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New Additions to Delve

This post goes one level further in showcasing features within Office 365 which makes day in life more productive (Read the previous post in this series)

In order to get more background on Delve, read my previous articles here

1. Delve

2. Everything about Delve

3. How Delve makes life easier

4. Global Rollout

“Check out your personalized feed of relevant documents. What you see is based on what you and your colleagues are working on. You can easily find colleagues to learn more about them and what they’re working on. Type your name now to see your own page”

This is what it says when you first sign in to Delve. The focus here is around the most important assets for any organization, “People”. Delve is more than just search. It brings over the content and people you have been working with, content and people trending around you, and it does so by learning your behavior over time. I bring here few quick nuggets of information which can help with your everyday work.

Can’t seem to remember the document(s) you’ve been working on or worked on in the past month or so? Go to Delve and select “Me” on the left panel.

Delve6

 

Do you miss the organization chart from MySite in the past? Select “Profile” and you see their contact information, organization chart, OneDrive, blog information etc.

Delve7

 

Delve8

 

Want to find what your coworker is working on? Get to someone’s profile from Delve screen by searching with their name

Delve9

 

Note: Security is still very much respected and others won’t see the content if permissions don’t allow. Here is a message on your Delve home screen to confirm

Delve5

All this is fine but you are a mobile worker and this alone does make the cut for you. Looking for similar experience on mobile devices? Look no further

Note: mobile app only available on android and iPhone

Delve1  Delve2Delve3Delve4

How Delve Makes your Life Easier!

For some time now Microsoft has been working on an intelligent fabric- machine learning. This algorithm is (now more than ever) becoming an Delve Img1integral part of many new platforms and products, especially office graph which powers the new Office app called “Delve”. Delve is part of the Office 365 suite and is available for all tenants with “First Release” turned on.

I blogged about Delve in its early days here & here  but since then it has evolved quite a bit. What I wanted to share with you is how Microsoft is rolling new functionality into this app so that life for an end user becomes simpler. There are many aspects when we look into a “day in the life” of an end user but one of the most important ones is organizing and email. Won’t you agree? Taking these two in consideration, let’s look at how Delve makes your everyday life easier!

But before we look into the new enhancements, let’s take a small walk down the memory lane and see what is Delve. Office Delve brings most relevant content to you. This is based on what you’re working on and what is trending around you (your connections, groups etc.). Helps you discover new connection, be it People, documents, or new ideas. All this is done by Delve constantly learning your work habits/styles and creating a globe of information in and around you. Office Graph incorporated signals across Office 365 and content primarily from OneDrive for Business, SharePoint Online team sites and the new Office 365 Video portal.

Now let’s explore the latest enhancements that has been keeping the Delve team pretty busy.

Boards

This feature helps you organize various content and make it readily accessible and share friendly. Think of this as the same exercise you are Image 001used to, of applying sticky on a board to gather all relevant ideas and suggestions. This feature takes this traditional approach, digital.

Image 002Everyone in your organization can view and contribute to an existing board or create a board—but they can only see and open documents that they have permission to access.  From within Delve, you can search for a board, follow it to stay informed and discover other boards—all without having to know or remember where individual pieces of content live. Watch this youtube video to get a better idea.

Image 003


Gotchas
:

Boards does not allow you to embed external pages yet; so in essence no public boards!
Currently you cannot add context to the content on a public board. It’s simply pinning a document without any comment or context around it. (Sounds like a yammer integration in the play here)

Image 004

Email

I bet you would not disagree with me when I say email is single handedly the most used/abused application today. People use it to share ideas, circulate announcements, send attachments etc. This is a the latest in the list of additions to Delve. On the Delve home page, attachments found in email show up in the “Home” view. The attachments are presented in cards that provide some context including information about who sent the message and some text from the message body. If a message contains multiple attachments, each attachment is presented in a separate card.

Gotchas:
It won’t show you attachments sent by you.
Attachments will only show in the two week time frame. Delve will show items that are of interest to you based on insights it has gathered and analyzed in the Office Graph database. The same kind of signal-driven rationale is used to surface documents stored in SharePoint and OneDrive for Business libraries.
You obviously can’t delete items from Delve – that’s due to the reason that Delve is a machine learning algorithm based on search.

Overall great additions to the Delve family. I’m certainly looking forward to the next one – Yammer integration.

 

 

Image source: Microsoft Office blog

Much Awaited OneDrive for Business comes to Mac and iOS

This announcement should be music to the ears, for all the Mac and iOS diehards using Microsoft apps. Earlier I had blogged about an interim solution for these devices, you can read it in my post here. Last week, Microsoft announced new ways that you can access and manage your OneDrive for Business (ODFB) files from your Mac and iOS devices. The good news is that ODFB works like OneDrive (Personal): You get a virtual drive in the Finder so that you and your apps can access ODFB files normally. That means that Office for Mac can now access files in your corporate ODFB account (which should have always worked). New capabilities in how you view, manage, and share your photos and it now allows you to connect to one or more ODFB accounts.

Previously Microsoft had shipped two separate apps – one for your personal files and one for business files – now you can do this all within the one app. For a business user you can access all your files plus all the files that have been shared with you. You can even access your most recent files plus recover accidentally deleted files from the Recycle Bin. You can download the iOS app from the app store, and the Mac sync client preview from the Microsoft Download Center. You can also take a first look at the new Mac sync client on Office Mechanics. I share below some screenshots from my iPhone, that goes to show how easy it is to add ODFB to your existing app. Read the rest of this post »

Top 10 Things to Know About Yammer External Messaging-Flexternal

Yammer is rolling out an exciting new feature which will provide the ability to add external collaborators to new conversations, existing conversations,External-Messaging2 and private messages within the Office 365 network. This will be first released for beta testing (for verified and registered admins).

The Office 365 community hosted an open discussion around this new feature led by Microsoft team. Folks on the discussion shared real time scenarios where this could prove real helpful.

  1.  We have a new person joining our team. The manager announced it internally and the excitement and kudos poured in. But the person that we were hiring wasn’t on the thread. Everyone was sort of preemptively congratulating this person even though this person wasn’t on boarded yet. Once this feature turned up, we included the new hire on the thread, and this person was able to see all the congratulatory messages and even make their first post about how excited they are to join the team.
  2. We’re working with an external person on a project. One where it doesn’t necessarily make sense to spin up an external network. Doing so would just be overkill. We want to exchange files, have conversations, etc. The external person isn’t necessarily full time on the project and we only need their input infrequently.

Here is a list of top 10 quick tips you need to know about this idea – Flexternal

  1. People who you add to the conversation will be able to contribute and add others. However, they will not be able to add you to the conversations in their network. Only you can add others at this time.
  2. People can NOT be invited to Public or Private Group as a whole but just to a thread. They can be invited to public conversations, but only to single instances. So they have to be invited to every conversation you want them to see.
  3. If you remove an external participant from a thread, they no longer see the message in Yammer, but still can find the message within their email inbox. How much of that conversation is revealed in email? For instance if there were four posts on a thread, will all four responses show in the email or just part of the conversation up until they were removed?
    Every comment from the conversation is sent individually via email. So one email will only include one comment of the conversation–not the entire thread. Let’s say you were added at the beginning of the conversation. You’ll get four separate emails. If you were added by comment three you will only receive comments three and four. Once a user is removed they will no longer receive email notifications. You also cannot view content in email. You need to sign into Yammer to view files or notes.
  4. What happens if the invited external does not already have a company Yammer network? For example, an individual contractor/consultant.
    That external user can either chose to respond via email, or signup and join their Yammer network. Obviously they wouldn’t be able to join your network.
  5. What happens if I invite an external user to a conversation at the “wrong” email address. Will they have to create a new Yammer profile or would they be able to pull the conversation into their existing inbox?
    Right now that person would be able to reply to you by email. There isn’t currently the functionality to pull the conversation into an existing inbox though.
  6. Will the network admin be able to easily identify/contact the admins of the foreign network posting to their users? The most obvious reason will be around spam and abuse.
    Microsoft is working on including ‘report as spam’ button with this feature. That button will automatically provide this feedback to them and to the network admins.
  7. Will the email address of those posting into my network be clearly available in the data exports?
    Yes – the mail addresses are available. People who will be posting into your network are the ones that are explicitly invited to conversations by other people in your network. Therefore it is similar to someone in your network cc’ing an external user in their email that is also addressed to others in the company.
  8. How will external messaging recipients be clearly identified in email interaction with a thread?
    If you are responding by email, you’ll see the same external participant icon that you see on the web (the globe icon). When responding by email you’ll also get a warning at the bottom of the email that there are external participants in the thread.
  9. It’s not possible to disable this feature at a network level at this time. This means NO administrative override.  However, Yammer External Messaging will clearly show the external party that has been added.
  10. Currently it will not allow users to communicate with Gmail/AOL/Yahoo types of email address. You have to use a corporate email address.

Perficient’s Top 5 Yammer Blog Posts of 2014

In another 12 hours or so, topfivethose of us on the east coast will be watching the ball drop (mainly on television, but perhaps a few of the Perficient folks local to NYC are planning to brave the cold and crowds). Either way, we’ll be celebrating with family and friends as we ring in the New Year. New Year’s Eve is certainly a social occasion, so I thought I’d wrap up 2014 with a summary of the best enterprise social posts that were published throughout the year.

Since our enterprise social network of choice is Yammer (both for our customers and internally, where we’ve moved from predominately communicating via email to having conversations in Yammer whenever possible), here are the top five blog posts on all things Yammer:

Yammer – DirSync or AD FS (SSO) or Both?
There’s a lot to think about when planning your Enterprise Yammer implementation. How will I get users into Yammer? How will users login to Yammer? Which password will they use? How will users who leave my organization be handled in Yammer? What software do I really need to implement? In this post, Joe Crabtree discusses Yammer DirSync and SSO. SSO in Yammer is a generalized term, as any SSO provider can be connected with Yammer. He focuses specifically on AD FS, as that is Microsoft’s SSO software.

Is Your SharePoint Ready for Yammer?
In this post, Vaibhav Mathur explains, if your organization is experiencing rapid growth or you simply need better collaboration, you ought to take a hard look at enterprise social. Microsoft has clearly stated that they believe the future of social collaboration to be in the cloud, and are making most of their investments in cloud-based features within Yammer and Office 365. As a result, our customers are moving to Yammer as their social platform to enhance their social collaboration practice. Vaibhav discusses the one concern he’s been been hearing from lot of organizations, and that concerns centers around making this transition – from native SharePoint social to Yammer. He talks about how to make the shift, and how to know if Yammer will be of value.

Read the rest of this post »

Video How-To’s in Office 365

Video Portal was announced back in November with initial push to “first release” customers and a global deployment available by early 2015. This portal powered by Azure Media Services provides adaptive streaming optimized for video playback for the device it’s being viewed on. Leveraging Office Graph, simple drag and drop interface, discover ability across enterprise search and Delve, integration with yammer conversations, and sharing capabilities on mobile makes this an intuitive and engaging knowledge management add in.

Below is a summary of Video Q&A with Microsoft team, MVPs, and community members:

Why does Office 365 Video need Flash installed?

Microsoft is working to add HTML5 video playback support in a future update. This will remove the current Flash dependency. For the initial release, we prioritized security of the videos’ playback stream. We are working with Azure Media Services on new player and detection tech that can get the right player (native, HTML5, or flash) and the right stream from Azure media services, so that we offer both adaptive streaming and security on latest mobile devices and browsers. For native iPhone app, we are using Azure Media Service SDK to support HLS. Browser playback doesn’t work currently for mobile devices because of flash. Read the rest of this post »

Mac Solution for OneDrive For Business

I was recently involved in a discussion about the capabilities of OneDrive for Business for Mac, with my co-worker, Michael Toole. One of his customers was in the process of migrating network shares over to SharePoint. Majority of their user base was on Mac, and had very little experience with the web UI’s, so OneDrive sounded like a default choice for syncing their files to local machine.

In this post, I share our experience and findings for a quick and easy way to address the sync problems on Mac (I’ll share the credit for this post with Michael).

Currently OneDrive for Business does not have a sync client for Mac. It’s on the roadmap for later this year or early 2015 although expect it to be released with limited functionality such as only personal site sync (no team site). In the meantime there are few third party apps which does the same. There is an app currently available in the iTunes app store but only works if you have a SharePoint Online or qualifying Office 365 business subscription. Else, look at using Microsoft Document Connection for Mac.

macdc1

This allows you to connect the libraries to your Mac in a very similar way as the windows explorer view on Windows. Although document connection does not support offline access.

macdc2

To get around that limitation, download files to the local device. When the Mac OS is offline, you’ll be able to make any changes using the local Office applications. Once the Mac has a network connection, saving the updated documents to the Document Connection is available. It’ll also respect your check in and check out (read as exclusive check out). So, check out your document while you are online. Make changes while offline, and then check in back to the library when connected. Items also cannot be saved directly to OneDrive for Business through Document Connection. Newly created files on the Mac need to be stored locally and then uploaded to the system.

Spread out your files across multiple document libraries instead of folders in the same location. OneDrive for Business does not allow specific folder sync, but do allow sync across multiple libraries. In short try to go for flat structure across multiple libraries rather than the traditional folder structure.

It’s not the most convenient way when compared to windows, but might be the best way until the public beta for OneDrive for Mac releases next year.

Yammer Sign-in Now Tied with Office 365

Keeping up with the roll out momentum, Microsoft released a significant feature last week which allows you to use your existing Office 365 credentials to access Yammer. It essentially provides the same experience as when using OneDrive for Business, Outlook, and SharePoint.

yammer signin

 

Here are some facts which will help you understand what’s covered in this release:

  • The easiest way to know when this is coming to your tenant is to check the announcement in the Office 365 message center (if your tenant fulfills the requirements). Expected rollout is slated to start in December. The global menu will change and Yammer will be included and styled as the other Office 365 services. e.g. Outlook or SharePoint.
  • This feature will support many of the scenarios previously covered with Yammer SSO, but it doesn’t cover DirSync. Yammer DirSync will still be required. Microsoft is continuing to invest in Azure AD integration and have plans that cover Dirsync in the future. Note that some of the Yammer SSO scenarios are not yet covered with Office 365 login. These scenarios are covered in the documentation here.
  • When you connect to Yammer, you’ll be routed to the Microsoft login screen, enter your credentials there and then you would be redirected to your company’s ADFS server for authentication. You will be then redirected back to Yammer after ADFS authentication.
  • If the email address used to create a Yammer account is not part of your Office 365/AAD account, then the account won’t be mapped and you will continue to login using Yammer login.
  • Longer term as Microsoft continue to deepen the Yammer, Office 365, and Azure Active Directory integration, expect Office 365 active directory sync, Yammer DirSync and O365 DirSync be combined in the future.
  • A new option to synchronize from Azure AD (rather than on-premises AD) is on the backlog.

 

Hopefully you are as excited as I am with this announcement; Happy Yammering!!

 

Expanding Data Loss Prevention Across Office 365

Continuing from my previous post on Information Rights Management (IRM), today we will focus our discussion at yet another security feature which is essentially part of customer controls, known as Data Loss Prevention aka DLP.

DLP provides users with policy tips and detects sensitive information in the context of communication. DLP was first rolled out in Exchange and Outlook and then expanded into Outlook Web App (OWA). The only problem was that email is not the only way to share information. A ton of information in this digital age is shared via documents and keeping that in mind, DLP was expanded into SharePoint Online (SPO) and OneDrive for Business (ODFB). Until now eDiscovery allowed us to search sensitive content across SharePoint and OneDrive and now policy actions (restrict and block access) and email notifications are also being introduced.

Source: blogs.office.com

Source: blogs.office.com

With the advent of Office 365, the Microsoft community has become increasingly collaborative in nature, and product teams are now more agile and communicative in their approach than ever before. Building on that approach, recently Microsoft conducted a yamjam around DLP features. Some great scenarios, concerns, and solutions were exchanged. Here is my attempt to capture and summarize that for you.

—————————————————————————

Q: Will DLP be a supplement or replacement to IRM and auditing mechanisms in SharePoint? And in what way will it supplement to IRM and or auditing.

A: DLP is a great supplement for IRM today. Both of these functionalities work seamlessly in Exchange and we are extending that same experience for SPO/ODFB

Q: Will DLP have effect on the content that is shown, or not shown, in Delve

A: That is absolutely our vision. Delve adheres to the user permissions set by your admins and end users, and we will respect the same when it comes to DLP.

Q: Will DLP be a part of the announced Dropbox partnership? Extending to Dropbox for business

A: Currently DLP functionalities are planned only for ODFB/SPO and not Dropbox.

Q: Will DLP be able to enforce IRM on documents that match a policy? 

A: That is definitely in our plans and you can expect us to release that in the service in early 2015

Q: If I want to make sure my policy is enforced on all content all users should have a sufficient license?

A: Yes, you need as many DLP licenses as the number of users. DLP is licensed on per user basis.

Q: How can we protect documents that contain trade secrets or company plans from being uploaded to OneDrive and then downloaded to home computers? These are random documents that may not have specific information to search for. What is to keep users from uploading a mass amount of documents and then downloading them at home?

A: The next level is to apply Rights Management Service (RMS) policies for all content that lands in that area. You can further protect using IRM from within the client and establish a further depth of what can/can’t be done, and possibly further restrict who. Next up is setting policy rules with #dlp that again help to inform and enforce actions that are and are not allowed. In the future we’ll have additional tools via MDM to help protect and reclaim/delete content that can no longer be on devices. Additionally, we’re planning auditing and reporting capabilities so admins can run reports to understand better how content is being used (shared, modified, viewed, etc.).

Q: Is OneDrive for Business a supported application by Azure RMS?

A:  IRM works today for documents on ODFBso yes, Azure RMS works for OneDrive for business. There are some fixes we are making for IRM protected libraries so that it syncs seamlessly just like any other library

Q: ODFB Management : For ODFB and IRM, it seems to be cumbersome to turn on IRM and with certain policy settings like “Allow users to print”. Plus, it does not seem to reference centralized IRM policies like you would expect with Azure RMS because you just name your own policy and do not select from a dropdown list. Is this because IRM on ODFB is not really supported by Azure RMS yet? And is this expected to change sometime soon?

A: ODFB is certainly covered, and is a manual process today from the scope of an audit or configuration of IRM. The concern you have is valid and is something the teams are aware of for auditing, eDiscovery, DLP scenarios. We don’t have timing to share, but we do want to treat ODFB as included by default, not something you have to configure for broader application

Q: If we have 10 users on E3 and 40 users on Business Essentials, do the messages created by the 40 Business Essentials users get evaluated by DLP? What about the server-side processing? If a non-E3 user sent a message that violates a DLP rule, would it be blocked, or would it be sent to the recipient?

A: DLP does require E3, so the non-E3 users would not get a DLP experience, aka the tool tips coming early next year. No, you need to have DLP licensing to enable server side and client side processing for sensitive content. So for eg, in exchange today, every time you use the “the message contains sensitive information” predicate, you need DLP license.

Q: We have a system that generates PDF reports and emails them via SMTP. We use DLP to block the messages from being forwarded but we would like to apply document level IRM as it enters the system via SMTP?

A: Look at adding a document library into your solution. You could then add additional capabilities if above needs a little more.

Q: Can you please elaborate on the phrase “with additional policy controls and actions like Information Rights Management, coming in the first quarter of 2015″ from the 10/28 blog post on DLP? What might this mean in terms of capabilities?

A: In our initial release for SPO policies, you will have actions such as block or request access when someone uploads a document. With RMS action, you will be able to automatically apply IRM action to the uploaded document if the document contains sensitive information.

Q: What will happen if a document is accessed through an API using custom coding? Will DLP apply?

A: If the content is stored in a location that is subject to a DLP policy, such as SharePoint – then yes the changes will be scanned and subject to the DLP requirements in the policy.

Q: Will Microsoft provide a way to automatically add ODFB sites (as they are provisioned) to DLP scope?

A: Yes, you can configure a DLP policy to apply to “all” OneDrive for Business sites, which will automatically include new sites as they are provisioned.

Q: <em?Will the fact that IRM is applied to a document be able to overwrite DLP actions? For instance if IRM is applied with ‘lower’ restrictions, van DLP apply more restrictieve restrictions? Consider this example: IRM can be configured by Site Admins, so a site admin makes a library for contracts. He configures very little restrictions. At company (DLP) level we have a very strict policy and want to override what the site admin on lower level set up.

A: We currently do not allow IRM policy override. This is an interesting feature request. will be available when our policy actions are available in early 2015.

Q: We found the mobility use case to be painful as iOS and Android devices cannot open IRM protected documents minus a few exceptions like PDFs with a purchased app. When is this targeted to change to where the Office Mobile apps will support IRM protected documents?

A: It works great today for email across OWA for devices, Outlook, Outlook for MAC, OWA etc and you can expect us to add the same functionality across Office documents. IRM works today for documents on ODFB so yes Azure RMS works for OneDrive for business.

Q: With an increasing number of non-technical small business users, what is the plan to give true user account management to Global Admins in O365? This weekend we had to terminate a long time employee who lives in a different state. I checked every source for clear guidelines and documentation surrounding this is nearly non-existent. There is no simple way to prevent loss of information other than resetting the user password. If “blocked” then we could not go into Exchange Online or ODFB to back up information. If we remove licenses, we lose all data. If we turn mailbox into shared, we lose auto archive folder/ability. We cannot backup to a PST due to auto archive as well. Four days after the fact, we learned that resetting the password means they can still have access to any sessions of mail, CRM, SharePoint that have not expired. How are we supposed to manage security under these conditions? Please advise when your 100% “cloud first/mobile first” O365 Online small business customers can expect to have the right tools to terminate an employee while preventing any data loss.

A: The scenario you describe is well covered in the enterprise, where we have additional value in the E1-E4 plans. And I’m guessing you know this, but want to be clear that all the compliance tools like RMS, DLP, eDiscovery … they are only offered to enterprise. It is very common to find smaller businesses using the enterprise plans when their needs require the more robust compliance capabilities. Consider upgrading your plan to enterprise. This article should get you started: I can tell you that you can recover documents. You would need to assign a secondary user who can then go into users’ ODFB. You can do this today here: SPO admin center > user profiles > Set up MySites > My Site Cleanup – and then add a secondary owner.

Here’s the text from in-product once you get to this admin setting, “My Site Cleanup”. When a user’s profile has been deleted, that user’s My Site will be flagged for deletion after fourteen days. To prevent data loss, access to the former user’s My Site can be granted to the user’s manager or, in the absence of a manager, a secondary My Site owner. This gives the manager or the secondary owner an opportunity to retrieve content from the My Site before it is deleted. Select whether or not ownership of the Site should be transferred to a manager or secondary owner before the site is deleted. Set a secondary owner to receive access in situations in which a user’s manager cannot be determined.

Q: Any plans to add DLP to Yammer? For instance if a user decides to share his credit card number on Yammer he will get a policy tip; Such as not allowing videos to be downloaded (but only to be viewed), to making sure that PII is not being shared inadvertently in healthcare or insurance companies. You can overcome these things with peer governance but it would be great to have some tech in place too.

A: Definitively something that we are thinking about. What kind of scenarios would you like to see if/when this would happen?

Q: When or will Data Loss Prevention (DLP) become available in the On-Premise version of SharePoint?

A: We’re not ready to discuss any portion of SharePoint Server vNext (on-premises) and what will be included. That said, there are a number of 3rd party solutions today that can be integrated with SharePoint already.

Yammer Governance: Working Like a (Safer) Network – Webinar Recap

Each and every time my colleague, Rich Wood, speaks on a webinar or presents at an event, I know it’s going to be good. Whether his audience is more business or technically oriented, or a healthy mix, he has a knack for presenting content in an engaging manner and a way that’s easy to digest (even for this marketer). And just as expected, during last week’s webinar, “Planning for Governance in Yammer While Working Like a Network,” Rich did not disappoint.

Enterprise social networks are, by default, a more informal, natural means of communication and collaboration, whether it be with internal employees, customers and/or partners. Many companies with an enterprise social network in place are benefiting from improved knowledge transfer, empowering employees and breaking down organizational barriers. But, because of concerns around privacy and governance, the majority of companies have yet to take advantage of an ESN such as Yammer.

During the session, Rich, who heads up our Modern Applications practice at Perficient, began with a discussion around the philosophy behind Yammer. He emphasized that Yammer is not SharePoint. We are all so used to thinking of “governance” in a SharePoint context, it can be difficult to wrap your mind around how to govern a Yammer network properly and encourage user engagement. While SharePoint focuses on document collaboration, with Yammer, it’s all about social collaboration. With that different purpose comes a different philosophy.  In SharePoint, the greater user population has the least rights in common areas, and with Yammer, it’s the reverse. Those same users have the most rights in common areas. Read the rest of this post »