SharePoint : Content and Structure Part II September 17, 2008

In my previous blog about the Content and Structure page in MOSS 2007, I talked about how to move or copy documents from one doc library to another while maintaining the metadata and version history of the documents.

As promised, I’ve had a further look at the Content and Structure page to see what else can be done.  One very handy thing you can do is enable check-in / out of a selected number of documents at once.  I wanted to do this in order to update metadata for a number of documents using the “Edit in Datasheet mode”.  This is a really quick way of updating metadata of multiple documents at once.   So here’s what I do:

1. Access the Content and Structure page for the doc library your in (see previous blog for how to get there)
2. Select the docs you want to update and go to Actions > Check-Out
3. Go to your doc library and got to Actions > Edit in Datasheet.  This opens a datasheet view and you can complete/update your metadata directly here across all the documents that you need to update.  Note that it will show all  the documents in the library  i.e.  those that are checked-out and those that are not. This means that if you update the metadata for a document that is not checked out, when you come out of the Datasheet view you will get a message saying that you can’t update that document.
4. Now you’ll need to check those document back in so go back to the Content and Structure page and choose View > Checked out to me. 
5. Finally go to Actions > Check In

There you go!  You can now update metadata for multiple documents at once.  This comes in really handy if you want to upload multiple documents and associate metadata with them.

SharePoint Usage Reports September 17, 2008

I have not looked at ootb Usage Reports that come with MOSS2007 until the last few days.  On looking at them let’s just say I’m underwhelmed. 
Is this the best MS can do with such a crucial element of any web based application?  I’m not saying anything new by stating that the major criteria to assessing the uptake of any webbased application is the user stats.  In the old days before the web, we’d only be able to see who logged on …if even that.

I’ve done some g-search (that’s goolge research!) and it would seem that they only way to get better usage reports is programmatically or by purchasing 3rd party webparts  (e.g. Cardilog- named as such because the cost will give you a heart attack!) .  It’s dissapointing to say the least that there aren’t web parts ootb to enable better usage reporting.

Anyone out there got any other ways of improving or tailoring Usage Reports?

SharePoint: Moving or Copying from one doc library to another September 15, 2008

How to copy files from one document library to another in the same site collection?

There are a few ways of doing this (using the Explorer view with “drag & drop” or using “send to > Other location”) but I’ve just come across what I think is the best way.
By using the “Content and Structure” page you can easily move files and keep the metadata and  the version history.

Prerequisits : You need to have persmissions to access the Site Actions button on your doc library (see your admin for setting this).
Only available on MOSS 2007 (sorry all you WSS users!)

Here’s the steps:
1. Go to the doc library & click on Site Actions > Site Settings
2. Choose “Content and Structure” under the Site Administration section
3. Navigate to the document library you wish to move or copy from.
4. Select the document(s)
5. Click on Actions >  Move or Copy or Delete or what ever you want to do.
6. If you selected Move or Copy, you will be prompted to choose where to put the documents
7. Click OK and that’s it.  The documents are processed.

Note that if you Move documents, they are moved to the new location i.e. there’s isn’t a copy kept in the original location (you’d have to use Copy option for this).

Also note that you can’t action a document that is checked out – the Move option will show up as greyed out when you go try and choose it.

Finally, you’ll note that metadata and version history move with the documents to the new location. Magic!
I’m going to have a further look at “Site Content and Structure” options to see what other fancy stuff it can do.

QR Code, Moulton Bicycle September 12, 2008

Came across this site today which enables you to create a 2-dim barcode for anything.  (I’ve created one for my blog – see below). It’s apparently a technology that’s been around for a number of years now and is use mainly in the distribution and supply chain sectors.  I’ll let you read the website to give you better examples of how it can be used in other areas such as social networking.

 

It’s another great innovation with many applications. 

 On the subject of innovation and inventing, I read an interesting article at the weekend on one of the 2 men involved in the design of the Mini car back in the 1950’s.  Alex Moulton is now in his 80’s and lives in the wonderful 17th century family home where he was raised in England.  He is still inventing and his most famous invention (apart for the revolution in car design and engineering that was the Mini) is the Moulton bike.  This small wheeled bicycle has been on the market since the 50’s but at a present price range from Stg£2,500 to Stg£7,500 it is prohibitive to most budgets when it comes to purchasing a bike.  However it is a wonder in design and apparently excellent quality.  Oh and there is a waiting list longer than that for a new Porsche…   so it must be good.

I’d love to hear back from anyone who has ever bought or ridden one of these bikes.

It’s a start September 11, 2008

As this is my first blog I am likely to get things wrong.  As with all the other blogs I’ve seen out there, an introduction is probaby required….or maybe if you just hang around my blog for a long enough time, you will get to know who I am through my posts.  What is my reason for blogging?  It could be for theraputic reasons, to be self depricating, to be humourous (or at least attempt to be), to comment on things I’ve seen, heard, discovered, experienced or simply to promote myself as an all round nice guy (first give away – I am male. Did I need to spell that out?).  I certainly hope that no one thinks that what I post is of value or life changing.  There’s enough rubbish out there in the world that can deal with that.   I see this post as nothing but purely egotistical with the thought that there are lots of people out there who will read my every world and think that I’m actually interesting.   I’m thinking that this could be a lot of fun after all (exclamation mark). 

Topics I hope to tackle to give a further reason to my post:
Technology (easy to write about)
Working as a Contractor (which I do)
France (I am a francophile)
SharePoint (maybe)
Innovation
Other stuff that I will write about with authority

I hope not to blog every day but it may not be possible.