External Access to Internal SharePoint

User Guide

External Access to SharePoint User Guide 8/16/2013

Information Technology 1

Executive Summary ................................................................................................................................................................. 2

What is changing ................................................................................................................................................................. 2

What is the same ................................................................................................................................................................ 2

Change windows ................................................................................................................................................................. 2

Security ............................................................................................................................................................................... 2

Expectations ............................................................................................................................................................................ 2

WYfi access .......................................................................................................................................................................... 3

Support for Mobile Devices .................................................................................................................................................... 3

Viewing a document or SharePoint site from a link in e-mail1 ............................................................................................... 4

iOS Collaboration Instructions ................................................................................................................................................ 6

F5 Edge Client Set Up .......................................................................................................................................................... 6

SharePlus Pro Setup ............................................................................................................................................................ 6

Adding a User Account to SharePlus Pro ............................................................................................................................ 8

Adding a SharePoint site to SharePlus Pro ......................................................................................................................... 9

PDF Annotation on iPad .................................................................................................................................................... 10

Editing an Office File on iPad ............................................................................................................................................ 12

Creating an Office File on iPad .......................................................................................................................................... 14

Error Messages.................................................................................................................................................................. 16

Troubleshooting: ............................................................................................................................................................... 17

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Executive Summary The Mobile Access to SharePoint service was implemented to provide the ability to access internal SharePoint sites

directly from the internet utilizing mobile devices. By allowing direct access, end users will have an alternative to F5

VPN.

What is changing

Internal SharePoint sites can be accessed from almost any type of device with an Internet connection using the

default browser.

What is the same Permissions to SharePoint sites. All existing security settings remain unchanged.

Change windows The service has the following weekly change windows for various operational tasks (e.g. provisioning, patching, updates,

etc.):

Thursday: 5 PM – 9PM Pacific Time

Saturday & Sunday: 8 AM – 9PM Pacific Time

Security A valid Corp ID and SharePoint permissions are required to use the service. All guidelines set forth in the Information

Management and Protection Policy and by the content owners must be followed when using this service.

Expectations 1. Device limitations dictate that this is not equivalent to a “desktop” experience.

2. All internal SharePoint sites will be available through this service provided the user has a valid Corp Id and

permissions to an internal SharePoint site.

3. Two methods of access will be supported, browser only and F5 Edge Client/SharePlus Pro. It is strongly

suggested you pick one method and stick with it as switching back and forth will cause errors in your sessions.

Which should you use?

a. The browser only method should be used if you do not intend to edit documents or upload them to

SharePoint sites. You will use your device’s browser to open and view documents or SharePoint sites

(the first two rows in the table below).

This method also supports other SharePoint functionality such as adding items to lists and editing

SharePoint sites. However, it has not been fully tested and there may be limitations of which we are not

aware.

b. F5 Edge Client/SharePlus Pro should be used for all interactions with SharePoint from your device if you

plan to create or edit documents. You should install F5 Edge Client and ensure Edge Client (VPN)

remains on all the time. This method allows you create/edit documents via SharePlus Pro and also

browse/read only through your device’s browser.

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Note: If you need to switch between the two methods you will need to clear the browser history and

cookies in Settings or even kill the running browser to ensure a clean reset.

The table below explains when each access method should be used.

Action Method Tools Required Making the initial connection

When moving to a different URL

Open a link in e-mail

Browsing/Read Only

Apple e-mail client, Safari browser

Tap the link in the e-mail, sign in through the F5 screen

No additional sign-on

Browse to a SP site

Browsing/Read Only

Safari browser Enter the URL in Safari, sign in through the F5 screen

No additional sign-on

Open and edit a document

Edit/Upload F5 Edge Client, SharePlus Pro, “Office” application

Launch F5 Edge Client, open SharePlus Pro, navigate to the doc

No additional sign-on

Open and annotate a .PDF

Edit/Upload F5 Edge Client, SharePlus Pro, Annotation application

Launch F5 Edge Client, open SharePlus Pro, navigate to the PDF

No additional sign-on

Upload a document to a SP site

Edit/Upload F5 Edge Client, SharePlus Pro, “Office” application

Launch F5 Edge Client, open SharePlus Pro, upload the doc

No additional sign-on

4. Links to documents cannot be accessed when viewing e-mails in OWA

5. For support, please visit the Mobile Access to SharePoint site first. The answers to most common questions can

be found there. Minimal support will provided through the help desk.

WYfi access If you are bringing your own device or a company device to work and want to access SharePoint, you will need to

connect to the internet.

Some Weyerhaeuser locations have a new wireless network called ”WYfi”. This allows employees with personal devices

to access the internet over Weyerhaeuser’s wireless network. Directions can be found at the following link:

http://wss.weyer.com/sites/itchngmgt/IT%20Change%20Communications/IT%20Change%20Bulletin%20%20-

%20Supplemental%20Information/WYfi-WLAN%20connection%20instructions.docx

Support for Mobile Devices iOS devices (iPhone and iPad) using the standard Safari browser and the following applications are supported by this

service. While other device types – Windows 8, Android – or applications may work, they have not been tested and

support documentation has not been developed.

F5 Edge Client (Free) – Creates a VPN connection into the Weyerhaeuser network specifically for access to

internal SharePoint sites through SharePlus Pro. The app is required to run SharePlus Pro.

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SharePlus Pro Edition ($19.99) – Connects to SharePoint to allow upload, downloading, and editing of files or list

items on a SharePoint site. This app is required if you want to be able to edit files and save the modified version

back to the SharePoint site.

iAnnotate ($9.99) – iAnnotate is used to mark up .PDF files.

Please note: At this time we cannot recommend QuickOffice in any of it’s versions. Due to a bug, currently it

does not provide the functionality required to upload a document into a SharePoint site using SharePlus Pro.

($19.99) – Used to create or edit Word, PowerPoint, or Excel files.

Office2 HD ($7.99) – Used to create or edit Word, PowerPoint, or Excel files.

DocsToGo ($16.99) – Used to create or edit Word, PowerPoint, or Excel files.

The purchase of these applications should be discussed with your manager prior to purchasing them. The cost is not

covered by IT.

Viewing a document or SharePoint site from a link in e-mail1 1. Click on the link in the e-mail

2. Enter your Corp credentials when requested (this screen will look different if you are using the F5 Edge Access

client)

3. View the site or document in the default browser

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1This requires activation of your corporate email account on your mobile device.

*Access to documents from Outlook Web Access (OWA) is not supported.

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iOS Collaboration Instructions If you want to edit documents on a SharePoint site or upload documents to a SharePoint site, you will need to install the

F5 Edge Client, purchase and install SharePlus Pro, and a .PDF annotator or “Office” type of application. Instructions for

configuration and use of these applications is included below.

F5 Edge Client Set Up After downloading from the iTunes store (F5 Edge Client), open the application and tap settings at the bottom of the

screen. Tap Add configuration and complete the following fields:

Description: Weyerhaeuser SharePoint (This can be whatever you want)

Server: https://edgeapm.weyer.com

Web Logon: Off

Use Certificate: Off

Username: “Your Corp ID”

Password: “Ask Every Time”

SharePlus Pro Setup After purchase and installation, SharePlus Pro should be configured as follows:

1. Launch the application and select Settings (the gear at the bottom of the home list)

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2. Turn the passcode lock on

3. Set the idle time at < 60 minutes

4. Turn on Remove Local Files After Upload

5. Under Advanced Settings, enter “shareplus” for the User-Agent

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Adding a User Account to SharePlus Pro 1. From the SharePlus Pro home screen, select the “+” sign in the upper-left corner of the Home screen.

2. Tap on the “Account” field and tap “Create New Account.

3. Enter the following information:

a. Alias: Corp ID (This is any identifier you choose for the account)

b. Domain: Corp

c. Username: “Your Corp ID”

d. Password: “Your Corp Password”

e. User Certificate: Off

f. Use as Default: On

4. Tap Done.

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Adding a SharePoint site to SharePlus Pro SharePoint sites can be accessed from SharePlus Pro by adding them to the Home screen list.

1. Select the “+” sign in the upper-left corner of the Home screen.

2. Enter a name and URL for the site. The URL should always be entered as http://, https:// will not authenticate.

3. Under Authentication, Mode should be set to Web Login

4. Account should be your account set up with your corporate credentials.

5. Tap Test Connection to verify information is entered properly. You will need to enter your credentials to

authenticate the connection.

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PDF Annotation on iPad 1. Launch the F5 Edge Client App

2. The SharePoint site is accessed from the iPad using SharePlus

3. A .PDF is then selected from the site by tapping on the.PDF icon next to the file name

4. The .PDF is edited by tapping Open In, and selecting iAnnotate PDF

5. Annotations are made to the .PDF

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6. The .PDF is “flattened” using the sharing options toolbar in iAnnotate

7. SharePlus is selected from the “Open In” menu and the SharePlus password entered

8. On the Smart Open In menu, select Update Item

9. Tap Save in the item window

10. If Check-in/Check-out is enabled, the user taps Check-In to upload the file and check it in

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Editing an Office File on iPad 1. Launch the F5 Edge Client App

2. The SharePoint site is accessed from the iPad using SharePlus

3. An Office file is accessed using SharePlus by tapping the icon next to the document name

4. The Office file is edited by tapping Edit, Open In, and selecting an editing suite

5. Edits are made to the file

6. Tap Close and select Save Back

7. In the “Open In” menu select SharePlus

8. Enter the SharePlus password

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9. In the Smart Open In menu select Update Item

10. Tap Save

11. If Check-in/Check-out is enabled, the user taps Check-In to upload the file and check it in

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Creating an Office File on iPad Please note: These instructions were created using Quickoffice which is not currently recommended. The steps should

be similar for other editing suites although the pages will look different than the examples below.

1. Open the editing suite and tap the “document create button” in the lower right-hand corner of the screen and

create a new document

2. When the document is complete, tap the Close button

3. Select Save, name the document and save it

4. In the editing suite document list, tap and hold the document and drag to the e-mail icon

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5. E-mail the document to yourself

6. Launch the F5 Edge Client App

7. Open the e-mail application, open the e-mail, and open the attachment.

8. Tap the Open In icon and open in SharePlus, entering the SharePlus password when prompted. The document

will be saved to Local Files in SharePlus.

9. In SharePlus, open the SharePoint site, navigate to the library to upload the document, click the Add button, and

select Add Document

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10. Tap the Select Document button and tap Local Files.

11. Tap the file name and tap Save. The file will be uploaded to the library.

12. If Check-in/Check-out is enabled, the user taps the document, taps the Add button and selects Check-In then

follows the screen prompts

Error Messages Site Not Available: All internal sites should be available if you have the appropriate access while connected to the

network. If you are trying to access a site and are unsuccessful, try and access the site from a Weyerhaeuser PC while

connected to the internal network to make sure you have permission. The site owner can modify permissions on the

site if needed.

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Troubleshooting: Issue: User cannot connect to a SharePoint site using SharePlus Pro when they were able to previously.

Resolution:

1. Verify iPad is connected to a wifi or cellular data network.

2. Verify F5 Edge Client is connected.

3. Verify account information in SharePlus is current. If the user has recently changed their Corp ID, it will

need to be updated in SharePlus Pro.