SharePoint Holmes and the No-show News

The case

One of our Communication sites has changed hands recently. The former owner was very active in her site and we often referred people to that site as a showcase for Communication sites.
She left and someone else took over. The new owner attended one of our Webinars and told us she felt confident managing the site. Last week she asked for help – she had published a News item for the first time and although it showed on the SharePoint start page she could not find it in her site.

On the SharePoint start page, news item are displayed in chronological (First published) order. The item on the left is the most recent.
The homepage of the site in question. The latest item is nowhere to be seen.

The investigation

I remember seeing the post on my SharePoint start page and thinking “Ah, she did it! Good to see that that site is active again”. But I had not looked at the site.

  • I went to the site and there was the homepage, seemingly untouched since the last owner left. (see screenshot above)
  • I created a new page with the News web part and noticed that the new item was displayed in first position.
A new page with the News web part as is – the new item is in first position.
  • I checked the web part settings of the News web part on the home page.
  • After checking the web part layout and settings, I checked the bottom of the web part menu. And yes, what I suspected was true: ALL news items had been fixed on the page, blocking display of all new News items.
All 4 News items are pinned in a fixed position. This means that new items will be displayed below these.

The solution

That was relatively simple:

In web part editing mode, I clicked on each x after the News item’s title. The chronological order revealed itself, and the latest News became visible.

“Native web part” (in chronological order).

I think pinning all News items is not a good idea. I can imagine that you will want to keep one or (at the very most) two things visible for some time, but to fix them all in their place is defying the purpose of having a News functionality. Default is best, because it is news and it is supposed to change! Also, it can really puzzle your successor 😉
And I personally keep forgetting how it is done; the functionality is a bit weird.

More on creating SharePoint News in my earlier post:

16 things to know about creating SharePoint News

And by the way…

I noticed that the web part picker no longer has an expand option. That means you can no longer have a large overview of available web parts. You can now choose between a grid and a list view, and you can search, or scroll.

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

SharePoint Holmes and the Disappearing Digest link

It has been some time that SharePoint Holmes’ skills were required to deal with a strange issue. But here he is again – this time with a mysterious issue with SharePoint News!

The case

Last time I mentioned a colleague who had started a new site, and who is very happy with the SharePoint News and the News digest. I had given her a short demo of creating both and emphasized that she needed to have at least 5 News articles before the link “See all” would appear on her News web part.

She called me some time after to ask why she did not see the “See all”. She had 5 news items but the link did not show.

No “See all” link on top of the News web part (left)

The investigation

I counted the News articles but yes, she had 6, so the link should be visible.

Perhaps it had to do with the page, one way or the other? So I checked:

  • Section colour – a wide shot but as she had used the dark section background perhaps there was a contrast issue?
  • The web part settings – you have a number of layouts for News items, such as a list or a Hub, and there are also some options per layout.
  • Number of columns – did perhaps a narrow column hide the link?

I just played around, changing the layouts and fiddling with the various options. Current SharePoint pages are so easy to change, that it is really not a lot of work, compared to the old pages!

The solution

Of course I should have trusted Microsoft that they know how to make sufficient contrast – the background colour had no negative influence.
A narrow column made no difference either – there is always room for “See all”. You see it in other web parts as well.
The web part itself was the culprit. There are actually TWO situations in the Layout when the “See all” does not appear:

  1. You use the Hub News layout – for one reason or another this NEVER shows the “See all”
  2. You deselect “Show title and commands“.
If you switch off “Show title and commands” you will not get the “See all” link

The latter was the problem in this case. My colleague did not like the extra space that the title took, so she had decided not to show that when she configured the page. When she hit 5 articles, she expected the link to show, as she did not realize that she had turned it off.
I can’t blame her, I only found out after she had called me!

The desired end result. You see it takes more space.

The tip

So, if you like the Hub News layout, or you want to hide the web part title, and you still want to create a News digest, you may want to do either of this:

  • Change the web part layout temporarily into another style, and go back to it when you have created your Newsletter
  • Create an additional page with a layout that supports See all, to create your Newsletters from.

I knew something would turn up as my 10th “Things to know about the SharePoint News digest“, so I have added it just now! 😁

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

SharePoint Holmes and the Gone Gallery

800px-Northwestern_High_School_Student_Art_GalleryWhile all consultants are writing about Modern Sites, Hub Sites and Communication sites, I am quite certain that a lot of us practitioners are still working with the Classic sites. Looking at “my own” environment this will not change overnight.

(One of the joys of being a practitioner is that you can watch an intranet grow old…and not always gracefully 🙂 )

So here’s another case of Classic SharePoint Investigation.

The case

“I can only add app parts to the page,” the user said. “I am the owner of the site and I would like to add Summary Links, but I can only see the web parts for the document libraries and lists in my site.”

And indeed, when I looked at her page in Edit mode, it looked like this:

SH-GG-WebParts
Although the user had selected the Web Part Gallery, she only saw the App Parts.

 

SH-GG-AppParts
This is what she saw when she selected the App Parts – exactly the same!

 

The investigation

  1. The site permissions were OK – she indeed had the correct permissions to manage the site.
  2. I checked the permissions for the Pages library and Pages – all were inheriting from the parent so that was not the issue.
  3. I logged in as admin (that account has Administrator permissions on all site collections in the tenant) and I saw all web parts. So it looked like another permissions issue.

    SH-GG-CorrectWP
    Same page, different user: I could see the web parts
  4. I asked the owner to which business she belonged. That was Business B. This gave me the clue that I needed.
  5. I checked the site collection – this was a site collection for Business A.
  6. So I checked her permissions on the site collection level – none, as only employees of Business A had access.
  7. To confirm, I checked her permissions for the Web Part Gallery.  Bingo!

The solution

As we are divesting Business B, we have removed all permissions of the Business B people from all site collections of Business A, and vice versa. This means that the Galleries in the Business A site collections are not accessible to employees of Business B. It is an exceptional case that a Business B owner is an owner of a Business A site, but there was a reason for that.

Fortunately the Web Part Gallery had unique permissions, so I added her to the Gallery and then she could do what she needed to do. I did not have to worry about maintenance as her account will be removed in a few months automatically as the system separation takes place. (I may write about that later.)
Frankly, I do not know which permissions a Web Part Gallery should have by default, as I have seen both “inherited” and “unique” while checking some site collections.

This case is probably not very common, but if you ever get incidents where people can not see the web parts when editing a page, please check permissions of the Web Part Gallery at the site collection level. I remember once accidentally removing all permissions at site collection level, and after I had added the groups back, several Galleries were inaccessible as due to unique permissions the groups had not been added back automatically…

About SharePoint Holmes:
Part of my role is solving user issues. Sometimes they are so common that I have a standard response, but sometimes I need to do some sleuthing to understand and solve it.
As many of my readers are in a similar position, I thought I’d introduce SharePoint Holmes, SharePoint investigator, who will go through a few cases while working out loud.

Photo courtesy of Maryland Pride on Wikimedia.