SharePoint Site Architecture: Flat, Deep or somewhere in the middle?
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Should you go deep with your SharePoint site architecture using only a few site collections, or should you stay flat by having a lot of site collections and very few/no sub sites within? In this "he says, she says" session, Dave and Joanne will share pros and cons of different Site Architecture options in SharePoint. Whether you've been in SharePoint for awhile or in the throes of a migration project, it's never too late to re-evaluate the way you've planned out your sites. Like most things in technology, decisions you make today may cause re-work down the road. This session isn't about what is right in ALL cases, but it will arm you with the knowledge you need to make an informed decision on the site architecture that will work best for your environment.
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SharePoint Site Architecture: Flat, Deep or somewhere in the middle?
- 1. SharePoint Site Architecture Flat, Deep or somewhere in the middle? Office 365 Vancouver 2018
- 2. Sponsors O365 Saturday Vancouver 2018
- 3. David Drever o Digital Workplace Services Lead o Office Servers & Services MVP o Saskatchewan SharePoint/O365 User Group Where I am: o Twitter: @DavidMDrever o Email: david.drever@solvera.ca o Blog: http://prairiedeveloper.com o User Group: https://www.meetup.com/SKSPOUG/
- 4. Hi! I’m Joanne! @JoanneCKlein joannecklein@nexnovus.com joannecklein.com SharePoint & Office 365 consultant | Speaker | Trainer | Mentor | Saskatchewan SharePoint & Office 365 UG
- 5. Our Goal for Today
- 6. Dan Holme (@danholme) -Director of Product Marketing at Microsoft -SharePoint and Office 365 evangelist “A decade of governance work with clients has *rarely* shown a subsite-based IA to sustain and serve well over time. Moving forward, sites & hub sites, and graph/search are the way to go!"
- 7. Site Collection • Top level site container • 1 root site • Can contain many subsites • Many things are scoped at this level Terminology
- 8. What’s scoped to a Site Collection? Navigation Search Permissions Information Architecture Features Branding Storage Retention & Disposition
- 9. Site Collection • Top level site container • 1 root site • Can contain many subsites • Many things are scoped at this level Subsite • Many subsites per site collection • Subsite can itself be a subsite • Few things are scoped at this level Terminology
- 10. What’s Flat? Site Collection A Site Collection B Site Collection C Site Collection n … 250,000 site collections per farm 500,000 site collections per tenant
- 11. What’s Deep? Site Collection A Site Collection B Site Collection C … 2000 subsites per site collection
- 12. Provisioning • Who can do it? SharePoint Server ‘Farm Administrators’ SharePoint group SharePoint Shell Access ‘Create subsites’ permission level
- 13. Who can do it? Classic Site Collections Global Administrator SharePoint Online Administrator SharePoint Online Modern Site Collections Everyone! Or… A security group you decide on! Outlook SharePoint Yammer Microsoft Teams StaffHub Planner PowerBI
- 14. The SharePoint sites provisioned with each of these are Site Collections, not sub-sites! SharePoint Online Outlook SharePoint Yammer Microsoft Teams StaffHub Planner PowerBI
- 15. Provisioning • “Control the sprawl” with a site-provisioning process • Governance • Controlling what type of site is being created • What type of content is going in it? • Site ownership
- 16. Navigation
- 17. Navigation Considerations • Sub-Sites can inherit navigation from the parent site collection • Site Collections require metadata navigation configured in order to have pre-set navigation • Each Site Collection requires its own term set (copy term sets to make it happen) • Also have the option of Structured Navigation
- 18. Navigation
- 21. Permissions • Site Collections start clean • Customized Security = Heavy Administration • Even worse for modern site administration (self governance concepts) • Different than Shared Drives
- 28. Branding
- 29. Branding Considerations • Very similar to the “Permission Model”
- 30. Information Architecture • How much and where is it required? • Does deep vs flat affect Information Architecture?
- 31. Information Architecture Hierarchy • Corporate Portal1 • Division Areas2 • Project Sites/Workspaces3 • Team/Community Sites4 • Personal Sites5 Structure and Governance Communication Sites ** SharePoint Hubs to organize Office 365 Group sites ** SharePoint Hubs to organize OneDrive for Business How much and where is it required? Modern Sites
- 32. Information Architecture • How much and where is it required? Type of site Information Architecture required? Corporate/divisional sites Yes Custom solution sites (PowerApps, Microsoft Flow, etc.) Yes Team collaboration sites It depends Personal sites (OneDrive for Business) No
- 33. Information Architecture in Deep structure • Content Types/site columns defined for each site collection Site Collection A Site Collection B Site Collection C …
- 34. Information Architecture in Flat structure • Do you need to share across site collections? • Content Type Hub…a “Special” site collection • Scripts Site Collection A Site Collection B Site Collection C Site Collection n … Content Type Hub
- 35. Information Architecture Tips • Define Managed terms at a global level and share across site collections • Always Site Columns over List columns • Use Content Type Hub or scripts • Aim to hit the “sweet spot” of IA on collaboration sites Think Reusability. Think Usability.
- 36. • Even in deep structure, top level still controls some features • Some features when enabled affect entire site collection. Features
- 37. Search How do you find content across a flat site architecture? • Search and Office Graph • Delve: • ‘Popular documents’ • ‘What people are working on’ • OneDrive ‘Trending around me’ • Configured search web parts • Explicitly searching for something
- 38. Search is contextual - Uses search scopes to do this Out-of-the-box Search scopes: library/list, site, site collection, farm/tenant Search in a library/list? Results are from the library/list Search in a subsite? Results are from subsite Search in site collection? Results are from site collection Search in a farm/tenant? Results are from farm/tenant
- 39. Storage • SharePoint has “soft” storage limits • Site Collections can allow for more space • Sub-Sites may need to become site collections anyways because of storage
- 40. URLs
- 41. URLs • URL limitations exist just like File Explorer • Deeper the architecture -> longer the base URL
- 48. URLs Consider: https://contosointranet.com/sites/divisions/finance/accounting/accountspayble/externalvendorinvoicing What happens if you throw a lot of folders into the mix?
- 49. URLs Consider: https://contosointranet.com/sites/divisions/finance/accounting/accountspayble/externalvendorinvoicing What happens if you throw a lot of folders into the mix?
- 55. Retention • Retention Labels • Publish Locations
- 56. SharePoint Retention Microsoft Teams SP siteModern Team SP siteYammer SP site Modern Communication SP site Classic SP site
- 61. Retention Plan, plan, plan
- 62. Archival • Stale sites Site Collection A • Automated cleanup processes • “Group Expiration for Office 365” • Site Policies
- 63. External Sharing • Only Two Places to Control External Sharing • Sub-Site isn’t one of them
- 64. Flexibility • Architecture Affects Effort for Org Changes
- 68. Momma?
- 69. Flexibility • Architecture affects effort for org changes • BackupRestore strategies affected by architecture • Architecture even affects ability to test or troubleshoot solutions
- 71. SharePoint Hub sites Site Collection A Site Collection B Site Collection C Site Collection D Site Collection E SharePoint Hub
- 72. SharePoint Hub sites Site Collection A Site Collection B Site Collection C Site Collection D Site Collection E SharePoint Hub • Shared navigation • Look and Feel • News and activity roll up • Scoped search
- 73. SharePoint Hub sites Site Collection A Site Collection B Site Collection C Site Collection D SharePoint Hub Site Collection E Site Collection W Site Collection Z Site Collection X Site Collection Y SharePoint Hub
- 74. SharePoint Hub sites Site Collection A Site Collection B Site Collection C Site Collection D SharePoint Hub Site Collection E Site Collection W Site Collection Z Site Collection X Site Collection Y SharePoint Hub Limit 50 Hubs per tenant Hub can’t be part of another Hub
- 75. Key Points to Consider • Provisioning • Navigation • Permissions • Information Architecture • Features • Search • Flexibility • Storage • URLs • Retention • Archival • External Sharing • Branding • SharePoint Hub Think long-term!
- 76. What We Think
- 77. Do you have a Site Collection / Subsite dilemma? Let’s talk!
- 78. Thank you!