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Essentials for the SharePoint Power User - SPTechCon San Francisco 2016
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Transcript of Essentials for the SharePoint Power User - SPTechCon San Francisco 2016
Essentials for the SharePoint Power User
SPTechCon San Francisco 2016
Drew Madelung
Email : [email protected] 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: [email protected] Twitter: @dmadelung
Website: drewmadelung.com
Slides: http://bit.ly/DrewSlides
Essentials for the SharePoint Power User
SPTechConSan Francisco 2016