SharePoint Holmes and the elusive Link

HH-header“Users can not access links”.
What a boring title, I thought when this incident was assigned to me. But, as usual, there was a twist to it.

The case

Several users of a local site received a “you do not have access” when they clicked a link that was added to a news item on the homepage. This link directed to a pdf-document.  According to the site owner, they should have access.

So I put my SharePoint Holmes Admin Hat on, and dove into the site.

The investigation

The homepage contained an Announcement list in Newsletter Style. The text “read more” (I know, not the best way to name a link) led to a pdf in a document library in the same site, called News Documents.

HH-Local News
The Local News list. “Read More” should take you to a document.

The News Documents library contained 2 items.

HH-NewsDocuments
The News Documents library
HH-NewsDocumentsLibrary
The 2 documents

The document library inherited permissions from the site.
The audience included myself, so I decided to take a look as my “normal” self.

Yes, I could access the page. But when I clicked on the link “Read more” I got a “Sorry, you don’t have access to this page”.

I looked into Site Contents and saw that the library contained 2 items, but when I opened the library, I saw no documents. Hmmm.

HH-Library-user
As a normal user, I can see the News Documents library contains 2 documents.
HH-emptylibrary
As a normal user, I do not see any documents in this library.

I went back into admin mode, and checked again.

  1. I checked the link on the homepage – was it perhaps a broken link? No, it looked solid and led to the pdf without further ado.
  2. Did the documents open in browser by default, which might hamper the opening of a pdf? I checked the Advanced Settings but it opened by default in the client.
  3. Had the documents been checked out? No, I did not see the green tell-tale mark.
  4. I wanted to take a better look at the views, to see if those could tell me more.  There were rather a lot of columns in the default view, so I had to do some horizontal scrolling to get to the Views link.
    “Draft” I suddenly noticed in the right-hand column.
    “0.1” I saw in the column next to it. That column was called Version.
HH-FullDocumentLibrary
I had not seen the “Version” and “Approval Status” columns in my earlier investigation…

AHA.

The solution

In the Versioning settings I noticed that content approval was enabled, and only people with approve permissions and the author could see drafts.

HH-ContentApproval
The Content Approval settings

Both documents had never been approved and were therefore visible for only a few users.  Everyone else got a “you do not have access” as for the majority of users, these documents were not yet accessible.

That explained why I could see it as an admin, but not as a normal user.

The site owner was not aware of the versioning as he had inherited the site. When I explained, he decided to turn of the content approval as that was not really needed for these documents.

Another issue solved! Now would you classify this as a document management issue or a permissions issue?

Image courtesy of vectorolie at FreeDigitalPhotos.net

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7 SharePoint permissions bloopers

Permissions bloopers 4

The other day I came across an interesting tweet:

Yes, been there, done that! And this made me think of all those other times that I, or my users, have made a mistake with permissions, either by forgetting to think and doing this on routine, or by ignorance.
Here they are, for your learning and enjoyment.  Laughing is allowed; sharing your own bloopers is encouraged!

2. Deleting a group

Did you know that deleted Groups do not go via the Recycle Bin, so they are gone for good?
So, when you want to do this, first check to which content the group has access. If that is only to your site, you can safely delete it; if is has permissions to other sites, please talk to the owner(s) of the other site(s) first!

How to check: Click on the group name on your permissions page, click Settings > View Group Permissions and you will see a pop-up like this:

accessforgroups
In this case the group only has access to one site, so it can safely be deleted if needed.

3. Removing a group from a site and forgetting its name

Good luck finding that in your site collection’s list of groups! (which likely contains at least 3 x as many groups as there are sites, and most likely many more)

A good naming convention, as well as keeping some documentation or screenshots of your permissions setup may help limit the damage. Another good idea is noting the MembershipGroupID’s of the group’s URL. These can be found in the group’s URL, e.g.

…/Share/_layouts/15/people.aspx?MembershipGroupId=165

The 3 default groups of a site are created with subsequent numbers, so if you remove one of those you can probably find them by changing the MembershipGroupID at the end of the group URL. In the screenshot above, Owners, Members and Visitors group have numbers 164, 165 and 166, respectively.

4. Clicking on “manage parent” to edit permissions

You need to change permissions of a site that has inherited permissions. Without thinking you click on “Manage parent” and start making changes, not fully realizing that you are now changing the permissions for both sites. You should have clicked on “Stop Inheriting Permissions” first!
The damage can vary.
I have once changed the top site of a site collection that way. The good news was that I finally got rid of a lot of outdated “Limited Access” users, but it was only later that I realized I had also removed everyone’s permissions from various site collection galleries.

5. Removing yourself from a group, site or library

This is generally annoying but benign, as long as you have quick access to a site collection administrator who can add you back.  I get about one call a week from someone who has locked themselves out.

6. Not clicking “Show Options” when you  share something with “Everyone”

Sharesitewitheveryone
Do click that “show options” link on the bottom of the Share screen!

This sends an email to all the company (and gives them contribute permissions if it is a site). Well, at least people know you and your site exist, but I do not know if “Everyone” will appreciate your marketing tactics! 🙂

And (in my opinion) the most disastrous of them all:

7. Inheriting the permissions from the parent site

You click “Delete unique permissions’ without realizing you are not at the document library, but at the site level. The permissions of your site will now be the same as the parent site.
You may not be the site owner of that site. Even worse, you may not even have access! An even if someone is kind enough to create unique permissions again and give you back your access, all unique permissions are gone.

An example: this site has unique permissions.

UniquePermissions
If you see “This Web Site” you are at site level!

This site has some content with different permissions

UniqueExceptions

When I click “Delete unique permissions” in the site I get a warning in a mix of English and Dutch – which is the first time I have seen this:

UniquePermissionsWarning

And if you click OK the permissions are inherited from the parent and there are no unique permissions anymore. The original groups also have no access anymore.

Uniqueafterinherit
No content with unique permissions after inheriting permissions from the parent site.

While this may be a good reset of your site if you have completely lost the overview of the permissions, it can be a nightmare if you have a well-managed site with confidential content that needs well-managed unique permissions.

General recommendations

  • Make sure you have an overview of the permissions of your site. It can be a simple mention in the description of the list or library (“this list is only accessible for the MT”), or a separate document with a detailed description.
  • Stop and think before you hit a button – if in doubt contact your help person.

Have you made any other permissions management mistakes? Do share!

SharePoint Online Site owner training

Learning-Collect“There’s plenty of SharePoint Online help, blogs and videos around” I boasted some months ago, when I set off to execute the training plan for the SharePoint Online intranet that we have launched recently.
I expected to “curate” most of the learning materials, and to create only a few.

Our criteria

We set off with a number of company and project criteria:

  • The company’s learning strategy is the 70/20/10 model. This means people learn new skills and knowledge in different ways: 10 % in formal training, 20% in peer-to-peer learning and 70% in their daily work.
  • Learning is based on the 5 moments-of-need model, so we have to make sure the right materials are available at the right moment.
  • We have made some customizations, such as a limited permission set for Site owners (less than Full Control), and a custom display on Promoted Links. We knew beforehand we would have to create materials for those topics.
  • I would focus on learning materials for Site owners.
Learning-principles
Our learning principles

Formal learning

The 10% formal training now consists of an e-learning program providing a high-level overview of purpose, concepts and functionalities of the new intranet, including the Critical Skills. (The “how-to-click” details are in the “on-the-job learning materials” which are referred to in the e-learning). It takes between 1 and 1 1/2 hour.

elearning-testI created several modules in PowerPoint, and recorded voice-overs. This means we can replace any module (e.g. Permissions, or Custom Site Templates) easily without having to redo it all. Some inconsistencies are still being fine tuned as I write, new functionality developed, and Microsoft may change some things as well 🙂
I then created a number of test questions with multiple-choice answers, and added a Site Owner agreement (rights & responsibilities) which all trainees have to sign off (using a SharePoint survey).

Our e-learning specialist turned this all into an e-learning programme. It looked very easy but he has obviously done this before 🙂 (He also does freelance work if you are looking for someone!)

This e-learning is mandatory for all existing and new Site owners.
And before you ask how we are going to enforce that: content migration from the old into the new platform is still going on, and a Site owner can not start working in their SharePoint Online site until they have completed the training.

Peer-to-peer learning

The 20% was easy to set up: a Yammer group to ask peers or the intranet support team about all kinds of intranet- and SharePoint Online-related questions.
With the platform being launched recently and the migration of content in full swing, it will be no surprise that this channel is currently very active.

elearningyammerIn the e-learning and in all communications we invite people to share their questions in this Yammer group, and we make it a point to have all questions answered quickly.

For issues, such as things not working as they should, or errors, we have a more formal support channel.

On-the-job learning

The 70% would be the “curated content” I envisaged. I set off enthusiastically in the Microsoft support pages, as well as in many other blogs by people who write for Site owners, such as Let’s Collaborate, SharePointMaven, Sharegate and icansharepoint. Oh, and my own blog of course. My posts are often inspired by “my users” and my daily work.

Well, that was a bit of a disappointment.

Learning-format

As it turns out, the majority of the available information is not 100% applicable to us.

  • Our customized Site owner role made it hard to use anything that has to do with permissions. But also materials that tell you how to customize your site are not appropriate because the new role also has limited design options. So I could not use Gregory Zelfond’s Power User Training, for instance – it starts with creating a site and changing the look.
  • Our custom Promoted Links display needs some extra steps for certain page templates.
  • Many of the materials were not 100% current – with document libraries being managed with Tabs instead of the Modern look-and-feel, for instance. I wanted things to be 100% applicable when we launched – the correct look-and-feel and correct functionalities. The difference between the old and the new platform is too large otherwise.
  • Most of the materials have NOT been written in a “life cycle” format
    1. What it is and when to use it
    2. Create and configure “app”
    3. Add to and configure web part on page
    4. Add item to app
    5. Edit or delete item in app
    6. Modify something in app and/or web part (views)
    7. Delete web part
    8. Delete app
    9. Tips & tricks & troubleshooting
    10. Good practice

So, I have done a lot of writing, and my colleague has made tons of videos to accompany that. I have used Microsoft materials and some of the blogs I mentioned – often as “additional information” or “good practice”.

Final setup

Learning-tabel
This is the final setup

Next steps

I will continue to adjust my own materials and scout for other good stuff. I hope that over time, people will learn to deal with the ever-changing look-and-feel and not be confused by a video of a document library that has “last years style”. Then we will be able to use more materials created by others.

We are also working on a plan to make sure the Yammer channel keeps being active when everyone will be in the “business as usual” mode again.

I will also have to adjust the e-learning on a regular basis.

It has been quite an interesting project to create all this, but it is strange to be doing that while there are so many materials already available on the internet. It feels as if I am reinventing wheels, which I hate!

Have you created learning materials yourself or have you borrowed with pride?

Multiple choice image courtesy of Becris at FreeDigitalPhotos.net

 

Help!!! My web part has disappeared!

At least once a month someone emails or calls me in a panic.
A web part has suddenly disappeared from the page and they have no clue what has happened or how to add it back to the page.
I usually tell them this first:

Webpartdisappearedrelax

And then we start investigating by going to “Edit Page”.

The following things could have happened:

1. Closed.
This is the most common scenario. Someone started to edit the web part and hit Close instead of Modify/Edit Web part.
It appears as if Close is no longer an option in Office365, at least not in my site. A mixed blessing, because I am afraid that it will lead to more “Delete”.
The good news is that the Closed web part is still around, with the same configuration it had when you closed it. Just go to the Closed Web Part Gallery and add it back to the page. It has been nicely recorded here:

Tip: Keep the Closed Web Parts Gallery clean. If you have many web parts it can be quite hard to find the correct one, especially if they are all called Content Editor Web Part 🙂

2. Deleted.
Someone must have hit “Delete” and not seen the warning message. The only solution is to re-add and re-configure the web part. Fortunately, this does not happen too often.

3. Hidden.
This will not happen by accident, but if you have multiple site owners, it can occur.
If you edit your page, you will see all hidden web parts with the text (Hidden) in front of the title, regardless whether you used the title bar or not.
Go to “Layouts” in the web part menu and uncheck the checkbox.

If this box is checked, your web part will be hidden.
If this box is checked, your web part will be hidden.

4. Targeted to an audience that does not include you.
Now this is a foul trick to play on a site owner. The site owner should always see everything in their site, and be aware if web parts are targeted. (Remember when we removed the site owner from a library?)
On the Edit page look for a web part that is not visible on your page and does not have “hidden” in front of the title. Open the web part menu and under “Advanced” look if there is a person or a group mentioned under “Target Audiences” at the very bottom. Change the target audience or add yourself to it.

Where to add the target audience in a web part
This is where you can Target a web part to a certain audience. Scroll all the way to the bottom of the web part under “Advanced”

Tip: Add a * behind the title of any web part that you target, to make sure you remember. (It may also help your co-site owners)

5. Content Query or Content Editor Web Part with no content and no Chrome.
This can happen if you have been linking to content that no longer exists, and you removed the Chrome (title bar).
Check your data sources and determine what has to be done.

6. Minimized web part with no Chrome.
This is possible if you are just displaying the web part content and you (or someone else) hit “minimize” by accident.
In Edit Page mode, restore your web part content and think about your Chrome.

Please note that libraries or lists will always return a message if there is no content in the library/list or filter, even if you have no Chrome and no toolbar.

All this in a flowchart!
I have recently discovered the joy of creating flowcharts. 🙂
And as always, if you have discovered another scenario that leads to a “disappearing web part”, please let me know so I can add it to the list and the flowchart!

Flowchart to determine cause and solution of invisible web parts.
Flowchart to determine cause and solution of invisible web parts.

Image courtesy of David Castillo Dominici at FreeDigitalPhotos.net