SharePoint – Online managing Files On-Demand

March 26, 2019

The new feature of SharePoint and Onedrive4business SYNC. In combination with Windows 10.

Is that you can now determine whether you want to have all files Offline available or NOT. just to save space on your disk.

Read more here

SOLUTION :

Use Attrib.exe to manage the Online-OnDemand settings on a file level.

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Let’s get rid of the digital waste !

Enjoy!


SharePoint – Online Security and Security by Obscurity

March 22, 2019

SharePoint Online Security settings are scattered all around… Sad smile

Next problem is that the Online version OOTB might not give you all the security features you need ?

So you will have to apply some tricks to fool the users.

Here is an overview of what is to your disposal ….

SP Security :

SharePoint delivers a Security Model that is a combination of AD user & Groups with SP Users & Groups.

See Managing the Security Model for more info.

These users and “Nested” Groups can be used to secure your Site Collections on different levels

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Using Site Settings –> People and Groups and Site Permissions

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To set security on different levels

1. Site level
2. List and Library security
3. Record level Security

See here for more info

What is Record level Permissions versus Record level Security, see here for more info.

Setting Record Level Security will also have a performance hit !  So try to avoid it as much as possible.

– Search Security
Via Site Settings you can refine the security on the Search

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So let’s say you don’t want to have the users see the search EVERYTHING option

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Go to SITE SETTINGS –> SEARCH Settings

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Delete the EVERYTHING from the list.

Disable File and Folder Sharing :

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Go to SITE SETTINGS –> Site Permissions –> Access Request Settings

 

SP Security by Obscurity :


Using Target Audience settings :

This is not a real security because the SP Search will ignore the target audience settings !!


– Hiding List or Document Library records using Audience Targeting :

On the list or Library activate Audience Targeting

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You have to use it in combination of the Content Query Web Part

See here on how to.

– Hiding Web Parts using Audience Targeting :

This is done using the EDIT Web Part feature

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In the Advanced Section you specify the TARGET Audience user(s) or group(s).

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You can use different other settings to HIDE Web Part features from the users

– Select a different VIEW to limit and filter the records shown in the Web Part. And hide the TOOL Bar if needed.

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In the MISCELANEOUS section you can hide different sections

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Here you decide to hide the Web Part Toolbar and only leave the INLINE LIST SEARCH available.

– Hiding Search options using Audience Targeting

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Next you can  set Targeting Audience using SP Groups to limit the search this site feature for certain users.

– Hiding Objects using CSS

Examples to hide the SEARCH box on a site, and more …

<style type="text/css">  
#DeltaPlaceHolderSearchArea {display: none;}
.ms-InlineSearch-SearchStatus {display:none;}
.ms-cui-topBar2 { display : none; }
</style> 

– Hiding Objects using JQuery, give the same effect.

– Hiding Objects using SharePoint Designer : See below

Tools :

1. SharePoint Designer

Hide Libraries from the all site contents

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Use SP Designer Workflows to automate Security settings on Lists and Libraries or Records / Documents

See here for how to.

First activate the Workflows can use app permissions using Site Features

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Go to Site Settings –> Site App Permissions

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Copy this part of the GUID and insert it in

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Go to the Site Collection URL and add this part  “_layouts/15/appinv.aspx”

Workflow App Permissions : See here for the extra steps to complete the whole process

2. PowerShell

Use PowerShell to automate Security settings on Lists and Libraries or Records / Documents

Or to create reports to get visibility on Security.

See here for some good examples

So if you combine all of them, you can go a long way !

But it is important that you have a good security strategy, before starting to build your application.

Enjoy !


Office365 – Onedrive4Business Storage Limits Report

February 25, 2019

Once in a while you may get an E-mail notification from SharePoint that a user has nearly reached the storage limits.

Which is set at 1 Terrbyte ?

In our case there was something weird going on… We had a user that reported a Mail Archive file (PST) of 278 Gb large ?

While the maximum size of a PST is 50 GB

After deleting it and removing it from the Recycle Bin, the problem was solved Smile

How to check the storage size on OneDrive4Business

Solution :

Go to the storman.aspx page :

https://YourTenant-my.sharepoint.com/personal/Account_Name_YourOrganization_com/_layouts/15/storman.aspx

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Enjoy !


Powershell Error connecting to SharePoint Online using CSOM Assemblies

April 27, 2018

When using a Powershell Script to connect to SharePoint Online I got this error…

msoidcliL.dll : System.IO.FileNotFoundException – SharePointOnlineCredentials

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Solution :

Update your SP client side Assemblies, which does not rely anymore on Msoidclil.dll

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Once updated the error was gone Smile

Enjoy !


SharePoint – Growing USAGE files

April 9, 2018

Your SharePoint Server might run out of disk space, because of growing .USAGE files.

These files capture the visitor analytics of your SharePoint farm.

Every X minutes it will create a new .USAGE file in the C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\LOGS folder

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Which can take up several GB’s after a month…

SOLUTION :

1. Delete these files

Stop the SharePoint Timer Service

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Delete all the .USAGE files

2. Reduce the number of retention days

Second option is to set the DaysRetained to a lower value

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CLS

if((Get-PSSnapin | Where {$_.Name -eq "Microsoft.SharePoint.PowerShell"}) -eq $null)
{
    Add-PSSnapin Microsoft.SharePoint.PowerShell;
}

Set-SPUsageDefinition -Identity "Page Requests" -DaysRetained 5

Get-SPUsageDefinition -Identity "Page Requests"

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If this does not work, you should schedule a Timer Job see solution 1. To restart the SharePoint Timer Service after x number of days

Enjoy !


SSRS – SharePoint Lists Default VIEW

March 22, 2018

Once you connect to a SharePoint List you will always get connected to the list using the DEFAULT VIEW.

Which might not be what you want because it can be a FILTERED View. And therefore not showing you all the records you want.

SOLUTION :

1. Go to DataSet –> Query

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2. Apply a Filter

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Strangely enough if you DO NOT Apply a filter in the Query Designer. It will fetch the data using the DEFAULT VIEW set in SharePoint ???

So basically in order to get ALL the DATA, you need to SET a FILTER that covers the whole range in your data set.

Very contradictory approach Confused smile

Enjoy !


SSRS – SharePoint Lists HTML Tags

March 22, 2018

If you are working a lot using SSRS against SharePoint Lists.

You will see that some lists that contain Text are not displayed properly… Sad smile

See Example :

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The first column shows the raw output with all the HTML Tags.

While the second column shows you the proper output you need for the report.

SOLUTION :

1. You first need to add a PLACEHOLDER in the column

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Two times a LEFT click in the field and next a RIGHT click.

2. Secondly put in the field that has the HTML text, and choose HTML as MARKUP TYPE

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Enjoy !


SharePoint – Online ActiveX in Chrome Browser

January 8, 2018

Since I migrated my Hard and Software Inventory Scripts to SharePoint Online.

https://audministrator.wordpress.com/2018/01/08/sharepoint-online-computer-inventory/

I felt the need to check if I could run it in the Chrome Browser as well … ?

Solution :

Step 1. Is to configure Chrome to accept ActiveX Scripts

Open Chrome and go to Settings –> Advanced Options –> Proxy Settings

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Go to the Security Tab –> Add you SharePoint Online site to the TRUSTED Sites

Next go to Custom Level –> Change the following ActiveX settings

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Safe and restart Chrome

Step 2. Is to download IETab Extension for Chrome

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Once installed is will ask you to run a local exe called ietabhelper.exe

And it will show you the Extension Icon here :

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Step3. Run it and test the Result

Go to the Hardware Inventory Tool in SharePoint Online and click Get Info

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As you can see it retrieved all the details, to be saved in the SharePoint Online Cloud using the Chrome Browser

How cool is that Smile Smile


SharePoint – Online Computer HW & SW Inventory

January 8, 2018

Nearly 5 years ago I converted the Outlook forms to an on premise SharePoint 2010 Foundation version

https://audministrator.wordpress.com/2013/05/14/sharepoint-computer-hw-sw-inventory/

 

But now it’s time to migrate to Office365 – SharePoint Online !

Basically all of the JavaScripts done in SP 2010 can be reused in the Online version.

 

Solution :

Step 1. I created a new Custom List in SP Online

With the exact same fields and field names as in SP 2010.

 

Step 2. I created the new SP Online Custom Forms

These where created from scratch again

 

Step 3. I migrated the JavaScript / JQuery Scripts

I adjusted the scripts where needed (very little efforts neededs)

 

Step 4. Tested the results

 

New Form :

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When pressing Get Info, it will check if it can find the PC or Server in your network.

If the field is blank it will present an error message and the button will go RED.

In the other occasion the button will show GREEN.

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Extra logic in the script will check disk Capacity and show RED if below 10 % free space.

 

Edit Form :

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Using the EDIT form you can just refresh the data at all times, even if you make a remote VPN to your network.

GREEN means all data has been updated.

 

Display Form :

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Once all Hardware is loaded you can have the bonus effect to have this info available using the SharePoint Mobile App.

So all the data is at your fingertips wherever you are.

 

Migrating and reusing this logic from MS Exchange Forms to SharePoint Online over more then 15 years, is very rewarding.

 

Isn’t that cool Smile

PS : TIP

Since IE Explorer is fading out and being replaced by MS Edge. You still might want to let all your development options go away.

So if you still need ActiveX in the browser you can use this Chrome add-in to make it work

Enjoy!


SharePoint–Online Publish a Power BI report (Personal Ed.)

January 5, 2018

Ever wanted to publish a Power BI report to SharePoint Online ?

Which is not out of the box functionality (It is for the PRO version of Power BI)

 

Solution :

Step 1. Get the link of the report

In your Power BI environment go to the report to publish –> File –> Publish to Web

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Next copy the link code ….

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Step 2. Create a Web Part Page

 

Add a Page Viewer Web Part

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And add the Report link from Step 1.

 

Step 3. Save the page and see the result

 

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Of course this does not give you all the full features of the Power BI Pro version.

But can be good enough to do some prototyping or publishing BI information.

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Bonus is the fact that it will update automatically based on the Power BI Schedule frequency Smile

 

PS : Keep in Mind that your Tenant Admin needs to give you permission to Publish to the Web

 

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Enjoy!