In comparison to SharePoint 2010-Workflows have in the new version of SharePoint 2013 some changes result. First of all there apparently no longer is the impersonation step. Similar functionality is hidden but behind the now so-called “App step”. This allows the execution of actions in a wider context of permissions, so that all elements of the Web page can be read and modified. Normal steps in the context of the current user, so actions due to missing privileges can also fail.

In Office365/SharePoint 2013 decide at the beginning of, If you have a workflow as a SharePoint 2010 Workflow or as a SharePoint 2013 Workflow run

When you create a SharePoint Designer workflow 2013, can you select only the app step for advanced permissions, If you advance the Web pages feature Workflows may use app permissions have enabled (Site settings, Site features).

But also to enable the feature and start an app step the permission settings for list items are not available. Obviously it has managed this functionality is not yet in the new workflow engine. Automated permission settings for list items must therefore remain with a SharePoint 2010 Workflow will be implemented.

We provide SharePoint /.Office365-Introductions often fixed, that non-technical users little or have no idea of, as SharePoint /.Office365 simple and effective can incorporate into their work processes. We have designed so an introductory workshop, He puts you in a position for non-technical users, fast and practical to use the features provided.

We here provide the training materials available:

The topics are treated:

• Work in the team workspace / Team Web site
• Centrally manage Excel spreadsheets and forms
• Own management list / Custom lists
• Working with Central contacts or team calendars – Outlook integration
• Manage documents, create, drop
• Dokumentversionierung
• Customize Web pages to your own needs
• Views, Evaluations
• Use the full-text search, Retrieval of data and documents
• Graphical evaluations – Charts
• Notifications and workflows
• Acquisition of data from other systems or own Excel lists
• WIKI functions
• User management/permissions and access control

The functions are largely identical in a company's SharePoint installation or Office365 environment. Accordingly, the training also for Office365 users or those suitable, you want it.

Again, it's suddenly Christmas, and again the year is. Again it is felt in the last few weeks has become much more hectic, and again, we can't make it, us all customers and partners personally for the excellent cooperation and the good talks to say thank you. It was a good year, as for most companies especially in the IT environment, and we have – In addition to the establishment of our products – a variety of interesting projects implemented. Now we want to enjoy a few quiet days and wish you a calm and peaceful end of the year and of course a recovered and good start in the new year!

Between the holidays, catch us on 27. and 28.12. And from the 2.1. We're back with even reduced team for you. From the 7.1.2013 also we are complete again and with dynamism and full strength available.

2013 We expect an increased demand for Office365-Consulting and solutions, as well as an increased use of “Social media” in companies. You want a part of your business- or communications transmitted in a secure cloud solution, We would be the ways you like by Office365 introduce and assist in the implementation. Also, we prepare our products for operation into the Office365 cloud. With the avalanche of Microsoft-We expect also the first changes on SharePoint product updates 2013 and available with a professional team at your disposal, to master the transition and to take advantage of the new opportunities.

A not entirely new post shows interesting way, as the Christmas story in the times of social media, Google, Facebook and co. run would be. How we find a things to do Video.

Enjoy the quiet days, Perhaps a White Christmas and maybe even again deliberately is a “Offline time”. We look forward to a continuation of the great cooperation in the coming year, and on many exciting projects and collaboration around the theme Enterprise 2.0.

Your team of the Locatech IT solutions

The configuration of Microsoft SharePoint as a simple document management system is done quickly. Essentially you create one or more document libraries, decide, If you enable a Dokumentversionierung, If a documents- and be checked out must, and put ggf. an approval- or test workflow fixed. Also, you can manage in a document library folder. But often overlooked is that in SharePoint 2010 Opportunity, so-called Document sets to establish and reproduce more or less digital file folders.

SharePoint 2010 offers with the Dokumentenmappen (Document sets) an electronic form of the Office, similar to manage the documents folder on the shelf. With document sets, users can collaborate on documents, have a specific relation to each other, for example, all documents for a particular contract. Document sets are treated as a unit, so z.B. Genehmigungs­workflows for the entire solution set or retrieve older versions of a document set, and on one page, the contents of a document set are as Digital folder back shown.

For a project management z.B could. the project documentation, the related correspondence with customers and suppliers, or even project results workshop reports and summaries in a file or document set"Project"be summed up. On the overview page, all project tasks are easily comprehensible. Other attributes, the documents otherwise had to be added to individual additional columns, can be added to a document set as a whole. This can be a field"Document type"be, is deposited in the, whether it is a result report, Correspondence, or even a project accounting is. This field is added to the document set and is then all documents in the folder available.

Features of document sets

Document sets are different features available:

• Uniform user rights for all documents in the folder
• Unified management of additional information/attributes (Metadata) a document set
• Unified versioning of the document set as a whole
• Workflows can be set up for a complete document set

Setting up a document folder

First you have the site collection feature Document set be enabled. Open see Site actions the Site settings, Select under Site collection administration the Site collection features from, and enable you Dokumentenmappen.

Can then check for any arbitrary document library document set as follows:

• Open the library settings
• Click below General settings on Advanced settings, and select the point Content types under Allow management of content types the entry Yes. Click on OK.
• Again, click the document library settings page under Content types on Add from existing site content types.
• Select under Select site content types from the entry The document set content types from and then add the entry Document set Add.

The content type is then Document set available for the document library.

Now you can the features of document library of New document create a document folder.

Customize/extend the meta-information for a document folder

To do this, you first create an extended content type, It is based on the content type of the document set, as follows:

• Open the Site settings, and click below Galleries on Site content types.
• Click on Create, Enter a name for the type of solution to be created, Select under Select parent content type from the entry The document set content types and then under Parent content type the entry Document set.
  
• Click on OK.

You have created a new content type for a document folder, the below add your own columns/attributes. On the page that now appears, you can, similar to for custom lists and document libraries, Add settings to elegant and columns. In this example, we add the solution to a choice field Project status.

• Click on Add from new site column, to create a new column type Selection (Menu) Add
  

• Enter below Additional column settingsthe selection options, for example:
  • Applied
  • In progress
  • Completed
• Similar to can a new column for Project Manager with the type Person Add.
• So you now have this new type Solution can use,proceed as described above, to create a document folder, Select the new but now as a content type Solution from.
• If you then for the document library on New document Click, can a new document set type Solution create and fill in the new columns (or even change).
• Then you can upload documents in the created document set. The specified attributes are jointly administered for all documents in this folder.

Contracts in companies strategic importance. In larger organizations, contracts are often managed in different departments or even different companies. Often, it is not transparently obvious, what contracts are valid for which divisions, whether contracts were concluded with the same suppliers at different conditions, planned or actual costs with contracts are connected or when which contracts can be renegotiated or terminated.

Contract management – Keep notice at a glance

In a number of projects we could larger Contract management-Systems on the basis of Microsoft SharePoint introduce and have this experience, the less the technical implementation as rather organisational set up of the project, the Project management and the right, to the success of the project relate to leading how to. This article describes some of these experiences and offers also a small checklist for organizations, deal with the introduction of a central contract management.

The term"Contract"can be very broad in larger organizations, possible specifications ranging from strategic framework contracts for letter of intents to normal rental, Work, Maintenance contracts. But also non-disclosure agreements (Non disclosure agreement) are contracts, that is not only stored, but must be found quickly in the event of a dispute and evaluated. Even orders by suppliers, Performance tickets are contracts or contract elements.

This makes the introduction of a comprehensive and transparent contract management easier, be completed but orders and orders generally by ERP system, While the various treaties in different departments with different tools are managed. And additional important information such as customer data or orders can be in an SAP system, Staff- and organizational information in an Active Directory, Contract lists in Excel files etc..

In addition, access permissions play a special role in contracts. For each type of contract, there is usually a defined user group, create the contracts, Edit, or see a. Also confidential contracts may be subject to special rules of confidentiality.

Finally, privacy considerations are introduced a contract management, and also, the Works Council must be included with, but for many contracts, personal data stored and processed.

It all depends on the Organization

A centralized contract management can therefore not be introduced "just". For an introduction to successful, are the following organisational prerequisites essential:

• A clear Mandate of the management, that a central, comprehensive contract management will be introduced. Such an introduction is a change management project, and without a clear commitment of the management team, an implementation can not succeed, because working methods must be changed and resistance and delay trends are expected in departments.
• A project team equipped with this mandate, combines the organizational and technical skills, with a strong enforcement project manager.
• Use one of Steering Committee of all stakeholders. This should be no roundtable discussion with representatives of all departments, but a small circle of companywide shall Manager, support the introduction and promote.
• Headquarters strategic objective for the entire company. What advantages will a centralized contract management for the entire organization? These objectives must be formulated for all transparent and clearly and regularly communicates, the effort for the implementation of, Implementation and changes to justify. Typical, overarching goals are for example:

• Increase the transparency of signed contracts and thus creating Verhandlungsspielräumen (z.B. with suppliers)
• Terms controlling: Automatic reminders to notice and deadlines
• Savings when you enter, Approve, Search contracts
• Comprehensive reporting
• Avoidance of contract risks

Interests and interested – the “Stakeholder”

A strategic project such as the introduction of contract management, the project always in aware should be, which stakeholder on the project are interested in and also what interests you. In larger organizations, stakeholders are most

• The Executive Board or. the Executive Management
• Project management
• Representatives from one or more departments, stand for the first implementation pilot departments available
• Central IT/system support

Also, the potential impact of the introduction in terms of should already in the design phase to

• Privacy policy
• Brought/Works Council

be evaluated. Because in general personal data are processed and increasing the transparency of the work, such introductions are subject to a participation and need to be evaluated by a data protection officer. By an early evaluation you can avoid later delays or complex adjustments in the actual project.

Who actually wants what?

An assessment is not to be underestimated, which parties pursue what interests. Not always the State of the request is given - all stakeholders pull together-. A good internal communication is important, a teambuilding with all stakeholders and the removal of barriers. So, for example, the IT Department should be clear, that an external service provider not a competitor, but is a temporary team addition. And if employees legacy systems support, that should be replaced, should these be convinced in the run-up to the advantages of new system and support the project.

These considerations apply to all major IT projects in course, but are the introduction of contract management of particular importance, because many departments are affected and because of business-critical documents.

Checklist and phased plan

Prior to the introduction of a process solution for Contract management must the Requirements be defined in a solution. For such purposes, a small checklist is elaborated, It will help you, the necessary preparations to meet. Thus effectively reduce the total cost of an introduction, but a large part of the effort by organisational issues and the often smaller part resulting in the technical implementation.

The following checklist is not exhaustive, but offers an introduction and should jointly answered with your service provider or. be complemented.

1. Target rules

What are the key objectives for the contract management? We would these prioritize goals? Examples as shown above:

• Increase the transparency of signed contracts and thus creating Verhandlungsspielräumen (z.B. with suppliers)
• Terms controlling: Automatic reminders to notice and deadlines
• Savings when you enter, Approve, Search contracts
• Comprehensive reporting
• Avoidance of contract risks

2. Initial situation analysis

The departments concerned should be questioned in detail about, how you manage your contracts so far and what attributes / They need information on the contracts in the future, to find, for example, documents. The requirements of each Department are usually individually and are then configured in the form of various types of contracts in the contract management.

• What kinds of contracts or. to be managed with the software?
• There are how many contracts per contract type (Order of magnitude)?
• In what state (Paper, Scan)?
• What additional information (Cover letter, Communication) have been managed so far, together with the treaties and. are to be managed in the future?
• How did times so far, Notice periods etc. managed?
• Who are the parties? Contact lists already exist in electronic form?
• There are (each contract type) a currently carried out contract management, where the essential characteristics of the contract such as z.B. Deadlines, Conditions, Validity, etc. be kept up-to-date? In what form is the management (Excel, ERP-system...)
• For what types of departments/contracts to the software in the first implementation be implemented?

The identified types of contract, What additional information (Meta-information) to be maintained for each contract type? Examples of possible fields below.

3. Collect and consolidate the requirements

Focus in the specification on one or two pilot departments. Even though the requirements/needs of all departments should be included, is the restriction on a pilot Department very useful, to shorten a long - perhaps never-ending - request discussion. A structuring of the requirements might look as follows:

Contract storage

What types or classes of documents to be managed? Examples include contract designs, signed original, Price lists, Correspondence, Resignation letter, Confirmation cancellation, Documents/presentations of the contractual partner, etc.

Contract attributes

The following list is an example and includes the most common attributes (our project experience)

• Contract title
• Contract dealer
• Contractor/contractor
• Contract status (What is the status can a contract have (GGF. differentiated by type of contract)? Example: Active, Dormant, Expired, Announced, Resubmission, Inactive, Interrupted)
• Contract type (Lease, Lease agreement...)
• associated Department/Division
• Contract number (Number ranges of created departments, The contract partner number)
• Contract key/category
• Contract responsible persons
• Scopes for contract (for example geographical scopes for globally operating companies)
• Associated/related contracts (Framework contracts, overarching contract regulations, separately managed systems, z.B. Performance tickets)
• Contract dates (Completion date, Term of contract, Cancellation deadlines, Extension options, Resubmissions)
• Undersigned persons/Unterschrifstdatum
• Place of storage of the original paper contract
• Language of the contract
• Contract costs (Once/periodic/variable)
• Contract currency
• Terms of payment

Depending on the constellation, a lot more contract attributes may be desired/useful, and ggf. certain information in third-party systems such as z.B. an ERP system manages. Important here is a balance and balance between

• the desire, to be able to perform later comprehensively as possible all types of evaluations
• the effort in capturing contracts

Only attributes are basically fully evaluable, that must be entered as a mandatory. One often sensible approach is, to prescribe minimum required fields for creating a contract, to enable a quick first version, only when the contractual status more fields specific to provide, for example, if a legal agreement will be filed.

Document management

• Editing and automatic versioning possible/desirable?
• Approval workflow?
• Import/export documents?

Compliance requirements

• History/versioning of all changes to contracts and contract attributes?
• Given revision security? What is revision security defined in your organization?

Privileges and responsibilities

• What people have which roles in relation to the contract (Person in charge, Accounting clerk, Supervisors, legal contact).
• For who is a contract relevant/valid?May these people see the contracts or even edit? Only insight in the contract attributes (Evaluations) or in the documents themselves

Reporting

• What types of evaluations are needed?
• Simple create/expand reports

Search/retrieval of contracts

• Full-text search
• Search for categories/attributes or. Combinations
• Entry pages
• To do lists

Notifications

Automatic notifications of specific changes, z.B.

• early expiration of notice
• Changes made by others

Multilingualism

Is there a central corporate language, or must the system be multilingual? What languages should be supported?

Interfaces

What third-party systems to provide data? For which third-party systems must data be provided. Examples:

• Can person master data from an SAP system or from a directory service (Active Directory) come
• Contractual partner master data can come from an ERP system
• Contract information must be provided if necessary. other systems can be deployed
• If other contract management systems in use and should be replaced immediately, is a contract information synchronization to ensure
• Contract files need for third parties (z.B. a law firm) provided/exported can be

Data migration

The data to be migrated must be planned carefully in the course of separation from other contract management systems. This is usually a small subproject.

4. Implementation timetable

The creation and adoption of an implementation roadmap (called also roadmap) is of crucial importance. This plan should take into account organisational and technological aspects

• Request catalog
• Internal conception of the project
• Tendering/evaluation product manufacturer/service provider
• Selection process and budgeting
• GGF. Pilot project with provider(n)
• Development of fine concept / Implementation specification together with supplier/service provider

Following should be started with the classic implementation. In this first phase, "Selling" the benefits of a central is contract management inside at least as much as the choice of the "right" partner and service provider.

These hurdles are taken and sit a stakeholder, Project team and external partners really in a boat with a common goal, then, nothing in the way of a successful launch.

Summary

Unfortunately, many implementation projects are still longer than planned take, be more expensive or very scheitern. Ultimately, there is no guarantee recipe for the successful introduction of contract management, but experience shows, that you repeatedly underestimated the organizational hurdles. The organizational conditions are good and the service provider is competent and both technically as well versed on organizational, easily manage these projects. Are not given the organisational requirements, failure even the best project team.

Selection lists are a limitation when working with multilingual SharePoint sites, for example, for the collection of categories, Status etc.. In contrast to list names and column titles this can appear not automatically in a language other, If users from different linguistic regions to work together on a SharePoint Web page.

A quite elegant way, Selection lists to implement really multilingual, is the use of managed metadata or also so-called taxonomy fields. These can be centrally in SharePoint (also in SharePoint online/Office365) be set up. The following description refers to Office365, Proceed on an installed SharePoint Server is almost identical. The only difference is, that on a SharePoint Server you must configure a managed metadata service in Central Administration, in SharePoint online/Office365 Office365 administrators will use the management console.

In the management console, click on Manage terminology storage.

To create your own term store for our lists, You need first to the Group of Terminology storage administrators (What a Word) Add and Save.

Then you can more Working languages Add to the default language of English, in our example in German.

With the right mouse button, click the default specified term store, and you create a new group..

Because just a multilingual list should be created, set a group leader, and save the Group. Then click the drop-down arrow of the created group (Right click works too), and apply a new list with New term set.

Give you match the language setting a label for the list, for example Category. Now you can use any list entries Create expression Add in the current language.

Then change the language to the desired target language and accordingly amend the entries, by you the translation in the field Standard label Enter.

After you have prepared a list of, can include them anywhere on a SharePoint page in lists or document libraries. To add a column of type in the settings of the list or document library Managed metadata Add. Select you below under expression set settings that just create list, and click on OK. As long as you wish, can provide also a default value for the selection.

Then, each user sees the selection in each of its language. Same as internal system only, unique entry deposited will, is "Big Toy" from the entry, the English user sees the, automatically "Big toy", When the German user displays the list entry.

The selection is done either via the Picker or by entering one or more initials, also the one advantage to the rather old-fashioned standard list selections.

The SharePoint managed metadata can also for further Requirements, about hierarchical picklist, be used. Use as a simple, but very functional lists replacement with built-in multilingualism is but very practical in multilingual environments.

PS: SharePoint allows also a longer list import, but supports only monolingual lists

Already put a professional ticket system, to support requests in your companies to support the IT support? Most users use Email or the phone, to report incidents or request support. If such requests exceed a certain volume of, will it quickly cluttered, especially when at the same time, several employees of the IT Department with the processing of support requests can be employed. If in addition a multi-stage processing of support requests for first-level/second-level and ggf. Third level is required, is a supporting IT system essential.

Comparison of professional and open-source ticket system
Larger organizations use professional ticket- or help desk systems, the sometimes called “Issue tracking systems” be described. In Wikipedia are already over 40 listed different help desk systems, both commercial and open source vendors. This list does not include Microsoft SharePoint, but modular system can easily be used as a, to introduce a completely adequate for most purposes ticketing system. This is often easier to implement than the acquisition and adaptation of a commercial software or developing the necessary know-how, to an open source solution such as z.B. OTRS (http://www.otrs.org/) to introduce.

Microsoft SharePoint has virtually built the ticket system

With Microsoft SharePoint, you are able, quickly and easily implement a ticketing system, without additional license costs, If you are already working with a Windows Server environment. With this environment you have Windows: SharePoint Services or. in SharePoint 2010 the SharePount Foundation, you are perfectly adequate for the implementation of a ticket system, already with licensed. continue reading…

We have decided, to put our current vacancy once directly on the homepage. 2012 for us, it starts with exciting customer projects, and our product development team also needs to be strengthened. We appreciate hearing from you!

The team of the Locatech IT solutions

Are looking for an IT company, that uses a solid and future-oriented business model opportunities, through the development of enterprise resulting 2.0 solutions and cloud computing?

If you are interested in one of the following activities, Please read on:

• SharePoint expert/consultant for implementing SharePoint projects and customer support

• JavaScript/Web UI expert in free cooperation

We are looking for employees, they like on the seam between the organizational Requirements the companies on the one hand, and the technical implementation of future-oriented solutions on the other hand work. People, that can also communicate with non-technical customers and who are at the same time, skills and competences in modern software development. Staff, they not only with mind, but also with heart and enthusiasm to implement solutions in the interest of our customers.

We offer you a Workplace 2.0. Our philosophy of cooperation is characterized by sharing knowledge and continuous learning. You will find no classical hierarchy and no fixed working hours or locations here. You work project-oriented, Usually in our Office, but also remote from the Home Office and occasionally in missions at the customer's site. You sustainably contribute to the project- and corporate success in enjoying appropriate freedom to design your work. We are convinced, that such an environment is essential, to as Knowledge workers to be able to be productive.

Our goal is a balance between concentrated work on the one hand and on the other hand a creative and communicative atmosphere. We consider also no clear border between internal and external. As a freelancer or business partners, you are welcome as well as employees in a permanent position. If you feel you have after reviewing our corporate website, Your profile and your skills match our company, We appreciate hearing from you.

Note for recruitment agencies/recruiters: We are looking for the direct How to contact with to employees and ask, to refrain from contacts!

We are seeking employees for the following activities. Please send your application documents, Project references, Profile, Curriculum vitae or other informative documents on your person in electronic form on arbeitsplatz20@locatech.com:

SharePoint expert/consultant for implementing SharePoint projects and customer support

JavaScript/Web UI expert in free cooperation

Amazing, how suddenly ends again and again a year goes.  Especially this year was really, have we introduced yet intensely SharePoint platforms and solutions in customer projects. Whether customer, Prospective customer, Business partners or readers of our articles, You have made the year for us to be a very successful year. For this we thank all you! And in addition to the purely commercial side, we have worked with very nice business partners together. The fun motivated us us, the entered way further to go.

Unfortunately, many work has also led, We had to neglect our blog something. Still have one by now ca. 30.000 People, visit our website monthly, What greatly motivates us, in the coming year even more value on new and interesting content from the environment by Enterprise 2.0 and Microsoft SharePoint to publish.

What's next with SharePoint?

Even if it is caused by the euro crisis the overall economic Outlook could cloudy in the coming year, We assume, that potential productivity can be raised through intelligent IT-projects. The introduction of modern platforms such as Microsoft SharePoint, in combination with the simplification and automation of information processes, makes your work easier, make your organization more competitive and promoting the cooperation of your employees. We are convinced, that is Microsoft SharePoint in the coming years more and more in companies as a central means of communication- and enforce information platform in the medium term will become a similar meaning for organizations like today, for example, SAP.

Outlook for the cloud – mostly sunny?

We also believe, that is cloud technologies such as Office365 to pave their way. There are reservations with regard to data security - your way-. The facilities of the manufacturer, legally binding commitments to make data security, are limited but also by international standards. Until then, at least the new cloud technologies to know learn and can if necessary. less critical processes in the cloud "outsource", to enter into the technology and directly profit from. We can assist to with questions Office365, Test installations and relocating business processes to the new platform at your disposal.

New year's Eve

Brings to us 2012 an ordinary business growth, fired up by new, exciting projects, new colleagues, a buoyant demand for our product LTRS and a significantly increasing number of Office365 subscriptions. Now we go but but in a small break and available at the time of the 27.12.2011 up to the 4.1.2012 extremely limited available. If you have a concern, Please send a Email our support team atsupport@locatech.com or our sales department at sales@locatech.com. We will respond as well as possible on E-Mail and otherwise again with our team at 5. January 2012 available.

Many, Thank you very much!

A thank you very much from our entire team for their good cooperation, the interesting discussions and for your confidence in our work!

We wish you a, Their families and colleagues peaceful and Merry Christmas and a good, motivated and successful start into the new year.

Your Locatech IT solutions-team