SharePoint 2013 – How to get there!real world experience

Technical Process

End User Responsibility

AdoptionUser Experience

Challenges

Manage riskCentralized site collection policies control access

Ensure compliance and increase manageability with audit resilience, filtering, and enablement

Classify and identify information

Mitigate threats and prevent malicious content.

Protect, preserve, and persist information

Support compliance via eDiscovery

Encrypt and protect data with Rights Management Services (RMS).

Purge information no longer needed with site closure policies

Manage costReduce cost and complexity

Ensure data compliance and security

Solve fundamental business and IT challenges with a consistent, integrated approach

Control costs with adaptable cross-premise environments, with public and private cloud, as well as on-premise, deployment options.

Reduced disk I/O and bandwidth requirements

Unprecedented scale

Downtime mitigation through application aware routing and management

Manage your time

Balance the needs of users with those of IT

Automate repetitive processes and improve operating economics with Windows PowerShell 3.0

Cut costs while improving the scalability, flexibility, and reach of IT systems

Improve adoption and amplify users impact

Empower site administrators to decide when upgrade is right for their users through delegation of upgrade.

Create evaluation site collections and fix issues without affecting live data

Preserve customizations and drive broad user adoption

Create backward compatible site collections through selective provisioning.

Top business challenges we hear about

Information Explosion Data in Silos Diverse User Requirements

Discrete Roles Diverse

Systems Varied

functions Lack 360°

view of info

18

Unstructured Data Un-Organized Un-Categorized Exponential Growth

100+ Systems No Interconnect Difficult to find

info Frustration

Ease of Implementation 3.6

Service Reliability 3.4

Industry Specific Consulting Advice 3.4

Initial Setup Cost 3.4

Vendor Responsiveness 3.3

Support for Specific Business Needs 3.2

Support Costs 3.1

Ease of Customization 3.1

Ease of Integration with on-prem systems 3

Silos for Challenges and implementation

Marketing Sales ProcurementConsulting Research HR / LegalSupportProduction

Content Silos

Siloed UI Applications

IT Finance

Information and application silos

Phase 1Design & Plan

• For Business and It Audience• To understand

SP 2013 and its information

• Understand value of information management

• Gain Predisposition towards SharePoint

Phase 2Build & Deploy

• For Business and IT Audiences• To understand

the extent of Information and adoption management

• Persuade for championing the cause

• For End-user audiences• Messaging begins

with education, but quickly turns into a risk adjusted persuasion campaign

• Set expectations about potential negatives (data cleanup and migration

Phase 3 Transfer & Operate

• For End-user audiences• To Support the

use of new tools and bolster confidence in the new environment

• To promote cultural shift

• Define companies message

• Define company adoption plan

• Define message and message with SharePoint

Phase 4 Nurture and Improve

• For End-user audiences• To maintain

the cultural shift or paradigm in the organization

• Collect feedback on the campaign for future iterations for SharePoint

• Define Companies messages

SharePoint 2013 Awareness Communication

and Adoption Strategy

SharePoint Adoption

Define your VisionSimplify -> Start Small ->Stay Focused

Identify Relevant Use Cases

Execute

Enable Technology

Measure Success and Expand

Adoption Checklist

Define Your Vision Identify Relevant Business CasesRelease your SharePoint functionality in phases Increase awareness by creating a communication planSupport users by creating a training planEnsure ongoing success by creating a user support planGenerate excitement by creating an incentives and

rewards plan

Define Your Vision

• Establish the business priorities that SharePoint will address

• Determine your timeframe• Establish metrics by which you'll measure

success• Conduct a pilot to gather initial feedback

• Create a good User Experience

Identify Relevant Business Cases

• Determine the most appealing scenarios for business users

• Identify "low-hanging fruit"• Review the list of use cases provided with this white

paper to determine which ones apply to your business

• Focus on Features for the Business and make them available

Release your SharePoint functionality in phases

• Start Small and Stay Focused• Select a pilot group of users• Do it iteratively• Create a Task force

Increase awareness create a communication planand strategy

• Leverage Experts and Champions• Engage Leadership by identifying executive

sponsors• Conduct town hall meetings to discuss your

solution• Create a plan for continuous communication

Support users by creating a training plan and a strategy

• Establish short, just-in-time training options for users

• Ensure that your site owners are properly trained before giving them site ownership

• Provide training to content contributors to ensure effective content management

• Create a site owner community to enable users to help each other

Ensure ongoing success by creating a user support plan and strategy

• Establish a contact person for every page• Establish a SharePoint Center of Excellence

within your organization to provide high-end support for users

• Survey users on a regular basis to gather feedback and establish metrics

• Ensure content gets moved from legacy platforms to SharePoint in a planned manner

Generate excitement by creating an incentives and rewards plan

•Demonstrate with real data how features are useful

•Make it fun (buck the company culture)•Use an online scavenger hunt as a fun way to encourage usage

•Provide recognition for content contribution

Features

Office 365 Feature Parity

There are a lot of areas to cover…

• ECM• WCM• Business Intelligence• Social• Search• Services• The New App Model/Development

THE NEW WAY TO WORK TOGETHER

SharePoint

ManageBuild

DiscoverOrganize

SHAREShare

Find the perfect balance between compliance and collaboration

Efficiently manage infrastructure while maximizing uptime, minimizing failures and downtime

Empower end users while managing risk, complexity, and costs

Manage Risk Manage Cost Manage Your Time

SharePoint 2013 ArchitectureIn general model has stayed same as in previous version

Numerous platform level improvements and new capabilities

• Shredded Storage• SQL Improvements• Cache Service• Request Management• Themes• Sharing

Service applications in SharePoint 2013New service applications available and improvements on existing ones

Office Web Apps is no longer a service application

Web Analytics is no longer a service application, it’s part of search

SharePoint 2013 workflows have a proxy to a Workflow Manager farm

Create Control Protect

Create and organize content easily with the help of relevant discovered information

Manage content policy, information architecture and taxonomy

Reduce risk and manage compliance with centralized eDiscovery tools

Enterprise Content Management

Enterprise Content ManagementSite-level retention policies

• Compliance levels extended to sites• Policies include:

• Retention policy for sites and Team Mailbox associated with site

• Project closure and expiration policy

Discovery Center• Designed for managing discovery

cases and holds• Establishes a portal through which

you can access discovery cases to conduct searches, place content on hold, and export content

Enterprise Content ManagementeDiscovery capablities

• Support for searching and exporting content from file shares

• Export discovered content from Exchange and SharePoint

Team folders• Seemless integration of

Exchange and SharePoint to provide best of both world and end user flexibility

Internet Sites

Design Publish EngageUse familiar tools to design rich and beautiful sites that represent your brand

Create, reuse and consume content for any device and language

Surface the right content to the right user with adaptive experiences

Web Content ManagementSupport the tools and workflows designers use

Variations & Content Translation

Search Engine Optimization

Cross Site Publishing

Video & Embedding

Image renditions

Clean Urls

Metadata navigation

Connected Experiences

Work TogetherMake it easier to work as a team and manage your projects.

Share KnowledgeUse community knowledge to gain insight and find answers.

Get ConnectedEngage in conversations to stay informed and make better decisions.

Social

Microblogging• Share content, links, and media• Follow people, sites, content,

and conversations

Activity Feeds• Provides a view into recent

activity related to content, links, media, and people

Social

Communities• Community sites with self-

service administration and moderation

• Modern community features such as achievements and reputation

Discussions• Modern discussion boards

Blogs• Client application integration• Categories, comments, and

moderation

Connected Platform

Secure Information Manage Identities Integrate Business Apps

Ensure that information communicated via internal social networks is secure and compliant with centralized IT policies.

Provide a single view of the people in an organization and bring together identity-based information from many sources.

Build new social apps, and bring important information from your LOB applications directly into the newsfeed.

Mobile

Classic and Contemporary views for mobile browsers

Automatic Mobile Browser Redirection

Target different designs based on user agent string

Office Mobile Web Apps• Excel• PowerPoint• Word

Push notifications

Search

Find Answer ExtendFind what you’re looking for with intelligent results tailored to you

Get answers and take action with an experience that’s always a step ahead

Build smarter applications that can scale for any need

Search

New Search architecture with one unified search

Personalized search results based on search history

Rich contextual previews

Business Intelligence

Explore Visualize ControlEasily combine data from any source to create fully interactive reports and insights with guided exploration

Visually discover and share insights for collaborative decision making across the organization

Manage self-service BI with control & compliance for end user created assets

Business IntelligenceExcel BI

• Instant analysis through In Memory BI Engine

• Power View Add-in

Excel Services• Improved data exploration• Field List and Field Well Support• Calculated Measures and Members• Enhanced Timeline Controls

Business IntelligencePerformancePoint Services

• Filter enhancements and Filter search• Dashboard migration• Support for Analysis Services

Effective User

Visio Services• Refresh data from external sources –

BCS and Azure SQL• Supports comments on Visio

Drawings• Maximum Cache Size service

parameter• Health Analyzer Rules to report on

Maximum Cache Size

Build appsBuildsites

Build for the cloud

Buildapps

SharePoint 2013 makes customizing sites easier for user, web designer and professional developer alike.

The cloud provides you with the freedom to choose how and where to host your apps.

A new development model for building apps provides a secure and scalable way to build SharePoint solutions.

Apps for Office and SharePointApps

App catalog and store

Vacation request

Event planning

Expense calculator

Learning management

Risk management

Help-desksupport

Products and platforms

Services and data

Summary

SharePoint Server 2013 enhances the workload experiences by enabling new compelling scenarios that engage and work with the user.

Enterprise Content Management

• Social Interaction• Document Set

Management• E-Discovery• Records Center• Enterprise

Metadata Management

• Search Visualization

Ask colleagues for expertise

Preview content inline

Follow relevant content and subject matter experts

Social Interaction

Site mailboxes – Exchange and SP togetherSite mailboxes can receive emails and have their own email addressEasy access from both Outlook and SharePoint (same view!)

Emails stored in ExchangeDocuments stored in SharePointUnified compliance policy applies to both

Shared Storage Management

Site Mailbox

Membership

Owners Members

Exchange Site Mailbox SharePoint Site

ProvisioningLifecycle

Exchange 2013

SharePoint Farm

IW Views

OutlookSharePoint

Document Set Improvements

Support for OneNote notebooksDocument set icon in search resultsFolders supportedAlso for default documents set for document set

Support for easier aggregationCBS & CBQ web parts understands document sets

Better developer supportClient side and Server side API improvements

Versioning improvementsCapture full document set as version

Search directly in document set

eDiscovery - Exchange, SharePoint and LyncUnified console to add, manage and export discovery setsIn-place discovery and holdsLegal team does discovery, not information workers

Discovery Center in SharePoint

Unified Preserve, Search and Export

Exchange Web Services Connect to Exchange to get mailbox data

Lync Archiving to Exchange Exchange is the compliance store for Lync

Search Infrastructure Exchange and SharePoint use the same search platform

De-duplicate

eDiscovery Architecture

Exported data

Mailboxes

All SharePoint content

Lync IMs

Site Based Compliance & preservation

Compliance officers create policies, which define:

The retention policy for the entire site and the site mailbox, if one is associated with the site.What causes a project to be closed.When a project should expireCan set also site collection as read only

Policy also available optionally from self site creation

Policies must be replicated from content type hub cross enterprises

Specify retention schedules for content types

Submit documents for long term archival

Record Centers

Enterprise Metadata ManagementMetadata as enabler for Navigation, term and search driven pages, etc.New term store manager features enhance term usage modelsMultilingual improvementsCross-site collection access to private local site collection groups

Dataview editing supportShare and Local propertiesPinned Terms vs Term Re-UseTaxonomy API (CSOM and REST)

Term Store Manager in SP2013

Cross site collection term access for private groupsPossibility to link different site collections to see others terms

Pinning termsRead only reuse of the term in alternative location in the hierarchy

User interface for custom property editingSpecific by location properties also possible

Indication of the term set usage for other SP2013 functionalitiesAdditional Multilingual supportFlexible LCID and automated translation support

Block users from using keywords outsideof specific term set

Learns with use and improves results

Understands the query and adapts the experience

Search Visualization for ECM Content

Web Content Management

• Easy Content Authoring & Management

• Targeted User Experiences

• Search As Content Provider

• Managed Navigation• Content Re-Use• Multi-Lingual

Support

Design Manager and general rendering changesEmpowering web designers & developersCompletely revamped CSS classesWeb Part rendering with DIVs, not with TABLEsMinimizing ramp up time

Site design & branding using the technologies web developers already know & love (HTML, CSS, JS) – using their preferred design tools.Creating and updating designs no longer requires deep SharePoint expertise

Design manager for assisting uploading templates and modifying them on-fly

Image renditions & Video improvements

Image transformation dynamically in SharePointRenditions are actual thumbnailsConsistency sized imagesCropping for targeting areas of pictures

Enable easy enterprise podcast scenariosVideo support improvementsVideo player as HTML 5 implementation

Search Engine Optimization improvements• Numerous SEO improvements in site and page level

Features SharePoint 2010 SharePoint 2013Clean URLs http://www.c.com/Pages/cars.aspx http://www.c.com/cars

Home Page Redirects

HTTP 302 for http://www.c.com to redirect to /pages/default.aspx

Home page served from address www.c.com – no redirect for browser

Country code top-level domains (ccTLDs)

http://www.c.com/en-us/Pages/cars.aspxhttp://www.c.com/es-mx/Pages/coches.aspx

http://www.c.com/cars http://www.c.mx/coches

XML Sitemaps None Automatically generated and referenced in robots.txt

SEO Properties(e.g. Meta Description)

<title> and <h1> must be identical Browser titleMeta descriptionMeta keywords

Webmaster Tools integration

None Assists with ownership verification

Device based rendering - Channels

Different channels defined in site collection level (SPSite)Define “channels” for single devices or groups of devices – based on user agentsAssign alternate “Master Pages” (shared look and feel) per channelSelectively include and exclude portions of Page Layouts per channel by using specific controlPossible to provide cookie level override for end users

Same URL, different look and feel based on used deviceTarget Different Devices (per Agent Substring)

Content Search Web PartSimilar to Content Query Web Part – but based on indexed contentShow content cross site collectionsShow content cross multiple site collections

New presentation template model for easy content presentation fine tuningContent rendered in client sideProvides full control on rendering capabilities using html templates

Easy editors as web part editors for defining planned query

AudioCamerasComputersHome appliancesPhonesTV and video

TERM STORE NAVIGATION TAXONOMY

Search

Product Catalog

Filter query byCATEGORY: COMPUTERS

Friendly URLhttp://contoso.com/computers

Use pagemaincategory.aspx

CONTENT SEARCH WEB PART

Managed navigation, search and topic pages

Cross-site publishing (XSP) and catalogs

Define content to share acrosssite collections

Author content in multiple site collections, then aggregate using Content By Search web part

You can use catalog-enabled sites for scenarios such as a content repository, knowledge base, or product catalog

Multilingual support improvements

Utilize translation service for automated or manual term translations

Business Intelligence

• Built-In Visualization

• Excel & Excel Services

• Performance Point Services

• SQL Integration• Management (via

Central Administration)

Excel Services

Web-based interactive reporting and sharingPower View is built-in

Powerful analytics with the built in PowerPivotSQL Server 2012 required

A platform for building business applicationsKey FeaturesFlash FillFlexible Charts & Pivot TablesAuto-Chart SuggestionsChart PreviewsTimeLineDashboards

Excel Services Architecture

Excel Web Access

Excel Web Services

JSOMREST API

Excel Proxy

User-Defined Functions

Excel Calculation Service

XLSX/b/m

SharePoint Content Database

External Data Sources

Web

Front End

Applicatio

n Server

Backend

New features for Excel Services in SP2013• Data exploration improvements with additional

commands• Better integration with SQL Server Analyses Services data or PowerPivot models

• Field list and field well support added to excel services for easier PivotChart and PivotTable control

• Calculated measures and members supported in web rendering

• Enhanced timeline controls for rendering• Application BI Servers support• Business Intelligence Center update• Touch and Device Support

Mobile devices support for BI – including excel

Delivering great touch-based data exploration and visualization capabilities in a browser on iOS, Android and Microsoft platformsExcel Services 2013PerformancePoint 2013Reporting Service 2012

SharePoint FarmExcel Services

Excel Services Topology (On-Premise)

Office Web Apps Farm

6

SQL ServerAnalysis Services

WOPI

OLEDB/ODBC

You have different options for rendering:• View workbooks using Excel Services on

SP; or• View workbooks using Office Web Apps

Server (and potentially lose functionality)

Web Part

Web Service API

AuthenticatedJSOM/REST/APIs

Windows-Auth basedExternal Data

Edit documents

New documents

Co-authoring

View

Un-AuthenticatedJSOM/REST

User DefinedFunctions

Connection stringUnattended account

External data*

Embedding

Excel Services vs. Office Web Apps Server

Office Web Applications

SharePoint 2013

PerformancePoint Services Context-driven dashboards across systemsProvides transparency and accountabilityInteractive access using browserCan be created/updated by power-users/professionals

• Bring together data from multiple data sources

• Visualization your data with charts & graphs

• Drill into your data with Decomposition Trees

PerformancePoint Changes in SP2013

Architecture and general model has remained the same as in previous version

Key changes and new capabilitiesFilter Enhancements and Filter Search

Cascading Filters*PerformancePoint support on iPadSupport for Analysis Services Effective UserBI Center UpdateTheming supportDashboard Migration

SQL Server Analysis Services for advanced analytics

SQL Server Analysis Services

SharePointExcel Services

Excel Interactive View

Generates Excel table and chart views on-the-fly from an HTML table hosted on a web pageExport to Excel Web App or Excel file for further analyses

Associated to any html tableNot only in SharePoint, available cross platform

Social - Connected Experiences

• Personal Sites• Team & Project

Sites• Communities• Connected

Platform• Integration

Follow people, sites, hashtags, and documentsFilter to see the company feed and

mentions

Share with everyone, or a smaller group

See the pulse of the company with trending tags

Personal Sites

I’m Following

Gives information about all of the things that user is followingnumber of people, Documents*, Sites*Tags

Can easily identify all of the things that powers a user’s newsfeedAllows the user to access all of those things within a single click from the newsfeed

Search powers experiences across SharePoint

Update your profile

Get to know someone by the activities they perform

Join in on a conversation

About Me – What Other People See

Public Page, Personal Site, Social FeaturesSP2013 social features mostly rely on data on the person’s personal site and in the Windows Server AppFabric Cache

Two lists are now located for providing social features: the Microfeed list and the Social List

The personal site document libraries experience has been re-designed

Profile Database is still used for following peoples and tags as it was in 2010

Personal Site

Microfeed

Private Public

Social

Sites

Docs

My Documents

MFsProfile

DBSocial

DB

One view of all your tasks Synchronized with Outlook

Site feed for group conversations

Personal site My Tasks

Onedrive Provides a single place for users to create, share, collaborate and follow important documents

In 2013 Personal Sites have a single document library that can be user for private document as well as documents shared with others

It is “the” document library of your personal site and a set of views that give access to content people want to be connected with.

All: provides an overall view of documents in the My Documents

Offline Libraries: OneDrive Pro

Provides quick and easy access to Document Libraries in the familiar Windows Explorer experienceWorks for any SharePoint 2013 Document Libraries.

Makes your documents accessible online, offline or in-between and your changes are automatically syncedSyncs libraries across multiple devices

Fully integrated with Office Document Center: every file that gets uploaded through Onedrive Pro is shredded

Replace SharePoint Workspaces

Make collaborative decisions

Team & Project sites

86

Work together as a team from anywhere in the world

Lync Integration

Members and reputations

Community Home PageEasily

onboarding process

Conversations

Welcome section

Community Members and My Membership

At any time people can go to the Members list to see all members and rank them by various metricsPeople can also see their status and what is needed to move to the next level of reputation:

Search & Communities

Contextual Search in Community SiteSearch results provide community and members informationCustom Display templateSearch result contextualized within the Community site

Key Features

Find recent & featured content

Search within and across communities

People search

Deep integration with search results

Connected Platform

Secure informationIRMGuest sharing

Manage IdentitiesSharePoint user profiles drive the single view of a person via the “Person card”Integrates w/AD

Multiple platform connectivityWindows Phone, iOS

Integration

Available APIsGet/Post feedsGet user profile propertiesFollow people, sites, documentsLike, reply, mention, tag, link, add pictures

REST & CSOM Development Models

Authenticated Access

Available in the cloud (& more with on-premises)

Best-in-class enterprise social networking

stand-alone social service + in-app social experiences

Yammer Enterprise Social Networking Services

Yammer (& SharePoint, et al)

Search

Unified & Ubiquitous

• Enterprise Search• People Search• Deep Refinement• Document Previews• Query Rules & Result

Sets• Search Verticals• Architecture• Analytics

Enterprise Search Hub UI

Employee facing Integrated with enterprise portal or standalone

search Search driven experience (versus browse) Based on core results web part, refiners, search

box

Query User query driven Security trimming

Relevance General relevance algorithm Task oriented experiences targeted to intent

Crawl and Content Diverse set of content across enterprise,

including custom content sources

Admin Service managed by “search service” admin Site managed by “search site” admin

The launching point into other experiences via navigation and flashing in “intent” driven results

Gives users an “Internet search like” experience for finding info and answers across the enterprise

People Search

Same UI and Query features as Enterprise Search HubRelevance

Specialized people search ranking model that incorporates fuzzy name matching and expertise finding

Crawl and Content Fixed set of content driven out of User Profiles

(which themselves could aggregate people data from multiple locations)

Admin Site managed by “search site” admin

Find people by name, expertise, group, etc Find the right person faster

– Query suggestions/type-down support combines browsing and searching

– Find a broader range of experts based on documents they’ve authored in addition to profile info

– Fuzzy name search is now more accurate, works across more languages, is not based in Speech Server anymore

– Social connections: see how you are connected to each person in search results

– Search anywhere for people by name and expertise – in Lync or site search

Find answers to questions others have already answered

97Search architecture

Admin

Content UX

mssearch.exe

Crawl+ connectors

Contentprocessing

noderunner.exe

Search core

FAST Server engine

noderunner.exe

Queryprocessing WFE

noderunner.exe

CLIENT APP

Public API

Unit of scale/role boundary

Analyzernoderunner.exe

Partner-built connectors

Other Service Applications

Architectural model for Service Applications in SharePoint 2013

Introduction to model and changes compared to previous versions

Introduction to individual service applications in SharePoint 2013

What has been changed?What is new?

Access Services Web Service Application

App Management Service Application

Business Data Connectivity Service Application

Search Service Application

PowerPoint Conversion Service Application

Secure Store Service Application

Machine Translation Service

Usage and Health Data Collection Service Application

User Profile Service Application

State Service

Visio Graphics Service Application

Security Token Service Application

Work Management Service

Same services architecture as introduced in 2010

• Services can be individually consumed from any Web Application

• Allows for a very rich (and complex) farm structure if required

• Provide flexibility to utilize services based on application needs

• Numerous platform enhancements

Key Service Application Changes

New Service Applications:

• App Management Service

• Work Management Service

• Translation Services

(Re)Moved Service Applications:

• Office Web Apps Now a separate product

• Web Analytics Now part of Search service

Access Web Apps

Collaborative web applications on SharePoint & SQL ServerAccess App is a SharePoint hosted SP App (own site)Database is a single SQL Server database

Access is an abstraction layer over SQL ServerSimplified designersLowers barriers to entry

Provide capability for creating data tracking applications easily as business usersDeveloper-level experience not requiredMost robust SP App designer for SharePoint 2013

Apps Service Application

APP

Permissions and licensesin service app database

Application Server hosting service app

App management1

2

3

4

Business Connectivity Services

SharePointDesign Tools

Office Applications

BCS Client

Business Data ConnectivityExternal Content Type Repository

External Lists

Dev Platform

Enterprise Search

Business Intelligence

Collaboration Social

Enterprise Content

ManagementSharePoint Designer

Visual Studio

LOB WCF/WS DBOData

Translation service applicationProvides built-in machine translation capabilities on the SharePoint platformCloud-based translation servicesBased on Word Automation Service architectureSupports sync, async, streamingCan translate documents, pages and sitesExtensibleFull trust solutions and SP Apps supportedREST API or CSOM availableAPIs for batch and immediate translations

PowerPoint Automation Services

New service application in SP2013

All about file conversions

Business scenariosRequirements to convert large amount of old PPT format files to PPTXConvert presentations from PPTX format to some read only format, like PDF, XPS or to images

There’s no out of the box functionality to perform conversion directly from UIAccessed programmatically by providing file streams which should be converted.Customization example: Enable conversion from all document libraries for PowerPoint presentationsCustomizations using PowerPoint Conversion Service Application have to be deployed as full trust solution or executed in SharePoint server

Supported source presentation formats

Open XML File Format presentation format (.pptx)PowerPoint 97–2003 presentation (.ppt)

Supported destination document formats

.pptx (Open XML File Format presentation format)

.pdf

.xps (Open XML Paper Specification)

.jpg

.png (Portable Network Graphics Format)

User Profile Service

Stores information about users in a central location

User profiles can be imported and synchronized with identity management systems like Active Directory

Offers following featuresUser profilesProfile SynchronizationAudiencesMy Site HostMy SiteSocial tags and notes

Related service appsManaged metadata service appSearch service applicationBusiness Connectivity Services

Profile Synchronization

PerformanceLarge organizations should be able to perform a full sync of AD and SharePoint data over a weekend.

ReliabilityIT pros should be able to monitor the performance and stability of profile sync and have access to the information that they need to take corrective action when problems occur.

CompatibilityCommon Directory Service configurations should be supported, including Forefront Identity Manager and generic LDAP providers.

Visio Services…Renders diagrams in the browserHigh quality PNG(s) for full fidelityNo dependence on SilverlightNative support for Visio file formatDiagram consumers do not need a Visio client Available across devices using desktop browsers and mobile browsers

Accessible only via SharePointOn premises & in cloud using Office 365

Visio Services…Refreshes data fromMultiple external data sourcesConfigured using theData Linking Wizard in the client

All shapes visually refresh – not just Data GraphicsData driven shape behavior

Integrated into SharePoint solutionsExtensible using the JavaScript API and Web Part Connections

SP2013 for Word AutomationNew ”Immediate” based request (no waiting)New option to execute conversion immediately, not necessarily from timer jobOperate on one file at the time per requestConfiguration options from CA for simultaneous request amount

Notify or update items in SharePoint after completionWord Automation Services can perform file conversions and can update files (ex. update table of contents or fields)

Allow WAS to support streamsConvert streams from API perspective as inputs and outputs for file operationsStreams are stored in memory within Application Server Manager and Worker – not in content database

Work Management Service – Task Aggregation

Timer job

Personal site ascache for tasksSynchronous request

for task to UI

Asynchronous cache request for providers

SharePoint

Project

Exchange

Provider X

My Tasks

Summary:Other Service Applications

Access Services Web Service Application

App Management Service Application

Business Data Connectivity Service Application

Search Service Application

PowerPoint Conversion Service Application

Secure Store Service Application

Machine Translation Service

Usage and Health Data Collection Service Application

User Profile Service Application

State Service

Visio Graphics Service Application

Security Token Service Application

Work Management Service

Customization Management

The New App Model

Customization packaging & deployment options

Farm•Full trust solutions•Customizations to file system of servers•Hosted in same process as SharePoint•Server side SharePoint API access•Classic model from 2007

Sandbox•Declarative elements•Partially trusted code service still included for limited server side support•Hosted in isolated process•Limited server side SharePoint API access

SP Apps•New Apps model•Deployed from corporate catalog or SharePoint store•Manage permission and licenses specifically•Simple install and upgrade process•Preferred option

Deprecated in SP2013

App Model Benefits

No custom code on the SharePoint serverEasier to upgrade to future versions of SharePointWorks in hosted environments w/o limitations

Reduces the ramp-up time for those building appsDon’t need to know/be as familiar with SharePoint “-isms”

Leverage hosting platform features in new appsEnables taking SharePoint apps to different levels – further than what can be done with farm / sandbox solutionsIsolation – private vs. public clouds

SharePoint Solutions & Apps

Full-Trust Solutions

Sandboxed Solutions

Apps

Use Client-Side SharePoint API

Use Server-Side SharePoint API

Use Remote Services

App-based Permissions (OAuth2)

On-Premise Deployment Friendly

Hosted Deployment Friendly

Distribution via Marketplace

SharePoint Provided Schematics for Install / Upgrade / Uninstall

SP App Hosting Options

SharePoint

The app is hosted in the cloud. Windows Azure and SQL Server Azure components are provisioned automatically when an app is installed. (Available for SharePoint Online only)

Existing sites and services

App web (optional)

Existing sites and services

App web

The app and all resources are hosted in your organization’s SharePoint farm. Relies on client side technologies. Your IT organization supports the app.

The app and all resources are hosted by the provider in any environment suitable for the app.

Auto-hosted

SharePointhosted

Existing sites and services

App web (optional)

Windows Azure & SQL Azure

Oauth + REST or client object models

Oauth + REST or client object models

Architecture

Architecture overview

Search 2013 platform

Exchange 2013 platform SharePoint 2013 platform

Search 2013 platform

`

Exchange

SharePoint

Custom solution

REST API

Outlook Web App (OWA) search eDiscovery

Intranet search

Custom app (Internet/intranet)

Marketplace app

All

resu

lts

People

Sit

e s

earc

h

Vid

eo

Cust

om

searc

h

vert

ical

Internetsearch

Content sources

Public API

Search Architecture

Click to insert photo.

Service DatabasesService Applications with their own DBs:

• App Management Service• Business Data Connectivity• Managed Metadata Service• Search• Secure Store Service• Machine Translation Service• State Service• Usage and Health Data Collection• User Profile• Word Automation Service• Access Services App databases

Cross farm services in SharePoint 2013Remote farms don’t need perms to parent farm DBs*

Any farm can publish SAs

One web application can use both local and remote SAs

Enables centralized “enterprise” SAs

Support only in specific service applications• Business Data Connectivity• Managed Metadata Service• Search• Secure Store Service• Machine Translation Services• User Profile

Cross farm services cross major versions

SharePoint 2010 farms can consume some services from SharePoint 2013 farms(Other way around is not supported)Useful for upgrade process

Supported services areSearchUser ProfileSecure StoreManaged MetadataBCS

Service Applications and WAN environments

Service application

Allowed for WAN environments?

Hybrid with Office365

Search

Managed Metadata

Machine Translation Service

Business Data Connectivity

User Profile

Secure Store Service

Other Architecture Changes

Shredded Storage

SQL Improvements

Cache Service

Request Management

Office Web Apps

Social Changes

Other Considerations

Shredded Storage

User Requests Document

WFE Requests Document

SQL Reads Full Document

User Updates Document

Updates are Sent to WFE Updates are

Sent to SQLUpdates are

Committed to SQL “Shredded

Storage”

SQL Improvements

We’ve reduced scenarios that might invoke full table scansThere have been lots of improvements around finding docs for link fix-up and alert handling

Reduced data redundancy for some features

Using advanced indexing features provided by SQL 2008 R2

Changes in architecture to support wide lists, i.e. lists where a single item spans multiple rows in the database to hold the data

Cache Service

New Distributed Cache service in SharePoint 2013 Based on Windows Server AppFabric Distributed Caching.

It is all provisioned by SharePoint setupInstalled on each server in the SharePoint farm.Used in features like authentication token caching and My Site social feeds

Request Management (RM)

Route to WFEs with better health, keeping low-health WFEs aliveIdentify harmful requests and deny them immediatelyPrioritize requests by throttling lower-priority ones (bots) to serve higher-priority ones (end-users)Send all requests of specific type, like search for example, to specific machinesIsolates traffic to help troubleshoot errors on one machineRoute heavy requests to more powerful WFEs

Office Web Apps Architecture

Separate server product, not a service applicationWAC farm can support multiple SharePoint farmsView files from multiple data sources, including SharePoint, Exchange, Lync, File servers3rd parties can integrate with WAC to provide access to documents in their data stores, e.g. EMC Documentum, IBM FileNet, OpenText, etc.WAC version does not need to be in sync with SharePointConnect SharePoint farm to WAC farm using PowerShellNewSPWOPIBinding

Office Web App URLs in SP 2013

URLs have been cleaned to be human friendly and understandable

From this:http://office/2013/collab/Demo/_layouts/PowerPoint.aspx?PowerPointView=ReadingView&PresentationId=/2013/collab/Demo/Docs/wac.pptx&Source=http%3A%2F%2Foffice%2F2013%2Fcollab%2Fdemo%2Fdocs%2FTraining%2520Module%2Fdocsethomepage%2Easpx%3FID%3D96%26FolderCTID%3D0x0120D52000DC71A13124DA5249ACA958C4DFD092C90037E1F59EB352013B4F940A3806D9B183F0%26List%3Dc910e954%2D68ca%2D42ae%2Dbb0f%2D1c6908c73e77%26RootFolder%3D%252F2013%252Fcollab%252Fdemo%252Fwac%25202013&DefaultItemOpen=1

To this:http://office/2013/collab/Demo/Docs/wac.pptx?Web=1

Social Change Highlights

User Profile Replication Engine (UPRE)Exact delivery mechanism remains TBD

Profile Sync Improvements

My Site Data Store Changes

Other Considerations

Stretched farms are no longer supported in SharePoint 2013“Stretched” means different data centers with less than 1ms latencyAll servers in the farm must be in the same data center now

For 100% fidelity in 100% of features, all content must reside the same farmCertain social features will have a very slightly degraded experience unless content databases, personal sites and community sites are all togetherStill allows for geo-grouped farms with full fidelitySpecific feature differences beyond scope of this discussion

New: Azure Workflow Server - not exactly a service app, but provides externalized host to run workflows.

Application Discovery and Load Balancer Service Application

Other Architecture Changes (Re-Cap

Shredded Storage

SQL Improvements

Cache Service

Request Management

Office Web Apps

Social Changes

Other Considerations

What are the end-user’s responsibilities?

What are your strategies?

Learn SharePoint 2013

So, how do I motivate end-users?

Top 10 Features To Help Motivate Users

• #1-Enhanced Collaboration• #2-Social Engagement• #3-Find Experts and the right Content• #4-Doc and Records Management, eDiscovery and Compliance• #5-Portals - Intranet, Extranet and Internet• #6-Next Gen Devices • #7-Business Intelligence, Dashboards and Reporting• #8-Organize Projects• #9-Improve Service Delivery with Citizen Apps• #10-Better Governance

Streamline common tasks

Track who you’re sharing with

Live document previews

Edit, share or follow documents with one click

Drag and drop content into SharePoint

Simplified Sharing:Drag and drop content directly into your document libraries and by hovering over a document

Live document preview and at a glance see who you’re sharing with and when the document was last edited.

Without leaving the library you can edit your documents using Office Web Apps, and in one click share it with a colleague.

We’re taking document sharing and storage one step further with the introduction of Onedrive Pro.

Integrate Social Across Departments

Connect your workforce and share knowledge with social capabilities in SharePoint and Yammer

Follow colleagues, teams, documents, and sites to stay on top of the latest government happenings and improve collaboration across departments and agencies.

New Community Sites help you engage in crowdsourcing and harness social networks and insights to drive knowledge sharing.

Improve cross-agency knowledge sharing and collaborative processes

Crowdsource for best ideas

Reduce time to get new hires up to speed; promote team building

BenefitsFollow people, documents and

sites

Share ideas and get answers in real

time on your Newsfeed

#hashtags

@Mention people

Pervasive presence integration

♡ Like

EnhancedCollaboratio

n

EmergencyPlanGrantManagement EmployeePensionsTGIFFeedback

#EmergencyPlan.

Emergency Planning site

Who typically works on #EmergencyPlan updates?

those type of updates.

Deliver Better Portal Experience through Search Government

Portals

Simplify how citizens retrieve public service information and get answers to questions

SharePoint Search and FAST Search are brought together into a next generation search engine.

Search is far more tuned to what citizens are doing, and what others have found successful.

New Hover Card enables users to quickly inspect and find what they are looking for.

Improve public awareness of citizen and business services; better address constituent needs

Benefits

Create YouTube-like video experiences through Search

View video thumbnails without leaving your search page

Visual refiners

Dive into the part of the document that

matters most

Interact with live previews

of documents

New Hover Card changes based on

content type

Find it in one place with unified eDiscovery

With advanced search technology (from the FAST acquisition) the new Office unifies the eDiscovery process by letting you retrieve content stored across Exchange, SharePoint, Lync and even file shares.

Compliance officers can search and view content by project, legal matter, or business context.

Reduce time spent and costs associated with discovery

Eliminate third-party security and compliance software

Benefits

Get instant statistics

Use proximity searches to

understand context

Query results across Exchange and

SharePointLaser focused refiners to help find the data

you need

Fine tune complex queries

Risk and Compliance

Simplify eDiscovery for Compliance Officers

Create dynamic site(s)

Familiar Content Authoring and Management

Managed Navigation/Friendly URL’s

Support Automated or Manual Translation

Image Renditions

Video Improvements

Usage Analytics

Design Manager

Device Based Rendering

Support BYOD and use Office Mobile across devices and platforms

Workers on mobile devices stay productive with Office Web Apps and connected with presence and instant messaging. One-click into Lync meetings and view shared content.

With Office 365, Exchange and Office enable Rights Management capabilities by default, including IRM in Office, OWA and Exchange ActiveSync.

Improve productivity and satisfaction of employees who travel and work on projects and missions across geographic locations

Reduce the risk and costs associated with unwanted disclosure, such as classified documents and citizen information

Reduce device hardware and support costs (BYOD)

Benefits

iPhoneWindows Phone

Office Mobile apps available on Windows Phone 7.5 and Windows

Phone 8

AndroidiPad

OneNote and Lync apps available on iOS and Android phones

Next Generation Devices and

Apps

Securely manage mobile devices with policies that let you enforce PIN lock and remove confidential data from lost

phones

Work More Securely From Your Own Device

Take budget data, citizen behaviors, and economic trends into Excel to discover insights

Use Excel recommendations for the most suitable charts and pivot tables based on patterns in your data.

Quickly preview your chart and graph options, and then pick the option that works best.

Apply Timeline Slicer, a visual time filter, to see data quickly over different periods.

Save time creating budgets, reports and analyzing data

Gain efficiencies and empower workers through self-service BI

Enable your leadership to make better, more informed decisions

Benefits

Flash Fill automatically

recognizes pattern from list and proposes

fill

Recommended Charts: Excel recommends the

most suitable charts based on patterns in your data.

Discover different ways to visually represent data

Timeline Slicer: See your data over different time

periods, e.g., Month, Quarter, Year

Business Intelligence

Budget Report

Budget Allocation

Count

Create Budget Reports Faster, Help Officials Discover Insights

Keep things on track

Integrate tasks from Microsoft Project

Edit SharePoint lists inline

Manage projects with shared calendars and timelines

Extend the way you create and consume information from within Office and SharePoint

Develop apps for Office and SharePoint with HTML/CSS, JavaScript or PHP.

Hosted in the cloud with minimum device footprint.

Apps can be accessed from any device with a web browser.

Distribute and manage with IT app catalog (or public Office Store).

Lower IT costs and time spent on deployment and delivery

Reduce training costs by leveraging familiar Office UI

Increase insight into web content and LOB data to improve decision making and unlock the ROI in existing investments

Benefits

The Bing Maps app in Excel maps the addresses highlighted

Work across Office apps and Office Web Apps

Line-of-Business

Applications

Next Generation Devices and

Apps

Develop Apps Using New Cloud App Model

Manage app approvals and usage

Discover IT approved apps in the App Catalog

Track app requests and manage licenses

Access the SharePoint and Office store

OK, what are IT’s responsibilities?

Learn and Train the Trainer

Inform your user community

• Information on what will happen during transition…• Communication on when and where it will reside

‘infrastructure’• What will be converted and when will it occur…• Provided directions for using self-service…• Notifications and reminders are KEY …• Self-service is essential but training is a must…• Notification and ease and do it iteratively …• What IT support, training, and help will be available…

Understand The Differences

1.No Design View in SharePoint Designer 2013

2.No Breadcrumb (By Default)

3.Create Sub Site Has Moved

4.No Sign In As a Different User

5.App Naming & Organization (For Those Who Are Used To Previous Methods For Creating New Lists/Libraries The App Naming Can Be Confusing)

6.Share Instead Of Manage Permissions (Better Than Previous Model, But Requires Explanation)

7. Branding\UX

What did we learn?

• Communication with stakeholders is key• Show the benefits, get their buy-in.• Explain the process• Get user Adoption

• Train the trainer

• Detailed Inventory of what Users want• 3rd party• Deprecated features

• Prepare to do some design work

• UAT is key

When You Leave, You Should Know… SearchWhat:

…our view of relevance is…what tools you can use to manage relevance

When:…to use result sources, query rules, dynamic rules & relevance models

How:…to manage the relevance lifecycle

Challenges for Search

Users and their data

Challenges: Data ComplexityWhat we give to search engines

What most search engines see

1 2 3 4awaycomecontrastivecustomizeforfs14howoptimizingourrelevance (3)

shouldsimplesomess14techniquesview (2)whatwhenwithyou

Author: victor poznanskiTitle: conf relevancy sharepoint Date: 9.4.9Type: pptAuthority: 6Anchor: SPC presentation …

This release adds:• Non-search clicks• Improved clicks• Improved phrases

Challenges: Intent Where is my talk for the

SharePoint conference?

Are SharePoint Conferences always

held at the same place?

I wonder if there are any

presentations from previous

conferences

Different people have different intents

Query Rules help you handle intents

There is rarely a single right answer

SharePoint Conference

Query management tools Relevance management tools

Search Quality ≡ Relevance

Conversational user experience

Query management tools Relevance management tools

Collection Quality

Cust

om

ization

Cust

om

ization

Query management tools Relevance management tools

Configuration in the Conceptual Relevance Flow

For all queries:

Authorities: Level 1: http://networksRanking model: {incorporate user ratings}

Query:BT networkquarterly report

Search Web Part

Query Processing Engine

Document Collection

Thesaurus: BT British TelecomBest bets: BT Network …/BTN.htm

(WORDS BT, British Telecom) AND(WORDS network, networks, networked) AND (WORDS quarterly, quarterlies) AND(WORDS report, reports, reported)

Mixed Results for:• BT Network best bet• BT network quarterly

report• BT network

ContentType=reports

Dynamic Reordering Rules: Quarterly Report {prefer docs from http://reports}

Query Rule: {Terms} Quarterly Report {Terms} ContentType=“reports”

Improving Search Quality…the quality improvement cycle

The Quality Improvement Cycle

Identify the problem queries

Diagnose the problems

Try to fix

Deploy

1. social features2. user feedback web parts3. analytics reports4. Best Bets

1. eliminate crawl issues2. check permissions3. Test query: item=url4. check freshness

Fixing the Problem: Core Tools

Authorities • Identify important data hubs

Result Source

• Scope or federate your searches

Fixing the Problem: New Tools

Query Rules: Reformulate the query

Dynamic Reranking Rules: Reorder the Results

Custom Ranking Model: Build relevance from ground zero

Tuning Tool: Incrementally improve existing ranking model

Contr

ol

Sim

plic

ity

Using AuthoritiesHelp the ranker to see important hubs

Authorities: SSA-level configuration

Sites that are important

Sites with low intrinsic relevance

Takes ~24hrs to propagate

Authorities: Disconnected

Main Site: Project data

Second Site: Documentatio

n

Third Site: Glossaries

Most Authoritative Second-level Non-authoritative

Authorities: Connected

Authorities: Connected

1

0

1

1

2

4

3

2

∞

4

Setting an authority affects all sites connected through hyperlinks

Sites are weighted

by distance to the authority

Authorities: Connected

1

0

1

1

2

1

1

2

∞

0

Setting an authority can have unexpected side- effects

Authorities: Connected

1

0

1

1

2

1

-

2

∞

0

Non-authorities do not affect connected sites

Using Result SourcesLimiting the scope of queries and federating

Queries are Sent to Sources“Customer services monthly report”

Results from that sourceSourceUser aims a

query at a source

Protocol/Location

Query Transformation

(scope restriction)

Scoping Your Queries with Result Sources

Scoping a Source I

Scoping a Source II

User’s original queryRestrict to this site

Query Rules• Conditionally rewrite the query

• Conditionally federate to other sources

Query Rules: rewriting the query

E.g. for monthly report customer support, prefer:

• …results that might be monthly reports• …from particular sites• …with particular authors• …and the most recent date

Query Rules: conditional federation

GlaxoSmithKline bring results from the CRM vertical for this

customerBenefits

bring results from the HR vertical

Query Rules: conditions and actions

if query starts with

“what is”

Query Condition

if user segment

is “sales”

ContextCondition

Add results from Wikipedia (without the

“what is”)

Action

What is COGS? [Bing] COGS site:en.wikipedia.org

Query Rules: conditions and actions

PHRASE-BASED MATCHES• Exact match, beginning or end• Ad-hoc or term store dictionary• Match a regex (advanced)

HISTORICAL (LOG-BASED) MATCHES• Is this query more likely aimed at

the following source…?• Do people mostly click on result

of the following type…?

Query Conditions

CURATED (BEST BET)• Show a promoted result

REFORMULATE THE USER QUERY• Show a block of results• Replace the core results

with a different query

Actions

Reformulating a User Query I

monthly report customer support

Action Terms Subject Terms

customer support site:http://reports/regularcontenttype=“MonthlyReport”

Query Transform

Query Rules are Associated with Sources

“Customer services monthly report”

Query Rules associated with that

source

Results from that source + Best Bets +Result Blocks

Local SharePointUser aims a query at a source

Building a Rule (site settings)

Search Verticals And Federation

Simple Search VerticalsSearch Box

Results web part

Nav Entry (all are verticals)

Query Rules

Item Templates

Refiners

Sort Menu

Result source for this site

Federating Results in from a Vertical

Results from the people vertical are federated in to “everything”

Federating using More Likely Queries I

Federating using More Likely Queries II

Tweaking Relevance

Dynamic Reordering RulesDynamic Rules let you reorder results according to a set of criteria• Just like query rules apply to user queries, dynamic rules apply to results

They are configured as part of a query• They translate into a special query syntax called XRANK

Result actions let you promote or demote results that match• In many cases, you can use this instead of Best Bets.

Using the Query Builder

Using the Query Builder

The query template

Using the Query Builder: Sorting

Using the Query Builder: Sorting

This will ensure the freshest reports will come back, but there is no ranking

If the primary sort key is not “rank”, you cannot add dynamic ordering rules

Using the Query Builder: Dynamic Rules

Result conditions and actions

Result Conditions

Result Actions

Promote up or demote down

Manual condition looks like a query

Promotion and Demotion

A promotion-to-top places any result at the top of the results

A promotion of 10 moves a mediocre relevant result to the top

A demotion of 10 places a mediocre relevant result under the most relevant results.

A demotion-to-bottom places any result at the bottom of the results

Ranking and Ranking Customization

You can Tune a Custom Ranking Model After…

You’ve considered or tried simpler optionsAuthorities, Thesaurus, Query Rules, Dynamic Rules

You’ve seen ranking could be improved for most queries

A meta-data property should be incorporated into ranking schema, e.g.: user rating

You’ve configured new managed properties & recrawled:

• Add a new managed property (integers: sortable/refinable, text: searchable)• Recrawl

How Can You Change Ranking?

ΣRank Score

ωPowerPoint

ωauthor

ωactivity

Title=“XBOX Monthly report”

Type=pptActivity=2M clicksAuthor=Ian RankemRating = 5

Title=“XBOX Monthly report”

Type=pptActivity=2M clicksAuthor=Ian RankemRating = 5

Query: Ken Monthly

ωrating

Transform (normalization)

Document(managed properties)

SummarySearch quality is even better in this release

Improved ranking that builds on SS and FS + new featuresImproved linguistics: stemming and thesaurusIdentify hubs: authorities

Manage intent diversityHandle different intents with query rules

Friendly tools for managing relevanceManage the relevance lifecycle using admin UITune ranking models with free tuning tool

SharePoint 2013 Permissions

managing access to sites

Assigning permissions

• Permissions can be set per site, per app (list/library) and per content (folder, file or list item) within a list or library

• Permissions can be inherited from the parent. This is the default option when creating new sites, lists/libraries, folders and items within lists or libraries

• As a rule of thumb, permissions should start as open as possible and become more restrictive as you go deeper into the hierarchy within a site collection. E.g. the top-level site in a site collection may be open to everyone. A sub-site may have access restricted to a specific team, a library within that site may be further restricted to managers within the specific team

Choices to manage permissions

Per User

Per SharePoint

Group

Per Directory

Group

Method

Pros

Cons

Bestuse:

• Add users individually to the resource

• Set permissions per user

• Add users to a SharePoint group

• Set permissions per SharePoint group

• Add users to a Directory group (AD DS)

• Set permissions per Directory group

• Lowest overhead across site collections

• Requires centralized management

• Delegated admin and can view membership

• Struggling to think of any these days…

• May have to duplicate across site collections

• Largest overhead to maintain

• Quick demos and very small deployments

• Want to delegate control to site owners

• Granular configurations and large deployments

Microsoft recommendations – Part 1

• The old way• Add users to Active Directory groups. Add Active

Directory groups to SharePoint groups. Assign access permissions to SharePoint groups

ADgroup

Site Collection 1

Site Collection 2

SPgroup Site

SPgroup Site

Added to

Added to

Added to

Permissionsgranted

Permissionsgranted

The standard Microsoft approach for all solutions: add users to a security group, add the security group to a resource group, assign permission for a resource to the resource group

Microsoft recommendations – Part 2

• Since June 2010• Add users to Active Directory Domain Services groups

(AD DS). Assign permissions to AD DS groups. Do not use SharePoint groups

AD DSgroup

Site Collection 1

Site Collection 2

Site

Site

Added to

Permissionsgranted

Permissionsgranted

New approach recommended because changes to membership of SharePoint groups triggers indexing and can affect performance

Realistic approach – Part 1

• Use AD DS Groups where possible• Best performance / can nest and re-use for other services• When a user needs to be added to a group, you only need

to add them once to the appropriate Directory groups . The same directory group can be added to sites across multiple site collections

• Best uses:• Groups that will contain the same users and will be re-

used across multiple site collections – saves time/effort • When a large number of groups will need to be managed

with frequent changes to memberships - easier to manage centrally as well as offering best performance

• When information security requirements demand a strict change management procedure for controlling access permissions

Realistic approach – Part 2

• Use SharePoint Groups for ease of use in some scenarios• Site owners can manage the site permissions by adding people

to groups within just their site• Membership can be displayed on site pages using the ‘Site

Users’ web part, everyone can see exactly who has access to the site

• Best uses:• Team site collections, where site management is most likely to

be delegated to site owners within the department/team, with governance procedures in place to guide controlling access

• Specialist sites, where group membership is likely to be unique and there is a need for non-IT roles to view/manage membership

• Small deployments where SharePoint day-to-day administration is delegated as much as possible due to limited IT resources

What’s changed in SharePoint 2013?

The following content applies to SharePoint 2013/SharePoint Online

‘Sharing’ instead of ‘Securing’

• New terminology is used for changing permissions and controlling who can access sites and content. Throughout the user interface (UI), the word ‘Share’ is used.

• In some places, it can look a little confusing…

Clicking this link will allow people to ‘share’ the site with others

Sharing is everywhere

It’s easier than ever to share folders and documents, just like those pesky file sync/share tools like DropBox*

* We love DropBox really

Sharing can get messy

With folders and documents, clicking ‘Share’ behaves differently to sharing sites. Users cannot be added to groups. Instead, they are given item-level permissions

This prevents them being given access to more than they should but could have a significant performance impact on large lists and libraries

Lists also behave differently – you can’t share items direct at all. Instead you have a ‘Shared with’ link that takes you the permissions page for the item (the old method for managing access)

Beware sharing more than you want

When you click the ‘Share’ button to share a site, you may assume you are just sharing that specific site…

You would be assuming wrong!

When you click Share for a site, the default is to add the users to the first group in the site with permission to Edit content… If the site is inheriting permissions from a parent site, that group may have permission to edit a lot more than you realise…

Beware who you share with

If sharing with external users has been enabled for the site collection, then anybody with Full Control permission for a site can share it with external users, i.e. anybody outside the organization

In this image, I’m inviting the one and only Bill Gates to check out my site

Note: only users with Full Control can do this, and only in site collections where external sharing has been enabled. It is off by default. But the external user can be granted equivalent access – right up to Full Control of the site!

Sharing is not always sharing

A standard dialogue box is used when adding users to any SharePoint group, regardless of activity

e.g. if you decide to click the ‘Share’ button and add a user to a site, you need to select what group to add them too. You are sharing access

But if you have gone into Site Settings to set up a new group you might not have assigned any permissions yet. You are not sharing access, just sorting out group membership

Sharing challenges recommendations

• When changing permissions by sharing content with people, you can only add them to SharePoint groups available to the current site. Domain groups will not be listed

• i.e. Sharing will not follow Microsoft’s recommendation for using Domain groups rather than SharePoint groups for permissions

• For practical reasons, most deployments will benefit from a mixed approach. Use domain groups when possible, use SharePoint groups when necessary or when practicality trumps performance

What hasn’t changed that should

To see the full list of groups, click the More… link in the navigation bar on the left of the page (circled in red)

It’s a minor annoyance that you’ll spot as soon as you click the New button from this page to create a new group

Within Site Settings, when you click on People & Groups, the next screen doesn’t show you a list of people and groups, it shows you the membership of the first group in the list

Governance and Administration Matters

Will try and highlight which bits are only applicable to certain versions

Guidelines for managing access

• Only enable external access on those site collections you intend to share content with people outside your organization

• Only grant Full Control site permissions to non-IT roles who have been given training in how to manage their sites. And budget for refresher training and periodic audits to review

• Keep permissions as simple as possible. You do not need groups to identify business roles, only to manage different permissions. Share at the highest level possible by default. Avoid creating custom roles or granular (‘fine grained’) permissions per library, per folder or per item except for specific and rare uses

Optimize the design

• If only certain functions need to share content with users outside the organization, use site collections to separate and control what content can be accessed by external users

• Scenarios that require granular permissions management should be given dedicated site collections. They may even warrant dedicated web applications to fully isolate server resources (on-premise option only)

• Scenarios that require granular permissions management (often involving forms and workflows) should use Active Directory Domain Services groups if possible for performance gains

• Collaborative team sites that are most likely to share documents individually should be kept small in size, particularly the libraries

Pre-configure/Automate what you can

• Have a central resource mailbox for access requests. Configure all attempts to access sites to prompt users to request access, and forward the request to the central mailbox for review by IT

• For sites that are intended to be ‘shared’ internally or externally with control delegated to site owners, set-up default SharePoint groups to make permissions granted as clear as possible

• For sites that are intended to be shared, break inheritance for all top-level sites to avoid accidentally sharing more than intended. i.e. each top-level site should have its own unique set of permissions

…and document the manual steps

• Provide clear guidelines on how access to sites is being managed and when more granular permissions are acceptable or not (e.g. unique permissions per sub-site, library or item)

• Use a consistent naming method for SharePoint groups so that people become familiar with differences in access permissions

• Beware the default new ‘Edit’ permission. When sharing sites and content, site owners should always click ‘Show options’ and ensure the correct group is selected

Example: Team Site Collection

SharePoint Group Permission Purpose

<Site> Owners Full Control Delegated site management

<Site> Team Members Edit Team participation in the site

<Site> Contributors Contribute Use for shared contributions

<Site> Visitors Read Use for shared viewing

Teams

Finance Legal IT

XX X X

= site

= broken inheritance

Directory group ‘Everyone excluding external users’ added to Visitors group by default

Site Owners trained to use only Contributors or Visitors group when sharing the site outside the team

Bonus tip: Show group membership

• When delegating control and using SharePoint groups to manage access permissions, to encourage self-auditing

• Create a page for the site called ‘Site Permissions’ and display each group membership using the ‘Site Users’ web part.

• It’s an extra step when setting up each top-level team site but can lower ongoing maintenance overheads by making access transparent

Reference: What do the different permissions allow people to do?

This bit is specific to SharePoint 2013 but the basics apply to all

Default Groups Part 1

• The following are the default groups created automatically for team sites in SharePoint 2013

Group name

Permission Level

Comments

Owners Full Control Use (sparingly) when delegating management of sites

Members Edit Use for participants who will be adding and updating content

Visitors Read Use for people who will be reading but must not change content

Viewers View Only Use to allow people to view but not download content

Default Groups Part 2

• The following are additional groups created for other site templates, specifically the Enterprise Publishing templates

Group name

Permission Level Comments

Restricted Readers

Restricted Read + Limited Access

Can’t see version history or permissions

Style Resource Readers

Read to Master Page gallery and Restricted Read to Style library

Don’t remove from root site in site collection

Approvers Approve + Limited Access Can approve content before it is published

Designers Design + Limited Access Can change visual layout

Hierarchy Managers

Manage Hierarchy + Limited Access

Can change the structure

Default Permissions Part 1

Permission Access granted Notes/Comments

View Only Can view pages and lists/libraries (browser-only). Cannot download (or view in client applications)

Default for ‘Viewers’ group in 2013.

Limited Access

Enables access to specific content without having full access to site. Built-in, cannot be edited. This is used when sharing individual documents

Do not remove!

Read Can view pages, lists/libraries and items, can download and view in client applications

Default for ‘Visitors’ group. No change from previous versions

Restricted Read

Same as Read but cannot see permissions or version history

No change from previous versions.

Default Permissions Part 2

Permission Access granted Notes/Comments

Contribute Can add or change items on pages and in lists/libraries

Used to be the default for ‘Members’ pre-2013. Can no longer delete items

Edit Can add, edit and delete lists and libraries. Can add, edit and delete items within lists/libraries

New permission for 2013 and now the default for ‘Members’

Design Can view, add, modify, customize, approve and delete the layout of site pages using the browser or SharePoint Designer 2013

Altered in 2013 as some perms have been moved to ‘Edit’.

Full Control

Full permissions including site creation and deletion and full access to all site settings

No change to previous versions

Default Permissions Part 3

Comments:

• The new ‘Edit’ permission makes sense because many organizations have wanted a permission that does not include ‘delete’. That is now the role of the ‘Contribute’ permission

• However, when the ability to delete is required, ‘Edit’ now grants more permissions than the old ‘Contribute’ such as adding and deleting lists/libraries too (previously required ‘Design’)

• That said, the Recycle Bin remains your friend and accidental deletions can be easily recovered. (Up to 90 days on Office 365, period to be defined for on-premise installations, default is 30)

• Yes I missed off a couple of permissions: Approve and Manage Hierarchy. They’re pretty self-explanatory and haven’t changed

References & Further Reading

• Overview of site permissions in SharePoint 2013http://technet.microsoft.com/en-us/library/jj219771.aspx

• Define permission levels and groups in SharePoint 2013http://technet.microsoft.com/en-us/library/cc262690.aspx

• Permission levels and permissions in SharePoint 2010 (Windows SharePoint Services 3.0)http://office.microsoft.com/en-gb/windows-sharepoint-services-help/permission-levels-and-permissions-HA010100149.aspx

• Clarifying guidance on SharePoint Security Groups versus Active Directory Domain Services Groupshttp://blogs.msdn.com/b/kaevans/archive/2013/05/06/clarifying-guidance-on-sharepoint-security-groups-versus-active-directory-domain-services-groups.aspx

• Software boundaries and limits for SharePoint 2013http://technet.microsoft.com/en-us/library/cc262787.aspx#ListLibrary

There is even more

In case you’re still not sure of the potential risk

Scenario: Following the defaults

• All team sites are inheriting permissions from the root ‘Teams’ site in the site collection. It’s an open collaborative organization…

Teams

Finance Legal IT

Group Permission

Owners Full Control

Members Edit

Visitors Read

Teams Site Permissions

Scenario: IT shares their site

• Somebody in IT decides that their supplier should have access to the IT team site…

• If they just follow the defaults, they will add the external user to the ‘Teams Members’ group and give them Edit permission to all the sites in the site collection, i.e. Finance and Legal sites as well

• Yes there are warnings written in the dialogue box. From experience, people don’t read the small print…

Teams

IT

Scenario: Sharing lots of documents

• If people are complaining about performance problems with their site, and specifically navigating a library within the site, check its size and whether or not documents are being shared (internally or externally)

• Microsoft recommends to not exceed more than 5,000 unique security scopes per list or library. The absolute maximum is 50K

• Avoid ‘sharing’ documents in large libraries. Keep them small to avoid performance issues. Large libraries such as records archives should have standard, centrally managed, permissions

No-code SharePoint 2013 Solutions for

users

Context sensitive Help items:

• Videos • Images/Screenshots

• Documents • Links

What type of user do you want to be

You have technical expertise

Your organization understands business needs

Does not want to code

AKA Citizen developer, BUIT

“Let’s not write code until we have to write code.”

What is a no-code solution?

Quick, useful, inexpensive

Solves a common business need

AKA SharePoint Composite, Mashup

Typical no-code solutions

Tracking goods, services, orders, and customers

Human Resource portals

Self-service reporting, financial dashboards

Expense reporting

Typical no-code solutions

Review and approve document workflows

New-hire orientation sites

Ideation, feedback, & “suggestion boxes”

Structured documents: contracts, RFPs, & invoices

“Citizen Developers 25% of New Business Applications by 2014”Gartner

CustomizeSharePoint

Out-of-the-Box(sites, docs, lists, social)

SharePointComposites

(Access App, BI,Workflow, BCS)

DeclarativeCapabilities

(Doc Sets, Records, Search)

Managed Code(Apps, CSOM,

Reusable components)

The customization continuum

Your New Favorite Website

http://technet.microsoft.com/en-us/sharepoint/dn594430

Your New Favorite Handbook

Handbook

Call to Action

• Watch videos at: SharePoint-Videos.com

• Check out: No-code solutions using SharePoint 2013 Composites

• Read the Gartner article: Gartner Says Citizen Developers 25 % of New Business Applications by 2014

Overview

Community sites

Personal site administration

Personal site feeds

Personal site following

OneDrive Pro

Agenda

My Site Host - The landing page

• Newsfeed: shows you updates on social activities for items and people you are following:• People posts• People profile changes• Changes on followed documents• Items tagged with followed tags• Mentions & Likes• Activities: all my activities• Site Feed activities• Company Feeds

• I’m Following

• Trending Tags

About Me – What other people see

©2012 Microsoft Corporation. All rights reserved.

Community sites

Community home page

Members and reputations

Easily onboarding

processWelcome section

Conversations

Communities and reputations

Evolution of the SharePoint 2010 Forums Builds on the concepts of discussions, likes, ratings,

badges and reputations Communities can be created by using a new Site

Definition Template available for site collections and sites

Uses Wiki Pages infrastructure Each community site is self contained:

all community information is stored on local lists in the community

Communities – design

Content is organized by Categories, with a rich UI set of image and data

Presentation pages are «wiki pages» Rich content experience Easier to customize, don’t need to be SharePoint master for creating content

Users can use rating and liking for content Can vote 1 to 5 stars, or Likes Likes and rating are available on each site in SharePoint 2013

Community Site specific features Reputation Moderation Best replies & Featured discussions Discussion Alerts …

Community categories

Title

Posts and replies

Description

Navigation

Communities – posting

Every post can be edited and deleted by the original owner as well as community owners

Every member of the community can report a post to the moderator (if the setting is enabled)

Marking a post as “featured”: once marked, a specific post will render at top of its category Community administrators or moderators can set featured posts

Communities – conversations and replies

Best Reply: bubbles up in a specific reply and shows it up as the first reply in the discussion thread

• Community Administrators and Moderators can set “best reply” on any replied to post

• Regular members can mark a reply as the “best reply” if they created the original discussion post

Ratings model and settings

• Owners can enable ratings on Community• Ratings can be a star or like system: • Both are completely decoupled from Social

DB and live only in the Content DB• Owner can switch between the two systems

and rating values get preserved in the switch

• Mouse hovering on the rating provides quick information at a glance:

• Who rated• The value of the rate• Visual representation for your likes

Tracking your reputation

People reputation is impacted by activities like creating posts, adding replies, etc.

Reputation is per community – reputation in one does not affect it in another community

Reputation model cannot be directly extended Community owners control points for each activity

Community badges

There are two type of badges in communities: Achieved badges

Gained by people from collecting points for performing specific activities Gifted badges

Assigned by community owners

Earning badges

Administrators also configure the point thresholds required to achieve reputation rankings

Once a member reaches a specific level he/she receives a «badge» that shows achievement goals reached

Achieved badges can be displayed as a ranking level or text

Gifted badges

It’s a way for Community Owners to “push” recognition to a member Not achieved by members Assigned by Community owners

List of Gifted Badges can be managed to add or remove badges Gifted Badges are shown in the people status with a specific Icon to

highlight the badge

Community members and my membership

The Members list displays all members, their rank and various metrics

People can also see their status and what is needed to move to the next level of reputation:

Report to moderator

• Allows any members to report any post (reply or discussion) to the Moderator• Reports with comments are stored

in an hidden list

• Members are notified real time of their reported activity

• Moderators can then decide to delete, edit or remove the Report

Community portal

Displays a directory of Communities within the organization Starting point for Communities, where and what they are

and join Site collection that gets provisioned by CA

Administrator defines the Community Portal entry point

Uses Search to populate the list of the existing communities There’s a lag between the time a new Community gets created and when it shows up in the Portal

Provides ability to search for Communities within the Portal It is security trimmed: displays Communities based on

permissions (access)

Community portal

Demo Community walkthrough

©2012 Microsoft Corporation. All rights reserved.

Personal site administration

Privacy settings

Available in Central Administration in the User Profile Service Application

Administrators govern profile information that users can or cannot manage

Users can always override Admin settings regarding activities and following people privacy settings.

Simplified compared to SharePoint 2010 Policy settings: Privacy setting is now “Only me” or “Everyone”

Personal Site Settings

Central Administration Settings

Privacy settings

Admins can also enable a “default“ privacy setting to make people following information and activities public.

Blocks administrators in CA from controlling privacy settings of newsfeed activities Message informs administrators that policy control is override

If unchecked there are no system activities in Microfeed.

©2012 Microsoft Corporation. All rights reserved.

Personal site feeds

Microblogging feed flow• User Generated • System Generated

Microfeed

Public

Microfeed

Private

Reading microblogging feeds

• Latest activities from across SharePoint cached in-memory, so users can always see the latest activities when they go to their consolidated feed in real time.• That applies to both user activities like

microblogging posts and system activities like doc modifications

• What is not retrieved from the cache• “User’s Activities” in the Person.aspx page• Everything.. If the cache is empty

Site feed

A mechanism for scoping conversations only to a specific set of people By default Microfeed posts are public and accessible by everyone

Relies on a different Site for scoping the conversation People share a site where they want to start private conversation

Group conversations don’t get posted in personal site Microfeed list The post lives only in the local site and Distributed Cache

If members of the conversation follow the site, group conversations also appear in their consolidated feeds web part The person who initiates the conversation follows the site automatically, other people must manually follow the site the text changes to show up the title (link) of the site where the conversation happens

Newsfeed in team sites

Team Sites have the site feed feature enabled during provisioning Provides a Site Feed page in the site that shows microblogging posts related to

that site It also provisions a Microfeed list within the site and the Newsfeed web part Can also be activated on other sites

Liking • Offers a way to keep track of specific posts across all the microblogging activity

• Likes: is a personal view to see things you liked*• Other people don't have access to the list of

everything you liked, but they can see what you liked if they look at your profile feed (About me).

• Useful to track Social activities• The popularity of an item• Tracking a specific post – thread

• It shows in the main consolidated feeds web part

@Me (aka: mentions) • Mentions give the ability to refer to a person in a microblogging post

• It works independently from following• if a person gets mentioned that post will show in

his or her mentions feed.

• People lookup from different places• “Followed People” list• AuthN providers based on the Authentication type

• User who gets mentioned receives a notification email always• In Site Conversation user gets a warning

mentioning someone will send an email, regardless if he/she has access to the site

• In Communities user gets the email and the notification in Newsfeed web part, regardless if he/she has access to the site

• Newsfeed page also provides a visual notification of number of mentions

Everyone view

It is a Personal Site feeds view of all users generated activities. Introduces a new level of discoverability of new people and topics to the feed system, Helps on ramping new users to the feed system and its usage patterns in their company It is a great way to start following people you think are interesting

User generated activities are displayed for everyone in the company Showing even activities of not followed people Only user generated activities are showed, not system generated activities (e.g. user x is following site y) Group conversations doesn’t show up in the Everyone view

Topology considerations

Having a single UPA vs. multiple UPAs is best practices from the Social features standpoint With multiple UPAs Microfeeds and people following will still work but people will experience

delays in notifications

Community sites need to live in the same farm where My Site Host and Personal Sites are provisioned They can live in different web applications

If in different farms, community notifications in the Newsfeed will not happen

©2012 Microsoft Corporation. All rights reserved.

Personal site following

Following - people

• Follow People Entry points• People Search• Newsfeed• People Page (About me)

Following – site • Follow Site Entry points

• Search• Community Portal*• Site Itself

Following – document

• Follow Document Entry points• Search• Library

Following – tags

• Follow Tags Entry points• Newsfeed• Profile• TagProfile• Trending #tags web part

• through TagProfile page

I’m following

• Gives information about all of the things that user is following• number of people, • Documents*, • Sites*• Tags

• Can easily identify all of the things that powers a user’s newsfeed

• Allows the user to access all of those things within a single click from the newsfeed

©2012 Microsoft Corporation. All rights reserved.

Onedrive Pro

Onedrive

• Provides a single place for users to create, share, collaborate and follow important documents

• In 2013 Personal Sites have a single document library that can be user for private document as well as documents shared with others

• It is “the” document library of your personal site and a set of views that give access to content people want to be connected with:• All: provides an overall view of documents in

the My Documents

Offline libraries: Onedrive Pro

Provides quick and easy access to Document Libraries in the familiar Windows Explorer experience Works for any SharePoint 2013 Document Libraries.

Makes your documents accessible online, offline or in-between and your changes are automatically synced Syncs libraries across multiple devices

Fully integrated with Office Document Center: every file that gets uploaded through Onedrive Pro is shredded

Replace SharePoint Workspaces

Overview

Community sites

Personal site administration

Personal site feeds

Personal site following

Onedrive Pro

Social Session Summary

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SharePoint

Permissions Worst

Practices

Rather Than a List of To-Do’s

Why Worst Practices?

At Times It’s More Effective (and Fun) to Share

What NOT To Do

And Scare You Share With You Its Consequences

SharePoint Permissions

Basic Overview

Permissions Fundamental

To Provide or Restrict Users

with Access to SharePoint Content

Inherited Permissions by Default

Site Collection

Site

List / Library

Item

Child Site

Site Collection

Site

List / Library

Item

Child SiteBreak Inheritance

Inheritance Can Be Broken

Site Collection

Site

List / Library

Item

Child SiteBreak Inheritance

Inheritance Can Be Broken

Permission Level• Determines how much access a user has

• Most Commonly Used Permission Levels:

1. Contributeo Target Audience = Team Members, Supervisorso Create, Read, Update, Delete content

2. Reado Target Audience = Visitors, Clients, Extended Team Memberso Read content

3. Full Controlo Target Audience = Site Administrators, Site Managerso Create, Read, Update, Delete contento “The Kitchen Sink”

No Planning

Worst Practice

Right?

Planning

Matters

Planning Matters

Photo Credit – Matthew Keagle & Creative Commons

Do You Have a Permission Strategy?

- What is purpose of the site?- Gathering Info vs. Dissemination- Extranet vs. Intranet

- Who’s the target audience?- Is there any restricted content?- Access for anyone outside org?

- Are there different member roles?- Any group specific classified info?- Who’s the Site Manager?

- What is documentation process?- How will you address training?- How will permissions be governed?

What Governance Can Do

• Consensus on processes and set expectations

• Increased team awareness

• Better understanding of SharePoint intricacies

• More effectively managed platform

• Compliance with rules and regulations

“A governance strategy is never static

– it is

a living, breathing process and a set of

rules

that you should live by, not die by!”

--Christian Buckley, SharePoint MVP

SharePoint Platform Matures

Governance Should Evolve as Your

“Full Control” for Everyone

Worst Practice

What You Can Do w/ Full ControlCreate & Delete Sites

Create SharePoint Groups

Manage Site & List/Library Permissions

Activate & Deactivate SharePoint Features

Create, Update, Delete List/Library Public View

Generate Site Web Analytics Reports

Create, Modify, Delete SharePoint workflow

Create, Modify, Delete Site & List/Library Columns

Delete Site & List Template

Delete Master Page & Page Layout

Add, Update, Delete a Wiki and Web Part Page

Add, Update, Delete Web Parts

Etc. etc. etc.

TOO MUCH !

! !

Full Control Pyramid Scheme

Don’t Take Site Manager Delegation Lightly!

Dear Site Managers,

You play a pivotal role to SharePoint success (or failure)

When asked to pleeasseee have access to EVERYTHING

Image Credit: © SheKnows LLC

Let’s not rush to give Full Control

First Ask Follow-Up Questions

• What type of “access”?

• What exactly is “everything”?

• Majority of the time, you may find:

• “Everything” may pertain only to Documents

• “Access” could mean Read/Update/Delete Documents

• Thus Contribute access may be sufficient

?

Before Providing Full Control

• Ensure user completed necessary training

• Check or Refine governance policy

• Consider other permission levels that may fulfill needs (e.g.: “Design”)

Thy requests must go through me …

It’s not that

you’re a

control freak

Simply can’t have everyonemanage your site

Assigning Permissions to Individual Users

Worst Practice

• Team Growth

• Role Change for Existing Users:

– Expanded Responsibilities

– Rolling Off Project

– Promotions

• Onboarding New Employees

• Employee Departures

How Will You Handle

Real World Example

Where in the World is Carmen

Sandiego?

Challenges

• Hard to decipher who has what level of access

• Cumbersome to manage, control, and update existing permissions

• SharePoint Out-of-Box “Check Permissions” function is rather limited

Instead, Use …

SharePoint Group

Then Add or Remove Users from the Group

First, Assign Permissions to SharePoint Group

AD Group (Active Directory)

For SP2013 Microsoft recommends …

AD Group

AD Group – Why & When

• Recommended by MSFT for performance

• Use AD group in SharePoint only if

• AD group definition is well defined

• IT Team is proactive in updating membership

• Group info should be up-to-date to ensure proper access setup in SharePoint

Default Settings for SharePoint Groups

Worst Practice

Have You Seen This Error?

How About This?

SharePoint Group Challenges• Site Managers could be locked out

• Be Mindful of Default Settings when creating new

ALWAYS assign a group as group owner

Preferably Site Collection Owner or Site Owner group

Group Owner SettingsDefault -> the user who created group

Instead open membership list to everyone

Membership Visibility Settings

Default -> only Group Members can view

What to Look Out For in Site Creation

When Creating a New Site• “Unique permissions” option is available

• This option: • Breaks site permission inheritance

• Allows you to create 3 new SharePoint groups

Before Creating 3 New Groups

Reflect and Assess!

Do I really need unique site permissions?

Do I need all 3 new SharePoint Groups?

Is there an existing group that I can use?

Item Level Permissions

Worst Practice

Item Level Permission

• Item = Document, List Item (e.g.: Calendar, Task, etc.)

• You can set permissions at the Item Level

doesn’t mean you should

Just because you can …

Challenges

• Library/List View doesn’t differentiate unique permissions

• Laborious admin• Manual process of checking broken permissions

• Changing permissions require updates to each file

• May lead to performance issue

F A C T : Reduced performance after 5000 files break inheritance

See Microsoft references:

http://bit.ly/1iMmyiC

What changed in 2013?

“Share” in SharePoint 2013

• Intuitive & Convenient

• Embraces social

• Great tie-in to other components

Sharing is Caring! Right??

“Sharing” a File in 2013

The Gotchas

• Convenient but hard to govern• UX is different than sharing a site• Breaks permission inheritance of the file• Grants permissions to individual users

For more details, read this great resource by Sharon Richardson

Available via File Preview

Who can “Share” a File?

Contributor

Note: It contradicts Contribute permissions level

Let’s Recap!

Item Level Permission (Worst Practice #5)

Permissions for Ind. Users (Worst Practice #3)

Oh so easy

“Share” File in sp2013

+ ______________________________

__

Fun with Limited Access

*BONUS* Worst Practice

Ever Seen This and Wondered Why?

Because Limited Access is The Devil

If user is not declared in site permissions,

Permissions given to a user at library or list level

leads to

“Limited Access” creation for user at the site level

Site

List / Library

Limited Access

Contribute

Challenges with Limited Access

• Clutters site permission page• Can’t easily identify where access was granted• Important Note

!

When You Delete User’s Limited Access at Site,

SharePoint Automatically

Removes User’s Permissions in Library/List/File

What if you’re already in a permission hole?

First Things First – Stop the Bleeding!

e.g.: Change Full Control access

for unqualified folks to Design

Assess the Damage and Document Findings

Gathering Permissions Info

• SharePoint Out-of-Box• Unique access displayed in site permissions

page

• Manual process conducted per site

• PowerShell script

• Third Party Tools

• Codeplex (v. 2010/2007): SP Permissions Manager

• #SPYam Community Recommended:ControlPoint byDeliverPoint by

Few Considerations During Permissions Clean-Up

Remember that it’s a process

• Requires time commitment & effort• Warning: You may not get it done in a day

• Don’t do it yourself• Gather requirements from business users• Leverage other team members

Photo Credit - The Daily Journal

One is the loneliest number

For Worst Case Scenario, Consider Starting Over

For those in very bad shape

• It may be more beneficial to start over by:• Inheriting all permissions• Then reconfiguring permissions appropriately

• This route could be high risk, high reward

• Before exploring this, be sure to:• Get executive buy-in• Devise a plan with Content/Site Managers and relevant

business functions

• Communicate impact to user community

Last and Certainly NOT Least

Mitigate Survey the Field Clean Up Manage & Control

Do NOT forget this step!!

Manage & Govern

• Enforce permissions governance

• Gain leadership support:• Illustrate level of effort to remedy issue• Quantify the business impact ($)

• Form & engage Governance Committee

• Provide continuous training for Site Managers

Monitor & Control

• Define processes to periodically assess

• Determine monitoring tools• SharePoint Audit log reports (Manual process)

• Automated Audit via Third Party tool

Whatever you do,

just remember this…

“The greatest accomplishment is not in never failing,

but in rising again after you fall” --Vince Lombardi

Photo Credit - Journal Communications, Inc.

10 Reasons to

Avoid Folders

in SharePoint

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NO FOLDER FOR YOU !!

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Provide Your Users with Value-Add

Photo Credit – Matthew Keagle & Creative Commons

Folder = Physical Location

• SharePoint appends all folders into URL

• URL encoding applies, e.g.: Space = %20

Team Alpha Site Project

Document Library Project SOW

Proposal

Draft Copies from Team

My Personal Original Copies

I Very Much like Subfolders

http://mycompany.com/sites/TeamAlpha/ProjectDocuments/Project%20SOW/Proposal/Draft%20Copiesfrom%20Team…

/MyPersonal%20Original%20Copies/I%20Very%20Much%20Like%20Subfolders/My%20Favorite%20Document.docx

My Favorite Document.docx

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Linear StructureReason # 1

A Linear Structure

• Requires drilling down to sub-folders

• Rigid structure leads to difficulty in finding content

• Can be inefficient during file upload

# of user clicks

1

2

34

56

7

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Forced GroupingReason # 2

Multiple Categories?

• Every file HAS to belong to a folder

• Cannot account for file that falls into multiple categories

Company A Company B

Document forCompany A & B

Merger

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Moving Document = URL Change

Reason # 3

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Your links don’t work!!

SharePoint is broken

I HATE SharePoint!!!

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Higher Chance of Running to Error

Reason # 4

Deep Folder Structure

• Folder is directly correlated with URLs• Deep Folder Structure = Long URL

• System Constraint• MS Office restriction of 259 characters max for

URL links• User may not be able to save, open, or update

the files

Threshold Error

• Renaming folder may result in Threshold Error

• Generally occurs when total number of files in all sub-folders are greater than 5,000 files

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Metadata / Document TagSolution

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Picture listening to a song in iTunes

What do you see?

Recap Reason #1 thru #4

1. Linear folder structure

2. Inability to account for multiple categories

3. Risk in broken links upon document move

4. Higher chance of running into error

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Metadata / Document TagDemo

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Lack of Flexibility in Display

Reason # 5

Photo Credit - Mind Yourself

Not Easy to Change Display

• Folder presents only 1 way of document grouping

• Users have various preferences on structuring info

Region > Year > Project Phase > Document Category

Year > Document Category > Region > Project Phase

You’re at mercy of the person

who created the folder structure

vs.

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Custom Filters & Key Filters

Demo

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SharePoint ViewDemo

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Inability to Track SynonymReason # 6

Limitations with Synonym

• Synonyms are typically appended• E.g.: “Status / Progress Report / Project Team Update”

• Folder names cannot contain special characters (e.g.: /)

• Adding Synonym Folder Name Change URL Change

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Managed MetadataDemo

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Lack of Control Over Taxonomy

Reason # 7

Contributors and Folders

• Contributors have too much control• Able to Create, Delete, or Move folders• Able to Rename folders

• Folder structure can be altered by any team member

”Is she changing our spectacularly designed folder?”

Photo Credit – Creatas/Creatas/Getty Images

Governance Concern

• With folders, contributors have free reign over taxonomy management

• Reserve capability for selective individuals• i.e.: Content Manager or Site Manager

• Avoid the Wild Wild West scenario

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Termstore ManagementDemo

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Loss of Office Integration Functions

Reason # 8

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Document Information Panel

Demo

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No Standard or ReusabilityReason # 9

Lack of Standard2012

Southeast

Project Status

Weekly Status ReportsTeam A

M A N U A L C O P Y P R O C E S S

2012

Status

ProjectReports

WeeklyProjectStatus

Southeast

2012

Project Status

Weekly Status Reports

2012

Status Reports

Team B Team C Team D

Inconsistent

Content Type

• Foundation of SharePoint Content Management

• Even if you’re not aware of Content Type, you most likely have already interacted with it

• Provide standardization:• Consistent set of tags or metadata

• Ability to attach standard document template

• Associate automated business workflow process

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Content TypeDemo

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No Folder Workflow or Automation

Reason # 10

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Document SetDemo

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No. Not necessarily.

Should I then NEVER use folder?

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Why You May Consider Folders

• People are comfortable with folders• Metadata is a Huge Mind Shift

• Expect Resistance & Initial Uphill Battle• Requires Continuous Education and Training

Risk of Low User Adoption

Nice to meet youMet

adata

Varying Permission Model

• Permissions can be set at the folder level

• Documents residing in a folder would inherit the permissions of that folder

• Fantastic for complex permission requirements within a single repository

Bulk Upload Native Tools

1. OneDrive Pro

2. Drag and Drop Feature

3. Open with Explorer

What do they have in common?

Where do I tag??

No Metadata SupportJust

uploaded TONS of

files

More Bulk Update Limitations

• Content Type unsupported in Datasheet/Quick Edit

• In SharePoint 2010:• Managed Metadata unsupported in Datasheet

View

• Content Type unsupported in Inline Editing

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How to Use Folders Effectively

Using Folders Effectively

• Combine Folders with Metadata

• Utilize “Common Default Values”• Metadata value can be automatically assigned• Each folder can have different default values

• Create “Without Folders” SharePoint View• Hides folder structure when displaying documents• Eliminates hierarchy issue when browsing

Contributors vs. Visitors View

• Different options for different audience

• Display Folder View for Contributors• Potentially more efficient for upload• Auto-assigns tags via Common Default Values

Contributors vs. Visitors View

• Display Non-Folder View for Visitors• Removes reliance on navigating by folders• Leverages power of metadata

418 | @bobbyschang | bobbyspworld.com

Should I NEVER use folder?

No. Not necessarily.

But Folder should be the Exception

NOT the Rule

Stay away as a Public Facing Website

Focus on more on the internal rather the external

Don’t over customize and graphic design

Graphic design cost money and time do you want to really do it

Do not Develop when you can use OOTB or Buy

See No Coding Section

Do no treat it as a database or Garbage

Think about the Access areas

Do not just dump information into SharePoint

Bad

• There’s no easy way to move documents• No search capability over document versions• No reporting capability across all content on the use of content types• No offline ‘Workspace’ anymore, just One for document access• Remote access requirements• Need a clear strategy roadmap and deployment • Methodology sorted before governance• Transition over time can not just throw it together• May need professional help

USE Cases and Examples

Use Case 1 : Store, Sync, and Share Content

Use case 2: Keep everyone on the same page

Use Case 3: Stay on Track

Use Case 4:

Use Case 5: Finding what you need

Use Case 6: Making informed Decisions

Use Case 7: Onboarding HR

HR

Use Case 8: Keep informed

Use Case 9: Share your knowledge R & DOperations

R & DOperations

Use Case 10: Business Process and Workflow

Use Case 11: Access to Customers Data Sales &Marketing

Use Case 12: User Experience Anywhere Sales &Marketing

Use Case 13: Align Teams Sales &Marketing

Use Case 14: Excel Service Finance

Use Case 15: PCILegal

ITUse Case 16: Support/Helpdesk

ITUse Case 17: Security

ITUse Case 17: Security