Where’s the Library or List View menu in SharePoint 2013?

The SharePoint 2013 interface has changed. This means changing the “view” on a list or library is now made by clicking on the view names or the “…” ellipsis to access further views:

 

Things to note:

Only 3 views are shown as text. Other views need to be selected from the ellipsis.

If the “Style” is changed on the view from “Default” to e.g. “Shaded” the view panel and the “Find an item …” will disappear.

SharePoint Roles & Responsibilities – A Quick Overview

It is often not fully recognised how many different roles need to be appointed to manage a SharePoint deployment. Below is a quick list of common roles and responsibilities:

Role Responsibility Comments
SharePoint System Administrator Responsible for SharePoint Farm administration, including installation/deployment, managing Web Apps, Content Databases, Site Collections, Security, Backups etc. Typically a 1FTE IT function specific to SharePoint administration.
Active Directory (AD) Administrator Responsible for managing Active Directory OU’s, User & Groups, Distribution Lists etc. IT function – an existing role that is involved in the planning and administration of AD for SharePoint. The role may extend to security management in general using products like Microsoft’s Forefront Identity Manager (FIM), Claims-based authentication, and Anti-Virus protection.
Database Administrator (DBA) Responsible for managing SQL Server environment, including creation and monitoring of content databases, log files etc. IT function – typically an existing role that is involved in the planning, administration and monitoring of SharePoint SQL Server database tables.
Infrastructure Administrator Responsible for servers and network infrastructure. IT function – an existing role that is involved in the planning, administration and monitoring of SharePoint servers and network infrastructure.
Business Analyst Responsible for defining business requirements. IT or Business function – produces functional requirements.
SharePoint Architect Responsible for designing and configuring SharePoint site structure, metadata architecture, page layouts, security model etc. Works closely with SharePoint Developers translating requirements to solutions. IT function – needs a thorough understanding of SharePoint (admin, developing functions) including when and how new components and web parts should be developed.
Technical Architect Responsible for designing and configuring SharePoint server farm to support business requirements. IT function – performance monitoring, capacity planning, server maintenance etc.
Search Administrator Responsible for administering SharePoint Search – including content sources, result sources, search schema, index crawls, Search Centre configuration etc. IT function – may be part of SharePoint System Administrator role (depending on scale and type of deployment).
Backup/Restore Administrator Disaster Recovery Planning – Management of routine database backups, monitoring and database restores. May extend to management of file systems if Remote Blob Storage (RBS) is used. IT function – may be part of SharePoint System Administrator role, or DBA, or Infrastructure Administrator role (depending on scale and type of deployment).
SharePoint Developer Broad software development role – including custom application development for sandboxed solutions, systems integration, custom web parts and component development. IT function – experience typically includes Asp.Net, C#.Net, Ajax, JavaScript etc.
SharePoint Web Designer Customization of the SharePoint solution such as re-branding, using products such as SharePoint Designer – some programming skills. IT function – experience typically includes HTML, style sheet, CAML, XML, XSLT, JavaScript etc.
Site Collection Administrator Responsible for administering site collection – may include management of permissions, web design, search, content types & columns, monitoring/reporting, functions etc. IT or Business Function – requires Site Administration and Governance training.
Site Owner Similar responsibility as Site Collection Administrator, but specific to the site or workspace. For example, Site Owner may be a Project manager responsible for their project workspace. Typically a Business Function – may be the same person as Site Collection Administrator.
Power User Creates and configures lists, libraries, web parts, permissions, features etc. Good all-round knowledge of SharePoint product capabilities. Often allowed to create sub-sites or workspaces. Typically an IT savvy Business user, who acts as a local department or team “champion”. Fully conversant in SharePoint Governance policies & standards.
End-User Information workers. Those who use SharePoint on a day-to-day basis, also working with other products & technologies such as MS Office and scanning solutions. Business users who adopt SharePoint for the collaboration and sharing of information.
Trainer Responsible for training different roles how to administer and use SharePoint, in line with agreed SharePoint Governance directives. In-house trainers or external training organisation, such as Combined Knowledge or Learning Tree. Tailored training programmes for different roles is normally required, backed up by related media.
Tester Responsible for testing custom developed solutions on a Sandbox, Development/Staging environment. Authorise deployment to SharePoint Production system. IT or Business function – depending on who has defined the requirements.
Support Responsible for providing support to different roles, including help Desk support to end-users, floor-walking etc. Usually share knowledge in FAQ forums and feedback to Training/Governance process. Commonly work to agreed SLA’s to provide efficient response to requests or queries.

 

For smaller deployments one person may wear several “hats”, but it remains important that each individual understands their responsibilities and governance controls are in place to help protect SharePoint’s evolvement, in alignment with business needs.

A SharePoint Governance Board should also be appointed, with contributors from IT and the business – including senior stakeholders. The Governance Board should meet regularly to review how SharePoint is being used, address new requirements, and update standards, policies and procedures. It is recommended that the Board includes a rotating membership from the Business, so that an effective feedback loop can be incorporated into the governance process.

I usually define an organisation’s roles & responsibilities in a RACI Matrix and map particular activities or tasks to defined Governance Standards and Policies, using a SharePoint Governance Team Site I have developed over the years.

See Combined Knowledge’s SharePoint training programme here: http://www.combined-knowledge.com/index.html

Should I use a Host-Named Site Collection (HNSC)?

New to Microsoft SharePoint 2013 (SP13) is “Host-Named Site Collections” (HNSC), replacing host-headers and offering an alternative to path-based site collection addressing (managed path – explicit or wildcard inclusion).

Microsoft encourage new SP13 deployments to create HNSC because they create a unique URL for each site collection, reducing URL length whilst allowing multiple URL’s to point to the same site collection with multiple claims-based authentication methods to the same web application. To read up more about HNSC see http://technet.microsoft.com/en-us/library/cc424952.aspx

Note: HNSC’s can only be created using PowerShell, i.e. there is NO configuration option in Central Admin. There are three PowerShell commands that are used for creating and managing HNSC’s:

  • Get-SPSiteURL – See all the URL’s and associated zones for a site collection.
  • Set-SPSiteURL – Add or amend a URL mapping for a site collection.
  • Remove-SPSiteURL – Remove a URL mapping from a site collection.

Here is a sample PowerShell script that creates a new host name http://finance.mycompany.com on the web application http://teams.mycompany.com

New-SPSite –Url http://finance.mycompany.com –OwnerAlias “mydomain\driscollm” –HostHeaderWebApplication http://teams.mycompany.com –Template STS#0

 

The Template “STS#0” above relates to the “Team Site” site collection template. To identify the site collection (web) template to use in the above PowerShell type in the following:

Get-SPWebTemplate

 

The results should appear similar to below:

References can also be found on the Web, for example see http://www.funwithsharepoint.com/Lists/Posts/Post.aspx?ID=2

To list the available site collection templates for a particular Web App you can also type the following PowerShell:

Get-SPWeb http://teams |   %{$_.GetAvailableWebTemplates(1033)} | select title, name

When the HNSC PowerShell script has successfully run, you will not initially be able to access the new site. This is because you next need to go to Internet Information Services (IIS) Manager, expand Sites and left-click to highlight the top-level web application site collection. Click Edit Bindings (right-side) and add the HNSC name (e.g. mycompany.com)  in the Host Name. Then in DNS Manager add a New Host (A or AAA) (e.g. finance.mycompany.com) to the associated forward lookup zone with the Port 80 IP address. Try entering the new HNSC name in the web browser – it should now connect successfully to the new site collection.

Hide Current Navigation Panel in SharePoint 2013

Create your own css file and add to the site collection’s Style Library.

The css should contain:

<style>

.ms-core-navigation { DISPLAY: none }

#contentBox { margin-left: 0px }

</style>

Now goto the site collection’s Site Settings page. Click on the ‘Master page’ link under ‘Look and Feel’, expand the Alternate CSS URL section and select the css file.

The Focus on Content button (top right) also exhibits similar behaviour – see http://www.learningsharepoint.com/2012/12/03/hide-quick-launchleft-nav-using-focus-on-content-in-sharepoint-2013/

Re-instating the Navigate Up function on SharePoint 2013

For some reason SharePoint 2013 doesn’t include the Navigate Up function previously available to SharePoint 2010. This function is important when navigating up a site hierarchy. To get it back you must open SharePoint Designer 2013.

1. Click on Master Pages and create a copy of the seattle.master (the new default master page).

2. Right click on the seattle_copy(1).master and select Open. Search for:

class=”ms-breadcrumb-dropdownBox” – it should be on line 369.

3. Delete the style=”display:none;” at the end of the line.

4.Delete the Visible=”false” a couple of lines underneath.

5. Save the seattle_copy(1).master.

6. On the Master Pages list, right-click on the seattle_copy(1).master and select Set as Default Master Page.

7. Check that the seattle_copy(1).master is applied to the site collection as the default Site Master Page by clicking on Master Page (under Look and Feel) in Site Settings.

8. Refresh the sub-site to see the Navigate Up icon to the left of the global navigation menus.

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Importing Profile Pictures from Active Directory to SharePoint 2010 or 2013

This link explains how to add profile pictures to Active Directory using PowerShell, and how you can import these pictures into user profiles in SharePoint 2010 or 2013:

http://www.toddklindt.com/blog/Lists/Posts/Post.aspx?ID=253

You can get sample contoso user accounts and images from the Codeplex site here: http://sharepointdemobuilds.codeplex.com/releases/view/101674

Can’t sign in as a different user in SharePoint 2013

This Microsoft Knowledgebase article explains how you can sign in to Internet Explorer as a different user to get round this omission: http://support.microsoft.com/kb/2752600

Extract here:

1. Start Internet Explorer by using the Run as different user option, and then go to the SharePoint site.

Note: The Run as different user option is visible if you hold the Shift key when you right-click a program icon.

2. Access the SharePoint site by using the URL as http://siteurl/_layouts/closeConnection.aspx?loginasanotheruser=true

Important:

This option uses an unsupported browser feature which is unreliable and causes other issues. Currently this option does not work in IE 10 and Safari.