sharepoint saturday charlotte
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SharePoint Saturday Charlotte. Understanding Task Aggregation in SharePoint 2013. How Task Aggregation and Work Management Works in SharePoint 2013. Please thank our sponsors!. Platinum Sponsors. Gold Sponsors. About Me – Paul Wood. - PowerPoint PPT PresentationTRANSCRIPT
1 SharePoint Saturday Charlotte
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SharePoint Saturday Charlotte
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How Task Aggregation and Work Management Works in SharePoint 2013
Understanding Task Aggregation
in SharePoint 2013
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Please thank our sponsors!Platinum Sponsors
Gold Sponsors
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About Me – Paul Wood Senior SharePoint Engineer at SunTrust Bank, Atlanta on the Infrastructure Engineering
team.
Have been a SharePoint Consultant for the past 7 years, specializing in delivering solutions
from platform infrastructure to site and solution design using SharePoint, Project Server
and Office 365.
Consider myself more of a solution architect
Microsoft Certified Professional (MCP, MCTS, MCITP, MCSA)
BLOG – p w c on s u l t a n t . b l o g s p o t. c o m
Email – p w c o n s u l t a n t @ h o t m a I l . c o m
LinkedIn – L i n k e d i n . c o m / i n / p w c o n s u l t a n t
Twitter – @ p w c o n s u l t a n t – mention me using #spsclt
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Awesome Update to that quote
We shape our SharePoint Farms . . .
thereafter they shape us
~ If Winston Churchill worked in today’s offices~
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Overview
What is Task Aggregation in SharePoint 2013
What are the Steps and some Tips for Configuring
How to work through some issues
Questions and Answers
(hopefully)
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Summary In SharePoint Server, the Newsfeed
MySites Tasks list aggregates and shows all the SharePoint and Project Server tasks assigned to the logged-in user.
It can also be used to create personal or public tasks
Available for SharePoint online and SharePoint Server on-premises deployments and is included in the Newsfeeds and Tasks pages.
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The “Old Way”
• Users had to go to many different places to retrieve tasks assigned to them – or at least get alerts from multiple areas
• No coordination of updates
Multiple Tasks in Multiple Programs
Outlook/Exchange
Project Server
SharePoint Task Lists
Team Site Meeting Workspace
Group Work Site
Document Workspace
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The “New Way”Task Aggregated from Multiple Programs to ONE Place
SharePoint MySite Exchange 2013
Project Server 2013
SharePoint Server 2013
• One comprehensive view of user tasks
• Central point for managing tasks
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Features All tasks can be managed from one
location (My Sites) Displayed on a dynamic time line – can
add tasks to the time line from the same screen.
Sync to Outlook (with Exchange) Categorized/grouped by project sites or
“locations”. Ability to mark tasks as important. Search your tasks.
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Work Management (WMA) Task Aggregation is possible because of a new service application in SharePoint 2013 called Work Management
The Work Management Service Application provides functionality to aggregate tasks to a central location: Users are able to view and track their to-dos and tasks Tasks can be cached to a users personal site Tasks can be aggregated from Exchange, Project Server
and SharePoint Based on 'Provider model' so that other systems can be
integrated in the future Work Management Service is exposed as part of each
users My Site / Newsfeed experience If you have Project Server, site-level tasks or
Outlook/Exchange to-do's, this feature alone can help "sell" social to new users
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WMA Prerequisites - Products
Server products Cloud services
SharePoint Server 2013 Standard or Enterprise SharePoint Online Plan P, Plan 1, or Plan 2
Project Server (for Project Server tasks)Project Online Project Portfolio Management (for Project Server tasks)
Exchange Server 2013 Exchange Online Plan E*
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Prerequisites – My TasksScenario ATo aggregate SharePoint and Project Tasks the MySite Tasks Newsfeed requires:
Work Management Service Application (WMA) User Profile Service Application SharePoint MySites Search Service Application
Scenario BTo aggregate Exchange Tasks the MySite Tasks Newsfeed requires all of Scenario A and:
Exchange 2013
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Configuration Steps1. Setup the Search Service Application2. Setup My Site Host3. Setup the User Profile Service Application4. Setup the Work Management Service
Application (WMA)5. Create the Project Server Service
Application (optional)6. Create sites in SharePoint and Project
Server 7. Assign Tasks8. Run a Search Crawl!
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Special ConsiderationsProject Server
Project Server resides on top of WMA, and so in order for the WMA application pool account to be trusted by Project Server automatically, it’s best to provision the PWA sites AFTER you create the WM service application.
If PWA instances exist already, then the administrator must manually add the WM account to the Project Server databases’ PSDataAccess role.
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Issue 1 – Trouble! "We are having trouble refreshing your tasks"
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Issue 1 – Solved! Give the WMA Services Account “Full Control” permission to the User Profile Service (UPS)
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Issue 2 – Not working!
Task Aggregation is not working!
New Site, New List, New User
Tasks assigned but nothing appears in the MySites Tasks.
Even waiting for hours nothing shows up.
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Issue 2 – Solved! It’s a waiting game that isn’t documented too well – at least not yet
Additional settings control the time for refresh and additional rules apply to “new” tasks or “new” users assigned tasks
New Tasks, New Sites, New Users are not picked up till a Search Crawl is done
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Special ConsiderationsTasks Appearing for the User A user’s tasks won’t be visible until the
following are complete:1. User creates their “MySite”
2. They refresh their Tasks
3. A Search Crawl has happened
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Special Considerations - Refreshes1. User Refresh – from MySites Task
2. Provider Aggregator Refresh Triggers the WMA Refresh of MySites Task Checks the Site Collection “Hints” Listening for the new SharePoint events (hints) to be
alerted when a new task is assigned to the user3. Provider Query Refresh
Checks the Search Index for New/Updated Task Locations and New/Updated User Assignments
Tasks from legacy SharePoint task lists will not trigger hints
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Search Crawler locates tasks lists and loads them into the Search Index for “Querying” by the WMA Provider
Once a task list is found to contain at least one task assigned to the user, any new task on this task list will be found during the next WMA Aggregator (“Provider”) refresh, since the task list location is in memory already
Same for users If a user task is assigned but that user did not
already have permission to the task list, the task won’t show up until the next Search Crawl
Special Considerations – Relationship to Search
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Continuous Crawl Enabled Continuous Crawl on the Content
Source that contains SharePoint sites Manage the Continuous Crawl Interval
Time $ssa = Get-
SPEnterpriseSearchServiceApplication $ssa.SetProperty("ContinuousCrawlInterval",<n>)
<n> is the interval in minutes at which you want to start a continuous crawl.
The default interval is set to 15 minutes. The shortest interval you can set is 1 minute.
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Special Considerations - General
Cross farm aggregation is not supported. The My Tasks page will not report and
aggregate tasks from another farm from the same domain or from a different domain, regardless of the existing trust between the domains and farms.
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Special Considerations - WMA Admin Settings Cannot be set in Central Admin!
Must be set with PowerShell with Set-
SPWorkManagementServiceApplication
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PropertyDefault Value Description
minimumTimeBetweenProviderRefreshes
minimumTimeBetweenProviderRefreshes 0:05:00
This value specifies the minimum amount of time between refreshes for a provider for a given user. There cannot be a refresh of data if this value is not met, all refresh operations will be null before that.
MinimumTimeBetweenSearchQueries
MinimumTimeBetweenSearchQueries 3:00:00
This value specifies the minimum amount of time between calls to search for a given user. This is used to discover new providers not yet known to have tasks for this user.
WMA Properties
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Exchange Tasks Exchange Aggregation (Exchange 2013)
relies on a SharePoint Timer Job The timer job runs on SharePoint and wakes up
every minute A user might not be synced every time,
depending on the freshness of his or her tasks. Typically, sync should occur every five to 20
minutes to ping all the different providers (Project, SharePoint & Exchange) and look for changes
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Exchange Tasks It is always SharePoint that is calling Exchange
Server, which makes the configuration easier, because only one trust needs to be established
Farm Feature activated by default, regardless of the existence of Exchange 2013 in the environment
Users have to “Opt-In” by clicking the “Sync to Outlook” option for a task list (Project Server or SharePoint)
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Exchange Tasks If Exchange 2013 is not in the environment
or won’t be for a while it is recommended that the farm feature be deactivated to avoid confusion to the user
That way the “Sync to Outlook” button doesn’t appear – just the legacy “Connect to Outlook” button
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Exchange Tasks Timer Job The Exchange timer job has to run at all
times in order to keep tasks in Sync. The timer job performance can be altered
using the properties for the WMA Admin Settings.
The timer job Decides which users to sync next Creates a batch of syncs Sends these users to the WMA
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Exchange Tasks Timer Job The Timer Job asks for the sites which have the WMA feature to get the list of all enabled tenants This happens once every 30 minutes and can
be tweaked using MinimumTimeBetweenEwsSyncSubscriptionSearches
The Timer Job has in-memory the list of all the tenants synced and the next user to process based on oldest one not processed in priority order o the last to be synced is highest on the list to get
synced The Timer Job takes the top 50 tenants (the
ones with the oldest yet to be synced user timestamp) and processes them
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Exchange Tasks Timer Job Syncing per tenant:
The code looks in the My Site host list for the oldest N users who need to be synced.o N is set to 100 users by default and can be
configured using NumberOfUsersPerEwsSyncBatch.
For each user, Exchange Sync is run, then it goes on to the next user. This goes on for 45 seconds, and then it stops.o Each time, the Sync retrieves N users or whatever
quantity could be retrieved in 45 seconds The timestamp of the next user to be
synced is used to stamp the tenant.
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WMA Properties - ExchangeProperty
Default Value Description
MinimumTimeBetweenEwsSyncSubscriptionSearches 30:00
This value specifies the minimum amount of time between calls into our routine that tries to find new tenants that want to sync EWS tasks. Each tenant needs to be found once using this routine, subsequent users from the same tenant will be picked up on the next tenant sync.
NumberOfUsersPerEwsSyncBatch 100
This value specifies the maximum number of users a service instance will try to sync on a given tenant via EWS per Timer job interval.
NumberOfUsersEwsSyncWillProcessAtOnce 10
This value specifies the maximum number of users a service instance machine will sync via EWS at one time across all tenants. This has direct influence on the machine workload. Each sync will last 45 seconds (constant).
NumberOfSubscriptionSyncsPerEwsSyncRun 50
This value specifies the maximum number of tenants the service will try to sync via EWS per Timer job interval.
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Supported Task Types Task Types
WMA aggregates tasks from SharePoint task lists (internally called TasksWithTimelineAndHierarchy-171) plus upgraded SharePoint lists from earlier versions of SharePoint (internally called Task-107 or GanttTasks-150).
Additionally, WMA aggregates all task items (whether or not in a SharePoint list) created in a library that supports the task content type. The Task content type should be marked as the Default
Content Type for your custom list in order for the tasks to be aggregated by the service.
Type Name Feature ID107Tasks (2010) 00bfea71-a83e-497e-9ba0-7a5c597d0107171Tasks (2013) f9ce21f8-f437-4f7e-8bc6-946378c850f0
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Resources Exchange Task Aggregation
http://technet.microsoft.com/en-us/library/jj554516(v=office.15)
White Paper (covers SharePoint/Project/Exchange) My Tasks Aggregation in SharePoint Server and
Exchange Task Integration http://www.microsoft.com/en-us/download/detail
s.aspx?id=38799
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Kristophers Right after the event ends First drink is on us Bring in your ticket for validation See the SPSCLT Website for more info and
directions
Join us for SharePint
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SharePint DirectionsKristophers250 North Trade Street Matthews, NC 28105
1. Turn right onto Ann St. : 1.1 mi2. Turn right onto Old Monroe Rd. : 0.1
mi3. Road changes to E John St. : 359ft4. Turn right onto N Trade St. : 2.3 mi
1st drink on us, bring your ticket
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DON’T FORGET!
Mention me @pwconsultant
on Twitter using the hashtag #SPSCLT
Scan the QR code and fill out the session survey
SCAN QR CODE
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