Metavis Webinar 2012 - Everything You Need To Know About SharePoints Social Capabilities

Everything You Need To Know About
SharePoint’s Social Capabilities

Presented By: Richard Harbridge
#SPSocial @RHarbridge


Who am I?

Boston
Washington


SPTechCon
The SharePoint
Technology Conference


Our Goal Today…

From Here To Here


Connecting Value
To SharePoint
Social Features


• Lowers Cost Of Sharing &
Organizing Information
• Reduces Organizational Barriers
• Improves Business Agility
• Compliments Talent Management
• Promotes End User Innovation

• Improve Search Relevance
• Improve Content Authority
• Add Further Contextual Relevance
• Provide Additional Ways To
Find Content

Sites

Composites Communities

Insights Content

Search

Not Just Communities…
Leveraged Everywhere

Social Feedback Leads To Better
Procedures?

Why Leveraging SharePoint Blog Features for News is a Great Idea

Social SharePoint Options
Extending

Complimenting

Supplementing

Replacing

Ignoring/Locking Down

When are people going beyond SharePoint for Social Functionality?
How To Lock Down SharePoint’s Social Features

SharePoint Social
Feature Exploration


WIKIS, BLOGS
AND DISCUSSIONS
DEMONSTRATION

SharePoint 2010 Wiki Capabilities
SharePoint Server: Enterprise Wiki Site Template – built on
SharePoint Publishing infrastructure
SharePoint Foundation:
Page Templates Categories Team Sites with Web Edit
(Content Types & Page
(Managed Metadata)
Layouts)

Easy page editing
Ratings Social Tags & Notes
(Web Analytics) (Social Store)
Wiki-linking with
auto-complete

Customizable Scalable
(Master Pages & CSS) (Output Caching)
Cross-browser Rich
Text Editor

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 

MY SITES, PROFILES,
PICTURES AND ACTIVITIES
DEMONSTRATION

My Site Components


Tip: Update MySite Top Navigation

1. As a site admin of the MySiteHost site collection, follow these steps:
2. Visit any page under the MySiteHost (like <mysitehost>/person.aspx) and
click Site Actions --> Site Settings
3. Click on “Top link bar” under the “Look and Feel” section to add, remove,
edit or reorder the links.
4. Add a link back to the Portal (or any site collection that might redirect users
to the MySiteHost.


Tip: SharePoint Magnifies Issues

Active Directory
Not Up To Date?


Tip: Plan User Profile Properties
Property Name Example: Region Name
Source Example: System XYZ
Editable By Users Example: Editable By Users
Privacy Example: Everyone
Required or Optional Example: Optional

User Profile Property Planning Worksheet


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

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/}
3. Analyze and upload (user consent at client)
Outlook ->Options ->Advanced

4. Consent on suggestions (user consent at server)


How does Knowledge Mining Work?
Analysis on Client

Consent at Client

Consent at Server

Index on Server

Queried on Server and Client

TAGS, NOTES AND RATINGS
DEMONSTRATION

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

• 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.

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)

In Office Web Apps Yes Yes No

A Behind The Scenes Look
New in
2010
Social
Profiles Sync
Feedback

Profile Service
Profile Service Synchronization
Instance Instance
Web Front End


Permission Controlled from
Central Admin
• 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.


My Favorite Social Search Slide?

Refine by query
type, and many
other pivots Phonetic and nickname
matching

Sort by relevance,
name or social
distance

Vanity
search

Improved result
Recently authored layout and hit-
content highlighting


The “Stuff” in MySites for Search


Organizational Browser
• A simple way of ‘searching’ we can’t forget.

• Key Point: Uses Manager field from AD.

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


Leveraging the Managed Metadata
Service for better People Search
• Out of box:
• Responsibilities, Interest, Skills,
Schools, are all taxonomy properties
• Automatic refinement on relevant
pivots
• Extensibility Opportunity
• Adding a new taxonomy property to
the profile store


Improving Relevancy
 Search click through behavior improves relevance ranking
 Query suggestions mined from search logs help users execute
better queries
 Social definitions expose acronyms
 Social tagging improves search

Search Quality Confidence

Usage

Search Is Already Social


Search Suggestions


Search Best Bets & Keywords
Tip: Search Keywords & Best Bets Can Be
Used To Deterministically Result In a Person


Implementing An Effective
SharePoint Social Strategy


Social Roll Out


My Sites & Profile Roll Out

Phase 1 Basic Profile
Import

Phase 2 MySites Piloted
Profiles
Implemented

Photos Updated
Phase 3 MySites Globally
Deployed
Custom Profile
Fields
From Central
Source

Profile Fields Users Can Edit Profiles
Phase 4 MySites
Customized
Integrated With
LOB Data
Profile Data With
Write Back To AD
Presentation
Customized


Social Feature Roll Out

Phase 1 Phase 2 Phase 3
Less Than 50% Profiles Populated Less Than 75% Profiles Populated Close to 100% Profiles Populated

Notes and Status Updates Notes & Status Updates Used Notes & Status Updates
Infrequently Used Frequently By Early Adopters Considered Cultural Norm

Community Sites Globally Communities Extended To
Community Sites Piloted
Deployed External Participants

Wiki Spaces Extended To External
Wikis Piloted Wiki Sites Globally Deployed
Participants

Leadership Blogs Piloted Department Blogs Deployed Personal Blogs Deployed

Discussion Boards Globally Discussion Boards Leading To New
Discussion Boards Piloted
Deployed Innovation Or Cost Savings

Tags & Notes Infrequent (Usage Tags & Notes Adopted (Usage
Tags & Notes (Expected)
Low) High)

Ratings Piloted On Knowledge Knowledge Base Initiating New Knowledge Base Podcasting &
Base Procedures/Policies Media

Map To Business Objectives
 Direct Relationship  Indirect Relationship

Have Highly Leadership
Provide Highlight Customer
Support Effective Supporting Personally
Positive Exceptional Transparent
Acquisitions Decision Community Engaging w/
Work Culture People Support
Making Customers

Internal Social
Collaboration
    

User Profiles 
Personal
MySites
 
Internal Social
Networking
    
Communities Of
Interest
   
Communities Of
Practice
    
External Social
Authoring
   

Social CRM    

Profile Sprawl Challenge?


No Anonymity In The Enterprise?


Keyword Sprawl Challenge?


Discipline and Processes


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

SharePoint Social Maturity
Tagging
5

Instant Messaging Notes / Discussions
4

3

2
Microblogging & Activities Rating
1

0

Blogging People Profiles

Wikis MySites
*Super Simplified
#SPSocial @RHarbridge People Search

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
15 Pages of Important Questions at.. SharePointDiagnostics.com


Business
Tips and Tricks


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”


Scope of Training
•Trained To Lead By •Trained To Promote
Example Best Practices
•Trained To Make And Around Specific
Enforce Decisions Focus Areas

Center of
Executives
Excellence

Business
Employees
Units
•Trained To Create •Trained To Leverage
Knowledge And Social Collaboration,
Practice Networking And
Media

Opportunistic Driven Learning

Training Should Follow “Just In Time & Just Enough”

Image from Paul Culmsee

Support Updates
 Objectives/Priorities
 Site Classification and Platform Classification
 Site Provisioning Process/Questionnaire
 User Expectations Agreement
 Roles and Responsibilities
 Support Agreement(s)
 Training and Communication Plans
 MySite Policies (Pictures)…

Support Updates
 User Lifecycle Policy
 Taxonomy Management
 Social Policies
 Content Standards
 Legal and Compliance Policy
 Search Management

#SPSocial @RHarbridge SharePoint Standards Online

Multiple Tiers for Escalation
(You can’t know everything)

Tactical Support Team

Help Desk

Site Administrators

End Users

Learning Libraries/Online/Help


Measure Support
Learn and use data to be proactive.


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

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.


Tip: Plan For User Adoption


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

Differences Between Teams and Communities
Community
Team Community

80
© 2009 PTC

HR & Legal Considerations
For Social Strategies


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 a social technology in the
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
their desktop? Their SharePoint MySite?


• 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
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
opinions on their personal profile, or wants to
create a community of interest based on
religion what is the companies response?


• 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.


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)


Privacy Laws


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

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 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 mindsSharePoint use
If something unusual happens as a result of of those who
witnessed be documented with as much detail as possible
it must the event.
while it’s still fresh in the minds of those who were
participants or effected.
If action (especially disciplinary) is taken as a result of an
incident; information leading to the decision (including risks)
and how efficacy (success) will be monitored must be
retained.


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?


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?


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?

* Notes & Status Updates Have No OOTB Auditing Or Information Policies.

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)

Social Technology
Vendors & Tools


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


Technical
Tips and Tricks


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=<accountna
me>

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


Scale?
• Enterprise Wiki pages (like all pages in Publishing)
support output caching
• Feature leveraged from publishing infrastructure


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


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)

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


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.


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”


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

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.


An Example: Microsoft

Platforms, Entertainment
Business
Products, and and Devices
Division
Services Division Division

Windows Office Xbox

Online (Bing, Microsoft Microsoft
MSN, Live) Dynamics Games

Servers

#SPSocial @RHarbridgeNote: This isn’t accurate.. How is MS Structured?

The down side…
• There is no UI or End User Functionality
tied to this… yet.

The up side…
• Development Opportunity! 


SharePoint Social Architecture
New in 14
Social
Profiles Sync
Feedback

Profile Service
Profile Service Synchronization
Instance Instance
Web Front End

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
#SPSocial cache
@RHarbridge

• Mid-tier Cache 256 MB by default (configurable)
• Optimized for “Most Used” (not most recently used)
profiles
• Average Case: ~0.5K per light profile
256MB/0.5K = 512,000 users
• Worst Case: ~1.8 K per light user profile
256MB/1.8KB = 142,222 users

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


Setting up Profile Synchronization


Editing Filters on Connections


Profile Synchronization Architecture

AD LDAP
Social Data Profiles Sync
Web Front End

BCS
Service
Profile
Synchronization
Profile Service
Service
Instance
Instance

Import or Export to
Example: Picture Goes to
Directory Source
AD from SharePoint!
#SPSocial @RHarbridge (Data Goes Both Ways!)
New in 14

User Profile: Synchronization Tips
• 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)


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.)


Social: SQL Tuning Tips
• 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


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

Scale – DB Sizing Tips
Rows Total Data Index
(million) (GB) (GB) (GB)
Tags 32 10.2 2.4 7.8
Comments 5 16.0 9.0 7.0
Ratings 25 4.3 2.0 2.3
UserProfile_Full 1.2 1.3 0.5 0.8
UserProfileValue 52.7 6.6 4.5 2.1
MemberGroup 0.8 0.7 0.4 0.3
UserColleagues 62.9 8.6 3.4 5.2


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


Federation and Replication

Social Tags Profiles Sync Social Tags Profiles Sync

Profile Profile
Synchronization Synchronization
Profile Service Profile Service
Service Service
Instance Instance
Instance Instance

AD
#SPSocial @RHarbridge LDAP
Forest

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Metavis Webinar 2012 - Everything You Need To Know About SharePoints Social Capabilities