When Patience is a virtue: Why not to download the latest and greatest updates: SharePoint 2013 SP1 issues

I saw a post on Twitter today, warning folks not to install SP1 for SharePoint 2013. 

The original post:
If You Have Downloaded SP1 for SharePoint 2013, Don’t Install It
Microsoft's link:
SharePoint 2013 SP1 link

The message:

Notice

We have recently uncovered an issue with this Service Pack 1 package that may prevent customers who have Service Pack 1 from deploying future public or cumulative updates. As a precautionary measure, we have deactivated the download page until a new package is published.

In the summer of 2011 I attended a BASPUG (Boston Area SharePoint User Group) meeting where Scott Jamison of Jornata spoke about how the June 2011 CU was recalled and advised us against installing it.  This was my first introduction to CU's and the risks of deploying them right away. Since then, the April 2012 and Aug 2013 CU's were also recalled.  Source.

I had multiple discussions with the SharePoint Admins who mentored me and they advised always leaving your server 1-2 CU's behind.   So in this case, you wouldn't plan to install the latest CU until the next CU comes out.  But how long should you wait to install a service pack?  I would have guessed a month, but SP1 was released on Feb 25, 2014, so April 4 should have been enough time to find the bugs...apparently not.   The issue at hand is that newer CU's can't be deployed.  So is a good rule of thumb to wait until the next CU comes out?  Seems so, unless the latest update fixes a critical security issue (ah the old Consultant response "It Depends").

Like much in life these days, there are no black and white answers, but it is important to update your environment.  Here's a great guide for Update best practices  from Mark Wagner who likes to leave a 6-8 month lag.

Incompatibilities between Sharepoint 2013, SPD2013 and Office 2010

I recently had a gig where I was using Office 2010 tools (Word, Excel, PowerPoint, InfoPath and Visio) in a SharePoint 2013 on-prem environment.  I discovered a couple of weird incompatibilities (or "features").  The environment I used had no CU's or hot fixes and SP1 was not installed.   I've not had the opportunity to test this with Office 365.

1.  Using InfoPath 2010:  So long as I only had Office 2010 products on my laptop, I was able to successfully create an InfoPath form in a list and display it on a web part page.  However, once SPD2013 was loaded onto my laptop, I was no longer able to use InfoPath 2010.

Proposed solution:  Isolate:  Use a VM environment with Office 2010 only products or with SPD2013 (probably the better choice).

2.  The presence of SPD2013 no longer enables a user to click on a document and use it in SharePoint.  The presence of SPD2013 requires that user to download the document.  This makes it difficult for a developer to have the end user experience.  Isolating SPD2013 in a VM may be the best way to work.

I would love to know the logic behind this "feature".

3.  The Drag and Drop Feature:  I was able to drag and drop documents, but my end users couldn't.  We were using IE8.  The difference was the presence of SPD2013 on my computer.  A little digging on the net uncovered the following:

If you are using IE10 or later, Firefox or Chrome, you are ok.
If you're using IE8 or IE9, you need some component of Office 2013 (in my case, SPD2013) installed.  See:

SharePoint Server 2013: Drag and drop contents to Library
This is due to the use of HTML5:
SharePoint 2013: Unable to Drag and Drop Files in Document Libraries

Keep this in mind as you develop training materials for your end users:  they may not be able to use this most awesome feature.

That's all I've observed so far.  Let me know if you have any other Office 2010/SPD2013/SharePoint 2013 incompatibilities.

I attended a fantastic mini conference yesterday (March 12, 2014) planned by Timlin Enterprises  and hosted by Vertex Pharmaceuticals.  The topic was using SharePoint in Biotech/Pharma environments.  

I spent over 20 years as a scientist, 6 of which in a regulated GMP environment.  GXP (Good Manufacturing/Lab/Clinical Practices) are heavily regulated by the FDA.  Processes must be under control and well documented  (FDA audits are not fun).  Consistency is the rule and the documentation involved is incredible.  These environments are encouraged by the FDA to
take a risk-based approach to change.  

The list of talks:

Bob Meier, Takeda: "eForms & Platform Validation"

• The need:  reduce the # of processes performed by email/paper using manual signatures and fax with an e-form solution (InfoPath) and electronic signature.
•  They built a 21 CFR Part 11 Compliant system with workflows, PDF conversion, Digital signatures (FDA required E-sig, they decided to go one step beyond because of the reportability).
• He discussed validating the form in parts (blocks), so that they validated and qualified a "template" rather than each individual form.
• Their culture already  embraced process improvement and they had staffing to support the tool.
• The benefits to their solution were transparency and increase in productivity.
• They used SharePoint, Nintex, InfoPath, AdLib and CoSign.

Alexey Abramkin, Infinity: "Azure and Infrastructure as a Service (IaaS) for SharePoint 2013"
 This talk centered around using Office 365 vs on-prem vs hybrid.  One of the biggest issues he encountered using a Hybrid solution was that single sign on is difficult to set up

Adila Crimi, Vertex: "Lessons Learned: Collaboration & Project Server Integration"

•  Vertex has a "Center of Excellence" to support SP:  core tactical team that is the customer rep for SP, training, best practices.  They provision sites and provide troubleshooting.
• Separate teams for SP ADmin, Application Development and Information Governance (where to store, retention)
• They chose Organic growth rather than a top down approach.  It's a slower approach but is working for them

 There  was a second part of the talk on setting up MS Project Server:

• Used Project Server 2010 (SP Application).
•  Used Project Widgets, templates and wizards.
• Used a 2-phase approach:
• 1a:  Implement Platfrm (Project Server).
• 1b:  Expand Functionality to get soft links, enhanced reporting, scenario planning.
• Project Widgets was their consulting partner.

Alex Oliver, Novartis: "The Uncertain Future of Forms in SharePoint"
Alex talked about the death of InfoPath 

• EOL is in 2023.
• No new InfoPath beyond SP2013 by Office 365 will continue to support for now.
• MS is still working on a replacement:  MS Access, FoSS and FoSC.
• 3rd party options:  K2 and Nintex.

Patrick Harrington, Cubist: "Adopting a Hybrid SharePoint 2013 Environment"

• SP1 allows connection of My Site to the cloud.

My key take-aways were

1. Office 365, with its lack of backup and continuous updates, is just not suitable for regulated environments.  These environments required control.  Any update must be qualified and validated and the current Office 365 model will not fly. A Hybrid model, utilizing Office 365's social and other collaborative functions for non-GMP work and an on-prem or cloud hosted SP2013 appears to be (in my opinion) a suitable approach.  
• How much is this relevant to HIPA or Sarbanes-Oxley regulations?
2. A couple of the  SharePoint folks I spoke to did not have knowledge of our local SP meetings (BASPUG) and of SharePoint Saturday in Boston (April 12).  One question I got multiple times was "will they only talk about SP2013?  I'm on 2010 (or even 2007)."  
3. The Center of Excellence that Vertex set up was impressive to all in the crowd.  Smart thinking  Too many companies think they can hire one person to do all in SharePoint.  The product is too big and the skills differ between the product itself and helping end users get the most form your investment.  

I'm off to the Granite State SPUG.  Feeling like a SharePoint junky...

SharePoint Saturday NH 2013

SharePoint Saturday NH 2013

 I spoke at the September 21, 2013.  My talk can be seen here:
Herding Cats: Tips on Reining in the SharePoint Chaos

I repeated the talk at the October RISPUG.

Analyzing a SharePoint site to upgrade from a glorified file share to a document repository with content that can be found via Search, opened with ease (nested folders can start to interfere with the ability to open docs).  Set up a Taxonomy and Information Architecture (don't forget permissions!)

The jist of the talk is that when we look to "clean -up" a SharePoint environment, there will be change involved:  change in URL's lead to changes in user's bookmarks.  The talk has points to consider as to why folks hate change.  Content located in folders may now have the folder names presented in metadata.  Squeaky wheels are gonna start squeaking...so make sure you bring them in on the solution.  Turn them from squeakers to preachers!

End Users need to be trained: to understand what metadata is and how they can get the most out of SharePoint...but you don't have a budget.  Microsoft has plenty of sites to provide end user training and the talk lists a few URLs in the reference slides.   But we all know face to face training works the best.  So the last part of the talk describes learning styles and some tips on presenting

To get the best out of folks, you need to have a presentation that fits every learning style...but if you search online, you'll find there are many learning styles.  I present the 2 major styles discussed by PSIA (Professional Ski Instructors of America)...my ski coaching comes in handy here...The Flemming and Kolb models. 

Well, take a look at the talk and let me know what you think.
-Deb

SharePoint Saturday New Hampshire 2012

SharePoint Saturday New Hampshire 2012

I had the great honor of presenting at my first SharePoint Saturday @ New Hampshire on Saturday, September 2, 2012.  Thanks to the NH crew for all the hard work.  My topic was a comparison of using InfoPath with a list or a library.

The slides from my talk are located here.

The summary of my talk:
I discussed the pros and cons of list InfoPath forms (what I like to call "InfoPath lite" vs forms libraries.  The considerations:

• Data connections
• List forms come with a data connection:  the list. 
• Data connections tend to trip the casual user up.  So keep it simple.
•  More complex data connections should lead the user to a form-library.
• Need for Repeating Content
• Repeating tables/sections are not available in a list InfoPath form.
• Following the KISS principle.

I also talked about design:
It's important to take the time to make sure you have a robust process in place prior to looking towards SharePoint or InfoPath to provide a solution.  Pre-work is vital.  I compared this project stage to preparing to cook a meal using a wok.  In wok cooking, the cook must cut/measure/prepare everything before the start of cooking.  The actual cooking itself is quick and efficient.   Preparing for any SharePoint/InfoPath implementation is a lot like cooking with a wok.  (What made this analogy even more appropriate was the room I presented in was a college cooking demonstration room:  think Rachel Ray/Martha Stewart set.  If you want the Duck recipe I shared at the beginning, just ask!).

Conditional content simplifies the form and multiple pages prevent scrolling:  remember, people HATE to scroll.  

So what are you doing to make the end user's work life easier via InfoPath?

Pre-Populating a Repeating Table in InfoPath 2010

Scenario:  Client wants their users to be able to add and delete choices from a table.   The number of choices will vary from form to form.  So this calls for a repeating table.   But how can I pre-populate the form in a way that the users can delete the pre-filled data if it's not needed?

I searched and search the Google-sphere for this one.  The closest I came was this solution for InfoPath 2007 from    S.Y.M. Wong-A-Ton

InfoPath 2010 does things a bit differently, but that blog helped along the way:

 1.  Add a repeating table to your form.

 2.  In the fields section, right click on the field and change the property to "Repeating".

 3.  On the form, right click on the field and "Change Control" to "repeating table".

Now we have a nested repeating table.  

 4.  Right click on the outermost table.

 5.  Click on "Repeating Table Properties"

 6.  Click "Edit Default Values".

 7.  Right Click on the repeating field.

 

 8.  Click on "Add another (field name) below.

 9.  Repeat step 8 until all the fields to be pre-populated are created.  

10.  Click on the 2nd field created.  Fill in the desired value.

11.   Repeat until all values are added

NOTE:  Leave the first  field empty.  

Completing this field will pre-populate any new fields to be added.

12.  Click ok.

13.  Click "Customized Commands"

14.  Optional:   Deselect all actions and click ok.

NOTE:  This will prevent the users form adding new columns multiple ways.

15.  Deselect the "Show Insert button and hint text" command.

NOTE:  This will remove the "Add New Item" from the outermost repeating table. 

Failure to do this step will enable users to add multiple versions of the innermost table.

What it looks like:

 

NOTE:  I configured my  "Customized Commands" so that my users can only remove these items.

 Any questions??

BASPUG Quick Tip Perils of the Title column

 Strategies with the Title Column

Appropriate for SharePoint 2007 or 2010

I presented this quick tip at the January BASPUG meeting in Cambridge MA.

The Title column is an OOB SharePoint field that provides what it says:  a title for a list item.  The name of the column can be changed and it can provide a nice pull-down menu with access to view, edit, delete the meta data.  The title column is great for a simple summarization of the information contained in the entry.

The negatives of using the column are many:

1.  Automatic naming of an item is difficult (not impossible:  work flows and InfoPath tricks)

2.  Using the title column precludes the use of this field to filter data using a SharePoint List Filter Web Part.

3.  Using this field for look up columns may cause confusion.

4.  Sometimes clients want the title to be a multiple line field:  not possible with the title field.

I suggest thinking about the need for the title column  in your SharePoint solution.

How to remove the Title Column is a Popular Question 

1.  Undo the "require" column setting 

2.  Hide the column by turning on content management and choose hide (column must not be required at the column level)
 
3.  In the default view, choose the "edit" option  (This will allow the users to edit the meta data.)

 

Welcome

Welcome to my SharePoint blog.  I hope to share my trials and tribulations using SharePoint and InfoPath along with the many associated tools of the trade.