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SharePoint or Office 365 – OneDrive for Business fits All

OneDrive

SkyDrive or OneDrive, SharePoint, Yammer, lync - where to start? what to install for users? Which to use when? Many of us go through these questions when facing customers or when looking to provide the best service to our internal users. So much information is flowing around the web but its always tough to assimilate in one place and get a holistic view of all these services. So I thought, why not create a series on Office 365 explaining each of these services in depth helping our technical and business users to make informed decision.

As first part of this series I wrote about how moving to Office 365 can help you utilize various channels and services. And today I am going to dive deeper into the benefits, limitations, features of OneDrive for Business (ODFB) and many things you didn’t know even existed.                                                

What is OneDrive for Business

A cloud service which provides personal library intended for storing and organizing your work documents.

Where can I get it?

It comes part of SharePoint 2013 on premise or if you are on Office 365 you can buy subscription plan. Remember even though it comes part of on prem SP 2013 the service still runs on Microsoft cloud. Check the table below for latest pricing and comparable features of OneDrive personal and OneDrive for Business.

Space & Features
OneDrive
OneDrive for Business
Initial Space7GB Free25GB for $2.50 user/month
Additionalup to 10GB Free (by activating camera roll backup and inviting friends)$0.20 per GB
+50GB$25 annually$0.20 per GB
+100GB$50 annually$0.20 per GB
+200GB$100 annually$0.20 per GB
Desktop Syncing, Mobile Access, create/edit office docs in browser, integration with office desktop, automatic versioning and history of documentsAvailableAvailable
Auditing & Reporting, advanced administrationNoAvailable
MFA (multi factor authentication)NoAvailable
SSO/ADFS/Dir SyncNoAvailable
Standard ComplianceNoAvailable

Tell me more about OneDrive for Business and how can I integrate it within my business?

Last week Microsoft announced a standalone version of ODFB. This actually makes it a very strong contender for piloting new businesses with the standalone version and later upgrading to comprehensive plans. here are some interesting facts you probably did not know:yipee

  • One not so publicly available fact is that you can ONLY upgrade standalone version to Office 365 E Family plan.
  • Microsoft announced OneDrive for Business Sync for Mac client will be coming by end of 2014. Review it here: Mac Client
  • Multi factor Authentication (MFA) - Multi-factor authentication increases the security of user logins for cloud services above and beyond just a password. With Multi-Factor Authentication for Office 365, users are required to acknowledge a phone call, text message, or an app notification on their smartphone after correctly entering their password. Only after this second authentication factor has been satisfied can a user sign in. Which means if you are on one of the Office 365 plans and using ODFB you automatically can make use of MFA.
  • How to integrate SharePoint 2010 or 2013 on premise with ODFB? – OneDrive for Business redirection can be accomplished with SharePoint 2010 – while SharePoint 2013 Service Pack 1 adds a native configuration option in Central Administration, in 2010 you can use Trusted My Site Host locations to redirect users personal site (OneDrive for Business) to Office 365.
  • What happens to user data when a provisioned user account is removed (e.g. sabbatical)  but then re provisioned at a later date- Data stays cached and is not remove, although the period for which it stays is unconfirmed.
  • A user can have OneDrive for Business and OneDrive personal side by side w/o any issues of sharing as they both are separate consumer offerings
  • Security and Compliance - Microsoft’s focus on security spans hardware, software, the physical security of their datacenters, policies and controls, and verification by independent auditors. They break it down it in two categories a) Customer Controls b) built in security. Built-in security represents all the measures that Microsoft takes on behalf of all Office 365 customers to protect your information and run a highly available service. Customer controls are features that enable you to customize Office 365 to meet the specific needs of your organization. You can get details about both types of security features from the Security whitepaper in the Office 365 Trust Center which outlines Microsoft’s practices, compliance criteria, and more. The one concern I keep hearing from my clients is whether the document stored in OneDrive be safe and not allowed to be downloaded to personal devices. That’s a very valid concern and solution to that is Microsoft Rights Management in Office 365. This policy is attached to the document/data, so it applies no matter where your information lives, downloaded or emailed-it travels with the document. Rights Management lets you assign policies to email, SharePoint Online libraries, individual Office documents, and more. It’s available as part of Office 365 E3 & E4 plans but could be added to E1 and A2. Office team has more  information about this topic here
  • Desktop Syncing - You can sync ODFB or SharePoint site libraries to your computer and then access your library files in File Explorer instead of in a web browser even OFFLINE. All updates sync to OneDrive for Business or site libraries whenever you’re online. Because I personally have had some syncing problems (keep this link handy sync) due to which I will caution you to fully resolve any syncing issues or risk exposing your confidential content.  Take an example of a user who encounters issues with the sync client and later departs the organization leaving your administrator to figure out how to get his data out of the cloud. Now once you have sync issues it might be tough to recover leading to your sensitive data being exposed.
  • Can you pre provision OneDrive for Business spaces for users? – Yes. Take an example where you are migrating from earlier versions of SharePoint MySites or other storage/collaboration platform and you do not want to wait for a user to click on the generated ODFB link (imagine waiting on 1000′s of users….ha!) to initiate the provisioning, in that case you can use CSOM or Office Apps to pre provision. Microsoft community is helping us get there, check these links : CSOM & AMS
  • Item and Sync Limits – There has been a lot of confusion especially due to SharePoint library limits being different from ODFB. OneDrive for Business allows 20,000 item sync whereas SP library allows 5,000 item sync, that means if you go over that limit your library breaks.  If you go over 5,000 items in all folders you will lose some administrative capabilities such as setting permissions, creating indexed columns, and configuring the document library. You can
    however, have more than 5,000 items if done correctly (nested sub folders) and you don’t need to modify any settings after you pass that threshold.  There
    is a view threshold for “viewing” – but, for syncing it’s 20,000. A possible solution is to turn on metadata based navigation, and configure the most important columns as either key filters or hierarchies. That has the effect of making it really easy to create selective queries over large lists, and has built in fallback behavior for times when the user accidently selects too large a data set. Microsoft has extensive documentation on designing large lists here.
  • Migrate Data from Google Drive – No out of the box support but tons of third party vendors, one notable is Metavis
  • Sharing – The documents and folders you store in OneDrive for Business are private until you decide to share them. When you share documents and folders, you can decide whether to let people edit them, or just view them. You can send onetime doc requests to external users from ODFB today. Check here & here to learn how to.
  • Start yammer conversation from within OneDrive for Business document – Click “Post” in the document callout and communicate with your peers right from within the context of that document, and improve the discoverability of deliverables. Here is a great post by Christophe Fiessinger on the office blog

yammer-onedrive1

  • Nice blog about redirection of OneDrive for Business to O365 – TechNet Article
  • Everyone gets 25GB for everything – primarily files, but could be for sub sites and lists within the personal site. You are not able to set it below 25GB, and can up it in increments (50GB, 100GB, 250GB, 500GB, and 1024GB); review this latest blog about new scale for storage: Tenant Storage . Remember the my root site in the SPO admin center does not relate to individual users’ personal aforementioned quota. You can adjust the root site’s quota like any other site collection in SPO admin center, but it is not entirely necessary beyond the design elements common to everyone’s personal site (like the About Me page).
  • One recent announcement from Microsoft was around OWA and OneDrive integration- Outlook Web App now includes full integration with OneDrive for Business, allowing you to easily share files stored in the cloud as attachments in your email. There are two ways you can share a file with Outlook Web App and OneDrive for
    Business: 1. When you send an attachment from your computer or device you can now automatically upload the file to your OneDrive cloud drive and send it as a link and 2. You can also easily attach a file directly from your OneDrive cloud drive when sending an email in Outlook Web App. Both these methods makes it possible to change permissions on the document from within the email irrespective of permissions set in SharePoint library or OneDrive for Business folder. Screenshots below will give you some idea of how powerful this is and it ties directly with the Information Rights we discussed earlier. read evolution of email for more details

owaattach1

 owaattach2

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But just like any other product, ODFB also have limitations. The good news is that Microsoft has most on their roadmap for this year. oh no

  • Share Folder – Google drive allows you to share folder while OneDrive for Business does not- although you can use “Shared for everyone” folder to drag drop your files. This actually is a killer for many when it comes to adoption – users don’t want to have to share each document one at a time.
  • Not possible to sync an individual document inside a folder
  • Yammer Group docs do NOT show up in your OneDrive for Business ‘shared with me’ folder – This one is very near on the roadmap
  • Synchronization of SharePoint team site content is limited to WIN32 client

Hopefully you were able to see the horsepower and value OneDrive for Business adds to your business in form of sharing & collaboration while maintaining the parameters of security and compliance. At the end of the day we all need to realize that the real value of these products lies in utilizing technology, process, and people to build a community where collaboration can thrive.

SharePoint Hybrid Architectures Introduction

Hybrid SharePoint environments combine deployments of SharePoint on premise with SharePoint Online. There are many different flavors of hybrid scenarios. In this post I will walk you through some of the terminology and explain the different options.

The goal of any hybridization is to leverage the strengths of both parts, while minimizing the components’ weaknesses.  Hybrid SharePoint environments enable organizations to realize a higher degree of flexibility than forcing a choice between either an on-premises or cloud model.  Organizations can start to achieve the benefits associated with the use of cloud computing coupled with the customization, flexibility, and tight data governance of an on-premises system; while delivering a consistent experience to users.

IC713121Although cloud solutions are most certainly recommended, the cloud simply does not work for every organization and every scenario. There are going to be workloads that are not perfect fits for the cloud. In those instances, it’s totally ok to leave those workloads on premise. Here are some scenarios where hybrid solutions are useful:

  • Rapid provisioning of new workloads on Office 365 while maintaining existing on-premises workloads
  • Organizations wishing to migrate workloads from an existing on-premises environment to the cloud over time in a phased approach
  • Organizations wanting to supplement their cloud environment with additional features or customizations which are currently only possible on-premises
  • Compliance or data sovereignty reasons which might stipulate certain data be hosted in a particular location

SharePoint Online offers many features which can aid an organization in deploying a robust hybrid environment. Most hybrid environments today will utilize SharePoint 2013 on premise. All of the information you will find on TechNet will be specific to the 2013 version. For purposes of this post, that’s where we’ll focus, however we do have customers utilizing hybrid environments with SharePoint 2010 and 2007.

A hybrid SharePoint environment can enable enterprise users to:

  • Search for content in both SharePoint Server 2013 and SharePoint Online at once
  • Interact with on-premises business data from SharePoint Online
  • Access corporate SAP systems from SharePoint Online
  • Seamlessly access files and data in both SharePoint Server 2013 and SharePoint Online

Additionally, a hybrid SharePoint environment can provide greater flexibility in your content management strategy by allowing you to keep sensitive data on-premises while migrating other content to the cloud.

Microsoft supports 3 types of Hybrid topologies for SharePoint:

Hybrid Topology
Supported Functionality
One-way outboundSharePoint Server 2013 Search services can query the SharePoint Online search index and return federated results to SharePoint Server 2013 Search.
One-way inboundSharePoint Online Search services can query the SharePoint Server 2013 search index and return federated results to SharePoint Online Search.
Two-wayBoth SharePoint Server 2013 and SharePoint Online Search services can query the search index in the other environment and return federated results.

A one-way inbound hybrid topology enables SharePoint Online to request data from a SharePoint Server 2013 web application. In order for inbound data connections to occur, a web application in the SharePoint Server 2013 must be published to the Internet with an internet-routable URL. This requires the deployment of a reverse proxy device that is configured to securely accept the inbound connection and relay the request to SharePoint Server 2013.

Conversely, a one-way outbound hybrid topology only supports trusted connections from SharePoint Server 2013 to a SharePoint Online web application. Because web applications in SharePoint Online are already configured with an internet-routable URL, SharePoint Server 2013 can connect directly through an existing corporate firewall or forward proxy like any other request to an Internet server.

One-way outbound: An outbound authentication topology lets the on-premises SharePoint Server 2013 farm make authenticated connections to SharePoint Online. Connections to SharePoint Online that originate from SharePoint Server 2013 are referred to as outbound connections.

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One-way inbound: An inbound authentication topology lets SharePoint Online make authenticated connections to the on-premises SharePoint Server 2013 farm. Connections to SharePoint Server 2013 that originate from SharePoint Online are referred to as inbound connections.

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Two-way: A two-way authentication topology lets SharePoint Online make authenticated connections to the on-premises SharePoint Server 2013 farm, and lets the on-premises SharePoint Server 2013 farm make authenticated connections to SharePoint Online.

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Each available hybrid solution requires a specific hybrid topology. Your choice of which hybrid topology to use is based on a combination of what you need to do, the solution you need, your on-premises SharePoint architecture, and the desired user experience. For example, if you want users of your on-premises SharePoint Server 2013 farm to see both local and SharePoint Online results, you might only need a one-way outbound hybrid topology. If you want users to see both sets of search results regardless of the location of the search portal, you will need a two-way topology.

Before you make a decision, collect and consider the information that will frame your business requirements, such as:

  • Do your users need to be able to search, find, and use on-premises content and data while they’re in the field or at a branch office?
  • Do your remote users need to securely access data from existing on-premises business systems?
  • Is it more cost effective to deploy a hybrid environment, or move your SharePoint content and applications to the cloud entirely?
  • Are there legal or regulatory considerations that could affect your decision on where to store business data?
  • Does your SharePoint Server 2013 farm contain custom code that cannot be easily migrated to SharePoint Online?

As is true for the rollout of any major technology solution, the successful deployment of a hybrid environment is largely dependent on the thoroughness of the design and planning process. You should carefully consider and clearly define your requirements and business goals, and review the constraints of your existing SharePoint environment. Also, take time to consider the technical requirements of deploying and managing the different hybrid topologies. Informed by this information, you can decide which SharePoint hybrid solution or solutions are appropriate for you, and which topology is required to support them.

For more information, contact Perficient and one our certified cloud specialists can help you deploy a SharePoint Hybrid environment. Also, visit TechNet for more details on the above information. Stay tuned to this blog for more information, I’ll be writing more in depth blogs on Hybrid Architectures.

Office 365 – What’s the Best Plan?

Didn’t you always wonder which plan to pick in the O365 family? So many different SKU’s providing distinct features, storage capabilities, tools, etc. I know while talking to customers one of the initial and biggest question has been around which plan is perfect for them and can they downgrade or upgrade from there. Looks like Microsoft heard and responded; very recently they released a great new resource that will help you recommend and sell the right Office 365 plan to your customers.

The Office 365 Plan Selector Tool is an Excel based tool, which recommends the appropriate core Office 365 Plan, based on the answers to a few questions around your customer’s technology and productivity needs. In addition to the recommended plan, it also provides upsell and scale back plan options, if the customer needs more or less features than in the recommended plan. I highly recommend checking out the video before you download and play with it.

Demo Video: Office 365 Selector Tool Demo

Download Link: Selector Tool

Would be interested in hearing your feedback on how do you plan to use this tool and how does it solve your current and future Office 365 engagements.

Compelling Case for Office 365

Everyone has an opinion on “Cloud’ and its effect on the business, for some it’s scary in terms of data security and for some it’s revenue generation and cost savings. There are a number of reasons why cloud computing is so widely used among businesses today. Some of them include

Reduction of costs – lower hardware costs from more effective use of physical resources
Universal access – allow remotely located employees to access applications and work via the internet
Up to date software – ability to get upgraded software and patches seamlessly
Scalability & Flexibility – allows users to switch applications easily and rapidly, using the one that suits their needs best. Allows a business to use, access and pay only for what they use, with a fast implementation time

Though we can go on and on with the benefits, it’s also important to know there are circumstances which does not make cloud a best fit for an organization. But isn’t that the case for any technology or software? So for the purposes of this post I will focus on the most talked cloud service from Microsoft, Office 365. It’s been promoted as SaaS but there are scenarios which I think it fits better in the PaaS bucket, but we’ll leave that for a later discussion.

Now I have been in consulting for as long as I can remember which has given me the chance to work across various industries, technologies, and tools but most recently I have been enthralled by Microsoft’s latest cloud offering Office 365 and I wanted to cover some compelling reasons for organizations or individuals to move to O365 and what makes office a preferred choice for over 1 billion people

  • Pricing – The greatest advantage  here being the multiple SKU’s being offered providing an opportunity to do a test drive. I know of organizations who have started their cloud journey  by simply enrolling for OneDrive for Business (previously SkyDrive) or Yammer (enterprise social networking tool), or some standalone SharePoint. Can you imagine standing up social networking and collaboration in your organization (small to medium to large enterprise) for as little as zero? Plans are extremely favorable starting from $5 user/month to $22 user/month. For latest pricing and plan details check out Office 365 Business Plans
  • Availability – “Your complete office in the cloud” is how we think of Microsoft Office 365. The worldwide uptime number for Office 365 for the last four quarters beginning July 2012  and ending June 2013 has been 99.98%, 99.97%, 99.94% and 99.97% respectively and financially backed by SLA of 99.9%. Check  Office 365 Trust Center for uptime numbers disclosed every quarter.
  • Ease of Use – Same old office applications we have been using for last two decades now online. Whatever device you’re working on, Office 365 gives you access to everything you need—your documents, email, calendars, contacts, and team sites all come with you. A mobile or geographically distributed workforce accessing email, documents and spreadsheets online or offline, and collaborating with colleagues either offline or in real time sounds like lot of work but O365 makes it a snap by taking out all that headache of maintenance and constant upgrades out of your hand.
  • Funding – Now many don’t know this but since Microsoft truly believes in the value this provides to organizations they are offering (for a limited time only) funding for qualifying deployments for 150 seats and above. This will help you accelerate your adoption by investing in Office 365 Fast Track methodology. Check Fast track Funding for more details
  • Cost – This is one of my favorite ones for businesses who require a quick public facing site or are  bringing up extranets for collaborating with their partners or vendors, they can get all of that for no charge (for up to 10,000 users based on the subscription plan)
  • Application Suite

So that I don’t bore with too much details I’ll keep it short for the well-known platforms/services already being widely used like SharePoint,  Lync, Exchange etc.

  • Yammer – social network entirely focused on business. I think this one alone is one of the most riveting of the lot. The way people are hooked onto Facebook they are going to find tremendous power to this tool. Microsoft has been taking big strides in this area by deprecating SharePoint 2013 newsfeed and replacing (Go Yammer! Is the slogan) it with Yammer ($1.2B acquisition made in mid of 2012). There are some upcoming features announced recently which includes a much tighter Yammer integration with Outlook Online and O365 sites.
    • If you are anything like me this one is an “Aw” factor of O365. Codename “Oslo” it is a proactive personalized search and discovery using office graph. A strong algorithmic approach for surfacing tailored feed is truly a mark of next generation technology.

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  • Group Experience and Inline Social – A cross-Office 365 concept that will unify people, profiles, conversations, email, calendars, and files across the entire set of Office 365 applications. Creating a group anywhere in Office 365 will automatically provision a corresponding inbox, social feed, calendar, and document library that group members can use to get the job done.

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How do you like weaving your social activity into apps you use daily like Word, PowerPoint etc. Adding conversations to documents in SharePoint Online and OneDrive for Business. View conversations side by side. That means whether you are working from within Outlook, or Yammer, or a document you get a similar experience.

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Pick your conversations from where you left from within any of these places!

*To dive deeper I highly recommend you look at the Office Blog

  • One Drive – Divided in personal and business SKU’s. OneDrive for Business (formerly SkyDrive Pro) is personal online storage for a your employees.  It’s the place where people can store, sync, and share their work files across multiple devices with ease and security. You can then collaborate with others in real time right from within Office and edit documents from virtually anywhere via a web browser in real time using Office Online. And yes starting April 1st,2014 you will have this as a standalone service. I have seen many organizations using  OneDrive as the primary use case to get a foot in the cloud and once  accepted well within groups and teams reach out for more meat available on  O365. Check out the OneDrive blog for more details
  • Office Applications – The  general suite of office applications we are so used to in our daily lives so much that we take it for granted. it’ll be almost impossible to work on  presentations, financial modelling, or lot of other stuff without the  availability of these applications.
  • SharePoint – Collaboration platform which existed since the early 2001. One of the biggest players  for Microsoft in the enterprise world. Also comes in standalone plans  “SharePoint Online”
  • Lync – Instant messaging and  video conferencing technology widely used in enterprises
  • Exchange – Access to email, calendar, and contacts across all devices while protecting your mailboxes  with anti-malware and anti-spam filters
  • Other benefits -
    • Outsource infrastructure so  you can focus on core business.
    • Electronic signature  – Microsoft and DocuSign entered in a strategic partnership providing you eSignature apps across Office 365
    • Cloud based Business Intelligence: Power BI – Register on premise data source with Data  Management gateway and with some configuration you can gain insights from  data, working within Excel to analyze and visualize the data in a  self-service way even on mobile devices.

PowerBI

  • Analysis with Google Apps – I  encourage you to take a look at this article Office 365 vs. Google Apps compares O365 and Google Apps.

Microsoft recently made a firm and vocal commitment to another SharePoint on premise release and I think lot of folks started reading between the lines – does that mean end to on premise support? no more version upgrades? But as we all understand on premise isn’t going anywhere soon since there are businesses with tight governance restrictions and compliance issues. But at the same time we also know that the weather in SharePoint land is certainly getting “cloudy”.  We at Perficient have a great deal of experience deploying, managing, and migrating to Office 365 helping our customers take the road to success and we are particularly very excited to the see the future and being able to influence Microsoft roadmap for cloud.

Leave your feedback or comments on how you currently use these features and how is it helping your organization. Are these reasons enough for you to stir things up at your next executive meeting? What maturity level is your organization at? Do you feel Office 365 meets your needs?

SharePoint SP1 on HOLD

Notice from Microsoft today -

“We have recently uncovered an issue with this Service Pack 1 package that may prevent customers who have Service Pack 1 from deploying future public or cumulative updates. As a precautionary measure, we have deactivated the download page until a new package is published.”

This was posted on the SP1 download page.

Unfortunately, I have no further details. To my knowledge, we have not experienced any issues with SP1 at Perficient. We can anticipate once a new download is release for SP1, there will also be a Hotfix released for customers who have already installed it. We will update you with any further information as it becomes available.

SharePoint Forms – Living Without InfoPath

On Jan. 31, 2014, Microsoft announced the end of InfoPath Forms. This is not totally unexpected as InfoPath is an older technology that relied on programming methodologies long antiquated in a client side, HTML 5, mobile world. Since the announcement, the community has been waiting for more information from Microsoft. Some information was relayed at SPC, but nothing major. I’ve been doing some reading and have gathered the following information on what are best options are moving forward.

1. Apps – Using the new app model in SharePoint 2013 and Azure Hosted Apps, build your form using standard HTML5, jQuery, and CSOM, call your lists and libraries via REST and voila, you have a new form technology. Considering the new direction of the app model – decouple the platform (SharePoint) from the customization (App) – this shouldn’t be a big leap for your thought process.

“But what if my business users need to create forms”

Ok, admittedly, the above solution only works if you invest in development. If you want to enable business users to create forms, you’ll need another option. But let’s be honest, how many of you out there are business users actually creating forms? More often, our clients’ business users relay their requirements to a developer for building the form.

2. Excel Survey’s – this feature is only currently available in Office 365, not on premises SharePoint, but it’s a decent option for your business users. Let’s be honest about another thing here – if you were one of the few business users creating your own forms, they weren’t very complex forms. They were most likely simple information gathering forms. This option using Excel is perfect for that. I encourage you to check it out!

3. Access Apps - obviously this option is based Access Forms, the technology has changed quite a bit since even 2010, I encourage you to get up to speed with the new features and functionality, here and here. This is still very new, so we are still exploring the best ways to use the functionality. Microsoft is pushing this as an option to link a collection of lists and libraries through relationships. It’ll be interesting to follow this and see how it grows.

4. FoSL (Forms on SharePoint Lists) - this is a new feature due out mid-2014 to early 2015. It seems to replace the idea of using InfoPath to customize a form on a List/Library like we do today. How it differs remains to be seen, Microsoft has only hinted towards it at Conferences, but I can guess Workflow integration, cascading drop down lists, that sort of functionality. Stay tuned for more on this.

5. Structured Data Forms – this is another new technology Microsoft has only hinted towards. I did find this text via a CMSWire blog - “Structured data forms take things to the next level and pull together forms for display or for print. Think along the lines of a form that you want users to be able to print out and/or complete online. This was presented as an idea for the future and not a solution that currently exists. They are working with some other Office teams, specifically the Word team to help develop the best way to capture, present and build these structured forms. There needs to be a focus on the user experience as well as a plan to work with the data set from the completed forms. Microsoft made a commitment to provide a clear roadmap within the next year.”

What to do with InfoPath today?

If you have existing InfoPath Forms, they will be supported until 2023. If you are creating new forms today, I advise to use options 1-3 above. Until all the new technology is announced and any potential migration paths explained, I can’t recommend that you build a new form using InfoPath today. (even though the above blog from MSFT does encourage you to still use InfoPath)

The moral of the story here is twofold – 1. Stay tuned for more, Microsoft is listening and they are working on new technologies. 2. There are plenty of good options out there now to bridge the gap until InfoPath is retired.

See the below diagram for more Microsoft Forms Roadmap detail

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If you would like to voice your input to Microsoft, do so here - http://officeforms.uservoice.com/

When to use OneDrive for Business vs. Team Sites

Now that Microsoft has allotted 25 GB per user of storage in OneDrive for Business, an interesting question has arose – “When should I use OneDrive vs. a Team Site?” This is an important question that might not arise if there wasn’t so much space available per user. And with on premise deployments, you’re probably not deploying that much space per user, so this becomes less relevant.

Thankfully Microsoft has published some guidance around this topic. Although that guidance is relatively intuitive, you want to use Team Sites for any of the following conditions:

1. If you want to use features or functionality such as: Calendars, Task Lists, Workflow, Forms, apply Metadata, or apply a disposition policy.

2. If the document has a defined corporate value or requires retention.

3. If you plan to share the document with a wide audience - although OneDrive for Business does have the ‘Shared with Everyone’ folder and you can manually share the file to any number of users. Managing permissions is much more efficient at the site level. I would not recommend managing a plethora of user permissions on individual documents in OneDrive for Business, you’ll be creating unnecessary headaches for yourself.

4. If the file is relative to an existing project, group, or meeting that already has a Team Site.OneDrive vs Team Site Decision Tree

I put together a quick decision tree to help illustrate. (click to see the full size image) There are lots of gray areas with this topic, as it is very new. However, I think this will help guide you on the right path. If you need more general information on OneDrive, see my post from last month.

 

OneDrive vs Team Site Decision Tree

OneDrive vs Team Site Decision Tree

SPC 2014: Delivering Adaptive and Personalized Experiences

This is a wide ranging presentation on how to create the personalized experience.  Ryan Sockalosky started with the business challenges and then moved into the how.

You face a variety of challenges:

  1. Ease of use with familiar tools to create sites
  2. Create, reuse, and consumer content across many different devices and channels
  3. Surface the right content to the right user with adaptive experiences

Ryan’s focus will be on the authoring experience and search and personalization.  But before that, think about the improvements in SharePoint 2013

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Demo with a couple different websites (Contoso of course)

  • Contoso.com
    • Ryan showed a simple site with brilliant banners and content built around it.
    • On specific pages, the layout starts with a left nav with a variety of filters.
    • Some pages pivot around the content by dynamically showing filters based on the products displayed on the page.
    • As part of the managed metadata service, he used metadata to navigate the site
    • The page is actually a template so one template powers 30 urls on his sample site.
      • The template displays custom content and controls based on content being displayed
  • Contoso Knowledge Center
    • Intranet site
    • The left navigation contains the same content and hierarchy of products as the public site.   It’s driven off the same metadata
    • The left navigation includes additional options like Research and HR
    • But a specific page has a lot of related information to the products
      • Datasheets
      • Documentation
      • Blog posts
  • Authoring content
    • All authored in one place via a product catalog
    • It’s a SharePoint list
    • This means that anything you can do in a list you can do here.  That includes language tags, use of the rich text editor with the main content area, file attachments, etc.

The image below describes a way of thinking about it.  The demo showed the content / authoring as well as the Experience.  But the glue for it all is the Search and Publishing.  The content search web part becomes very important when want adaptive and personalized experience.

Experience

 

 

 

 

 

 

 

 

The page template contains many different web parts. One of them is the content search web part. The search web part is a better version of the content query part because it’s backed by FAST search.  Ryan used this quite a bit to show both the content and the adaptive parts of the page.  The content search web part has a nice wizard to create the query.  You can even pre-define some queries for your Power Users. Queries can be easily hooked to key metadata.

In SharePoint 2013, you now have analytics in the search engine.  This opens up a number of options when you are using the search engine for a personalization experience.

recommendations

 

 

 

 

 

 

 

 

 

 

Recommendations

All the usage events are fed into the engine. The analytics then feeds insights into the search index.  Now you can start to make recommendations based on the aggregate information being fed.  SharePoint starts with a baseline of usage events but you can easily add different usage events. For example, watching a video all the way through vs watching halfway through or liking something on facebook from your site.

In Ryan’s demo, he used the analytics engine for a “products you might like” and a “people who bought this also bought…..”

Keep in mind that the search works within the context of the publishing and page framework. Setup a template, setup different web parts within the page template, pre-set your queries and display the results using a templated approach.  Once you have all that set then you can begin to extend it to a responsive design or device channels.

Rules

You can make a rule to decide how to act .  That rules engine is also part of SharePoint 2013.  You can use rules based on a users location, what they just clicked on, what time of day, etc.

targeted experiences

 

 

 

 

 

 

 

As part of his demo, Ryan showed a user with the following scenario

  • User comes to the site and searches for an iPad
  • Search comes up empty since Contoso doesn’t sell it.   (In his demo, the first iteration showed a blank page with no rule applied.  He then went into Site Setting>Query Rules to change behavior of the site when someone searches for iPad)
    • The rules can be very flexible.  You can define multiple terms (when they search on iPad or Kindle for example)
    • You can set the rules for a variety of contains conditions
    • You could even set for iPad and school in the same search
    • The key part of the rule is the action when a rule comes up true.  For example, change the search to “tablet” and push “surface” products to the top.
  • Ryan then performed the search again and saw actual results with the Microsoft Surface tablets at the very top.
  • Another example of the rules engine
    • This one was based on context on where the user is.
    • When a user looks at a product type and it matches a smartphone or a camera category
    • Then display a phone promotion set of text
    • And only do it starting on February 1st and ending on February 28th
  • You can apply rules to user segments or even specific users
    • When a user is in the tablet area and a user belongs to a user segment (US customer, gold customer)
    • Then display a Surface RT promotion

Bottom Line

SharePoint gives you some really powerful options to create an adaptive experience based on what the user sees.  You can also personalize the experience based on a variety of rules.  All of this is driven by the search. Three cheers for Fast Search and it’s deep integration to SharePoint 2013.

 

Microsoft’s Roadmap for Social: Detailed Analysis from SPC14

“Work like a network.”  Spend just a few minutes at SharePoint Conference 2014 and you’re bound to hear or see this phrase sooner than later. It’s here in the keynote and it’s here in the signage.  It’s here on the lips of the Yammer and Social product marketing people I had the good fortune to spend some time with early Monday afternoon, and it was here loud and clear in the jam-packed session on Microsoft’s Roadmap for Enterprise Social later that same day.  It’s central to the short-term improvements that answer questions about Yammer and SharePoint, and even more central to new investments that Microsoft calls Inline Social, Groups and Office Graph—already the darling of Day One.

Microsoft’s Roadmap for Social: Detailed Analysis from SPC14What does it mean?  It means leveraging the power of enterprise social tools to actually behave in connected ways, and get value out of it.  The presenters, Christophe Fiessinger and Juliet Wei, made it very clear that while Microsoft still believes the best pure social experience is Yammer in the browser—they called it the “hero” version of social—that the future of work is social, and the future of social is in its ability to socially connect people within and around the documents, data and applications they care about.  Much of the message here was focused on enterprise tools better reflecting what is available to people in the consumer market—a message stressed here in this space just last month.

This was the core message of the Roadmap presented on Monday at SPC2014. While it’s an ambitious one, it must be said that Microsoft’s track record of hitting their enterprise social goals since the Yammer acquisition nearly two years ago has been a very solid one.  Though many questions have been asked, when they’ve said they will deliver something by a certain date, they’ve done it—and now they’re starting to answer those questions.

Some of those answers were addressed on Monday, along with three core innovation tracks that go beyond the SharePoint-heavy tone of those early concerns.  Those three tracks— “Inline Social”, “Groups”, and “Office Graph”—position Microsoft’s approach to Enterprise Social as something that includes SharePoint but extends well beyond it.

To analyze the Roadmap, then, let’s take a look at the short term items, the implications for the present—the questions people have been asking almost since the Yammer acquisition—and then take a look toward the far more interesting items promised, and in many cases demoed, for the near future.  That’s where the tools really begin to make “working like a network” look like an achievable dream.

What’s Coming Just Around the Corner…

One might as well call the short-term Roadmap items the SharePoint roadmap items.  It’s been a common fallacy for people in the SharePoint world (and beyond) to look at Microsoft’s acquisition of Yammer as a simple one-for-one swap with the old SharePoint social features, but they’ve been clear for over a year now that this sort of view is limited and more than slightly reductionist. Read the rest of this post »

SPC 2014: SharePoint for Any Screen Size, a Responsive Approach

Eric Overfield (@ericoverfield) and Rita Zhang gave an informative session. It was chock full of examples and example code.  I couldn’t grab the code examples but a lot of the best practices and screenshots from live sites I was able to grab.  They started with the three pillars of Responsive Design:

calvet

Fluid Grid

Must use a fluid grid. By keeping the grid approach, users come to expect a common pattern. The grid must be able to resize itself, hence the fluid grid

  • Large would be three columns
  • Tablet would use two
  • Smart phone would use one.

Flexible Media

Be flexible with what images and images sizes you use.  You would also use proportional text

Media Query

Query your media based on the size.  You might use the same image but cropped.

How to Implement

  • Build and code a mobile interface first
    • helps you control some resources.  You start by optimizing the resources for lowest bandwidth, etc.
    • It also forces you to concentrate on the content.  Smaller interface forces the prioritization of that content
    • She gave an example of doing the smart phone viewport wireframe first.   It did help to see it there first because you prioritized what you wanted to appear and where.
  • Note: IE 8 is not mobile first friendly

Demo

He showed a demo of CSS  with a setting with the following logic

  • for anything greater than 992 px then
    • display a background image in this location with this width, height, and margin

Navigation in Mobile First

Read the rest of this post »