All presentation SharePoint O365 and everything else

SharePoint 2013 – How to get there!
real world experience

Technical
Process

Centralized 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

Reduce cost and complexity
Ensure data compliance and security
Solve fundamental business and IT
challenges with a consistent,
integrated approach
Control costs with adaptable crosspremise 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

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
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Unstructured Data
Un-Organized
Un-Categorized
Exponential Growth

Diverse User
Requirements

Data in Silos
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100+ Systems
No Interconnect
Difficult to find info
Frustration

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Discrete Roles
Diverse Systems
Varied functions
Lack 360 view of info

18

Silos for Challenges and implementation

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

Information and application silos

Marketing

Siloed UI
Applications

Content
Silos

Sales

IT
Consulting

Finance
Procurement

Production

Research

Support

HR / Legal

Phase 1
Design & Plan

• For Business and
It Audience
• To understand SP
2013 and its
information
• Understand value of
information
management
• Gain Predisposition
towards SharePoint

Phase 2
Build & 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 Adoption
Define your Vision
Simplify -> Start Small ->Stay Focused

Identify Relevant Use Cases
Execute
Enable Technology
Measure Success and Expand

Adoption Checklist
 Define Your Vision
 Identify Relevant Business Cases
 Release your SharePoint functionality in phases
 Increase awareness by creating a communication plan
 Support users by creating a training plan
 Ensure ongoing success by creating a user support plan
 Generate 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 plan
and 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

There are a lot of areas to cover…
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ECM
WCM
Business Intelligence
Social
Search
Services
The New App Model/Development

Manage Risk
Find the perfect
balance between
compliance and
collaboration

Manage Cost

Manage Your Time

Efficiently manage
infrastructure while
maximizing uptime,
minimizing failures
and downtime

Empower end users
while managing risk,
complexity, and
costs

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Shredded Storage
SQL Improvements
Cache Service
Request Management
Themes
Sharing

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

Control
Manage content policy,
information architecture
and taxonomy

Protect
Reduce risk and manage
compliance with
centralized eDiscovery
tools

Site-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

•
•

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

•
•

•

Support for searching and exporting
content from file shares
Export discovered content from
Exchange and SharePoint

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

Use familiar tools to design
rich and beautiful sites that
represent your brand

Create, reuse and consume
content for any device and
language

Engage in conversations
to stay informed and
make better decisions.

Use community
knowledge to gain
insight and find
answers.

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

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

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

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.

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Excel
PowerPoint
Word

Find 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

Easily 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

Excel BI
•
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Instant analysis through In Memory BI
Engine
Power View Add-in

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

•
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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

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

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.

Summary

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

• Social Interaction
• Document Set
Management
• E-Discovery
• Records Center
• Enterprise Metadata
Management
• Search Visualization

Social Interaction

Ask colleagues for
expertise

Follow relevant
content and subject
matter experts

Preview content inline

Site mailboxes – Exchange and SP together
Site mailboxes can receive
emails and have their own
email address
Easy access from both Outlook
Membership
and SharePoint (same view!)

Site Mailbox

Outlook
SharePoint

Shared Storage
Owners
Members

Emails stored in Exchange
Documents stored in SharePoint
Unified compliance policy
applies to both

IW Views

Exchange
2013

Management

SharePoint
Farm

Provisioning
Lifecycle

Exchange Site
SharePoint Site
Mailbox

Document Set Improvements
Support for OneNote notebooks
Document set icon in search results
Folders supported
Also for default documents set for document set

Support for easier aggregation
CBS & CBQ web parts understands document sets

Better developer support
Client side and Server side API improvements

Versioning improvements
Capture full document set as version

Search directly in
document set

eDiscovery - Exchange, SharePoint and Lync
Unified console to add, manage and export discovery sets
In-place discovery and holds
Legal 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

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 expire
Can 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

Record Centers
Specify retention
schedules for
content types

Submit documents
for long term
archival

Enterprise Metadata Management
Metadata as enabler for Navigation, term and search driven pages, etc.
New term store manager features enhance term usage models
Multilingual improvements
Cross-site collection access to private local site collection groups
Dataview editing support
Share and Local properties
Pinned Terms vs Term Re-Use
Taxonomy API (CSOM and REST)

Term Store Manager in SP2013
Cross site collection term access for private
groups
Possibility to link different site collections to see others terms

Pinning terms
Read only reuse of the term in alternative location in the hierarchy

User interface for custom property editing
Specific by location properties also possible

Indication of the term set usage for
other SP2013 functionalities
Additional Multilingual support
Flexible LCID and automated
translation support

Block users from using keywords outside
of specific term set

Search Visualization for ECM Content

• Easy Content Authoring
& Management
• Targeted User
Experiences
• Search As Content
Provider
• Managed Navigation
• Content Re-Use
• Multi-Lingual Support

Design Manager and general rendering changes
Empowering web designers & developers
Completely revamped CSS classes
Web Part rendering with DIVs, not with TABLEs
Minimizing 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
SharePoint
Renditions are actual thumbnails
Consistency sized images
Cropping for targeting
areas of pictures
Enable easy enterprise podcast scenarios
Video support improvements
Video player as HTML 5 implementation

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

SharePoint 2010

SharePoint 2013

Clean 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.aspx
http://www.c.com/esmx/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 title
Meta description
Meta 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 agents
Assign alternate “Master Pages” (shared look and feel) per channel
Selectively include and exclude portions of Page Layouts per channel by using specific control
Possible to provide cookie level override for end users

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

Content Search Web Part
Similar to Content Query Web Part –
but based on indexed content
Show content cross site collections
Show content cross multiple site collections

New presentation template model for
easy content presentation fine tuning
Content rendered in client side
Provides full control on rendering capabilities using html templates

Easy editors as web part editors for
defining planned query

Managed navigation, search and topic pages
Friendly URL
http://contoso.com/computers
TERM STORE
NAVIGATION TAXONOMY

Audio
Cameras
Computers
Home appliances
Phones
TV and video
Use page
maincategory.aspx

CONTENT SEARCH WEB PART

Filter query by
CATEGORY: COMPUTERS

Search

Cross-site publishing (XSP) and catalogs
Define content to share across
site 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

• Built-In Visualization
• Excel & Excel
Services
• Performance Point
Services
• SQL Integration
• Management (via
Central
Administration)

Excel Services
Web-based interactive reporting and sharing
Power View is built-in

Powerful analytics with the built in PowerPivot
SQL Server 2012 required

A platform for building business applications
Key Features
Flash Fill
Flexible Charts & Pivot Tables
Auto-Chart Suggestions
Chart Previews
TimeLine
Dashboards

Excel Services Architecture
Excel Web
Access

Excel Web
Services

REST API

JSOM

Web Front
End

Application

Excel Proxy

User-Defined Functions

Excel Calculation Service

Server

Backend

XLSX/b/m

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 platforms
Excel Services 2013
PerformancePoint 2013
Reporting Service 2012

Excel Services Topology (On-Premise)
SQL Server
Analysis Services

SharePoint Farm
Excel Services

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)

Office Web Apps 6
Farm

Excel Services vs. Office Web Apps Server
SharePoint
2013
Web Part
Web Service API
Authenticated
JSOM/REST/APIs
Windows-Auth based
External Data

View

Office Web
Applications

Un-Authenticated
JSOM/REST

User Defined
Functions
Connection string
Unattended account
External data*
Embedding

Edit documents
New documents
Co-authoring

PerformancePoint Services
Context-driven dashboards across systems
Provides transparency and accountability
Interactive access using browser
Can be created/updated by power-users/professionals

PerformancePoint Changes in SP2013
Architecture and general model has remained the same as in previous version
Key changes and new capabilities
Filter Enhancements and Filter Search
Cascading Filters*

PerformancePoint support on iPad
Support for Analysis Services Effective User
BI Center Update
Theming support
Dashboard Migration

SQL Server Analysis Services for
advanced analytics

SharePoint
Excel Services

SQL Server
Analysis Services

Excel Interactive View
Generates Excel table and chart views on-thefly from an HTML table hosted on a web page
Export to Excel Web App or Excel file for further analyses

Associated to any html table
Not only in SharePoint, available cross platform

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Personal Sites
Team & Project Sites
Communities
Connected Platform
Integration

Personal Sites
Share with everyone, or a smaller group
Follow people, sites,
hashtags, and documents
Filter to see the company feed and mentions

See the pulse of the
company with trending tags

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

Search powers
experiences across
SharePoint

About Me – What Other People See
Update your profile

Get to know someone by
the activities they perform

Join in on a conversation

Public Page, Personal Site, Social Features
SP2013 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 My Tasks
One view of all your tasks

Site feed for group conversations

Synchronized with Outlook

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

Team & Project sites

Make collaborative decisions

Lync Integration
Work together as a
team from anywhere
in the world

8

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

Search & Communities
Contextual Search in Community Site
Search results provide community and members information
Custom Display template
Search 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 information
IRM
Guest sharing

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

Multiple platform connectivity
Windows Phone, iOS

Integration
Available APIs
Get/Post feeds
Get user profile properties
Follow people, sites, documents
Like, reply, mention, tag, link, add pictures

REST & CSOM Development Models

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

Yammer (& SharePoint, et al)

Best-in-class enterprise social networking
stand-alone social service + in-app social experiences

Yammer Enterprise Social Networking Services

Enterprise Search
People Search
Deep Refinement
Document Previews
Query Rules & Result
Sets
• Search Verticals
• Architecture
• Analytics
•
•
•
•
•

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
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

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

Same UI and Query features as Enterprise Search Hub
Relevance
 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

Search architecture

mssearch.exe

noderunner.exe

noderunner.exe

noderunner.exe

Public API
Unit of scale/role boundary
97

noderunner.exe

Other Service
Applications

Access Services Web Service Application

App Management Service Application
Business Data Connectivity Service Application
Search Service Application
PowerPoint Conversion Service Application

Architectural model for
Service Applications in
SharePoint 2013
Introduction to model and changes
compared to previous versions

Secure Store Service Application
Machine Translation Service
Usage and Health Data Collection Service Application
User Profile Service Application
State Service
Visio Graphics Service Application

Introduction to individual
service applications in
SharePoint 2013
What has been changed?
What is new?

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
Server
Access App is a SharePoint hosted SP App (own site)
Database is a single SQL Server database

Access is an abstraction layer over SQL Server
Simplified designers
Lowers barriers to entry

Provide capability for creating data tracking
applications easily as business users
Developer-level experience not required
Most robust SP App designer for SharePoint 2013

Apps Service Application
2
4
1

3

Business Connectivity Services
Office Applications

Design Tools

SharePoint

Translation service application
Provides built-in machine translation capabilities on the SharePoint
platform
Cloud-based translation services
Based on Word Automation Service architecture
Supports sync, async, streaming
Can translate documents, pages and sites
Extensible
Full trust solutions and SP Apps supported
REST API or CSOM available
APIs for batch and immediate translations

PowerPoint Automation Services
New service application in SP2013
All about file conversions
Business scenarios
Requirements to convert large amount of old PPT format files
to PPTX
Convert 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 UI
Accessed programmatically by providing file streams which
should be converted.
Customization example: Enable conversion from all document
libraries for PowerPoint presentations
Customizations 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 features
User profiles
Profile Synchronization
Audiences
My Site Host
My Site
Social tags and notes

Related service apps
Managed metadata service app
Search service application
Business Connectivity Services

Profile Synchronization
Performance
Large organizations should be able to perform a full sync of AD and SharePoint data over a weekend.

Reliability
IT 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.

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

Visio Services…
Renders diagrams in the browser
High quality PNG(s) for full fidelity
No dependence on Silverlight
Native support for Visio file format
Diagram consumers do not need a Visio client
Available across devices using desktop browsers and mobile
browsers

Accessible only via SharePoint
On premises & in cloud using Office 365

Visio Services…
Refreshes data from
Multiple external data sources
Configured using the
Data Linking Wizard in the client

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

Integrated into SharePoint solutions
Extensible using the JavaScript API and Web Part Connections

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

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

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

Work Management Service – Task Aggregation

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
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

SP Apps

• Declarative elements
• Partially trusted code
service still included
for limited server side
support
•Deprecated in SP2013
Hosted in isolated
process
• Limited server side
SharePoint API access

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

App Model Benefits
No custom code on the SharePoint server
Easier to upgrade to future versions of SharePoint
Works in hosted environments w/o limitations

Reduces the ramp-up time for those building
apps
Don‟t need to know/be as familiar with SharePoint “-isms”

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

SharePoint Solutions & Apps
Full-Trust
Solutions
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

Sandboxed
Solutions

Apps

SP App Hosting Options
Oauth +
REST or client object
models

SharePoint
Existing sites and
services
App web (optional)

Oauth +
REST or client object
models

Existing sites and
services
App web (optional)

Existing sites and
services

App web

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

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)

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

Public API
Exchange
SharePoint

Architecture overview

Custom solution

Service Applications with their own
DBs:
•
•
•
•
•
•
•
•
•
•
•

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

Remote 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
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 are
Search
User Profile
Secure Store
Managed Metadata
BCS

Service Applications and WAN
environments
Service
application
Search
Managed Metadata

Machine Translation
Service
Business Data
Connectivity
User Profile

Allowed for WAN
environments?

Hybrid with Office365

Other Architecture
Changes

Shredded Storage
SQL Improvements

Cache Service
Request Management
Office Web Apps

Social Changes
Other Considerations

SQL Improvements
We‟ve reduced scenarios that might invoke full table scans
There 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 setup
Installed 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 alive
Identify harmful requests and deny them immediately
Prioritize 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
machines
Isolates traffic to help troubleshoot errors on one machine
Route heavy requests to more powerful WFEs

Office Web Apps Architecture
Separate server product, not a service application
WAC farm can support multiple SharePoint farms
View files from multiple data sources, including SharePoint,
Exchange, Lync, File servers
3rd 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 SharePoint
Connect SharePoint farm to WAC farm using PowerShell
NewSPWOPIBinding

Office Web App URLs in SP 2013
URLs have been cleaned to be human friendly and
understandable

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

Profile Sync Improvements
My Site Data Store Changes

Stretched farms are no longer supported in SharePoint 2013
“Stretched” means different data centers with less than 1ms latency
All 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
farm
Certain social features will have a very slightly degraded experience unless content databases, personal sites and community
sites are all together
Still allows for geo-grouped farms with full fidelity
Specific 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

Shredded Storage
SQL Improvements

Cache Service
Request Management
Office Web Apps

Social Changes

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
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.

Enhanced
Collaboration

Benefits
Follow people,
documents and sites
#EmergencyPlan.

Improve cross-agency
knowledge sharing and
collaborative processes

#hashtags

Crowdsource for best
ideas

Emergency Planning site

Share ideas and get
answers in real time
on your Newsfeed
Who typically works on #EmergencyPlan updates?

EmergencyPlan
GrantManagement
EmployeePensions
TGIF
Feedback

those type of updates.

Pervasive presence
integration
♡ Like
@Mention people

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

Deliver Better Portal Experience through
Search
Simplify how citizens
retrieve public service
information and get
answers to questions

Interact with
live previews
of documents

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.

Visual
refiners

View videoDive into the part of
thumbnails
the your
without leavingdocument that
search page matters most
Create YouTube-like
video experiences
through Search
New Hover Card
changes based on
content type

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

Government
Portals

Simplify eDiscovery for Compliance Officers
Risk and
Compliance

Find it in one place
with unified
eDiscovery

Reduce time spent and
costs associated with
discovery

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.

Benefits

Use proximity searches to
understand context

Eliminate third-party
security and
compliance software

Fine tune complex
queries

Get instant
statistics
Query results across
Exchange and SharePoint
Laser focused refiners to
help find the data you need

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

Work More Securely From Your Own Device
Support BYOD and
use Office Mobile
across devices and
platforms

Benefits

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

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

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.

Next Generation
Devices and Apps

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

iPhone

Office Mobile apps available on Windows
Phone 7.5 and Windows Phone 8

iPad
OneNote and Lync apps available on iOS
and Android phones

Android

Reduce device
hardware and support
costs (BYOD)

Create Budget Reports Faster, Help Officials
Discover Insights
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.

Benefits

Budget Report

Timeline Slicer: See your data
over different time periods,
e.g., Month, Quarter, Year

Save time creating
budgets, reports and
analyzing data
Gain efficiencies and
empower workers
through self-service BI

Budget Allocation

Enable your leadership
to make better, more
informed decisions

Count

Recommended Charts: Excel
recommends the most
suitable charts based on
patterns in your data.

Discover different ways
to visually represent
Flash Fill automatically
data
recognizes pattern from
list and proposes fill

Business
Intelligence

Develop Apps Using New Cloud App Model

Next Generation
Devices and Apps

Line-of-Business
Applications

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

Work across Office apps and
Office Web Apps

Lower IT costs and time
spent on deployment
and delivery
Reduce training costs
by leveraging familiar
Office UI

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

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

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).

Benefits

The Bing Maps app in Excel maps the
addresses highlighted

Manage app approvals and usage

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. BrandingUX

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… Search

Challenges: Data Complexity
What we give to search engines

What most search engines see
1234
away
come
contrastive
customize
for
fs14
how
optimizing
our
relevance (3)

should
simple
some
ss14
techniques
view (2)
what
when
with
you

Author:
Title:

victor poznanski
conf relevancy
sharepoint
Date:
9.4.9
Type:
ppt
Authority: 6
Anchor: SPC presentation
…

Challenges: Intent
SharePoint
Conference

Where is my talk for
the SharePoint
conference?
Are SharePoint
Conferences always
held at the same place?

There is rarely a single right answer
Different people have different intents
Query Rules help you handle intents

I wonder if there are
any presentations from
previous conferences

Customization

Search Quality ≡ Relevance

Query management tools
Relevance management tools

Configuration in the Conceptual Relevance Flow
Query:
BT network
quarterly
report

Search
Web Part

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

Query Processing
Thesaurus: BT  British Telecom
Best bets: BT Network  …/BTN.htm
Dynamic Reordering Rules:
Quarterly Report 
{prefer docs from
http://reports}
Query Rule:
{Terms} Quarterly Report 

Mixed Results for:
• BT Network best bet
• BT network quarterly report
• BT network
ContentType=reports

Engine

Document
Collection
For all queries:
Authorities:
Level 1: http://networks
Ranking model: {incorporate user
ratings}

The Quality Improvement Cycle
Identify the problem
queries

Diagnose the
problems

Deploy

Try to fix

Fixing the Problem: Core Tools
Authorities
Result
Source

• Identify important data hubs
• Scope or federate your searches

Fixing the Problem: New Tools

Simplicity

Control

Query Rules: Reformulate the query
Dynamic Reranking Rules: Reorder the
Results
Tuning Tool: Incrementally improve
existing ranking model

Custom Ranking Model: Build relevance
from ground zero

Authorities: SSA-level configuration

Takes ~24hrs to
propagate

Sites that are important

Sites with low intrinsic relevance

Authorities: Disconnected

Main Site:

Second Site:

Third Site:

Authorities: Connected

Setting an authority affects all sites connected through hyperlinks

Sites are weighted
by distance to
the authority

Authorities: Connected

1
0

Non-authorities do not
affect connected sites

Queries are Sent to Sources

Results from that source

User aims a query
at a source

Protocol/
Location

Query
Transformation
(scope restriction)

Scoping Your Queries with Result Sources

Scoping a Source II

User‟s original query

Restrict to this site

• Conditionally rewrite the query
• Conditionally federate to other sources

Query Rules: rewriting the query
E.g. for monthly report customer support,
• …results that might be monthly reports
• …from particular sites
• …with particular authors
• …and the most recent date

prefer:

Query Rules: conditional federation

GlaxoSmithKline 
bring results from the CRM vertical for this
customer
Benefits 
bring results from the HR vertical

Query Rules: conditions and actions

Query
Condition

Action

Query Rules: conditions and actions

PHRASE-BASED MATCHES
•
Exact match, beginning or end
•
Ad-hoc or term store dictionary

CURATED (BEST BET)
•
Show a promoted result

HISTORICAL (LOG-BASED) MATCHES
•
Is this query more likely aimed at the
following source…?

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

Reformulating a User Query I

monthly report customer support

customer support
site:http://reports/regular
contenttype=“MonthlyReport”

Query Rules are Associated with Sources

Results from that source +
Best Bets +
Result Blocks
User aims a query
at a source

Building a Rule (site settings)

Simple Search Verticals

Search Box
Sort Menu
Nav Entry (all are verticals)

Query Rules
Refiners

Results web part

Result source for this site

Item Templates

Federating Results in from a Vertical

Federating using More Likely Queries I

Federating using More Likely Queries II

Dynamic Reordering Rules
Dynamic Rules let you reorder results according to a set of
criteria

They are configured as part of a query

Result actions let you promote or demote results that match

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

Promotion and Demotion
promotion-to-top
promotion of 10

demotion-to-bottom
demotion of 10

You can Tune a Custom Ranking Model After…

How Can You Change Ranking?
Query: Ken Monthly

Title=“XBOX Monthly
report”
Type=ppt
Activity=2M clicks
Author=Ian Rankem
Rating = 5

ωrating
Transform (normalization)

Summary
Search quality is even better in this release

Manage intent diversity

Friendly tools for managing relevance

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
SharePoint
Group

Per
User
Method

•
•

Add users individually
to the resource
Set permissions per
user

•
•

Per
Directory Group

Add users to a
SharePoint group
Set permissions per
SharePoint group

•
•

Add users to a Directory
group (AD DS)
Set permissions per
Directory group

Pros

•

Struggling to think of
any these days…

•

Delegated admin and
can view membership

•

Lowest overhead
across site collections

Cons

•

Largest overhead to
maintain

•

May have to duplicate
across site collections

•

Requires centralized
management

Best
use:

•

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
Site Collection 1

Added
to

AD
group

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

Added
to

SP
group

Permissions
granted

Site

Site Collection 2
Added
to

SP
group

Permissions
granted

Site

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
Site Collection 1

Added
to

AD DS
group

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

Permissions
granted

Site

Site Collection 2
Permissions
granted

Site

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.

Clicking this link will
allow people to
„share‟ the site with
others

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

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
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

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

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

Finance

X

X

X

Teams
Legal

IT

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

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

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 (browseronly). 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.

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

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 2013
http://technet.microsoft.com/en-us/library/jj219771.aspx
• Define permission levels and groups in SharePoint 2013
http://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-serviceshelp/permission-levels-and-permissions-HA010100149.aspx
• Clarifying guidance on SharePoint Security Groups versus Active Directory
Domain Services Groups
http://blogs.msdn.com/b/kaevans/archive/2013/05/06/clarifyingguidance-on-sharepoint-security-groups-versus-active-directory-domainservices-groups.aspx
• Software boundaries and limits for SharePoint 2013
http://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
Teams Site Permissions
Group

Permission

Owners

Full Control

Members

Edit

Visitors

Read

Finance

Legal

IT

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

• 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…

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/Screenshot
s

•

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
Human
Resource
portals

Expense
reporting

Self-service
reporting,
financial
dashboards

Typical no-code solutions
Review and
approve
document
workflows

New-hire
orientation
sites

Structured
documents:
contracts,
RFPs, &
invoices

Ideation,
feedback, &
“suggestion
boxes”

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

The customization continuum
Customize
SharePoint
Out-of-the-Box
(sites, docs, lists, social)

Declarative
Capabilities
(Doc Sets,
Records, Search)

SharePoint
Composites
(Access App, BI,
Workflow, BCS)

Managed Code
(Apps, CSOM,
Reusable components)

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

• 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

 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

 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

Navigation
Title
Posts and replies
Description

 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

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

• 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
•
•

 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

 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

 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

 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

 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:

• 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

 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)

 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”

 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.

Microblogging feed flow
• User Generated

• System Generated

• 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

 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

 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

• 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

• 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

 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

 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

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

• Follow Document Entry
points
• Search
• Library

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

•
•
•
•
•

through TagProfile page

• 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

• 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

 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

SharePoint
Permissions
Worst Practices

290 | @bobbyschang | bobbyspworld.com

Why Worst Practices?

Rather Than a List of To-Do’s

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

What NOT To Do

And Scare You Share With You Its Consequences

Basic Overview

SharePoint Permissions

Permissions Fundamental
To Provide or Restrict Users
with Access to SharePoint Content

Inherited Permissions by Default
Site Collection

Site

Child Site

List / Library

Item

Site Collection

Site
Break Inheritance

Child Site

List / Library

Item

Permission Level
• Determines how much access a user has
• Most Commonly Used Permission Levels:
1. Contribute
o Target Audience = Team Members, Supervisors
o Create, Read, Update, Delete content
2. Read
o Target Audience = Visitors, Clients, Extended Team Members
o Read content
3. Full Control

o Target Audience = Site Administrators, Site Managers
o Create, Read, Update, Delete content
o “The Kitchen Sink”

Planning

Matters

Planning Matters

Do You Have a Permission Strategy?
Photo Credit – Matthew Keagle & Creative Commons

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

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

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

- 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

Governance Should Evolve as Your
SharePoint Platform Matures

Worst Practice

“Full Control” for Everyone

What You Can Do w/ Full Control
Create & 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.

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

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”)

It’s not that
you’re a control
freak

Thy requests must go through me …

Simply can’t have everyone
manage your site

Worst Practice

Assigning Permissions to Individual Users

How Will You Handle
• Team Growth
• Role Change for Existing Users:

– Expanded Responsibilities
– Rolling Off Project
– Promotions

• Onboarding New Employees
• Employee Departures

Real World Example

Where in the World is
Carmen Sandiego?

• 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

First, Assign Permissions to SharePoint Group

Then Add or Remove Users from the Group

For SP2013 Microsoft

recommends …

AD Group (Active Directory)

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

Worst Practice

Default Settings for SharePoint Groups

SharePoint Group Challenges
• Site Managers could be locked out
• Be Mindful of Default Settings when creating new

Group Owner Settings
Default -> the user who created group

ALWAYS assign a group as group owner

Preferably Site Collection Owner or Site Owner group

Membership Visibility Settings
Default -> only Group Members can view

Instead open membership list to everyone

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?

Worst Practice

Item Level Permissions

Item Level Permission
• Item = Document, List Item (e.g.: Calendar, Task, etc.)
• You can set permissions at the Item Level

Just because you can …
doesn’t mean you should

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

“Share” in SharePoint 2013
• Intuitive & Convenient
• Embraces social
• Great tie-in to other components

“Sharing” a File in 2013
Available via File Preview

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

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

*BONUS* Worst Practice

Fun with Limited Access

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
Limited Access

Contribute

Site

List / Library

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:
DeliverPoint by

ControlPoint 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

One is the loneliest number
Photo Credit - The Daily Journal

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

“The greatest accomplishment is not in never failing,
but in rising again after you fall” --Vince Lombardi
Photo Credit - Journal Communications, Inc.

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 /Proposal/Draft%20Copiesfrom%20Team…
/ProjectDocuments
http://mycompany.com/sites/TeamAlpha
/Project%20SOW
/MyPersonal%20Original%20Copies
/I%20Very%20Much%20Like%20Subfolders My%20Favorite%20Document.docx
/

Team
Alpha Site

Project
Document
Library

Project SOW
Proposal
Draft Copies from Team
My Personal Original Copies
I Very Much like Subfolders

My Favorite Document.docx

Reason # 1


A Linear Structure
• Requires drilling down to sub-folders
• Rigid structure leads to difficulty in finding content
• Can be inefficient during file upload
2

1

3
4

6

# of user clicks

5
7

Reason # 2


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