Evolution of the Content Lifecycle
During my most recent webinar ‘Debunking the Hybrid SharePoint Infrastructure Dilemma,’ we discussed the hybrid reality of organizations having to manage multiple collaboration systems. When IT-approved systems don’t meet end-users expectations a divide begins to happen. This is not always caused by a disaster like a security breach, it can be caused by the rapid advancement of technology. When end-users have easy access to new technology for personal use they bring different expectations to the enterprise.
Digging back into my 10 years of SharePoint experience I remember what the ideal content lifecycle was supposed to be and how it’s evolved. With the use of a single web-based library, powered by metadata, a document will be created, edited and made into a final version. However, this ideal situation rarely worked across large groups of people. Instead documents were created in file shares, different document libraries and copied to a final resting place within SharePoint --not an ideal or efficient lifecycle.
Office 365 gets us much closer to the ideal content lifecycle. Both Groups and OneDrive for Business are adapting to the ways individuals are working and not forcing them to adapt to unnatural content workflows. Yes, I purposely said individuals instead of organizations. Why? SharePoint 2016’s evolved in new ways too. Rather than tell individuals how to collaborate, it’s adapted to their natural knowledge of personal cloud services and quest to improve their productivity.
One of the key pillars for SharePoint moving forward is ‘Simple and Powerful File Sharing’. I believe this translates into Microsoft’s dedication to the individual experience which is making it as easy as possible to move a document through the modern content lifecycle. How they’re doing this is with the Copy and Move functionalities. (see image) These features will soon will be able to move documents throughout Office 365.
With the new OneDrive synchronization available for Windows 7 through 10, individuals will be able to create drafts, share with individuals and then copy that content into a team site to share or collaborate on with a broader group of people. Then, using Microsoft Flow or another workflow engine, they could apply rules to move documents into repositories or archives.
So in the end, the driving reasons to use non-Microsoft external file synchronizing and sharing tools is rapidly decreasing and will be even more positive as the content lifecycle is supported.
Adam is a Group Program Manager of Secure Collaboration at Exostar and a Microsoft MVP advocating for collaboration by connecting business needs with the right technology. Prior to Exostar, Adam was a Product Manager for Migration at a market leading ISV and a Practice Lead for Office 365 in a cutting-edge Microsoft Consulting firm. Over the last decade Adam has been responsible for moving customers to the cloud, designing and implementing information architecture (SharePoint Farm and content) and increasing user adoption. Adam is an ongoing member of the SharePoint Saturday DC coordinating committee and active speaker at many national events.