1. Survival Skills for the Site Collection Administrator and Site Owner
Scott Shearer
SharePoint Evangelist
Haystax Technology

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4. Attendee Shirts & Speaker Shirts

5. Atlanta SharePoint + Office 365 User Group
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Meet at Microsoft MTC in Alpharetta
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6. Join us for SharePint 5 Seasons Brewery (North)
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7. Who is Scott?
SharePoint Evangelist and Consultant for Haystax Technology (formerly FlexPoint)
Based in McLean, 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

8. How to Find Me @ScottJShearer on Twitter

9. Haystax Technology IT Consulting firm based in McLean, VA
Threat Detection and Analysis
Cloud Technologies
SharePoint consulting, “development”, training
US Government and commercial customers

10. Disclaimer
My presentation today is based on my experience and research
It’s just my opinion….

11. The Premise…. I am a SCA and am moving on to a new position
You are my backfill
I have an hour to show you as much as I can about how to do the job

12. Todays Agenda Discuss as much as we can about
Dealing with SharePoint Security
Content Types
Dealing with end users
Promoting user adoption
Tips, tricks, etc…
Focus is on team sites and other internal collaborative sites

13. SharePoint Security
The top priority of the SCA is to secure the site collection
It’s all about inheritance
“Trickle Down Theory” of permissions
By default, all objects inherit permissions from their parent

14. SharePoint Security Structure
Top Level Site
Lists/Libraries
Rows of data/documents
Folders
Subsite
Lists/libraries

15. SharePoint Security It doesn’t have to be complicated
Manage SharePoint Groups – not people
Leverage Active Directory Groups
Add AD groups to SharePoint groups
Use Members, Owners and Visitors groups
Don’t assign permissions directly to users
Do Not Remove “Everyone” from the Style Resource Readers Group (Publishing sites)

16. SharePoint Security
If you plan on breaking inheritance for a sub site, consider a new Site Collection instead

17. SharePoint Security Item Level Security
Breaking inheritance at the item/document level
Is it EVIL?
Consider “Out of the Box” item level security first
Performance hit when more than 5000 items with broken inheritance within a security scope
The more you break inheritance, the harder it is to maintain your site
Can cause performance issues
SharePoint doesn’t offer column level security
Third party products can allow for column level security

18. SharePoint Security
Don’t make decisions on who should have site access
It’s not your data (usually) – data owner should make that decision
Have an access request and approval process with a “paper trail” (CYA)
Avoid the issue by using Active Directory groups
Plan and document your security structure
Keep it as simple as possible
If it starts getting complicated, think about another site collection

19. SharePoint Security Permission Levels vs Custom Permission Levels
Don’t alter “Out of the Box” permission levels
Site Owners group should own any group that you create
Don’t give users full control unless they know what they are doing
You’ll have to fix what they break
SCA vs Site Owner

20. SharePoint Security
Allow Users to share site????????

21. Governance Have a written policy approved by management for:
Creating site collections and subsites
Adding/Removing Users and Groups
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
Use site policies to automatically close and delete
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

22. Site Customization Use “No Code Solutions” when you can
“Don’t write code until you need to write code!”
Use “No Code Solutions” when you can
Creative use of content types
Out of the box workflows
Designer workflows
Web Parts
Search
Connected web parts
Access Services 2013

23. Site Customization Keep your sites as “Out of the Box” as possible
Time to deployment is accelerated
Much easier to maintain
Avoid upgrade issues
Don’t use Designer until you have exhausted what you can do through the browser
Does your team site really need “rounded corners”?
The audience for your Team Site is your team
It doesn’t need to have “rounded corners”

24. Understand Content Types and Site Columns
What is a Content Type
Template for collecting data in a list or library
Made up of site columns
All Content types inherit from another content type
Demo
Custom Content Types
Demo – create leave calendar

25. Why Use Custom Content Types?
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

26. Understand Content Types and Site Columns
DANGER!
Do not experiment and learn to use content types in your “production” site collection
Create a new “sandbox” site collection for learning and experimentation
A sub-site just won’t do!

27. Understand Content Types and Site Columns
NEVER NEVER NEVER ALTER OUT OF THE BOX CONTENT TYPES OR SITE COLUMNS

28. End User Adoption Users don’t care about SharePoint
They care about solutions that help them get their job done
“What’s in it for me?”
Give users a reason to care
Save them time
Save them hassles
Streamline processes
Get Management Buy-in
Big Bang Theory
Not what they needed delivered too late
Roll-out SharePoint one app at a time

29. End User Training
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

30. Learn to Love jQuery and SPServices
Easy customizations to your site
Selectively show/hide columns
Easy to find lots of examples
SPServices is your friend
jQuery library
Cascading dropdowns
Filter lookup columns
Retrieve list data
Mark Rackley has some great blog posts that will help get you started

31. MS Access as a SharePoint “Swiss Army Knife”
Import data into SharePoint
Clean-up data prior to import
Export data from SharePoint
Combine SharePoint data with data from other data sources
Bulk updates of SharePoint data
Reporting

32. Miscellaneous Thoughts
Not all data belongs in SharePoint
Why move data out of Excel?
Relational data belongs in a relational database
Access Services?
?Contents=1 (Web Part Page Maintenance)
Don’t enable any feature unless you know what it does and you need it
Not all features “roll-back” cleanly when deactivated
Use Choice instead of Lookup Columns whenever possible

33. More Miscellaneous Thoughts
Never put spaces in the names of SharePoint objects when creating them
Create with no spaces
Add spaces to create “friendly names” after creation
Keeps URLs much shorter
Makes working with jQuery and JavaScript easier
Makes working with SharePoint web services easier
Don’t replicate a share drive folder structure in a document library
Minimize the use of folders
Use managed metadata

35. How to Find Me @ScottJShearer on Twitter