scott shearer sharepoint evangelist/developer flexpoint technology [email protected]
TRANSCRIPT
Survival Skills for the Site Collection Administrator
and Site OwnerScott Shearer
SharePoint Evangelist/DeveloperFlexPoint Technology
SharePoint Evangelist and Consultant for FlexPoint Technology
Based in Reston, 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
Who is Scott?
IT Consulting firm based in Reston, VA Cloud Technologies SharePoint consulting, “development”,
training US Government and commercial customers
FlexPoint Technology(They paid for me to be here)
My presentation today is based on my experience and research
It’s just my opinion….
Disclaimer
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
Todays Agenda
The top priority of the SCA is to secure the site collection
Its all about inheritance◦ “Trickle Down Theory” of permissions◦ By default, all objects inherit permissions from their parent
It doesn’t have to be complicated◦ Manage SharePoint Groups – not people◦ Leverage Active Directory Groups◦ Use Members, Owners and Visitors groups
Don’t assign permissions directly to users Keep the top level site open to members of subsites, if
possible SharePoint doesn’t offer column level security
SharePoint Security
SharePoint Security Structure
Top Level Site
Lists/Libraries
Rows of data/documents Folders
Rows of data/docume
nts
Subsite
Lists/libraries
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
It’s OK to break inheritance, but think it through◦ The more you break inheritance, the harder it is to maintain your site
Permission Levels vs Custom 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 mess-up
SCA vs Site Owner
SharePoint Security
Have a written policy approved by management for creating site collections and subsites
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 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
Governance
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
Don’t make changes to your master page for Team Sites unless you really really need to◦ The audience for your Team Site is your team◦ It doesn’t need to have “rounded corners”◦ Avoid upgrade issues
Site Customization
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
Understand Content Types and Site Columns
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
Why Use Custom Content Types?
NEVER NEVER NEVER ALTER OUT OF THE BOX CONTENT TYPES OR SITE COLUMNS
Understand Content Types and Site Columns
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
End User Adoption
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
End User Training
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◦ http://spservices.codeplex.com/
Mark Rackley has some great blog posts that will help get you started◦ http://www.sharepointhillbilly.com
Learn to Love jQuery and SPServices
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
MS Access as a SharePoint “Swiss Army Knife”
Not all data belongs in SharePoint◦ Why move data out of Excel?◦ Relational data belongs in a relational database
DON’T CLOSE Web Parts◦ Slows down page load time ◦ ?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
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
Don’t replicate a share drive folder structure in a document library◦ Minimize the use of folders◦ Use managed metadata
More Miscellaneous Thoughts
