SHAREPOINT

PRACTICALITSTRATEGIESFORENTERPRISECOLLABORATION /// OCTOBER 2008

I IMPLEMENTATION Using SharePoint’s InfoPath feature to generate forms SharePoint Server’s InfoPath can save money and time by streamlining the forms process. BY NICOLA YOUNG

G GOVERNANCE Creating a SharePoint governance document Learn which issues to include in your SharePoint governance document to avoid problems down the road. BYBRIENM.POSEY

M MANAGEMENT Rookie mistakes to avoid during the implementation process From choosing the wrong installation to ignoring disaster recovery, beware of these SharePoint implementation blunders. BY SHAWN SHELL » EDITOR’SNOTE ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

In search of the ‘paperless office’

BY CHRISTINE CASATELLI

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Editor’s note FORENTERPRISESSTILLSTRIVING for the “paperless office,” Office InfoPath might get you one closer. I Office InfoPath is an application of SharePoint Server 2007 that allows forms to be created and filled in using a Web browser. Users can Using SharePoint’s InfoPath feature publish these forms to a library and update them so everyone always uses the to generate forms latest version of each form. Web-based forms can save time and money, so why is InfoPath one of the G most underused SharePoint features? Creating a If the idea of writing custom code is a turn-off for IT folks, they needn’t worry. SharePoint governance SharePoint expert Nicola Young says that InfoPath uses a WYSIWYG forms document designer, so no programming is required. Young walks readers through the process of using an InfoPath template to design an online form in this month’s M cover story “Using SharePoint’s InfoPath feature to generate forms.” Rookie mistakes Is governance keeping you up at night? Then you’ve come to the right place. to avoid during the SharePoint In “Creating a SharePoint governance document,” Microsoft MVP Brien M. implementation process Posey spells out the critical governance areas in your SharePoint installation. Still a SharePoint rookie? Beware of some common blunders. SharePoint guru Shawn Shell offers helpful advice in “Rookie mistakes to avoid during the SharePoint implementation process.” What SharePoint conundrum is bothering you? Let us know, and we’ll

write about it. Email me at [email protected]. I

Marilyn Cohodas, Editorial Director, [email protected] Christine Casatelli, Editor, [email protected] Martha Moore, Copy Editor, [email protected] Linda Koury, Art Director of Digital Content, [email protected] Jonathan Brown, Publisher, [email protected] Matthew Salamone, Senior Director of Sales, [email protected] ©2008 TECHTARGET. ALL RIGHTS RESERVED. TechTarget, 117 Kendrick Street, Needham, MA 02494; www.techtarget.com

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Using SharePoint’s InfoPath feature to generate forms SharePoint Server’s InfoPath can save money and time by streamlining the forms process. BY NICOLA YOUNG

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I ONEOFTHE most underused features the network. Using SharePoint’s of Microsoft Office SharePoint Server Typically when a new employee InfoPath feature to generate forms (MOSS) Enterprise is its ability to starts, the hiring manager sends an create electronic forms that can be email to the IT department asking for G filled out using a Web browser. the employee to be added to the sys- Users don’t need to have the Share- tem. After trading several email mes- Creating a SharePoint Point client installed on their comput- sages with the hiring manager, the IT governance document ers to create the forms because it’s shop figures out what type of phone an easy enough process with MOSS and computer access is appropriate using a feature called InfoPath. for the new employee and programs M A WYSIWYG designer for electron- Rookie mistakes ic forms, SharePoint Server’s InfoPath to avoid during The best thing about the SharePoint eliminates the need to write any code implementation at all. Users don’t have to create using InfoPath is the process forms in or Microsoft cost saving it offers Excel and place them on a file share or email them around. With Forms for common business Server—which is included with the applications, like setting Enterprise version of SharePoint— up new employees on users can publish these forms to a library and update them so everyone the network. is always using the latest version of each form. the permissions. Most of the time, The best thing about using Info- this process is completed the day Path is the cost saving it offers for before the new employee starts. common business applications, With SharePoint Server’s InfoPath, like setting up new employees on the IT department could set up a form

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for the hiring manager to fill out with people per year and a member of the the exact programs needed to grant IT staff is paid $30 an hour for man- access to the appropriate type of aging this process, using the electron- computer and phone. After the hiring ic forms feature in SharePoint could manager fills out the form, she would save $3,000 per year for just that submit it to a library with a “new hire” one application. notification sent to the IT staff. To For the following example, use track the status of this request, IT the Travel Request sample template Editor’s note could add a column to the library included with Microsoft InfoPath to track the status of this request 2007. Open InfoPath on your desktop. or even add a workflow to automate In the Getting Started dialog box, I the process even further. select Customize a Sample, as in Using SharePoint’s InfoPath feature A conservative estimate of what FIGURE 1. Select Sample-Travel to generate forms is spent emailing the hiring manager Request by double-clicking on it. and tracking down the appropriate To allow users to fill out this form G equipment is an hour of IT time per using the browser, the form needs

Creating a new hire. If an organization hires 100 to be browser-enabled. Click SharePoint governance document

M FIGURE 1 Rookie mistakes Use a template in the Getting Started dialog box. to avoid during the SharePoint implementation process

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Tools → Form Options (FIGURE 2). Click Next. Enter the URL to the Under Category, select Compati- SharePoint site you would like to cre- bility. Make sure the box is checked ate the form library on to store these next to Design a form template forms. You will want to enter the URL that can be opened in a browser in http://sharepointsite.com/. Be sure or InfoPath. Click OK. to remove the default.aspx from the On the Design Tasks pane, select URL. Click Next. See that the box next Publish Form Template. A warning to Enable this form to be filled out by Editor’s note box will appear stating the form must using a Browser is checked (FIGURE 3). be saved first. Click OK. Give the template a name and click Save. NOTE: If this box is grayed out, you I The Publish Wizard will now open. will want to check to different items. Using SharePoint’s InfoPath feature Select To a SharePoint server with Be sure this form is browser-enabled to generate forms or without InfoPath Forms Services. by following the previous steps above,

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Creating a FIGURE 2 SharePoint governance document Browser-enable the form so users can fill it out.

M

Rookie mistakes to avoid during the SharePoint implementation process

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Changing the way Administrators manage SharePoint » IMPLEMENTATION

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and be sure the site you are attempt- actually creating a new form library ing to publish this form to has the that has added functionality, such as Office SharePoint Server Enterprise enabling the browser view, merging Site features activated. forms and relinking documents to their template. Click Next. Give the For this example, use the Docu- library a name—“Travel Requests” ment Library in FIGURE 3. It is impor- is fitting for this demo. At this point, tant to note, however, that you can you can also give a description. Click Editor’s note create a Site Content Type that could Next. be used in multiple document The column option is allowing you libraries and managed in one central to select the fields on the form that I spot. Or you could create an adminis- will become columns on the form Using SharePoint’s InfoPath feature trator-approved form template, which library. To select another column, to generate forms is needed if you have any code in the click Add. From the Travel Requests form. Click Next. group select email. Notice you can G Select Create a new document give the column a different name

Creating a library. Even though it says “Create than the field and you can determine SharePoint a new document library,” you are if it is just going to be a column on governance document

M FIGURE 3 Rookie mistakes Create a new document library. to avoid during the SharePoint implementation process

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this list or a site column. Click OK. will look for your users. Promoting the fields in the form to Fill in the form. Click Save. Give columns allows users to see informa- the form a name and click Save. tion quickly from the form without Close the form and navigate to needing to open the entire form. It the new library by entering the URL will also allow you to use other Share- to the site. On the Quick Launch Bar Point functionality, such as using the you should see a link to the new column to create a view or using the library. When you click on it, your Editor’s note information in a workflow. Click Next. form has been saved as well as the Click Publish. Click Open this form in extra columns created from fields the Browser to view how the form that were promoted (FIGURE 4). I I

Using SharePoint’s InfoPath feature to generate forms FIGURE 4

After publishing the form template, open it to see how it will look to users. G

Creating a SharePoint governance document

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Rookie mistakes to avoid during the SharePoint implementation process

ABOUTTHEAUTHOR Nicola Young is SharePoint planning and design consultant for SharePoint911, a consultancy specializing in SharePoint services and administration. Young focuses on information usability and organization as well as SharePoint business applications. She is the lead author of the Ted Pattison Group’s course SBU201: Business Users Guide to SharePoint Server 2007 and co-author of SAB301: Building Enterprise Solutions with SharePoint Server 2007 and SPG301: SharePoint Planning and Governance.

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Creating a SharePoint governance document Learn which issues to include in your SharePoint governance document to avoid problems down the road. BYBRIENM.POSEY

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I WHAT IS A SharePoint governance employee got angry and claimed that Using SharePoint’s document? Do you really need one? it was an insult to his Southern her- InfoPath feature to generate forms A SharePoint governance docu- itage. What started out as an inno- ment outlines policies and procedures cent joke escalated into a discrimina- G regarding the way SharePoint is to be tion case and resulted in several used and maintained within an organ- employees leaving the company. Creating a SharePoint ization. This document often address- Had this client created a SharePoint governance document es things like backup procedures and governance policy, this may never security settings and typically pro- have happened. vides an acceptable use policy for Incidentally, the company has a M the end users. Rookie mistakes Why is it important to have a to avoid during A SharePoint governance the SharePoint SharePoint governance document? implementation One of my clients went through a document outlines process situation a few days ago that under- policies and procedures scores the need for such a document. This client’s primary SharePoint site regarding the way contained a discussion board where SharePoint is to be used users collaborate with each other. and maintained within Most of the discussion areas are busi- ness related, but some are intended an organization. to be fun. One of the discussion areas on the SharePoint governance policy in place site was titled “Anything Goes.” One now. It still has its “Anything Goes” of the employees posted a redneck area, but it’s open only to employees joke in this area. Although the joke who sign away their right to be offend- was intended to be harmless, another ed by anything posted in that area.

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ANATOMY OF A SHAREPOINT porting the SharePoint environment. GOVERNANCEDOCUMENT q Decide who is allowed to request Unfortunately, there is no universal new SharePoint sites or changes to template for creating a SharePoint existing sites and under what circum- governance document. Every compa- stances. ny’s SharePoint deployment is differ- q Develop a change management ent, so every company requires a dif- process for SharePoint sites. ferent type of SharePoint governance q Design a policy for archiving Editor’s note document. older versions of the site, and stipu- The list below contains some important governance issues, but I depending on the size and complexity Every company’s Using SharePoint’s InfoPath feature of an organization, other issues may SharePoint deployment to generate forms need to be addressed. Microsoft has is different, so every created a much more comprehensive company requires G SharePoint governance checklist that you can access for help in developing Creating a a different type of SharePoint your document. governance SharePoint governance document First, form a committee whose job it will be to determine the needs of document. the SharePoint governance document, M and then create the document. Here late how long those archives should Rookie mistakes are some of the more important be maintained. to avoid during the SharePoint issues for the committee to include q Determine whether or not your implementation process in the governance document: company is going to charge individual q Create a site map for your departments for their use of the SharePoint structure. SharePoint site. q Create a policy outlining the q Provide training to your help desk criteria for creating additional Share- staff, and create a policy for how the Point sites or for making substantial help desk staff should help users changes to the sites that are already resolve problems. in use. q Create a backup policy. q Document which people are q Determine upfront which tools responsible for supporting and will be allowed for developing and maintaining the site, and create a maintaining SharePoint sites. contact list. q Create a template from which all q Clearly define which roles mem- future pages of the site will be based. bers of the IT staff will take in sup- q Decide which parts of the

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template site owners are allowed users will follow the procedures just to modify. because it is part of the company q Determine which types of policy. content are acceptable on your One last thing: Schedule an annual SharePoint site. review to make sure that the Share- q Specify the types of documents Point site still complies with the that should be stored in document governance document and to see if libraries. the document needs to be updated. Editor’s note q Establish document library work- Over the 15 or so years that I have flow settings. worked in IT, I have seen a lot of well- q Create a document archival and intentioned companies take on vari- I retention policy. ous network- or security-related doc- Using SharePoint’s InfoPath feature q Develop an acceptable use policy umentation projects, vowing that to generate forms for the end users. those documents will always be kept up to date. It has only been in the G rarest of circumstances, though, that

Creating a WHAT TO DO WITH YOUR I have seen the company keep these SharePoint SHAREPOINTGOVERNANCE types of documents up to date over governance document DOCUMENT? the long term. Once a SharePoint governance docu- Creating a SharePoint governance ment has been written, the first thing document is a lot of work. All of this M is to apply specifications from the work will be in vain if you simply Rookie mistakes document to your SharePoint site draft a document and then take no to avoid during the SharePoint wherever possible. For example, if the further action. So make sure you keep implementation process governance document outlines work- your governance document up to flow procedures, then you should date. I guarantee it'll help you avoid build those workflow procedures into more than a few problems down the SharePoint rather than assuming that road. I

ABOUTTHEAUTHOR Brien M. Posey has received Microsoft's Most Valuable Professional award five times for his work with Windows Server, IIS, file systems/storage, and Exchange Server. He has served as CIO for a nationwide chain of hospitals and healthcare facilities and was once a network administrator for Fort Knox.

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EXCHANGE • SQL SERVER • FILE SERVER • IIS • SHAREPOINT • BLACKBERRY • LOTUS DOMINO • RIGHTFAX » MANAGEMENT ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

Rookie mistakes to avoid during the implementation process From choosing the wrong installation to ignoring disaster recovery, beware of these SharePoint implementation blunders. BY SHAWN SHELL

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I DESPITE WHAT MAY seem like a virtual advanced option is better. Using SharePoint’s explosion of SharePoint in the enter- Always choose the advanced InfoPath feature to generate forms prise, it has been around since 2001. option if: However, because of the various G architectural changes in the recent q You don’t want to install every- version, SharePoint’s popularity has thing on the same server. In most Creating a SharePoint taken off. The challenge now is to cases, the enterprise should have governance document ensure that it is implemented proper- at least a separate SQL Server—the ly in your environment. installation doesn’t allow you Almost to a fault, SharePoint is to specify the database server. M easy to install and configure. Using it Further, you must also choose the Rookie mistakes is pretty easy too. However, because advanced option if you want a load- to avoid during the SharePoint it’s so easy, many organizations make balanced set of Web Front End implementation “rookie mistakes” when implement- (WFE) servers. process ing SharePoint. Here is a list of the top mistakes and ways to avoid them. q You want to use full SQL Server—either new or existing. SharePoint is heavily dependent on PICKINGBASIC SQL Server to store content and con- 1 VS. ADVANCED figuration. The basic install will install INSTALLATION SQL Express, which works for devel- When installing SharePoint, many opment or very small installations— organizations mistakenly take the like a workgroup—but it’s not suited basic install option because it sounds for departmental or enterprise logical. And it’s quite easy—you can deployments. install it with a few mouse clicks. For more enterprises, however, the q Fault tolerance is required. Many

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enterprises wrongly assume that at minimum, that should be created: load balancing or highly available environments are for performance. q Primary SharePoint service In fact, most often fault tolerance is account. This is used for Central a higher priority and the real reason Administration and “talking” to SQL to leverage load balancing, RAID or Server. other high-availability solutions. The basic installation does not allow you q Search account. There are a few Editor’s note to configure a highly available envi- places where search needs a service ronment. account. It’s acceptable to use one account for all three, but because the I search account needs administrative Using SharePoint’s InfoPath feature IMPROPERUSE privileges on the Index and WFE to generate forms 2 OFSERVICEACCOUNTS servers, you may want to use sepa- ANDPERMISSIONS rate accounts for the different search G SharePoint, like many server-based services. Be aware that the crawling

Creating a tools, needs to interact both with account is also used to access the SharePoint the server it’s installed on and with membership directory, in addition to governance document services that surround it. As such, your content. So you’ll want to make it requires “service accounts.” These sure it has the rights to access that are special identities used by Share- content. M Point to communicate with SQL Serv- Rookie mistakes er, crawl content, add index informa- q Application accounts. For each to avoid during the SharePoint tion on the file system and create Web application—think website—in implementation process worker processes, among other your environment, you should create functions. a separate identity. This helps create When installing SharePoint, many security boundaries between applica- organizations incorrectly use generic tions and has the added benefit of server accounts like NETWORK helping identify which worker process SERVICE or SYSTEM. Alternatively, is servicing a given application. For they may use an administrator or example, in Task Manager, the identity equivalent. Neither approach is rec- of a process is listed next to the ommended. Instead, consider using process. a separate domain account for each primary SharePoint service. Each q Shared services account. If account should be configured with installing Microsoft Office SharePoint the fewest privileges possible. Server (MOSS), shared services is Here’s a quick list of the accounts, what controls enterprise search, My

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Sites and the BDC. It is a separate files and transaction logs will grow application like your other SharePoint rapidly. If versioning is enabled, this sites. expansion will be rapid. In short, be sure to place data files, indexes and other assets related to your Share- INCORRECT Point site on a drive with plenty of 3 DRIVE SPACE space. ALLOCATION

Editor’s note The SharePoint installation process puts everything—software, indexes, IGNORING location of custom solutions, logs— 4 DISASTERRECOVERY I on the primary system drive, and it’s SITUATIONS Using SharePoint’s InfoPath feature often the drive. In many organiza- Many organizations disregard or dis- to generate forms tions, however, the C drive is parti- miss the special nature of SharePoint tioned smaller for just the OS files. when developing disaster recovery G As a result, space can run out quickly. business continuity plans. SharePoint

Creating a Depending on the role the Share- is more complicated than your aver- SharePoint Point server is playing—either Web age database-driven portal. As such, governance document Front End (WFE), search, index or you need to its architec- database—it will have different space ture and make plans for reconstitut- requirements. If the server is a search ing your environment. M or index server, you’ll need at least Although a rookie mistake list could Rookie mistakes 25% of your total content storage be much longer, this checklist high- to avoid during the SharePoint available for the indexes. On a small lights the ones that are made most implementation process C partition, space runs out quickly if often. Using this checklist can help you crawl a lot of content. And, keep Windows managers avoid these in mind: If a machine is running SQL common SharePoint implementation Server, everything goes into the data- errors, which will save time and future base. Every bit of content will be headaches. Your situation and needs stored as a binary, and the database will vary. Just plan accordingly. I

ABOUTTHEAUTHOR Shawn Shell is the founder of Consejo Inc., a consultancy based in Chicago that specializes in Web-based applications, employees and partner portals, as well as enterprise content manage- ment. He has spent more than 19 years in IT, with the last 10 focused on content technologies. Shell is a co-author of Microsoft Content Management Server 2002: A Complete Guide, published by Addison-Wesley, and the lead analyst/author on the CMS Watch SharePoint Report 2008.

15 SharePoint October 2008 » FROMOURSPONSORS ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

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