tips & tricksfor architecting & administrating highly utilised collaboration environments...
TRANSCRIPT
Tips & TricksFor Architecting & Administrating
Highly Utilised Collaboration Environments
By Randy Perkins-Smart
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Me, Myself and I
• Randy Perkins-Smart• @SharePointRandy• LinkedIn.com/in/RandyPerkins
• Perkins-Smart Consulting Ltd• [email protected]• +44 (0) 20 7175 0105 • www.Perkins-Smart.net• @Perkins-Smart
The views expressed in this presentation are my own and do not reflect those of my past or present employers or their
clients.
www.SUGUK.org
East Anglia – 19 November 2013North West - 10 December 2013
London - 19 December 2013Isle of Man - 30 January 2014
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Agenda
• Who are you?• Scenario• Architecting• Using Meta Data• Administration• Questions
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Who are you?
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
ScenarioPainting a picture
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Scenario
• Worldwide offices• Manage 100,000s projects and legal cases• Every project / case has it’s own Site Collection• No finished document is deleted• "eLibrary"• Minimal Customisations• Third party applications allowed
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
History and Roadmap
2008
2009
2010
2011
2012
2013
2014
2015
TraditionalDMS
Decision to move to
SharePoint
Migrate to SharePoint
2010
Finish migration to SharePoint
Hybrid platformSharePoint on premises & Office
365
Public and Private Cloud
Plan upgrade to SharePoint
2013
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
DesignArchitecting the platform
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-SmartThe Mobile Art Pavilion for CHANEL by Zaha Hadid
Port House by Zaha Hadid
Fire Station by Zaha Hadid
School by Zaha Hadid
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Farm Types
Intranet
DMS
Applications
Archive
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Farm Locations
• Region Based• Africa (AF)• Europe (EU)• Asia (AS)• Americas (AM)
• North America• South America
• Oceania (includes Australia)
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Intranet and DMS Farms
• Internationalintranet.company.com• Africa
af-intranet.company.com• Europe
eu-intranet.company.com• Asia
as-intranet.company.com• Americas
nasa-intranet.company.com• Oceania
oc-intranet.company.com
• Africaaf-dms.company.com
• Europeeu-dms.company.com
• Asiaas-dms.company.com
• Americasnasa-dms.company.com
• Oceaniaoc-dms.company.com
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Archive (Records Centre)and Applications Farms• Africa
af-rc.company.com• Europe
eu-rc.company.com• Asia
as-rc.company.com• Americas
nasa-rc.company.com• Oceania
oc-rc.company.com
• Africaaf-apps.company.com• Europe
eu-apps.company.com• Asia
as-apps.company.com• Americas
nasa-apps.company.com• Oceania
oc-apps.company.com
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tip
Plan you Office 365 tenant name
carefully.
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Farms
Small• 2 Front End• 2 Batch Processing• 2 Search• 1 SQL Cluster
Medium• 4 Front End
(inc DC/RM)• 4 Batch Processing• 1 Workflow• 4 Search• 2 SQL Cluster
• Config & Content• Search
Large• 2 Distributed Cache and
Request Management• 6 Front End• 6 Batch Processing• 3 Workflow• 2 Web App• 4 Search• 3 SQL Cluster
• Config• Content• Search
http://technet.microsoft.com/en-us/library/cc263199.aspx
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tip
Use PowerShell to build your Farm.
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
SQL Server
• Databases• EU_Content
• EU_Content.mdf• EU_Content.ldf
• Instances• Core• Content• Search
• Clusters
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tip
Plan for the worst.
Hope for the best.
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
DemoCreate a Matter Site• Aim, create a Site Collection based on Meta Data from a
Custom list.
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
MetadataData about data
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Data about Data
• Dublin Core Metadata Element Set• Used for web pages
• E-GMS (e-Government Metadata Standard)• ISO 19115:2003 Geographic Information: Metadata
• Describes digital or physical objects
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Microsoft Office Metadata
• Author Name• Author Initials• Company or organization name• Computer name• Name of the network server or
hard disk where the document is saved
• Other file properties and summary information
• Non-visible portions of embedded OLE objects
• Names of previous document authors
• Document revisions• Document versions• Template information• Hidden text or cells• Personalized views• Comments• …and more!
Legal Meta Data
• Client Name• Client Number• Client Type• Matter Name• Matter Number• Attorney / Lawyer Assigned• Matter Type• Matter Status
• First Court Date• Next Court Date• Matter Notes• Matter Start Date• Matter End Date• Jurisdiction• Region• Matter Sensitivity
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Classification of Data
Security• Top secret• Secret• Confidential• Restricted• Protect• Unclassified
Nationality CaveatUK EYES OnlyCANUKUS Eyes OnlyAUSCANNZUKUS
Descriptors• Budget• Commercia
l• Honours• Manageme
nt• Medical
• Personal• Policy• Staff• Visits
Source: http://en.wikipedia.org/wiki/Classified_information_in_the_United_Kingdom
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
BooksBook CategoriesNon-Fiction
Taxonomy Term Store
Term Group(s)Term Set(s)Term(s)
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tip
Plan yourTaxonomy / Folksonomy
carefully
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
DEMOTaxonomy Term Store
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Meta Data Removal
• Manual• Microsoft Office
• Automated• Microsoft Office• Third Party Tools
• Workshare Security (http://www.workshare.com/)• Combination
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Creating Content Types
• User Interfacehttp://www.sharepointfront.com/powershell-cmdlets-to-create-and-remove-a-contenttype-hub/• PowerShell
http://get-spscripts.com/2011/02/export-and-importcreate-site-content.html• Visual Studio
http://msdn.microsoft.com/en-us/library/gg295290(v=office.14).aspx
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Content Type and Terms
Document
eLibrary Book
Physical Book
Location RFID
Electronic Book
Matter Document
Matter Contract
Matter Intellectual
Property Protection
Matter Letter Matter Litigation
Matter Securities Compliance
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
DemoeLibrary
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Auto Classification / Tagging
• Reduce cost• of tagging and mis-tagging• associated with the inability to find information
• Reduce risk associated with end user non-compliance issues• Standardise company processes associated with
the identification and segregation of privacy data
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
SecurityTrust no one
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Security - Chinese / Ethical walls
Click icon to add pictureIn business, a Chinese wall is an information barrier implemented within a firm organization to prevent exchanges of information that could cause conflicts of interest.For example, a Chinese wall may be erected to separate and isolate persons who make investment decisions from persons who are privy to undisclosed material information which may influence those decisions.
http://en.wikipedia.org/wiki/Chinese_wall
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Security Tools
• General• AvePoint DocAve
Administratorhttp://www.avepoint.com
• Metalogix ControlPointhttp://www.metalogix.com
• Mobile• Harmoni.ie
http://www.harmoni.ie Colligo Briefcase Enterprisehttp://www.colligo.com
• Ethical Walls• IntApp WallBuilder
http://www.intapp.com • Compliguard Protect
http://fraymangroup.com • Metadata based
• Titus SharePoint Security Metadata Securityhttp://www.titus.com
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tip
Don’t underestimate the work involved in understanding and implementing security.
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Integration Putting together the puzzle
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Microsoft Office and PDF
• Microsoft Office• Service Pack• Office Filter Pack
• PDF Software• Adobe (Acrobat Reader)• Foxit (Foxit PDF Reader)
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Foxit SharePoint PDF Reader
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
ManagementLooking after SharePoint
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tools of the Trade
• UI• Third Party Tools• PowerShell
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
PowerShellWith great power comes great responsibility
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tip
Love PowerShell
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
PowerShell Tips
• Transcript• Start-Transcript
http://technet.microsoft.com/en-us/library/hh849687.aspx• Stop-Transcript
http://technet.microsoft.com/en-us/library/hh849688.aspx • Exporting
• Export-Clixmlhttp://technet.microsoft.com/en-us/library/hh849916.aspx
• ConvertTo-Csvhttp://technet.microsoft.com/en-us/library/hh849878.aspx
• ConvertTo-Htmlhttp://technet.microsoft.com/en-us/library/hh849878.aspx
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
PowerShell Tips
• Merge-SPLogFileMerges trace logs from all servers in the Farm into a single log file on the local server.• 2010 - http://
technet.microsoft.com/en-us/library/ff607721%28v=office.14%29.aspx • 2013 - http://
technet.microsoft.com/en-us/library/ff607721%28v=office.15%29.aspx• Example:
Merge-SPLogFile -Path “L:\Logs\FarmLog.log" –Overwrite-StartTime “09/11/2013 12:00" - EndTime " 09/11/2013 13:00"
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
PowerShell for Site Collection
# Get all Site Collections in the web application called http://SharePointRandyGet-SPWebApplication http://SharePointRandy | Get-SPSite
# Get all Site Collections in the content Database with the specified GUID# Format the output# And display the URL, Owner, Secondary Owner and Quota inforamtionGet-SPSite -ContentDatabase $dbguid | Format-Table -Property Url, Owner, SecondaryOwner, Quota
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Get Inventory of All SharePoint Documents Using Windows PowerShellfunction Get-DocInventory([string]$siteUrl) {$site = New-Object Microsoft.SharePoint.SPSite $siteUrlforeach ($web in $site.AllWebs) {foreach ($list in $web.Lists) {if ($list.BaseType -ne “DocumentLibrary”) {continue}
http://www.codeproject.com/Articles/676989/Get-Inventory-of-All-SharePoint-Documents-Using-Wi
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Tips
• Enforce checkout• Plan cross farm Taxonomy• XMP = Extensible Mark-up Platform
• http://www.adobe.com/products/xmp/• DR
• RPO = Recover Point Objective• RTP = Recover Time Objective
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Orphaned Sites
• Sites that can not be accessed!• Various ways they can be created• A waste of space• You may, but unlikely, have thousands!
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
• To get number of rows• (select count (*) from dbo.TimerJobHistory)
• The table doesn’t have that many columns but can have gigabytes of data.• Id, ServiceId, WebApplicationId, JobId, ServerId, Status, StartTime,
EndTime, WebApplicationName, JobTitle, ServerName, DatabaseName, ErrorMessage
• Only 7 days are meant to be kept• $history.daystokeephistory = 365
$history.update()$history.runnow()
Timer Job History
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Third Party Tools
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Administration Tools
• AvePoint• DocAve Archiver• DocAve eDiscovery• DocAve Compliance Detector
• Metalogix (Sponsor)• ControlPoint
• HiSoftware• Compliance Sheriff® SP for SharePoint• Security Sheriff™ SP for SharePoint
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
SharePoint add-ons for Legal DM
• Epona DMS for Legalhttp://www.epona.com • ContentWorker
http://www.contentworker.com • GO Legal SharePoint DMS
http://www.enableplc.com• PageLight
http://sai-innovations.com
Thanks to our Sponsors
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Thank You and Questions ?
Randy Perkins-Smart | www.randy.perkins-smart.com | @SharePointRandy | Perkins-Smart.net | @Perkins-Smart
Me, Myself and I
• Randy Perkins-Smart• @SharePointRandy• LinkedIn.com/in/RandyPerkins
• Perkins-Smart Consulting Ltd• [email protected]• +44 (0) 20 7175 0105 • www.Perkins-Smart.net• @Perkins-Smart