SharePoint Social SHAREPOINT USER GROUP MEETING NOVEMBER 2013 TOM VAN OOSTEROM

Agenda SharePoint 2013 Social ◦Overview ◦What’s new in 2013 ◦Terminology and concepts ◦Getting started ◦Technology ◦Business ◦My Sites ◦Communities ◦Microblog, feeds, distributed cache service ◦Security, policies, privacy ◦SkyDrive Pro Yammer Benefits to SharePoint 2013 Going social: potential challenges Keys to Success Next Steps

Overview Summary SharePoint Server provides features and functionality to support the following social computing and collaboration pillars in the enterprise: Connecting people Reduce isolation – give employees a voice – connect with others – create networking Managing knowledge Less formal means of communication – blog / wiki – info that might not be document based Collaborating and sharing information Enable interaction – mimics real life – find and discover – informal communication, conversation, contributions

What’s New in SharePoint 2013 for Social My Sites are improved Microblogging, / new feeds infrastructure Likes, hash tags, mentions Follow content, people, and other sites. My Sites are the gateway to the information you’re interested The content that you store in your My Site is yours until you decide to share it, and with whom to share it Community Sites A forum experience that enables people to discuss common interests. Organize discussions, moderate conversations, and promote participation Reputation points, gifted badges, likes, and best replies. People can share and locate knowledge through persistent, searchable information.

Terminology and Concepts Common Terms Post Reply Activity Conversation Likes Community Sites Category Discussion and threads Membership Visitor Member Moderator Reputation Gifted Badges Best Reply Microblogging, News Feeds, Distributed Cache User Activity Following Mentions Tags Notifications Entity Feed or Newsfeed Likes View Activities View Mentions view Everyone view Site feed Consolidated view Distributed cache Feed cache

Getting Started (technology) Prerequisites Mysites is a web application that relies on a User Profile service application and managed metadata service application User Profile service application and profile synchronization Create a My Site host site collection Add a wildcard inclusion managed path to the web application Connect the web application to service applications Enable self-service site creation for the web application Configure My Site settings for the User Profile service application Enable the User Profile Service Application - Activity Feed Job Next steps Configure trusted My Site host locations Configure links to Office client applications Add personalization site links on My Sites Start related services Configure microblogging

Getting Started (business) What are the goals? (long term, short term) How big is your enterprise? Who will be social with whom? How will people be social with each other? Why will people be social with each other When (and how) will features be rolled out? What: Build or Buy? – Which features?

My Sites In SharePoint Server 2013, a My Site is a personal site for individual users in an organization. Although an organization can customize My Sites, by default the top of every page displays tabs for: Newsfeed SkyDrive Sites The default links on the left navigation bar that are visible to the owner of the My Site are as follows: Newsfeed About me Blog Apps Tasks

(Tech) Planning for My Sites My Sites architecture Web application that hosts My Sites, My Site host site collection, Individual site collections for users Related service applications User Profile Service (3 databases), Profile Synchronization, policies and privacy, search (People, Expertise), Planning for jobs and schedules My Site Cleanup Job, User Profile to SharePoint Full (and Quick) Sync, Feed Cache Repopulation, Activity Feed Cleanup Job, My Site Suggestions Job Planning for geographically distributed deployments Planning for the multilingual user interface Planning for storage requirements (100 MB – 500 MB per user) Planning for file types Type and size

Communities A Community Site is a new site template that provides a forum experience in the SharePoint environment. Use communities to categorize and cultivate discussions among a broad group of people across organizations in a company. Communities promote open communication and information exchange by enabling people to share their expertise and seek help from others who have knowledge in specific areas of interest. You can deploy a Community Portal to promote communities to users within your enterprise.

Communities 4 Main components FeatureDescription DiscussionsMembers can post an opinion or question to start a new discussion. Other members can reply to and like the post. The member that started the discussion has the ability to mark a chosen response as the ‘Best Reply’. Moderators have the ability to mark a chosen discussion as a ‘Featured Discussion’. CategoriesMembers can create categories to organize their discussions. When a new discussion is posted it can be assigned a category which other users can filter by. Badges and ReputationModerators can assign badges to members to indicate their status within the community, e.g. Subject Expert. Members can earn reputation by posting in discussions and through recognition by other members of their posts (e.g. when their content is liked or marked as a best answer). MembersA list of all members, including their badges and reputation earned, is held on the community site. Community Sites can be set to allow any new users to join or an approval process can be set to manage new members.

Planning for Communities Identify project stakeholders and responsibilities Determine business needs and evaluate collaboration solutions Communities Team Sites Project Sites My Sites Plan the solution What type of community? Language? Where should it reside logically? What services and applications (features and functionalities) should be included? Private / Closed / Open (with explicit membership) / Open (available to all users) Define site ownership and moderation roles

Social Microblog, feeds, distributed cache service Microblogs allow users to quickly broadcast information (512 characters) to a central location while enabling other users to create a public dialog by responding with comments (~ Twitter) ActivitiesDescription Microblog activitiesPosts, replies, likes, mentions, or tagging an item Following activitiesUser follows people, documents, sites, or tags User profile activities Birthday, job title change, anniversary, updates made to Ask Me About, creating a new blog post, or posting on a Community Site Document activitiesThis includes when a document is edited or a document is shared

Social Microblog, feeds, distributed cache service FeedDescription Newsfeed Default view of a user's My Site Contains recent activities from followed entities. Displays 20 items; sorted in reverse chronological order Everyone Shows he last 20 posts or replies across all user Shows only activities from entities the user is following Activities Shows all activities associated with a user, including system-generated activities. Is the most accurate view of a user's activities Shows all activities (not just recent ones) Mentions Displays all posts or replies where that user was mentioned Likes Displays a list of posts or replies that the user has liked

Distributed Cache Caching features in SharePoint Server 2013 Microblog relies on Distributed Cache to store data for very fast retrieval across all entities. Built on Windows Server AppFabric (Caching service) Any server in the farm running the Distributed Cache service is known as a cache host. Cache cluster: group of all cache hosts in a farm Cache host joins a cache cluster when a new application server running the Distributed Cache service is added to the farm In a cache cluster, the Distributed Cache spans all application servers and creates one cache in the server farm The Distributed Cache service can run in dedicated or collocated mode Dedicated mode: Distributed Cache service is started. All other services are stopped on the server Collocated mode: Distributed Cache service is running along with other services on the server

Benefits of using microblogs, feeds, and distributed caches Users can stay in touch with individuals and specific groups of people over time and distance. Users can stay informed about what's going on Interactions are around people or teams, and not so much the topic being discussed Feeds collect and deliver information to users that they would otherwise have to spend time searching Feed gives a single place where users can stay up-to-date with all of the content and people Allows quick conversations to take place

(Tech) Planning for Microblog, feeds, distributed cache service Plan for the feeds My Sites Planning Notifications Upgrade Outlook Social Connector Search and Security Trimming Plan for the Distributed Cache Service Install Windows Server AppFabric prerequisite Capacity planning for Distributed Cache Service

Memory and Architecture for Dist. Cache Deployment sizeSmall farmMedium farmLarge farm Total number of users< 10,000< 100,000< 500,000 Recommended cache size for the Distributed Cache service 1 GB2.5 GB12 GB Total memory allocation for the Distributed Cache service (double the recommended cache size above) 2 GB5 GB24 GB Recommended architectural configuration Dedicated server or co- located on a front-end server Dedicated server Minimum cache hosts per farm111

Security, Policies, Privacy Users interact with each other and view information. Three factors affect the information that they see when they load a feed (System) Security trimming Prevents users from seeing information that they do not have access to in the system. Administrative policies Configure policies to customize the default values of user privacy settings. Specify the settings that are available for users to configure. User privacy settings Users can configure their personal privacy settings based on the administrative policies set in the User Profile service application. These settings enable users to specify the information that they want to share with others.

Security, Policies, Privacy Trimming/setting security based on the user’s access to a URL Activity related to a user’s action includes the URL of the related items New feature in 2013 called Security Trimming Cache maintains information about user access to feed items based on search results Each user has two lists Microblog List – Public – user-generated posts and reference posts to user comments in another users’ feed Social List – Private – system generated activities (followed items, docs, sites). Administrative policies also affect items returned to a user’s feed Bottom Line – SharePoint 2013 provides a lot of capabilities to end users and administrators for security and privacy.

SkyDrive Pro ItemDescription SkyDrive Pro Personal file storage and synchronization service for business use. Users store, access, and synchronize their files in SharePoint Online or SharePoint Server 2013 with their client workstation. SkyDrive Pro document library A document library on the user's My Site in SharePoint Server Users access their SkyDrive Pro document library by clicking SkyDrive in SharePoint Server SkyDrive A consumer-based file storage service available through your Microsoft account. SkyDrive has no relationship to SharePoint Server Synchronization (also known as Sync) Copying, updating, and moving files between a client workstation and the server, or vice versa. In SkyDrive Pro, synchronization is performed by the SkyDrive Pro Windows Sync client, which is either installed with Office 2013, or is available as a stand-alone version.

(Tech) Planning for SkyDrive Pro Pre-requisites Doc. Library: 2013 My Site Host User Profile Service application User’s My Site with the personal site collection created Synchronization Either Office 2013 Standard or Office 2013 Professional Plus, or the stand-alone SkyDrive Pro Windows Sync client; or An Office 365 subscription that includes the Office 2013 applications. Client workstations running Windows 7 or Windows 8. SkyDrive Pro document library (Default to 100 MB) SkyDrive Pro Windows Sync client (Installs with Office 2013 or stand alone)

(Tech) Planning for SkyDrive Pro Security recommendations SkyDrive relies on VPN, SSL for transmission security On-disk data can be encrypted using Windows BitLocker Drive Encryption With AD, admins can configure the Group Policy setting ‘Sync Only On Domain Network) which requires an SSL connection for SkyDrive Pro clients Upgrading from SharePoint Server 2010 to SharePoint Server 2013 (Personal and Shared SkyDrive Pro is not an upgrade from SharePoint Workspace 2010 You cannot migrate data from SharePoint Workspace 2010 to SkyDrive Pro (the can co-exist) In 2010, MySite had two document libraries: Personal, Shared In 2013, one document library exists in a user’s MySite When upgrading from SharePoint 2010 to SharePoint 2013 Personal and Shared doc. Libraries are combined into the SkyDrive Prop document library Items from Shared are stored in the ‘Shared with Everyone’ folder Items from Personal are stored at the root of the SkyDrive Pro library. Other MySite doc. Libraries are converted into subfolders

Yammer Freemium enterprise social network service Launched in 2008 and sold to Microsoft in 2012 Used for private communication within organizations ‘Facebook for the enterprise’ ‘social networking’ for the enterprise Access to a Yammer network is determined by a user's Internet domain so that only individuals with appropriate addresses may join their respective networks September 2010, the service was being used by more than three million users and 80,000 companies worldwide, including 80 percent of the Fortune 500 Tie ins: Mobile App, Office 365, SharePoint, Dynamics,

Benefits of Using SharePoint 2013 Specialized social media (not a commodity) Use what you already own Flexibility Control Extensibility/Add-ons Security Your social network, for your employees, for your type of work, on your schedule

Social: Potential Challenges Command-and-control culture Facebook connotations Profusion of tools Lack of integration Competition from free public social networks Compliance headaches Lack of fit for business processes and workflows Optional vs. Mandated Groupware, knowledge management hangover

Keys to Success Understand Business goals Business drivers Technical features and functionality Technical platform Plan Who, why, where, when, what? Technology, architecture Build Deploy

Next Steps Think about where you want to go – contact RJB to help!

Questions

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