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Essentials for the SharePoint Power User
SPTechConSan Francisco 2016
Drew Madelung
Email : [email protected]
Twitter : @dmadelung
Website: drewmadelung.com
Technical Architect – SharePoint & Office 365
How to speak SharePoint
Security
Demos, Demos & more Demos
Content & Metadata
Essentials for the SharePoint Power User
SPTechConSan Francisco 2016
Search
“If you ask 10 people to define
SharePoint, you’re likely to get ten
different answers”
Reference
Power Users are essentialfor SharePoint adoption
Power User vs Administrators
Power Users• Works with…
• Sites
• Security
• Content
• Lists & Libraries
• Pages
• Metadata
• Look & Feel
• Workflows
• Business process
Administrators• Works with…
• Servers
• Farm
• Database
• Services
• Web applications
• Active Directory
• Enterprise settings
• 3rd party setup
• Roles could be spread across a team
Architecture
How to Speak SharePoint
Web Application
Farm
Site Collection
Library & Lists
Sub site
https://intranet.com/sites/HR
https://intranet.com
https://intranet.com/sites/HR/lists/contacts
https://intranet.com/sites/HR/team
Document Library
How to Speak SharePoint
List
Content Type
Columns
View
Web Part
Master Page
Page Layout
SharePoint Group
Permission Level
SharePoint Workflows
SharePoint Designer
CONGRATULATIONS!
You have passed level 1 of how to speak SharePoint
Online or On-Premises?
Core power user functionality is not different
Online will require keeping pace with new features
Let’s talk Security
Site
Collection
Site
Library, List
Item,
Document,
Folder
Permission
Level
Full Control
Edit
Contribute
Read
View Only
Approve
Design
Create your own!
User or Group SharePoint Object
3 things make up SharePoint Security
Security is based on inheritance
Site
Collection
Site
Library, List
Item,
Document,
Folder
Site
Collection
Site
Library, List
Item,
Document,
Folder
Unbroken Inheritance Broken Inheritance
Groups & Broken Inheritance
Site
Collection
Site
Library, List
Item,
Document,
Folder
Group members do not change through broken inheritance
Members Owners
Owners
Once in a group, access applied wherever that group is
Deleting a group, deletes the whole group
Security info & advice
Start with an open permission model and restrict when needed
Permissions can be applied at a Site, Library/List, or Folder/Item level
Try to not break permissions unless you need to
When users with manage permissions share content, inheritance is broken
Using Active Directory groups for larger groups could be easier to manage
SharePoint groups are available across the whole site collection
SharePoint Groups & Permission levels do NOT cross site collections
SecurityDemo!
Content Types & Columns
Project
Document
Document
Type
Project
Number
Client
Invoice
Document
Document
Type
Finance
Team
IT
Document
Document
Type
IT Team
Content Types
Site Columns
Content Types
Document
Organization
Document
Project
Document
Finance
Document
Invoice
Document
IT Document
Infrastructure
Document
Content Types are
based on inheritance
Site Columns vs List Columns
• Created when creating a column directly
on a list or library
• Cannot be reused
• Easy to create and customize
Site Column List Column
• Created at the site level via “Site Columns”
• Available in all list, libraries, and subsites
• Centralized data
• Requires extended rights
• Requires planning
• Created when Content Type Hub used
Managed Metadata (column type)
Manage your metadata outside of the column structure
Groups, Term Sets, & Terms
Hierarchy of terms
Labels
• (SOW = Statement of Work)
Content Types & Columns info & advice
Don’t modify/delete default site columns
Use site columns for reuse across a site or site collection when possible
Once a content type is associated with a library/list it can be modified there
Use the right column type for the job
List & Column validation can be handy
A Content Type Hub can be used to have centralized content types
Create columns without spaces then add them (like libraries/lists) for good internal field name
Content Type & Column Demo
Search
SharePoint search will never be like Google search
Involve end users
Content is search driven using metadata
Use Search web parts to make intelligent sites
Search
Enterprise Search vs Site Search
Site search page cannot be modified - osssearchresults.aspx
Enterprise search pages can be modified – results.aspx
Customize your search settings to: • Set new search center URL
• Set custom search results page (build your own!)
• Set search navigation
Crawled Properties & Managed Properties
• Created when a crawl is ran
• No control
• Useless against queries
• Only stores information collected by crawl
• Must have data to be crawled
ManagedCrawled
• Mapped to one or more crawled properties
• Site & managed metadata columns become
managed properties automatically
• Determines look/feel within search results
• Have properties that define usability like
sorting and refining
Managed via Search Schema
Search Schema & Managed Properties
Search Queries
Keyword Operators
TermA TermB Implicit AND between each term
“TermA TermB” Must match exact phrase
TermA OR TermB Items with either term are returned
Term* Items starting with entered characters up to wildcard
TermA NOT TermB Any items containing trailing term are excluded
Built using Keyword Query Language (KQL)
Property Queries - ManagedProperty | Operator | PropertyValue
Filextension=docx Only files with the extension of docx
Author:”Drew Madelung” Files created by “drew”
Created>2016-11-16 Items created after 11/16/2016
-tile:test Excludes results that include the word test
KQL Syntax Reference https://msdn.microsoft.com/en-us/library/office/ee558911.aspx
Content Search Web Part
Compared to Content Query Web Part, but better
Can display items from anywhere in SharePoint
Built with Search Query + Display Template
Display Templates
• Located in: “~sitecollection/+catalogs/masterpage/Display Templates”
• Utilizes HTML and Javascript
• .js file automatically built2 different display templates used per web part
Reference - https://cann0nf0dder.wordpress.com/2013/02/20/content-search-webpart-and-display-templates
Search info and advice
Use Content Search Web Parts in place of Content Query
Don’t customize the default display templates
Lots of display templates available online to start
Use the “Refinable” managed properties for mapping in Office 365
Utilize search for people results
Search results will not appear until after a crawl (really fun waiting in Office 365)
Don’t hardcode in query when possible
Query variables are your friend -> ex… {QueryString.parametername} or {User.property}
One More Demo!
One More Demo!
Drew’s Random Tips From the Field
• You can filter views using [Me] and [Today]
• Put your scripts into a file and reference them via a content editor web part
• Take advantage of calculated columns and list validation
• When editing a view, if there is a web part on another page it will NOT update that web part
• If you modify a view within a web part it will only be done within that web part
• There is a hidden User information list on each site collection
• Use SP groups to audience target web parts
• JSLink for web parts (not available in modern experiences)
• Put your scripts into a file and reference them via a content editor web part
What to do when you leave
• If you’re an admin….FIND some power users
• Set up a power user meeting and then meet regularly
• Build a community with other power users to exchange tips and tricks
• Set up a plan to have power users involved in the support process
• Review your current permissions & content type setup
• xxxx
Help Contribute & Stay Informed!
Microsoft Tech Communityhttps://techcommunity.microsoft.com
Office 365 Roadmaphttps://fasttrack.microsoft.com/roadmap
Office Blogshttps://blogs.office.com/
Office 365 Admin Center – Message Centerhttps://portal.office.com/AdminPortal
Books
Search Queries Explained – Mikael Svensonhttps://www.amazon.com/SharePoint-Search-Queries-Explained-writing-ebook/dp/B00RO84UBQ/ref=asap_bc?ie=UTF8
Office 365 for IT Proshttp://exchangeserverpro.com/ebooks/office-365-for-it-pros
Questions?Email: [email protected]
Twitter: @dmadelung
Website: drewmadelung.com
Slides: http://bit.ly/DrewSlides
Essentials for the SharePoint Power User
SPTechConSan Francisco 2016
