Sharepoint SIG

Thoughts and ideas from your SharePoint support team

January 22, 2013
by Sheila ffolliott
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Permissions When Giving People Access to One List/Library

Situations arise where it may make sense to allow a group of people access to a single list or library within a site collection without giving them access to other resources on the site collection, including the site’s home page.  It is easy to break inheritance to the library, create a security group for the library and add the people to the group.  However, this has side effects that may not be intended.

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December 12, 2012
by Sheila ffolliott
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Reporting on Lists and Libraries in SharePoint using Microsoft Access

If you have been using SharePoint for a while, you have looked for a way to report on the data in your lists and document libraries.  You have figured out how to filter and sort the entries , either using the drop-downs in the header row or by creating views.  But this type of reporting is limited.  For example, it doesn’t provide the ability to:

  • Change fonts, font sizes, font weight etc
  • Format the information, such as centering the title
  • Add graphics or lines
  • Create headers and footers
  • Specify pagination
  • Use linked master-detail sections

If you want to create formatted reports, SharePoint provides the ability to connect your lists and libraries to an Access database. Once the database is created and lists and libraries are linked to it, they are available in the left panel in MS Access. From here, you can edit list entries, create queries based on the list or library, and create reports based on the queries.

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December 4, 2012
by Sheila ffolliott
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Guidelines for SharePoint Site Collection Owners/Designers at the University of Saskatchewan

Over the last two years, the SharePoint team has discovered some tips and good practices to ensure that you get the best use out of your site collection.  Please review these tips.  If you have suggestions for additions to this blog post, please get in touch with sp_support@usask.ca – we are always pleased to get input from our community.

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November 5, 2012
by Ken Glover
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Setting up your search centre – part 1

One of the benefits that SharePoint provides is good indexing and searching capabilities, but in order to get the full benefit of this, you need to do some planning and setting up of your search center in a way that supports your search strategy.

This post will look at a few things that are easy to do and can make a big difference to the search experience.

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October 31, 2012
by Sheila ffolliott
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Problems with moving subsites between site collections

The SharePoint team has had occasion to move a couple of subsites in the recent past.  I would like to report on the problems that we encountered.  Moving subsites can cause problems that may not be immediately obvious depending on how the subsite is configured.  Therefore although it is technically possible to move a subsite (either between site collections or to create a new site collection), we do not recommend it.  If you are considering the move of a subsite to a new site collection, please evaluate potential problems using the information in this blog post.  The first problem, with content types, is the worst one and the most likely to cause problems in the long term.

Note that moving an entire site collection rather than a subsite won’t cause these types of problems.

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October 13, 2012
by Ken Glover
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Some examples of good uses of workflow in SharePoint

As you may know, we purchased Nintex Workflow and had it installed about the beginning of August this year.  Since then we have done a number of things with workflows that have simplified work in various areas.

This post describes some of the things we have done that show the flexibility and power of this product (as well as things that I think are just cool).

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August 1, 2012
by Ken Glover
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SharePoint Security: SharePoint Groups vs Active Directory Groups

Written by Sheila ffolliott and Ken Glover.  Moved from our old blog.

When setting up security in a SharePoint site, we recommend that people be added to security groups rather than as individuals in the site. This way, security settings can be applied to the entire group. If the security settings change, it is easier to update the group rather than each person one at a time. As people come and go, they can be added to or removed from the security group.

SharePoint allows the site administrator to create security groups within SharePoint and add individuals to these groups. However, Active Directory groups can be added instead of individuals or in addition to a list of individuals.

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July 13, 2012
by Ken Glover
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SharePoint Search and Findability webinar series

I have been listening in on a webinar series on improving the search and findability of content in your SharePoint site.  The series is free and consists of 4 (now recorded) sessions that is each 1:30 in length.

Generally the series has provided good information and good ideas on how to plan for using SharePoint in an effective way.

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July 11, 2012
by Sheila ffolliott
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Nintex Workflow and Forms products available on U of S SharePoint server

ICT, in partnership with the College of Medicine, have purchased the Nintex Workflow and Nintex Forms products.  These third-party products will enhance developers’ ability to create workflows and forms in SharePoint libraries and lists.  The Nintex products are available for all SharePoint clients to use in their own site collections.  Nintex is installed on both the production SharePoint server and on the test server.  It is not available on the development server at this time.

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