everything you need to know about sharepoint social capabilities - splive360

Everything You Need To Know About SharePoint’s Social Capabilities

Richard HarbridgeRichard HarbridgeSr. SharePoint

Architect/Evangelist

Level: Chuck Norris (Intense, But Not Deep)

Coverage: Business, Dev, & IT Pro

SharePoint Versions: 2010 & 2013

#SPLive360 @RHarbridge

Everything You Need To Know AboutSharePoint’s Social Capabilities


Presented By: Richard Harbridge


Who am I?

BostonWashington


Our Goal Today…

From Here To Here


Informatio

n!


Connecting Value To SharePoint Social Features

What is the Value?

Lowers the cost

of sharing and organizing

Surfaces knowledge and networks

Increases employeeengagement

• Lowers Cost Of Sharing & Organizing Information

• Reduces Organizational Barriers

• Improves Business Agility

• Compliments Talent Management

• Promotes End User Innovation


Social Feedback Leads To Better Procedures?

Why Leveraging SharePoint Blog Features for News is a Great Idea


Social SharePoint Options

When are people going beyond SharePoint for Social Functionality?

How To Lock Down SharePoint’s Social Features


SharePoint 2010 SocialFeature Exploration

WIKIS, BLOGS AND DISCUSSIONS DEMONSTRATION


SharePoint 2010 Wiki CapabilitiesSharePoint Server: Enterprise Wiki Site Template – built on SharePoint Publishing infrastructure

Page Templates (Content Types & Page

Layouts)

Ratings(Web Analytics)

Scalable (Output Caching)

Customizable (Master Pages & CSS)

Categories (Managed Metadata)

Social Tags & Notes(Social Store)


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)

MY SITES, PROFILES, PICTURES AND

ACTIVITIESDEMONSTRATION


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 MiningWhere are the tags?

•Outlook 2010 {Sent Items}•Sharepoint Server 2010

Control and Consent1.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)


How does Knowledge Mining Work?

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, 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.


Tags, Notes and RatingsTags Notes Ratings

Description Keyword bookmarking Short comments (<3000 characters)

5-Star Ratings

Web part/control No Yes Yes

Discover content by colleague or keyword

Both Colleagues Colleagues

Web pages, List Items, Documents

Yes Yes Yes

Doc Library/List Sort and Filter

Yes (Doc authors only, requires enterprise keywords field)

No Yes

Indexed by Search Yes No Yes

Bookmark-let for external or non-SharePoint pages

Yes Yes No

Enterprise taxonomy management

Yes No No

In Office 2010 Client Yes (Doc authors only, requires enterprise keywords field)

Yes No

In Office Web Apps Yes Yes No

PEOPLE SEARCHDEMONSTRATION


My Favorite Social Search Slide?

Phonetic and nickname matching

Phonetic and nickname matching

Improved result layout and hit-

highlighting

Improved result layout and hit-

highlightingRecently authored

contentRecently authored

content

Refine by query type, and many

other pivots

Refine by query type, and many

other pivots

Sort by relevance, name or social

distance

Sort by relevance, name or social

distance

Vanity search

Vanity search


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


Search Is Already Social


Search Best Bets & Keywords

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


SharePoint 2013Social Feature Exploration


Communities in 2013


Title

Posts and replies

Description

Navigation

Community Categories


Community Postings


Community Conversations


Community Owner Tools


Rating vs Liking


Reputation & Badges


Social Newsfeed


Privacy Settings


2013 People Search


Storage Architecture in 2013

Content DBs (per-user)Content DBs (per-user)

User Profile ServiceUser Profile Service

Profile DB (per-service)

People and tag followingPeople and

tag followingUser profile properties

User profile properties

Social DB (per-

service)

Social tagsSocial tags

Content DB

(site collection per-user)

Feed postsFeed postsSite and

document following

Site and document following

Personal storage space

Personal storage space

(Site Feed posts are stored in the SP site)


Permissions


Welcome Message


Welcome Email Message


Implementing An Effective SharePoint Social Strategy


8/19/2011Key User Profiles Are Populated

4/4/2011 6/1/2012

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

7/1/2011 - 8/19/2011Governance Updates

7/23/2011Site Listing Created

8/10/2011Site Provisioning Process Finalized

8/19/2011Site Provisioning Globally Available

Site Listing Complete

8/19/2011 - 12/2/2011Team/Community Site Roll Out

8/5/2011 - 12/2/2011User Profile Roll Out

7/15/2011Social Strategy & Planning Complete

4/4/2011 - 7/15/2011Social Strategy Planning

12/5/2011 - 3/2/2012Implement IT Knowledge Base

8/29/2011 - 11/4/2011Pilot Leadership Blogs

7/22/2011 - 4/13/2012IS MySite Pilot

12/2/2011+30% Profile Completion

5/25/2012+50% Profile Completion

3/19/2012 - 4/13/2012Review & Implement Retention & Disposition Rules

11/4/2011MySite Branding Complete

8/29/2011Employee Policies Up to Date

1/13/2012Deploy Electronic Vacation Scheduling Organization Wide

2/17/2012Application & Business Leader Listing Available

Social Roll Out


My Sites & Profile Roll Out


Social Feature Roll Out


Profile Sprawl Challenge?


No Anonymity In The Enterprise?


Keyword Sprawl Challenge?


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.


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


Questions? Ideas? Feedback? Contact me:Twitter: @RHarbridge Blog: http://www.RHarbridge.comEmail: [email protected]:

700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com80+ Downloadable Presentations.. SlideShare.com/RHarbridge

Thank You Organizers, Sponsors and You for Making this Possible.


SP 2010 BusinessTips and Tricks


Brand Your Social Roll OutWe 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

#SPLive360 @RHarbridgeImage from Paul Culmsee

Opportunistic Driven Learning

Training Should Follow “Just In Time & Just Enough”Training Should Follow “Just In Time & Just Enough”


Support Updates


Support Updates

SharePoint Standards OnlineSharePoint Standards Online


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


Measure SupportLearn 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 endsDefine how to handle non-SharePoint and external sitesOnly 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


CommunityTeamCommunity

© 2009 PTC116


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


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


HR & Legal ConsiderationsFor 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.

• Employees sued a restaurant company when they were dismissed after managers accessed a private MySpace page the employees had set up.

If this had been on a social technology in the workplace would it still be an issue?

If this had been on a social technology in the workplace would it still be an issue?

If this was after accessing private folders on their desktop? Their SharePoint MySite?

If this was after accessing private folders on their desktop? Their SharePoint MySite?


Examples Of Social Disputes• A worker file a sexual-harassment suit after a

manager repeatedly tries to "friend" her on Facebook.

• An applicant accuses a company of reneging on a job offer after learning of their religious affiliation on Twitter.

What if the manager was using the SharePoint note board on her profile page?

What if the manager was using the SharePoint note board on her profile page?

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?

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?


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.


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 ReportsAn incident report or accident report is a form that is filled out in order to record details of an 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 minds of those who witnessed the event.

In SharePoint Terms?

If something unusual happens as a result of SharePoint use 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.

In SharePoint Terms?

If something unusual happens as a result of SharePoint use 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.


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 TechnologyVendors & 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


SP 2010 TechnicalTips 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 activitieshttp://<mysitehost>/_layouts/activityfeed.aspx?publisher=<accountname>


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

User Profile DB: Activity Feed

User Profile DB: Change Log

Social DB

Gatherer(Timer Job)

InjectionOM

Multi-castUni-cast

Your Gatherers

WebPart, Object Model

& Atom

Consolidated or

Published

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:

Note: 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

Social FeedbackSocial

Feedback ProfilesProfiles

Profile ServiceSynchronization

Instance

Profile ServiceSynchronization

InstanceProfile Service

InstanceProfile Service

Instance

SyncSync

New in 14New in 14

WFE talks to the service and SQL, maintains

Front-end cache

Mid-tier cache, optimized for most-used profiles, 256 Mb default (good for 500k users on

average)


User Profile: Storage Architecture

User Profile DB

Profile and Activity FeedSocial Data DB

Tags, Keywords, Comments, Bookmark, RatingsMainly stores GUID (to the taxonomy term) or the note or rating, URI, Profile ID, Timestamp, URI disambiguation infoTerm values for use on the Newsfeed and Tags & Notes PageSync DB

Staging sync data for AD, LDAP, BCS


Profile Synchronization Architecture

ADAD LDAPLDAP

BCS ServiceBCS

Service

New in 14New in 14

Import or Export to Directory Source

(Data Goes Both Ways!)

Example: Picture Goes to AD from SharePoint!


• 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.)


• 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


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 @RHarbridgeAD

LDAPForest

ADLDAPForest


Questions? Ideas? Feedback? Contact me:Twitter: @RHarbridge Blog: http://www.RHarbridge.comEmail: [email protected]:

700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com80+ Downloadable Presentations.. SlideShare.com/RHarbridge

Thank You Organizers, Sponsors and You for Making this Possible.

everything you need to know about sharepoint social capabilities - splive360

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