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Everything You Need To Know About SharePoint Social Capabilities - SPLive360
1. Everything You Need To Know About
SharePoint’s Social Capabilities
Richard Harbridge
Sr. SharePoint
Architect/Evangelist
Level: Chuck Norris (Intense, But Not Deep)
Coverage: Business, Dev, & IT Pro
SharePoint Versions: 2010 & 2013
2. Everything You Need To Know
About
SharePoint’s Social Capabilities
Presented By: Richard Harbridge
#SPLive360 @RHarbridge
#SPLive360 @RHarbridge
3. Who am I?
Boston
Washington
#SPLive360 @RHarbridge
22. Social SharePoint Options
When are people going beyond SharePoint for Social Functionality?
How To Lock Down SharePoint’s Social Features
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25. SharePoint 2010 Wiki Capabilities
SharePoint Server: Enterprise Wiki Site Template – built on
SharePoint Publishing infrastructure
Page Templates Categories
(Content Types & Page
(Managed Metadata)
Layouts)
Ratings Social Tags & Notes
(Web Analytics) (Social Store)
Customizable Scalable
(Master Pages & CSS) (Output Caching)
#SPLive360 @RHarbridge
26. Blogs…
• The gist of it:
• Blog posts auto listed in activity feed.
• Consistent and improved rich text editor.
• Live preview and ability to launch blog program
from ribbon.
• Team blogs as well as individual blogs.
• Personal blog can be linked to mysite.
• Improved navigation OOTB for blog sites.
• “About this blog” content area.
• No HTML or silverlight/media
(AVAILABLE in 2013 w/ Nicer Design Options)
#SPLive360 @RHarbridge
29. Tip: Profile Pictures
• Architecture
• Central picture library
• http://<mysitehost>/UserPhotos/
• Resized three ways
• 32x32 (for use in SharePoint)
• 48x48 (for AD and client apps)
• 96x96 (for Profile page)
• Picture picker
• Customizable and replaceable
• Can support your policy and picture store
#SPLive360 @RHarbridge
30. Property Tags and Knowledge Mining
Where are the tags?
•Outlook 2010 {Sent Items}
•Sharepoint Server 2010
Control and Consent
1.Auto find and publish to MySite to use {Least Conservative}
2.Don’t Analyze Email {Most Conservative}
Office Resource Kit {http://blogs.technet.com/office_resource_kit/}
1.Analyze and upload (user consent at client)
Outlook ->Options ->Advanced
1.Consent on suggestions (user consent at server)
#SPLive360 @RHarbridge
33. Tags, Notes and Ratings
• Social Tags, Notes and Ratings
• Helps categorize, annotate, promote and help
retrieval of relevant links
• Applies to any URL, inside or outside of
SharePoint with bookmarklet
• Independent of write-permissions (go readers!)
• Primary mechanism for promoting documents and
web pages to the newsfeed
• At the very basic level it has 3 parts to it
• Person, URI, Feedback
• SECURITY TRIMMING STILL IN EFFECT
#SPLive360 @RHarbridge
34. Tags, Notes and Ratings
• Tags:
• Social Bookmarks (Such as I Like It)
• Basically just Keywords tied to data…
• Tag Cloud
• Depicts the most popular tags.
• Tag Profiles:
• Tag Profiles show sites, docs, items, people that
have been tagged with a term.
• Tag Profiles also show a list of community
members and any discussions or postings that
appear on the communities note board.
#SPLive360 @RHarbridge
35. Tags, Notes and Ratings
Tags Notes Ratings
Description Keyword bookmarking Short comments (<3000 5-Star Ratings
characters)
Web part/control No Yes Yes
Discover content by Both Colleagues Colleagues
colleague or keyword
Web pages, List Items, Yes Yes Yes
Documents
Doc Library/List Sort and Yes (Doc authors only, No Yes
Filter requires enterprise keywords
field)
Indexed by Search Yes No Yes
Bookmark-let for Yes Yes No
external or non-
SharePoint pages
Enterprise taxonomy Yes No No
management
In Office 2010 Client Yes (Doc authors only, Yes No
requires enterprise keywords
field)
#SPLive360 @RHarbridge
In Office Web Apps Yes Yes No
37. My Favorite Social Search Slide?
Refine by query
Refine by query
type, and many
type, and many
Phonetic and nickname
Phonetic and nickname
other pivots
other pivots
matching
matching
Sort by relevance,
Sort by relevance,
name or social
name or social
distance
distance
Vanity
Vanity
search
search
Improved result
Improved result
Recently authored
Recently authored layout and hit-
layout and hit-
content
content highlighting
highlighting
#SPLive360 @RHarbridge
38. The “Stuff” in MySites for Search
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39. Organizational Browser
• A simple way of ‘searching’ we can’t forget.
• Key Point: Uses Manager field from AD.
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40. Better User Profiles = Better Search
• Encourage users to have photos and update
profile information
• Turn on ‘knowledge mining’ and encourage
users to publish suggested keywords
• Setup connection to Managed Metadata
Service Application
• Add custom profile properties
#SPLive360 @RHarbridge
56. Storage Architecture in 2013
User Profile Service
User Profile Service
Social DB Content DB
Profile DB (per-service) (per-
service) (site collection(per-user)
Content DBs (per-user)
Content DBs per-user)
Site and
Site and Personal
Personal
People and
People and User profile
User profile Social tags
Social tags Feed posts
Feed posts document
document storage
storage
tag following
tag following properties
properties following
following space
space
(Site Feed posts are
stored in the SP site)
#SPLive360 @RHarbridge
61. Social Roll Out
7/22/2011 - 4/13/2012
IS MySite Pilot
8/19/2011 - 12/2/2011
Team/Community Site Roll Out
7/1/2011 - 8/19/2011 8/5/2011 - 12/2/2011 12/5/2011 - 3/2/2012
Governance Updates User Profile Roll Out Implement IT Knowledge Base
4/4/2011 - 7/15/2011 8/29/2011 - 11/4/2011 3/19/2012 - 4/13/2012
Social Strategy Planning Pilot Leadership Blogs Review & Implement Retention & Disposition Rules
5/1/2011 6/1/2011 7/1/2011 8/1/2011 9/1/2011 10/1/2011 11/1/2011 12/1/2011 1/1/2012 2/1/2012 3/1/2012 4/1/2012 5/1/2012
4/4/2011 7/15/2011 6/1/2012
Social Strategy & Planning Complete
7/23/2011
Site Listing Created 5/25/2012
+50% Profile Completion
8/19/2011 2/17/2012
Key User Profiles Are Populated Application & Business Leader Listing Available
8/10/2011
Site Provisioning Process Finalized 1/13/2012
Deploy Electronic Vacation Scheduling Organization Wide
8/19/2011
Site Provisioning Globally Available
12/2/2011
Site Listing Complete
+30% Profile Completion
#SPLive360 @RHarbridge to Date
8/29/2011
Employee Policies Up 11/4/2011
MySite Branding Complete
62. My Sites & Profile Roll Out
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67. Unique Cloud Challenges…
If you have SharePoint 2013 On Prem and a Office 365 SharePoint Online Instance…
How do you plan the social
user experience?
Example: Following an o365 document doesn’t
add it to your onPrem social feed, it would add it
to the o365 data… Difficult hybrid scenario.
#SPLive360 @RHarbridge
69. Samples of What to Measure
– Number of completed user profiles
– Number of connections per user
– Cross posting of blogs, subscriptions to RSS and other feeds
– Average number of participants with Wikis (also look at
distribution – Wikis with most participants vs. universe of
wikis)
– Effective use on major projects
– Reduction in e-mail (generally, on specific topics, corporate
noise)
– Range of adoption (departments, topics)
– Does a new policy or idea get adopted easier?
– Search metrics: fewer similar queries=right information faster
#SPLive360 @RHarbridge
70. Thank You
Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact me:
Twitter: @RHarbridge
Blog: http://www.RHarbridge.com
Email: Richard@RHarbridge.com
Resources:
700+ SharePoint IA Slides at.. PracticalIntranet.com
130+ SharePoint Standards at.. SPStandards.com
80+ Downloadable Presentations.. SlideShare.com/RHarbridge
#SPLive360 @RHarbridge
72. Brand Your Social Roll Out
We Make Things Happen What follows are potential ‘Social’ Slogan
Additions (based on “We Make Things
Happen”):
“When we work together.”
“Keep up with them using COMPANYXYZ
Social.”
“Be a part of them with COMPANYXYZ Social.”
“Share them on COMPANYXYZ Social.”
“Be involved in creating them on
COMPANYXYZ Innovate”
#SPLive360 @RHarbridge
74. Opportunistic Driven Learning
Training Should Follow “Just In Time & Just Enough”
Training Should Follow “Just In Time & Just Enough”
#SPLive360 @RHarbridge
Image from Paul Culmsee
78. Measure Support
Learn and use data to be proactive.
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79. Planning for Privacy
•Who can social tag/bookmark?
Define an acceptable use policy
•What happens when the employee leaves?
•Security trimming of tags ON or OFF
Pluggable architecture allows definition of
rules and back ends
Define how to handle non-SharePoint and
external sites
Only Indexed sites can be trimmed out-of-the-
box
•Activity Feed Repercussions
#SPLive360 @RHarbridge
80. Remember you can Manage Tags
• In Central Admin you can search and manage
all tags of a user, or those that specific words.
• This means you can create and actively
perform governance and control/resolutions.
#SPLive360 @RHarbridge
82. Encourage Community Adoption
With Best Practices
• Start small
• Select, support, and nurture your champions
– Funding for “strategic” champions
– Champions training
• Seed communities with content/structure
• Establish guidelines for etiquette
• Watch out for corporate policy/governance
• Don’t neglect usability
#SPLive360 @RHarbridge
84. Yammer/SharePoint Integration
• Primary Yammer Web Part: Add robust Yammer feeds, private messages, and notifications
tabs to SharePoint sites to facilitate team and company-wide conversations.
• Light Embeddable Feeds: Embed a lightweight Yammer mini feed anywhere in SharePoint
to view and keep track of relevant discussions without disrupting your workflow.
• Document & List Integration: Send links to documents, calendar events, and tasks from
SharePoint to Yammer feeds for real-time collaboration.
• Federated Search: Find the information you need fast with relevant Yammer messages
displayed side by side your SharePoint search results.
• Profile Sync: Import profile information from SharePoint into Yammer, eliminating the
need to complete two profiles.
• Notifications: Track unread Yammer messages from the SharePoint top banner.
• Activity Streams: Automatically deliver activity updates from SharePoint to your colleagues
on Yammer.
• Single Sign-On: Leverage SharePoint authentication credentials to simultaneously sign into
Yammer through a single entry point.
• Admin Configurations: Manage the Primary Yammer Web Part using SharePoint’s built-in
controls and templates. Choose to configure read-only Yammer feeds so that users without
Yammer accounts can also view conversations
#SPLive360 @RHarbridge
87. Finding Expertise - Yammer vs SharePoint
• Cons of Yammer:
– Soft Skills and Hard Skills in two different locations
– No current integration with Lync makes it less
integrated
– Current scalability concerns
• Pros of Yammer:
– Facebook like UI makes it immediately familiar
– Easy setup with immediate social networking
capabilities
– Cost
#SPLive360 @RHarbridge
88. HR & Legal Considerations
For Social Strategies
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89. Examples Of Social Disputes
• The National Labor Relations Board is to consider whether
a medical-transportation company illegally fired a worker
after she criticized her boss on Facebook. The agency’s
first complaint linked to social media.
If this had been on aasocial technology in the
If this had been on social technology in the
workplace would it still be an issue?
workplace would it still be an issue?
• Employees sued a restaurant company when they were
dismissed after managers accessed a private MySpace
page the employees had set up.
If this was after accessing private folders on
If this was after accessing private folders on
their desktop? Their SharePoint MySite?
their desktop? Their SharePoint MySite?
#SPLive360 @RHarbridge
90. Examples Of Social Disputes
• A worker file a sexual-harassment suit after a
manager repeatedly tries to "friend" her on
Facebook. What if the manager was using the SharePoint
What if the manager was using the SharePoint
note board on her profile page?
note board on her profile page?
• An applicant accuses a company of reneging on a
job offer after learning of their religious affiliation
on Twitter. If an employee shares their religious views and
If an employee shares their religious views and
opinions on their personal profile, or wants to
opinions on their personal profile, or wants to
create aacommunity of interest based on
create community of interest based on
religion what is the companies response?
religion what is the companies response?
#SPLive360 @RHarbridge
91. Examples Of Social Disputes
• A worker downloads an Industry Report and
publishes it on their MySite without the
appropriate legal right to distribute the content.
• Within a Status Update a secretary exposes
confidential information about a senior executive
meeting.
#SPLive360 @RHarbridge
92. Causes For Disputes
• Defamation (and false light family of claims)
• Privacy (sharing private facts, HIPPA violations)
• Interference With Business Relations
• Negligence (assuming duty, not following through)
• Contract (ending up in an enforceable agreement)
• Trademark (confusing consumers about a brand)
• Copyright (using/sharing something not yours)
• Sexual Harassment (unwanted postings)
• Discrimination (especially as to hiring practices)
#SPLive360 @RHarbridge
94. Social Media Policy?
• You should have one for external use.
• It’s recommended you use a comprehensive
template (there are many online and they are
extremely inexpensive).
• You should have one for internal use.
• This policy should mention or refer to…
• Discrimination Policies
• Sexual Harassment Policies
• Computer Security and Acceptable Use
Policies
• Intellectual Property Policies
#SPLive360 @RHarbridge
95. Incident Reports
An incident report or accident report is a form that is filled out in order to
record details of anTerms?
In SharePoint unusual event that occurs at the facility, such as an
In SharePoint Terms?
injury to a patient. The purpose of the incident report is to document the
exact details of the occurrence while they are fresh in the SharePoint use
If something unusual happens as a result of minds of those use
If something unusual happens as a result of SharePoint
who witnessed the event.
it must be documented with as much detail as possible
it must be documented with as much detail as possible
while it’s still fresh in the minds of those who were
while it’s still fresh in the minds of those who were
participants or effected.
participants or effected.
If action (especially disciplinary) is taken as a result of an
If action (especially disciplinary) is taken as a result of an
incident; information leading to the decision (including risks)
incident; information leading to the decision (including risks)
and how efficacy (success) will be monitored must be
and how efficacy (success) will be monitored must be
retained.
retained.
#SPLive360 @RHarbridge
96. Photo Sharing?
• Can the company share Christmas party photos?
• Can an individual? On their mysite?
• Does the organization need a photo release form?
• What About MySite Photos?
• How will these be managed?
• Approved?
• How will these be populated?
• Do photos already exist of many staff
members?
#SPLive360 @RHarbridge
97. MySites
• Is The Organization Responsible For Documents
On Users Desktops?
• What Privacy Rules Must Be Upheld?
• What are the RM policies for these files?
• Retention?
• Disposition?
• Are there specific provisioning policies that must
be put into place before a user can have a MySite?
#SPLive360 @RHarbridge
98. Wikis, Blogs, Discussion Boards,
Notes, & Status Updates
• What are the records management rules around…
• Wiki Content?
• Blog Content?
• Comments?
• Discussion Board Content?
• Note Content?
• Status Update Content?
#SPLive360 @RHarbridge
* Notes & Status Updates Have No OOTB Auditing Or Information Policies.
99. User Profiles
• Properties (Legal Considerations)
• Job Title Property
• Can Users Update Their Own Information?
• What Information Can Be Shared?
• What Information Must Be Opt In?
• In Other Words: What Information Can’t We
Auto or Pre Populate?
• What Should The Default Privacy Settings Be?
• What Records Management Rules Must User
Profiles Adhere To?
• Retention (Info Policies, Version Control etc)
#SPLive360 @RHarbridge
101. SharePoint Social Vendors
HiSoftware Compliance Sheriff for Social
Computing and Collaboration Compliance
Social Sites For SharePoint
KwizCom WikiPlus, Ratings and More
Lightning Tools SharePoint Forum
AskMe For SharePoint
#SPLive360 @RHarbridge
103. Activity Feed
• Extensible Enterprise Activity Feed
• It has a Web part
• It uses a Atom 2.0 feed
• Two types
• Consolidated – Activities from everything
you track http://<mysitehost>/_layouts/activityfeed.aspx?
consolidated=true
• Published – My activities
http://<mysitehost>/_layouts/activityfeed.aspx?
publisher=<accountname>
#SPLive360 @RHarbridge
104. Profile Pictures
• Upgrade from O12
• Update-SPProfilePhotoStore
• Sync up to AD
• Bootstrap the pictures if already in AD
• Write back to AD, if configured
• Outlook and OCS use Pictures in AD
• OAB size
• Work with your AD/IdM counterparts
#SPLive360 @RHarbridge
105. Scale?
• Enterprise Wiki pages (like all pages in Publishing)
support output caching
• Feature leveraged from publishing infrastructure
#SPLive360 @RHarbridge
106. Development On Wikis?
• Add new wiki page types
• Build on the wiki page content type
• Example: Lesson Learned -> Functional Area -> Taxonomy
Field Control on Page etc.
• Add page layouts
• Change the default page layout
• Enterprise Wiki fully extensible through SPD
• You don’t have to use Visual Studio
#SPLive360 @RHarbridge
107. User Profiles
• Configure Write Back to AD
• It’s easy and can be controlled via what
property the user is allowed to update.
• Leads to more relevant and accurate user
information.
• Show a picture of your users in Outlook via the
Social Connector
• Improves profile fill rate, improves
engagement, and adds considerable discovery
value.
• Filter Out Inactive Users (On Import etc)
#SPLive360 @RHarbridge
108. Activity Feed Architecture
Social DB
Gatherer
WebPart, (Timer Job)
Object Model Injection
& Atom User Profile DB: OM
User Profile DB:
Activity Feed Change Log
Consolidated Multi-cast
or Uni-cast
Published
Your
Gatherers
Example:
CRM Gatherer
#SPLive360 @RHarbridge
109. Feed Readers
• Tip: Enable Activity Feed Timer Job (Not Enabled
By Default)
• Verify that you have the following administrative credentials:
• To configure timer jobs, you must be a member of the Farm Administrators group on the computer running the
SharePoint Central Administration Web site.
• In SharePoint Central Administration, click Monitoring and then click Review job definitions. The Job Definitions page
opens.
• In the View list, select Service. The Service list appears.
• If the Service list does not display User Profile Service, click Change Service. The Select Service page opens. Use
the arrows in the upper-right corner to locate User Profile Service and then click it. The Job Definitions page
updates with the User Profile Service jobs.
• Click the activity feed job for the User Profile service application that you created in the prerequisites section of this task.
The job name is in the format User_Profile_Service_name - Activity Feed Job, where the User Profile Service name is the
name that you specified for your User Profile service application. The Edit Timer Job page opens.
• In Recurring Schedule, select the interval that you want the job to run. Available intervals are Minutes, Hourly, Daily,
Weekly, and Monthly. Selecting a shorter interval, such as Minutes or Hourly, ensures that activities appear on users' My
Site newsfeeds more frequently. However, it can also place a heavy load on the system depending on how many activities
are available. Selecting a longer interval, such as Daily, Weekly, or Monthly reduces the number of times the job runs and
processes feeds. However, it also means that users receive less frequent updates to activities in their newsfeeds.
• Click Enable.
• Optionally, click Run Now to run the job immediately without waiting for the next scheduled interval.
#SPLive360 @RHarbridge
110. Activity Feed Extensibility
• Activity Application
• “CRM”
• Activity Type
• “New Meeting”
• Activity Template
• “<person> has scheduled a meeting with
<customer> on <details>”
• Activity Event
• “Richard has scheduled a meeting with TSPUG
on Wednesday, March 17th, 2010”
#SPLive360 @RHarbridge
111. Sub Types basically allow us to create
separate ‘user’ types, each with their own
properties.
(As well as all the above properties.)
Examples:
•Employee
•Intern
•Consultant {Example field: End of Term}
•Customer
•Partner
#SPLive360 @RHarbridge
112. Organizations can represent…
•Divisions
•Departments (or Functional Areas)
•Legal Entities (if it’s a multi company group)
Organizations use a parent relationship to
build a hierarchy. This is important because
aside from this, all you have is ‘Manager’ in
AD to determine org hierarchy.
#SPLive360 @RHarbridge
114. The down side…
•There is no UI or End User Functionality tied
to this… yet.
The up side…
•Development Opportunity!
#SPLive360 @RHarbridge
115. SharePoint Social Architecture
New in 14
New in 14
Social
Social Profiles
Profiles Sync
Sync
Feedback
Feedback
Profile Service
Profile Service
Profile Service
Profile Service Synchronization
Synchronization
Instance
Instance Instance
Instance
Mid-tier cache,
optimized for most-
used profiles, 256
WFE talks to Mb default (good
the service and for 500k users on
SQL, maintains average)
Front-end
cache
#SPLive360 @RHarbridge
117. User Profile: Storage Architecture
User Profile DB
Profile and Activity Feed
Social Data DB
Tags, Keywords, Comments, Bookmark, Ratings
Mainly stores GUID (to the taxonomy term) or the note or
rating, URI, Profile ID, Timestamp, URI disambiguation info
Term values for use on the Newsfeed and Tags & Notes
Page
Sync DB
Staging sync data for AD, LDAP, BCS
#SPLive360 @RHarbridge
120. Profile Synchronization Architecture
AD
AD LDAP
LDAP
BCS
BCS
Service
Service
Import or Export to
Example: Picture Goes to
Directory Source
AD from SharePoint!
#SPLive360 @RHarbridge (Data Goes Both Ways!)
New in 14
New in 14
121. • User Profile Synchronization is a service, like any other and needs
to be explicitly started.
• Write down the Connection Plan (Requirement for Upgrade)
• Connections, filters, property mappings (import/export, pictures)
• 2007 connection, filter, property mappings will not migrate
• 2010 has strongly-typed property mapping (e.g. no string to int cast!)
• Fewer connections the better, recommend single connection for a forest -
Now possible, where it really wasn’t before
• Directory Permissions (New Requirement for 2010)
• Need “directory get changes” (dir-sync) rights for the AD credentials to
read the changelog and perform incremental sync
(have bonus material on this later)
• Need write permissions for export to Directory (if you want that)
#SPLive360 @RHarbridge
122. User Profile: Synchronization Tips
• Get started with the Users-only option for the first full
sync, run incremental with users and groups
• After first full sync, run incremental not full
• LDAP and BCS only synch users only (no groups)
• BCS
• No export, no new records (rows) can be created from synch
• Check your BCS models using the new external lists
(Old BDC Models may not be functioning correctly –
Don’t use Synch to test this, use external lists instead.)
#SPLive360 @RHarbridge
123. • Disk Configuration, RAID array with multiple
spindles - OS, Database & DB log files on
separate volumes
• 1 Gig network between services and SQL box
• Enable named piper if services running on same
box as SQL
• Mark CPUs for I/O affinity
• Boost SQL Priority
#SPLive360 @RHarbridge
124. Scale Considerations & Planning
• Database Scale
• 2 million user profiles with social features
• 600 million tags/notes
• del.icio.us active users create 4.5 tags and
1.8 comments per month
• 2 million users: 10% Active users: 200,000
• In 2 years, total number of tags and notes:
200,000 x 2 x 12 x (4.5 + 1.8) = 30.24 million
#SPLive360 @RHarbridge
125. Scale – DB Sizing Tips
#SPLive360 @RHarbridge
126. Performance
• Latency Targets
• Over LAN: 2 sec for first time, 1 sec for later visits
• Over WAN: 5 sec for first time, 2.5 sec for later visits
• Throughput Targets
• 2007 My Site deployment in Microsoft (~100,000
users, 3-1 farm): Avg RPS = 143, Max (peak) RPS =
350
• Avg RPS for a typical mix on healthy 4-1-1 My Sites
farm = 350-400
#SPLive360 @RHarbridge
128. Thank You
Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact me:
Twitter: @RHarbridge
Blog: http://www.RHarbridge.com
Email: Richard@RHarbridge.com
Resources:
700+ SharePoint IA Slides at.. PracticalIntranet.com
130+ SharePoint Standards at.. SPStandards.com
80+ Downloadable Presentations.. SlideShare.com/RHarbridge
#SPLive360 @RHarbridge
Notes de l'éditeur
Business Impact What Does That Mean? Lowers Cost Of Sharing & Organizing Information Most social technologies within an enterprise leverage the identity of the contributing individual heavily. There is no such thing (in most cases) of anonymity within the enterprise. This means that the enterprise social technology usage will: Improves Search Relevance Improve Content Authority Adds Additional Contextual Relevance Additionally what this means for finding people in the case of expertise searching and discovery is that people are more easily found and their properties (that help you find them) are more accurate. In terms of the accuracy it is no longer as expensive to manage everyone’s expertise and profile information. This is especially true if self-serviced or self-managed user profiles exist within the organization. In regards to profile properties being filled out, often there are mechanisms that encourage people to fill out their profiles. The most common techniques are through vanity search and statistics as well as a “completeness” rating on the profile. Reduces Organizational Barriers Social technologies are rarely deployed for only specific departments or organization units. As a result of this (and the value of enterprise wide deployments) there are traditionally less organization boundaries to ‘social’ information such as people profiles. An additional item worth noting here is that most social platforms also only account for ‘read’ permissions on items and allow people to ‘contribute’ or share items they may not have the ability to easily edit, copy, or move. In some instances it has been known to reduce duplication of information as well due to the increased discovery and ease of sharing. Improves Business Agility Since social interaction is tied directly to chronological relevancy (in other words when people engage in social activity there is always a relation to that activity being important at that point in time) it has a natural tendency to support quick, immediate, and current decision making activities. When the organization is reacting to something it also enables users to quickly discover one another and engage in a way that makes adding additional participants much easier. (Especially true in open social collaboration/discussions instead of using the features in an online private setting.) Compliments Talent Management As employees connect with one another and share the results of their work it tends to highlight many employee accomplishments. Frequently outputting highly rated documents as an example can provide additional information to management that the documents/output of one employee is having a strong benefit on the organization. Additionally poorly rated items can help encourage plans for development or improvement. Employees sharing more about their personal motivations, experiences, skills, and expertise can also greatly help when determining organizational competencies, weaknesses, strengths, and how best to begin engaging/planning that individuals professional growth. Promotes End User Innovation Most social technologies empower more people to contribute. Often it’s not necessary to have ‘edit’ rights to an item to add social tags or social discussions around it. Allowing even readers to share feedback, ideas, or categories on things they can see, interact with, but perhaps not modify.
Technology Benefit SharePoint Explanation Improves Search Relevance A concrete example of improving search relevance in SharePoint would be that social tagging, rating, and action results in an increase the ranking of that document or item. If it’s being socialized the assumption is that it’s more important than content that is not. Improve Content Authority When searching or browsing through so much corporate information the use of social features such as tagging, rating, and discussions can greatly help understand the authority level of certain content. Adds Additional Contextual Relevance In SharePoint it’s not only within communities or personal sites that social features are leveraged. Even on executive dashboards that use roll ups and reports of data it is possible in many cases to use the note board for discussion, to tag specific reports, to rate specific reports or data summaries. Provides Additional Ways To Find Content Beyond searching for information by using keywords, phrases, or tags it can often be useful to find information by discovering ‘experts’ or individuals who are linked to the content either as authors or as someone who recently highlighted that content through the use of social tags, ratings, or sharing.
Technology Benefit SharePoint Explanation Improves Search Relevance A concrete example of improving search relevance in SharePoint would be that social tagging, rating, and action results in an increase the ranking of that document or item. If it’s being socialized the assumption is that it’s more important than content that is not. Improve Content Authority When searching or browsing through so much corporate information the use of social features such as tagging, rating, and discussions can greatly help understand the authority level of certain content. Adds Additional Contextual Relevance In SharePoint it’s not only within communities or personal sites that social features are leveraged. Even on executive dashboards that use roll ups and reports of data it is possible in many cases to use the note board for discussion, to tag specific reports, to rate specific reports or data summaries. Provides Additional Ways To Find Content Beyond searching for information by using keywords, phrases, or tags it can often be useful to find information by discovering ‘experts’ or individuals who are linked to the content either as authors or as someone who recently highlighted that content through the use of social tags, ratings, or sharing.
MySites Implementation & Roll Out The SharePoint MySites from a simplistic level allow users to share content with one another without needing to provision a new team site, community site, or clutter structured department/project sites. The reality though is that MySites are actually individual site collections which allow users (for all intents and purposes) to develop and share business applications and content through SharePoint features/functionality. Most Used MySite Functionality Shared Documents A document library that allows users to share their documents with other employees. By default this library is unsecured and any employee will be able to read documents placed here. Private Documents A document library that allows the user to share just their own personal documents. By default this library is only accessible by the MySite site collection owners.
MySites Implementation & Roll Out The SharePoint MySites from a simplistic level allow users to share content with one another without needing to provision a new team site, community site, or clutter structured department/project sites. The reality though is that MySites are actually individual site collections which allow users (for all intents and purposes) to develop and share business applications and content through SharePoint features/functionality. Most Used MySite Functionality Shared Documents A document library that allows users to share their documents with other employees. By default this library is unsecured and any employee will be able to read documents placed here. Private Documents A document library that allows the user to share just their own personal documents. By default this library is only accessible by the MySite site collection owners.
How many times have you found a useful link somewhere on the internet, but had no way to usefull record that and get feedback from your colleagues? Well, SharePoint 2010 social feedback can help with this, you can now "tag" any source on the internet (or intranet) which has a URL. This is stored in your "tags" section on your My Site, and also appears in your "Activity Feed" (which is one of the new areas in the SharePoint 2010 My Site). Other users can also post "notes" relating to your tag, which effectively creates a discussion board around the "tagging" activity, allowing conversations around something that has been tagged. Now, one of the key points is Security Trimming . Lets take this example: what happens if you Tag a document that someone else doesn't have access to? The good news is that social tagging uses the Search Index to provide security trimming on content that is stored in SharePoint. This provides the capability for senior managers to tag confidential documents (and hold conversations about that using notes) but those tags (and notes) are not visible to anyone who doesn't have read-access to the document! On top of this is included a Ratings feature, where you can rate content within SharePoint lists (finally, the death of third party "rate my content" web parts). This means that SharePoint 2010 now has similar social feedback functionality as other products like Digg or Delicious, in that you can tag and rate content, and other people can interact with that "tag" creating a discussion. Architecture All of the Social Feedback information in SharePoint 2010 is stored in a separate "Social Database". This sits alongside the Profile Database. There are then "Gatherers" (Timer Jobs) which will collect all of the changes to both the Social Database and the Profile Database and this is stored in another database for Activity Feeds (the Activity Feed Database) with foreign key pointers back to the Profile Database (so you know who's activity it is). The performance is impressive, aiming for 2000 requests per second, and in terms of storage they are looking to support over 600,000,000 rows of data! They claim that this is sufficient for activity (including social feedback) for 400,000 users over 5 years! Extensibility You can also hook into this process yourself. You can build your own "Gatherer" jobs to collect information from any data source that you like. A good example is a CRM database, so that you can show activity in CRM in the My Site Activity Feed, showing when people schedule meetings or achieve sales activites.
How many times have you found a useful link somewhere on the internet, but had no way to usefull record that and get feedback from your colleagues? Well, SharePoint 2010 social feedback can help with this, you can now "tag" any source on the internet (or intranet) which has a URL. This is stored in your "tags" section on your My Site, and also appears in your "Activity Feed" (which is one of the new areas in the SharePoint 2010 My Site). Other users can also post "notes" relating to your tag, which effectively creates a discussion board around the "tagging" activity, allowing conversations around something that has been tagged. Now, one of the key points is Security Trimming . Lets take this example: what happens if you Tag a document that someone else doesn't have access to? The good news is that social tagging uses the Search Index to provide security trimming on content that is stored in SharePoint. This provides the capability for senior managers to tag confidential documents (and hold conversations about that using notes) but those tags (and notes) are not visible to anyone who doesn't have read-access to the document! On top of this is included a Ratings feature, where you can rate content within SharePoint lists (finally, the death of third party "rate my content" web parts). This means that SharePoint 2010 now has similar social feedback functionality as other products like Digg or Delicious, in that you can tag and rate content, and other people can interact with that "tag" creating a discussion. Architecture All of the Social Feedback information in SharePoint 2010 is stored in a separate "Social Database". This sits alongside the Profile Database. There are then "Gatherers" (Timer Jobs) which will collect all of the changes to both the Social Database and the Profile Database and this is stored in another database for Activity Feeds (the Activity Feed Database) with foreign key pointers back to the Profile Database (so you know who's activity it is). The performance is impressive, aiming for 2000 requests per second, and in terms of storage they are looking to support over 600,000,000 rows of data! They claim that this is sufficient for activity (including social feedback) for 400,000 users over 5 years! Extensibility You can also hook into this process yourself. You can build your own "Gatherer" jobs to collect information from any data source that you like. A good example is a CRM database, so that you can show activity in CRM in the My Site Activity Feed, showing when people schedule meetings or achieve sales activites.
Communities Communities are a term that is often used in many contexts. What is important is that at a base level organizations understand what a community is and what ‘kinds’ of communities can exist. Below is a collection of possible communities titled in a way that is representative of the activity/engagement contained within that community. Here Are Some Sample Communities for an Organization: Green/Sustainable Living Young Professionals Improving Project Success: For Project Managers Internal SharePoint User Group Software Development Patterns & Practices [Company Name] Fitness Fanatics
Builds on the concepts of discussions, likes, ratings, badges and reputations Communities can be created by using a new Site Definition Template available for site collections and sites Underneath is a feature that can be activated on any site. Uses Wiki Pages infrastructure A community is based on set of functionalities and lists that exist in the community: it is self consistent. Content is organized by Categories, with a rich UI comprised of image and data Presentation pages are «wiki pages» Rich content experience Easier to customize doesn’t need to be SharePoint master for creating content Users can use rating for content and «reputation» for people Can vote 1 to 5 stars, or Likes Reputation is only available in community sites and it is «per community» People can also report “abuse” for a moderator to act upon Moderators can choose the “best” reply
Every post can be edited and deleted by the original owner as well as moderators Every member of the community can report a post to the moderator (if the setting is enabled) Marking a post as “featured”: once marked, a specific post will render at top of its category
A conversation can have zero or multiple replies Replies can happen for the main topic or for other replies as well (replies of replies) A reply can be reported to moderator Community moderators can also delete or edit a reply Best Reply: bubbles up in a specific reply and shows it up as the first reply in the discussion thread
Available in the home page and in site settings Home page is «security trimmed»: only moderators see tools Provides access to the main community settings and underneath lists: Discussions Categories Members Gifts Reported Posts Allow any members to report any post (reply or discussion) as an abuse of the Community Reports with comments are stored in an hidden list Members are notified real time for their reporting activity Moderators can then decide to delete the post, edit the post or remove the Report
Owners can enable ratings on Community Ratings can be a star system or like system: Both are completely decoupled from Social DB and live only in the Content DB Owner can switch between the two systems and rating values get preserved in the switch Mouse hovering on the rating provides quick information at a glance: Who rated The value of the rate Visual representation for your likes Offers a way to keep track of specific posts across all the microblogging activity Likes: is a personal view to see things you liked* Other people don't have access to the list of everything you liked, but they can see what you liked if they look at your profile feed (About me). Useful to track Social activities The popularity of an item Tracking a specific post – thread It shows in the main consolidated feeds web part Every time a user likes a post: An entry gets created in the user’s Microfeed list This show the “user liked a post” entry The original post gets updated in the Microfeed list of the user that created the post itself This keep tracks of all the likes on the post An entry gets also created in the Social list of the user who did the “like” action This keeps track of the user “like” activities Used in the “Likes” view
People reputation is impacted by activities like creating posts, adding replies, etc. Reputation is per community – reputation in one does not affect it in another community Reputation model cannot be extended Community owners control points for each activity Administrators also configure what point thresholds are required to achieve reputation rankings Once a member reach a specific level he/she receives a «badge» that shows achievement goals reached Badges can be customized in term of text Badges image cannot be customized But the color is inherited from the site theme There are two type of badges in communities: Achieved badges Gained by people by collecting points performing specific activities Gifted badges Assigned by community owners Achieved badges can be displayed as a ranking level or as a specific text It’s a way for Community moderators to “push” recognition to member Not achieved by members By assignation only from Community moderator List of Gifted Badges can be managed to add or remove badges Gifted Badges are showed in the people status and are colored Again: color is inherited by site theme At any time people can go to the Members list to see all members and rank them by various metrics People can also see their status and what is needed to move to the next level of reputation:
Newsfeed: shows you updates on social activities for items and people you are following: People posts People profile changes Changes on followed documents Items tagged with followed tags Mentions Activities: all my activities Likes Company Feeds
Available in Central Administration in the UPA Shared Service Application Give the ability to the Administrators to govern profile information that user can manage or not Users can always override Admin settings regarding activities and following people privacy settings. Simplified compared to SharePoint 2010 Policy settings: Privacy setting is now “Only me” or “Everyone” Available in Central Administration in the UPA Shared Service Application Give the ability to the Administrators to govern profile information that user can manage or not Users can always override Admin settings regarding activities and following people privacy settings. Simplified compared to SharePoint 2010 Policy settings: Privacy setting is now “Only me” or “Everyone” Admins can also enable a “default“ privacy setting to make people following information and activities public. This setting is “off” by default
15 social features mostly rely on data on the person’s personal site and in the Windows Server AppFabric Cache Two lists are created for providing social features: the Microfeed list and the Social List As part of the social effort personal site document libraries experience has been re-designed as well Profile Database is still used for following peoples and tags
SPC2012 - Developer 02/12/13
You can specify which users can use social features. You can specify which users can have MySites. This allows you to roll it out slowly and to targeted groups who receive training/support. In 2013 – The biggest change is the dependency on personal sites for social functionality.
Microfeed List: contains all activity around the user Store user generated activities (i.e. Microblogging posts) and system generated activities (e.g. Notification of a change in profile or following changes) Users and administrators control which system generated activities are showed in as activity feeds via privacy settings in policies Majority of user activities are available to all authenticated users Same for system activities Activities related to content sensitivity are security trimmed (e.g. following a document) Every time a new system activity or user activity happens a new entry is created in this list and in the Windows Server AppFabric Cache* *exceptions apply
Gives information about all of the things that user is following number of people, Documents*, Sites* Tags Can easily identify all of the things that powers a user’s newsfeed Allows the user to access all of those things within a single click from the newsfeed
In 15 who has rights can follow different things People Sites Documents Tags Following has a common user interface experience
Following people infrastructure in 15 is the same as it is in 2010 Information about followed people and “followed by” is stored in the Profile Database The followed person gets notified by email if a new follower shows up Two main improvements we introduced in 15 Integration with Consolidated Feeds Web Part Following people infrastructure in 15 is the same as it is in 2010 Information about followed people and “followed by” is stored in the Profile Database The followed person gets notified by email if a new follower shows up Two main improvements we introduced in 15 Integration with Consolidated Feeds Web Part My followers: people can now see who are their followers
Users who do have permissions to create Personal Sites: Are able to use all social features (including Microblogging and Content Following) Have full Personal Site capabilities (including the My Documents, the Tasks page, and the ability to create new Apps). Users who do not have permissions to create Personal Sites will have a ‘profile only’ experience. More specifically: They CAN : Visit and edit their profile, and enter any information about themselves that they want, including adding a photo. Follow people, and through their People page can see and reply the latest Microblog posts * Visit other people’s profiles Have people @mention them (which will result in them getting an email). * requires followed people to have enabled Personal Sites as well Users who do not have permissions to create Personal Sites will have a ‘profile only’ experience. More specifically: They CANNOT : Create any root Microblog Posts View Microblog posts of people they following in the consolidated feeds web part they will be redirected from the Newsfeed page to their Profile page Follow content Follow tags* Aggregate tasks Upload documents (or do any Personal Site activities) @mention to somebody * users are still able to set their interests but the will not get notified on Microfeed tagged by any of those tags Administrators are also able to control number of objects people can follow Controlled centrally in the UPA Affects both lists in the personal site and the Profile DB usage Not possible to control number of tags get followed
Your Companies Key Differentiators What makes your company different? What makes your company stand out? Let’s say our fake company has four key differentiators that seemed to stand out and were referenced by leadership and executives in the organization. Community Caring Community Engagement, Involvement & Support State Of The Art Technology Technology, Systems & Products Of Large Enterprise Organizations Incredible Support Staff Personal Service High Touch Attention Strong Customer Relationships Personal & Professional Sales Staff It is important to be able to align new initiatives, technologies and business solutions with these differentiators. To try and help visualize this effect the following objectives were broken down based on the differentiators of the business. Example Company Objectives Grow Organizational Footprint Acquisitions Provide Excellent Customer Service Promote a Positive Work Culture Highlight Exceptional People Have Highly Effective Decision Making Provide Community Support Provide Customer-Transparent Support Functions Have Leadership Greeting Customers By Name These objectives actually map easily to Social Concepts and Features within SharePoint or within related technology. What follows is a visual map of the organization objectives extrapolated above and the ‘solutions’ or social solutions that might directly, or indirectly help achieve those objectives.
A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal. It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint. Thank You for Reading/Listening
Your Portal’s Identity and Branding Your company most likely has a slogan. Leverage it! Let’s say your slogan is: “We Make Things Happen.” Now let’s say that this slogan is known by every employee and is a great internal brand mechanism to create a sense of unified culture and purpose. One simple but effective business tactic for larger enterprise initiatives, technologies, or solutions is to leverage existing and well-known brands/messages in the organization to help people understand the importance or purpose of an organizational change. What follows are potential ‘Social’ Slogan Additions (based on “We Make Things Happen”): “ When we work together.” “ Keep up with them using COMPANYXYZ Social.” “ Be a part of them with COMPANYXYZ Social.” “ Share them on COMPANYXYZ Social.” “ Be involved in creating them on COMPANYXYZ Innovate”
Be REALLY careful investing in some of these players. Many of the previous ones no longer exist: Awareness ConnectBeam
Enable the User Profile Service Activity Feed By default the user profile service activity feed is not enabled. What follows are the steps that ensure that the activity feed will display updates appropriately within the “My Newsfeed” view of MySites. Verify that you have the following administrative credentials: To configure timer jobs, you must be a member of the Farm Administrators group on the computer running the SharePoint Central Administration Web site. In SharePoint Central Administration, click Monitoring and then click Review job definitions . The Job Definitions page opens. In the View list, select Service . The Service list appears. If the Service list does not display User Profile Service , click Change Service . The Select Service page opens. Use the arrows in the upper-right corner to locate User Profile Service and then click it. The Job Definitions page updates with the User Profile Service jobs. Click the activity feed job for the User Profile service application that you created in the prerequisites section of this task. The job name is in the format User_Profile_Service_name - Activity Feed Job , where the User Profile Service name is the name that you specified for your User Profile service application. The Edit Timer Job page opens. In Recurring Schedule , select the interval that you want the job to run. Available intervals are Minutes , Hourly , Daily , Weekly , and Monthly . Selecting a shorter interval, such as Minutes or Hourly , ensures that activities appear on users' My Site newsfeeds more frequently. However, it can also place a heavy load on the system depending on how many activities are available. Selecting a longer interval, such as Daily , Weekly , or Monthly reduces the number of times the job runs and processes feeds. However, it also means that users receive less frequent updates to activities in their newsfeeds. Click Enable . Optionally, click Run Now to run the job immediately without waiting for the next scheduled interval.
A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal. It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint. Thank You for Reading/Listening