“My SharePoint is a production platform! Not Facebook!”

how to use SharePoint 2013 social features to create user centric systems

Nicolas GeorgeaultSharePoint Senior ArchitectPCG Canada@ngeorgeault

December 1st, 2012

#spsottawa #R119-4

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Who am I?

Nicolas Georgeault• SharePoint Senior Architect @

Public Consulting Group Canada• SharePoint Server MVP

• Consultant & Speaker – ngeorgeault@club-sharepoint.fr– http://ngeorgeault.club-sharepoint.fr– http://www.facebook.com/nicolas.georgeault– http://ca.linkedin.com/in/nicolasgeorgeault/– @ngeorgeault

• 1rst year in Canada• Mojitos and Horse-Ball addict :P (www.fihb-horseball.org)

Sorry about…

My weird accent…

but…

I’m french…

Agenda• Social??• User Centric?• What’s new?• Planning• Education features• Search• Anything to recommend?• Questions

SOCIAL??

What is “social”?

StrategyVision Analytics ROI Governance

Professional Use of Social Media

57%

39%

29%

25%

21%

16%

14%

31%

0% 10% 20% 30% 40% 50% 60%

Marketing

Internal collaboration and learning

Customer service and support

Sales

Human Resources

Strategy

Product Development

Other

Percent of Respondents

Source: survey by Mzinga and Babson Executive Education.

• link people sharing personal interests or similar professionals.

• Bring to share content and to enrich the collective knowledge.

• Knowledge organization and management

1 - Identity

2 - Relations

3 – User Experience

4 - Share

5 - Discover

6 - Presence

7 - Exchange

8 - Reputation

Social Networking pillars?

1 - Identity

2 - Relations

3 – User Experience

4 - Share

5 - Discover

6 - Presence

7 - Exchange

8 - Reputation

Social Networking pillars?

User Profiles

Following

Personalization

Communities

Search and tagging

Instance Messaging

NewsFeed

Notations, evaluation

My Sites in 2010

USER CENTRIC?

It’s not only Identity

My site page

• 1rst page for the user• Content aggregation• Task management• Needed corporate tools• Knowledge capitalization

Continuous Crawl

WHAT’S NEW?

Personal Sites- The landing page

Personal Sites- What others see?

SkyDrive Pro• One place to create,

share, collaborate and follow important documents

• It is “the” document library for private documents and documents shared with others

• It is a set of views that show content and whom has access:• All: provides an overall

view of documents in the My Documents

Offline Libraries: SkyDrive Pro• Provides quick and easy access to Document Libraries in the familiar Windows

Explorer experience– Works for any SharePoint 2013 Document Libraries.

• Makes your documents accessible online, offline or in-between and your changes are automatically synced– Syncs libraries across multiple devices

• Fully integrated with Office Document Center: every file that gets uploaded through SKyDrive Pro is shredded

• Replaces SharePoint Workspaces

My Tasks

Personal TimelineEditable and automatically color coded by project

Important tasksTasks you’ve marked as top of mind. These automatically fade out to keep your list from getting out of hand

Upcoming tasksTasks due recently or in the near future.

Newsfeed in Team Sites• Team Sites have the site feed feature enabled during provisioning

– Provides a Site Feed page in the site that shows microblogging posts related to that site

– It also provisions a Microfeed list within the site and the Newsfeed web part– Can also be activated on other sites

Communities

DEMO

PLANNING

Identity

• Where is your people data stored?• Is the people data fresh?• How will you import the data?

Profile Sync Performance Improvements

Elimination of full table scans

Batched BDC Import

Removal of unused provisioning steps

History clean up Some object resolution moved from SharePoint to Sync

Reduce full import time from up to 2 weeks down to 60 hours for extremely large directories

Profile Sync Performance Improvements

• Performance improvement goals are to reduce full import time from 2 weeks down to 60 hours for very large directories (i.e. 200K users, 600K groups)• Recent anecdotal evidence: 300K users, less than 7 hours for full import

• Some of those improvements included:• Adding indexes to certain user properties that eliminated full table scans• Importing data from BDC in batches rather than one by one• Removing unused provisioning steps• Cleaning up unused historical data• Move resolution of some objects out of SharePoint and into the sync

system

New properties

•68 properties in 2010•93 properties in 2013

What else has changed?

• Moved– Social data moved to My Sites– Social feeds come from content database– Social features more scalable than SharePoint

2010

• Removed– Eliminated the social database bottleneck

Synchronization “modes”

Lightweight LDAP approach internal to SharePoint

a.k.a Direct AD Import

Active Directory Import

Forefront Identity Manager

User Profile Synchronization

User Profiles Web Services and Object Model

Custom Code

New Profile Synchronization Option

• Active Directory Direct Import– Active Directory forest with multiple domains, one

connection per domain– Selection of OUs from which to import– Import User and Group objects– Simple text-filters written in LDAP syntax– Full and incremental import– You can switch back between FIM and AD Direct

DEMO

ADImport Limitations

• We do not process links across forests via the AD contact object

• Mapping multi value to single value or vice versa is not supported

• Mapping to system SharePoint properties (those that begin with SPS-…) is not supported

• Mapping two different AD attributes to the same SharePoint property is not supported

• It does not support importing additional user properties from BDC!

Social Feature Architecture• Activities• Microblog

• Likes, Posts, Replies, @mentions

• Following• User Profile

• Birthdays• Document Edits and Sharing• Community Posts

Activity Feeds

Content Databases

Personal Sites

User SystemNewsfeed

Likes Activities

Mentions

Sites

Distributed Cache

Last Modified TimeFeeds Cache

Social Feature Architecture

Content DBs (per-user)

User Profile Service

Profile DB (per-service)

People and tag

following

User profile

properties

Social DB (per-

service)

Social tags

Content DB(site collection per-user)

Feed postsSite and

document following

Personal storage space

Distributed Cache

• Dedicated vs. Collocated Mode• Feed cache vs. Last Modified Time Cache

– recent conversations and activities of entities– maintains the last modified time for all items in the Feed Cache.

• Installation should be done by Prerequisite installer• 10 Percent of Total Physical Memory (doesn’t recalculate)

– Set-CacheHostConfig cmdlet– Why is the number divided by 2?

• No greater than 16GB• Why stop it?

– Installation reconfiguration– Updating Server and only one cache box?

Distributed Cache

• Collocated Mode Services that should not be running– SQL Server 2008 or SQL Server 2012– Search service– Excel Services in SharePoint – Project Server services

• Do not use Dynamic Memory when running Virtual!!

• Can skip it with PowerShell during deployment– skipRegisterAsDistributedCachehost

Distributed Cache• What happens when you stop it?

– Tags and Documents are only saved to Feed Cache.– Repopulation Timer Jobs, how often do they run?

• Load last modified time information for recent conversations and activities.• Load recent conversations and activities.

• Feed Cache Repopulation Job timer job runs every 5 Minutes• Run the Jobs first but if force is necessary

– Update-SPRepopulateMicroblogLMTCache. This cmdlet must be run first.

– Update-SPRepopulateMicroblogFeedCache.• Graceful Shutdown (Takes up to 15 Minutes)

– Stop-SPDistributedCacheServiceInstanceGracefullyOnLocalServer– Remove-SPDistributedCacheServiceInstanceOnLocalServer

Public Page, Personal Site, Social Features

• SP2013 social features mostly rely on data on the person’s personal site and in the Distributed Cache

• Two lists provide social features: Microfeed and Social List• My Documents (SkyDrive Pro)• Profile Database is still used for following peoples and tags as it was in 2010

Personal Site

Microfeed

Private Public

Social

Sites Docs

My Documents

MFsProfile DB

Social DB

Site Feeds

• My Site web app and Team Sites Web App– Same App Account– Same Farm

• Following Content Feature for Site Feeds– Stop following and re-follow post upgrade

• Notifications require Outgoing Email Configuration

Topology Considerations• A single User Profile Application provides the best Social experience

– Multiple User Profile Applications may cause delays in notifications

• Think about Muti-Tenancy instead of multiple User Profile Application

• Community sites need to live in the same farm where My Site Host and Personal Sites are provisioned– They can live in different web applications

• If in different farms, community notifications in the Newsfeed will not happen

2010 Newsfeeds

• 2010 Newsfeeds are deprecated• Can be made available by … during upgrade?• Not migrated to the new format

Outlook Social Connector

• Connects to the My Site• Implications on performance

Search and Security Trimming

• Conversations are Public and show up in Search Results

• Site Feeds can be used and follow team site permissions

• Incremental Crawl frequency impacts conversations in results.

Activities Integration• Enable activities in My Site newsfeed flag

– Enables activity gatherer (timer job) that consolidates following activities for followed people:• Status Message (About me)• Note Board post• Tagging content (tagging posts is real-time)• Job title change• Workplace anniversary• Now following person• Birthday

– Activities above get consolidated and written in the Microfeed list– Activities provided by custom 2010 gatherers is still written in the SocialDB / ConsolidatedFeeds Table

• “Enable SharePoint 2010 Activity Migration” option, makes those “custom” activities to show up in Microfeed List too

• potentially impacts performances because it forces Newsfeed WP to query SocialDB / ConsolidatedFeeds Table EVERY REFRESH

Permission Management (Central Administration)

• Permissions to create Personal Sites• No Permission to create Personal Sites will have a ‘profile

only’ experience.– They CAN:

• Visit and edit their profile, and enter any information about themselves that they want, including adding a photo.

• Follow people, and through their People page can see and reply to the latest Microblog posts *• Visit other people’s profiles• Have people @mention them (which will result in them getting an email).

– They CANNOT:• Create any root Microblog Posts• View Microblog posts of people they following in the consolidated feeds web part

– they will be redirected from the Newsfeed page to their Profile page

• Follow content• Follow tags*• Aggregate tasks• Upload documents (or do any Personal Site activities)• @mention somebody

Privacy Settings• Central Administration in the User Profile Service Application• Administrators govern profile information

– Users can always override Admin settings regarding activities and following people privacy settings.

• Simplified compared to SharePoint 2010 Policy settings:– Privacy setting is now “Only me” or “Everyone”

Personal Site Settings

Central Administration Settings

Privacy Settings • Admins can also enable a “default“ privacy setting to make people

following information and activities public.• When enabled this blocks administrators in CA to control privacy

settings of newsfeed activities in policies

– Message informs that policy control is override• If unchecked there are basically no system activities in Microfeed.

Privacy Notification

EDUCATION (HIDDEN?)FEATURES

What is it??

• Set of site Templates to build a Learning Management System

• Not only for schools• Multi-tenant aware• Need a Full AD sync (FIM) to work• Ready to build your own Khan Academy?

• Just try ‘Install-SPEduSite’ powershell command

SEARCH

Content Social Search

Person Social Search

DEVICES AND SERVICES

SHAREPOINT NEWSFEED APPS WINDOWS 8, WINDOWS PHONE AND IOS

SharePoint Newsfeed apps

• Helps you keep up with important discussions from anywhere

• Easily navigate between the newsfeeds that are important to you

• Capture and share information that can be relevant to a number of your peers

• You can easily get to everything you are following

“enables you to interact with your organization’s SharePoint social network.”

WINDOWS 8

EveryoneEveryone

Following

Marketing team

SF-based employees

Road warriors

Food and Wine

SharePoint

SharePoint

WINDOWS PHONE

Easy swipe for your content

• “me” pivot shows you all your following content • Several filters for your newsfeeds: following, company,

@mention, activities• Read and “like” your colleagues’ posts• Quick jump to your SkyDrive Pro

IPHONE AND IPAD

Get to the content you are following

• Pivoted views of the newsfeed: Following, Everyone, Mentions and Activities• Auto-completion for #tags and @mentions in a post or a reply• See the list of people you are following and the ones following you • Stop and start following someone directly from the app• Upload pictures

Try it todaySharePoint Newsfeed preview app for Windows Phone

install at aka.ms/spwpLearn more at aka.ms/SharePointMobile

YAMMER

External service currently

But…

Here is the Roadmap

TAKEAWAYS

10 Essentials for Social Initiatives• Invest time, resources, and money• Get champions• Adoption strategies• Pay attention to the usefulness, usability, and design of your

solution • Compatibility• Start gradually• Promote and animate• Improve periodically on end user feedback• Manage expectations and give visibility• Train people

Cultural Challenges• Fear by management over loss of control• Fear by employees over loss

of personal value• Confusion over the business impact

of new social tools• Hesitant about change and breaking

away from existing conventions

Recommendations for IT• Phased approach – don’t overwhelm

the users• Implement improvements/new

features regularly• Organize incentive operations• Animate the network• Make governance policies

easy to find• Organize Change management and support

What to Measure?• Number of connections per user• Cross posting of blogs, subscriptions to RSS and other

feeds• Average number of participants with Wikis• Effective use on major projects• Reduction in e-mail traffic and Exchange databases size• Range of adoption (departments, topics)• Does a new policy or idea get adopted easier.

Can you track the spread?• Search metrics: fewer similar queries=right information

faster

Any Questions?

@ngeorgeaultngeorgeault@club-sharepoint.fr

THANKS FOR YOUR ATTENTION

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