notes from the field
Post on 01-Jan-2016
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3 SharePoint Saturday Charlotte
Dean Gross-MCITP, SharePoint Cardinal Solutions
SharePoint and O365 Consultant 20+ years industry experience; 10+ SharePoint
My blog: http://dlgross.wordpress.com/ Twitter: @Dean144
Who am I?
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Carolinas Healthcare System journey to SharePoint Online, so far: What you won’t know until you dig in and implement it
Company and System Overview Unexpected behaviors and recommendations Undocumented limits
Agenda
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Upgraded from WSS 3.0 to SP2010 in 2012
Office 365
Carolinas HealthCare System
500site
collections
7000sub sites
600GB
20%annual growth
38KE3 users
70SP Online
sites
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Updates at the speed of the internet – taking advantage of new functionality at a quicker pace.
What business is CHS in? Data centers or patient care? Which is the better value add from the SharePoint team?
A) Keeping a set of servers patched and running B) Solving business problems and increasing efficiencies
Why is CHS migrating?
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Microsoft’s goal is to update Office 365 constantly, at “the speed of the internet”
Your organization will need to move at this same speed. They aren’t kidding.
Updates at the “Speed of the Internet”
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Office 365 Admin Center Dashboard View Details and history
Service health (1) – RSS feed available Planned maintenance (2) – no RSS feed
Six day notice given for a planned multi-hour outage Message center (3) – no RSS feed
New roadmap now available Thin on details and few if any dates published Incomplete
Update notifications
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Single Sign On IE security zones configured via AD Group Policy ADFS set up to allow CHS accounts to login Must enter email address on the “realm discovery” page
Logging In
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What if you want to log in as another account? Recommendation
With IE – In Private Browsing or another browser (Chrome, etc.)
Logging In (cont.)
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Users that don’t have a license in your tenant
Licensing Microsoft defines who can and
cannot be covered by external license On site contractors require full license Off site contractors can use external
license
Options Disable Enable authenticated external
users Enable anonymous guest links
Options can be set Each site collection All OneDrive sites
External sharing
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Process Site owner sends an invitation to access a document to an email address
(J.Doe@partner.com) John Doe receives the email and clicks the link
External sharing – Authenticated
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Process.. John Doe creates a new Microsoft account (
Jdoe@RoadRunner.com) Jdoe@RoadRunner.com now has access to a document that the
site owner intended for J.Doe@partner.com. Recommendation
Training and governance practices currently the only option Ask partners to use business email accounts
Site owner should review accounts info for discrepancies Tenant Admin Should Review External Sharing info
50 user limit – bug, Fixed by End of September 2014
External sharing – Authenticated cont.
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Account from Another tenant Helpful ?
People Picker- External User
Recommendation• Don’t use accounts from Test/Trial
Tenant
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Who should I Pick?Customized View with Account Field Added
People Picker -User with 2 AD Accounts
Recommendation• Filter accounts to limit users with multiple AD accounts to one UPN
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Allows users to synch files to a local device Prominently advertised above every library Security concerns – files can be synchronized to devices not managed
by IT Files remain on the device after the user’s account is disabled No technical way to require files are only synchronized to an
encrypted location Microsoft is increasing OneDrive storage to 1TB per user
File synchronization
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How to disable file synch? No option in Office 365 Admin center. Option per site/sub site, from MSDN: Option per library
Enabled by default on every list and library NO API AVAILABLE (PowerShell, CSOM, REST) Users with full control permission can re-enable
CHS solution CHS developing console app to loop through and disable App mimics web browser/user to “click” the button
File synchronization (cont.)Setting this property to true does not disable synchronization. Instead, it represents a recommendation to the client not to attempt synchronization.
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Broken for CHS When created, the domain is one of our sub domains Email doesn’t route to it
If you have multiple domains with O365, you cannot select which domain is used for site mailbox addresses
You cannot disable the site mailbox “app” Recommendation
Educate Site Owners Update each mailbox via PowerShell, after it’s created by users
Site Mailboxes
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SharePoint Administrators must be Global Admins Exchange Administrators must be Global Admins
Recommendation Administrative Policies/Procedures Wait for workload specific roles
Global Administrators
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Microsoft does not offer “test” tenants with subscription Limited testing can occur using test site collections Possible solution, trial tenants?
Limited to 30 days, can ask for extension May not be the same build number as your production tenant Tied to an individual, not to an organization
Recommendation Use dedicated site collections in existing tenant
Test Environments
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Adding an app to the app catalog makes it available to be added to all site collections
Adding an app from the app store made it available to all site collections
How to test apps before deploying? Will these apps become the new Fab40? Recommendations
In SP admin center, set App Purchases setting to No Use a dedicated Site Collection for testing, invite requestor to
help test Provide a list of external apps to support personnel
App Governance
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No Administrative Controls Users can change their own them
Menu can be different depending where you are in the suite. Here are in the order
the Outlook WA version, the calendar version, the People version, the OneDrive version, the site (and My Site) version and the Delve version the Power BI version (from another tenant)
Custom Themes (Cont’d)
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3 examples Menu differs Outlook WA Calendar People OneDrive Site (and My Site) and Delve Power BI
Custom Theme (Cont’d)
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Issues Multiple Standards Outlook/Calendar/People/Tasks pages have a
different theme than OneDrive/Sites/Delve/Power Bi (and SharePoint sites have also their own theme, and Yammer as well ! ). So we have in fact four themes One for Outlook/calendar/people/ Tasks/ PowerBI/ Delve One for OneDrive/Sites page/ Admin pages / My site One for Yammer One (or several depending on themes) for SharePoint
Online site
Custom Theme (Cont’d)
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Microsoft supports IE current version, minus 1 Firefox current version, minus 1 Chrome current version
IE 8 support ended in April IE8 didn’t break, immediately MS announced IE8 will only be able to use “lite version” of Outlook Web
Access by end of June Death by a thousand paper cuts – IE8 will break piece by piece
Office 2010 and 2013
Client Software Updates
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Plan to update your client computers Plan to keep them up to date This includes browser and Office Office is patched monthly, try to keep up
Recommendations
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Microsoft will notify customers about upcoming “disruptive changes” Microsoft defines whether a change is disruptive
Disruptive Changes
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Suite bar update deployed without notice Suite bar stopped rendering for certain browsers Text color changed – which broke one Out theme
Could have broken our branding, if we have chosen that color for the background
Recommendation Learn about MS styling techniques Keep branding to an absolute minimum
Disruptive change?
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Microsoft rolled out UI enhancements to OneDrive and SPO Starting in April, our users started seeing this above document
libraries: This update was rolled out per user We confirmed this via a Microsoft support ticket, when noticed a different
experience than what they saw on others screens.
Recommendation Educate Support Personnel
Updates applied to users not tenant
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To render in the browser file must be 25MB or smaller This is not documented – we confirmed via support ticket. Recommendation
Use new file format, which results in smaller files.
Visio Web drawing limits
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Documented limit: 2GB max size – document library
Undocumented limit: 250MB limit on file attachments 27 minute time limit
This took two months to confirm via a support ticket. Recommendation
Avoid attachments – especially Large files Use High Speed connection when uploading very large files
File upload limits
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Uploading 127MB file failed until updated OneDrive site provisioning failed Workflow errors Recommendation
Strange behavior – Increase Resources
Resources allocation
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Any questions? My blog: http://dlgross.wordpress.com Twitter: @Dean144
Thank you.
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