Document Management  
Author Message
PhillyTG





PostPosted: Thu Mar 17 23:04:39 CST 2005 Top

WindowsServices >> Document Management

Hi,

I'm interested in using WSS or SPS for document management, where the
documents are the usual PDF's, MSWord documents, Lotus Notes databases,
e-mails, web pages etc. held by different departments across the Company.

This is formal storage of documents and a 'google' type document search
is not appropriate. We need the following:

- simple check-in facility for new documents.
- the ability to assign documents to a category tree, with multiple
categories for each document (e.g. more than one author or subject).
- version control.
- a powerful boolean search capability.

Without actually getting my hands on the software, it's difficult to see
whether or not this functionality is available and whether WSS or SPS
are appropriate.

I really envisaged a relational database behind the scenes to handle the
one-to-many relationships in the category tree. Is this feasible?

Any pointers, links etc would be appreciated.

Martin

Windows OS150  
 
 
Mike





PostPosted: Thu Mar 17 23:04:39 CST 2005 Top

WindowsServices >> Document Management Neither of the two products you mention has more than a nominal version
control.

Search functions in SPS 2003 are more powerful than in WSS.

Multiple categories for each document: WSS has field types with multiple
choice selections but filtering (and searching) on the values of multiple
choice fields is limited.

SPS 2003 allows you to assign things to Areas etc. as well as to document
libraries which may add to your multiple category need but probably also
doesn't go far enough.

Given the above answers, I'd ask this in the newsgroup for SPS 2003 at

microsoft.product.sharepoint.portalserver

instead.

Mike Walsh, Helsinki, Finland
WSS FAQ http://wss.collutions.com
please reply to the newsgroup only



> Hi,
>
> I'm interested in using WSS or SPS for document management, where the
> documents are the usual PDF's, MSWord documents, Lotus Notes databases,
> e-mails, web pages etc. held by different departments across the Company.
>
> This is formal storage of documents and a 'google' type document search is
> not appropriate. We need the following:
>
> - simple check-in facility for new documents.
> - the ability to assign documents to a category tree, with multiple
> categories for each document (e.g. more than one author or subject).
> - version control.
> - a powerful boolean search capability.
>
> Without actually getting my hands on the software, it's difficult to see
> whether or not this functionality is available and whether WSS or SPS are
> appropriate.
>
> I really envisaged a relational database behind the scenes to handle the
> one-to-many relationships in the category tree. Is this feasible?
>
> Any pointers, links etc would be appreciated.
>
> Martin


 
 
c





PostPosted: Fri Mar 18 05:55:02 CST 2005 Top

WindowsServices >> Document Management Martin,

Allow me to contribute my two cents.
I believe with a little "tweaking" you can get WSS to do what you want.
According to your requirements you need:

1. Simple check in for new documents. WSS can do that. If you turn on
content approval, it even adds limited work flow to the mix.

2. Multiple category properties allowing one document to fall into multiple
values for the same category field. This can be done by extending the
document library through the addition of more metadata fields. When you are
specifying the field type, you would select a "Choice" type and then select
the "Checkboxes" option which would enable multipe values for the given field.

3. Version control. WSS does that though only in whole versions i.e. 1, 2,
3 etc. Sub versions such as 1.1, 1.2 etc. is not possible.

4. Powerful boolean search capability. I'm a little surprised at Mike's
answer as his own site (wss.collutions.com) has the solution for giving WSS
boolean search ability located here:
http://wss.collutions.com/Lists/FAQ/DispForm.aspx?ID=420

Given these answers, with a little flexibility on your side, I feel WSS can
meet your needs.

Hope this is helpful.

Thanks
C




> Neither of the two products you mention has more than a nominal version
> control.
>
> Search functions in SPS 2003 are more powerful than in WSS.
>
> Multiple categories for each document: WSS has field types with multiple
> choice selections but filtering (and searching) on the values of multiple
> choice fields is limited.
>
> SPS 2003 allows you to assign things to Areas etc. as well as to document
> libraries which may add to your multiple category need but probably also
> doesn't go far enough.
>
> Given the above answers, I'd ask this in the newsgroup for SPS 2003 at
>
> microsoft.product.sharepoint.portalserver
>
> instead.
>
> Mike Walsh, Helsinki, Finland
> WSS FAQ http://wss.collutions.com
> please reply to the newsgroup only
>


> > Hi,
> >
> > I'm interested in using WSS or SPS for document management, where the
> > documents are the usual PDF's, MSWord documents, Lotus Notes databases,
> > e-mails, web pages etc. held by different departments across the Company.
> >
> > This is formal storage of documents and a 'google' type document search is
> > not appropriate. We need the following:
> >
> > - simple check-in facility for new documents.
> > - the ability to assign documents to a category tree, with multiple
> > categories for each document (e.g. more than one author or subject).
> > - version control.
> > - a powerful boolean search capability.
> >
> > Without actually getting my hands on the software, it's difficult to see
> > whether or not this functionality is available and whether WSS or SPS are
> > appropriate.
> >
> > I really envisaged a relational database behind the scenes to handle the
> > one-to-many relationships in the category tree. Is this feasible?
> >
> > Any pointers, links etc would be appreciated.
> >
> > Martin
>
>
>
 
 
Mike





PostPosted: Fri Mar 18 06:18:00 CST 2005 Top

WindowsServices >> Document Management I knew (not surprisingly as I added it only recently) about the Boolean
Search on the WSS FAQ site but if you look carefully at it you'll see that
it's only AND and OR not full Boolean.

Also this questioner seems to be asking for more version control
functionality than WSS offers.

I also I thought mentioned the multiple choice field possibility.

It's just that I think that the demands presented are in each area more than
WSS offers. WSS offers something for each area mentioned just imo not enough
for this questioner.

Mike Walsh, Helsinki, Finland



> Martin,
>
> Allow me to contribute my two cents.
> I believe with a little "tweaking" you can get WSS to do what you want.
> According to your requirements you need:
>
> 1. Simple check in for new documents. WSS can do that. If you turn on
> content approval, it even adds limited work flow to the mix.
>
> 2. Multiple category properties allowing one document to fall into
> multiple
> values for the same category field. This can be done by extending the
> document library through the addition of more metadata fields. When you
> are
> specifying the field type, you would select a "Choice" type and then
> select
> the "Checkboxes" option which would enable multipe values for the given
> field.
>
> 3. Version control. WSS does that though only in whole versions i.e. 1,
> 2,
> 3 etc. Sub versions such as 1.1, 1.2 etc. is not possible.
>
> 4. Powerful boolean search capability. I'm a little surprised at Mike's
> answer as his own site (wss.collutions.com) has the solution for giving
> WSS
> boolean search ability located here:
> http://wss.collutions.com/Lists/FAQ/DispForm.aspx?ID=420
>
> Given these answers, with a little flexibility on your side, I feel WSS
> can
> meet your needs.
>
> Hope this is helpful.
>
> Thanks
> C
>
>

>
>> Neither of the two products you mention has more than a nominal version
>> control.
>>
>> Search functions in SPS 2003 are more powerful than in WSS.
>>
>> Multiple categories for each document: WSS has field types with multiple
>> choice selections but filtering (and searching) on the values of multiple
>> choice fields is limited.
>>
>> SPS 2003 allows you to assign things to Areas etc. as well as to document
>> libraries which may add to your multiple category need but probably also
>> doesn't go far enough.
>>
>> Given the above answers, I'd ask this in the newsgroup for SPS 2003 at
>>
>> microsoft.product.sharepoint.portalserver
>>
>> instead.
>>
>> Mike Walsh, Helsinki, Finland
>> WSS FAQ http://wss.collutions.com
>> please reply to the newsgroup only
>>


>> > Hi,
>> >
>> > I'm interested in using WSS or SPS for document management, where the
>> > documents are the usual PDF's, MSWord documents, Lotus Notes databases,
>> > e-mails, web pages etc. held by different departments across the
>> > Company.
>> >
>> > This is formal storage of documents and a 'google' type document search
>> > is
>> > not appropriate. We need the following:
>> >
>> > - simple check-in facility for new documents.
>> > - the ability to assign documents to a category tree, with multiple
>> > categories for each document (e.g. more than one author or subject).
>> > - version control.
>> > - a powerful boolean search capability.
>> >
>> > Without actually getting my hands on the software, it's difficult to
>> > see
>> > whether or not this functionality is available and whether WSS or SPS
>> > are
>> > appropriate.
>> >
>> > I really envisaged a relational database behind the scenes to handle
>> > the
>> > one-to-many relationships in the category tree. Is this feasible?
>> >
>> > Any pointers, links etc would be appreciated.
>> >
>> > Martin
>>
>>
>>


 
 
c





PostPosted: Fri Mar 18 12:23:01 CST 2005 Top

WindowsServices >> Document Management Right you are Mike!
That was why I mentioned that a little flexibility on the user's side would
allow WSS to satisfy his needs.
I guess it just depends on how flexibile the requirements are.

Thanks
C





> I knew (not surprisingly as I added it only recently) about the Boolean
> Search on the WSS FAQ site but if you look carefully at it you'll see that
> it's only AND and OR not full Boolean.
>
> Also this questioner seems to be asking for more version control
> functionality than WSS offers.
>
> I also I thought mentioned the multiple choice field possibility.
>
> It's just that I think that the demands presented are in each area more than
> WSS offers. WSS offers something for each area mentioned just imo not enough
> for this questioner.
>
> Mike Walsh, Helsinki, Finland
>


> > Martin,
> >
> > Allow me to contribute my two cents.
> > I believe with a little "tweaking" you can get WSS to do what you want.
> > According to your requirements you need:
> >
> > 1. Simple check in for new documents. WSS can do that. If you turn on
> > content approval, it even adds limited work flow to the mix.
> >
> > 2. Multiple category properties allowing one document to fall into
> > multiple
> > values for the same category field. This can be done by extending the
> > document library through the addition of more metadata fields. When you
> > are
> > specifying the field type, you would select a "Choice" type and then
> > select
> > the "Checkboxes" option which would enable multipe values for the given
> > field.
> >
> > 3. Version control. WSS does that though only in whole versions i.e. 1,
> > 2,
> > 3 etc. Sub versions such as 1.1, 1.2 etc. is not possible.
> >
> > 4. Powerful boolean search capability. I'm a little surprised at Mike's
> > answer as his own site (wss.collutions.com) has the solution for giving
> > WSS
> > boolean search ability located here:
> > http://wss.collutions.com/Lists/FAQ/DispForm.aspx?ID=420
> >
> > Given these answers, with a little flexibility on your side, I feel WSS
> > can
> > meet your needs.
> >
> > Hope this is helpful.
> >
> > Thanks
> > C
> >
> >

> >
> >> Neither of the two products you mention has more than a nominal version
> >> control.
> >>
> >> Search functions in SPS 2003 are more powerful than in WSS.
> >>
> >> Multiple categories for each document: WSS has field types with multiple
> >> choice selections but filtering (and searching) on the values of multiple
> >> choice fields is limited.
> >>
> >> SPS 2003 allows you to assign things to Areas etc. as well as to document
> >> libraries which may add to your multiple category need but probably also
> >> doesn't go far enough.
> >>
> >> Given the above answers, I'd ask this in the newsgroup for SPS 2003 at
> >>
> >> microsoft.product.sharepoint.portalserver
> >>
> >> instead.
> >>
> >> Mike Walsh, Helsinki, Finland
> >> WSS FAQ http://wss.collutions.com
> >> please reply to the newsgroup only
> >>


> >> > Hi,
> >> >
> >> > I'm interested in using WSS or SPS for document management, where the
> >> > documents are the usual PDF's, MSWord documents, Lotus Notes databases,
> >> > e-mails, web pages etc. held by different departments across the
> >> > Company.
> >> >
> >> > This is formal storage of documents and a 'google' type document search
> >> > is
> >> > not appropriate. We need the following:
> >> >
> >> > - simple check-in facility for new documents.
> >> > - the ability to assign documents to a category tree, with multiple
> >> > categories for each document (e.g. more than one author or subject).
> >> > - version control.
> >> > - a powerful boolean search capability.
> >> >
> >> > Without actually getting my hands on the software, it's difficult to
> >> > see
> >> > whether or not this functionality is available and whether WSS or SPS
> >> > are
> >> > appropriate.
> >> >
> >> > I really envisaged a relational database behind the scenes to handle
> >> > the
> >> > one-to-many relationships in the category tree. Is this feasible?
> >> >
> >> > Any pointers, links etc would be appreciated.
> >> >
> >> > Martin
> >>
> >>
> >>
>
>
>