1. Scott Shearer Haystax Technology

2.  SharePoint Evangelist and Consultant for Haystax Technology  Based in Tysons Corner, VA  Done everything from System Administration to C# development to helpdesk  CPA  Former Stock Broker  Former Certified Financial Planner (CFP)  Past Certifications Held: MCSE, MCSD, MCDBA, MCT, CNE  Conference Speaker

4.  IT Consulting firm based in Reston, VA  Threat Detection and Analysis  Cloud Technologies  SharePoint consulting, “development”, training  US Government and commercial customers

5. User Adoption Governance Concepts SharePoint Security List and Library Features and Maintenance Out-of-the-Box and Custom Content Types Out-of-the-Box SharePoint Workflows SharePoint Designer Workflows And more…

6.  SCA  Site Owner  Anyone with Full Control Permission  Required Skills? ◦ Technical Skills ◦ Non-Technical Skills

8.  The first rule of presenting SharePoint to end users and management is…..

9.  NEVER TALK ABOUT SHAREPOINT

10.  Users don’t care about SharePoint ◦ They care about solutions that help them get their job done ◦ “What’s in it for me?”  People hate change and you represent change

11.  Give your End Users a reason to be interested ◦ Simple, concrete examples of how SharePoint can:  Save time  Reduce hassles  Automate manual processes  Do not use technical terms unless absolutely necessary ◦ Use terminology that they understand  “Action Item Tracker” vs task list

12.  Get Management Buy-in  Roll-out SharePoint one app at a time ◦ Resist the temptation to heavily customize the user interface ◦ No “Big Bang” Delpoyments  Usually not what they needed delivered too late

13.  Demo what you want them to understand ◦ Don’t try to explain versioning with PowerPoint alone  SLOW DOWN in your demo ◦ SharePoint is new to your audience ◦ Quickly clicking all around the screen serves to confuse rather than inform ◦ You don’t need to show every SharePoint feature  Don’t talk about SharePoint Features ◦ Talk about solutions

14.  ENTHUSIASISM IS COMMUNICABLE!

15.  Identify the power users in each office and spend your time with them  Show users what they need to know when they need to know it ◦ “Just in Time Training”  If you use “out of the box” solutions, need for training is minimized  Make use of online resources  Short Specific Videos

16.  Embrace Governance ◦ Describes the rules of the road for operating in your SharePoint environment ◦ It is for your convenience and protection  Governance document should be brief and up to date  A written policy approved by management that details ◦ criteria for creating site collections and subsites ◦ who can be a site admin ◦ Support policy ◦ Security policy

17.  Archive and/or delete site collections that are inactive for a specified period of time ◦ Don’t keep project oriented sites around when the project is through

18.  Creating a subsite  A tour of Site Settings  Demo

19.  Never create a site when a list, library or page will meet the requirement ◦ When a user asks for a new site, ask some questions  Keep the site structure wide rather than deep ◦ New site collections are free – don’t be afraid to create them  If your subsite will not inherit permissions from the parent site, consider creating a new site collection

20.  Demo

22.  Keep it simple!  Security starts at the top and “trickles down”  “Securable Objects” in SharePoint ◦ Top Level Site ◦ Sub Site ◦ List or Library ◦ Folder ◦ Item/Document  By default, security is inherited from parent ◦ List inherits permissions from the site

23.  Permissions can be assigned to: ◦ SharePoint Group (my preference)  Active Directory Groups can be members ◦ Directly to an individual (noooo!) ◦ Directly to an Active Directory Group  Occasions where permissions are assigned to anything other than a SharePoint group should be rare ◦ Site can quickly become unmanageable ◦ Troubleshooting and managing permissions issues becomes much more difficult

24.  Put a process in place for adding/removing users from SharePoint Groups ◦ Unless you are the data owner, you should not be deciding who does/does not have access

25.  Members ◦ “Contribute” or “Edit” access to the site  Visitors ◦ “Read” access to the site  Owners ◦ “Full Control” permission

26.  In most cases, the “out of the box” SharePoint groups are all that you’ll need ◦ Groups can be reused  Common groups to add: ◦ Approvers ◦ Special purpose group specific to a list

27.  Creating Groups

28.  Allows access to style library and masterpage gallery and other resources at the top level  All Authenticated Users are members by default ◦ Do Not Remove!

29.  Do not alter permissions granted to the system account ◦ Permissions cannot be recreated without doing a restore of the site

30.  Related to breaking inheritance ◦ Allows user to navigate to the object where they have been assigned permissions  Do Not Alter ◦ Users may lose permissions that had been assigned to them

31.  Use the following link: Use the following link: ◦ http://servername/_layouts/people.aspx?Members hipGroupId=0&FilterField1=ContentType&FilterValu e1=Person http://servername/_layouts/people.aspx?Members hipGroupId=0&FilterField1=ContentType&FilterValu e1=Person  User can be removed from site collection here

32.  SCA is the administrator of the entire site collection ◦ Can view/edit/delete all data everywhere in the site collection ◦ Has “full control” everywhere in the site collection ◦ Permissions cannot be limited ◦ Not a group  SCAs are added/removed in site settings at the top level site

33.  Refers to: ◦ A member of the Site Owners Group ◦ A member of any group that has “Full Control” permission ◦ An individual who has had Full Control permissions directly assigned to them  Administrator of a single site  Site Owner permissions can be removed from objects within their own site ◦ A site owners access can be removed from a list within their own site

34.  Manage Site Collection Features  Upload and activate solutions  Create site and list templates  Perform “Site Collection Administration tasks under site settings (top level)  Remove a user from a site collection

35.  Object no longer inherits permissions from parent  Increases administrative overhead  Performance hit  If you find yourself frequently breaking inheritance, consider creating a new site collection  If you get confused, re-inherit and start over

36.  Breaking Inheritance

37.  Permission Levels are a way to group more granular permissions  Created at the top level in a site collection  Default Permission Levels ◦ Don’t customize default permission levels  Custom Permission Levels

39.  Security set on ◦ Each row of data ◦ Each Document  Out of the Box Method ◦ Advanced list settings ◦ Not available for libraries  Manual  Designer Workflow ◦ The security scope limit is 50,000 per list

40.  Item Level Security

43.  A tour of List/Library Settings

44.  What is a Site Column?  What is a Content Type?  Why use Content Types?  Content Types and Workflows  Demo

45.  Reusable pre-defined column ◦ Out of the box site columns ◦ Custom Site Columns ◦ Updating the Site Column pushed update everywhere it is used  Stored in the Site Column Gallery  Use as list and library columns  Used in Content Types  Visible on the site where they are created and any sub site below

46.  Never ◦ Change an Out of the Box Site Column ◦ Delete an Out of the Box Site Column  Danger ◦ “Update list columns based on this site column”  Demo – Out of the Box Site Columns ◦ View Gallery ◦ Creating a Site Column ◦ Add Site Column to list

47.  A Content Type is a template for content stored in a list or library  All lists and libraries use content types  All content types inherit properties from another content type ◦ All Content Types are based on another content type  Reusable (current site and below)  Update all instances of Content Type at one time  Components of a Content Type ◦ Site columns ◦ Other properties (associated workflows, policies, Office templates, etc.)

48.  Never ◦ Change an out of the Box Content Type ◦ Delete an Out of the Box Content Type  Danger ◦ “Update all content types inheriting from this type”  Demo – Out of the Box Content Types ◦ View Gallery  Demo – Creating a Content Types ◦ Supply Request Content Type ◦ Add to list

49.  Demo

50. ◦ Build Office Supply Request Content Type  Demo ◦ Build a document library using multiple Content Types and a workflow ◦ Re-use content type on sub site

51.  Allows for a standard way to record a given type of data  Allows for slightly different types of data to be stored in a single list  Allows for reuse  Allows for easy updates  Allows for standard policies  Allows for standard workflows

52.  “Out of the Box” Workflows  SharePoint Designer Workflows  Visual Studio Workflows

62.  Creating solutions using “out of the box” components an Designer workflows  “Don’t write code unless you have to write code”

63.  SharePoint 2013/2016/Office 365 feature ◦ SharePoint is used to surface SQL Server data ◦ MS Access is the development environment  Components ◦ MS Access is used to  Create web forms, macros tables and views  SQL Server is used to store data  Data is accessed in SharePoint via web forms  Requires server side configuration

64.  Demo

65.  Office Integration  Office Groups vs Team Sites  BCS  One Drive for Business  BI Components  SQL Server Integration Services  JavaScript Customizations ◦ SPServices (Marc Anderson)

66. @ScottJShearer on Twitter scott.shearer@live.com http://spconcierge.wordpress.com