SharePoint in-a-box™ Business Solutions!

Posts Tagged ‘sharepoint 2010’

I have been involved in implementing content management technology since 1993. SharePoint has rapidly democratized electronic document management, collaboration, web content management, portal and many other content technology. It is impressive to see the number of blog, website and conference that are focusing on the SharePoint technology.

But the reality is that the SharePoint technology represents only 25% of your project. The implementation of a SharePoint solution consists of the following:

1. SharePoint software; 15%

2. Information architecture; 25%

3. Solution architecture; 25%

4. Infrastructure hardware; 5%

5. Training; 5%

6. Change management and communications strategy. 25%

Point 6 is the one most often neglected. We forget too often that a SharePoint implementation is the introduction of new working way that impact directly your users.

Imagine if I knocked on your door at home, and tell you how you should organize your garage based on my methodology?

You did organize your garage your way for twenty (20) years and I would be surprised that you would agree to change it quickly, even if you think I’m right.

The success of your implementation is intimately connected to the adherence of your user to embrace the usage of your application. Over 30% of your efforts should be devoted to develop a strategy for managing change within your organization. Here are some recommendations that are simple application, but effective:

1. Target your internal customers: Make sure you involve your users early in the needs analysis and seek for cohesion.

2. Communication Plan: A communication plan allowing all impacted users by the implementation will help them to take a step by step approach to accept changes. Users will have the opportunity to share ideas in the cafeteria, coffee break and their respective office allowing them to give feedback to the implementation team. Make sure you have a place to allow feedback from users: Ideas of the week! Proposed improvements! Etc …

3. Training: Training will be an opportunity for interaction between users and potentially bring or suggest improvements to the application. The training team must be intimately related to the implementation team of the application in order to influence the improvements suggested by users.

This is not an exhaustive list, but I wanted to make you aware that the change management when you implement a SharePoint solution is the cornerstone of your success.

The idea of this article came to me with the advent of SharePoint Foundation and SharePoint 2010 which will have a far greater impact on your users compare to SharePoint 2007. The new interface of SharePoint 2010 worried many SharePoint experts, since it requires greater adaptation, especially if you still on Office 2003.

Good day in-a-box, and hope to see you at SharePoint Summit 2010 in Montreal

One of the most lacking feature in SharePoint 2007 is the ability to create relations between lists and items in lists. We have thought long and hard about how to implement this functionality in SharePoint while leaving as small a footprint as possible.

Our first implementation of this functionality was bundled in a product called Sopra and was aimed towards CRM. The product was basically a few webparts, a relationship API and some backend lists to keep the relationship information. With this approach we were able to add our relationship webpart to the editForm.aspx pages of lists and configure it to be able to add items / documents in relationship with the current item.

This approach however came with huge drawbacks for both our development team and the clients. So we decided to review our implementation and came up with the next generation of relationship management – xRM – Anything Relationship Management. Some of you might have heard that buzz word before and that’s because it’s from Microsoft (http://www.xrm.com/).

The basic idea is to not be limited in the relationships we can setup in your business. The relationship management module of our new Alexya™ platform for SharePoint leverages the concept of anything relationship management, but inside SharePoint. Think about it, in SharePoint you can create much more than items and documents in lists. You can create wikis, blogs, documents, lists of data, lists of images, lists of contacts, team sites etc… Why would you limit the relationships to only 1 or 2 of those?

Our new generation xRM is so tightly integrated into SharePoint that the implementation is literally a zero footprint integration. No more webparts to manage and absolutely no loss of out of the box functionalities in the relationship views; now, you actually get added functionalities like the checkbox. The xRM module relationship area is 100% Ajax and all the work you do while using it will never trigger a page refresh, this is a major enhancement for users. Also, the original list forms are preserved and never changed.

The way relationships are created between objects in SharePoint is now centralized in a Silverlight administration interface completely integrated into SharePoint, no external database, no separate server.

If you wish to see it in action you can go on YouTube watch one of our videos: http://www.alcero.com/sharepoint/alexya/demos.htm

Alcero the leader in Intranet/Extranet SharePoint in-a-box^™ solutions is very proud to announce the release of 2 new Products, EXsto™ Extranet in-a-box for SharePoint and IuGO™, SharePoint in Outlook.

With the addition of these two (2) new products, we have built an impressive line-up of components within our Alexya^™, Intranet in-a-box for SharePoint solutions to meet our customer business requirements.  With EXsto™, users will now be able to rapidly deploy a secure Extranet within hours with an in-a-box solution and provide a secure environment for your external business partners, customer or various users. 

For more information on this solution please log onto the following:  http://alcero.com/sharepoint/exsto/solution_overview.htm

 With IuGO™, users can now access most of the SharePoint list in online or offline environment thus improving workplace efficiencies.  Our objective is and continues to be to leverage the SharePoint platform and build solutions that will allow users to optimize their SharePoint.

For more information on this solution please log onto the following: http://alcero.com/sharepoint/iugo/solution_overview.htm

 If any of you have ever configured or at least try to configure SharePoint’s search, you know that this can be a difficult task. Trying to make sense of all configuration options (scopes, crawled properties, mapped properties, schedules etc.) can be a very tedious task, even for the more experienced SharePoint user.  This can be even more difficult when you have multiple web applications, with multiple site collections under your SSP that contains hundreds of columns to map. Trying to find the right crawl properties to create your mapping is anything but a fun experience.

Once you finally manage to configure the search service properly, you are ready to search… Wrong!  You now have to manually create an xml string with all the configuration options you would like to see in the advanced search web part!

Once you have gone through the effort of going through and selected your desired criteria for a search result in sharepoint you will not get the true results you are looking for due to the limitations in SharePoint out of the box.  The search webpart columns do not include lookup values, or calendars for dates, or people pickers or any of the dynamic controls you would expect. Users have to know the date format of the system to be able to search by date or, the exact value of the lookup field, there is no drop down for value selections… This whole experience has taken me back in the 1970’s back when programming was done using punch cards (ref: http://en.wikipedia.org/wiki/Computer_programming_in_the_punch_card_era) … that’s how backwards this whole process feels.

The search results are

-unstructured

-non-contextual

- unintuitive to say the least.

Metadata information does not appear and what else? No contextual drop down menu for actions on items?

With this in mind, I set off with my programming team to find a solution with a first set of features as requirements:

• Automated mapped property creation
• Dynamic search fields based on field type (lookup, date etc.)
• Private Saved searches
• Public Saved Searches
• Structures search results
• Contextual actions menu
• Sorting based on column values
• Fully Ajax enabled
• Ability to set a “result only mode” ( this is the ability to hide the search part of the webpart and show only results as soon as the user enters a page. for example, a page could be set to show all documents created by the current user in the past week as results or any other pre-defined search criterias)

The first task we tackled was to find a solution to the whole mapped property problem. Reperio ™ has an automated system programmed into it that will create and reference your mapped properties for you. From the administrative interface of Reperio ™, we included a column selection section from which you can pick your columns using the location where you created it ex: Site columns. This is very intuitive since you get to find your columns by the name you created it with, and the Reperio ™ mapping creation engine will do the rest for you.

But what about the search fields? As stated before, the search fields in the standard SharePoint advanced search webpart are very basic and have  no dynamic behaviours to help the user enter his values.   In Reperio ™ we included features that enable you to see things like lookup values in lookup fields. This means that the search field selection will actually be a dropdown field with the values of the lookup, and this even if the lookup is from another site collection, even if that site collection is in another web application! We also included a calendar for dates, a people picker selector for people and more. We have made each field dynamic in order to make sure it lets you enter values in the most intuitive way possible.

Another feature we made sure was available in Reperio™, is a way to allow the user to save his searches for later use. It also lets administrators create public saved searches which will be available for use by any user. This feature also comes with a nice little twist; the ability to set a saved search as the default search of a Reperio ™ webpart instance in a page. This is a very powerfull feature as it lets you create list- like views, on content anywhere in your SharePoint farm, think Content Query Webpart on steroid.

Our next challenge was to change the way search results are displayed. We felt the “google” like results were not the best option when it comes to content management results. So we opted for the structured search results, which show the results in exactly the same way items are displayed in a SharePoint list, along with columns / sorting / contextual menu actions and more… The contextual action menu is actually called the “EditControlBlock” in SharePoint technical terms. The menu we provide is the exact same menu, which will run in the context of the item and even show your custom menu actions if you have any implemented using sharepoint features.

 You can watch the demonstration video of Reperio ™  here:  http://www.youtube.com/watch?v=ipDOhsI9A2k

At the Microsoft Partner conference in New Orleans, Bill Buxton Principal Researcher at Microsoft mentioned that from product conceptualization to market maturity typically takes around 20 years.  I am happy to report that it did not take us 20 years to develop Alexya and its various components.  I would like to share with you a little history on how the concept around SharePoint in-a-box and Alexya Intranet in-a-box came to life.

In 2006, we were all part of InterDoc, the largest consulting and Integration Company in Canada focused on Documentum, LiveLink, RedDot and Hummingbird.  Ozgen Eryasa and myself where exchanging on the idea of building a product that would encompass information architecture and pre-designed functionality, so that our customers would not have to always start from a blank page.

At that time, and still today, when you buy a Documentum or LiveLink solutions, you must start from scratch and build from a blank page.  This is one of the reasons that the cost delta between implementing these companies’ solutions to SharePoint is quite high.  With my 20 years of experience in Enterprise Content Management, it was not uncommon for me to see companies spending $200,000.00 for 50 users and not get much ROI out their investment. 

So our idea was develop a product that would help bring the cost down by pre-packaging a product on top of existing ECM software.  Documentum and LiveLink were not a viable platform, so we looked at an Open Source company called Alfresco.  With that we found a name: Alexya! Then we started to build an Information Architecture for compliance purposes.   It did not work due to market adherence, and Alfresco was not a development platform.

Then the light came on, when I saw SharePoint 2007 in Miami on February 2007.  I came back to the office and took few months to re-engineer InterDoc to be strictly focused on SharePoint, and started Alcero in August 2007 to focus on developing Alexya, Intranet in-a-box for SharePoint.    We now have five (5) full time developers focused on providing best practice applications for Intranet and Extranet solutions built on SharePoint.

Most of people realize that SharePoint 2007 and SharePoint 2010 provide basic capabilities to manage content in the context of an ECM.  However, Microsoft does not want to be a product company but a software company.  So, if you take SharePoint + Alexya, you will find a rich application and enhanced product functionality to facilitate your deployment of your Intranet or Extranet, and also provide you the capabilities to meet the following requirements:

• Provide the foundation to apply your compliance requirements;
• Facilitate collaboration
• Ease content publishing from multiple formats and locations to multiple formats and locations
• Manage your content life cycle
• Facilitate your technical documentation
• Share and provide a controlled access to your Extranet content to your customers and partners
• Manage your key business process
• And many other key capabilities

 Why should you go with SharePoint and Alexya: TIME, MONEY, MAINTABILITY, AND ROI