Management, Deployment & Implications for your IT Department and Business Users
May 12, 2015
Management, Deployment & Implications for your IT Department and Business Users
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• Meetings: 2nd Tuesday of the month, Microsoft Malvern, 5:30-8 pm
WEB: www.TriStateSharePoint.org
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About Me – 2nd SharePoint Saturday! SharePoint & Collaboration
Its my passion and it is also my job Current – IT Manager
Sr. Mngr Emerging Tech & SharePoint
CPG Industry Previous – Consultant,
Entrepreneur SharePoint Consultant for many years Co-founder of SharePointHosting.com Deployed 100+ hosted SharePoint
farms and 7 multi-tenant farms Been on SharePoint since 2002
Isaiah
Get in touch ?Email: [email protected]
http://www.flickr.com/photos/marirn/6131270109/
Quick Show of Hands
Transformation
Goals for This Session Insert some humor where possible Ask questions please Share my experience deploying OneDrive for Business
Your experience will probably be different Approaches for building key functionality
What do you need in an enterprise that Microsoft does not provide?
Showing a few examples to help visualize what we’re talking about Client side example
Final thoughts
Today’s Agenda Review our mind map OneDrive Roadmap Breathing New Life into My Sites Life Cycle Compliance Management & Reporting Putting Together Your Strategy
Where can we go?
small change Improve e-mail
collaboration by making attachment sharing smarter Use a link to SharePoint Use version control Use Check out / Check in Send updates via e-mail
notifying document complete
BIG CHANGE Replace e-mail
collaboration with discussions and newsfeeds Upload the file Share the link in your
discussion or news feed @mention the folks you’re
collaborating with Talk about it, make the
decision without an e-mail directlyWeb based discussionE-mail based discussion
OneDrive– Where’s the Big Change?
Your C:\ in the Cloud sync’d to
PC
Replacement for your C:\ Drive
The Same View on
your Phone
Mobile CollaborationBrowser
CollaborationPC Access w/o
VPN
Time to Re-invent and Re-introduce the My Site Great story if you’re already on 365!!!
No-brainer…go educate your users and do some change management work Build a few light-weight management tools
Migration story if you’re on premise?! You must be on 2013 SP1+ if you want don’t want to write something
custom to surface the suite bar navigation Move / lift and shift users content or day forward with no migration? Did you customize…will you redevelop in the app model? $30/year/user for 25GB storage = cheaper than running on prem unless
you’ve already SQL externalized storage UPS in 365 vs on-prem – quite limited in 365 SSO with ADFS / DirSync = much better story than without SSO and sync
Fine print you’ll need to write something custom to provision your users w/o this.
Roadmap – next 12 months
Mac / OSX Mavericks Sync Client
Modern Attachments
Instant Search
SharePoint 2013 SP 1OneDrive & Yammer Cloud
Integration
365
On
-Pre
m
Android App
Groundbreaking Paradigm: Content Finds You
So where’s this content from…
Lots of places…but especially OneDrive!
Are you excited about My Sites again?
This makes the “hybrid” SharePoint cloud more feasible SP1 enhancements add OneDrive into the Suite Bar in an on-
prem environment Where do you stand on Yammer?
Unless SharePoint+Yammer truly merge SharePoint social beats Yammer
Why you ask? Comment / Collaborate WHERE your content is versus having to click out Working in one place has much more value than Yammer provides today.. Yammer feed Jquery vs SharePoint Jquery = buggy, slow page load…fail
Life Cycle
Provisioning DirSync + SSO
All AD objects sync’d to 365 1x per day Available for licensing; can do automated via PowerShell Once licensed with E1, etc – or OneDrive only license user
can Click to Provision Site created on 1st access; SSO through ADFS – great
experience DirSync Only
All of above EXCEPT user maintains two identities (two users names, two passwords)
No Sync (stand alone – no AD) You’re running everything in the cloud…and managing users
manually
Life Cycle Cnt’d
De-provisioning DirSync + SSO
User deleted – object in 365 deleted on next sync Content vaporized
User disabled and unlicensed My Site scheduled for deletion; manager set as owner of site; stays
around for ~90 days DirSync Only
Same as above No-Sync (stand alone – no AD)
Manual de-provisioning Content vaporized when user is deleted, unlicensed or re-licensed with
use rights which do not include OneDrive
Life Cycle – Implications for the Enterprise
Line Manager Becomes defacto owner of the users My Site –
has limited period of time to dump any content out – how are you going to educate folks?
Or…should IT facilitate this vs push to the user’s manager?
Legal Hold / Compliance If the user is on legal hold you should not un-
license them until they are off hold…
Compliance Newsfeed moderation
Non-existent Type of content you permit in the cloud
Will vary by organization and locale Records Management
Yes you should do it; consider all content to be a general business record and provide users the ability to tag it as another classification. It will be “in-place” for now.
Create a “classification” column and load your record series into it via a term set deployed in your Content Type Hub
Consider the new archive site type when available (1TB per site collection) to do centralized records management (leaving a link or nothing at all)
Compliance - Cnt’d eDiscovery
Create your eDiscovery site collection and learn how to use it Work with your legal team to help them understand how to use
the Early Case Assessment tools in SharePoint Know the limitations: verisons, etc.
Legal Hold Once you’ve mastered eDiscovery leverage the “in-place” hold
capabilities Collection
If you’ll need .net frame 4.5 in order to use the download tool for your collected material from SharePoint
Compliance Cnt’d Two more notes Note on eDiscovery
Remember you’ll have sync’d OneDrive volumes on each of your users devices
Work with your colleagues to help them develop a philosophy that the authoritative copy is in OneDrive in the cloud – this will make your collection strategy a lot more actionable Less PC’s to image…index, collect from, etc.
Note on Group Policy Office 2013 by default includes OneDrive consumer as a named
option… very consuming Get your GPO guys to cook up an policy that disables it – 1
registry change
Management & Reporting Administration
Adding additional site collection admins Use a non-federated onmicrosoft.com account as your service account for
managing My Sites Managing storage?
Allowing App Store? Multiple libraries (beyond Documents?) Getting storage use metrics Support nexus: client sync errors – we’re plagued by them
Stop services, clear out logs, clear out local cache…re-sync Sharing…
Internal, External with PAL…or Link-based sharing?
Putting it all together…Case Study New methods for external sharing are being introduced…
Link-based sharing Must have way to “manage” – Microsoft does not provide
Types of events to consider Employee termination ? Google indexes content ?
Link-based sharing functionality is really valuable… But hard to co-exist with security requirements
We now can report on, disable, and remind users the proper use of the functionality
Putting it all together… Case Study
Tool Architecture
25
SharePoint Online
IIS Server
Command Line Tool
Reports & Log
Power
Shell
Scanner and Remover UI Hosted on SharePoint
Screenshot – Client Side ExampleSharePoint People Picker: Select Multiple users by
nameor Copy&Paste
Scan Selected
Users
Scan All Users in tenant
Click on the link to view the doc
Disable the selected links
Select All links
Log Console
JSOM Scanner
Sharing Reminders – Empower End Users 1st time we discover user has used link-based sharing
E-mail reminding them about company policies (NDA, CDA, etc) Every 2 weeks thereafter
HTML e-mail going right to a web part of their My Site They can disable sharing in bulk
Q&A Questions?
Tool Will be CodePlex or GIT in the next month Using JSOM to get links; most likely CEWP linking to JS file Using OOTB ASPX page with query string to disable them Considering making it a thick client…doubtful we’ll app store it. Any other features you guys want?!