Tuesday, 15 June 2010

Noko offers Umbraco open source content management system

We’re really pleased to announce that after a lot of research we’ve adopted Umbraco as our open source content management system of choice.

Why Umbraco?

We selected it for several reasons:

  • Well written with great functionality
  • It is straightforward for site editors to use and offers powerful web content management capabilities
  • Doesn’t enforce any design restrictions
  • Provides Noko with an excellent (and cost effective) platform for delivering interactive web projects
  • Has a professional developer community (which we’ll be looking to actively support)
  • Has an excellent range of site implementations (http://umbraco.org/tour/sites-running-umbraco).
  • Is written in ASP.NET, which complements our implementation skills and experience

    Why open source?

    Open source offers a cost advantage of course but we’re also enjoying the approach and openness that a professional open source culture delivers. When it works (as it does with Umbraco), it works really well.

    As experienced web developers with many years experience implementing web content management and collaboration projects it’s amazing to see how far open source .NET content management systems have come in the last few years.

    Our next job is to start working towards Certified Solution Provider status!

    If you’d like to learn more about the features the Umbraco team have recently uploaded an excellent set of videos:



      If you'd like a demo of Umbraco's capabilities we'd be pleased to hear from you.

        Monday, 19 April 2010

        Revised website released for Touchstone Group

        Noko has successfully released a revised website for the Touchstone Group, reflecting their new digital marketing strategy.

        Touchstone are a leading UK provider of business software and consultancy services. The company recently revised their strategy to focus on three key areas: Infor FMS SunSystems financial management, PROACTIS spend control and the Microsoft Dynamics range of business management software.

        The Touchstone site is built on the Alterian CMC content management system. During the project the flexibility of the CMS made it straightforward for Touchstone to restructure the site and write new content whilst Noko concentrated on the design and interactive functionality.

        Noko delivered a revised site design, navigation layout and homepage. In addition the content management system was extended with plug-ins to enable site editors to build relationships between products and supporting content including news, events, case studies, testimonials and downloads.

        The new site has a home page and product area that create a highly focused experience for site visitors. The site also delivers a platform for flexible content management, enhanced search engine optimisation and implementing Touchstone’s social media marketing strategy.

        The website can be viewed at http://www.touchstone.co.uk/

        Monday, 8 March 2010

        New Personal Injury website released for Field Fisher Waterhouse

        Leading European law firm Field Fisher Waterhouse has released a redesigned Personal Injury website, built by Noko and the Field Fisher Waterhouse marketing team, utilising the Alterian CMC content management platform.

        Personal Injury is a competitive area of law so it is critical for Field Fisher Waterhouse to promote their PI website effectively and differentiate the professionalism and experience of the Personal Injury team in a crowded market.

        The key to this successful new PI web presence is the ability to make regular content updates and build content relationships across the site. This capability was provided by the Alterian content management system (CMS), which provides the Field Fisher Waterhouse marketing team with in-house site ownership.

        The new website also needed to:

        • Reflect Field Fisher Waterhouse's updated online identity and brand values
        • Deliver an effective platform for organic search engine optimisation and social media marketing initiatives
        • Provide comprehensive content yet still be intuitive for visitors to navigate
        • Build relationships between the services offered and the lawyers, news, cases and publications featured on the website

        The new Field Fisher Waterhouse Personal Injury website can be viewed at http://www.personalinjury.ffw.com/

        Friday, 19 February 2010

        A guide to developing mobile/smartphone websites in Alterian CMC content management system (formerly Immediacy CMS)

        With the recent explosion in smartphone platforms we've seen a growing interest in building mobile websites and intranets. Developing a mobile site can be quite a challenge so we thought we'd put together a post on our experiences so far: content planning, design considerations, tips and tricks, plus information on how we built the mobile version of our own website using Alterian CMC (Immediacy CMS).

        Noko are a partner for Alterian CMC and we've been building advanced B2B sites on the platform for several years.


        We'll cover both general decisions that we made about the mobile version of our site, and also some quite specific instructions on how we set up the site in Alterian CMC.

        Here's a link to our mobile site http://m.noko.co.uk, although you can also point your Smartphone at http://www.noko.co.uk and you should be redirected to our mobile site (more about that later on).

        Content and Navigation Decisions

        We started with the question: "which content can be re-purposed?" In other words; which content can we serve from the desktop version of our site directly to a new set of mobile Alterian CMC templates so that we're not managing two sets of content when we need not be? We're quite lucky that most of the content can be served to both the full site and the mobile site, but we did have to reorganise a table of data on one of the pages of our desktop site so that it was more adaptable to a small screen.

        Our full web site has 6 main navigation options consisting of 11 words in total. We reduced this to 4 navigation options consisting of 4 words which gave us the option of keeping a horizontal navigation bar.

        The next question was: "which content is inappropriate or needs to be replaced?" The result was a separate mobile-specific contact page, removal of some unnecessary content on all pages that hindered, rather than added to the mobile experience, and a review and cutting-down of content to make the home page more easily digestible on a mobile device.

        The final question was: "what needs to be added?" We added a map, phone, Blog RSS, and "full site" links to the footer of all pages that take advantage of many modern phones' intelligent use of phone number links, Google maps links, and RSS feeds. The "full site" link is an important addition that I'll tell you more about later on...

        Mix and Matching your Content in Alterian CMC

        I can think of a few basic options of how to manage sharing or replacing your content between your full site and your mobile site in Alterian CMC. You can use one or all of these in combination:
        1. Have the same page served through a mobile template
          This allows you to edit a page once and for that content to update instantly on both sites

        2. Create a second version of a page with mobile-specific content
          Use this idea when the content you have is simply inappropriate to serve to a mobile device (long contact forms for example), and deserves to be rewritten from scratch.
           
        3. Create a second version of a page and use the Alterian Shared Content plugin
          In some situations you might need to have a separate version of a page (for example, where you must have different meta-data applied to the page on the mobile version of the site), but want to grab existing content so that you're only writing this content once. In this situation use the Shared Content Plugin to grab content from an existing page.
           
        4. Create a completely separate web site
          This is appropriate if most of your content needs to be re-written, or you need a separate team of mobile-aware people editing and reviewing content before it goes live. You could use the Immediacy Cross-site Shared Content plug-in to serve some content from your main site to your mobile site (see the caveat below)

        A Note on Sharing content between sites
        Be careful! Re-templating existing content or using the Shared Content plug-ins needs careful management. Be aware that you need to educate editors that some content they edit on the desktop version of the site will also be published to the mobile site. It's easy for an editor to accidentally publish a page which contains content that's too wide, or is generally inappropriate for the mobile site.

        If you've built a completely separate mobile site and you're using the Cross-site Shared Content Plugin to pull content from your desktop site remember that anyone approving content for the mobile site will not be given the opportunity to review the shared content before it is published.

        Creating Mobile-Specific Navigation in Alterian CMC for the Noko Site

        We created a hidden page called "Mobile Main Navigation" in the Alterian CMC Editor and created our mobile navigation structure inside. We then used one of the Menu Plug-ins to render this navigation in the mobile theme templates by setting the plug-in's StartPage parameter to the Mobile Main Navigation page.


        "Mobile Main Navigation" pages relate directly to the main navigation bar on the Noko Mobile site

        On the Noko mobile site the Mobile Main Navigation section consists of 3 "link" pages (with our shortened titles) which link to existing areas of the site, and one page (our mobile-specific contact page) which contained our replacement content for the "Contact Us" page. This is an example of how you can mix and match your content between your main site and your mobile site; reusing some content, and making mobile specific versions of other content.

        Creating the Alterian CMC mobile templates

        Alterian CMC (the content management system we use for our website), handles multiple templates out of the box which Alterian call "themes". Originally designed with printer friendly and accessibility templates in mind, the "themes" feature can also be used for creating a mobile template (which we, unsurprisingly, called "mobile"). So step one is to copy your default theme and rename it "mobile" before starting development. To view your site in a different theme, just append ?theme=[the name of your theme folder] to the end of any Alterian CMC URL.
        Start with a copy of your default template and rename it "mobile"

        Next review every piece of XHTML in your mobile templates, stripping out anything that is not needed before starting to build your style-sheets. Be ruthless at this stage as you're saving bandwidth with everything you remove!

        XHTML considerations

        In the <head>  of our templates we added the following tags:

        <meta name="viewport" content="width=device-width; initial-scale=1.0; ">
        <meta name="HandheldFriendly" content="true" />
        <link href="images/apple-touch-icon.png" rel="apple-touch-icon" />

        Viewport lets the device itself decide how wide it should set it's viewport in order to display the page. If you set the width parameter to a pixel value (width=480 for an iPhone), other devices tend to either ignore this or use it in an inappropriate way (and subsequently, what looks good on one phone looks either much bigger, or much smaller on other devices).

        HandheldFriendly tells devices (in particular the Google spider) that this web site is handheld-friendly. In some situations Google will display a small mobile phone image next to a search result to indicate that a site is mobile friendly, although I honestly haven't worked out Google's logic of when this icon is displayed and on which devices!

        rel="apple-touch-icon" is a link to a 57px by 57px PNG file that will be used as the icon if a user bookmarks the web site onto their iPhone screen.

        You don't need to add the rounded corners or glossy highlight to your icon; the iPhone automatically creates those effects for you. (If you don't want those effects, you can specify a "precomposed" icon.) The icon should be named either:

        "apple-touch-icon.png" or
        "apple-touch-icon-precomposed.png"

        Now is also a good time to set up a separate Google Analytics or other statistics tracking account if you want to track your mobile stats separately from your main web site.

        CSS Style-Sheet Considerations

        Once you have your bare-bones XHTML I would strongly recommend clearing any style-sheets and starting from scratch for two reasons. Firstly to encourage you to reconsider how every single element should both look and be built on a mobile device, from body text to headings to beautifully designed curved boxes. Secondly to encourage the building of a lightweight style-sheet that starts from the ground-up, rather than adding bandwidth-consuming overriding style definitions.

        If you usually create several .css files in order to help you organise your CSS development, it's worth remembering that consolidating these into as few .css files as possible will reduce the number of HTTP calls needed to serve the page to a mobile device.

        A good way to begin initial template testing is to view your development site in Safari appending ?theme=mobile the end of your home page URL to force Alterian CMC to serve your mobile template. You'll get an excellent approximation of what the site will look like on an iPhone. There are also plenty of mobile device emulators out there for Windows, Blackberry and Android phones. http://www.browsercam.com/ also offer a screen-shot service that now supports some mobile devices.

        Use Liquid Layout

        One method I would suggest when creating a mobile style-sheet to fit a variety of screen sizes would be to build your style-sheet as a liquid layout. This ensures that it can resize itself to each individual device's standard screen width and resize itself if a phone is rotated between portrait and landscape mode.


        Use liquid CSS layouts to ensure your site works across different devices and orientations

        By liquid layout I mean your main root DIV tag should not have a width associated with it, and all content DIVs within this DIV should also be left to resize themselves as appropriate.

        Your layout will have to survive in widths from around 300 pixels to 500 pixels.

        Stop the iPhone from resizing your text

        The iPhone (and other Webkit based mobile browsers) will try and resize text to a more readable size if it thinks your text is too small (useful for when the iPhone is looking at web pages that are not optimized for mobile). As we're developing a specific mobile style-sheet your text should be set to a readable size anyway and you probably don't want the iPhone tinkering with it.

        body{
            -webkit-text-size-adjust:none;
        }

        Resize Images Using CSS

        If you are repurposing content originally intended for the full version of your web site then you may well have images within pages that are far too wide to fit on a mobile screen and push your liquid layout very wide.

        If you have many large images like this then you should ask yourself whether you should serve smaller images for the mobile site, reduce the size of all images on your main web site, or create mobile-specific versions of problem pages.

        If your large images are few-and-far between, and you understand that you are sacrificing bandwidth to make editing your site a less labour intensive process then you can use the following style-sheet rule to target all images within the main body of your pages in order to resize them appropriately:

        #mycontentarea img{
            max-width:100px;
            height:auto;
        }

        A Note on Rounded Corners and drop-shadows

        Rounded corners are a popular feature on many sites these days so it's possible that you (or someone you know) has a particular attachment to them. Creating rounded corners that work in every possible desktop-browser generally means one or more of the following:
        • Generating extra XHTML mark-up to hang images from (which is a bandwidth-hog)
        • Using JavaScript (which is not available on some Smartphones)
        To avoid the above issues and have rounded corners that work on many of today's phones with minimal development costs you might wish to consider the CSS3 border-radius and box-shadow rules.

        This technique will work on iPhone, Palm Pre and the very latest Google Android phones (with the use of the -webkit CSS selectors), and will degrade to clean, square-cornered elements on Windows Mobile or Blackberry. The inclusion of the CSS3 proposed rule should ensure that when these browsers catch up, they will start rendering these lovely additions. The -moz-border-radius rule is included as Mozilla offer a downloadable version of the Firefox browser for some Nokia and Windows Mobiles which uses the same Geko rendering engine as their desktop counterpart.

        .roundedCornersAndDropShadow{

            padding:10px;
            border-radius:10px;           /* CSS3 */
            -moz-border-radius:10px;      /* Geko (Firefox) */
            -webkit-border-radius: 10px;  /* Webkit (Safari on iPhone, Newer Google Android phone browsers, Palm WebOS) */
            box-shadow: 5px 5px 6px #999;
            -moz-box-shadow: 5px 5px 6px #999;
            -webkit-box-shadow: 5px 5px 6px #999;
        }

        If you decide to go down this route, ensure your design still looks acceptable on Windows and Blackberry phones with squared off corners and no drop-shadows. There is an argument that rounded corners should not be attempted in any other way on mobiles as the development and testing costs involved in getting them to work in all phone browsers would be very prohibitive.

        Mobile Device Detection and Site Redirection in Alterian CMC

        Earlier I touched upon the need to detect mobile devices coming to your web site and forward them to your mobile web site. At Noko we've created a .Net-based extension to the Alterian content management system which manages mobile device detection.

        If there is sufficient interest then we may offer this code along with some instructions and make it available to existing Alterian customers. Drop me an email at steve.attewell@noko.co.uk if you think you could make use of this code.

        Here's what we're trying to achieve:
        • If I'm viewing www.noko.co.uk on my desktop nothing happens
        • If I'm viewing www.noko.co.uk on a mobile device then I got forwarded to the m.noko.co.uk mobile site.
        • When Viewing the mobile site I have the option of clicking on the "full site" link and, as I move from the mobile site to the full site, I see instructions embedded into the full site home page on how to always see the full site on my mobile device.

        Here's how we did it:

        On www.noko.co.uk (desktop site)

        On the full, desktop version of our site we detect the browser's User-Agent and use the freely available Mobile Device Browser Definition file at http://mdbf.codeplex.com/ to see if the User-Agent is an appropriate Smartphone device.

        If a Smartphone is detected then the visitor is redirected to http://m.noko.co.uk/default.aspx?theme=mobile

        If mobile=NoThanks is detected in the query string on www.noko.co.uk then
        1. a custom plug-in renders extra mark-up at the top of our homepage telling the visitor that they can bookmark the current page http://www.noko.co.uk/?mobile=NoThanks on their mobile device to always come to the full version of the site.
        2. A session-cookie is set to stop the visitor being forwarded back to the mobile site during this session.

        On m.noko.co.uk (mobile site)

        To ensure that the mobile theme is always served on the mobile web site: If the sub-domain of the current site is "m" and the "mobile" theme is not being displayed, redirect the visitor to the current URL with ?theme=mobile appended.

        Note: you should not enforce the "default" theme on the full version of the web site; doing so would potentially stop you being able to use other themes on your main site.

        We added a link to the "full site" in the footer of all templates with the URL: http://www.noko.co.uk/default.aspx?theme=default&Mobile=NoThanks


        In Conclusion

        This overview should give you a good place to start when considering a methodology for creating a mobile site with Alterian CMC or any other content management platform.

        I hope you now have some ideas for
        • Which content you can re-use and which content needs to be mobile-specific, or dropped altogether.
        • The beginnings of a practical development methodology and what needs to be considered when building the XHTML and CSS for your mobile site.
        • An idea of how you will treat mobile device users who visit your full web site, or do not wish to be forced to see the mobile version of your site.
        If you are an existing Alterian CMC or Immediacy customer and are interested in the mobile device detection system we've built, drop me a line. If there is sufficient interest we will almost certainly make this development available to others in some form.

        Monday, 15 February 2010

        Enterprise wiki and blog example use cases

        Enterprise wiki and blogging software can be used to solve an extremely wide range of collaboration, knowledge management and communication challenges within an organisation. They’re so flexible, though, that it can be difficult to know where to start.

        We’ve put together a few practical examples based on our client work, which are designed to help you out if you’re looking to introduce or extend the use of enterprise social software and concepts within your organisation.
        (Note: We’re an Atlassian partner and there are mentions of the Confluence Enterprise Wiki and associated plug-ins below, but the usage examples will be of use whichever product you use)

        Getting started

        First off here are the three steps we recommend to clients:

        1. Understand the capabilities of enterprise wiki and blogging software – It’s simple to get online accounts with most vendors to evaluate the software
        2. Identify a business challenge or pain point related to collaboration, content publishing or knowledge management
        3. Solve it with enterprise social software

        Simple, right?

        Practical wiki usage examples

        Here are some help and ideas for points 2 and 3 above:

        Current awareness publications

        Overview: Many professional services firms (such as law, accounting and business consultancy) keep colleagues updated with developments within their practice or specialist area.

        Business issues: The process for current awareness is usually ad-hoc between departments and often involves mass emails and various different document attachments. The emails often get sent to the wrong people, information is not centrally stored or archived and is difficult to search. Mass emails clog up email boxes and servers and there is no mechanism for adding commentary or additional resources which might be useful to colleagues.

        Solution: Use a blogging platform to create and deliver current awareness and share the content via RSS news feeds, either direct to news readers or to your intranet. Consider adding social bookmark functionality so that colleagues can store and share their online links and related content firm-wide. Finally, ensure that content creators label articles effectively and encourage colleagues to comment on items and add their own related resources.

        Benefits: Current Awareness publications become consistent across the organisation, centrally managed, easier to filter and search. Inbox clutter is reduced. The publications are more collaborative and evolve into a firm-wide knowledge base of articles, commentary and links to resources. The solution also introduces staff and fee earners to the concepts of labelling, commenting and social bookmarking. Effective post tagging enables trends to emerge over time.

        Supporting field sales and support staff

        Overview and issues: Staff working away from the office need access to a large range of information and resources. They also need organising and managing remotely.

        Solution: The web based collaborative nature of a wiki makes it ideal for managing and collaborating with distributed colleagues.

        Benefits:

        • Centrally organise and manage sales literature, sales techniques and experiences
        • Build client, product and competitor knowledge bases
        • Use the wiki to set and manage tasks (an interesting extension for Atlassian Confluence called TaskDoc (http://www.taskdoc.com) can help)
        • Manage reporting – Staff can use the relevant wiki spaces to submit reports and status information
        • Enable team collaboration –Remote colleagues can collaborate with each other
        • Support knowledge bases – Build searchable knowledge bases that expand with new knowledge and experience over time
        • Information and updates – Keep staff up to date with the latest news, information and updates
        In addition most wikis use templated page designs that can be adapted to make them respond effectively over lower bandwidth networks (such as 3G) and via mobile devices.

        Collaborative document creation and cross-department projects

        Overview: There are many scenarios where a team needs to come together to collaborate for a client, an internal project or a sales bid.

        Solution: The collaborative editing and management features of a wiki can make it an ideal solution.

        Benefits:

        Using a wiki can provide your teams with a much more effective way of working. As an example, a sales team working collaboratively on a bid can use a wiki project workspace to:

        • Manage and discuss customer intelligence and potential competitor bidsStore the ITT documents
        • Collaborate on the bid document itself
        • Gain and manage project/bid feedback
        • Manage task assignments, timescales and milestones (TaskDoc for confluence can help)
        • Share links to relevant resources
        If you’re using Confluence it’s also possible to pull customer intelligence from SalesForce.com via a commercial plug-in from CustomWare

        Once the project has been completed a project review team can assess the knowledge gained from the bid and store it for later use.

        Managing knowledge bases for support, product information and manuals

        Overview: In most organisations there’s a need to provide easy access to knowledge bases for everything from using the phone system to solving software support issues.

        Solution: A wiki is an ideal way to build and manage knowledge bases that enable interaction and extension over time.

        Business benefits:

        • Effective knowledge bases enable staff, partners and customers to serve themselves
        • Wikis can easily be updated with new issues, resolutions and knowledge
        • Effective labelling enables related information and common issue patterns to emerge
        • For support teams a wiki can be a great way of accessing technical knowledge bases, documentation and product downloads remotely when onsite with a client
        • The wiki can also be used to build documentation over time (I know that in an ideal world this shouldn’t happen but let’s face it – It does)
        Note: Many of the examples above can also be amended to suit collaboration scenarios with suppliers and partners.

        Final tips for encouraging buy-in from the business

        Avoid using jargon – If you’re selling these concepts to the business (which you probably will be) it can be worthwhile avoiding the terms blog, wiki, enterprise social software and enterprise 2.0. Just concentrate on current challenges, solutions and benefits to the business.

        Avoid using the term ‘social’ – Although I always think of the word social in terms of a social business culture that fosters collaboration and engagement, it’s worth noting many people instantly think of ‘socialising’ (or Facebook, MySpace, Twitter, etc) which generally has a negative impact.

        Further reading


        If you’re interested in reading more then these resources should be useful:

        8 things you can do with an enterprise wiki: http://www.ikiw.org/2009/08/21/8-things-you-can-do-with-an-enterprise-wiki/
        A Collection of 50+ Enterprise 2.0 Case Studies and Examples: http://www.jmorganmarketing.com/collection-enterprise-2-0-case-studies-examples/

        If you have any further ideas or examples please feel free to comment.

        Wednesday, 9 December 2009

        Designing great email marketing - good inbox vibes

        I would be quite rich now if I had a £1 for every time I’ve received a piece of email marketing and thought, “Stupid people, don’t they know? Lots of little red crosses where the images should be, and no readable text, why should I waste my time. ” I often delete emails like this because I don’t have the time or inclination to download a load of images to view or, more importantly, to read an email.

        The obvious conclusion is that I’m subscribing to the wrong lists I hear you cry, but no, companies that I am potentially interested to hear from, blogs I read, and websites I visit regularly are sending me information in a format that is not “working” for me or for them.

        This is an example of a beautifully laid out image rich email from a company I have subscribed to, I can’t read any of it without downloading images!

        So how as email marketers do we grab people’s attention in the right way in their email preview pane, during the half a second they glance at the email with their finger over the delete button?

        1. Target your audience

        I keep reading that the most important thing about email marketing is “Targeted Emails”, but what is a targeted email? If I have subscribed to your mailing list, or I’m a customer of yours, then I have an interest in you or your products, and that makes me part of your target audience. This is not the same as sending a “Targeted Email”. Think carefully about every angle of what you are sending; is the content interesting and valuable to the people you are sending to? Think about the layout and design; use cell background colours, and good clear headings that are meaningful and interesting. Think carefully about how your email will look in the Outlook preview pane, I know I’m not the only person who makes that critical delete button decision based on what I can see in the preview pane every morning!

        2. Make sure that it can be read

        If you’re going to the effort to send me something make sure it’s interesting enough to get me to read the email, more importantly make sure I CAN physically see and read the email content. All too often the content text is locked up in images, yes I could turn on images, but that’s not how I want my email set up. Make the content visible with images off, and make it worth my time.

        Here’s a good example that I received recently of how not to do email marketing...

        Being inbox-tastic

        When tasked with designing an email template for the Noko Newsletters I spent almost 2 days carefully working out the design which might sound crazy when in the end it was such a simple design. Make sure you take your time testing in different email packages and spam checkers, and remember in the case of email marketing ....less is more.

        The new template is a very basic table with text content - carefully written and informative content, I hastily add. There were only 3 images, one logo, one strap-line image, and one narrow header image for those people who do work with their images switched on. The design was kept to a narrow width (to fit in most preview panes), a clean content rich design that still works without any images switched on.

        The resulting feedback has been fantastic, all of it positive, with requests to be added to the newsletter mailing list from people who were forwarded the email from colleagues who weren’t on our original mailing list.

        This design worked well for a B2B communication, but you can still apply the same principles for an ecommerce email, you may need more images to back up your text, but let the key message be exactly that - TEXT!

        Noko newsletter with images switched off, and with the images downloaded. The message is clear in both versions.

        It’s all too easy to press the delete button – or worse UNSUBSCRIBE!

        If I want something, anything from reference material to goods I’ll Google for it. When you make a decision to send me an email please send me some valuable information I can read without images switched on and don’t send emails just for the sake of sending them.

        Remember : Why are you emailing? What is your message? Is it valuable information? And make it easy to read!

        If you would like my help with your next campaign, please feel free to get in touch.

        Monday, 26 October 2009

        Combining SharePoint and Web Content Management to manage web publishing, data capture and collaboration

        We’re finding many organisations are adopting Microsoft SharePoint 2007 as their platform for managing documents, collaboration and processes.

        As this adoption continues we’re seeing a growing requirement to ensure that other online services can integrate successfully with SharePoint.

        We’ve recently been working with several clients to integrate web content management systems with SharePoint, enabling documents and list data to be viewed and manipulated within their wider website and extranet environments – The big payback here being the centralised management of extranet and website communication from within SharePoint.

        It’s an interesting technology because it lets you combine the powerful document and list management capabilities of SharePoint with the excellent web publishing, standards compliance, site optimisation and interactive services provided by a good CMS – Useful if you don’t want to go to the development, infrastructure and license expense of delivering a full SharePoint environment to clients (or a particular group of employees).

        We thought we’d share some of our experiences of how the SharePoint Connector for Alterian CMC (previously called Immediacy CMS) is being used and the value it can deliver, which you'll find interesting if you're currently using Alterian CMC and reviewing SharePoint, or are a SharePoint user interested extending SharePoint's reach out to your web and extranet sites.

        Features overview

        The main functionality provided by the SharePoint Connector for Alterian CMC is the ability to display and collect SharePoint lists data within your website, intranet or extranet environment.

        The connector works in either live or disconnected mode to:
        • Export list data and documents from SharePoint and transfer them to your web environment
        • Transfer updated information from your web environment back to your SharePoint server and import it

        Scenarios

        Here are a few scenarios showing how we’ve used the technology:

        1. Client extranet: Publishing, receiving and collaborating on documents

        If you regularly collaborate or share documents with clients / partners outside your organisation you can manage this via a SharePoint document list exported to your extranet.

        Thumbnail: SharePoint Document library extranet screenshot
        Screenshot: An exported SharePoint document list within an extranet environment.

        Document lists can be displayed on your website or extranet and, if you let them, clients can also upload new documents or download, amend and return documents to you.

        You can then use the notification and workflow features within SharePoint to be informed of items needing attention and manage any workflows or processes associated with a document.

        You can also associate comments or other information with a document by adding custom fields to the SharePoint document list.

        2. Form data management

        Submitted website forms can be placed directly into SharePoint making the information easier to manage, process and audit.

        Thumbnail: SharePoint custom list extranet screenshot (registration form)
        Screenshot: An example event registration form based on a SharePoint list.

        Thumbnail: SharePoint custom list showing information from the website
        Screenshot: Results come directly into SharePoint and can be filtered by their status and contain additional fields to allow for internal processing.

        Completed forms often have internal processes associated with them which can be managed within SharePoint, e.g.
        • Lead processing: you can use SharePoint to manage the contact process for new leads coming in from the website.
        • Event registration: you can export a view of a registration list from SharePoint to your website for completion by web visitors. You then use additional internal fields in the list and SharePoint Workflow to manage your internal processes on the completed registration forms, such as tracking follow ups, sending confirmation letters and printing attendee badges.

        Thumbnail: Example email merge using exported SharePoint data
        Screenshot of an exported SharePoint list being used as the basis of an email merge in word

        3. Client extranet / intranet: Providing information and status updates

        If you work with clients in situations where you need to provide regular status or performance updates these can be exported directly from a SharePoint list.

        For example: project status updates can be delivered to clients by exporting a custom view from a SharePoint task list across to your extranet.

        4. Custom development: Extranet user management

        The SharePoint Connector for Alterian CMC provides a development interface that enables us to develop additional functionality and integrate it with SharePoint.

        Example: extranet user management – One of our clients operates a range of extranets for several different user groups. New groups are added on a regular basis. Approving access requests from new applicants was a complicated process because each extranet is managed by a different person.

        Solution: We developed a .Net role provider for the extranet that utilised the SharePoint Connector to enable extranet user accounts to be managed via SharePoint.

        Access requests from new users are automatically added to a custom SharePoint list, enabling SharePoint workflows to route approval requests depending on the specific group access requested by the registrant.

        Thumbnail: SharePoint custom list storing extranet account information
        Screenshot: Extranet user requests now come in to SharePoint for approval.

        The biggest payback: streamlining website and extranet management

        If your organisation has taken the strategic decision to use SharePoint internally then we're finding the biggest payback from a CMS based SharePoint Connector is coming in the form of streamlined site management. Managing your extranet becomes integrated into the flow of daily work processes, making it more straightforward to maintain larger extranets.

        It will be interesting to see how the capabilities of SharePoint Connectors evolve, especially with the iminent arrival of SharePoint 2010.