Document Management System (DMS)

with SharePoint

“Sub-site VIP Guidelines”

Engineering & Continuous Improvement 2018

Industrial CL/CN
Content

1. Why we should use SharePoint?

2. Good Practices

3. Overview SharePoint’s Engineering Site

4. Sub-site VIP
4.1 VIP: Metadata

4.2 VIP: Metadata, How to manually assign the data?

4.3 VIP: Views (Group by ProductLine or another column)

4.4 VIP: Filters (Filter by ProductLine, ProductType, or any other column)

4.5 VIP: Accessing the Sub-site

4.6 VIP: Synchronizing Folder

4.7 VIP: Editing Files “Check Out & Check In”

1. Why we should use SharePoint?
Single storage for enterprise docs:
Document storing and structuring.
Multiple docs into a clear system of folders and
lists. Find and reuse the documents at any
moment.
Support for various file types.
.docx, .pdf, .pptx, .zip, .odt, .ods, .xslb, .ppsx,
etc.
Multilingual support.
Manage multilingual content and documents
nicely.
Dynamic and secure collaboration on docs:
Easy document sharing.
Users logged on the same SharePoint site
can collaborate securely from various devices.
Real-time co-authoring.
Collaboration on single documents Word, Excel
and PowerPoint preventing replication.
Document versioning.
You can follow versions, restore previous if
needed and track changes made in a document.
Secure work with sensitive data.
Preventive alerts are triggered when creating or
sharing a document containing sensitive data.
24/7 document availability:
Access to docs from different devices.
You can handle files from your PC, tablet or
smartphone equally well. Mobile versions of your
DMS can support the entire array of desktop
features.
Offline access to documents.
Keep working on documents even if there is no
internet connection. Using OneDrive storage,
you can create and edit documents offline. All
changes get synchronized automatically to
SharePoint when you are online again.
Easy document discovery
Rich document metadata.
Each document gets multiple attributes, which
allows creating comprehensive document
profiles, as well as ensures smooth searching
and filtering.
Pervasive search.
You can find documents via Google-like search
queries. You can refine and modify search
parameters through metadata to get precise
results.
Long-term document archiving.
Reliable document archive. All the valuable
documents will be securely stored in document
repositories until you need them.
2. Good Practices

First, DON’T USE FOLDERS USE METADATA !!

✅
Second, Maintain a standard File Name and Metadata.
3. Overview SharePoint’s Engineering Site

SharePoint Sub-Sites

This SharePoint site is organized into two levels: CERT - PRODUCTS CERTIFICATION VIP (CHILE / CHINA)

 First Level  The Site: Engineering

 Second Level  The Sub-Sites

(organized or called by process)

ENGINEERING
ISAN - SANITARY INSPECTION (CHILE) CRF (CHILE / CHINA)

 CERT
 ISAN

SharePoint SITE
 QCMR
 NORMS
 VIP
 CRF QCMR (CHILE) IAF (CHILE)

 IAF
 OTHER (TBD)

NORMS (CHILE / CHINA) OTHERS (FUTURE TBD)

3. Overview SharePoint’s Engineering Site

SharePoint Sub-Sites

This SharePoint site is organized into two levels: CERT - PRODUCTS CERTIFICATION VIP (CHILE / CHINA)

 First Level  The Site: Engineering

 Second Level  The Sub-Sites

(organized or called by process)

ENGINEERING
ISAN - SANITARY INSPECTION (CHILE) CRF (CHILE / CHINA)

 CERT
 ISAN

SharePoint SITE
 QCMR
 NORMS
 VIP
 CRF QCMR (CHILE) IAF (CHILE)

 IAF
 OTHER (TBD)

NORMS (CHILE / CHINA) OTHERS (FUTURE TBD)

 VIP (CHILE / CHINA)

4. Sub-site VIP (CL / CN)

1 VIP: File Naming Format Based on Stanford University Library Format

This Sub-site Contain The Following Specs Docs: Other Specs Docs that should be contained here:

Case 1: BOM, QRT and PSF integrated in one file only! Case 2: Drawings!

20DN5603400.BOM.TZHZ.xls ✅ 20DN5603400.BOM.TZHZ.xls ✅
SKU Doc Extension
(.XLS or.XLSX)
20DN5603400.DRAW.TZHZ.dwg ✅
FACTORY SKU Doc Extension

INCORRECT (DON’T SPLIT THE FILE): This drawing file should contain the whole product
specification. From the first page with a general assembly
SKU.BOM.QRT.xls view to “N” pages detailing each components and its
SKU.PSF.xls interactions.
 VIP (CHILE / CHINA)

4. Sub-site VIP (CL / CN)

VIP: METADATA
2 VIP: Metadata
1. 2. 3. 4. 5. 6. 7.
VIP: FILE NAME Category Brand Product Line Product Type Mosaico SKU Doc Type Manufacturer
 VIP (CHILE / CHINA)

4. Sub-site VIP (CL / CN)

2 VIP: Metadata, How to manually assign the data?

1. Select Files 2. Open details pane

3. Write Category

4. Write Brand

5. Write Product Line

6. Write Product Type

7. Write Mosaico SKU

8. Write Manufacturer

9. Click Save
 VIP (CHILE / CHINA)

4. Sub-site VIP (CL / CN)

2 VIP: Metadata, How to manually assign the data?

 VIP (CHILE / CHINA)

4. Sub-site VIP (CL / CN)

3 VIP: Views (Group by ProductLine or another column) 1. Select on the combo box you like to Group by.

2. In this case will

group automatically
by Product Line.
 VIP (CHILE / CHINA)

4. Sub-site VIP (CL / CN)

4 VIP: Filters (Filter by ProductLine, ProductType, or any other column)

1. Open the filters pane

2. Select one or more

filters you need.

Note: If you include a

file for more than one
category, brand or
another metadata
attribute, then the
filter will be available
automatically to
select them from this
pane.
 VIP (CHILE / CHINA)

4. Sub-site VIP (CL / CN)

4 VIP: Filters (Filter by ProductLine, ProductType, or any other column)

1. Open the filters pane

You can select

See all
for more filter options.
4. Sub-site VIP (CL / CN)

5 VIP: Accessing the Sub-site

Sub-site Link: https://mosaicochile.sharepoint.com/sites/Engineering/vip/SitePages/Home.aspx
Site Permissions:

Engineering CN
4. Sub-site VIP (CL / CN)

5 VIP: Accessing the Sub-site

4. Sub-site VIP (CL / CN)

5 VIP: Accessing the Sub-site

4. Sub-site VIP (CL / CN)

5 VIP: Accessing the Sub-site

4. Sub-site VIP (CL / CN)

6 VIP: Synchronizing Folder

4. Sub-site VIP (CL / CN)

6 VIP: Synchronizing Folder

4. Sub-site VIP (CL / CN)

7 VIP: Editing Files “Check Out & Check In”

2. Select Check out

1. Select the File

4. Sub-site VIP (CL / CN)

7 VIP: Editing Files “Check Out & Check In”

The columns Checked Out To & Check in Comment will be available. It is an automatic
metadata field. So you don’t need to fill out. It will help us to alert other users.

Now this file is Checked out to the user Marcos Elgueta

4. Sub-site VIP (CL / CN)

7 VIP: Editing Files “Check Out & Check In”

Then you can you have two options “Discard check out” or after editing the selected file
choose “Check in”
4. Sub-site VIP (CL / CN)

7 VIP: Editing Files “Check Out & Check In”

4. Sub-site VIP (CL / CN)

7 VIP: Editing Files “Check Out & Check In”

Check in comment after editing