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The Power of SharePoint Mobile Web Solutions
- 1. Anthony Pham Product Support Manager KWizCom anthony@kwizcom.com @spappcenter
- 2. KWizCom Corporation • Founded in 2005 • Headquartered in Toronto • Global vendor of SharePoint Add-Ons • 5000+ customers worldwide
- 3. How Mobile Solutions Deliver Value • Reduce paperwork and overhead • Real-time information and business insight • Keep employees connected to the enterprise anywhere, anytime.
- 4. What’s new for mobile devices in SharePoint 2013? Optimized mobile browser experience Device channels SharePoint Mobile Apps Push notifications Location field type Business intelligence services Office Web Apps Yammer App http://technet.microsoft.com/en-us/library/fp161352.aspx
- 5. Classic viewFull screen UI
- 6. Contemporary view Renders in HTML5 Optimized for touch Supported by all major browsers Activate “Mobile Browser View” Differences between device resolutions can be problematic
- 7. Publishing sites only One site, many designs Requires customizations (Master page, layouts, CSS) Device Channels
- 8. Building your SharePoint Mobile Solution
- 9. Mobile Apps for SharePoint Pros SharePoint Apps developed for specific mobile device Runs as fast as the mobile device can support Interactive user interface Office Online and App store Cons Development Expensive Distribution/Approval through App or SharePoint store
- 10. Mobile Web for SharePoint Pros Easier to update and deploy Works in all the major browsers on your mobile devices Less Expensive No need to create different version for every platform Cons Need connection Access to device features
- 12. Helpdesk Timesheets Site Inspection Emergency Services Warehouse/Retail Inventory
- 13. Use Case 1: Effective timesheet reporting
- 15. Use Case 2:Managing Oil & Gas site inspections
- 17. Use Case 3: Warehouse/Retail Inventory
- 18. Warehouse & Retail Inventory Barcode Scan Inventory Lookup Add & Edit Items
- 19. Use Case 4: Emergency/Relief Services
- 20. Emergency & Aid Services Speech to Text Offline Previous Features
- 21. Help Desk Content sensitive design Task oriented design No coding
- 22. Task-Oriented Focused Interface Less is Better! The exact Actions that I Need!
- 24. 1
- 25. 2
- 26. 3
- 27. 4
- 28. 5
- 29. 6
- 30. What if we had a “Close Task” action? Single click!
- 33. Focused Interface Context-Sensitive Different Menus Different Fields Different Permissions Behave differently according to the current situation (context)
- 34. 34 At the office I can enjoy the “portal experience”
- 35. But when I am out of the office.. I don’t need our entire portal inside my smartphone!
- 36. I don’t need a long list of all the libraries and lists in my site!
- 37. I do Not need a Portal while I am on the road!
- 39. This challenge is not new.. Information Overload vs. Limited display size Limited time A “non-office” environment
- 40. Different menus based on situation
- 41. This field is disabled and I cannot edit it because I am not the task owner
- 42. Task-Oriented Easy to Use! Context -Sensitive +
- 43. Task-Oriented What mobile users need Context-Sensitive Less is Better! The exact Actions that I Need! Different Menus Different Fields Different Permissions
- 44. Security Mobile device management (MDM) software can address security concerns by protecting your data with a comprehensive set of access control and data protection capabilities.
- 45. Key Takeaways How Mobile solutions deliver value? – real-time information and business insight, reduce paperwork/overhead, and keep employees connected to the enterprise anywhere, anytime. What features do SharePoint Mobile Web solutions offer? – Offline, Repeating Rows, Barcode scanning, Image Annotation, Geotagging, Speech to Text, Inventory, Task Oriented and Content sensitive UI and No coding SharePoint Mobile Web Solutions – Helpdesk, Timesheets, Emergency/Relief services, Site inspection, Warehouse Inventory and more! Security – Mobile device management (MDM) software can address security concerns
- 46. Key Takeaways Task-Oriented Easy to Use! Context -Sensitive +
- 47. Resources SharePoint 2013 Mobile features http://www.cio.com/article/2384729/enterprise-software/how-to-make-sharepoint-2013-more-mobile.html Responsive Frameworks for SharePoint http://jquerymobile.com/ Mobile device management http://www.microsoft.com/en-us/server-cloud/products/enterprise-mobility-suite/ Task Oriented & Content sensitive Mobile interface http://kwizcom.com/sharepoint-add-ons/sharepoint-mobile-extensions/overview/
- 48. Anthony Pham Product Support Manager KWizCom anthony@kwizcom.com @spappcenter
- 50. Thank you! Toronto Enterprise Collaboration User Group Change Management, Governance, SharePoint, Office 365, Yammer, PowerBI, etc http://www.meetup.com/TSPBUG/ Toronto SharePoint Business Users Group http://www.meetup.com/TorontoSPUG/ Saturday July 9, 2016 See you next year!
Editor's Notes
- SharePoint’s phenomenal success lies in its amazing flexibility to be extended and customized to meet your needs. Out of the box it offers a wealth of features that get your started. Such as Team sites for collaboration, web publishing features for public sites and mobile views just to name a few. Today I will discuss how using mobile web solutions on top of SharePoint can transform your business. You can leverage rich HTML5 web features and flexible frameworks such as JQUERY mobile to implement such mobile solutions such as timesheets, On-site inspections forms, Warehouse/retail inventory, Emergency services and Helpdesk.
- KWizCom Corporation • Headquartered in Toronto • One of the top vendors of SharePoint Add-Ons • 5000+ customers worldwide • 50+ products & add-ons for SharePoint on premise and cloud environments Each product solves a SharePoint challenge • Let’s all be in agreement, we all faced a few SharePoint challenges! The challenge I want to discuss with you today, is if you had an idea for a mobile solutions that would be beneficial to your organization, could you implement it on SharePoint? What SharePoint mobile solutions are possible?
- How mobile solutions deliver value In our personal lives, we use mobile solutions to simplify and organize our day-to-day routines. We have mobile solutions to budget spending (work orders forms with calculations), set reminders (notification feature or workflow), create lists, or schedule appointments. We share experiences and information instantly (SP Permissions and Yammer), and perform many efficient tasks all from our mobile devices. Why not do the same for enterprise business? Especially for any employee who works out in the field and away from the office. Such as on-site field engineers, sales and marketing, farmers, surveyors, couriers, ETC. (Is anyone in these fields or knows someone who works in a field I didn’t mention? Great, then I have some helpful SharePoint mobile solutions I will show you later on.)
- Before I discuss SharePoint mobile web solutions, it is important to know about the OOTB mobile features and other alternatives. SharePoint 2013 offers the following new mobile features. I will briefly go over these features; however I will be focusing on the first 3 mobile features for this presentation because they handle the mobile UX. For a full detail list of features, they are outlined in TechNet and on my resource slide.
- Classic view This view renders in HTML format, or similar markup languages (CHTML, WML, and so on), and provides backward compatibility for mobile browsers that cannot render in the new contemporary view. The classic experience in SharePoint 2013 is identical to the mobile browser experience of SharePoint Server 2010. Full screen UI = desktop view of a SharePoint site
- Contemporary view This view offers an optimized mobile browser experience to users and renders in HTML5 This view is available and supported by all the major internet browsers. This view is very easy to implement if you just need a mobile browsing UX to access lists and library. However most mobile users need more than that.
- Thankfully there is the device channel feature in SharePoint 2013. Browsing the web on a mobile device is now so common that it is essential that a SharePoint mobile sites should be optimized for readability and ease of use on all mobile devices. Previous versions of SharePoint Server included a single default mobile view that was auto-generated based on the existing site, and that default mobile view was not easily customizable. Now, with mobile channels in SharePoint Server 2013, you can render a single publishing site in multiple ways by using different designs that target different devices. You create a single site and author the content in it a single time. Then, that site and content can be mapped to use different master pages, page layouts, and style sheets for a specific device or group of devices. Your tablet can have another layout with different images than your smartphone. These OOTB feature do help you get started with a mobile solution, however it does not come near ready to meet most user’s requirements that we are all familiar with from using mobile devices in our personal lives. I need access to my mobile camera and picture library to attach images to my list items. Mobile access is great but the solution is useless if I am not connected. Where is the my offline features? It takes me too long to complete tasks and navigate in these mobile pages. I just want to complete task quickly and show only data that is relevant to me. Like when I using apps on my mobile device for personal use. I want SharePoint to do all these things!
- You certainly can have those features by building mobile solutions on top of SharePoint with custom development or just buying an available mobile solution from a vendor. There are some really helpful products on the marketplace. If your organization has decided to build their own mobile SharePoint solution, then the first decision is whether SharePoint's native mobile capabilities meets your requirements. If not, the next decision is whether to build a mobile app for SharePoint, or create a mobile browser version of your SharePoint site that works in all the major browsers on your mobile devices. There are also several other aspects to consider before deciding which I outlined in this chart. There are advantages and disadvantages to either approach.
- Typically native apps are faster and integrate more easily with the device's file system, camera, hand gestures and you can work offline.
- The advantages of a mobile website are that they are much easier to update and deploy, as there is no need to create multiple versions for all the different device platforms, so it is less expensive to maintain than an app. Also with advances in HTML5 and JQUERY Mobile framework, have allow Mobile web solutions to offer Offline features and rich interfaces which were previously exclusive to apps. In my demo presentation, I will show you some use cases how these features are used.
- One of my favorite frameworks is JQUERY mobile which allows you to build responsive mobile sites.
- These SharePoint Mobile web solutions are powerful and can transform your business. They leverage rich features and frameworks from HTML5, CSS3, JavaScript and JQUERY mobile framework. Such as: -Local storage for offline activities -Speech to text Access to mobile device features such as: -Geotagging -Camera for photo and videos -Barcode scanning -customizable drop down fields -repeating row tables These feature can then be integrated into SharePoint mobile pages for use cases such as: -helpdesk -site inspection -Emergency/relief services -timesheets -warehouse inventory
- Case study Intro: Field staff often need to fill in manual timesheets at the end of the day or week to record the work they performed. Doing this with paper and spreadsheets can quickly become a labor-intensive routine: reviewing, copying, and organizing piles of information collected in the field. In between each of these stages of data collection, there's extra time spent on communication and data delivery between the field and the office. Basic form solutions for mobile devices, or even Excel spreadsheets, can replace the paper, but they don't help with the whole business process and often result in extra work themselves. Data collection was consuming too much of their time and resources, slowing business processes and filling employees' days with hours of data review and copying. Use SharePoint Mobile web solutions for mobile timesheets because it is not just a digital solution for paper forms; it's a way to automate your entire business process. This solution will timesheet submission efficiency with the help of the following features:
- Repeating rows Many simple forms solutions only support flat data without repeating or nested fields. Repeating rows or nested fields, can be a table of fields within forms that grow dynamically as you add information. From Timesheets, Expenses forms, parts lists to sales orders, this type of data structure is critical for any data entry that has variable items. This field type also lets you interact with that data in real time. Instead of entering basic information and processing it later. You can configure dynamic summary calculated fields instantly as you add more items. For example, you can add up the total working hours or add up items in a sales order and view the total directly on the form, or combine two words together in a separate field instead of having to process this data afterwards. Look for this feature to save follow-up and processing time on your mobile solution. Signature Timesheets submitted directly from field technicians’ mobile devices reduce paperwork of verifying handwritten signatures. The signature is saved as an image, added as an attachment to the timesheet list item. Logs Using logs makes it easy find records and verify hours submitted by mobile teams. The data published to a SharePoint list after you submitted your timesheets. If you need to edit any records you can pull up a existing record make some edits and save again. Instantly synchronizing with data on your SharePoint list. Paper and spreadsheets are no longer necessary for data collection in the field; rather, it can be streamlined with SharePoint mobile web solutions which leverage the components I just outline. This eliminate hours of data entry, looking for lost paperwork, or verifying handwritten info and signatures. Benefits In a fast-paced environments, field workers need to make changes and updates to their forms quickly and efficiently. This SharePoint mobile timesheet solution allows for fast changes to be made and sending data straight to your SharePoint list or library(from here you can leverage all of SharePoint’s services like workflows, printing, data views, BI reports). Field workers from manufacturers to road building and construction can save hours of overhead and greatly improved time reporting accuracy with SharePoint Mobile timesheet forms.
- Global demand for oil and gas resources has lead to stricter regulations to prevent disasters like pipe leaks or industrial accidents from poorly maintain facilities. Better standards and operational excellence can be achieve with help of SharePoint mobility web solutions. Managing oil and gas operations, with dispersed teams and assets in remote areas, requires careful information management in the field. This can be delivered with flexible mobile web pages which collects data on the field and connects directly into SharePoint for streamlining business processes for remote site inspections Increase Efficiency Reduce lost paperwork, delays and information gaps by gathering critical, real-time information from remote locations on mobile devices. Provide mobile access to corporate information so that employees can stay productive wherever they are. Maximize Safety and Compliance Improve public and environmental safety and compliance by collecting accurate data about spills and releases. Provide offline mobile access to the latest procedures and forms, and create a searchable audit trail of daily operations. Reduce Operating Costs With high quality data and real-time visibility into operations, you can reduce the costs of exploration, inspections, construction, and other processes. Reduce administrative overhead by eliminating paper forms and spreadsheets for gathering information. This solution will increase data collection efficiency with the help of the following features:
- GPS/Time verification Using GPS stamps on a tablet or smartphone allow users to immediately submit accurate location information with GPS validation. This gives management deeper insight into field operations, improves transparency for key stakeholders, and improves accountability for staff. Image annotation You take pictures with your mobile device camera or import a image from your image library. If you want to highlight something of interest or make some edits, you can certainly do so with this SharePoint mobile web solution. Save and submit the inspection form and all data will be sent to SharePoint. Offline Data collected field workers at remotes sites with poor connectivity can be saved locally on their mobile device first and then be sent automatically to SharePoint when they are back online. Benefits By capturing real-time data at a remote site and being alerted to actionable issues, you can ensure that procedure were executed correctly, reduce overhead, and create a valuable audit trail for the site inspection. Data fields and images collected by field workers at remotes sites with poor connectivity can be saved locally on their mobile device first and then be sent automatically to SharePoint when they are back online.
- Allowing employees to access the information when and where they want it can be a challenge. A warehouse management system can be complex and expensive with all the equipment that comes along with it. When shopping at Vaughan mills or in Orlando this summer, I still see workers doing stock and inventory checks on their clipboard. I asked one worker if they had a particular baby shoe in stock. He told me he didn’t know because they don’t have an inventory system.
- Barcode & QR Code scanner Barcode scanning or possible, fingerprint or retina scanning (when API libraries are released) with the built in mobile device technology can be incorporated into your SharePoint mobile solution and allows. Lookup inventory items This improve the efficiency of merchandising activities as well as inventory and sales orders with using the barcode scanner to lookup items. Keep better track of items to improve accountability and eliminate time spent looking for lost or stolen items. Inventory items can pull from a SharePoint list based on the barcode or QR code. Add and edit items Quickly add items by scanning them or lookup the item and edit it directly in SharePoint. Benefits Keep better track of materials, reduce losses and speed up job costing by scanning parts and materials used on every service call. With the emergence of the internet of things were most common devices are connected to the internet. The built-in device technology can be incorporated into SharePoint mobile web solutions just like this warehouse/retail inventory example. Barcode scanning and QR-Code reading built-in your mobile device technology can be incorporated into your SharePoint mobile web solution.
- Traditionally, emergency/relief service workers of non-profits descend crisis zones collecting details about the number of family members, their ages and other relevant data. In the past the data is handwritten and the information is ultimately used to determine how much food, medicine and other emergency supplies are needed. This registration process is crucial for identifying those individuals who are at risk or have special needs. However time and resources are very limited in crisis situations. It is reasonable to expect that the need to provide assistance quickly will take priority. I’m sure you are all aware of the refugee crisis going on in Europe. So for this use case, I tried to combined all the mobile feature benefits in the previous examples into this one such as:
- Offline Often times crisis zones are in locations where their isn’t good internet. The offline feature allows relief workers to record data and save it to the local storage. Once an internet connection is available, the store data will be automatically sent to SharePoint. Speech to text Speech recognition allows Field workers can capture their narrative via dictation. Using speech recognition with combination or traditional document methods improve the speed and accuracy of documentation, reduce transcription costs, and improve productivity due to more complete documentation and allows the worker to focus more on the task at hand like spending more time with patients or refugees. Solution Once refugees have been registered, can be issued documentation and identification cards with barcodes to receive aid. They then then go to aid distribution center, submit their identification card to be scanned and this pulls up all their information that was recorded. As well as history of aid they have consumed. Saving money in these administrative activities can help distribute it to other needed much areas such as more supplies and better facilities. Benefits Using SharePoint web pages on any mobile phone device could cut registration-related costs and avoid such challenges as: -all challenges mentioned in my previous demos -These mobile registration solution can be used in locations where there is abundant internet connectivity. -Avoid duplicate registrations with other NGOs. The data collected from one can be easily shared and collaborated with other agencies so there is no duplications.
- For our last use case. I recommend after you done a thorough requirement analysis of your mobile requirements, you should examine 3rd party mobile solutions on the market as a possible solution. If there is a solution on the market place that that meets all or most of your requirements you should do your due diligence and should evaluate it before you consider buying it. This helpdesk mobile page was created using KWizCom Mobile. No coding was involved. Which makes it very user friendly for any SharePoint user to create mobile solutions. Here's are some features that are highlighted: Content sensitive design Task oriented design No coding
- Task-Oriented mobile interfaces display EXACTLY what mobile need to perform their business activities quickly. As showed here, this is done with custom menu that automate actions with a single click of a button. A focused interface that displays less and shows only relevant list/libraries and actions.
- Go to my task items
- View my item
- Open edit menu
- Click on edit
- Fill out required fields
- It took me at least 6 clicks and a couple of posts backs to close a task. There has to be an easier and faster way to accomplish such tasks especially when I am on the road and face all those challenges which I mentioned. Thankfully with a mobile strategy in place there is a way to increase mobile user productivity and efficiency.
- there is an easier way to close a task on your mobile device with less actions. All the actions involved in closing that task could be automated by a single click of this button. It will implement a workflow that will automate all those actions. You can achieve this by creating a custom action menu and action buttons. Customized menus, relevant to their business activity Less fields to update, less page refreshes Easier, user-friendly UX
- DEMO: KPI buttons Here is a support helpdesk mobile page that has a task orienting interface. I have a kpi section to display my helpdesk performance, I have another action menu section where I have a collection of custom buttons. These actions may redirect me to some lists or pages. These actions can also implement some native mobile device features like calling a predefined support number or launch a new Email message. Other buttons like open or close ticket can also trigger workflows like updating certain fields in a list. These actions actually save me alot of time because I don't have to open the list and manually updating the data. I can do many things in one shot. This avoids all the page refreshes, scrolling and data entry. Finally there is a section which displays some list which are relevant to me. Rather than all lists and libraries. The interface is focused and it only displays what is relevant to the task at hand.
- Task-Oriented interfaces make tasks, not information, the primary unit of interaction. For example, I would design my Task-Oriented SharePoint pages to display EXACTLY what I need instead of showing me everything. This will allow mobile users to perform their business activities quickly and not be bothered with irrelevant list/libraries in the display.
- Context-sensitive interface: Displays content according to the current situation. The logic behind the interface will know: -Who I am: - The current situation -State of the current record -What Type of information should be displayed (show 2 screen shots of mobile devices. One with me logged in with the 2 fields disabled. The other with the task owner with the fields editable) As you can see the mobile content-sensitive interface recognizes who I am and disable/enables the relevant fields. (arrows to phones pics)
- At the office I can enjoy the “portal experience”
- But when I am out of the office I don’t need our entire portal inside my smartphone!
- I don’t need a long list of all the libraries and lists in my site! Most of them I don’t need to see. Where is my sales dashboard?? I just need see lists and menus options that are relevant to the tasks at hand.
- I do Not need a Portal while I am on the road!
- I need to be shown exactly what I need to accomplish my tasks! This will allow me to access data more efficient and allows me to be more productive
- This challenge is not new. We are often presented with too much information on our display that it is considered information overload. This prevents us from working efficiently and productively. Compare this with Limited display size, Limited time, A “non-office” environment. Have you ever been in a situation where had limited time and connectivity to get tasks done quickly on your mobile device? Of course! At the airport terminal about to board a plane, after a conference meeting, on site performing a task. What can we do about it?
- I also need my mobile interface to be smart. It should behave differently according to the current situation. Here in the first screen shot is my task list with active task view. It displays a set meu edit options based on the active task view. If I go to another view displayed a new set of menu edit options are displayed for the same users. The menu edit options change based on context and logic.
- In this screen shot, this task item is assigned to a support engineer. If I try to edit it the field will be disabled because the interface knows only the owner can change this field. signed to this task item, the assigned to and completed field should be disabled to me. As compared to the task owner.
- Mobile users need different things while on the road compared to in the office. Users need to see the exact information and actions to perform their business tasks while they are on the go. When you are on the road, time is precious. Ex: You need to catch a flight, you are preparing for a meeting and need updated information or you are at a conference presenting to attendees. You can't afford to spend time with page refreshes, scrolling long lists. Basically, everything that you take for granted as being very fast at the office with your SharePoint Portal. But when you are using a small and limited mobile device it takes more time and it quite annoying. Has anyone tried to do a expense report form on their mobile device or any long form. Its a pain in the butt. The solution is we need to design smart, focused interfaces that allow mobile users to work efficiently and productively. From my experience implementing mobile solutions for organizations, it is helpful to design Context-sensitive and Task Oriented Interfaces as part of your mobile strategy.
- As mentioned previously, when I am out of the office. I have a small display screen and limited bandwidth. I don’t need my entire SharePoint portal inside my Smart Phone. I only want information and actions relevant to the task at hand to be displayed. Mobile users need a smart and focused interface to accomplish this. A Content-Sensitive and task oriented design for mobile interfaces will be helpful. It should have the following characteristics…( bullets) This will allow your mobile users to have: -Less data entry, less mistakes -Less page post-backs Faster update time
- Mobile device management (MDM) software can address security concerns by protecting your data with a comprehensive set of access control and data protection capabilities. MS offer is Enterprise mobility suite which address such issues as What happens if a mobile device is lost or stolen? Are you able to secure your data or wipe the device remotely if you need to? What if a malicious app tries to access corporate content? How do you prevent sensitive data from being shared? How do you control who has access to what?
- In conclusion here are some key takeaways. Task oriented and content sensitive interfaces are focused and easy to use. They allow your mobile users to work more efficiently and productively.
- (Hello my name is Anthony and welcome to my session today. (press submit to Email) This is a simple example where I leveraged web technologies like Speech to Text and integrated them into my SharePoint Mobile web solution.) Thank everyone for attending my session today. My name is Anthony Pham –Product Support Manager - KwizCom – Email. Today, I wanted to show you some examples some web technologies and why you should use them in your SharePoint mobile web solutions. SharePoint’s phenomenal success lies in its amazing flexibility to be extended and customized to meet your needs. Out of the box it offers a wealth of features that get your started. Such as Team sites for collaboration, web publishing features for public sites and mobile views just to name a few. Today I will discuss how using mobile web solutions on top of SharePoint can transform your business. You can leverage rich HTML5 web features and flexible frameworks such as JQUERY mobile to implement such mobile solutions such as timesheets, On-site inspections forms, Warehouse/retail inventory, Emergency services and Helpdesk.