Transcript Essentials for the SharePoint Power User

Essentials for the
SharePoint Power User
SharePoint Saturday
St. Louis 2017
Thank You Sponsors for
participating in SPS St. Louis 2017!
You can use the hashtag #SPSSTL & follow us @SPSStlouis
Gold Sponsors
Silver Sponsors
Drew Madelung
Technical Architect – SharePoint & Office 365
Email : [email protected]
Twitter : @dmadelung
Website: drewmadelung.com
How to speak SharePoint
Security
Content & Metadata
Essentials for the
SharePoint Power User
SharePoint Saturday
St. Louis 2017
Search
Demos, Demos & more Demos
“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 Administrators
Power 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
Farm
How to Speak SharePoint
Architecture
https://intranet.com
Web Application
https://intranet.com/sites/HR
Site Collection
Library & Lists
Sub site
https://intranet.com/sites/HR/lists/contacts
https://intranet.com/sites/HR/team
How to Speak SharePoint
Document Library
Web Part
List
SharePoint Group
View
Permission Level
Content Type
SharePoint Workflows
Columns
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
3 things make up SharePoint Security
Permission
Level
Full Control
Site
Collection
Edit
Contribute
Site
Read
View Only
Library, List
Approve
Design
Create your own!
User or Group
Item,
Document,
Folder
SharePoint Object
Security is based on inheritance
Site
Collection
Site
Collection
Site
Site
Library, List
Library, List
Item,
Document,
Folder
Item,
Document,
Folder
Unbroken Inheritance
Broken Inheritance
Groups & Broken Inheritance
Group members do not
change through broken
inheritance
Once in a group, access
applied wherever that
group is
Site
Collection
Members
Owners
Site
Library, List
Owners
Deleting a group, deletes
the whole group
Item,
Document,
Folder
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
Security
Demo!
Content Types & Columns
Content Types
Project
Document
Document
Type
Columns
Invoice
Document
IT
Document
Document
Type
Document
Type
Finance
Team
IT Team
Project
Number
Client
Content Types
Document
Content Types are
based on inheritance
Organization
Document
Project
Document
Finance
Document
Invoice
Document
IT Document
Infrastructure
Document
Site Columns vs List Columns
Site Column
• Created 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
List Column
• Created when creating a column directly
on a list or library
• Cannot be reused
• Easy to create and customize
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
Content Search Web Part
Compared to Content Query Web Part, but better
Can display items from anywhere in SharePoint
Built with Search Query + Display Template
Crawled Properties & Managed Properties
Crawled
Managed
• Created when a crawl is ran
• Mapped to one or more crawled properties
• No control
• Site & managed metadata columns become
managed properties automatically
• Useless against queries
• Only stores information collected by crawl
• Must have data to be crawled
• Have properties that define usability like
sorting and refining
Managed via Search Schema
Search Schema & Managed Properties
Search Queries
Built using Keyword Query Language (KQL)
Keyword Operators
TermA TermB
Implicit AND between each term
“TermA TermB”
Must match exact phrase
TermA OR TermB
Items with either term are returned
Term*
Items starting with entered characters up to wildcard
TermA NOT TermB
Any items containing trailing term are excluded
Property Queries -
ManagedProperty | Operator | PropertyValue
Filextension=docx
Only files with the extension of docx
Author:”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
Display Templates
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Located in: “~sitecollection/+catalogs/masterpage/Display Templates”
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Utilizes HTML and Javascript
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.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 advice
Use 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
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You can filter views using [Me] and [Today]
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Put your scripts into a file and reference them via a content editor web part
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Take advantage of calculated columns and list validation
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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
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JSLink for web parts (not available in modern experiences)
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Put your scripts into a file and reference them via a content editor web part
Microsoft Tech Community
https://techcommunity.microsoft.com
Office 365 Roadmap
https://fasttrack.microsoft.com/roadmap
Office Blogs
https://blogs.office.com/
Office 365 Admin Center – Message Center
https://portal.office.com/AdminPortal
Books
Search Queries Explained – Mikael Svenson
https://www.amazon.com/SharePoint-Search-Queries-Explained-writingebook/dp/B00RO84UBQ/ref=asap_bc?ie=UTF8
Office 365 for IT Pros
http://exchangeserverpro.com/ebooks/office-365-for-it-pros
•
xxxx
Help Contribute &
Stay Informed!
Questions?
Email:
[email protected]
Twitter: @dmadelung
Website: drewmadelung.com
Slides:
http://bit.ly/DrewSlides
Essentials for the
SharePoint Power User
SharePoint Saturday
St. Louis 2017