Cross-Platform Parallels: Understanding SharePoint (Online) Through Notes-colored glasses

Transcription

1 Cross-Platform Parallels: Understanding SharePoint (Online) Through Notes-colored glasses Presented by Ben Menesi

2 Speaker Head of Product at Ytria IBM Notes Domino Admin & Dev. for the past 10 years Actually did SharePoint Dev. Before getting into Domino Proud IBM Champion since 2014 Speaker at IBM and Microsoft events around the globe

3 Agenda What is SharePoint? Architecture Site Collections, Sites Lists, Columns, Items Forms, Web Parts Workflows Permissions

4 What this presentation isn t about It s NOT about Domino vs. SharePoint and which is better IBM vs. Microsoft What we ll talk about: Objective comparison of capabilities Demystifying common fears and misconceptions Understanding what SharePoint can and cannot do through Notes functionality parallels

5 What is SharePoint? SharePoint is a web framework for Collaboration Heavy integration with , Calendar, Office Products, OneDrive and more You can do a LOT with SharePoint Complete file sharing and sync (OneDrive Integration) Project Management and Tracking Websites Maintain Lists (back-end SQL) up to 30M items

6 Few examples of external sites on SP MWLUG 2017

7 Few examples of external sites on SP MWLUG 2017

8 Few examples of external sites on SP MWLUG 2017

9 Here s what a SharePoint TeamSite looks like

10 SharePoint Online 2016 Architecture From the top down Top-level website Lists Sub-Sites Column 1 Column 2 Columns Item 1 Item 2 Items

11 Development Tools to use when developing apps for SharePoint 2016 Use SharePoint Designer 2013 product discontinued but super handy Use InfoPath 2013 for designing forms and workflows Use Visual Studio for advanced coding extra Add-Ins to create SPO apps directly in SharePoint Online via Developer Suite

12 Administration MWLUG 2017

13 Administration What can the admin do? Manage Site collections Manage SPO User profiles, organizations, groups and sites Manage the Term Store (directory of common terms used across the organization) Manage search (dictionaries, schemas, results, query rules etc) SPO Apps, Catalog, Purchases Settings from Site creation, push notifications, comments, and more Third party app security

14 Site Collections Site Collections can be considered a top level entity in SharePoint. Not easy to find a Notes equivalent but it could be something similar to a mixture of a Domino server and a Connections Community. Site Collections come with a specific URL A Site collection always comes with a top level site Assign further, children or sub-sites that belong to the current site collection. Permissions are set on the site collection level, and by default inherited downwards.

15 Site Collections View their properties and create, manage site collections from the SharePoint Admin center

16 Site Collections Manage Site Collection settings from the root site settings

17 Hub sites Hub sites are a new addition to SharePoint Online Container for as many sites as you want A bit similar to a Notes Template file but Provides cross-site navigation Content aggregation (news and activities) Look and feel: sites can inherit design from hub site Scoped search (search across all sites that belong to the hubsite)

18 Sites As Notes Admins and Developers, we could consider SharePoint sites as a mixture of a Notes database and an IBM Connections Community When creating a site, you can Pick a site template think of this as a Notes DB template Select a default Site welcome page Use pre-set lists, or add your custom lists Set your permissions (Inherit or unique)

19 Sites Creating a new subsite (Site contents > Subsites > Create new subsite)

20 New in sites Introduced yesterday: SharePoint spaces

21 SharePoint spaces SharePoint data in VR Works with site templates (citizen developer) 3D models and 360 videos displayable in VR headsets Customizable via WebGL and BabylonGL

22 Lists Lowest level entity in SharePoint think Notes forms BUT Lists are THE thing in SharePoint that define what an entry think Notes document will contain. Representation of the entry on forms and in views is very flexible, while the underlying data entry isn t. What is a list? Essentially it s a relational data table Lists consist of columns think fields on a Notes form

23 Lists SharePoint Online 2016 Architecture Content Site Columns Content Types Site Columns Type Create / Edit / Display Form Central column management Central Column Collections Forms Site Permissions Column 1 Column 2 CustomColumn Item 1 Item 2 Main Site Permissions Item 3

24 Lists With Lists being the lowest entity in SharePoint, you can define a LOT of stuff around them such as: Forms for data manipulation Views to display list Workflows Custom Actions

25 Lists Editing List properties in SharePoint designer:

26 Columns Columns are what make up a list in SharePoint. Very similar to Fields in Notes A TON of available attributes can be defined

27 Columns Column type = item / field type in Notes. You don t have a lot of flexibility once you set up a datatype and start adding your items Watch out! Once created, some columns are sealed and can t be changed (e.g. Person / Group type columns) Two ways to create columns Directly created for and assigned to lists Site columns propagated to any lists using them Read more on advanced column types:

28 Column Types Computed Columns Computed columns have their own category. Can t be Person / Group type AND computed. Use Excel formulas (Tip: Use excel to evaluate them)

29 Content Types Content Types are reusable collections of (site)columns. Site Columns Workflows Document Template Content Type Information Mgmt. Policies Lists Libraries

30 Content Types Content Types are reusable collections of (site)columns. We could think of them as sub-forms or custom controls in Notes Content types are assigned to lists. When editing a given list you can Edit the content type directly but keep in mind: changes will propagate to all lists using this content type Add additional custom columns to your list, in addition to the content type(s) used

31 Content Types There are tons of pre-defined content types:

32 Content Types You can always create your own custom content types

33 Content Types Using multiple content types in the same list This is possible but needs to be enabled Once allowed, content type is visible under the new button as well as under List settings

34 Forms There are three default forms for each list New Item Edit Item View Item Define what forms to use on the list settings interface: Edit forms using InfoPath or via source code directly

35 Forms Editing forms using InfoPath Organize fields Add graphics Add validations Define Rules

36 Views Very similar to Notes Views except You don t need designer or in-depth knowledge to edit them Up for users to view their data whichever way they want Advantages of SharePoint views over Notes views: Group by on the fly Disadvantages of SharePoint views compared to Notes views Limited Data display (max 5000 items only) Group by (i.e. categorized view) SharePoint views only allow 2 levels

37 Views Setting up views Personal or public Columns to display (only those that exist) Group By Filter (Selection formula) Style, Folders, Totals, Mobile and Item limit

38 Views To create view: List Settings \ Views \ Create View

39 Web Parts Modular units of information: building block of web part pages Think Notes Frames in a frameset Types of Web Parts: Content Editor Web Part: Add formatted text, tables, hyperlinks, images Form Web Part: Connect to and filter a column of data in another web part (think preview frame) Image Web Part List View Web Part: Display and edit List / Library data Page Viewer Web Part: Display web page, file, folder, etc. Site Users Web Part: List of users and groups with permission to use site

40 Web Parts Pre-configured web parts (they come with Site templates) Announcements Calendar Links Shared Documents Tasks Team Discussion These web parts are for representation, the underlying data is stored in lists Custom Web Parts: build your own web parts in an ASP.NET file (aspx) Read more:

41 Web Parts To edit, create web parts go to Settings > Edit Page > Add Webpart

42 Workflows There are a number of standard workflow options attached to lists using Microsoft Flow

43 Workflows Some of the pre-set options you have for flows: Send notifications when items are added, modified, deleted, etc. Start approval when an item is added Listen on various Social / Collaboration platforms and when a message matching criteria is added, create new item. Interact with Twitter, Slack, etc. Complete a custom action

44 Workflows An example of the condition + action sequence A TON of options, here are some connectors:

45 Workflows If you need something beyond the out of the box features Flow and SharePoint Designer offer, use Visual Studio Getting started with Visual Studio Workflow Development:

46 Create Docs Delete Docs Create Private Agents Create Personal Folders / Views Create Shared Folders / Views Create LS / Java agents Read Public Docs Write Public Docs Repl. or copy docs # of possible combinations MWLUG 2017 SharePoint Permissions Similar to ACL Entries in Notes Domino Recap on Domino ACL flags: 9 standard flags + n roles: ^n combinations ACL Matrix No Access No No No No No No Opt. Opt. No 2^2 Depositor Yes No No No No No Opt. Opt. Opt. 2^3 Reader No No Opt. Opt. No Opt. Yes Opt. Opt. 2^5 Author Opt. Opt. Opt. Opt. No Opt. Yes Opt. Opt. 2^7 Editor No Opt. Opt. Opt. Opt. Opt. Yes Yes Opt. 2^6 Designer Yes Opt. Yes Yes Yes Opt. Yes Yes Opt. 2^3 Manager Yes Opt. Yes Yes Yes Yes Yes Yes Opt. 2^2

47 Permissions MWLUG 2017 SharePoint Permissions Permissions are by default inherited from top to bottom Site Collection Site Child Site List / Library Item

48 SharePoint Permissions Inheritance can be broken at any point Site Collection Site Child Site List / Library Item

49 SharePoint Permissions Permissions are by default inherited from top to bottom 18 Site permissions, 12 List permissions, 3 Personal permissions (33 in total) Site Collections: Permissions are configured for the top level site or root-site All sub-sites by default inherit permissions but this can be turned off Lists: Lists inherit permissions from their parent site. Inheritance can be turned off Items Items can also have their permissions and inherit this from their list permissions.

50 SharePoint Permissions Pre-Set Permission Levels Full Control Design Edit Contribute Read View Only Approve Manage Hierarchy Restricted Read Restricted Interfaces for Translation

51 Item level permissions You can set item level permissions in SharePoint (Readers items in Notes) but Item level permissions don t work when more than 50 items in a list There is no equivalent to Managing dynamic readers items via code in Notes or the Author items management. Best to separate audience for lists as opposed to items

52 Understanding permissions With multiple permission layers, overseeing who can do what is extremely difficult You can use Check Permissions to determine what a given user can do (similar to Effective Access in Notes) More on Permissions

53 External Sharing Controlled by Site Collection Administrator under Site Permissions > Users and Permissions > Access Request Settings Options: More info:

54 Managing Sharepoint Online using Powershell PowerShell is an object oriented scripting language built on the.net Framework PowerShell cmdlets: lightweight commands used in the Windows PowerShell environment PW runtime invokes cmdlets within the context of automation scripts. HUGE difference between On-Premises install and O365 Cmdlets in SharePoint on-premises: 774 Cmdlets in SPO: 30

55 Managing Sharepoint Online using Powershell Why use PowerShell with SPO 2016? Consistency: for installing, provisioning sites and updates Schedule reports Example tasks Adding content types to documents on multiple or all sites Manipulating list items (including bulk-imports) Managing User properties Bulk-importing SPO list data (e.g. stuff exported from Domino) Learn PowerShell:

56 Managing Sharepoint Online using Powershell SharePoint Online PowerShell repositories Live360-SharePoint2016-Tasks PowerShell for SharePoint Command Builder Not updated for SP mandbuilder.html SharePointPnP.PowerShell Commands

57 Limitations Items in a list or library Up to 30M items in a list, or 30M files and folders in a library A file s name must be fewer than 400 characters Files attached to list items can t be bigger than 250MB Site Collections Up to 50 hub sites Up to 2000 subsites

58 Demo Let s see how we can transform a custom notes app to a SharePoint list Steps Understanding the notes business logic Getting ready for export Creating SharePoint List with the appropriate fields and logic PowerShell to upload the data

59 Thank you! Any questions: Let s