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Getting the Most from SharePoint's User Profiles


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Getting the Most from SharePoint's User Profiles

  1. 1. Getting the Most from SharePoint’s User Profiles<br />SharePoint Saturday Tampa<br />Mike Oryszak<br /><br />June 11th, 2011<br />
  2. 2. Practice Manager with Intellinet<br />Microsoft SharePoint Server MVP<br />Dev and Architect with MS stack since 1996<br />Working with SharePoint since 2002<br />Raleigh-Durham, NC Area since 1998<br />About Me<br />
  3. 3. Architecture and Feature Overview<br />Planning for Deployment<br />Planning for User Profiles<br />Approaches to Governance<br />Session Overview<br />
  4. 4. Architecture and Feature Overview<br />Getting the Most from the User Profiles<br />
  5. 5. Two sections<br />Shared MySite Host<br />Personal Site Collection<br />Shared Host Includes<br />Newsfeed<br />User Profile Pages<br />Personal Site Collection<br />“My Content”<br />Can Include Targeted Links<br />Architecture and Feature Overview<br />
  6. 6. Aggregated List of Events<br />Profile Changes<br />Anniversaries<br />Birthdays<br />Blog Posts<br />Tagged Items <br />Status Messages<br />Settings Personalized<br />Subscribe to Events<br />Architecture and Feature Overview<br />Newsfeed<br />
  7. 7. Bio Info<br />Organization Browser<br />Extended Profile<br />Content Authored<br />Note Board<br />Colleague List<br />Architecture and Feature Overview<br />User Profiles<br />
  8. 8. Personal Site Collection<br />User is the Owner<br />Personal & Shared Content<br />Can Create Sub-Sites<br />Great “home base”<br />Architecture and Feature Overview<br />My Content Site<br />
  9. 9. Planning for Deployment<br />Getting the Most from the User Profiles<br />
  10. 10. Always Deploy MySite Host<br />My Site Host Site needed to support User Profiles<br />Set User Permissions to:<br />Allow Personalized Features<br />Allow Provisioning of My Content site<br />Allow Social Features<br />Without MySite Host<br />Cannot view User Profiles<br />Social Features only partially functional<br />Planning for Deployment<br />MySite Host Configuration<br />
  11. 11. Decide Where to Configure MySite Host<br />Dedicated Web Application<br />Segment Personal from Intranet and Collaboration Sites<br />Provides better scalability<br />Dedicated Content Database(s), can be restored separately<br />Apply different Policies<br />Within Existing Web Application<br />Very small number of users (under 25 users)<br />User Profiles only, limited or no My Content sites<br />With Custom Auth to prevent additional Auth request<br />Recommendation: Plan ahead and separate unless requirements dictate it is on the Shared Web App.<br />Planning for Deployment<br />MySite Host Location<br />
  12. 12. My Content Sites - Minimize Customizations <br />Maintaining customizations difficult across n site collections<br />Use Feature Stapling if needed, avoid Custom Site Defs<br />User Profiles<br />Easier to customize since shared by all users<br />Limitations<br />Turning some features off can be difficult (ex. User Status)<br />Privacy Policies Pre-Set<br />Planning for Deployment<br />MySite Customization<br />
  13. 13. Share Services Between Farms<br />Can centralize User Profiles in Multi-Farm Global Deployment<br />Can specify multiple MySite Host Locations with targeting<br />Segment User Profiles<br />Can provision additional User Profile Service Applications<br />Internal versus External users<br />Segment by organizational boundaries<br />Planning for Deployment - Advanced<br />Multiple Farms or Groups of Users<br />
  14. 14. Planning for User Profiles<br />Getting the Most from the User Profiles<br />
  15. 15. Attributes<br />@60 Out of the box attributes<br />Can define custom attributes for your organization<br />Makes finding people easier<br />Highly Configurable<br />User Editable<br />Show on Profile<br />Show on Edit Form<br />Show in Newsfeed<br />Privacy Policy<br />Planning for User Profiles<br />Attributes Overview<br />
  16. 16. Map out the existing attributes and any new attributes<br />Determine how and where it will be used<br />Determine sync source/destination if applicable<br />Planning for User Profiles<br />Attribute Planning<br />
  17. 17. Privacy Controls<br />Defines who can see what; <br />Default Global Policies<br />User Override <br />Standard Levels (not customizable)<br />Only Me<br />My Manager<br />My Team<br />My Colleagues<br />Everyone<br />Recommendation: Be mindful of sensitive data (pay grades) but as open and transparent as possible.<br />Planning for User Profiles<br />Privacy Policies<br />
  18. 18. Leverage Existing Systems<br />Create a comprehensive profile with attributes from each system<br />Continue to manage attributes in the Source Systems<br />Import Options<br />Active Directory<br />BCS calling Custom DB or Line of Business System<br />HRIS System<br />Learning Management System<br />Export Options<br />Active Directory Domain Services (AD DS)<br />Sun Java System Directory Server<br />Novell eDirectory<br />IBM Tivoli<br />Avoid “Multi-Master” Situations if Possible (Import + Export)<br />Planning for User Profiles <br />Profile Synchronization<br />
  19. 19. Example:<br />Import Active Directory for core attributes<br />Import HR System for Position and Education Info<br />Import Learning Mgt System for Training and Certifications<br />Export Profiles to another Content Management System<br />Planning for User Profiles <br />Profile Synchronization<br />
  20. 20. Consider how and where users will search for people<br />Search output can be customized<br />Planning for User Profiles<br />People Search<br />
  21. 21. Consider other ways to leverage User Profile Content such as within Collaboration Sites, Department Sites, etc.<br />Planning for User Profiles<br />People Search<br />
  22. 22. Can Provide Be Leveraged in Workflow Processes<br />Centrally maintained, not process dependent<br />Key attributes like:<br />Manager<br />Delegation<br />Division<br />Department<br />Approval Budget<br />Fully accessible via the API and Web Services for use in other systems<br />Planning for User Profiles<br />Support Business Processes<br />
  23. 23. Approaches to governance<br />Getting the Most from the User Profiles<br />
  24. 24. Leverage or Reference other Appropriate Use Policies<br />Information, Email and Internet Use Policies<br />Match to organization’s maturity<br />Harassment incidents, IM or Social Networking abuse?<br />Strike balance appropriate balance to build teams and support collaboration<br />Make the policy accessible<br />Approaches to Governance<br />Appropriate Use Policies<br />
  25. 25. Provide a mechanism to report violations<br />Allow the community to self-police as much as possible<br />Take action for any valid incidents and reinforce expectations<br />Approaches to Governance<br />Enforcement<br />
  26. 26. Focus on Business…<br />New Products, Industry News and Reports<br />Keep employees informed and connected<br />Support Social Interactions<br />New Baby, promotion, softball league<br />Strong social ties enhances collaboration and engagement<br />Allow Creativity<br />Support creativity and expressiveness within reason<br />Some employees are clowns or jesters<br />Employees Already Using Social Tools<br />Already using tools like LinkedIn, Facebook, Twitter<br />These other tools cannot be fully monitored<br />Approaches to Governance<br />Setting the Tone<br />
  27. 27. Demo<br />Getting the Most from the User Profiles<br />
  28. 28. Wrap-up<br />Getting the Most from the User Profiles<br />
  29. 29. Understand the Capabilities<br />Define Custom User Attributes<br />Understand how Attributes will be Used<br />Synchronize Profiles with Existing Systems<br />Utilize User Profiles to Support Biz Processes<br />Governance, Governance, Governance<br />Keys to Getting the Most…<br />
  30. 30. TechNet – User Profile Service Overview<br /><br />User Profiles – Creating Custom Properties<br /><br />User Profiles – Driving Business Process<br /><br />User Profile Posts<br /><br />Additional Resources<br />
  31. 31. Questions?<br />
  32. 32. Contact Info<br />Blog -<br />Twitter - @Next_Connect<br />Email –<br />LinkedIn -<br />