Scott Shearer SharePoint Evangelist/Developer FlexPoint Technology
[email protected]
Special thanks to our sponsors…
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 Past Certifications Held: MCSE, MCSD, MCDBA, MCT, CNE Conference Speaker
@ScottJShearer on Twitter http://spconcierge.wordpress.com
[email protected]
IT Consulting firm based in Reston, VA Cloud Technologies SharePoint consulting, development, training US Government and commercial customers
My presentation today is based on my experience and research It’s just my opinion….
This session, designed for the novice SCA or site owner, will cover essential skills for successfully managing a site or site collection. Topics covered include the SharePoint Permissions model, practical SharePoint governance, leveraging out of the box SharePoint features and more. Practical guidance will be offered on how to secure your site, dealing with end-user requests and problems, and how to promote SharePoint adoption in your environment. The skills presented in this session can be immediately put to use in your site collection. While this session will use SharePoint 2013 demos, the concepts discussed in this session are equally applicable to SharePoint 2010.
Discuss as much as we can about ◦ ◦ ◦ ◦ ◦
SharePoint security model Dealing with end users Promoting user adoption Tips, tricks, etc… Focus is on team sites and other internal collaborativesites
The SCA top priority is to secure the site collection Its all about inheritance
It doesn’t have to be complicated
◦ “Trickle Down Theory” of permissions ◦ By default, all objects inherit permissions from their parent ◦ Manage SharePoint Groups – not people ◦ Leverage Active Directory Groups ◦ Use Members, Owners and Visitors groups
Keep the top level site open to members of subsites, if possible SharePoint doesn’t offer column level security
Top Level Site
Lists/Libraries
Rows of data/documents
Subsite
Folders
Rows of data/documents
Lists/libraries
Don’t make decisions on who should have site access
Plan and document your security structure
◦ 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 ◦ Keep it as simple as possible
It’s OK to break inheritance, but think it through Custom Permission Levels How and When to delete users from a site collection Site Owners group should own any group that you create Don’t give users full control unless they know what they are doing SCA vs Site Owner ◦ Grant only the permissions required
Have a written policy approved by management for creating site collections and subsites ◦ Look at ROI
Limit who can create 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 Keep the site structure wide rather than deep Not all data belongs in SharePoint ◦ Why move data out of Excel? ◦ Relational data belongs in a relational database
Keep your sites as “Out of the Box” as possible ◦ Leverage OOTB features
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 ◦ The audience for your Team Site is your team ◦ It doesn’t need to have “rounded corners”
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
When to use custom content types ◦ Need or want to re-use ◦ Need to store slightly different data in a single list ◦ Allows for movement from dev to test to production Requires Visual Studio
Content type inheritance NEVER ALTER OUT OF THE BOX CONTENT TYPES
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
Identify the power users in each office and spend your time with them Show them what they need to know when they need to know it ◦ “Just in Time Training”
A conference room demo is not training ◦ Use those occasions to generate interest
If you keep to “out of the box” solutions, need for training is minimized Make use of online resources
Delete or export web parts, but DON’T CLOSE them ◦ 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 Use Choice instead of Lookup Columns whenever possible
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
If you don’t need versioning, don’t turn it on Don’t replicate a share drive folder structure in a document library ◦ Minimize the use of folders ◦ Use managed metadata
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
