SharePoint Library Management Basics

by Rob Moses, SharePoint Consultant, Caladan Consulting, Inc

SharePoint libraries often become a place to dump documents, graphics, articles, spreadsheets, etc without much management.  Your first thought might be to create folders t organize the library. After all, that is how it’s always been done, right?  SharePoint provides many ways to manage library content. You have the following options:

  • Workflows to alert the Library Manager/other interested parties. Can be based on column value
  • Workflows to archive item to another, less used library based on age
  • Create a view based on member of a group, dept, etc (still can see it by changing their view, to all for example)
  • Restrict access/view to certain target groups (Cannot see it without changing permissions via the admin)
  • Block folders
  • Send items to specific library based on content type
  • Allow display/editing in Document sets

There are a few more as well.  But the point of this blog is to create a simple view based on group/dept or permissions.

To maintain a neat, clean library, an admin should be assigned with proper permissions to manage content and access.  The admin should be the Approver and as such should receive an email notifying them of additions or changes to the library via a workflow.  New items cannot be published (i.e. seen) by users until it is approved  This is done in Library Settings.


SharePoint Admin and adding External Users

SharePoint and Office 365 is anything but easy to use. To add more complexity I have found clients who were sold their Office 365 by another consulting firm.  These firms often buy the site collection getting the admin in their name or some name they  neglect to make very clear to the client (manuals! put them in a library, duh).  So when it comes time to perform some global administrative configuration changes, no one can tell you the global admin credentials.

The client looks at you like you’re speaking in an alien tongue and fearing they’ve been somehow shorted by the previous consultant.  This can be remedied by contacting the previous consultant or working with Microsoft to get the credentials, but it usually requires the purchaser of the site (and who is currently receiving the monthly billing statement) to receive the credentials and pass them on.  Whoever is receiving the billing statement is a great clue, even if they do not know they are the global admin!  This happens with Finance department who only worry about the finances and not IT admin.

In 2010 external access used to be handled in Business Connectivity Services (BCS).  In Office 365, it is in the Global Administration or Site Administration where you set up email, user licenses, and Lync.

Office 365 Global Admin has all kinds of neat things to configure (see notes for federating your on-premise Lync server below).  These include the usual configuration of adding\reducing licenses, changing users, and domain settings.  You’ll find external users and Lync configuration in the “Service Settings”. In order for a user who is not a currently licensed member of your site collection to access a file or library, you have to turn on external access.

Go to the Global Admin menu clicking on the top menu bar as shown.

Global Admin Menu


The Admin menu has many cool things to configure as shown in the following image.


Let’s activate external access first (see image below).

Enable external sharing for SharePoint Online

By default, SharePoint Online does not allow external users. To enable the potential for external users to be invited to any of the site collections in your environment, do the following steps.

  1. Sign in to the SharePoint Online Administration Center.
  1. On the home page, click Manage Site Collections.
  2. On the Site Collections page, click Settings and then click Manage External Users.
  3. In the External Users dialog box, click Allow.
  4. Click Save.

After you’ve set the SharePoint environment to allow external users, site collection administrators can activate the External user invitations feature for their individual site collections to enable invitations to be sent to external users. After the feature is enabled for a site collection, anyone in the SharePoint site Owners group or anyone with site collection administration permissions can send invitations to users. See the image.

Activate external sharing for a site collection

After the SharePoint Online environment has been set to allow external sharing, site collection administrators can choose whether or not to allow external users to be invited to sites in their site collections. Use these procedures to allow external sharing for a site collection.

  1. Sign in to the site collection for which you want to enable external users.
  2. On the site collection home page, click Site Actions, then click Site Settings, and then under Site Collection Administration, click Site collection features.
  3. In the Site Collection Administration Features page, under the list of features, for External user invitations, click Activate.

After you’ve activated external user invitations for the site collection, anyone in the SharePoint Owners group or anyone who has site collection administrator permissions can send email messages to invite external users and then assign them appropriate permissions to access sites. 

You can activate Lync and set it to work with (or federate with) external users.


Meetings_Configuration Note the other options available – Email, Calendar, Contacts, Site & document sharing, mobile access, passwords and O365 Community.

Clicking on them changes the menu on the right.  Here I have set up external communication and turned recording ability on.

Setting External access for sharing and Lync will allow you to work with non members of your site.  This is especially useful with Lync for meetings, calls (with or without video), chats, desktop sharing, and other collaboration efforts.

Now that Microsoft owns Skype, you can expect to to see these services integrate in the near future.  Some integration is already possible, but it is a little clunky and does not show presence.  As always, a Microsoft account is required.  This can be as a member of an Office 365 site collection, Microsoft messaging, email Outlook and other Microsoft products  Needless to say, I am still a little confused, but isn’t that typical with Microsoft users?

On premises SharePoint (server(s) onsite) requires a little different setup effort.

Here is an article on how to configure Lync 2013 and Skype federation.

Here is a rather thorough article on configuring your Lync server for external federation.

Basically it takes looking at the server settings and your firewall.  Plus the person you are trying to connect with must also be setup to allow external federation.  This is pretty simple with an Office 365 site, more difficult with an on premises server or farm. Suffice to say there are many things to research to understand how to make a simple connection in Lync.  But with Skype and Office 365, it is becoming a little easier!

Thanks for reading  my ramblings.  I hope this helps!


SharePoint Adds to the War Between IT & Users

By Rob Moses, SharePoint Consultant, Caladan Consulting Inc.

I read with interest Scott Robinson’s blog “Why SharePoint Sucks Part II“.  While he made some excellent points about how SharePoint is under utilized and often mis-configured, he did not delve into the common war between users and IT found in many companies.  Yes, SharePoint IS absolutely under utilized and mis-configured (for example: using folders in libraries defeats the purpose of SharePoint).   There are many reasons for this and each deserves their own article.  But today I will focus on the “war” between users and IT that I’ve seen repeatedly in companies where I’ve worked as either an employee or a consultant.  I hope you will forgive my weak attempt at shedding light on this complex subject.  I’m no great writer even though I do have some good moments.  Just not often enough to satisfy everyone.

I find myself being denied work by IT managers as a SharePoint expert as I come down solidly on the side of business rather then what IT thinks is best for business. I can see both sides and both sides have legitimate gripes.  This subtle war going on at many businesses between the users and their IT departments and resentment is sometimes palpable and uncomfortable for us consultants.

Users want solutions to their challenges.  Something to make their jobs easier.  They don’t care about the complexity of designing a precise solution to do their job, they just want it.  It seems pretty simple to them. Frequently, a user’s favorite complaint is that IT dictates solutions that only complicates their jobs by adding new challenges like learning complex new software that is not, in their opinion, intuitive nor easy to master.  They see IT has living in their own world of cold server rooms interacting with their bits & bytes and complex electronic worlds where a piece of code solves all the world’s problems.

IT, on the other hand, has the challenge of meeting a wide variety of user needs and do it in a cost efficient way.  They know users often want the world, a precise solution to their specific job. Yet the (often overworked) experts in IT are tasked by management with finding a solution that has the widest application within the company and meets the needs of most users, even if those users have to adjust to an application that is complex and/or not quite right for their job. IT has the problem of being seen as geniuses who make excuses to avoid creating the perfect solution so they’ll have more time for their computer games (that must be what they do in there all day, right?).

Many consulting firms will tell you “the user is always right”.  Yet we all know the price of providing a precise solution can be expensive.  A good consultant will provide a variety of solutions with the advantages and disadvantages of each laid out, especially cost.  I know SharePoint can be the answer, even using just the OOB (out of the box) solutions…..if you are able to put in the time to research that solution and accept that maybe it is just not possible (rare) or worth the investment in time and resources to develop that solution when a third party solution or custom coded solution can provide exactly what you want (See Bamboo Solutions for a good example of prepackaged solutions).

One of my favorite complaints about those third party and custom solutions is that they lock the client into the present version of SharePoint requiring hiring a consultant or programmer to make adjustments or find new solutions when migrating to the latest version (Note that Microsoft tries to upgrade their apps every 3-4 years to add new functionality and of course, generate new income).

SharePoint has functionality that is as yet undiscovered by the majority of users.  Scott Robinson’s article correctly pointed out that even simple document management libraries are often mis-used as repositories to dump documents, articles, photos, multimedia, etc. instead of organizing them (which needs workflows (notification and archiving) and a library administrator using Approve and admin rights to assign permissions and develop views – that’s article in itself).  There are a myriad of functions within SharEPoint that require developer and frequent Administrative attention – projects, custom content (another large subject), current news and graphics, links, blog management, up to date wikis and many more you could fill a book with.

Back to the war though, IT members come from a background of hard won knowledge about providing solutions, often through fading technology like programmed solutions where a few hundred (or thousand) lines of custom code solved the issue.  Unfortunately, rather then dive into SharePoint (ANOTHER program to learn!” is a valid complaint for weary IT experts), they write a long coded solution and have SharePoint call it. Problem solved, at least in the short term.  Business users who don’t care about the effort required to constantly stay up on new apps, especially one as complex as SharePoint, feel roadblocks are being thrown into their paths and excuses are being made.  Both sides have valid arguments.

But then what I run into is hardened positions in IT blocking me from providing a solution or even letting business users know that someone like me exists to solve their issues!  Because this would cause business users to expect ever better service, no matter the exhausting effort required to meet those higher expectations.  Given that IT staff often work long hours hidden in refrigerated server rooms makes their hard work go unappreciated by business users. You think they like staring at code all day? (Ok, they do like it, but they’d also like to have a life outside the server room).

Yeah, I see both sides of it. I too want the user to be satisfied with a solution that meets their needs, makes their job easier, and gives them more time to surf the internet (oops, we aren’t’ supposed to notice that habit).   I want IT experts to have a life outside of the server room.  Both sides need to give a little, and many do.  But many do not.  When I am in between projects, being turned away from poroviding my skills and (sometimes limited) expertise, I too get a little emotional as I don’t like having too much time on my hands in the prime of my career.  But I too have to step back and acknowledge IT managers have valid concerns in offering to meet every single department’s needs too precisely by throwing unlimited resources at creating that perfected application that makes user’s jobs so easy that they have more free time for surfing or management can reduce staff, or add new tasks, etc.  Any way you go, the IT manager will only be a hero for a short while and trust me, he/she understands that very well.

So next time you complain about the other side (IT or users), try a little understanding.  SharePoint brings out the best and worst in this war.  It is powerful and huge in scope.  It CAN provide very nice solutions and it is very commonly under utilized and poorly managed.  But that is due to human nature, not IT or business user’s selfishness.   Not everyone is as diligent, perfectly balanced and fair-minded as you are (My ex-wife makes sure I know that I am way too flawed to make such a claim).

Rob Moses