Tuesday, February 8, 2011

Adobe integrates Acrobat Reader X with SharePoint

Adobe's X series PDF editor and reader Acrobat X and Reader X now tightly integrates with SharePoint. We need to provide the OpenControl key in the DocIcon.xml and clients should use Acrobat X or Reader X to leverage.

Now it provides additional options like Edit Document, Check-in,Check out,Discard check out for PDF documents.

If I say Edit Document, PDF automatically opens the document in Reader X and also asks whether I want to check out

It also provides a UI cue for the checked out document too

Once the documents are checked out in MS Office suit, the document library page automatically refreshes to show the checked out icon but here that refresh is not happening.

How to configure SharePoint for this ?
  • You need to add the following lines in DocIcon.xml 
    • You can find DocIcon.xml in C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\TEMPLATE\XML
  • Right click and save the above Acrobat PDF icon to your machine in the name of AdobePDF.png and copy it to folder C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\TEMPLATE\IMAGES
  • Now do an IISRESET and let IIS load these new resources.
  • Repeat all the steps in all of your web front end servers
All these steps remain same for MOSS 2007, just change the \14\Template\XML to 12\Template\XML while doing modifications to DocIcon.xml and copying the AdobePDF.png file

Monday, February 7, 2011

SharePoint 2010 Approval workflow, a marvel

Way back our team built a multi stage approval workflow with serial and parallel flow options for MOSS 2007. Recently stumbled upon the SharePoint 2010 approval workflow which eventually showcases all these functionalities right out of the box. This is one of the huge improvement in SharePoint 2010

Lets see what are the configurable parameters it allows us to configure

Accepts multiple users who are in the capacity of approving the content ,seperated by semicolons

Determines in which order the execution goes whether serial or parallel, technically in which order the tasks created to the Approvers

Flow of a Serial workflow

Flow of a Parallel workflow

Expand Groups
If checked and groups entered in approvers section will be expanded and tasks will be created for individual users else only a single task will be created for the whole group. Any user from the group can approve or reject

A comment text which will be sent to the approver via email and approval screen also

Due Date for all Tasks
Final date on which all approvals should be completed

Duration per task
Amount of time for each task is due, works along with Duration Units

Duration Units
You can choose days,months or years in this drop down, works along with Duration per task

Want to keep an additional person in approval loop, this is the place to go

End on First Rejection
Any approver rejects the document, workflow gets stopped and document rejected

End on Document Change
Some author changes the original document while the approval in progress, now the whole workflow gets terminated if the original is modified.

Enable Content Approval
Changes the content approval status of the library based on workflow approval

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