11.5 SharePoint Portal Server Document Publishing

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SharePoint Portal Server can store both 'private' and 'public' versions of a document. Documents are automatically published each time documents are checked in, but if need be they can be checked in as private drafts and only published when the document is complete. Multiple drafts can be completed before publishing a version of a document. Only published documents are available for users to search or view on a dashboard site (see Figure 11.5).

Figure 11.5: Document Library with document status and version control.

11.5.1 Document Profiles

Document profiles provide a way to add searchable information (metadata) to a document. By default, a document profile includes basic properties such as author and title but custom metadata can be requested to capture additional information that makes it easier to organize and find documents.

11.5.2 Subscriptions

SharePoint Portal Server subscriptions enable users to subscribe to changes in documents, folders, categories, and search results. Notifications are sent to the subscriber whenever a change occurs to subscribed objects.

Subscriptions are implemented by using Persistent Query Service (PQS) rules, which evaluate a large set of queries against a single document to determine which queries match the document. This allows matching subscriptions to be identified as each new document arrives in the SharePoint Portal Server store. Subscriptions provide the 'push' model to match the 'pull' model of a full-text search.

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