Last week, I talked about how we built a prototype site in order to demonstrate some of the features we were thinking about using in a project for our legal department. The prototype site was well received, and even though we’re going to delete it pretty soon, it was worth building. In addition, it didn’t take that much effort to build. Part of the reason we were able to build the site so fast is because SharePoint is designed to be built fast; let’s face it, that’s one of the reasons we bought it. The second reason we were able to work fast is because we used a few of the tools we have bolted onto SharePoint. I’ve talked about each of these before, but it’s summer so I think we can stand a few reruns. Here are three of the things we have added to SharePoint that I am happy to have:
Muhimbi PDF Converter – This product not only lets our users convert Office and a wide variety of other documents to PDF from the library drop-down menu, we can call on these services from a SharePoint Designer workflow. The best part is that last little bit about workflows. We can save our coworkers the time it takes to create the PDF, but we can also manage the process. That means that we can put the PDF in the library it belongs in, and because we can kick the workflow off when an item is uploaded or changed, we don’t have to worry about people forgetting this important step.
SharePoint Classifier – We added this product from Boost Solutions last year. Working from an intuitive interface, this lets us bulk edit metadata for a large number of selected or uploaded files quickly. We can set metadata to a specific value across the entire group or we can skip through the list of documents, setting some bits of metadata to a single value but setting others to unique values. We used this to quickly populate the demonstration libraries on our prototype site. Classifier can also copy or move the selected items from one library to another, set tags and check the documents in if necessary.
Lightning Conductor – This is our most recent add-on, but it’s one that I am really going to enjoy using. One of the features we wanted to demonstrate was the ability to pull items together from the various libraries based on certain metadata. The example we used was to show all the documents that had been tagged as the “Current Version” in a single web part on the main page. This illustrated a critical capability that our users wanted, the ability to store documents where they belong, but present them as if they are in the same place. What I like so much is the fact that we configured the web part in a matter of minutes.
These tools make SharePoint easier to use and much more powerful by augmenting the inherent strength of SharePoint’s out-of-the-box power. Whether our users are working directly with these tools or asking us to configure a solution for them, these (and other) tools are saving us precious time.