Showing posts with label SharePoint 2013. Show all posts
Showing posts with label SharePoint 2013. Show all posts

12/03/2015

SharePoint: Generate a report of inactive sites and owners

This article is for SharePoint 2007, 2010, 2013 and 2016 on premises. (2007 users see the note at the end of the article.)

Cleaning up inactive sites is a common best practice administrator activity. Finding these sites and getting a list of who to contact can take a bit of work. Here's a little PowerShell script to generate a report of all inactive sites, their Site Collection Administrators and their Full Control users.

 

Inactive Site?

Each web has a property named LastItemModifiedDate that can be used as one criteria for site activity. I say "one criteria" as the site may not have had been updated in months, but users still visit the site and view the content every day. In the scripts below we check for the inactivity using a Where that tests against a calculated date:

Where { $_.LastItemModifiedDate -lt ((Get-Date).AddMonths(-9)) }

You can change the test date by using AddDays, AddMonths and AddYears with negative numbers to "go back in time". The example above looks for webs not updated in the last 9 months.

Note: The LastItemModifiedDate (and all other internal SharePoint dates) is in GMT. To convert to local time use ".ToLocalTime()".

image

 

Create a report…

The following script generates a report that lists each web, last updated date, Site Collection Administrators and Full Control users. Note that if you added an Active Directory group with Full Control, only the group name will be listed, not all of the member users.

image

Get-SPSite -Limit All | 
  Get-SPWeb -Limit All | 
  Where { $_.LastItemModifiedDate -lt ((Get-Date).AddMonths(-9)) } |
  foreach {
    # the URL
    ""   #blank line
    $_.url
    "  LastItemModifiedDate: " + $_.LastItemModifiedDate
    "  Web has unique permissions: " + $_.HasUniquePerm

    # the Site Collection Administrators
    " Site Collection Administrators:"
    foreach ($user in $_.SiteAdministrators)
    {      
       "  " + $user.DisplayName + " " + $user.UserLogin
    }

    # full control users
    " Full Control Users:"
    foreach ($user in $_.Users)
    {
       if ( $_.DoesUserHavePermissions($user,[Microsoft.SharePoint.SPBasePermissions]::FullMask) )      
       { 
         "  " + $user.DisplayName + " " + $user.UserLogin
       }
    }
  }

 

Create a customized SPWeb object for further pipelining…

If you would rather have an output that can be piped on to other cmdlets then use the following script. It adds a PowerShell NoteProperty to each SPWeb object named FullControlUsers can be accessed as if it was a built-in property.

Get-SPSite -Limit All | 
  Get-SPWeb -Limit All | 
  Where { $_.LastItemModifiedDate -lt ((Get-Date).AddMonths(-9)) } |
  foreach {
  
    $TTNusers = @();   #empty collection

    foreach ($user in $_.Users)
    {
       if ( $_.DoesUserHavePermissions($user,[Microsoft.SharePoint.SPBasePermissions]::FullMask) )      
       { 
         $TTNusers += $user;  # add to the collection
       }
    }

    # add the new property
    $_ | Add-Member -type NoteProperty -name FullControlUsers -value $TTNusers;

    # forward the modified SPWeb object on through the piepline.
    $_;

  } | 
  Select Url, SiteAdministrators, FullControlUsers

image

Or maybe change the "Select" to "Format-List":

image

 

Performance Tip

If this script is run during business hours on a large farm you could impact your users. Consider adding a Start-Sleep cmdlet just after the foreach to insert a small delay between webs. But of course, that will make your script take longer to complete.

image

.

For SharePoint 2007

Replace:

Get-SPSite -Limit All | Get-SPWeb -Limit All |

With:

[System.Reflection.Assembly]::LoadWithPartialName("Microsoft.SharePoint")
[System.Reflection.Assembly]::LoadWithPartialName("Microsoft.SharePoint.Administration")
$webapp = [Microsoft.SharePoint.Administration.SPWebApplication]::Lookup("http://maxsp2013wfe")
$webapp.sites | Select -ExpandProperty AllWebs |

 

..

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11/28/2015

SharePoint Content Type Inheritance

This article applies to SharePoint 2010, 2013 and 2016.

If you have worked around SharePoint for a while then you have heard the phrase "Everything is a list…". If everything is a list then everything should be an "item", right? Turns out that that is almost a fact. With the exception of only a handful of Content Types, they all inherit from"Item". In the end everything inherits from a base type named "System". The listing below is from a 2013 publishing site with a few extra features enabled to find as many Content Types as possible. The 2016 list is very similar, but is missing some of the Business Intelligence content types (Excel Services?).

A few examples:

  • Task <- Item <- System
  • Document <- Item <- System
  • Video <- System Media Collection <- Document Set <- Document Collection Folder <- Folder <- Item <- System

What does not inherit from Item?

  • Common Indicator Columns <- System  (hidden)
  • And the types that inherit from it:
    • Excel based Status Indicator <- Common Indicator Columns <- System
    • Fixed Value based Status Indicator <- Common Indicator Columns <- System
    • SharePoint List based Status Indicator <- Common Indicator Columns <- System
    • SQL Server Analysis Services based Status Indicator <- Common Indicator Columns <- System

 

    PowerShell to the rescue… again.

    To dump the hierarchy of Content Types I wrote a little PowerShell script that uses a recursive function. Just edit the URL to your site and you can get your list of Content Types.

    If you wanted to see the inheritance pattern another way, add the ID of the Content Type to your output, or just do a test like the following and note the pattern in the IDs:

      $web.ContentTypes | sort id | Select id, name

     

    The PowerShell script:

    function Get-CTypeParent ($ctype, $TTNstr)
{
  if ($ctype.name -NE "System") {
   $TTNstr = $TTNstr + " <- " + $ctype.parent.name;
   $TTNstr = Get-CTypeParent $ctype.parent $TTNstr 
   }
  return $TTNstr;
}

$site = Get-SPSite http://yourserver/sites/yourSite
$web = $site.RootWeb

$web.ContentTypes | sort Group, Name | 
  group Group | 
    foreach { $_.Group  | 
                     foreach 
                       -Begin {"`n" + $_.Name} 
                       -Process { $str="  " + $_.Name ;  Get-CTypeParent $_ $str } 
            }

     

    The list of Content Types and their family history!

    This list is from SharePoint 2013. The 2016 list is very similar, but is missing some of the Business Intelligence content types (Excel Services?). 

    _Hidden
      Administrative Task <- Task <- Item <- System
      Approval Workflow Task (en-US) <- SharePoint Server Workflow Task <- Workflow Task <- Task <- Item <- System
      Collect Feedback Workflow Task (en-US) <- SharePoint Server Workflow Task <- Workflow Task <- Task <- Item <- System
      Collect Signatures Workflow Task (en-US) <- SharePoint Server Workflow Task <- Workflow Task <- Task <- Item <- System
      Common Indicator Columns <- System
      Design File <- Document <- Item <- System
      Device Channel <- Item <- System
      Device Channel Mappings <- Document <- Item <- System
      Display Template <- Document <- Item <- System
      Display Template Code <- Display Template <- Document <- Item <- System
      Document Collection Folder <- Folder <- Item <- System
      DomainGroup <- Item <- System
      Health Analyzer Report <- Item <- System
      Health Analyzer Rule Definition <- Item <- System
      InfoPath Form Template <- Document <- Item <- System
      Office Data Connection File <- Document <- Item <- System
      Page Output Cache <- Item <- System
      PerformancePoint Base <- Item <- System
      PerformancePoint Monitoring Document Type <- Document <- Item <- System
      Person <- Item <- System
      Project Policy <- Item <- System
      Published Link <- Item <- System
      Publishing Approval Workflow Task (en-US) <- SharePoint Server Workflow Task <- Workflow Task <- Task <- Item <- System
      Reusable HTML <- Item <- System
      Reusable Text <- Item <- System
      RootOfList <- Folder <- Item <- System
      Rule <- Item <- System
      SharePoint Server Workflow Task <- Workflow Task <- Task <- Item <- System
      SharePointGroup <- Item <- System
      Signatures Workflow Task Deprecated <- SharePoint Server Workflow Task <- Workflow Task <- Task <- Item <- System
      System
      System Master Page <- Document <- Item <- System
      System Media Collection <- Document Set <- Document Collection Folder <- Folder <- Item <- System
      System Page <- Document <- Item <- System
      System Page Layout <- Document <- Item <- System
      Translation Package <- Document <- Item <- System
      Translation Status <- Document <- Item <- System
      Universal Data Connection File <- Document <- Item <- System
      User Workflow Document <- Document <- Item <- System
      Workflow History <- Item <- System
      Workflow Task <- Task <- Item <- System
      WorkflowServiceDefinition <- Item <- System
      WorkflowServiceSubscription <- Item <- Systemvi
     
    Business Intelligence
      Excel based Status Indicator <- Common Indicator Columns <- System
      Fixed Value based Status Indicator <- Common Indicator Columns <- System
      Report <- Document <- Item <- System
      Report Document <- Document <- Item <- System
      SharePoint List based Status Indicator <- Common Indicator Columns <- System
      SQL Server Analysis Services based Status Indicator <- Common Indicator Columns <- System
      Web Part Page with Status List <- Document <- Item <- System
     
    Community Content Types
      Category <- Item <- System
      Community Member <- Site Membership <- Item <- System
      Site Membership <- Item <- System
     
    Digital Asset Content Types
      Audio <- Rich Media Asset <- Document <- Item <- System
      Image <- Rich Media Asset <- Document <- Item <- System
      Rich Media Asset <- Document <- Item <- System
      Video <- System Media Collection <- Document Set <- Document Collection Folder <- Folder <- Item <- System
      Video Rendition <- Rich Media Asset <- Document <- Item <- System
     
    Display Template Content Types
      Control Display Template <- Display Template <- Document <- Item <- System
      Filter Display Template <- Display Template <- Document <- Item <- System
      Group Display Template <- Display Template <- Document <- Item <- System
      Item Display Template <- Display Template <- Document <- Item <- System
      JavaScript Display Template <- Document <- Item <- System
     
    Document Content Types
      Basic Page <- Document <- Item <- System
      Document <- Item <- System
      Dublin Core Columns <- Document <- Item <- System
      Form <- Document <- Item <- System
      Link to a Document <- Document <- Item <- System
      List View Style <- Document <- Item <- System
      Master Page <- Document <- Item <- System
      Master Page Preview <- Document <- Item <- System
      Picture <- Document <- Item <- System
      Web Part Page <- Basic Page <- Document <- Item <- System
      Wiki Page <- Document <- Item <- System
     
    Document Set Content Types
      Document Set <- Document Collection Folder <- Folder <- Item <- System
     
    Folder Content Types
      Discussion <- Folder <- Item <- System
      Folder <- Item <- System
      Summary Task <- Folder <- Item <- System
     
    Group Work Content Types
      Circulation <- Item <- System
      Holiday <- Item <- System
      New Word <- Item <- System
      Official Notice <- Item <- System
      Phone Call Memo <- Item <- System
      Resource <- Item <- System
      Resource Group <- Item <- System
      Timecard <- Item <- System
      Users <- Item <- System
      What's New Notification <- Item <- System
     
    List Content Types
      Announcement <- Item <- System
      Comment <- Item <- System
      Contact <- Item <- System
      East Asia Contact <- Item <- System
      Event <- Item <- System
      Issue <- Item <- System
      Item <- System
      Link <- Item <- System
      Message <- Item <- System
      Post <- Item <- System
      Reservations <- Event <- Item <- System
      Schedule <- Event <- Item <- System
      Schedule and Reservations <- Event <- Item <- System
      Task <- Item <- System
      Workflow Task (SharePoint 2013) <- Task <- Item <- System
     
    Page Layout Content Types
      Article Page <- Page <- System Page <- Document <- Item <- System
      Catalog-Item Reuse <- Page <- System Page <- Document <- Item <- System
      Enterprise Wiki Page <- Page <- System Page <- Document <- Item <- System
      Error Page <- Page <- System Page <- Document <- Item <- System
      Project Page <- Enterprise Wiki Page <- Page <- System Page <- Document <- Item <- System
      Redirect Page <- Page <- System Page <- Document <- Item <- System
      Welcome Page <- Page <- System Page <- Document <- Item <- System
     
    PerformancePoint
      PerformancePoint Dashboard <- PerformancePoint Base <- Item <- System
      PerformancePoint Data Source <- PerformancePoint Monitoring Document Type <- Document <- Item <- System
      PerformancePoint Filter <- PerformancePoint Base <- Item <- System
      PerformancePoint Indicator <- PerformancePoint Base <- Item <- System
      PerformancePoint KPI <- PerformancePoint Base <- Item <- System
      PerformancePoint Report <- PerformancePoint Base <- Item <- System
      PerformancePoint Scorecard <- PerformancePoint Base <- Item <- System
     
      
    Publishing Content Types
      ASP NET Master Page <- System Master Page <- Document <- Item <- System
      Html Master Page <- ASP NET Master Page <- System Master Page <- Document <- Item <- System
      Html Page Layout <- Page Layout <- System Page Layout <- Document <- Item <- System
      Page <- System Page <- Document <- Item <- System
      Page Layout <- System Page Layout <- Document <- Item <- System
     
    Special Content Types
      Unknown Document Type <- Document <- Item <- System

     

    The List Sorted By Ancestor

    Change the last line of the script to the following and you can see another pattern in the inheritance.

    $web.contenttypes | sort group, name | group group | foreach { $_.Group  | foreach -begin {"`n" + $_.Name} -process { $str="  " + $_.name ;  Get-CTypeParent $_ $str } }

    System ->   Item
    System -> Item ->   Announcement
    System -> Item ->   Circulation
    System -> Item ->   Comment
    System -> Item ->   Contact
    System -> Item ->   Device Channel
    System -> Item ->   Document
    System -> Item ->   DomainGroup
    System -> Item ->   East Asia Contact
    System -> Item ->   Event
    System -> Item ->   Folder
    System -> Item ->   Health Analyzer Report
    System -> Item ->   Health Analyzer Rule Definition
    System -> Item ->   Holiday
    System -> Item ->   Issue
    System -> Item ->   Link
    System -> Item ->   Message
    System -> Item ->   New Word
    System -> Item ->   Official Notice
    System -> Item ->   Page Output Cache
    System -> Item ->   PerformancePoint Base
    System -> Item ->   Person
    System -> Item ->   Phone Call Memo
    System -> Item ->   Post
    System -> Item ->   Published Link
    System -> Item ->   Resource
    System -> Item ->   Resource Group
    System -> Item ->   Reusable HTML
    System -> Item ->   Reusable Text
    System -> Item ->   Rule
    System -> Item ->   SharePointGroup
    System -> Item ->   Task
    System -> Item ->   Timecard
    System -> Item ->   Users
    System -> Item ->   What's New Notification
    System -> Item ->   Workflow History
    System -> Item ->   WorkflowServiceDefinition
    System -> Item ->   WorkflowServiceSubscription
    System -> Item -> Document ->   Basic Page
    System -> Item -> Document ->   Design File
    System -> Item -> Document ->   Device Channel Mappings
    System -> Item -> Document ->   Display Template
    System -> Item -> Document ->   Dublin Core Columns
    System -> Item -> Document ->   Form
    System -> Item -> Document ->   InfoPath Form Template
    System -> Item -> Document ->   JavaScript Display Template
    System -> Item -> Document ->   Link to a Document
    System -> Item -> Document ->   List View Style
    System -> Item -> Document ->   Master Page
    System -> Item -> Document ->   Master Page Preview
    System -> Item -> Document ->   Office Data Connection File
    System -> Item -> Document ->   PerformancePoint Monitoring Document Type
    System -> Item -> Document ->   Picture
    System -> Item -> Document ->   Report Document
    System -> Item -> Document ->   Rich Media Asset
    System -> Item -> Document ->   System Master Page
    System -> Item -> Document ->   System Page
    System -> Item -> Document ->   System Page Layout
    System -> Item -> Document ->   Translation Package
    System -> Item -> Document ->   Translation Status
    System -> Item -> Document ->   Universal Data Connection File
    System -> Item -> Document ->   Unknown Document Type
    System -> Item -> Document ->   User Workflow Document
    System -> Item -> Document ->   Wiki Page
    System -> Item -> Document -> Basic Page ->   Web Part Page
    System -> Item -> Document -> Display Template ->   Control Display Template
    System -> Item -> Document -> Display Template ->   Display Template Code
    System -> Item -> Document -> Display Template ->   Filter Display Template
    System -> Item -> Document -> Display Template ->   Group Display Template
    System -> Item -> Document -> Display Template ->   Item Display Template
    System -> Item -> Document -> PerformancePoint Monitoring Document Type ->   PerformancePoint Data Source
    System -> Item -> Document -> Rich Media Asset ->   Audio
    System -> Item -> Document -> Rich Media Asset ->   Image
    System -> Item -> Document -> Rich Media Asset ->   Video Rendition
    System -> Item -> Document -> System Master Page ->   ASP NET Master Page
    System -> Item -> Document -> System Master Page -> ASP NET Master Page ->   Html Master Page
    System -> Item -> Document -> System Page ->   Page
    System -> Item -> Document -> System Page -> Page ->   Article Page
    System -> Item -> Document -> System Page -> Page ->   Catalog-Item Reuse
    System -> Item -> Document -> System Page -> Page ->   Enterprise Wiki Page
    System -> Item -> Document -> System Page -> Page ->   Error Page
    System -> Item -> Document -> System Page -> Page ->   Redirect Page
    System -> Item -> Document -> System Page -> Page ->   Welcome Page
    System -> Item -> Document -> System Page -> Page -> Enterprise Wiki Page ->   Project Page
    System -> Item -> Document -> System Page Layout ->   Page Layout
    System -> Item -> Document -> System Page Layout -> Page Layout ->   Html Page Layout
    System -> Item -> Event ->   Reservations
    System -> Item -> Event ->   Schedule
    System -> Item -> Event ->   Schedule and Reservations
    System -> Item -> Folder ->   Discussion
    System -> Item -> Folder ->   Document Collection Folder
    System -> Item -> Folder ->   RootOfList
    System -> Item -> Folder ->   Summary Task
    System -> Item -> Folder -> Document Collection Folder ->   Document Set
    System -> Item -> Folder -> Document Collection Folder -> Document Set ->   System Media Collection
    System -> Item -> Folder -> Document Collection Folder -> Document Set -> System Media Collection ->   Video
    System -> Item -> PerformancePoint Base ->   PerformancePoint Dashboard
    System -> Item -> PerformancePoint Base ->   PerformancePoint Filter
    System -> Item -> PerformancePoint Base ->   PerformancePoint Indicator
    System -> Item -> PerformancePoint Base ->   PerformancePoint KPI
    System -> Item -> PerformancePoint Base ->   PerformancePoint Report
    System -> Item -> PerformancePoint Base ->   PerformancePoint Scorecard
    System -> Item -> Task ->   Administrative Task
    System -> Item -> Task ->   Workflow Task
    System -> Item -> Task ->   Workflow Task (SharePoint 2013)
    System -> Item -> Task -> Workflow Task ->   PSWApprovalTask
    System -> Item -> Task -> Workflow Task ->   SharePoint Server Workflow Task
    System -> Item -> Task -> Workflow Task -> SharePoint Server Workflow Task ->   Approval Workflow Task (en-US)
    System -> Item -> Task -> Workflow Task -> SharePoint Server Workflow Task ->   Collect Feedback Workflow Task (en-US)
    System -> Item -> Task -> Workflow Task -> SharePoint Server Workflow Task ->   Collect Signatures Workflow Task (en-US)
    System -> Item -> Task -> Workflow Task -> SharePoint Server Workflow Task ->   Publishing Approval Workflow Task (en-US)
    System -> Item -> Task -> Workflow Task -> SharePoint Server Workflow Task ->   Signatures Workflow Task Deprecated

     


     

    System ->   Item
System -> Item ->   Announcement
System -> Item ->   Circulation
System -> Item ->   Comment
System -> Item ->   Contact
System -> Item ->   Device Channel
System -> Item ->   Document
System -> Item ->   DomainGroup
System -> Item ->   East Asia Contact
System -> Item ->   Event
System -> Item ->   Folder
System -> Item ->   Health Analyzer Report
System -> Item ->   Health Analyzer Rule Definition
System -> Item ->   Holiday
System -> Item ->   Issue
System -> Item ->   Link
System -> Item ->   Message
System -> Item ->   New Word
System -> Item ->   Official Notice
System -> Item ->   Page Output Cache
System -> Item ->   PerformancePoint Base
System -> Item ->   Person
System -> Item ->   Phone Call Memo
System -> Item ->   Post
System -> Item ->   Published Link
System -> Item ->   Resource
System -> Item ->   Resource Group
System -> Item ->   Reusable HTML
System -> Item ->   Reusable Text
System -> Item ->   Rule
System -> Item ->   SharePointGroup
System -> Item ->   Task
System -> Item ->   Timecard
System -> Item ->   Users
System -> Item ->   What's New Notification
System -> Item ->   Workflow History
System -> Item ->   WorkflowServiceDefinition
System -> Item ->   WorkflowServiceSubscription
System -> Item -> Document ->   Basic Page
System -> Item -> Document ->   Design File
System -> Item -> Document ->   Device Channel Mappings
System -> Item -> Document ->   Display Template
System -> Item -> Document ->   Dublin Core Columns
System -> Item -> Document ->   Form
System -> Item -> Document ->   InfoPath Form Template
System -> Item -> Document ->   JavaScript Display Template
System -> Item -> Document ->   Link to a Document
System -> Item -> Document ->   List View Style
System -> Item -> Document ->   Master Page
System -> Item -> Document ->   Master Page Preview
System -> Item -> Document ->   Office Data Connection File
System -> Item -> Document ->   PerformancePoint Monitoring Document Type
System -> Item -> Document ->   Picture
System -> Item -> Document ->   Report Document
System -> Item -> Document ->   Rich Media Asset
System -> Item -> Document ->   System Master Page
System -> Item -> Document ->   System Page
System -> Item -> Document ->   System Page Layout
System -> Item -> Document ->   Translation Package
System -> Item -> Document ->   Translation Status
System -> Item -> Document ->   Universal Data Connection File
System -> Item -> Document ->   Unknown Document Type
System -> Item -> Document ->   User Workflow Document
System -> Item -> Document ->   Wiki Page
System -> Item -> Document -> Basic Page ->   Web Part Page
System -> Item -> Document -> Display Template ->   Control Display Template
System -> Item -> Document -> Display Template ->   Display Template Code
System -> Item -> Document -> Display Template ->   Filter Display Template
System -> Item -> Document -> Display Template ->   Group Display Template
System -> Item -> Document -> Display Template ->   Item Display Template
System -> Item -> Document -> PerformancePoint Monitoring Document Type ->   PerformancePoint Data Source
System -> Item -> Document -> Rich Media Asset ->   Audio
System -> Item -> Document -> Rich Media Asset ->   Image
System -> Item -> Document -> Rich Media Asset ->   Video Rendition
System -> Item -> Document -> System Master Page ->   ASP NET Master Page
System -> Item -> Document -> System Master Page -> ASP NET Master Page ->   Html Master Page
System -> Item -> Document -> System Page ->   Page
System -> Item -> Document -> System Page -> Page ->   Article Page
System -> Item -> Document -> System Page -> Page ->   Catalog-Item Reuse
System -> Item -> Document -> System Page -> Page ->   Enterprise Wiki Page
System -> Item -> Document -> System Page -> Page ->   Error Page
System -> Item -> Document -> System Page -> Page ->   Redirect Page
System -> Item -> Document -> System Page -> Page ->   Welcome Page
System -> Item -> Document -> System Page -> Page -> Enterprise Wiki Page ->   Project Page
System -> Item -> Document -> System Page Layout ->   Page Layout
System -> Item -> Document -> System Page Layout -> Page Layout ->   Html Page Layout
System -> Item -> Event ->   Reservations
System -> Item -> Event ->   Schedule
System -> Item -> Event ->   Schedule and Reservations
System -> Item -> Folder ->   Discussion
System -> Item -> Folder ->   Document Collection Folder
System -> Item -> Folder ->   RootOfList
System -> Item -> Folder ->   Summary Task
System -> Item -> Folder -> Document Collection Folder ->   Document Set
System -> Item -> Folder -> Document Collection Folder -> Document Set ->   System Media Collection
System -> Item -> Folder -> Document Collection Folder -> Document Set -> System Media Collection ->   Video
System -> Item -> PerformancePoint Base ->   PerformancePoint Dashboard
System -> Item -> PerformancePoint Base ->   PerformancePoint Filter
System -> Item -> PerformancePoint Base ->   PerformancePoint Indicator
System -> Item -> PerformancePoint Base ->   PerformancePoint KPI
System -> Item -> PerformancePoint Base ->   PerformancePoint Report
System -> Item -> PerformancePoint Base ->   PerformancePoint Scorecard
System -> Item -> Task ->   Administrative Task
System -> Item -> Task ->   Workflow Task
System -> Item -> Task ->   Workflow Task (SharePoint 2013)
System -> Item -> Task -> Workflow Task ->   PSWApprovalTask
System -> Item -> Task -> Workflow Task ->   SharePoint Server Workflow Task
System -> Item -> Task -> Workflow Task -> SharePoint Server Workflow Task ->   Approval Workflow Task (en-US)
System -> Item -> Task -> Workflow Task -> SharePoint Server Workflow Task ->   Collect Feedback Workflow Task (en-US)
System -> Item -> Task -> Workflow Task -> SharePoint Server Workflow Task ->   Collect Signatures Workflow Task (en-US)
System -> Item -> Task -> Workflow Task -> SharePoint Server Workflow Task ->   Publishing Approval Workflow Task (en-US)
System -> Item -> Task -> Workflow Task -> SharePoint Server Workflow Task ->   Signatures Workflow Task Deprecated

     

     

     

     

     

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    11/25/2015

    Updated the "How to change the default home page article…"

     

    Updated the following article to include SharePoint, 2007, 2010, 2013, 2016 and SharePoint Online.

    http://techtrainingnotes.blogspot.com/2011/06/sharepoint-how-to-change-default-home.html

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    11/23/2015

    SharePoint 2013: Hide JSLink from Team Members

    This article applies to SharePoint Online, SharePoint 2013 and 2016.

     

    Let's start with a couple "did you knows"…

    Did you know:

    • All users with Edit and Contribute permission levels can edit the home page of your site?
    • The same users can edit or delete any page in the Site Pages library.?
    • They can also edit the web parts on that page? And use advanced options like JS Link?

    As part of your SharePoint governance or best practices you may want to limit who can use some of the more advanced customization features of SharePoint 2013 and 2016. JS Link, is after all, JavaScript programming and it can cause issues for daily support and the upgrade to future versions of SharePoint.

    Before we get into locking down just JS Link, let's address the "did you knows". You may want to think about changing the permissions of Site Pages, Site Assets and a few other libraries to read only for all users except for Site Owners. Those libraries really should not be open for all to edit.

     

    About JS Link

    JS Link is a really cool technology introduced with SharePoint 2013 to let us customize web parts, views and list forms without "un-ghosting" pages using SharePoint Designer. It lets us create a JavaScript text file, store it in a library, and then link it to a web part or a form. If you are a developer, you can also use JS Link with Site Columns and Site Content Types. One of the benefits of JS Link is that the customization file can be created once, stored in a library and then be linked into many web parts and forms. When you need a change in the future, you only need to edit a single JavaScript file and not dozens or hundreds of web parts.

    For web parts, JS Link is added in the Miscellaneous section of the web part properties panel.

    image

     

    Hiding JS Link

    As SharePoint does not have a "switch" where we can just turn off the use of JS Link, we will need to come up with a CSS or JavaScript solution. If you add the following CSS to your master page (lots of ways to do this) then the JS Link box will be hidden.

    <style type="text/css">
  input[id$="_JSLink_EDITOR"] {
    display:none;
  }
  label[for$="_JSLink_EDITOR"] {
    display:none;
  }
</style>

     

    While we are at it, you may also want to hide the XSL Link option too:

    <style type="text/css">
  input[id$="_JSLink_EDITOR"] {
    display:none;
  }
  label[for$="_JSLink_EDITOR"] {
    display:none;
  }
  input[id$="_XslLink_EDITOR"] {
    display:none;
  }
  label[for$="_XslLink_EDITOR"] {
    display:none;
  }
</style>

     

    But what about the Site Owner?

    If you want some users to still be able to edit the JS Link and XSL Link options then we can give those back using a SharePoint Security Trimmed Control. You just need to pick a permission that is unique that that group of users such as Add and Customize Pages. In the example below we take away JS Link from all users, and then give it back to select users.

    <style type="text/css">
  input[id$="_JSLink_EDITOR"] {
    display:none;
  }
  label[for$="_JSLink_EDITOR"] {
    display:none;
  }
  input[id$="_XslLink_EDITOR"] {
    display:none;
  }
  label[for$="_XslLink_EDITOR"] {
    display:none;
  }
</style>
    
<Sharepoint:SPSecurityTrimmedControl runat="server" 
  PermissionsString="AddAndCustomizePages">
  <!-- Let owners and designers see the JSLink options -->
  <style type="text/css">
    input[id$="_JSLink_EDITOR"] {
      display:inline;
    }
    label[for$="_JSLink_EDITOR"] {
      display:inline;
    }
    input[id$="_XslLink_EDITOR"] {
      display:inline;
    }
    label[for$="_XslLink_EDITOR"] {
      display:inline;
    }
  </style>
</SharePoint:SPSecurityTrimmedControl>

     

    .

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    11/16/2015

    Add a Crumb Trail to SharePoint 2013

     

    Solution #1: Restore the SharePoint 2010 Navigate Up button

    See here: http://techtrainingnotes.blogspot.com/2014/06/sharepoint-2013-restoring-2010-navigate.html

    [image%255B21%255D.png]

     

    Solution 2: Add an always displayed site crumb trail

    If you only need a crumb trail to be able to navigate back up to a parent site then we can add a site map control to the master page like this:

    <span style="font-size:8pt;">
  <asp:SiteMapPath id="ContentMap2" 
       SkipLinkText="" NodeStyle-CssClass="ms-sitemapdirectional" 
       runat="server"/> 
</span>

    Edit your master page, search for "</h1>" and add the HTML above just below the "</h1>".

    The result will look like this:

    image

     

    Solution 3: Add an always displayed site and folder crumb trail

    See the link below for a nice solution that reuses the SharePoint:ListSiteMapPath control from the SharePoint 2010 Navigate Up control and reformats it into a single line.

    http://www.broculos.net/2013/12/sharepoint-2013-branding-show-folder.html

    The result looks like this:

    image

    Notes:

    • The author of that article was working with a Publishing feature Design Manager master page and wrapped the control inside of an HTML comment block. (<!--   -->) You will not need this for a non-publishing site master paged edited in SharePoint Designer.
    • The article's sample CSS code needs to be placed inside of a linked CSS file or inside of style tags. <style type="text/css">  ,,,  </style>
    • To get the crumb trail display exactly where I wanted it I added it just after the "</h1>" tag in the master page and added this to the article's CSS:
        .my-breadcrumb {
           margin-top:0px;
           margin-left:3px;
           font-size:8pt;
        }

     

    Other options

    Here's a project that adds a folder crumb trail to library web parts using JS Link: SharePoint 2013: Folder Navigation/Breadcrumb
    http://social.technet.microsoft.com/wiki/contents/articles/19713.sharepoint-2013-folder-navigationbreadcrumb.aspx and here: http://ranaictiu-technicalblog.blogspot.com/2013/07/sharepoint-2013-folder-navigation-for.html

    The only disadvantage to this solution is that you need to make a change to every list/library/view web part.

     

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    11/14/2015

    Weird SharePoint Icons = Timeout!


    Have you ever had a SharePoint page "explode"? Odds are something from the server timed out. In the example below the CSS files never got loaded. The links timed out. A simple refresh should fix it. If it does, let your server admins know about the issue.

    BTW, those weird looking icon collections are call image sprites.

    image

     

    If the refresh does not fix the problem, you may have a broken master page. (Have you been playing around with SharePoint Designer?) You can either use SharePoint Designer to select a working master page or edit your site's URL to take you to the Site Settings page and select one there..
    Change:
      http://yourServer/sites/yourSite/Pages/Default.aspx  (or whatever your URL looks like)
    to something like:
      http://yourServer/sites/yourSite/_layouts/settings.aspx  (2013 will redirect and add a "15" to the URL.)

    From that page you can select another master page or make other changes to fix the issue. In some cases you even need to open SharePoint Designer to undo the change you made or to select another master page. For a publishing site click Master Pages in the Look and Feel section of the Site Settings page. If you see the following message then you do have a master page problem.

    image

    In some cases, just clicking OK and selecting the same master page will fix the problem. Otherwise, select Seattle or Oslo and see if that gets your site working again.

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    11/08/2015

    Fifty+ SharePoint 2013 Sample Background Images

    The following applies to SharePoint 2013 and SharePoint Online / Office 365.

    Theme Background Images

    When designing a theme for your site you can use a background image for the page. Did you know that SharePoint 2013 includes more than fifty 1024 x 768 sample images? Ten of the sample themes use the first ten of these images. These ten images and forty more can be found at the following URLs:

    https://yourServerDomain/_layouts/15/images/image_bg002.jpg
    or
    https://yourServerDomain/sites/yourSite/_layouts/15/images/image_bg002.jpg

    Replace the “image_bg002.jpg” with the names from the samples below.

     

    Background images used with the sample themes:

    image

     

    Additional Background Images Available:

    image
    image
    image
    image
    image

     

    And a few more interesting images from that folder:

    image

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    11/04/2015

    The specified module 'Microsoft.Online.SharePoint.PowerShell' was not loaded

     

    When trying to load the SharePoint Online PowerShell module into the ISE or an existing shell you may get the error below. Simple problem with a non-obvious error message… The fix is easy… after installing the SharePoint Online Management Shell, run PowerShell or the ISE as Administrator. 

    PS C:\> Import-Module Microsoft.Online.SharePoint.PowerShell -DisableNameChecking
Import-Module : The specified module 'Microsoft.Online.SharePoint.PowerShell' was not loaded because no valid 
module file was found in any module directory.
At line:1 char:1
+ Import-Module Microsoft.Online.SharePoint.PowerShell -DisableNameChecking
+ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
    + CategoryInfo          : ResourceUnavailable: (Microsoft.Online.SharePoint.PowerShell:String) [Import-Mo 
   dule], FileNotFoundException
    + FullyQualifiedErrorId : Modules_ModuleNotFound,Microsoft.PowerShell.Commands.ImportModuleCommand
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    10/30/2015

    Trick or Treat? A Day in the Life of the SharePoint Share Button…

     

    Every once and a while I work a little on my next book, SharePoint 2103 Security. At the pace I'm going it may never get done. As I'm always a bit surprised at the response and disbelief I get when I tell people about the Share button, I added a chapter to the book about the Share buttons, what they do and what you can do about them. As the book may never get done… I'll click a "share" button and share part of it with you. 

     

    Is the Share Button Evil? 

    So how about a little demo. One of my users, Sam, thinks Susan would be interested in one of our purchase orders. Here’s a walkthrough of what Sam, Susan, a few other strangers, and the Site Owner might see.

     

    Mike adds a team member to the new site

    Mike, the Site Owner of a new site, adds Sam to the members group.

    1. Mike goes to Settings (gear), Site Settings, Site Permissions.
      clip_image002
    2. There he notes that this site has unique permissions, i.e., does not inherit permissions from the parent site, and that users currently only have access to the site through group membership. He also notes the “different permissions” message and checks it to see that it only applies to the MicroFeed.
       
    3. Mike adds Sam to the Team Subsite Members group. Note that the group has the default “Edit” permission level. (Sam can add, edit and delete documents, and customize and delete the entire library!)
      clip_image004

     

    Along comes Sam…

    Sam is browsing the Purchase Orders library and thinks Susan would be interested in one of the Purchase Orders.

    1. Sam checkmarks one of the purchase orders and clicks one of the Share buttons. (Share buttons are above the library, in the ribbon and in the “…” menus.)
      clip_image006 
    2. Susan receives an email with a link to the document. Sam got copied on the email, but the Site Owner did not.
      clip_image008

     

    Susan gets an email…

    Susan receives the email and out of curiosity…

    1. Susan clicks the link in the email… the document opens in Office Word Apps (now called Office Online). If the document is not supported by Office Web Apps or the browser then Susan will get a blank page with a download prompt.
      clip_image010 
    2. Susan sees the “Share” button! She clicks it and shares the file with a coworker!
      clip_image012

     

    And then there's Stella…

    1. Stella clicks the link, and not knowing about the auto-save features of Office Web Apps, makes a fun edit.
      clip_image014 
    2. Not knowing about the “comments thing” she adds a couple little test comments.
      image
       
    3. Stella thinks this is kind of fun and clicks the Share button…………
       
    4. Later she sees the site name (“Team Subsite” in this demo) and clicks the link.
      clip_image018 
      As she has "Limited Access" to the site she can see the library page, and there only the document that was shared with her. While she cannot see Quick Launch or the Top Link bar, she can see other custom text and links that you may have added to the site's master page. She may also see that you have changed your site logo to a picture of your new top secret product.

     

    Bad day for Mike!

    1. The next day Mike gets a phone call from the team member who created the purchase order asking “Who is Stella” and why is she making changes to my purchase orders? I thought you only granted access to this site to our team? Oh, and I’m going to talk to HR about some of the comments she added!”
          image 
    2. Mike starts doing detective work…
      1. The file has been modified. (“Gee I wish I had turned on versioning!” he says.)
      2. He checkmarks the purchase order, clicks the Share button (one of several ways to do this) and clicks Shared With, and sees “there’s a lot of sharing going on!”
           clip_image020 
      3. He notes that Sam is on the team, but has no idea who Stella or Susan are. Hoping to find who shared this file with these people, he clicks ADVANCED.
            clip_image022 
      4. But, there’s nothing there that he hadn’t already seen.
         
      5. He clicks Check Permissions, enters Stella's name and only learns that she has Limited Access. This only lets him know that she has special permissions set on some object in the site… could be one item or hundreds… and there's nothing out of the box that will list them all in one step.
            image 
      6. Sam goes to Settings, Site Settings, Site Permissions to see if there anything to be learned there.
           clip_image024 
      7. Clicking Show users he again finds that Stella and Susan have Limited Access permissions to the site.
            clip_image026 
      8. Clicking Show these items he finds he has a dozen libraries with hundreds of “shared” files, all with broken inheritance.
         
      9. Mike thinks about finding another job…
         
    3. A few days later Mike creates a new group called Managers and adds three people to the group. Later one of those people call Mike about a missing purchase order. “Hey Mike, I can see PO’s 12345, 12346, 12348, 12349, but not 12347. Did we skip a number?”
      1. With broken inheritance Mike has to remember to grant access to all broken inheritance files whenever adding new groups.
         
    4. Mike gives up, resets all of the broken inheritance (hours of work) and turns off the ability for team members to share:
          clip_image028
      He did leave “Allow access requests” for those special situations.
       
    5. If he unchecks all of the Access Request options then the Share buttons are still displayed to tempt the users, but when they click the buttons they will get this popup:
          image

      You may just want to hide those Share buttons! Take a look at this article: http://techtrainingnotes.blogspot.com/2015/08/hiding-evil-sharepoint-2013-share.html

     

    And did you know…

    Visitors can share! But at least it’s not automatic. When they click Share and complete the form a Sharing Request is sent to the site owner (actually the name listed in the Access Request Settings dialog box). And there’s a surprise… the new user by default gets Edit Permission Level access to the document!

    The flow:

    1. Visitor user checkmarks a file, clicks Share and share the file.
    2. A popup is displayed:
          clip_image030 
    3. The site owner gets an email,
      clip_image032
      and if they go to Settings, Site Settings, Site Permissions they will see:
          clip_image034 
    4. If the site owner clicks the link in the email and approves, the user gets the Edit Permission level. If the site owner goes to Site Permissions and click the link there, they can click “…” and pick a permission.
      clip_image036

     

    Takeaways…

    1. Sharing a file is easy!
       
    2. By default, team members can share any file.
       
    3. Visitors can even generate Share Requests that could result in someone else getting “Edit” permissions on the document.
       
    4. Sharing breaks inheritance and complicates future site maintenance.
       
    5. There is no audit trail. No “who done it” report.
       
    6. There are no built-in tools or reports to list everything a user has access to. (Third party tools and/or PowerShell to the rescue!)
       
    7. It can be turned off. The buttons can even be hidden with a customization.
       
    8. Having items with broken inheritance will create a lot of additional work for site owners and auditors.

     

    .

    Oh, and if you can't wait for the book…

    Buy the 2010 book. A good 98% of it still applies to 2013. The only big things missing are the Edit Permission Level, the Share buttons and App permissions.

    SharePoint 2010 Security for the Site Owner: and for Administrators and Developers!

     

     

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    10/27/2015

    SharePoint: Sort and Filter on One Column While Displaying Another

    This article includes both 2010 and 2013 examples.

    Let's say you wanted to display a Date/Time down to the minute or second, but you wanted the column heading to filter by days or months. By default the column filter dropdown displays one each of what ever it finds in the column, or in the case of dates, the nearest day.

    image

    But if you want just the months or years in the dropdown, then maybe something like this:

    image        image

     

    It's not to hard to do in SharePoint 2010, and fairly easy in SharePoint 2013

    In SharePoint 2010 we still have a fully working SharePoint Designer that can easily edit web parts. In SharePoint 2013, Designer is pretty much broken for web part work, which is just as well as we should be looking at the newest tools in 2013 for our customizations. In this example we will be using JS Link for 2013.

     

    Steps for SharePoint 2010

    The basic steps:

    • Create a new list named "Event Announcements".
    • Add a Date and Time column named "EventDate".
    • Add a Calculated column named "Event Date" to display a YYYY-MM version of the date that can be used to filter by month.
    • Use SharePoint Designer to display the full date in the calculated column by hand customizing the XSLT.

    Note: Although the names of my columns differ only by a space, you can use any column names you like. I will use EventDate for data entry and Event Date for display.

    Steps:

    1. Go to your site and create a test list. For this example an Announcements list would be a good choice.
    2. Create a new column named "EventDate". (You will enter your date data here.) 
      1. In the List ribbon click Create Column.
      2. Enter "EventDate" as the name.
      3. Set the type to Date and Time.
      4. Set Date and Time Format to Date & Time.
      5. Click OK.
    3. Create a new column named "Event Date". (This column will control the filter grouping.)
      1. In the List ribbon click Create Column.
      2. Enter "Event Date" as the name.
      3. Set the type to Calculated.
      4. Enter this formula:
           =TEXT([EventDate],"yyyy-mm")
        or for years instead of months:
           =TEXT([EventDate],"yyyy")
      5. Set The data type returned from this formula to Single line of text.
      6. Click OK.
    4. Add some sample data with dates spread across two or three different months.
       
    5. Open SharePoint Designer 2010 and open your site.
    6. Click Lists and Libraries and click your list.
    7. Find and click your view (I used All Items).
    8. If the screen is not in Split view click Split at the bottom of the screen.
    9. In the Code view pane click in the web part code. (The code without the yellow background.)
    10. In the List View Tools / Design ribbon click Customize XSLT and Customize Entire View.
      image
    11. In the design view click on any one of the dates in the EventDate column.
         image
    12. Verify the field name by looking up a few lines for FieldRef_ValueOf. My field is EventDate.
         image
    13. In the design view click on any one of the dates in the Event Date column. (the calculated column)  This will highlight a line in the Code view.
    14. Edit the "value-of" element to change from this:
        <xsl:value-of select="$thisNode/@*[name()=current()/@Name]"/>
      to this:
        <xsl:value-of select="$thisNode/@*[name()='EventDate']"/>
      Note that you are replacing the expression "current()/@Name" to the name of the field wrapped in single quotes. I.e. 'EventDate'. EventDate is column from which you want to copy the data.
    15. Save the file.
    16. Return to the browser and test the view. You can edit the view and remove the EventDate column as we only need the Event Date column.
         image

     

    Steps for SharePoint 2013

    The basic steps:

    • Create the test list and columns. (Same steps as for 2010)
    • Create the JS Link JavaScript file.
    • Upload or save the file to a SharePoint library.
    • Edit the view's web part and link to the JS File.

    Steps:

    1. Go to your site and create a test list. For this example an Announcements list would be a good choice.
    2. Create a new column named "EventDate". (You will enter your date data here.) 
      1. In the List ribbon click Create Column.
      2. Enter "EventDate" as the name.
      3. Set the type to Date and Time.
      4. Set Date and Time Format to Date & Time.
      5. Click OK.
    3. Create a new column named "Event Date". (This column will control the filter grouping.)
      1. In the List ribbon click Create Column.
      2. Enter "Event Date" as the name.
      3. Set the type to Calculated.
      4. Enter this formula:
           =TEXT([EventDate],"yyyy-mm")
        or for years instead of months:
           =TEXT([EventDate],"yyyy")
      5. Set The data type returned from this formula to Single line of text.
      6. Click OK.
    4. Add some sample data with dates spread across two or three different months.
       
    5. Open SharePoint Designer 2013 and your site.
    6. In the Navigation area click Site Assets. (or any other library)
    7. Right-click in any empty space in the file area and select New and HTML.
    8. Right-click the new file and rename it to GroupByMonthJSLink.js (any name will do)
    9. Click the new file and then click Edit File.
    10. Select all of the HTML and delete it.
    11. Enter the JavaScript listed below.
    12. Save the file.
    13. Go to the new list.
    14. Click Settings (gear) and Edit Page.
    15. In the list’s web part click the dropdown and click Edit Web Part.
    16. In the web part properties panel expand Miscellaneous.
    17. Enter the following path into the JS Link box:
      ~site/SiteAssets/GroupByMonthJSLink.js
      Note: "~site" points to current site/subsites URL while "~sitecollection" points to the top level site's URL.
    18. Click Apply. (You should see the change to the Event Date column.)
    19. Click OK
    20. In the Page ribbon click Stop Editing.
    21. Test! You can edit the view and remove the EventDate column as we only need the Event Date column.
         image

     

    The JavaScript File

    (function () { 

  // do all of the setup work...
  var TTNctx = {};
  TTNctx.Templates = {}; 

  // configure the Event_x0020_Date field to copy the EventDate values 
  // into the Event_x0020_Date column
  TTNctx.Templates.Fields = { 
    "Event_x0020_Date": 
           { "View": function (ctx) {return ctx.CurrentItem.EventDate} } 
  }; 

  // register the override
  SPClientTemplates.TemplateManager.RegisterTemplateOverrides(TTNctx);

})(); // end of function

     

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