Brian Blogs on SharePoint

Information, curiosities, and observations about SharePoint and the community.

Archive for November, 2009

SharePoint 2010 Beta Goes Public

Posted by Brian Gough on November 19, 2009

The much anticipated Office 2010 Public Betas are now available!!

If you wish to down load the SharePoint 2010 Beta’s go to the MSDN site and you will see them “front and center”.

http://msdn.microsoft.com/en-us/sharepoint/default.aspx

 

Enjoy!

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Sharing documents with ‘Restricted Read’

Posted by Brian Gough on November 16, 2009

I wanted to take a moment and share one way that you can let your team collaborate on documents and make them available to “end users” without having to copy the document somewhere else. After all, one of the primary goals we have is to reduce redundancy in our document storage right?

Well, depending on how SharePoint is implemented in your location there can be several scenarios. I will describe just one here in case it may help any of you.

In my scenario, the company has several levels to their hierarchy, the bottom two being Departments then Teams. The Teams will have their own site collection to use, but this “Team” site is NOT accessible by the masses in the company. They require that the team members work on documents and house them in their Team site. This is fine until the documents the team produces need to be made available to the masses. What then?

One way is to leverage the ‘Restricted Read’ permission. Users with this permission will be able to open a document in a library if given a direct link to the document. They will not be able to navigate to any of the pages for the library or the site itself.

Example: You have a document library called “Group Reports”. You can give a user ‘Restricted Read’ rights on that library,and when you give them a link to a specific document and they will be able to open it and read the document. However, they will not be able to view the AllItems.aspx page for “Group Reports” or any other system page.

This is how we make it work:

Create a SharePoint group or use the Visitors group and add the people to that group that should have this restricted access to the documents. If you want all employees to have this kind of access, you can use the “NT Authenticated Users” account or any AD Security Group if you wish. Make sure this Group does NOT have any access to the site itself. You can check this by looking at your ‘Site Permissions’ to see all the groups and users that have access to your site.

Now, to give that group restricted access to the document library… In the ‘Document Library Settings’, you want to click the link ‘Permissions for this document library’. Then under ‘actions’, select ‘Edit Permissions’. You will get a warning that you will no longer be inheriting permissions from the parent. This is what we want, so click OK.

Next we want to add the SharePoint group we created (or the Visitors group if that’s what you are using), and grant the group ‘Restricted Read’ access.

Now when any member of that group tries to access your site or the library itself, they will get the ‘Access Denied’ message. However, if you give them a direct link to one of the documents in the library, they will be able to open it just fine.

Now the team can have one place to work on all their content and still be able to deliver it to others without them having access to the whole site.

Other points of interest

If you use major and minor versioning, they will only see the last major version.

Whether you send the link via email, use a Content Query web part, or some 3rd party tool to pull the list of documents and render it someplace else, they should still only see the latest major version.

Again, this is just one scenario. What would be best for your particular environment may vary, but at least this may give you an idea or sense of possibilities you were not aware of before.

Good luck!

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SharePoint Saturday – Raleigh

Posted by Brian Gough on November 8, 2009

Well, another great community event was a rousing success.  Many thanks to Michael Lotter and Josh Carlisle for putting this together and making it happen.

We had a nice mix of SharePoint 2007 and got a look at different areas of 2010 as well.

Some great speakers and great participants made this a very worthwhile event.  I heard a lot of very positive feedback and folks were very appreciative of the speakers time and efforts.

Her are some pics from the event in case you want to see what you missed!  😉

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SharePoint Designer – 2010 – New AND Improved

Posted by Brian Gough on November 3, 2009

There are quite a few enhancements made to SharePoint Designer 2010.  This is truly a Enterprise tool now with some great improvements.  Here are some of the highlights…

  • Ribbon – As with everything else 2010 related, SPD now has the ribbon when editing.  For some this is good news, others, not so much.  personally, I like the ribbon interface and am happy to have it.
  • UI improvements – there are quite a few UI improvements, for example, when creating a workflow, the actions now use auto-complete to get you to the action faster ( Ex:  type “ema” and you will see the option of “Email”
    • Email Activity – You now get a real HTML editor when you use the ‘email’ action to send an email out.
  • External Content Types – Allows you to design connections to external data sources.  You can even create the full CRUD ( Create, Read, Update, Delete) interfaces.  Then the content is renders in SharePoint lists for users to interact with.  Very powerful! 
    • For the ITPros – You can manage the ECT via Central Administrator so you can control what can be accessed.
  • Improved Workflows – not only are there more actions, but the you can create the workflows by importing Visio 2010 diagrams!
    • but wait… there’s more… you can then export your SPD workflow as a WSP and open it in Visual Studio 2010 for more detailed tweaking! 
    • Still more…  because the workflows are now solution packages, they can be reusable, meaning they are no longer tied to one list, they can be associated to other lists as well.
    • Site Workflows – You can now create workflows for events at the site level, such as deleting a list or library!
  • XSLTListView – the new list view/Data View web part – gives you the power of the DVWP for rendering your list information.  if you are an XSLT wizard, you will be able to do a lot with this new web part!
  • Site permissions – Managing site permissions is improved so it is easier now.  Some say easier to do in SPD than in the browser now.  🙂
  • Site Templates – Now you can save your site templates as WSP’s instead of STP’s!  Very nice!!

There is much more to come, so stay tuned!

UPDATE!!!!  – Here is a link to the product teams post giving you a real nice into to SharePoint Designer

http://blogs.msdn.com/sharepointdesigner/archive/2009/11/02/sharepoint-designer-2010-new-shell-tour.aspx

 

Brian

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