SharePoint Fest Denver - Everything You Need To Know About SharePoint Social Capabilities
1. Everything You Need To Know About
SharePoint’s Social Capabilities
Presented By: Richard Harbridge
#SharePointFest @RHarbridge
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2. Who am I?
Boston
Washington
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3. SPTechCon
The SharePoint
The SharePoint
Technology Conference
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4. Our Goal Today…
From Here To Here
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25. Social SharePoint Options
When are people going beyond SharePoint for Social Functionality?
How To Lock Down SharePoint’s Social Features
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28. 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)
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29. 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
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32. 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.
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34. 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
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35. 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
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36. 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
5.Consent on suggestions (user consent at server)
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39. 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
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40. 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.
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41. 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)
#SharePointFest Apps
In Office Web @RHarbridge
Yes Yes No
42. A Behind The Scenes Look
New in
2010
Social
Profiles Sync
Feedback
Profile Service
Profile Service Synchronization
Instance Instance
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43. 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.
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45. My Favorite Social Search Slide?
Refine by query
type, and many
Phonetic and nickname
other pivots
matching
Sort by relevance,
name or social
distance
Vanity
search
Improved result
Recently authored layout and hit-
content highlighting
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46. The “Stuff” in MySites for Search
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47. Organizational Browser
• A simple way of ‘searching’ we can’t forget.
• Key Point: Uses Manager field from AD.
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48. 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
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49. 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
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50. 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
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57. 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
#SharePointFestEmployee8/29/2011 to Date
@RHarbridge
Policies Up 11/4/2011
MySite Branding Complete
58. My Sites & Profile Roll Out
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60. 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
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65. 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
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67. 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
#SharePointFest @RHarbridge
68. Business
Tips and Tricks
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69. 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”
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75. Measure Support
Learn and use data to be proactive.
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76. 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
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77. 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.
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78. Tip: Plan For User Adoption
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79. 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
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81. HR & Legal Considerations
For Social Strategies
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82. 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?
#SharePointFest @RHarbridge
83. 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
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?
#SharePointFest @RHarbridge
84. 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.
#SharePointFest @RHarbridge
85. 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)
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87. 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
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88. 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 SharePoint use
If something unusual happens as a result of minds of those
who witnessed the event.
it must be documented with as much detail as possible
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.
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89. 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?
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90. 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?
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91. 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?
#SharePointFest @RHarbridge
* Notes & Status Updates Have No OOTB Auditing Or Information Policies.
92. 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)
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94. 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
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95. Technical
Tips and Tricks
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96. 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>
#SharePointFest @RHarbridge
97. 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
#SharePointFest @RHarbridge
98. Scale?
• Enterprise Wiki pages (like all pages in Publishing)
support output caching
• Feature leveraged from publishing infrastructure
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99. 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
#SharePointFest @RHarbridge
100. 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)
#SharePointFest @RHarbridge
101. 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
#SharePointFest @RHarbridge
102. 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.
#SharePointFest @RHarbridge
103. 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”
#SharePointFest @RHarbridge
104. 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
#SharePointFest @RHarbridge
105. 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.
#SharePointFest @RHarbridge
107. The down side…
•There is no UI or End User Functionality tied
to this… yet.
The up side…
•Development Opportunity!
#SharePointFest @RHarbridge
108. SharePoint Social Architecture
New in 14
Social
Profiles Sync
Feedback
Profile Service
Profile Service Synchronization
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
#SharePointFest @RHarbridge
110. 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
#SharePointFest @RHarbridge
113. Profile Synchronization Architecture
AD LDAP
BCS
Service
Import or Export to
Example: Picture Goes to
Directory Source
AD from SharePoint!
#SharePointFest @RHarbridge (Data Goes Both Ways!)
New in 14
114. • 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)
#SharePointFest @RHarbridge
115. 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.)
#SharePointFest @RHarbridge
116. • 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
#SharePointFest @RHarbridge
117. 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
#SharePointFest @RHarbridge
118. Scale – DB Sizing Tips
#SharePointFest @RHarbridge
119. 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
#SharePointFest @RHarbridge
121. 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
#SharePointFest @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.
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 &quot;tag&quot; any source on the internet (or intranet) which has a URL. This is stored in your &quot;tags&quot; section on your My Site, and also appears in your &quot;Activity Feed&quot; (which is one of the new areas in the SharePoint 2010 My Site). Other users can also post &quot;notes&quot; relating to your tag, which effectively creates a discussion board around the &quot;tagging&quot; 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 &quot;rate my content&quot; 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 &quot;tag&quot; creating a discussion. Architecture All of the Social Feedback information in SharePoint 2010 is stored in a separate &quot;Social Database&quot;. This sits alongside the Profile Database. There are then &quot;Gatherers&quot; (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 &quot;Gatherer&quot; 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 &quot;tag&quot; any source on the internet (or intranet) which has a URL. This is stored in your &quot;tags&quot; section on your My Site, and also appears in your &quot;Activity Feed&quot; (which is one of the new areas in the SharePoint 2010 My Site). Other users can also post &quot;notes&quot; relating to your tag, which effectively creates a discussion board around the &quot;tagging&quot; 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 &quot;rate my content&quot; 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 &quot;tag&quot; creating a discussion. Architecture All of the Social Feedback information in SharePoint 2010 is stored in a separate &quot;Social Database&quot;. This sits alongside the Profile Database. There are then &quot;Gatherers&quot; (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 &quot;Gatherer&quot; 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
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