sps ottawa 2012 slides - "my sharepoint is a production platform! not facebook!"
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“My SharePoint is a production platform! Not Facebook!”
how to use SharePoint 2013 social features to create user centric systems
Nicolas GeorgeaultSharePoint Senior ArchitectPCG Canada@ngeorgeault
December 1st, 2012
#spsottawa #R119-4
Thank you to all of our Sponsors!!
Spread the word!!
Who am I?
Nicolas Georgeault• SharePoint Senior Architect @
Public Consulting Group Canada• SharePoint Server MVP
• Consultant & Speaker – ngeorgeault@club-sharepoint.fr– http://ngeorgeault.club-sharepoint.fr– http://www.facebook.com/nicolas.georgeault– http://ca.linkedin.com/in/nicolasgeorgeault/– @ngeorgeault
• 1rst year in Canada• Mojitos and Horse-Ball addict :P (www.fihb-horseball.org)
Sorry about…
My weird accent…
but…
I’m french…
Agenda• Social??• User Centric?• What’s new?• Planning• Education features• Search• Anything to recommend?• Questions
SOCIAL??
What is “social”?
StrategyVision Analytics ROI Governance
Professional Use of Social Media
57%
39%
29%
25%
21%
16%
14%
31%
0% 10% 20% 30% 40% 50% 60%
Marketing
Internal collaboration and learning
Customer service and support
Sales
Human Resources
Strategy
Product Development
Other
Percent of Respondents
Source: survey by Mzinga and Babson Executive Education.
• link people sharing personal interests or similar professionals.
• Bring to share content and to enrich the collective knowledge.
• Knowledge organization and management
1 - Identity
2 - Relations
3 – User Experience
4 - Share
5 - Discover
6 - Presence
7 - Exchange
8 - Reputation
Social Networking pillars?
1 - Identity
2 - Relations
3 – User Experience
4 - Share
5 - Discover
6 - Presence
7 - Exchange
8 - Reputation
Social Networking pillars?
User Profiles
Following
Personalization
Communities
Search and tagging
Instance Messaging
NewsFeed
Notations, evaluation
My Sites in 2010
USER CENTRIC?
It’s not only Identity
My site page
• 1rst page for the user• Content aggregation• Task management• Needed corporate tools• Knowledge capitalization
Continuous Crawl
WHAT’S NEW?
Personal Sites- The landing page
Personal Sites- What others see?
SkyDrive Pro• One place to create,
share, collaborate and follow important documents
• It is “the” document library for private documents and documents shared with others
• It is a set of views that show content and whom has access:• All: provides an overall
view of documents in the My Documents
Offline Libraries: SkyDrive 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 SKyDrive Pro is shredded
• Replaces SharePoint Workspaces
My Tasks
Personal TimelineEditable and automatically color coded by project
Important tasksTasks you’ve marked as top of mind. These automatically fade out to keep your list from getting out of hand
Upcoming tasksTasks due recently or in the near future.
Newsfeed in Team Sites• 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
Communities
DEMO
PLANNING
Identity
• Where is your people data stored?• Is the people data fresh?• How will you import the data?
Profile Sync Performance Improvements
Elimination of full table scans
Batched BDC Import
Removal of unused provisioning steps
History clean up Some object resolution moved from SharePoint to Sync
Reduce full import time from up to 2 weeks down to 60 hours for extremely large directories
Profile Sync Performance Improvements
• Performance improvement goals are to reduce full import time from 2 weeks down to 60 hours for very large directories (i.e. 200K users, 600K groups)• Recent anecdotal evidence: 300K users, less than 7 hours for full import
• Some of those improvements included:• Adding indexes to certain user properties that eliminated full table scans• Importing data from BDC in batches rather than one by one• Removing unused provisioning steps• Cleaning up unused historical data• Move resolution of some objects out of SharePoint and into the sync
system
New properties
•68 properties in 2010•93 properties in 2013
What else has changed?
• Moved– Social data moved to My Sites– Social feeds come from content database– Social features more scalable than SharePoint
2010
• Removed– Eliminated the social database bottleneck
Synchronization “modes”
Lightweight LDAP approach internal to SharePoint
a.k.a Direct AD Import
Active Directory Import
Forefront Identity Manager
User Profile Synchronization
User Profiles Web Services and Object Model
Custom Code
New Profile Synchronization Option
• Active Directory Direct Import– Active Directory forest with multiple domains, one
connection per domain– Selection of OUs from which to import– Import User and Group objects– Simple text-filters written in LDAP syntax– Full and incremental import– You can switch back between FIM and AD Direct
DEMO
ADImport Limitations
• We do not process links across forests via the AD contact object
• Mapping multi value to single value or vice versa is not supported
• Mapping to system SharePoint properties (those that begin with SPS-…) is not supported
• Mapping two different AD attributes to the same SharePoint property is not supported
• It does not support importing additional user properties from BDC!
Social Feature Architecture• Activities• Microblog
• Likes, Posts, Replies, @mentions
• Following• User Profile
• Birthdays• Document Edits and Sharing• Community Posts
Activity Feeds
Content Databases
Personal Sites
User SystemNewsfeed
Likes Activities
Mentions
Sites
Distributed Cache
Last Modified TimeFeeds Cache
Social Feature Architecture
Content DBs (per-user)
User Profile Service
Profile DB (per-service)
People and tag
following
User profile
properties
Social DB (per-
service)
Social tags
Content DB(site collection per-user)
Feed postsSite and
document following
Personal storage space
Distributed Cache
• Dedicated vs. Collocated Mode• Feed cache vs. Last Modified Time Cache
– recent conversations and activities of entities– maintains the last modified time for all items in the Feed Cache.
• Installation should be done by Prerequisite installer• 10 Percent of Total Physical Memory (doesn’t recalculate)
– Set-CacheHostConfig cmdlet– Why is the number divided by 2?
• No greater than 16GB• Why stop it?
– Installation reconfiguration– Updating Server and only one cache box?
Distributed Cache
• Collocated Mode Services that should not be running– SQL Server 2008 or SQL Server 2012– Search service– Excel Services in SharePoint – Project Server services
• Do not use Dynamic Memory when running Virtual!!
• Can skip it with PowerShell during deployment– skipRegisterAsDistributedCachehost
Distributed Cache• What happens when you stop it?
– Tags and Documents are only saved to Feed Cache.– Repopulation Timer Jobs, how often do they run?
• Load last modified time information for recent conversations and activities.• Load recent conversations and activities.
• Feed Cache Repopulation Job timer job runs every 5 Minutes• Run the Jobs first but if force is necessary
– Update-SPRepopulateMicroblogLMTCache. This cmdlet must be run first.
– Update-SPRepopulateMicroblogFeedCache.• Graceful Shutdown (Takes up to 15 Minutes)
– Stop-SPDistributedCacheServiceInstanceGracefullyOnLocalServer– Remove-SPDistributedCacheServiceInstanceOnLocalServer
Public Page, Personal Site, Social Features
• SP2013 social features mostly rely on data on the person’s personal site and in the Distributed Cache
• Two lists provide social features: Microfeed and Social List• My Documents (SkyDrive Pro)• Profile Database is still used for following peoples and tags as it was in 2010
Personal Site
Microfeed
Private Public
Social
Sites Docs
My Documents
MFsProfile DB
Social DB
Site Feeds
• My Site web app and Team Sites Web App– Same App Account– Same Farm
• Following Content Feature for Site Feeds– Stop following and re-follow post upgrade
• Notifications require Outgoing Email Configuration
Topology Considerations• A single User Profile Application provides the best Social experience
– Multiple User Profile Applications may cause delays in notifications
• Think about Muti-Tenancy instead of multiple User Profile Application
• 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
2010 Newsfeeds
• 2010 Newsfeeds are deprecated• Can be made available by … during upgrade?• Not migrated to the new format
Outlook Social Connector
• Connects to the My Site• Implications on performance
Search and Security Trimming
• Conversations are Public and show up in Search Results
• Site Feeds can be used and follow team site permissions
• Incremental Crawl frequency impacts conversations in results.
Activities Integration• Enable activities in My Site newsfeed flag
– Enables activity gatherer (timer job) that consolidates following activities for followed people:• Status Message (About me)• Note Board post• Tagging content (tagging posts is real-time)• Job title change• Workplace anniversary• Now following person• Birthday
– Activities above get consolidated and written in the Microfeed list– Activities provided by custom 2010 gatherers is still written in the SocialDB / ConsolidatedFeeds Table
• “Enable SharePoint 2010 Activity Migration” option, makes those “custom” activities to show up in Microfeed List too
• potentially impacts performances because it forces Newsfeed WP to query SocialDB / ConsolidatedFeeds Table EVERY REFRESH
Permission Management (Central Administration)
• Permissions to create Personal Sites• No Permission to create Personal Sites will have a ‘profile
only’ experience.– They CAN:
• Visit and edit their profile, and enter any information about themselves that they want, including adding a photo.
• Follow people, and through their People page can see and reply to the latest Microblog posts *• Visit other people’s profiles• Have people @mention them (which will result in them getting an email).
– They CANNOT:• Create any root Microblog Posts• View Microblog posts of people they following in the consolidated feeds web part
– they will be redirected from the Newsfeed page to their Profile page
• Follow content• Follow tags*• Aggregate tasks• Upload documents (or do any Personal Site activities)• @mention somebody
Privacy Settings• Central Administration in the User Profile Service Application• Administrators govern profile information
– 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”
Personal Site Settings
Central Administration Settings
Privacy Settings • Admins can also enable a “default“ privacy setting to make people
following information and activities public.• When enabled this blocks administrators in CA to control privacy
settings of newsfeed activities in policies
– Message informs that policy control is override• If unchecked there are basically no system activities in Microfeed.
Privacy Notification
EDUCATION (HIDDEN?)FEATURES
What is it??
• Set of site Templates to build a Learning Management System
• Not only for schools• Multi-tenant aware• Need a Full AD sync (FIM) to work• Ready to build your own Khan Academy?
• Just try ‘Install-SPEduSite’ powershell command
SEARCH
Content Social Search
Person Social Search
DEVICES AND SERVICES
SHAREPOINT NEWSFEED APPS WINDOWS 8, WINDOWS PHONE AND IOS
SharePoint Newsfeed apps
• Helps you keep up with important discussions from anywhere
• Easily navigate between the newsfeeds that are important to you
• Capture and share information that can be relevant to a number of your peers
• You can easily get to everything you are following
“enables you to interact with your organization’s SharePoint social network.”
WINDOWS 8
EveryoneEveryone
Following
Marketing team
SF-based employees
Road warriors
Food and Wine
SharePoint
SharePoint
WINDOWS PHONE
Easy swipe for your content
• “me” pivot shows you all your following content • Several filters for your newsfeeds: following, company,
@mention, activities• Read and “like” your colleagues’ posts• Quick jump to your SkyDrive Pro
IPHONE AND IPAD
Get to the content you are following
• Pivoted views of the newsfeed: Following, Everyone, Mentions and Activities• Auto-completion for #tags and @mentions in a post or a reply• See the list of people you are following and the ones following you • Stop and start following someone directly from the app• Upload pictures
Try it todaySharePoint Newsfeed preview app for Windows Phone
install at aka.ms/spwpLearn more at aka.ms/SharePointMobile
YAMMER
External service currently
But…
Here is the Roadmap
TAKEAWAYS
10 Essentials for Social Initiatives• Invest time, resources, and money• Get champions• Adoption strategies• Pay attention to the usefulness, usability, and design of your
solution • Compatibility• Start gradually• Promote and animate• Improve periodically on end user feedback• Manage expectations and give visibility• Train people
Cultural Challenges• Fear by management over loss of control• Fear by employees over loss
of personal value• Confusion over the business impact
of new social tools• Hesitant about change and breaking
away from existing conventions
Recommendations for IT• Phased approach – don’t overwhelm
the users• Implement improvements/new
features regularly• Organize incentive operations• Animate the network• Make governance policies
easy to find• Organize Change management and support
What to Measure?• Number of connections per user• Cross posting of blogs, subscriptions to RSS and other
feeds• Average number of participants with Wikis• Effective use on major projects• Reduction in e-mail traffic and Exchange databases size• Range of adoption (departments, topics)• Does a new policy or idea get adopted easier.
Can you track the spread?• Search metrics: fewer similar queries=right information
faster
Any Questions?
@ngeorgeaultngeorgeault@club-sharepoint.fr
THANKS FOR YOUR ATTENTION
Join us for SharePint today!
Date & Time: Dec 1st, 2012 @6:00 pmLocation: Pub Italia Address: 434 ½ Preston StreetParking: On street with meters $Site: http://www.pubitalia.ca/
Remember to fill out your evaluation forms to win some great prizes!
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