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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91 ways to display Summary Links

SL-headerYou can use Summary Links to display links on a SharePoint page.
It appears to be a forgotten web part. Microsoft has written support information about it for SharePoint 2007 which is still mostly correct today, so it appears not to have changed since launch.  I have not found many blogs about it; even Greg Zelfond did not mention it recently when he explained the various Links options in SharePoint.

I have always preferred the Links List, since that allows all the flexibility of a list AND you keep the data if you remove the web part from your page or mess up the view. Additionally, if you remove a link it will go to the Recycle Bin.
My main concern with Summary Links is that it only exists on the page, so if you accidentally delete a link or the web part you have to start all over again from scratch. However, it has its uses:

  • When you want to add icons or pictures to your links
  • When you need multiple columns, e.g. as a footer on your site
  • When you want the links list to make a visual difference to your page

Adding the web part

Click the Gear wheel and select Edit Page from the menu.
Click the zone where you want to add the web part. This will often be the Right zone or a Bottom zone if you want to use it as a footer, but it can be anywhere you want.
Click “Content Rollup” in the web part gallery and you will see Summary Links.

SL-webpart gallery
The Summary Links web part can be found under Content Rollup

You can edit the title of the web part, hide it, and do the usual things via the web part menu. Adding links and groups and changing style are done in the web part itself.

SL-Webpart config
All “work” on the content is done in this Edit view

Adding links

If you want to group your links, it is best to create your groups first so you can add any new link to an existing group immediately. You can select a style later.
Adding a link gives you the following screen:

SL-New Link
The New Link screen.

You can either browse for pictures or for the items you want to link to (e.g. pages or documents that live in your site or site collection) or you can paste the URL’s.

How to change the styles for links and groups

Now, suppose you have some links added to your web part and you are curious to see how they display on the page. Click “Stop editing” and see what your page looks like. The default setting is quite good, but there are other options.

To change the style, put your page in Edit mode again, go to the web part and select “Configure Styles and Layout”.
You then get the screen below which allows you to select one of 13 Links styles and one of 7 group styles. That’s 91 combinations to choose from!

SL-configurestyles
You can change the default style of newly added links, but also change all existing links in one go.

To save you time, I have created a Summary Links web part and tried all styles and groups. They are in the file below so you can easily scroll through them to see

  1. What the web part itself looks like (left)
  2. How the page looks with this style (right). The size of the web part will vary greatly depending on the style chosen and the rest of the information on the page, so this is a factor to reckon with.

Please view in full size!

Save a copy!

Once you have added all your links, and you are happy with the end result, it is wise to create a copy in case you need a restore. You can do that via Edit page > Open the web part menu > Export. You can then save a copy to your PC and/or in your site.

Enjoy the variety! What is your favorite style?

Image courtesy of atibodyphoto at FreeDigitalPhotos.net

 

 

7 ways to create and foster unique permissions in your SharePoint site

SnowflakeUniquePermissionsSome people call me “obsessed” with SharePoint permissions, and especially with breaking permission inheritance from the parent.

They are correct and I’ve got good reason (or so I think): the majority of issues and support questions have to do with non-standard permissions and people not fully understanding the consequences of creating unique permissions that they or their predecessors have done, knowingly or accidentally.

So while pondering my personal branding 🙂 I thought it might be better to embrace the options that Microsoft has created for us to share freely. After all, this thing is not called SharePoint for nothing! In Office365 everything is geared towards sharing content, without any considerations or warnings that many of these options create unique permissions, so who am I to worry, or go against that principle?

And what’s more, people who create unique permissions keep me in work! There’s nothing I like better than a complicated permissions puzzle, so if I want to stay away from boring discussions about columns that do not align 100% or the exact dimensions or rotation speed of carousels, why not make sure that I create some interesting work for myself?

So, let us make sure we all share content freely and without abandon!

In order to do that, I have collected these 7 principles for site owners.

1. Never give anyone “Read” access

This restricts the options for these people to share content. You will give them ugly words to share with (“Restricted Link”…ugh!),  and they will need your approval. Come on, these are grown ups that know what they are doing! If they want to share a document, they must have a good reason. And you, as a site owner, have better things to do than approve or decline sharing requests.
Treat everyone the same and give them Contribute permissions at the very least. Who knows, they may have some great insights to add to your policy or project statement. Added April 27, 2017: And they may even help you design your homepage and other pages! Thank you for that addition, Helena! (See comments below)

2. Always use individual permissions

Well, you know there is this site group option of Owners, Members and Visitors, but who wants to be in a group, if the only thing joining you is having an interest in a document? Why bother puzzling out which group would be the best option for a person? You know it never fits 100% – this document is interesting to Stella, Eric and Tom, while the other document is interesting to Stella, Tom and Cindy. How can you make groups if every document has their own audience?
Surely your audience consist of all individuals, with individual needs. Using individual permissions will give you the most freedom to match each document with the people who really need it.

3. Break permissions inheritance freely

When in doubt, break! Or when your boss tells you so, of course. SharePoint has the option to allow access on a granular level, so why not make use of it and enjoy this to the fullest? You can pinpoint any document library, folder or even document or list item and give exactly the right individuals access.

4. Never use the “restricted link” option

Restricted…what an ugly word, it feels so….limited! Why would you want to impose restrictions? When you want to share content, select the “Can read” link to make sure that your intended audience can read it and not bother you with requests for access. Even better, use the “Can Edit” option. After all, your audience may have great ideas to share in that document. Policies and other controlled documents are a thing of the past, let’s crowdsource them all!

5. Immediately accept any Access Request

Hit the “Accept”  button and do it quickly, or you may lose a perfectly good reader or editor of the page or document you are sharing. Be ashamed of yourself that you have excluded someone from your content! Rejoice that they go to so much trouble to see it!
Only then, but only if you have the time, find out why and to which content this person wanted access.

6. Never review your permissions

You may be tempted to add Caroline, John and Marcia into a group if you see their name appear on every document, but who are you to decide they need to be grouped? As mentioned in paragraph 2, they are all unique individuals and throwing them into a group only because they read or edit the same documents does not do justice to their uniqueness. And the excuse of “groups are easier to manage for me” is a bit selfish, don’t you think?

7. Stop managing permissions altogether

This may be the best advice anyone can give you.
After all, is it not a bit conceited to say that “you own this content” or “you are managing this site”? The other people in the site know very well what they are doing, and they will take care of ensuring that this content is available to all the right people! Together you know who needs, or is interested in, your information. Over time, your content will gravitate towards exactly the correct audience.

To make sure that your unique permissions grow fast enough, you may want to enter in a competition with other site owners. It may well be that companies like ShareGate have a tool that can measure unique permissions. If they don’t, I suggest they develop one quickly.
Let me know how it goes!

Image courtesy of digitalart at FreeDigitalPhotos.net 

Looking at myself all day in Office365

LookingatMyselfLong ago

Around 2005 I was involved with creating a new SharePoint-based intranet.

At that time we had “Knowledge Areas” on our old custom-built intranet. The Knowledge Areas contained information for a specific region, function, topic or country.
They were an early version of team sites, containing a combination of FrontPage Webs, “Document Cabinets” and Forums.
Each Knowledge Area had an owner, whose name was mentioned on the homepage.

The Knowledge Areas were to be replaced with SharePoint team sites. We wanted to brighten up the design of our new intranet and made a few prototypes to show the Knowledge Area managers.

They all went berserk.

How dared we propose to add their pictures to their name? They did not want to be on public display!
HR and privacy officers stampeded into our offices or called us with questions and concerns. We could not do such an unheard of thing without approvals from all kinds of senior officers!

Of course we had a company directory where all employees could find each other, search for expertise and create organigrams. Of course there was an option to add a picture, but few people did that. I often asked people why they walked on the company’s premises freely, without a paper bag on their head, yet were afraid to show their face to other employees. For some reason this did not have the desired effect 🙂

I have have always liked seeing pictures of my colleagues, especially if they are not in my location. It helps to know what they look like, especially when you may meet them in another office or while travelling to other locations, which I did frequently in those days. But not everyone is an early adopter and some people rather wait until they have seen that no harm befalls those who have shared their looks in the directory.

The only person with an acceptable excuse (in my book) was the Director for Mergers and Acquisitions. If you saw him in your location, you could bet that an acquisition or divestiture  was in the works, with all the speculations, gossip and general unrest that go with a big organizational change. So I understood that he did not want to become too well-known.

Recently

Since 2005 we have all gotten used to seeing our own and other people’s pictures in various places on the intranet: as a contact person for a team site, in permission settings, in the enterprise social network, etc. And now that Office365 uses People Cards, it is more and more important that your profile is uptodate – with a picture to match.

BTW, if your people directory is lagging behind, these tactics may help.  And if you think your people directory is awesome, please take this test.

Now

With Office365  we have switched to the other side and suddenly I am looking at myself ALL DAY.
Not only do I see my face in the details pane in document libraries or list, in Delve, on Yammer, in Search results, but I am also displayed in the Office365 top bar.
A new Office365 profile “experience” has just been announced. I do not know yet if that exposes my face to myself even more 🙂
I find that a bit weird and disconcerting.  Does anyone else feel that this is a bit too much?

Office365bar
OK, it is a small picture on the top right, but still…

Narcissus image courtesy of franky242 at FreeDigitalPhotos.net

Working in a SharePoint box

spintranetsinaboxRecently I have been helping to launch a new Office365-based intranet.
While we set out with the idea of “out of the box” (a sound strategy, knowing my earlier experiences with extensive customizations) we have had to create some custom things to meet the requirements of several stakeholders.

I was therefore very interested in Clearbox Consulting ‘s evaluation of 26 “SharePoint intranets in a box“.
Unfortunately this report was published when we had already progressed very far in our intranet journey, so there was no reason to buy it.
Still, it kept nagging me because I was really curious if we could have used one of the “out-of-the-box” solutions.

So you can imagine my surprise and elation when Sam Marshall provided me with a copy just before Christmas, as well as a discount code for the readers of this blog.

What is this report about?

It compares 26 products of companies claiming to have a ready-made SharePoint intranet. This means that you do not have to do any developments yourself. It is just some configuration and a little branding.

The researchers have made the evaluation by comparing a set of standard scenarios that most intranets will need:

spbox-content
Content of the report. (Screenshot from the website)

Strengths

The major strengths are:

  • Many offerings compared – I never knew there were currently 26 different products!
  • The evaluators are all experienced intranet peeps who know what they are doing.
  • The evaluation is based on recognizable business scenarios.
  • Consistent and objective evaluation. (We could never have done it, since we would undoubtedly be biased by our own requirements)

To think about

  1. The cases provided are all very common in the intranet world. However, you may have some unique requirements that are not mentioned here. In that case, you may need to create your own filtering to find out who would be the best in-a-box-partner for you.
  2. As mentioned earlier, SharePoint and Office365 are changing very rapidly, and I do not know a. how well all vendors can keep up, and b. if and how quickly SharePoint developments will catch up with the vendor’s unique features. (I heard “Corporate News”  is on the Microsoft roadmap for 2017)
  3.  I expect new vendors to appear as well as consolidations.

So, I therefore hope and expect that there will be regular updates to this report…

Who should read this report?

  • Anyone who is starting on a new intranet should definitely read this.
    This may help you to decide if SharePoint would be a good option for your organization. You may think SharePoint is too much and too big, but an out-of-the-box solution may just offer what you need without too much hassle.
    If you already know you are going the SharePoint way, the report may help you to determine if a ready-made solution would be useful. Even if you think you know SharePoint well, you will learn a few things that may be relevant for you now or later.
    You may decide not to go for a ready-made solution, or even not to go for SharePoint at all.
    The report may also trigger you to refine or extend your requirements. For instance, we all have “Company News” on our radar, but have you thought about if and how SharePoint can be used for ideation? If Communications is your major stakeholder, they may not immediately think of the need for transactions. You may want to check with all stakeholders if they have thought about those things.
  • Anyone who has to decide on the need for custom development.
    If none of these vendors mentions what you are setting out to do, you may indeed need to develop it yourself. But if they all provide this functionality, it is probably available as an app somewhere.
  • Anyone who is working on their intranet or digital workplace roadmap, to determine whether it makes sense to move to a ready-made platform in future.
  • Anyone who is curious what intranets-in-a-box have to offer.

But isn’t this a lot of money?

No, it is not.

  1. That amount of money will buy you only a few hours of consultancy.  If you want to set up your own requirements to test against, agree on it, find and talk to all the vendors, have demos and evaluate all the results in a consistent way you will need much more time than “just a few hours”.
    Besides, the evaluators have not been biased by their own requirements.
  2. I can offer you a 10% discount if you use the code IIAB2CBOX10on the product page .
  3. You can probably get away with charging this (< 500 € / £ / $) on your credit card and submitting it as expenses 🙂 .

Good to know

I have reviewed this report for a number of reasons:

  1. I was interested in the topic because I was curious if the intranet I am working on could have been done out-of-the-box, which might have saved us a ton of time and hassle.
    (Answer after reading the report: I think we really needed the extra work we have done to meet the requirements.)
  2. So far, I have been the only “practicioner” who has reviewed this report. I think it is important that someone, who is actually in the middle of a SharePoint project in a company, shares their view.
    You will find more reviews on the Clearbox blog.
  3. I have known Sam Marshall personally for a number of years. I also know most of the people who have worked with him on this report. I have great respect for all of them. Therefore I trust this report.
  4. This has been a Christmas present so I have had the time to read and think. 🙂

So, everything came together very nicely this time.

Title inspired by “Living in a box” by Living in a Box from 1987.

 

 

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

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