Bad SharePoint! You deleted my document!

documentgone-imageAbout once a month I get a panicky phone call about “an important document that has suddenly disappeared”. Quite often SharePoint or even myself are blamed for this.

The reality is always different, of course: a user of the library has deleted the document, but who has done it is impossible to find out (for the Site Owner) and many people do not know how they can restore deleted documents.

I am therefore very happy with the new Document Library experience in SharePoint Online, where the “details pane” tells you what has happened in the library. (And even with each document!)

From now on, you can see who has deleted or modified a document by clicking he little “ï” icon on top right of your library to see what has happened.

documentgone-detailspane
The yellow-marked “Details Pane” opens up when you click it.

Let me show you how this works with a few common scenarios that may lead people to think their document has been deleted.

This is a library in the “All Documents” view.

documentgone-library
Document Library. Each file is named after an action.

1. The document has been deleted.

Deleting a document shows up in the pane.

donemuentgone-deleted
File deleted. The file name is not clickable.

Oh dear, you can see who has deleted the document! 🙂
I am always the bad guy in my one-person tenant, but please note everyone’s actions are visible to everyone in a more “normal” environment!

If you see this message, contact the person who has deleted the document and ask him/her to restore it. The Recycle Bin still only shows the items you have deleted.

If you restore the document from the Recycle Bin, the details pane will show you this:

documentgone-deletedandrestored
File restored. The file name is clickable again.

2. The properties of the document have been changed.

This may move the document to a different view, and may lead people to think the document has been deleted. (Depending on the views in your library)

I have a view for “Video”. It contains 3 files.

documentgone-videoview
3 files in this view, which is filtered on “Topic”= “Video”.

If I change the Topic property for one document, this is what happens:

  • The document moves out of this view
  • The details pane shows this message:
documentgone-editproperties
I “edited” this file.

“Edited” can mean various things, but in any case you will know that someone has done something to this document, and it was not a deletion.

3. The name of the document has been changed.

This will leave the document where it is, but people may no longer recognize it and may think it has been deleted.

This is what the details pane shows when you change the file name:

documentgone-edittitle
You get two actions in the details pane

Interestingly, you will see two actions mentioned:

  • “Edited” the old name
  • “Renamed or Moved” the new name

This will tell you where to look, and again shows you the file has not been deleted.

4. The document has been moved to a folder.

This will move the document out of the view, so people may think it has been deleted.
In this case, nothing new shows up in the details pane for your library.

However, if you open a folder and click on the details pane icon, you will see an action:

documentgone-movetofolder
You will only see any actions in the folder itself.

This means you will have to go to each folder and check if the document has been moved there. That is another reason to use metadata rather than folders to group your documents into meaningful clusters.:-)
I always suggest to create a “Monitor” view that shows all documents, sorted on “modified descending”,  without folders, to keep track of latest changes.

If you move the document back to the “All Documents” view, you will see it mentioned in the details pane of the document library again as “renamed or moved”.

documentgone-movedfromfolder
There is an action if the document is moved out of a folder into the All Documents view.

Good to know:

  • If you edit the content of the document, it will also show as “edited”.
  • When you select a document and open the details pane, you can also see and edit the document properties, see the document history, and a lot more, but that is not the scope of this post. (December 2016: I wrote this post about that)
  • All changes will remain visible for at least 2 months, but I do not yet know if there is a limit on time or number of actions.
  • If the same person performs a number of actions, they will be grouped as “<person name> made edits”. You can click the arrow to see them all:
documentgone-madeedits
Click the arrow to open and close the list.

Conclusion

I think this is very useful functionality to help any Site Owner. It will make the Site Owner less dependent of their site collection admin.
“Edited” and  “renamed or moved” may mean various things, but they at least indicate that a document has changed, but not been deleted.

What do you think of the details pane? Has it helped you?

Image courtesy of imagerymajestic at FreeDigitalPhotos.net
Title inspired by the movie “Bad Santa” with Billy-Bob Thornton.

300! (intranet promotion videos)

300-videosAfter some additions and, sadly, some weeding of videos that were deleted or put behind a password, I have finally crossed the 300-line!!!

Some things that have happened since my last video update:

  • You can now easily reach my video collection via http://ellenvanaken.video
  • The Scoop.It app for iOS shows all videos that do not like to be embedded, so if you hate that mention, use the app. (It is where my collection lives)
  • Some time ago I created a selection of videos for a company, as inspiration for their own video.
    If I can help you with something similar, please get in touch!
  • Martin White (@intranetfocus) has just mentioned me & my collection in his post about “some of the people who in various ways and for many years have transformed our understanding of intranets, team working and digital workplaces through publishing reports and promulgating good practice and who have to make a living whilst doing so.” I’m ever so chuffed!
  • Singapore’s public sector will start using Workplace by Facebook as their digital workplace. This will replace The Cube, which sported two promotion videos that I rather liked. So, before these are withdrawn, please have a look:

 

 

And remember, if you know a nice intranet or Yammer promotion video, or if you notice that one of my collected items is no longer publicly available, please let me know!

Image created by myself, typeface Snap ITC.

Promoted Links I’d like to promote

pl-headerIn my recent training sessions I noticed that my trainees thought managing Promoted Links was a bit of a pain. I wholeheartedly agree!

If you would like to know more about SharePoint Online Promoted Links, please read Greg Zelfond’s post first. It explains when and how to use this.

And…here’s how I would like to see it changed. Fortunately I can do most of these myself, but now I have to do this (or instruct a site owner) for every instance.

1. Change the default view (DIY).

When you have just added the app, you will see an empty page that prompts you to go to the “All Promoted Links” view. Why is that view not there in the first place? Or even an “Add” button at the very least?

pl_1
Why am I asked to go to another screen?

When you make that needless extra click, you get to the screen I would like to see:

pl-2
This is more like it.

I usually start by changing the default view into the All Promoted Links view. If I want to see how things look, I can easily switch to the Tiles View.

2. Allow adding the image from a library (Microsoft).

These are links, so it is logical that you have to paste or type the link to where the image leads you. But why do you also have to add a link to a picture? It would be so much easier if you could select an image from your PC or a library, like you can on Pages.

This turned out to be really annoying for my trainees, and frankly, a tad outdated.

pl-4
Adding a link to a picture feels a little outdated.

 3. Add an edit button to the “All Promoted Links” view (DIY).

When you have added some Promoted Links and you want to take a look, you check the Tile View for a preview.

pl-4real

Looks nice, but suppose I want to switch the order of the middle and right link, or have to change the URL.

How do I do that? There is no option to select the item for editing. You can go to the “All Promoted Links” view and edit the list in Datasheet view, but you can not edit everything that way.

pl-6
The datasheet view.

 

So, I have instructed my trainees to add an Edit button to the “All Promoted Links” view.

  • Click the List Tab
  • Select the “All Promoted Links” View
  • Click List Tab again
  • Select Modify View
  • Add an Edit button to the view and click OK
pl-7
Now we’re talking!

4. Make the “Tiles” view editable (Microsoft).

The Tiles view is not adjustable. All tiles will be shown on your page and there is no way to filter, limit the number that is being displayed, or add that edit button.
This means that you can not create one big list of Promoted Links and distribute them over various pages using a filter. Alas, you have to create a Promoted Links app for every page, or even per row if you want multiple rows each with its own header.

5. Show a preview of the link (Microsoft).

When you hover over a document name or over a hyperlink in the text, you will see the URL displayed in the bottom left of the page. This can help you decide if this is indeed the information you need. With a Promoted Link you see nothing, so you do not know if you are going to the place you are looking for.

6. Add the 150 * 150 px image rendition to the image library (DIY).

If you use Promoted Links often, you may want to add the image dimensions to your image renditions. It shows you quickly if your picture will show up acceptably, especially if it is not square.

In Publishing sites, go to Site Settings > Edit Image Renditions. (under Look and Feel)

Click Add New Item; add a name and the dimensions, and click Save.

pl6

Talking about the Image Rendition feature, did you know….oh no, I will leave that for another time…:-)

Image courtesy of Stuart Miles at FreeDigitalPhotos.net

Dazed and Confused – by SharePoint online?

confusedWe are moving from an old on-premise SharePoint  intranet to one on SharePoint/Office365.

I have been using SharePoint Online from 2011 so I have become quite used to the interface and its regular changes. But I was very curious what my end-user colleagues would think of the new SharePoint and I recently had the opportunity to train a number of them in the new environment. Our goal for this training was to get an idea of how people would react to the new platform, and which elements would be clear immediately and which would need more help and instruction.

All participants (except one) had experience with managing SharePoint sites. They also knew this was an experimental training so they were encouraged to be outspoken about their findings and suggestions. Each got their own test site in our test tenant, which is on first release.

These are the findings of that first classroom training:

1. The Office365 Homepage

When you log on to Office365 for the first time, you get a lot of pop-ups about Office365. While that is helpful for new users, for this purpose it was annoying because people were less interested in Office365 than in SharePoint.
Clicking around opens up a ton of new screens, which was not universally liked.

2. The SharePoint Homepage

This was a bit confusing, because people have never had that, and the page was mostly empty. The test sites did not show in everyone’s page, despite them having personal access. I do not know if that is a search indexing thing or that you must have visited the site before it is shown in your “recent” sites.
As soon as everyone was on their site’s homepage, I told them to “Follow” it to be able to revisit it quickly, and everyone got it.

3. Site Contents

I took them to Site Contents, and then I found that some of my trainees had the old Site Contents with tiles, and some of them had the new experience . That was a bit confusing, but it was a good illustration of the ongoing changes that everyone can expect.

4. Document Libraries

Document Libraries were already in the New Experience, and I was a bit worried if people would be able to overcome the gap in look-and-feel between our old SharePoint and the new one.
It was a pleasant surprise to notice that, with just limited instructions, people took to it straight away. Everyone saw the benefits of the Pin To Top functionality, and I saw two people nudge each other happily when they learned about the library and document information pane, that also tells you who has deleted a document. No more guessing or blaming SharePoint or IT!

librarywithinfo
The Document Library with the information pane. Just click the i on the top right of the library. You can see which documents have been created, edited, deleted, restored, by whom and when. Great!

5. Lists

Unfortunately the Lists were still on the “old experience” with the tabs and the ribbon. While I have always loved the ribbon in The Office Suite, I have never taken to it in SharePoint, and I am more than happy to see it go.
My trainees did not use Lists much (an opportunity for later!) but they got it quickly enough.

6. Deleting and Restoring

Deleting and Restoring content is a topic high on my agenda. We often get panicky calls from people who have “lost documents” and have never heard about the Recycle Bin. I added a few exercises with deleting and restoring documents and list items, told them what to do themselves first, and then how to get help. It all went smoothly once people knew how long things will be stored, what goes via the Recycle Bin and what does not, and what they can do themselves and when it is time to contact the site collection admin.

training-recycle-bin

7. Quick Links/Navigation

The Quick Links (team site) and Navigation (Publishing site) caused some confusion since it is a mixture pf settings and edits, and moving the menu items around resulted in unwanted indentation. It is also different from the custom-built navigation many people have used, so this will definitely need some more instructions.

8. Editing a page

Editing a site’s homepage turned out to be quite easy for the trainees. Everyone in the audience had experience with managing Publishing sites. They sighed happily when I showed them they can now insert images from their PC in the Content zone without having to upload them to SharePoint first.
Everyone had already embedded a video before I even talked about it  🙂
Editing the (basic) team site homepage was even easier.

training-addpicture
Inserting a picture from PC appears to be so much easier!

9. Image Library/Image Renditions

We have some recommended image sizes preconfigured in the Image Renditions and the trainees thought that was pretty useful. (It shows you how an image will look in that size). In our current environment, you only see it when you have added it to a page, and that can lead to surprises. 🙂

training-renditions
The image renditions show you how a picture will be displayed in different formats.

10. Promoted Links

Promoted Links have been designated as an important tool for nice looking links to other content in formal sites. Oops, this was a bit hard. Of course this is a new functionality so people did not know it beforehand. But I also think that the default configuration can be improved. That will be another blog.

training-promotedlinks
Promoted Links with 3 different opening options.

Conclusion

All in all, my trainees did quite well. But then they were experienced and motivated. I think they benefited from my little bit of hand-holding and assuring them that most was still there, just in another place or with another name.
The only person who was a bit lost was the person with no earlier SharePoint experience.

So, I am actually quite content. After all this, I think the ongoing changes will be the largest hurdle, more so than the delta between the old and new SharePoint. (with the exceptions mentioned)

Have you introduced Office365 recently and if so, what have been the largest hurdles for your audience?

Dazed and Confused? I do not think so.

Title inspired by Led Zeppelin’s “Dazed and Confused

Image courtesy of Stuart Miles at FreeDigitalPhotos.net

Never a dull moment with SharePoint Online

rollercoasterAs I was rehearsing my SharePoint Online training session the other day (more about that later), and checking my back-up screenshots, I noticed that the Office365 homepage in our test & training tenant had changed overnight.
You may know that I really like the new homepage, and since Office365 is new to all my colleagues, I was happy to know that I would show them  the most recent version straight away.  So I exchanged the screenshot in my slides with a smile.

During the training session I noticed that for some of my trainees the “Site Contents” page was in the old tiles mode, and for some it was already in the new mode. That was strange, because all the test sites were  in the same site collection and on First Release.
Luckily I had warned my trainees beforehand that things might and will change all the time, so I could easily talk my way out of that one 🙂

The test & training tenant already had the modern Document Library Experience, but not the modern List experience, so I still had to talk about tabs and ribbons for the lists. (Of course I told my trainees that this will change.)

But…what will be there at launch?

Interestingly, our production environment will not be on first release, so we may be launching with the old Document Library experience. I hope we will not, since it means instructing people twice.

And wait, there’s more to come!

Now I just learned that the Team Site Page experience will change as well. Right.

And the new App launcher! Oh.

And the new People cards. Help!

Personally I am OK with all those changes. I think most of the changes are an improvement a so I am quite happy to find out what  will change and how to help users find their way around. That is my job and I have the time to do it, I trust 🙂

But my colleagues are just USERS; they have other responsibilities and skills than finding out how SharePoint works today.  I may have trained people on an older or newer version that we will launch with, and they will have to relearn. People may think they know how things work, but that may have changed while they were going to get a coffee.

So I foresee a lot of questions once we will launch…
Never a dull moment when you are a SharePoint support person!

How to keep up?

Over the next few months I will be finding out how these ongoing changes will be perceived by the support team and our SharePoint users. My main question is: Can we all (support team + users) keep up with the number and frequency of changes?

If you already have experiences that we can learn from, please let me know!

Title inspired by the album “Never a Dull Moment” by Rod Stewart. (1972)

Picture courtesy of dtcreations at Morguefile.com

 

 

 

What do YOU call Home(page)?

HomepagesweethomepageThe first page I see when I open a browser on my work laptop is the intranet. That was the case in my previous job and in my current one. When I see peers open a browser window, I rarely see another page, like a search engine page; it is generally an intranet homepage that opens first.

When discussing our new digital workplace the other day, we wondered which page should open when you open your browser. With Office 365 you have a number of options.

  • One person wanted the intranet homepage to be the first page shown, like it is today.
  • Another suggested the Delve page, although he realized that will not be the best page for launch since it needs to fill up with relevant content before people will see the benefits. I personally like the Delve-page, but not as a browser home page. To me it feels too much like a “filter bubble”.
  • A third colleague thought that the SharePoint homepage would be the best option, since it would have all your sites in one place.
  • I preferred the Office 365 landing page since I think that is the best representation of the Digital Workplace. It has all the tools I need on a regular basis: Email, Yammer, Office, SharePoint. With the recent improvements, however small, I think there is a great potential to turn that page into a very useful dashboard to start your working day.

We clearly did not agree so I decided to ask the question in the Office 365 network on Yammer.

The results surprised me!

  • Most organizations have “a specific SharePoint page” as their browser homepage. I assume that is the “intranet homepage”, because the people who voted “Other”, mentioned their intranet homepage as well, but those were not (yet) on Office 365.
  • A surprisingly high number of organizations (19%!) leave the decision to the user. This is totally unthinkable in my corporate world so perhaps these answers were given by smaller consultancies.
  • A disappointing 14% had the Office 365 landing page as their browser opening :-(.

Poll

I have given my feedback about the new Office 365 landing page to Microsoft. I hope they will develop this quickly so I will get my way one day after all 🙂

BTW, since then we decided that the new intranet homepage will be the chosen page.

If you are on, or planning to move to Office 365, what have you selected as your browser homepage?

Image courtesy of atibodyphoto at FreeDigitalPhotos.net

Executive blogging? Hmm…

NoBloggingBlogging by senior management appears to be an ongoing struggle. I wrote about it earlier and remarked that it is not for everyone.
In my opinion, key success factors are:

  • You need to like doing it. It will cost a lot of time and effort, and if you do not like to spend that on writing, you’d better use your time in another way.
  • You need to add something new to the mix, something your employees have not already heard several times through your official channels.

Last week, I came across two other articles about executive blogging.

Do not blog if you do not know where you are going

Erika Parker posted “Executive Blogs: 7 Signs You Should Just Say No “

She also mentions that executives have to feel a need to blog. There should be something driving them, whether that is their personal opinions, a need to interact with employees or a need to change behaviours. If they feel they do it because they have to, they better find another channel or another way altogether.
And while it is not necessarily wrong to hire a ghostwriter, an executive has to feed that person with the direction, the tone-of-voice,  personality and topics. They can not leave it all to the writer. But remember: they should always post their blog themselves!

Do not blog about knowledge management

And if this all does not show enough that blogging by executives is not necessarily a simple thing that you “just do”, Nick Milton posted: “Why you should not ask your senior managers to blog“.

That sounds more forbidding than it really is. Nick warns that senior management should not blog about knowledge management, at least not about anything other than stating its importance.
In general, a senior manager’s blog will be too formal (an official communication), too hierarchical and too conceptual to be of practical use. It is not a good example to start informal company-wide knowledge sharing between peers.

Nick gives a few better options for using blogging as a method of sharing knowledge among employees.
I strongly support that opinion, just like I support blogging instead of publishing monthly newsletters.

I am almost starting to feel sorry for all executives.
If they have the drive and enthusiasm (which appears not to happen too often), then they are forbidden to blog about a certain topic. If wonder if any executive still has any motivation left after all this. 🙂

Perhaps you know of a good example?

Image courtesy of Ambro at FreeDigitalPhotos.net