SharePoint Archives

Phase out, Check-in and Check-out?

With shared storage of documents, overwriting other author’s work has historically been a concern. Two people would open the same document and made changes to the same content and whom over saves last wins and the other work is lost….. So as good technicians we have historically fought that scenario by requiring Checkout before editing. SharePoint would do this for us as soon as a user edited the file. A lock would be placed on the file until it is closed. Brilliant! I know those were good days. Question: With SharePoint online and the co-authoring options, is check-out and check-in a required default. I am sure there are still scenarios when you need to check out the file for exclusive access and control. Like you want to format the whole thing or apply document-wide content or settings. What is the process and best use of the document check-in and ...

Red Level2023-02-16T16:01:30+00:00

Check and Configure SharePoint User Permissions

Ever have a SharePoint gotcha problem before? It’s highly likely that your answer is yes and you are not alone. SharePoint has lots of gotchas and it can be difficult to troubleshoot sometimes. However, there are some really simple yet powerful features that are built right into the interface. Site collection administrators will find these features easily accessible and usable to trouble shoot why somebody doesn’t have access to certain resources. This blog covers the features that allow you to check guest permissions in SharePoint. Scenario 1: Problem - Users are granted access to a site and they start navigating until they can’t add or update items. Solution - Bring up list setting and check permission dialog Type in the user name in question and check their permissions to the list Review all the permissions that the user is assigned throughout the site Alter and modify the additional permission and ...

Clay Osborn2023-02-16T16:01:31+00:00

Use Report Builder 2012 to Visualize Your SharePoint Data Part 2

Quick and Dirty Reporting for SharePoint 2013 Applications - Part 2 Last week I shared with you how to build a report with Microsoft SQL Server 2012 Report Builder. This week we will dive into how to get these reports to display in your SharePoint environment. Part 2: Display the report in the SharePoint Navigate to a library within your SharePoint site. It can really be anywhere users who have access to the report data also have access. I like to use a library within the site where the source data is stored. Upload the report you just created and saved locally. Click the button: Open For a quick test, click on the report that just got uploaded. It should open and display live data. Note: this might be good enough, however you can also display it in a part of a page through a web part. Click the breadcrumb link to ...

Red Level2023-02-16T16:01:39+00:00

3 Pillars of the High-Performance Digital Workplace

Ask any random group of employees how they’d characterize their company’s intranet and chances are their responses will be less than enthusiastic. Usually, there are good reasons: The intranet is a confusing labyrinth where vital information seemingly goes to hide; it’s a drab top-down exercise in one-way announcements; or it’s a rarely-viewed, seldom-updated ghost town. In other words, it’s neither the best business tool nor the best representation of a digitally-empowered business. But why does it matter? It is the cornerstone of your digital workplace that consolidates your organizational information and connects your employees. Red Level knows that a better digital workplace is not only possible, but it’s also easy to create and administer, provided companies take the right approach and use the right tools. On August 21, digital workplace architect and Microsoft MVP, Vlad Catrinescu will share “Three Pillars of a Great Digital Workplace Strategy” in a live webinar ...

Red Level2023-02-16T16:01:40+00:00

SharePoint Migration and History

I have a client who asked me “Will I lose historical content approval information if it is disabled, migrate in some files and then enabled it?” Specifically, can I... Migrate in new files to a library with the SharePoint Content Approval and publishing workflow configured. Don’t trigger the publishing workflow. There would be so many new approvals Default new files to the status of Approved Don’t lose historical versions and approval status. A simple test example was needed to try this out. Create a Document Library: I created a new Document Library with the following: SharePoint Version: SharePoint Online App: Document library Experience: Classic Library Settings > Version Control > Content Approval: (Yes) Library Settings > Version Control > Version Settings > Major and Minor Drafts: (Yes) Library Settings > Workflows > Approval – SharePoint 2010 > Triggered on: Start this workflow to approve publishing a major version of an item. (Yes) Create Historical Data: Uploaded three test files They all start ...

Red Level2023-02-16T16:01:40+00:00

Building a Successful SharePoint ECM/ERM System in the Real World

If you listen to what is often said about SharePoint in enterprise records management (ERM), you might conclude that it is a mile wide and an inch deep. In other words, the conventional wisdom seems to be that SharePoint has a broad set of capabilities in theory, but in practice lacks the depth of its competitors such as Documentum, OpenText, and Laserfiche. But this comparison isn’t really fair, for three reasons: SharePoint “out of the box” costs a fraction of what these other products do. SharePoint’s competitors are often an amalgamation or “marketing bundle” of a variety of different products that have been purchased or licensed by the OEM, and often indifferently integrated with each other. The implementation of “enterprise-class” ECM systems usually includes a consulting engagement, whereas SharePoint is often “thrown in” without the same level of forethought. In reality, the reasons that ECM projects fail, whether on SharePoint or something else, ...

Red Level2023-02-16T16:01:40+00:00

Why A Quality Intranet Matters

We’ve all been there. You’re working for a company where the office culture is great, you get along with your co-workers and you love your job, but there’s one thing that drives you NUTS. No, it’s not the coffee maker that’s constantly on the fritz – it’s the intranet. From its lackluster search functionality to straight-up counterintuitive design, intranets often aren’t a glimmering example of usability. Often left on their own for years at a time, intranets become crusty and sad, leading to their often groan-inducing response. The reason behind it is understandable – in the midst of all the day-to-day work, it’s hard to focus on enterprise-wide solutions. Not to mention, the task of updating your intranet can seem daunting. You have to start from square one and make all the necessary edits: reorganizing and removing content, updating contacts, and ensuring your security is up to snuff. And we ...

Red Level2023-02-16T16:01:44+00:00

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