Monday, January 16, 2012

Wisdom SharePoint 2010 Integration Version 3 – Automatic registration / declaration of documents


With every release of the SharePoint integration the registration of documents has been improved.

The first release required a user to ‘chose’ the location for the document when registered in Wisdom. The user was presented with a picker :


The feedback we had from users was;

“We don't want to have to pick the file plan location”

“Users don't understand the fileplan”

The next release allowed the location to be ‘saved’ against a document library. This gave a one to one mapping.

This did work but it had to be setup on each document library.

The next release allowed the location to be driven from metadata and could be saved against the site :


The location can be derived from metadata on the site or list item. This allows unstructured SharePoint documents to automatically become part of a structured FilePlan and have retention policies applied to them.

This allows a user to register a document with the ‘Quick’ register option :


Or they can go via the wizard :


Although this did work some customers didn't want the users to have to ‘register’ or ‘declare’ documents. It should be automatic. The Wisdom Auto-Registration Feature allows documents to be registered or declared based on rules. Feedback from users was:

“Our SharePoint users don't want to have to click declare or register”

“We don't want to have to create custom code to do this”

“User should never see the eDRM or even know its being used”

For example, you can have all documents that are saved into SharePoint registered in Wisdom and once certain metadata requirements are met they document could be ‘declared’ .


This allows users / administrators to create workflows that could set metadata that would trigger the declare and the creator of the workflow does not need to use any extra actives or code.