths define source site collections from which content
deployment can start and destination site collections to which content is deployed.
You can associate a content deployment path with only one site collection. To plan
the content deployment paths that you require for your solution, you must decide
which site collections you will deploy and also define the source and destination
for each of these paths.
MCT USE ONLY. STUDENT USE PROHIBITED
Planning Enterprise Content Management 10-55
Planning Job Scheduling
After you define your content deployment paths, you must plan the specific jobs
that will deploy the content. When you configure content deployment jobs, you
specify whether you will deploy a whole site collection or only specific sites of a
site collection for a specific content deployment path. You also define the
frequency with which your content deployment jobs run and whether they should
include all content or only new, changed, or deleted content.
As you plan the scope of your content deployment jobs, you must think about the
order in which the jobs will run. If your plan specifies that you will use content
deployment jobs for specific sites, you must schedule the jobs so that sites that are
higher in the site hierarchy are deployed before sites that are lower in the site
hierarchy.
You must also decide when to run each job, which should generally mean running

the jobs during low activity periods on the source server.
Planning for Large Jobs
A content deployment job exports all content to the file system on the source
server as XML and binary files, and then it packages these groups of files into .cab
files with a default size of 10 MB. There will be occasions when individual files,
such as video files, will be larger than 10 MB. In this scenario, each file will be
packaged into its own .cab file, and these can be larger than 10 MB. The .cab files
are then uploaded to a temporary location on the destination server where they are
extracted and imported. Therefore, if the site collection that you are deploying
contains some large files, you must ensure that the temporary storage locations for
these files on both the source server farms and the destination server farms have
the required space to store the files.

MCT USE ONLY. STUDENT USE PROHIBITED
10-56 Designing a Microsoft® SharePoint® 2010 Infrastructure
Planning for Branding

Key Points
Most organizations understand the importance of branding; it gives a consistent
look and feel to company information or products that is recognizable to
customers or consumers. Branding is essential for Internet-facing Web content in
the same way that it is for advertising or marketing materials. Even for intranet
sites, it is important to maintain the organization brand and also develop divisional
and departmental brands in a site. These create a common identity and encourage
consistency of content.
The publishing templates that are available in SharePoint Server 2010 provide
additional branding and navigation settings beyond those that are available in
other site templates. For example, you can use tree view and content by query
controls to provide alternate navigation. The reason for this is that publishing has a
far greater reliance on look and feel than other functions such as records

management.
Tools for Creating a Consistent Look and Feel
The key elements that SharePoint Server 2010 provides for establishing a
consistent appearance are master pages, page layouts, and CSS. You create your
MCT USE ONLY. STUDENT USE PROHIBITED
Planning Enterprise Content Management 10-57
own master pages, page layouts, or CSS files by using an editor such as SharePoint
Designer 2010 or Visual Studio 2010. You can even use third-party custom style
sheets with SharePoint Designer 2010 as long as they are developed by using
Microsoft supported guidelines.
Master pages and page layouts are held in the Master Page and Page Layouts
Gallery document library—usually referred to as the Master Page Gallery—in the
top-level site of a publishing site collection.
Planning Branding in SharePoint 2010
The key considerations when you plan for branding in SharePoint Server 2010 are
as follows:
• Provide tools and training. You must provide your SharePoint 2010 designers
with the adequate tools and training to create the required branding for your
site.
• Create specifications. You must give your site designers some clear ideas of what
you want the eventual look and feel of the site to be like.
• Prioritize your requirements. You must determine what you must brand on your
site. Perhaps a simple color change is sufficient for your requirements, or
maybe you want to rebrand the whole site and brand items such as Search
controls or calendars. However, if you hardly ever use the calendar view of
events, perhaps this is too much branding at this stage in the site’s
development.
• Consider content editors. When you brand your site, you should ensure that it
keeps a consistent look and feel throughout. With Web content management
in SharePoint Server 2010, you can control the editing tools and styles that are

available. The level of HTML experience that your content editors have may
dictate how you decide to implement your branding plan. For example, a
Content Editor Web Part may be too complex for some of your content
editors, so you may need to consider enabling publishing features to allow
users to edit content directly on the page.
• Simplify deployment. You should involve your developers in the content
deployment phase. Determine how they want to deploy any customizations,
and try to synchronize your deployment with theirs. In addition, you must
ensure that your plan makes it easy to change your branding styles. For
example, if you have to update a theme file or a logo image, you must reset IIS,
and you may need to reapply it to many sites. This will be costly and time-
consuming. However, if you plan branding correctly, it will not be necessary to
MCT USE ONLY. STUDENT USE PROHIBITED
10-58 Designing a Microsoft® SharePoint® 2010 Infrastructure
reset IIS. For example, you can use the Alternate CSS option or an import that
points to another file.


MCT USE ONLY. STUDENT USE PROHIBITED
Planning Enterprise Content Management 10-59
Lab: Planning Enterprise Content Management

Exercise 1: Developing a Content Management Plan
Scenario
Contoso, Ltd has specific requirements for its content management design. You
need to use the additional information detailed in the supplied documents to
complete a planning worksheet for your organization’s ECM design for SharePoint
2010.
The main tasks for this exercise are as follows:
1. Read the supporting information.

2. Complete the SharePoint 2010 ECM Planning worksheet.

f Task 1: Read the supporting information
1. Read the lab scenario.
MCT USE ONLY. STUDENT USE PROHIBITED
10-60 Designing a Microsoft® SharePoint® 2010 Infrastructure
2. Log on to 10231A-NYC-DC1-10 as CONTOSO\Ed with the password
Pa$$w0rd.
3. In the E:\Labfiles\Lab10\Starter folder, read the information in the ECM
Business Requirements.docx file.

f Task 2: Complete the SharePoint 2010 ECM Planning worksheet
• In the E:\Labfiles\Lab10\Starter folder, complete the worksheet in the
SharePoint 2010 ECM Planning Worksheet.xlsx file.

Exercise 2: Enabling and Configuring Document IDs and
Content Organizer
Scenario
Before implementing your content management plan in your production
environment, you need to configure and test some parts of the ECM design by
using the information in the ECM Business Requirements document and the
SharePoint 2010 ECM Planning worksheet.
The main tasks for this exercise are as follows:
1. Activate document IDs and reset all document IDs to use the same prefix.
2. Activate and configure the Content Organizer feature.
3. Create a new Send To connection.
4. Create a new Content Organizer rule.
5. Test the new Content Organizer rule.

f Task 1: Activate document IDs and reset all document IDs to use the

same prefix
1. In the intranet.contoso.com/sites/docs site, activate the Document ID Service
feature.
2. Configure all document IDs to use the CONTOSO prefix.