Category Archives: SharePoint Tips

SharePoint 2013 Hosting Tutorial – Easy Ways to Make SharePoint Document Search

Do you love shopping online? I do! The major reason – within a few clicks I can usually find what I am looking for, without spending days sifting through the shelves and driving to stores. What makes online shopping experience awesome is the ability to filter through various criteria. Amazon® is one of the most famous and brightest examples. As soon as you type an item into a search box, you get a large selection of filters that can help you pinpoint the very item you are looking for. For example, if you are searching for shoes on Amazon®, you can filter search results by size, color, brand, price, reviews, etc. SharePoint document search should be no different.

explainsharepointmetadata2a

explainsharepointmetadata1

With this blog post, I would like to demonstrate how you can achieve a nearly identical experience when searching for documents in your SharePoint document library. One big assumption here is that you are using metadata to categorize your documents and not folders.

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OPTION 1: METADATA NAVIGATION

Metadata navigation is a feature that surfaces up metadata columns on the left-hand-side of the document library, nearly simulating an Amazon® search experience.

sharepointdocumentsearchonlineshopping2

NOTE: This option is only available to those with SharePoint on-premises. If you are in SharePoint Online (Office 365), you need to switch your modern document library into a classical experience in order for metadata navigation to be available.

OPTION 2: FILTER ICON

Another way to filter documents via metadata is via the new Filter icon. It is a new feature within the new document libraries. While you can filter any metadata columns in “the view” using column headers, filter icon allows you for a sleeker filtering experience, almost identical to online shopping one.

sharepointdocumentsearchonlineshopping1

To filter, just click on the icon and choose particular filters and it will filter results accordingly!

One other important thing to note is that filter icon is not only available on modern document libraries, but also on modern custom lists as shown below!

sharepointdocumentsearchonlineshopping3

Both of the options above provide a nice and intuitive user experience and will allow your users to find docs and content in a heartbeat while improving and promoting the user adoption of SharePoint in your organization.

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SharePoint 2013 Hosting – ASPHostPortal.com :: How to Add or Remove A New User to SharePoint Group Using Powershell Script

How to Add or Remove A New User to SharePoint Group Using Powershell Script

In SharePoint site you can see usually a lot of groups. Sometimes administrator gets a task to add user to several groups. If it’s 3-5 groups you can do it manually, but if you need to add user to 30 groups? I’m too lazy to do it manually and too smart not do it at all.

SharePoint 2013 Hosting

  1. Start your windows PowerShell on your computer.
  2. Right click and select Run as administrator option.
  3. Paste the below script on the PowerShell window and click the enter button.
  4. Check your SharePoint site Feature will activated successfully.

So let’s start out PowerShell ISE and connect SharePoint CMD-let:

if ((Get-PSSnapin "Microsoft.SharePoint.PowerShell" -ErrorAction SilentlyContinue) -eq $null) 
{ 
 Write-Host "Connect Sharepoint cmd-Let" 
 Add-PSSnapin Microsoft.SharePoint.PowerShell 
}

Let’s enter site collection url, username for inserting to groups and get array of destination SharePoint groups. For example, let this groups contain a string “admin”

$url = "http://user"
$userName = "user\testuser1"
$site = new-object Microsoft.SharePoint.SPSite($url) 
$web = $site.OpenWeb() 
$groups = $web.sitegroups
write-host "------get array of groups which contain a string "admin"-----" 
$myGroups = @(); 
foreach($group in $groups) { 
if($group -match "admin") { 
$myGroups += $group 
}

Go through each element of array and add user to SharePoint group

foreach ($gr in $myGroups) { 
#add user to SP Group
 Set-SPUser -Identity $userName -web $url -Group $gr 
 write-host "User " $userName "added to " $gr 
}

And if you made a false and, for example, entered wrong username, you can easily remove user from SharePoint groups with this PS-code:

foreach ($gr in $myGroups) { 
 $theGroup = $web.SiteGroups[$gr] 
 $theUser = $web.AllUsers.Item($userName) 
#Remove user from SP Group
 $theGroup.RemoveUser($theUser); 
 write-host "User " $userName " removed from " $gr
}

If you don’t want to collect these pieces here’s a full version:

if ((Get-PSSnapin "Microsoft.SharePoint.PowerShell" -ErrorAction SilentlyContinue) -eq $null) 
{ 
 Write-Host "Connect Sharepoint cmd-Let" 
 Add-PSSnapin Microsoft.SharePoint.PowerShell 
}
$url = "http://user"
$site = new-object Microsoft.SharePoint.SPSite($url) 
$web = $site.OpenWeb() 
$groups = $web.sitegroups 
$userName = "user\testuser1" 
write-host "--------------" 
$i = 0; 
$myGroups = @(); 
foreach($group in $groups) { 
 if($group -match "admin") { 
 $myGroups += $group 
 } 
} 
foreach ($gr in $myGroups) { 
 write-host $gr 
#add user to SP Group
 Set-SPUser -Identity $userName -web $url -Group $gr 
 $theGroup = $web.SiteGroups[$gr] 
 $theUser = $web.AllUsers.Item($userName) 
#Remove user from SP Group
# $theGroup.RemoveUser($theUser); 
 write-host "User " $userName "added to " $gr 
}

If there are non-english letters in a group name or if the group you need is on another site (but in this site collection), then you can have error on Set-SPUser command. In this case I can advice you to use another command $web.SiteGroups[group name].AddUser(user)

foreach ($gr in $myGroups) { 
 Write-Output "Группа: $gr " 
#alternative way to add user to SP Group 
 $theUser = $web.AllUsers.Item($userName)
 $web.SiteGroups[$gr].AddUser($theUser) 
 Write-Output "User $userName added to $gr" 
}

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SharePoint 2013 Hosting – ASPHostPortal.com :: SharePoint 2013 Management Tips

SharePoint 2013 boasts a more simplified user interface than its predecessors, but several new features make it not only a powerful tool for collaboration, but for data analysis and integration as well. Although most of these features are built-in or enabled by default, some may not be obvious at first glance or will require a few steps of configuration to avoid user confusion.

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From improved site creation to increased social media capabilities, these expert tips will help administrators and enterprises get the most out of what SharePoint 2013 has to offer.

The right way to configure co-authoring in SharePoint 2013

With document co-authoring enabled by default in SharePoint 2013, multiple users can edit a document at a time without overwriting previous changes. Administrators will still need to configure SharePoint so users aren’t required to check documents out of the document library, and document versioning — which is disabled by default — will also need to be configured appropriately.

SharePoint 2013′s tight social media integration

Unlike previous versions of SharePoint, which had limited social media capabilities, SharePoint 2013 integrates microblogging features found on Twitter and Facebook, including hashtags, follows, mentions and likes. Enterprises can leverage the increased connectivity of the SharePoint community as a way to share knowledge and improve team productivity.

How to synchronize SharePoint 2013 lists with Outlook 2013

Support for various types of SharePoint 2013 lists is built into Outlook 2013, allowing users to access their SharePoint data directly from the email client. However, administrators would do well to train users on accessing SharePoint data through Outlook in order to avoid any accidental crossover between personal and team information.

How the Design Manager in SharePoint 2013 modernizes site creation

Site creation is much more flexible in SharePoint 2013, thanks to the Design Manager. This new publishing feature not only allows users to upload designs created in the HTML or CSS design tools of their choice, but also features improved themes, design packages and device channels that render sites differently for mobile devices.

How SharePoint 2013 analytics enables real-time decision making

Accessing analytics is easier than ever in SharePoint 2013. OData support in Business Connectivity Services provides real-time access to data from multiple sources, and various Web protocols are available for query and update operations. Another improvement over past iterations of SharePoint is the fact that reports can now be generated in Excel.
How to synchronize SharePoint 2013 lists with Outlook 2013

Support for various types of SharePoint 2013 lists is built into Outlook 2013, allowing users to access their SharePoint data directly from the email client. However, administrators would do well to train users on accessing SharePoint data through Outlook in order to avoid any accidental crossover between personal and team information.

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SharePoint 2013 Hosting – ASPHostPortal.com :: Data Loss Prevention in SharePoint 2013

Data Loss Prevention in SharePoint 2013

A problem that has plagued many organizations over the years is how to best protect sensitive data in their SharePoint environments. This includes things like credit card, drivers license, and social security numbers. For SharePoint on premise deployments this has required third party applications to be used to provide this functionality to all locations in the SharePoint farm.

SharePoint 2013 Hosting - ASPHostPortal.com :: Data Loss Prevention in SharePoint 2013

Data Loss Prevention (DLP) is a feature that was first introduced in Exchange (2013 and Online) and is now in SharePoint Online (but not the on-premises version). I covered the initial news on this topic last year and took the chance at the Microsoft Ignite conference to find out had the functionality predicted then been realized in production.

DLP is actually a great example of how engineering teams are now working across multiple products rather than in the narrow silos of the past and it’s obvious that a lot of lessons learned from the DLP implementation in Exchange have influenced the implementation in SharePoint Online to provide protection against the misuse of sensitive data in documents. The documents can be stored in SharePoint or OneDrive for Business libraries.

Compliance officers, paralegals, or others performing a legal audit often need to assess the degree of risk posed by sensitive and personal data stored on SharePoint sites. Data loss prevention (DLP) in SharePoint Online provides you with a way to identify that data, so you can work with document owners to reduce any risk to your organization.

Assign permissions to the eDiscovery Center

Permissions are a big deal. And to run a query in the eDiscovery Center, you need lots of different types of permissions. Assigning permissions to multiple people for Exchange Online, SharePoint Online, the eDiscovery Center, and each site collection could take a long time.

If you only want to use the eDiscovery Center, you might wonder why you need all those other permissions. The eDiscovery Center is a site collection, and like any other site collection, you have to be given permissions to access it. Access to the eDiscovery Center, however, grants no special, automatic access to other site collections, to documents, or to content. To gain access to data stored on other site collections and in OneDrive, you’ll need to be granted admin permissions for each. Multiply that action times the number of admins in your organization, and you can see how it makes sense to optimize the process. Because the security group that you’ll create in the next set of tasks is powerful, choose its members carefully.

Open the eDiscovery Center

  • Sign in to the Office 365 admin portal.
  • In the Admin menu, choose SharePoint.
  • Click the link to the eDiscovery Center on the site collections link page. Your eDiscovery Center URL will look similar to this: http://contoso.sharepoint.com/sites/ediscovery.

Create an eDiscovery case

  • Cases are where you can run queries and export them for analysis. Follow these steps to create a case.
  • In the eDiscovery Center, click Create new case.
  • Type a <title and description> for your case.
  • In the Web Site Address box, type the last part of the URL you want for the case. Each case gets its own URL, so feel free to make this as unique and helpful as you’d like.
  • Under Select a template, select eDiscovery Case.
  • Under User Permissions, select whether to keep the same permissions as the parent site or use unique permissions. If specific people need access to this case but not to others, choose
  • Use unique permissions.
  • You can optionally choose to display the site on the Quick Launch or in the top link bar on the eDiscovery Center.
  • Click Create.

Query for sensitive data within a SharePoint site

Go to your case menu by using the URL you created. The case menu is specific to the case you’re working on and won’t show other cases that are in the eDiscovery Center. (When querying for sensitive data, you only need to pay attention to two sections on this page– Queries eDiscovery Sets.) Querying takes two steps: creating a query and running a query.

View and export the results of a query

You’ve made it. Now you can actually see the results of the query you’ve been building this whole time.

  • Click Search to see the results on the bottom of the page.
  • Click the Export button to view the data in a spreadsheet. For more information about exporting your data, see Export eDiscovery content and create reports.
  • Click Save if you want to keep the query.

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Sharepoint 2013 hosting – ASPHostPortal.com :: Solving Sharepoint cannot Login Problem by Using WAADby

Environment: SharePoint 2013, Windows Azure AD service as Identity Provider.

Issue: Cannot login to SharePoint Portal working and getting Session has timed out error. Steps to reproduce

  • Open SharePoint Portal
  • Portal navigates to Azure login page
  • After proving credentials, the page redirects to Azure login page

Cause: There is no SAMLResponse cookie available to validate the credentials and that is the reason why the login is failing. The FedAuth cookie that the SharePoint STS is setting before redirecting to SharePoint application is expiring. This is occurring because the cookie lifetime has exceeded the lifetime of the token issued by ACS, so it’s redirecting to get a new SAML token from ACS immediately.

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The login page keeps looping because because the default LogonTokenCacheExpirationWindow for the SharePoint STS is 10 minutes. The relying party by default it sets the token lifetime in ADFS to be 2 minutes, so as soon as it authenticated it knew the cookie was good for less time than the LogonTokenCacheExpirationWindow value. Therefore it goes back to ADFS to authenticate again. And so it goes , back and forth. So I needed to change the LogonTokenCacheExpirationWindow to be less than the SAML TokenLifetime.

Findings: The first time that you navigate to a SharePoint Portal that is secured with SAML claims, it redirects you to get authenticated and get your claims. Your SAML identity provider, also known as identity provider security token service (IP-STS), does all that and then redirects you to SharePoint. When you come back into SharePoint, SharePoint creates a FedAuth cookie; that is how SharePoint knows that you have been authenticated. To make a smoother end-user experience, SharePoint writes the FedAuth cookie value to the local cookies folder. On subsequent requests for that site, if SharePoint finds a valid FedAuth cookie for the site, SharePoint reads the cookie and takes you directly to the SharePoint content, without reauthenticating.
The token lifetime is determined by the Relying Party Trust in ADFS, and is stamped with the local time of that server before being sent to SharePoint. SharePoint is in charge of determining when it feels that the token has expired (based on the LogonTokenCacheExpirationWindow property). Both of these properties can be changed but unless you have a very specific scenario, there is likely no need. Default values work fine.

Resolution: The default lifetime for the SharePoint Relying Party in ACS and the STS token cache lifetime is 10 minutes. You can increase the SAML token lifetime in ACS on the SharePoint Relying Party trust to something higher that 600 seconds (10 minutes) so that the FedAuth cookie cache is lower than the SAML token lifetime.

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Sharepoint 2013 Hosting – ASPHostPortal.com :: User Profile Property Cannot be Deleted in SharePoint 2013

If you run into the problem that you can’t delete properties within the User Profile Service Application, an Exception like this will be shown:

User Profile Property Cannot be Deleted in SharePoint 2013

The delete operation failed, please try again later. If the problem persists, please contact your administrator.

To resolve the problem, grant “Full Control” permissions to the administrative Applicationpools group (WSS_WPG).

User Profile Property Cannot be Deleted in SharePoint 2013 2

Now you should be able to delete properties again.

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SharePoint 2013 Hosting – ASPHostPortal.com :: How to solve cannot connect to database at SQL server

You are engaged in building a new SharePoint Server 2013 farm on Windows Server 2012 servers. You have successfully installed all of the prerequisites and roles and features on all servers that will host SharePoint.

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You have installed and configured a new instance of SQL Server 2012. You have configured a database server alias on all SharePoint servers. You have not yet run the configuration wizard, but are now beginning configuration tasks. Your first task is to create the configuration database manually so as to avoid the lengthy GUID that SharePoint configuration wizard normally appends to the database name. On the batch serverYou run New-SPConfigurationDatabase, and then experience the following response in the management shell:

New-SPConfigurationDatabase : Cannot connect to database master at SQL server at [DatabaseAlias]. The database might not exist, or the current user does not have permission to connect to it. At line:1 char:1 + New-SPConfigurationDatabase -DatabaseName DB_Config -DatabaseServer [alias] – … + ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ + CategoryInfo : InvalidData:(Microsoft.Share… urationDatabase:SPCmdletNewSPConfigurationDatabase) [New-SPConfigurationDatabase], SPException + FullyQualifiedErrorId : Microsoft.SharePoint.PowerShell.SPCmdletNewSPConfigurationDatabase
This is a critical problem, as it prevents further installation efforts. Below are my troubleshooting steps and ultimate resolution.

Troubleshooting
Action: verified spelling of database server.
Results: verified.
Action: verify database alias (cliconfg).
Results: alias configured and appears to be correct.
Action: verify farm service account name and password by adding to managed accounts of another SharePoint farm.
Results: farm service account name successfully added to Managed Accounts of another farm.
Action: verify that farm service account added to SQL Server instance logins and configured with dbcreator and securityadmin roles. Start SQL Server Management Studio, navigate to [name]\security\.
Results: verified.
Action: verify that all SQL server services are running. Started SQL Server Configuration Manager
Results: verified that SQL Server, SQL Server Agent and SQL Server Browser are all running.
Action: verify that TCP/IP protocol is enabled. started SQL Server Configuration Manager
Results: verified that TCP/IP is enabled for SQL Native Client 11.0 Configuration (32 bit), SQL Server Network Configuration and SQL Native Client 11.0 Configuration.
Action: verify that remote connections are enabled. In SQL Server Management Studio, right-click server name instance in tree, select Properties, select Connections, look for Allow remote connections to this server.
Results: was enabled.
Action: check (trarget) SharePoint server Application log.
Results: found the following events correlated with attempts to run script:
Log Name: Application
Source: Microsoft-SharePoint Products-SharePoint
Foundation
Date: [date/time]
Event ID: 5586
Task Category: Database
Level: Error
Keywords:
User: [Administrator]
Computer: [ServerName]
Description:
Unknown SQL Exception -1 occurred. Additional error information
from SQL Server is included below.

A network-related or instance-specific error occurred while
establishing a connection to SQL Server. The server was not
found or was not accessible. Verify that the instance name
is correct and that SQL Server is configured to allow remote
connections. (provider: SQL Network Interfaces, error: 26 -
Error Locating Server/Instance Specified)
Event Xml:…

and

Log Name: Application
Source: Microsoft-SharePoint Products-SharePoint
Foundation
Date: [date/time]
Event ID: 3363
Task Category: Database
Level: Critical
Keywords:
User: [Administrator]
Computer: [ServerName]
Description:
Cannot connect to database master at SQL server at
[DatabaseServerAlias]. The database might not exist, or the
current user does not have permission to connect to it.
Event Xml:

Observation: issue likely due to connectivity with database; possible firewall issue – firewall blocking communication.
Action: disable firewall. On Server Manager, select Local Server, then click link next to Windows Firewall. Then click Turn Windows Firewall on of off.
Result: Settings are managed by GPO – can’t change.
Action: run netsh command: netsh firewall set allprofiles state off, then re-run New-SPConfigurationDatabase.
Result: same connection error.
Action: run netsh command: netsh firewall set opmode state off, then re-run New-SPConfigurationDatabase.
Result: same connection error.
Action: attempt ODBC connection using ODBC Data Source Administrator
Results: connection failed.
cannot connect to database at SQL server

Action: in Services control panel, set startup to Disabled. Restarted server.
Results: On reboot, Firewall disabled.
Action: attempt ODBC connection using ODBC Data Source Administrator.
Results: connection succeeded.
Observation: this is a firewall issue on the SQL Server instance.
Action: started Firewall service, then ran netsh scripts again, this time setting states to On. Then tested ODBC connectivity again.
Results: connection failed.
Action: on SQL Server, using the Windows Firewall with Advanced Security configured two TCP and two program inbound firewall rules: SQL – sqlbrowser.exe, SQL – sqlservr.exe, SQL – TCP 1433 and SQL – UDP 1434. Then tested ODBC connectivity again.
Results: connection failed.
Action: reviewed Firewall log.
Results: all TCP packets sent to SQL Server ports were being dropped.
Action: discussed results with sysadmin, who noted impact of group policy object. recommend that rules be created in local GPO instead. This can be verified by viewing rules under Windows Firewall with… / Monitoring / Firewall.
Results: none of the new firewall rules were listed.
Observation: New firewall rules were being overridden by GPO.
Action: launched local GP editor applet. Configured the four rules noted previously. Then tested ODBC connectivity again.
Results: connection succeeded.

Solution
Implement firewall rules as noted in reference [3]. These may need to be configured in GPO if Firewall access controlled by GPO.

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SharePoint 2013 Hosting – ASPHostPortal.com :: How to Fix SharePoint 0x8004010F Error

Task ‘SharePoint‘ reported error (0x8004010F) : ‘The SharePoint List  cannot be found. If the problem continues, contact the SharePoint site administrator. HTTP 404.

Issue: connected SharePoint Lists with the Outlook and we open the Outlook we see the error sometimes” Task ‘SharePoint’ reported error (0×80040102) : ‘Outlook cannot connect to the SharePoint List (site name – list name). The server may not be reachable from your location. Contact the SharePoint site administrator for more information. HTTP 0.

Cause: The issue could be of many reasons. find the below

1.   Could be the Lists is not connected properly with outlook
2.   Could be the list is removed
3.   make sure that all user accounts requesting have proper permissions

Solution: Ensure to check the following steps to resolve the issue.
If you no longer have to synchronize with the specific SharePoint list mentioned in the error, follow these steps to remove the SharePoint list from Outlook:

1.   Select Tools, and then click Account Settings.
2.   Click Account Settings, and then click SharePoint Lists.
sharepoint eror
3.   In the Account Settings dialog box, double-click the SharePoint list for which you received the error.
4.   Clear the check on Display this list on other computers with the account: and then click OK.
5.   Make sure that the SharePoint list for which you received the error is still selected, and then click Remove.
6.   Close the Account Settings dialog box

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SharePoint 2013 Hosting – ASPHostPortal.com :: How to Solve Cannot generate SSPI context in SharePoint

Today’s problem occured after I restarted a Hyper-V based SharePoint 2013 farm (Windows Server 2012, one SharePoint 2013 machine, one SQL Server 2012 machine, one DC). I fired up Central Administration and was hit with the following error:

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Unknown SQL Exception 0 occurred. Additional error information from SQL Server is included below.

The target principal name is incorrect. Cannot generate SSPI context.

After checking the obvious things – testing connectivity to the DB server, checking the SQL service was running, verifying permissions, etc – I initially figured this was an issue with my Hyper-V snapshots being out of sync, so I ran the SharePoint Products Configuration Wizard. This hit me with the following error:

Failed to detect if this server is joined to a server farm. Possible reasons for this failure could be that you no longer have appropriate permissions to the server farm, the database server hosting the server farm is unresponsive, the configuration database is inaccessible or this server has been removed from the server farm.

I attempted to rejoin the server farm to no avail, then I realised I was barking up the wrong tree. The initial error message suggests a Kerberos issue, while my farm is set up to use NTLM. After a lot of searching, this ancient forum thread pointed me in the right direction. In Active Directory, I opened the computer record for the DB server. In the attribute list, the servicePrincipalName attribute showed the following entries:

How to Solve Cannot generate SSPI context in SharePoint

Delete the two MSSQLSvc entries and then restart the database server. In most cases this should solve the problem. Without the SPNs, authentication falls back to NTLM as it should and the farm comes back to life.

Other users have reported that they also need to delete the RestrictedKrbHost entries. In a previous version of this post, I suggested deleting every entry – after all, if we’re using NTLM, we shouldn’t need any SPNs. However, if you delete all the entries you may find you have to remove and then re-add the database server to the domain.

I’m fairly certain that this issue arose when I added Analysis Services to the SQL Server instance on the database server. Other users have reported similar issues when adding Reporting Services and Integration Services to a SQL Server instance.

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