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30 January 2013

The Document Tagger Hashtag Story

We all know the symbol #, but what do you associate it with at the first glance? A number? A keyword? A telephone? A programming language? Or maybe a note that should be played a half tone higher? This sign is widely used and may have many different meanings.

Document Tagger logotypeDocument Tagger symbol
When our technicians begun developing the latest kalmstrom.com solution, Document Tagger, we discussed what icon to use for it. Our Senior Designer Jitendra Joshi created a very simple, yet striking, image of just a document sheet and a symbol.

At that time we called the symbol a hashtag, but the team discussions triggered my curiosity on this sign, that I had earlier associated with other meanings.

# = number
In parts of the world, like in the U.S., the # sign is commonly used before numbers, like "#5" instead of "number five". Here in Europe this use is not common, even if it is understood, but I think it is a convenient way of marking a number, and we have also used it in the kalmstrom.com applications.

# on telephones
The most wide spread use of the # symbol is probably on telephone buttons. This is the button you must press after entering a number that is received by an automatic answerer.

Here in Sweden the # sign is called "fyrkant" when used on telephones. This word means "square", and that is a bit strange as it is not a square at all. Possibly a square with arms and legs!

Sharp Symbol# = higher
I play the piano, so to me the # sign also stands for the sharp symbol, which raises a note by a half tone. It is not exactly the same, but as the sharp symbol is not present on keyboards the # sign is often used instead  like in the names of the Microsoft programming languages C# and F#. Here the # sign is of course pronounced "sharp".

# = keyword
Today, in the Twitter era, # is used to denote a metadata tag. The technology name for the sign is hash, so a word marked with # is called a hashtag – but the definition has widened so that the symbol itself also is called hashtag.

# = Document Tagger!
Document Tagger icon Even if the # symbol has different meanings and is known by various terms, I don't think anyone will mistake it for a number or telephone sign in connection with a document.

All who see the blue # in the Document Tagger icon will surely associate to keywords and metadata.  Document Tagger is a solution that helps you tag documents in  SharePoint libraries, so what symbol can better express this than the #?

28 January 2013

SharePoint 2013 Tutorial - Create Small Business Intranet

Peter Kalmstrom imagePeter Kalmstrom, CEO and systems designer of kalmstrom.com Business Solutions, is a Microsoft certified SharePoint expert, and he has made a series of video demonstrations about SharePoint 2013.

One of these tutorials shows how to create a small business site collection, and it is now published in the Tips section of the kalmstrom.com website. You can also see it embedded here below.

Contoso Bicycles
As an example of a small business that would benefit from a SharePoint site, Peter takes a company that sells bicycles. It has three departments, Sales, Production and Support, and each department needs their own online area where they can share documents, photos, appointments and tasks. The best solution for this is a SharePoint site collection with three subsites, one for each department.

Kanban Task Manager for SharePoint iconFor the task sharing the kalmstrom.com app Kanban Task Manager for SharePoint would give a much enhanced value, but we have other demos for that. In this tutorial Peter uses only the built in SharePoint task app.

Why SharePoint?
By using Microsoft SharePoint this company does not restrict itself to a geographical spot, as their intranet can be reached from every computer or device that has an internet connection. Another advantage is the possibility to grow, as it is easy to expand the intranet if needed. And if Contoso Bicycles uses other Microsoft platforms, like Word, PowerPoint, Excel or Access, SharePoint is built for a smooth integration of them.

In the demo Peter uses the Office 365 version of SharePoint 2013 Enterprise, but the process is similar with other SharePoint versions.

Common navigation
As the staff of the three Contoso Bicycle departments collaborate a lot and might need to use each others sites, the site collection Peter creates for them should have a common navigation. This way team members can easily reach the intranet areas for the other two departments.
SharePoint apps icon
Subsites, apps and pages
To build the three department areas of the intranet Peter needs to create three subsites to the root site of the site collection. Then he adds apps for the requested sharing of photos, appointments and tasks. The document library does not have to be added, as SharePoint adds it automatically.
Each departments request three different pages on their subsite, for progress, problems and plans, so these also have to be created.

Marketing website
Contoso Bicycles has a website with information about the products, and it is convenient for the staff to be able to reach that site from within the intranet. Therefore Peter adds a link to the website in the top navigation bar of the site collection.

Template
When Peter has done the first subsite with its three pages he creates a template from it to use for the other two subsites. That makes the process quick, and the template, called Department site, will be there if Contoso Bicycles needs more subsites in the future.

SharePoint themes
Separate themes
The staff of Contoso Bicycles must be able to easily recognize what department area they are in, so each site should have its own theme. It is possible to create custom themes in SharePoint via Master pages, but for this purpose Peter uses three of the inbuilt themes provided by Microsoft.

A little extra
Now the employees of Contoso Bicycles may start using their new intranet, but Peter wants to give them something extra: a video embedded in the home page of the Sales department subsite. Therefore he finishes his tutorial with a demonstration on how a YouTube video can be embedded in a SharePoint page.

Add more apps
Organizations that use Microsoft SharePoint should also make use of the kalmstrom.com applications built especially for this platform. Currently they are three:

I have already mentioned Kanban Task Manager for SharePoint, a sandboxed solution that visualizes project and task management. Kanban Task Manager for Outlook may be used with the SharePoint version on the same data.
HelpDesk OSP icon
HelpDesk OSP connects Outlook to SharePoint and converts e-mails into SharePoint list items. You can also create blank list items from Outlook.

Document Tagger iconDocument Tagger, still in Beta, helps you tag documents and presentations in SharePoint libraries with keywords and metadata and also gives additional possibilities to use the tags to find relevant information.

Peter and his team plan to add SharePoint as a sharing option to all kalmstrom.com products, so more will come and I will surely tell you about it in this blog.

Please have a look at the demo below. For a more detailed explanation of what Peter describes in the tutorial, you are welcome to the "Build intranet" page of the kalmstrom.com Tips section.



By Peter Kalmström
CEO and Systems Designer
kalmstrom.com Business Solutions

25 January 2013

3D In Future kalmstrom.com Apps?

Sonal Desai photo The kalmstrom.com team has a new member, graphic and web designer Sonal Desai. She is an ambitious girl, so each evening after work she studies 3D techniques.

Biotechnology
Sonal grew up in the city of Guna in central India. First she aimed for a different career, so she moved to Indore to study biotechnology and completed her degree in 2009.

Change of plans
However, Sonal changed her career plans. She decided that she wanted a future where she could make use of and develop her interest in art and design. After new studies in this field she worked for other companies as a concept and storyboard artist, as a game, graphics and web designer and also as a Wordpress developer, before she joined the kalmstrom.com team.

Tips page and Excel reports
I have already told you about one of Sonal's tasks, the new homepage of the kalmstrom.com Tips section. Another task has been to make a nicer default design for our Excel reports. These reports were introduced with Kanban Task Manager, and they are also used in the latest version of Calendar Browser, our resource booking tool for Outlook.
kalmstrom.com Excel report graph
We plan to add Excel reports to all kalmstrom.com applications, so a good design will benefit many users. The old design was not bad, but it was a bit dull because enhancing the design was not our highest priority at that time. Now when we have a second designer we can take better care of the visual impression our applications give.

Confident
Sonal's closest family are her parents, sister and brother, and this is how she describes herself: "I am really honest when I see myself. This is the best part of my character, and it keeps me confident". I notice this confidence when I work together with Sonal. It is a nice kind of self-reliance that we all appreciate.

Sonal likes to sketch, and below you can see one of her drawings, "Person behind paper".
Sketch
3D studies
In the evenings Sonal continues to expand her skills, and we hope to soon be able to take advantage of her knowledge of Autodesk 3ds Max, which is a software for three-dimensional models, animations and images. It will be interesting to see how we can best make use it!

Together with the rest of the team I welcome Sonal Desai to kalmstrom.com Business Solutions. You will be an asset to us, Sonal, and I am sure users of the kalmstrom.com products will appreciate the enhancement your work will give them!

23 January 2013

Microsoft SharePoint and Office Tips In New Design

The kalmstrom.com Tips pages are popular, not only among users of the kalmstrom.com applications. Now the homepage of the Tips section has its content in a new, accordion style design.
The kalmstrom.com Tips content

Share expert knowledge

TimeCard iconThe first Tips pages were created two years ago, after we had seen a need for something more general than our product FAQ. Members of the kalmstrom.com team have specialist knowledge in Microsoft Office and SharePoint, and we decided to share that knowledge among website visitors when time allowed. After that one tip after another has been added, and now I think we have an impressive collection of tips, tutorials and suggestions.

Outlook how to
Calendar Browser iconThe first tips were about Outlook. Most of the kalmstrom. com products are Outlook add-ons, such as the first products created by our CEO, Peter Kalmstrom. When he built TimeCard, Calendar Browser and Folder HelpDesk he had recently become a Microsoft certified Outlook expert, and the add-ons were first created for Swedish customers who hired his consulting services. This happened around the turn of the millenium, and after that Peter's knowledge of Outlook and the other Office products has deepened with each new version.

Folder HelpDesk icon
SharePoint tutorials
In the last years Peter has also become increasingly interested in SharePoint. He finds SharePoint a splendid platform for information sharing, especially for companies with staff located at several offices and for employees who travel a lot. Via the internet the team site is always accessible. A number of SharePoint tips have been added to the Tips section, and this year Peter will add several new tutorials on SharePoint 2013.
HelpDesk OSP icon
HelpDesk OSP, on the market from 2008, was the first kalmstrom.com Outlook add-on that used SharePoint instead of Exchange or a database for sharing within the team. Now this issue tracking application has two successors that both make use of SharePoint. Kanban Task Manager comes in two versions, one for Outlook and one for SharePoint, and the Outlook version can use SharePoint for sharing. Document Tagger, released as Beta earlier this month, is a sandboxed solution created to facilitate the management of SharePoint libraries.
Kanban Task Manager icon
This and that
Beside the two big groups, Outlook and SharePoint, the kalmstrom.com Tips section includes tips on how to use these platforms with others to get additional benefits. We also give tips on other IT-related subjects. For example, under the Miscellaneous tile Peter explains how to get high value out of free Skype chats, an inexpensive laptop or a low cost sms plan.

New design
Document Tagger iconAt first the Tips section only had a simple start page with links to the different tips. Later I rebuilt it to make it more appealing and easier to overview, but I was not satisfied until I got help from our new designer, Sonal Desai.

I will tell you more about Sonal in another blog post. For now I will just say that the new homepage of the Tips section is nice and easy to navigate. Have a look for yourself!  A treasure is hidden behind these tiles and you will reach it by simply opening them and click the links!

16 January 2013

Facebook Launches Graph Search Engine

Yesterday Facebook CEO Mark Zuckerberg announced that Facebook is launching a search engine called Graph Search.

Run inside Facebook ...
In the first place the new search engine will  run inside Facebook and will focus on people, photos, places and interests.

... but will take help from Bing
However Facebook is in a partnership with Microsoft's Bing, and search results from Bing social search will also show up when you use the Graph Search.

Ask about friends
According to CBS News, Zuckerberg explained that the Graph Search will give answers to questions like "Who are my friends that live in San Francisco?"

"Friends" are not friends
To someone not used to Facebook it sounds crazy to ask who of your friends live in a certain city because you normally know where your friends live - otherwise they are no real friends. But to the Facebook founder a friend is something else.

Photos, places and times
To show the difference betweeh the Graph Search and a standard web search Zuckerberg gave more examples of suitable search terms for the new Facebook feature: "Mexican restaurants in Palo Alto, Calif, my friends have been to", "Photos of me and Priscilla." "Photos of Berlin, German from 1989," "Photos of my friends before 1990" or "Photos I've liked."

Privacy?
Facebook has privacy settings, but I wonder how many are aware of them - or were in the early stages of Facebook usage? This is a subject that will probably be much debated. I often wonder about photos and comments published on Facebook: "Do you really want to let this loose in the cyber space?"

Closed beta
The Graph Search is still in a closed Beta version. Users who want to sign up for the test can join the waiting list on Facebook's website.

Better times for the share holders?
Facebook, with a billion users, has had a tough time since the IPO last year. After the introduction in May the value of the company plummeted from $ 100 billion to less than half, but after on Monday the company shares finally showed a value of over $ 32 since last July, says Chicago Tribune.

It will be interesting to follow the development of the new search engine, which will be introduced slowly according to Zuckerberg.