Essentials for the SharePoint Power User

SPTechCon San Francisco 2016

Drew Madelung

Email : dmadelung@concurrency.com Twitter : @dmadelung Website: drewmadelung.com

Technical Architect – SharePoint & Office 365

How to speak SharePoint

SecurityAgenda

Demos, Demos & more Demos

Content & Metadata

Essentials for the SharePoint Power User

SPTechConSan Francisco 2016

Search

“If you ask 10 people to

define SharePoint,

you’re likely to get ten

different answers” Reference

Power Users are essential for SharePoint adoption

Power User vs AdministratorsPower Users• Works with…

• Sites• Security• Content • Lists & Libraries• Pages• Metadata• Look & Feel• Workflows• Business process

Administrators• Works with…

• Servers• Farm• Database• Services• Web applications• Active Directory• Enterprise settings• 3rd party setup

• Roles could be spread across a team

Ninja’s or Champions

Architecture

How to Speak SharePoint

Web Application

Farm

Site Collection

Library & Lists

Sub site

https://intranet.com/sites/HR

https://intranet.com

https://intranet.com/sites/HR/lists/contacts

https://intranet.com/sites/HR/team

Document Library

How to Speak SharePoint

List

Content Type

Columns

View

Web Part

Master Page

Page Layout

SharePoint Group

Permission Level

SharePoint Workflows

SharePoint Designer

CONGRATULATIONS!

You have passed level 1 of how to speak SharePoint

Online or On-Premises?

Core power user functionality is not different

Online will require keeping pace with new features

Let’s talk Security

Site Collection

Site

Library, List

Item, Document, Folder

Permission Level

Full ControlEditContributeReadView OnlyApproveDesignCreate your own!

User or Group

SharePoint Object

3 things make up SharePoint Security

Security is based on inheritance

Site Collection

Site

Library, List

Item, Document, Folder

Site Collection

Site

Library, List

Item, Document, Folder

Unbroken Inheritance

Broken Inheritance

Groups & Broken Inheritance

Site Collection

SiteLibrary, List

Item, Document, Folder

Group members do not change through broken inheritance

Members Owners

Owners

Once in a group, access applied wherever that group isDeleting a group, deletes the whole group

Security info & advice

Start with an open permission model and restrict when needed

Permissions can be applied at a Site, Library/List, or Folder/Item level

Try to not break permissions unless you need to

When users with manage permissions share content, inheritance is broken

Using Active Directory groups for larger groups could be easier to manage

SharePoint groups are available across the whole site collection

SharePoint Groups & Permission levels do NOT cross site collections

SecurityDemo!

Content Types & ColumnsProject Docum

entDocument Type

Project Number

Client

Invoice Docum

entDocument Type

Finance Team

IT Docum

entDocument Type

IT Team

Content Types

Site Columns

Content Types

Document

Organization

Document

Project Document

Finance Document

Invoice Document

IT Document

Infrastructure

Document

Content Types are based on inheritance

Site Columns vs List Columns

Created when creating a column directly on a list or library

Cannot be reused

Easy to create and customize

Site Column List ColumnCreated at the site level via “Site Columns”

Available in all list, libraries, and subsites

Centralized data

Requires extended rights

Requires planning

Created when Content Type Hub used

Managed Metadata (column type)

Manage your metadata outside of the column structure

Groups, Term Sets, & TermsHierarchy of terms

Labels• (SOW = Statement of

Work)

Content Types & Columns info & advice

Don’t modify/delete default site columns

Use site columns for reuse across a site or site collection when possible

Once a content type is associated with a library/list it can be modified there

Use the right column type for the job

List & Column validation can be handy

A Content Type Hub can be used to have centralized content types

Create columns without spaces then add them (like libraries/lists) for good internal field name

Content Type & Column Demo

Search

SharePoint search will never be like Google search

Involve end users

Content is search driven using metadata

Use Search web parts to make intelligent sites

Search

Enterprise Search vs Site Search

Site search page cannot be modified - osssearchresults.aspx

Enterprise search pages can be modified – results.aspx

Customize your search settings to: • Set new search center URL• Set custom search results page (build your own!)• Set search navigation

Crawled Properties & Managed Properties

Created when a crawl is ran

No control

Useless against queries

Only stores information collected by crawl

Must have data to be crawled

ManagedCrawled

Mapped to one or more crawled properties

Site & managed metadata columns become managed properties automatically

Determines look/feel within search results

Have properties that define usability like sorting and refiningManaged via Search

Schema

Search Schema & Managed Properties

Search Queries Keyword Operators

TermA TermB Implicit AND between each term“TermA TermB” Must match exact phraseTermA OR TermB Items with either term are returnedTerm* Items starting with entered characters up to

wildcardTermA NOT TermB Any items containing trailing term are excluded

Built using Keyword Query Language (KQL)

Property Queries - ManagedProperty | Operator | PropertyValueFilextension=docx Only files with the extension of docxAuthor:”Drew Madelung”

Files created by “drew”

Created>2016-11-16 Items created after 11/16/2016 -tile:test Excludes results that include the word test

KQL Syntax Reference https://msdn.microsoft.com/en-us/library/office/ee558911.aspx

Content Search Web PartCompared to Content Query Web Part, but better

Can display items from anywhere in SharePoint

Built with Search Query + Display Template

Display TemplatesLocated in: “~sitecollection/+catalogs/masterpage/Display Templates”Utilizes HTML and Javascript.js file automatically built 2 different display templates used per web part

Reference - https://cann0nf0dder.wordpress.com/2013/02/20/content-search-webpart-and-display-templates

Search info and adviceUse Content Search Web Parts in place of Content Query

Don’t customize the default display templates

Lots of display templates available online to start

Use the “Refinable” managed properties for mapping in Office 365

Utilize search for people results

Search results will not appear until after a crawl (really fun waiting in Office 365)

Don’t hardcode in query when possible

Query variables are your friend -> ex… {QueryString.parametername} or {User.property}

One More Demo!

One More Demo!

Drew’s Random Tips From the Field• You can filter views using [Me] and [Today]• Put your scripts into a file and reference them via a content editor web part• Take advantage of calculated columns and list validation• When editing a view, if there is a web part on another page it will NOT update that

web part• If you modify a view within a web part it will only be done within that web part• There is a hidden User information list on each site collection• Use SP groups to audience target web parts• JSLink for web parts (not available in modern experiences)• Put your scripts into a file and reference them via a content editor web part

What to do when you leave• If you’re an admin….FIND some power users

• Set up a power user meeting and then meet regularly

• Build a community with other power users to exchange tips and tricks

• Set up a plan to have power users involved in the support process

• Review your current permissions & content type setup

• xxxx

Help Contribute & Stay Informed!

Microsoft Tech Communityhttps://techcommunity.microsoft.com

Office 365 Roadmaphttps://fasttrack.microsoft.com/roadmap

Office Blogshttps://blogs.office.com/

Office 365 Admin Center – Message Centerhttps://portal.office.com/AdminPortal

BooksSearch Queries Explained – Mikael Svensonhttps://www.amazon.com/SharePoint-Search-Queries-Explained-writing-ebook/dp/B00RO84UBQ/ref=asap_bc?ie=UTF8

Office 365 for IT Proshttp://exchangeserverpro.com/ebooks/office-365-for-it-pros

Questions?Email: dmadelung@concurrency.com Twitter: @dmadelung

Website: drewmadelung.com

Slides: http://bit.ly/DrewSlides

Essentials for the SharePoint Power User

SPTechConSan Francisco 2016