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Advanced Scenarios with Office365/SharePoint Online External Users

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adamtoth

Some advanced scenarios around SharePoint Online External Users. The UX for external users is limited and lacking. See how to make it better and more closely integrate external users into your SharePoint Online experience.

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“I mean, you can't say they don't look like that, that's what they look like, right? They look like prawns.” - District 9
• SharePoint Online enables sharing with external users • UX is not well thought out • How can we integrate external users more closely? • How can we give them a better experience?
• Can’t edit profiles or set pictures • Can’t view other people’s profiles • Normal users can see mostly empty external profiles in people search No profile picture
• Can’t edit profiles or set pictures • Can’t view other people’s profiles • Normal users can see mostly empty external profiles in people search Error when clicking a normal user
My Settings instead of About Me
External users are taken to the WSS Simple Profile
Bad UX. Users can’t Edit Anything.
• Easy to enable profiles • In Tenant Admin, give Everyone rights • Enable external user access in the My Site Host Site collection
External User gets About Me link now
…and can now view/edit their profiles…
…Site Newsfeeds look better with pictures…
…and People Search shows good information…
• You don’t have to create the profiles • They are created automatically • Sometimes immediately (if external user edits profile) • Or by Timer Job • Still no Newsfeed, or SkyDrive Pro (personal site) The second profile was auto- created by SharePoint
• Criteria: Property, AccountName, Contains, “membership|live.com” • Audiences compile ONCE A WEEK in Office365/SharePoint Online • Then you can do some cool stuff, like give external users a Note Board on their profile page. Audience targeted NoteBoard Web Part
SERVER SIDE OBJECT MODEL • SPUser.IsShareByEmailGuestUser (Not in Sandbox API), so useless • SPUser.IsShareByLinkGuestUser (Internal Only Property) JAVASCRIPT OBJECT MODEL • UserId == null • LoginName contains “membership|live.com” • Check for <div id=“Suite_NavBar”> in the markup. If present, user is a normal user. • If(!$(“#Suite_NavBar”).length)
• Then you can do some cool things, like visually highlight external users with overlays:
• Create a result set for external users • Query Text: • {searchTerms} contentclass=SPSPeople AccountName:live.com
• Default UX for External Users is pretty poor • Some simple tweaks can make it much better • Start thinking about other ways you can integrate external users

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Advanced Scenarios with Office365/SharePoint Online External Users

  • 1.
  • 2.
  • 3. “I mean, you can't say they don't look like that, that's what they look like, right? They look like prawns.” - District 9
  • 4. • SharePoint Online enables sharing with external users • UX is not well thought out • How can we integrate external users more closely? • How can we give them a better experience?
  • 5. • Can’t edit profiles or set pictures • Can’t view other people’s profiles • Normal users can see mostly empty external profiles in people search No profile picture
  • 6. • Can’t edit profiles or set pictures • Can’t view other people’s profiles • Normal users can see mostly empty external profiles in people search Error when clicking a normal user
  • 8. External users are taken to the WSS Simple Profile
  • 9. Bad UX. Users can’t Edit Anything.
  • 10. • Easy to enable profiles • In Tenant Admin, give Everyone rights • Enable external user access in the My Site Host Site collection
  • 12. …and can now view/edit their profiles…
  • 13. …Site Newsfeeds look better with pictures…
  • 14. …and People Search shows good information…
  • 15. • You don’t have to create the profiles • They are created automatically • Sometimes immediately (if external user edits profile) • Or by Timer Job • Still no Newsfeed, or SkyDrive Pro (personal site) The second profile was auto- created by SharePoint
  • 16. • Criteria: Property, AccountName, Contains, “membership|live.com” • Audiences compile ONCE A WEEK in Office365/SharePoint Online • Then you can do some cool stuff, like give external users a Note Board on their profile page. Audience targeted NoteBoard Web Part
  • 17. SERVER SIDE OBJECT MODEL • SPUser.IsShareByEmailGuestUser (Not in Sandbox API), so useless • SPUser.IsShareByLinkGuestUser (Internal Only Property) JAVASCRIPT OBJECT MODEL • UserId == null • LoginName contains “membership|live.com” • Check for <div id=“Suite_NavBar”> in the markup. If present, user is a normal user. • If(!$(“#Suite_NavBar”).length)
  • 18.
  • 19. • Then you can do some cool things, like visually highlight external users with overlays:
  • 20. • Create a result set for external users • Query Text: • {searchTerms} contentclass=SPSPeople AccountName:live.com
  • 21. • Default UX for External Users is pretty poor • Some simple tweaks can make it much better • Start thinking about other ways you can integrate external users