New Features in SharePoint 2013 Business Intelligence, Workflows, and Compliance
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What's New in Business Intelligence? What's New in Composites What’s New in Enterprise Content Management What's New in Records Management and Compliance
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New Features in SharePoint 2013 Business Intelligence, Workflows, and Compliance
- 1. What’s New for IT Professionals in Microsoft® SharePoint® Server 2013 (Day 2) Sayed Ali (MCTS , MCITP , MCT , MCSA , MCSE ) Sayed.ali@outlook.com Senior SharePoint Administrator Arabian Advanced Systems(Naseej)
- 2. About Senior SharePoint Administrator at Arabian Advanced Systems (Naseej) Microsoft Certified Technology Specialist (MCTS) Microsoft Certified IT Professional (MCITP) Microsoft Certified Trainer (MCT) Microsoft Certified Solution Association , Windows Server 2012 (MCSA) Microsoft Certified Solution Expert , SharePoint 2013(MCSE) Email : sayed.ali@outlook.com Twitter : @sayed_dev LinkedIn : http://sa.linkedin.com/in/sayedaly Blog : http://www.sayed-ali.com/blog Mobile : +966541010095
- 3. Course Agenda Architecture Changes Security and Identity Management What’s New in Business Connectivity Services? What’s New in Search? What's New in Business Intelligence? What's New in Composites What’s New in Enterprise Content Management What's New in Records Management and Compliance What’s New in Social Computing What’s New for Mobile Users The Authoring Process Search-Driven Sites
- 4. Day 2 Agenda What's New in Business Intelligence? What's New in Composites What’s New in Enterprise Content Management What's New in Records Management and Compliance
- 5. Lesson 5: What's New in Business Intelligence? Excel Services Visio Services PerformancePoint Services
- 6. Excel Services New Excel Client Features SQL Server Analysis Services PowerPivot Data Models Excel Services
- 7. Visio Services MaximumCacheSize parameter prevents excessive resource consumption New Health Analyzer rules Updated Set-SPVisioPerformance cmdlet End users can add comments to rendered Visio drawings
- 8. PerformancePoint Services Apply styles to dashboards Export dashboards in their entirety Interact with dashboards on iPad devices Connect to Analysis Services data sources using per-user authentication without configuring Kerberos
- 9. Lesson 6: What's New in Composites Access Services and Access Apps SharePoint Workflows Using BCS Data in SharePoint Composites Demonstration: Creating Workflows for SharePoint 2013
- 10. Access Services and Access Apps Access Services now uses SQL Server as the data store Each Access application has its own SQL Server database Improves performance Improves scalability Power users can create Access apps Create a data-driven application in the Access client Package and distribute the application as a SharePoint app Offers robust, code-free solutions to business problems
- 11. SharePoint Workflows New, backwards-compatible workflow architecture Switch between declarative and visual designers Use workflow stages to build state machine-like functionality without writing code Built-in action for calling SOAP web services Stage: Confirmed Stage: Resolved Stage: Assigned
- 12. Using BCS Data in SharePoint Composites Work with external lists in the same way you work with SharePoint lists Sorting, filtering, and paging Export to Excel Create alerts Use external data to drive workflows Use OData to extend the reach of your composite solutions
- 13. Demonstration: Creating Workflows for SharePoint 2013 Switch between visual designer and text-based designer Examine available conditions, components, and actions Add logic to a stage using the visual designer Review the logic using the text-based designer Add stages and build transition logic
- 14. Lesson 7: What’s New in Enterprise Content Management Team Folders Document Sets Managed Metadata Project Sites Demonstration: Creating and Using a Project Site
- 15. Team Folders Team Folder Documents are stored in SharePoint Emails are stored in Exchange Users can work with folder contents from SharePoint, Outlook, or OWA
- 16. Document Sets Improved functionality Create folders Add OneNote notebooks Capture versions of document set as a whole Improved search and query experience Specific result type with icon Search within document sets Supported by CBS and CBQ web parts
- 17. Managed Metadata Use managed metadata to drive a variety of different functionality Provide navigation structure for publishing sites Create search-driven pages Share term sets with specific site collections Specify the ways in which users can use your term sets Enhanced multilingual support Add support for any language, language pack not required Use SharePoint Translation Service to translate terms
- 18. Project Sites Project Summary web part Visual timeline for project tasks Shared calendar Team notebook
- 19. Demonstration: Creating and Using a Project Site Create a site using the Project Site template Explore the site notebook and the OneNote Web App functionality Explore the tasks list and the project timeline View the Project Summary web part Explore the project calendar functionality
- 20. Lesson 8: What's New in Records Management and Compliance Site-based Compliance In-place Preservation Discovery
- 21. Site-based Compliance Project Phase Actions Start Site owner assigns a policy template to the project site In Progress Retention policies are automatically applied to SharePoint artifacts and team emails End • Team folders are removed from Outlook UI • Expiry policy criteria are enabled Expiry Project artifacts are deleted
- 22. In-place Preservation More sophisticated alternative to putting content on hold Creates a snapshot of content at a particular point in time Users can continue to create, modify, and delete content Users with permission to perform eDiscovery can locate and retrieve preserved content You can preserve any site artifacts and team mailboxes Queries define preservation scope
- 23. Discovery Discovery Case Sources SharePoint Sites Exchange Mailboxes File Shares Queries Date Ranges Authors Free Text Search Discovery Sets Exports
Hinweis der Redaktion
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- Timing guide: 2 minutesExcel Services is a SharePoint service application that enables you to render SharePoint workbooks, orworkbook components, on a SharePoint web page. SharePoint users can view the workbook, interact withcomponents such as PivotTables and PivotCharts, and perform various data analysis tasks within thebrowser window.In SharePoint 2013, Excel Services includes new features to support more sophisticated BI analysis. First,the Business Intelligence Center site template has been redesigned to provide a simpler, easier to useinterface. Excel Services also supports a variety of more advanced functionality, both in terms of dataexploration and in terms of support for new Excel client features.Data ExplorationThe Excel Services Web Parts in SharePoint 2013 make it easier for users to interact with PivotTable andPivotChart reports by changing which items are used as rows, columns, filters, and values. Excel Servicesalso provides enhanced support for reports that use data from SQL Server Analysis Services or PowerPivotdata models. For example, SharePoint users have easy access to various commands on PivotTables andPivotCharts, such as Drill Down, that enable them to analyze data in more depth. Administrators canconfigure connections to SQL Server Analysis Services servers to support more advanced Excel Servicescapabilities.Support for new Excel Client featuresIn Microsoft Office 2013, the Excel client includes various new BI capabilities that are also supported byExcel Services. For example, the Excel client enables users to define calculated measures and calculatedmembers using data from SQL Server Analysis Services. These are supported by Excel Services. The Excelclient also includes timeline controls that enable you to filter reports, charts, and dashboards according totime periods. Users can interact with these timeline controls in exactly the same way through ExcelServices.
- Timing guide: 1 minuteVisio Services is a SharePoint service application that enables you to render Visio drawings on aSharePoint web page. You can also render data-connected Visio drawings that retrieve data from variousdata sources, including SharePoint lists.Most of the changes to Visio Services are designed to help you manage the performance of the service.The Visio Services service application now includes a Maximum Cache Size parameter, which is designed to prevent the service from consuming excessive resources.The SharePoint 2013 Health Analyzer rules and the Set-SPVisioPerformancecmdlet have both been updated to include this new parameter.For end users, Visio Services now allows users to add comments to Visio drawings in full page renderingmode. This enables users to engage in genuine collaboration and review of shared Visio drawings.
- Timing guide: 1 minutePerformancePoint Services is a SharePoint service application that enables you to build interactivedashboards that display Key Performance Indicators (KPIs) and other business data. SharePoint 2013introduces various enhancements that extend the reach of PerformancePoint Services and make it easierto use.First, PerformancePoint dashboards are considerably more flexible in SharePoint 2013. Users can applythemes and styles to customize the look and feel of their dashboards, for example to match yourcorporate branding. Users can now export dashboards in their entirety for use on other servers, sitecollections, or sites. You can also view and interact with PerformancePoint dashboards using the Safaribrowser on iPad devices.PerformancePoint Services now supports the EffectiveUserNameproperty in SQL Server AnalysisServices. Previously, when you connected to a SQL Server Analysis Services data source using per-userauthentication, you would need to configure Kerberos authentication to avoid the "double-hop"limitation associated with NTLM authentication. This new feature allows you to specify a username instring format, using the EffectiveUserNameproperty, when you connect to an Analysis Services datasource. Analysis Services makes authorization checks against the user specified by theEffectiveUserNameproperty, rather than the currently authenticated user, which removes the need toconfigure Kerberos.
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- Timing guide: 1 minuteIn SharePoint 2010, the Access Services service application enables you to publish an Access web databaseto a SharePoint site. All the data and database objects are moved to a SharePoint list. Users can interactwith the published web database through the SharePoint user interface without using the Access clientapplication.While this approach can work well for reports, SharePoint lists are not designed to support large,transactional database applications. Access Services in SharePoint 2013 uses SQL Server, rather thanSharePoint lists, as the data store. Each published Access application gets its own SQL Server database onthe SharePoint database server. This improves the performance of the application and enables it to scaleeffectively as your data grows.One significant way in which SharePoint 2013 extends the capabilities of Access Services is through Accessapps. You can use the Access 2013 client application to create rich, data-driven applications by usinginteractive tools and a powerful, intuitive form designer. You can then package and distribute theapplication as a SharePoint app. This enables power users to create and distribute powerful, attractive,data-driven applications to solve business problems without writing code.
- Timing guide: 2 minutesWorkflows have long been an essential tool for modeling and managing business processes in SharePoint.SharePoint 2013 introduces a redesigned workflow architecture that can help you to model complexprocesses without writing code.Workflow ArchitectureThe workflow functionality in SharePoint 2013 is built on Windows Workflow Foundation (WF) 4. Bycontrast, SharePoint 2010 workflows are built on WF 3. These two platforms are very different in terms ofarchitecture. Most notably, WF 4 workflows run in Windows Server AppFabric, whereas WF 3 workflowsfor SharePoint run directly within SharePoint processes. To provide backwards compatibility, SharePoint2013 includes a Workflow Interop Bridge. This enables the workflow engine to delegate certain tasks backto SharePoint. As a result, workflows built in SharePoint 2010 will continue to work in SharePoint 2013.The Workflow Interop Bridge also enables you to use workflow assets that were developed for SharePoint2010, such as custom activities, within your SharePoint 2013 workflows.Workflow DesignWhen you created workflows for SharePoint 2010, you could design the workflow graphically in Visio2010 and then import the workflow into SharePoint Designer 2010 for completion and publishing.SharePoint 2013 takes this a stage further. If you have the Visio 2013 client installed, SharePoint Designer2013 allows you to switch between the declarative, sentence-based workflow designer and a graphicalworkflow designer. You can dynamically switch between these design modes as you create your workflow,depending on which mode best suits the task at hand.Workflow StagesIn previous versions of SharePoint, you could create two distinct types of workflow. You would usesequential workflows to describe a series of tasks that should be completed in a particular order, and youwould use state machine workflows to model business processes that can move freely between variousdifferent states. You could create sequential workflows interactively using tools such as SharePointDesigner and Visio, but state machine workflows required that you create a custom, code-based solutionin Visual StudioSharePoint 2013 introduces a new concept, workflow stages, that combine aspects of both sequential andstate machine workflows. You can model business processes as a series of stages, where each stage mightrepresent the value of a choice field. Each stage is effectively a container of related actions and conditions.You can use transitions to move freely between different stages, in the same way that you would movebetween states in a state machine workflow.You can create workflow stages interactively when you build a workflow in SharePoint Designer 2013. As aresult you can model complex business processes, which would previously have required a code-basedstate machine workflow, without writing any code.External Data in WorkflowsOne significant new feature in the SharePoint 2013 workflow platform is the SOAP Web Service action.You can use this action to call SOAP web services from within your workflows. This provides a powerfulway of bringing data from external systems, such as OData-based data sources, into your SharePointworkflows.
- Timing guide: 1 minuteIn Module 2 we examined some of the new BCS features in SharePoint 2013, such as:• The improvements to sorting, filtering, and paging for external lists.• The ability to subscribe to external events.• The ability to connect to OData-based data sources.• The ability to export external list data to Excel.In this topic, we will briefly discuss how you can make use of these new features when you buildcomposite solutions in SharePoint 2013.Many of the enhancements to external lists, such as the performance improvements for sorting andfiltering, the ability to limit the number of items per page, the ability to export data to Excel, and theability to set up alerts, are designed to narrow the user experience gap between external lists and regularSharePoint lists. In SharePoint 2013, users can work with external data in very similar ways to data storedin SharePoint content databases. As a result, it's easier to create composite solutions that draw data froma variety of sources.The ability to subscribe to external events from a BDC model offers various opportunities for developersof composite solutions. Creating alerts on external lists is one scenario. You can also associate workflowswith external lists, and use changes in the external data to trigger your workflows.Finally, the support for OData-based data sources extends the reach of the BCS and offers newopportunities for working with external data in composite solutions. Many organizations offer data as acommodity through OData services, from street parking information to movie catalogs to the WindowsAzure Marketplace. You can create external content types to connect to these data sources and interactwith them through external lists in your composite solutions.
- Timing guide: 10 minutes To perform this demonstration you will need a configured SharePoint 2013 environment that contains a list or document library with which you can associate a workflow. You will also need an installation of SharePoint Designer 2013 and Visio 2013, either on the SharePoint 2013 server or on a computer that can access the SharePoint 2013 server. In this demonstration, you will explore the tools you can use to create workflows for SharePoint 2013.1. Open SharePoint Designer 2013 and connect to a SharePoint 2013 website that contains a list or adocument library.2. In the Navigation pane, click Workflows.3. On the ribbon, in the New group, click Reusable Workflow.4. In the Create Reusable Workflow dialog, provide a name and a description for your workflow.5. If required, select a content type to limit your workflow to, and then click OK. If you have Visio 2013installed, the workflow will open in Visual Designer mode.6. On the ribbon, on the View dropdown menu, cycle between the different views:a. The Text-Based Designer provides a sentence-based workflow designer like SharePointDesigner 2010.b. The Visual Designer provides a graphical workflow design experience, powered by Visio 2013.By default, Visual Designer mode shows the activities and conditions within a stage.c. Stage View, if available, provides a visual representation of the relationship between the stagesin your workflow.7. In Visual Designer mode, in the Shapes pane, examine the built-in Conditions, Actions, andComponents.8. Drag and drop an action—for example the Add a comment action—onto the visual designer surface.Ensure you place it on the arrow between the green start icon and the red stop icon.9. Hover over the bottom-left corner of the action and observe how a SharePoint Designer Propertiescontext menu appears.10. On the context menu, click Properties. Set some properties for your action. For example, if you usedan Add a comment action, you can add some comment text using a string editor or a functionbuilder.11. On the ribbon, on the Views menu, click Text-Based Designer. Observe that the text-based designerreflects the changes you made graphically.12. On the design surface, click outside the Stage: 1 box.13. On the ribbon, in the Insert group, click Stage.14. Illustrate how you can use logic to transition between stages.15. Discard your changes and close SharePoint Designer.
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- Timing guide: 1 minuteYou will demonstrate adding an OData connection at the end of this lesson, so there's no need to go into more detail here.Team Folders (sometimes referred to as team mailboxes or site mailboxes) provide an integrated emailand document management experience across SharePoint 2013 and Exchange 2013 for project teams.When you create a Team Folder from a SharePoint site, you are essentially connecting your site to anExchange mailbox. Documents are stored in SharePoint and emails are stored in Exchange.Team Folders have email addresses and can receive email. Members of the SharePoint site can theninteract with the Team Folder from SharePoint, Outlook, or Outlook Web Access (OWA). For example, youcan view team emails from the SharePoint site or view site documents from Outlook.Team Folders also enable you to apply unified retention policies to all your project artifacts. Policies areapplied uniformly to both emails and documents, despite the different underlying data stores.
- Timing guide: 1 minute Remind participants that SharePoint 2010 used a simple request/response model to get changes from an external system. In other words, the user would need to refresh the list or view to see whether anything had changed.Document Sets were introduced in SharePoint 2010. Essentially, they enable you to manage a group oflogically-related documents as a single entity. For example, you might create a document set template forsales proposals. Within each sales proposal document set, you can collect all the documents andinformation that relate to that sales proposal, such as the statement of work, the budget estimate, and soon. You can associate properties with the document set as a whole. For example, in a sales proposaldocument set you might define properties for the due date, the quote price, and the salesperson. You canshare metadata across the items in a document set, associate workflows with the document set, andmanage the retention and compliance of the document set as a single entity.SharePoint 2013 adds new functionality that makes document sets more flexible and more powerful. Youcan create folders within document sets, and you can add OneNote notebooks to document sets. Theversioning experience has also been improved. You can now manage versions of the document set as awhole, in addition to managing the versions of individual documents within the set.SharePoint 2013 also includes several enhancements to the search and query experience for documentsets. Document sets are now a specific search result type with their own icon, which makes it easier forusers to identify document sets in search results. You can also search within document sets. Finally, theContent By Search (CBS) and Content By Query (CBQ) web parts now understand document sets, whichmakes it easier to aggregate document sets in the same way you would aggregate other types of contentacross sites and site collections.
- Timing guide: 1 minuteThe Managed Metadata Service was introduced in SharePoint 2010 as a way to improve themanageability and discoverability of content. It did this by enabling you to create consistent, hierarchical,and easy to manage collections of metadata terms. SharePoint 2013 extends the capabilities of managedmetadata term stores as a way to enable a wide range of functionalities. For example, you can use termsets to provide the navigation links for publishing sites, irrespective of the underlying physical sitestructure. You can also create search-driven pages, where term sets are used to provide users withdynamic content when they visit a page.When you create a term set in SharePoint 2013, you can specify how your term set is used. For example,you can specify whether your term set can be used to drive site navigation. You can also create a term setwithin one site collection and share it with users in another site collection. When you create the term set,you can specify which site collections are able to consume your terms.In SharePoint 2013, you also have more control over how your users interact with term sets. For example,you can prevent users from using keywords from outside of specific term sets.SharePoint 2013 also provides improved multilingual support for term sets. You can use any localeidentifier (LCID) to add support for a language within a term set, without having to install language packs.You can also use the new SharePoint Translation Service to provide automated or manual translations ofyour terms.
- Timing guide: <1 minuteSharePoint 2013 includes a new Project Site template that provides a range of functionality to help projectteams collaborate. The template includes:• A Project Summary web part that indicates the state of the project at a glance by showing a range ofkey information, such as impending deadlines.• Tools that enable you to visualize tasks and their dependencies in various ways, such as on a visualtimeline or a calendar view.• A OneNote team notebook to help the team capture and organize information.• A document library and a team calendar.The Project Site template can offer additional functionality depending on how your environment isconfigured. If your SharePoint environment is connected to an Exchange server, you can include teamfolders (also known as team mailboxes) in your project site so that everyone has easy access to emails thathave been sent and received. If your site collection is connected to Project Server 2013 you can expose arange of additional project information in SharePoint, such as risks and deliverables. You can also run yourproject site in managed mode for closer integration with Project Server 2013.
- Timing guide: 1 minuteIn this demonstration, we will take a closer look at the new Project Site template in SharePoint 2013.1. Log on to the computer that hosts the Central Administration website, and then launch the CentralAdministration website.2. On the Central Administration website, under Application Management, click Create sitecollections.3. On the Create Site Collection page:a. Select an appropriate web application to host the new site collection.b. Provide a title and description.c. Provide a relative URL.d. In the Template Selection section, on the Collaboration tab, select Project Site.e. Under Primary Site Collection Administrator, type your user name, and then click OK.4. When the site creation process is complete, browse to the new project site.5. In the left navigation pane, click Notebook. Notice that the browser window uses the MicrosoftOneNote Web App to display the empty notebook.6. On the Insert tab, click New Section.7. In the Section Name dialog, type a name and then click OK.8. Add some content to the new section, and explore the options that are available to you on the Hometab. In particular, notice the tags that are available on the Tag dropdown menu.9. At the top of the page, in the breadcrumb trail, click Site Assets to return to the project site.10. In the left navigation pane, click Tasks.11. On the Tasks page, add three or four consecutive tasks with overlapping date ranges. Notice that youcan specify task predecessors when you create a task.12. On the Tasks list, click the ellipsis to bring up the context menu for the first task.13. On the context menu, click Add to Timeline.14. Repeat this process to add all your tasks to the timeline. Notice how the timeline displays your tasks.15. Click the site logo to return to the home page.16. Notice how the Project Summary web part cycles between a view of the project timeline and a textbasedsummary of upcoming tasks.17. In the left navigation pane, click Calendar.18. On the ribbon, on the Calendar tab, in the Manage Views group, click Calendars Overlay.19. On the Calendar Overlay Settings page, click New Calendar.20. Observe how you can overlay other SharePoint or Exchange calendars onto your project site calendar.21. Click Cancel, and then close the browser window.
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- Timing guide: <1 minuteIn SharePoint 2013, compliance features are not limited to Records Centers. Instead, compliance andrecords management functionality is available as a fully integrated feature in every site.At the start of the process, compliance officers create policies. In the case of project sites, each policyspecifies:• Retention policies for all project artifacts, including emails if a team mailbox is associated with thesite.• The criteria that determine when a project is closed.• The criteria that determine when a project expires.When a new project site is created, the site owner can select an appropriate policy template. As theproject progresses, retention policies are applied automatically to libraries, lists, documents, and emails asthey are created.When the project work is complete, the project is closed. At this point, members of the project team willno longer see any team folders associated with the project in their Outlook clients. When the projectexpiry criteria is met—for example, when a certain period of time has elapsed—any artifacts associatedwith the project are deleted automatically.
- Timing guide: <1 minuteMany organizations require the ability to preserve the state of particular artifacts at a particular time foraudit or legal investigations. In previous versions of SharePoint, you did this by placing content "on hold".By doing this, you were effectively freezing content until the audit or legal requirements had passed.In SharePoint 2013, in-place preservation provides a more sophisticated alternative to putting content onhold. When you preserve content, you are effectively creating a snapshot of that content at a particularpoint in time. Users can continue to create, modify, and delete content. However, users with sufficientpermissions to use the eDiscovery tools in SharePoint 2013 can still locate and view the state of thecontent at the time of preservation.Preservation can be applied to entire sites, including team mailboxes associated with a site, or to specificitems within a site. When you apply a preservation you can use a query to specify the scope of thepreservation, or in other words to specify exactly what should be preserved.
- Timing guide: <1 minuteSharePoint 2013 includes a new site template, the Discovery Center site template, that you can use to findcontent that relates to legal or audit investigations and apply preservations. This process is known aseDiscovery. This functionality is built around a new concept: the discovery case. When you need to locateand preserve content for a new investigation, you create a new case within the Discovery Center using theDiscovery Case site template. Cases are comprised of the following items:• Sources. These are the locations from which you want to discover content. Sources can includeSharePoint sites, Exchange mailboxes, and file shares. Each source must have been indexed by theSharePoint search service.• Queries. These define the content that you want to preserve within the sources you have identified.Queries can include a date range, an author, and free text search terms.• Discovery sets. These identify the content from a specific source and a specific query. Within eachdiscovery set, you can choose whether to apply an in-place preservation to the content.• Exports. You can export the results of an eDiscovery search as a package for review. The packageincludes an XML manifest that conforms to the Electronic Discovery Reference Model (EDRM) schema.When an investigation is complete, you can close the case. Alternatively, you can schedule the case toclose on a particular date. When a case is closed, any preservations associated with the case are discarded.