The One MISTAKE Everyone is Making with SharePoint
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- Опубликовано: 14 май 2024
- When you move your documents to SharePoint, you can either create multiple SharePoint sites or move all of your data inside one SharePoint site and use multiple document libraries, but which one is right? Most people are doing it wrong.
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If you have any video ideas, or if you'd like me to make a video on anything specific make sure to let me know in the comments below!
00:00 Introduction
00:39 SharePoint Sites vs Libraries
02:09 SharePoint Security
03:14 Microsoft 365 Groups
04:37 Data Archiving
05:10 External Sharing
My biggest problem is folders, people just love having a folder, and sub-folders to Nth degree, to put stuff in to.
You’re absolutely right! I do this always when migrating file servers to SharePoint. One or more sites per department depending on size or for larger orgs a region/department setup. I also am a Trams advocate and often recommend adding teams from the get go for the SP sites of appropriate. Sensitive sites I usually turn off external sharing for but keeping it in for less sensitive data such as marketing where you want to share externally.
Also for collaborations I do prefer shared channels in teams for two main reasons. Security since the shared channel in fact is a separate site, and ease of use not having to switch orgs in teams to collaborate. But it requires an admin setting for B2B sharing to be set for it to work.
Absolutely - its a LOT easier to setup these sites early on than do it retrospectively !
Love the explanations. Thank you ❤😊
External share never worked for me. I'm a third party consultant NOT from the companies, and they insist on throwing sharepoint links at me so that i could download archives from there. Bulk download just doesn't work from web browser (always ends up with a txt error log). Adding a folder in the explorer (via internet explorer, tweaking "trusted sites settings, etc.) doesnt work too due to library check-ins mess, and filepath characters limitation - half of the files not shown. I don't have any buttons to sync the folder with my 365 account. Am i missing something? I end up spending 2-3 days downloading 100 GBs of pdfs manually.
Switch off this annyoing wind sound when change pic. It's take all the focus from the topic.
RIGHT
Great video as usual!!
As somebody else has already mentioned, I would add a 5th reason which is the character length limitation for a file's full path in SharePoint. It's a powerfull and objective reason that may force users to rethink their migration strategy.
I just dont understand why people create paths like this. I was tasked with creating reports for all shares at a client to find paths longer than 255 characters and the longest was 311 with a folder literally named "files that won't copy." And the owner of the folder was an IT user!! 🫢
I struggle with clients who want to treat SharePoint like a network drive. Dump all content into a single document library in a single site. Sync that document library and, hey presto, you have recreated the old network drive! Except Microsoft places processing restrictions on a library that has over 100,000 items.
Completely agree. I think it would be helpful to do some training pre-migration to explain that this isn’t a new network drive, it’s something different, something better.
Organisations like that will still have people trying to use wetransfer to send large amounts of files to someone else internally as they then won’t bother to explain it properly if they just take that attitude at the start 😉😎
good videos buddy, btw, the Swoosh sound is very stronk
Really good video again. Expecially for someone that looks to migrate my org over from network drives and poor sharing and collaboration. 👍
Hi Jonathn. I found i have to removethe site groups because the default group lets anyone see the file in the sun folders. is the is standard.
I then had to have 5 main folders and usually one more secure, I then provide secuirity groups to separate the two types of folder to restrict certain staff from management type folder.
Is this correct. This makes the original three three levels of site groups redundant. eg zThe site veiw group can see all folders regardlees of security.
The issue is then staff dont see the site in search becuase i am not using site level groups?!!!
What about SharePoint sub-site? Do you recommend to have a top-level site and sub-sites for each dept or a top level site for each dept?
Never use sub sites… never again. Microsoft has the sub site feature still available but they do not recommend using sub sites anymore. You should have separate sites for each department. Then have a home site that is considered a hub site. Then you add those department sites to your hub site.
Sub sites are always attached to the host site and difficult to dissociate. If your company scales, and a decision is made to make your Sales site its own hub site. It is easy to do so. With a sub site you will have to move all your documents to a new site.
@@eingoluq What if a company organizes its customer documents by department, such as having a Department (SharePoint site) > Customer Name (Document Library) structure? In this scenario, what constitutes best practice? Should we manage permissions at the document library level, or should we create a separate site for each department.customer? My concern with the latter option is ending up with lots of sites, which could make it difficult for people to locate the documents.
@@ensarguler7684 perhaps, showing you what I am doing may help you decide?
I'm a solopreneur. I have a business that does -Architectural design services (one off projects where each project gets a site and is a part of our architecture projects hub site)
-branding design services (one off or ongoing projects, with each client's brand gets their own site. If they have multiple brands that we run, each gets their own site and each is under the branding design projects site )
-Real Estate (a site per agent and each site is under the real estate hub site)
I never have multiple clients in anything except the real estate site because real estate is rather unique in their structure. There is limited need to collaborate like in an architectural project and a lot less documents. So having one site per agent helps with that agent managing their tens to hundreds of listing's easier. Having multiple sites per listing would become an issue really quickly. That being said, I forsee a scenario where a real estate listing can evolve into a property management opportunity so it may help that each listing is it's own site. Or an architectural design project becomes a listing and then property management. So that approach may change for me. If I have much more exclusive and expensive listings. Where we mange much less listings.
This is the same issue you are having
I suspect. I think it always depends on the scale of the projects and how much collaboration you want between your staff, clients and contractors.
Because sites tend to come with their own top level permissions, I think the best practice is that each project/customer gets its own site (in general) why? Because sharepoint sites are more set up to be "project based". For example anything that has a defined start and end date, has a specific resources list, a list of contacts for that project, product lists and issues for that specific project and of course team members. Each project is a different team, even though they may have the same team members.
So if you don't have a large amount of clients and they have a large set of documents, specific people assigned to the client etc. Give that client it's own site.
But if the client information are more static in nature and it is in the Hundreds you may need to use on site toanage everything.
Hope that helps and I didnt confuse you too much.
Great video Jonathan, thank you. What software or utilities do you recommend to manage sharepoint online (M365) permissions? Currently I am setting permissions using the web browser which is a total nightmare. I quickly realized that SP permission are much harder to implement that using file explorer on NTFS volumes. Also noticed that if you delete a M365 user from the admin centre it doesn't remove it automatically from sharepoint groups.
Sharegate can create permission reports. However, I find those are far too complex (i.e. very user-unfriendly) for the average site owner. So we have created a number of PowerShell scripts which create *simple* reports for each doc lib in each site.
At what point are you moving from one SP site to many? 15 employees or larger? Or are you separating no matter the size of the company?
It’s not a size or company thing - it’s more of the different types of data you have
What about different doc libraries on the same site with broken site permission inheritance that have synced azure AD groups assigned that provides some automation through the companies PeopleSoft on boarding and off boarding provisioning process?
I agree with your design and did that at my last job but I walked into a new job where the cats already out of the bag and they set it up this way and it pains me to continue this way.
Very helpful!
Really good content here. Might want to tone down the sound effects - I find them distracting.
1:33 Ugh. We did exactly this. Recently I thought it was starting to be rectified, as I was told a lot of our documents were going to be moving... but what happened was that they just moved to another document library within the same site! 🤦🏻♂
Sorry to hear that
You can create a single SP site with multiple document libraries and set the access level on Document Library. There are multiple ways to Rome. However, if you do not want external sharing on site level (in the SP ADMIN site level) and granular security the advice in this video is OK.
Yes you can but then if you want the right groups, teams. Planners etc to work effectively then setting up this way makes complete sense. Also within each SP site you could use different libraries to restrict certain documents and files to higher restricted teams members. Then from a management peace you are only managing the users still within that group.
It’s good practice IMO especially if you have a large org.👍
I’m using a Synology NAS that syncs with OneDrive for Business. Do I still need Sharepoint?
If you’re working alone, OneDrive is fine. SharePoint is usually for teams
Small office. 4 of us. No remote work but I can access the entire digital environment remotely via OneDrive for Business and Synology.
Correct
Is there an easy way to show different SP site document libraries in one page? I am concerned of ending up having lots of SP sites which could make it difficult for people to locate the documents.
The SharePoint Admin center. It lists up all the SharePointsites and their description (if filled in)
Great video as always! :)
Do you have any upcoming videos, for example, on best practices regarding Compliance, Information Protection, Data Lifecycle Management, and similar topics in SharePoint? I have watched your other videos as well, but I'm particularly interested in best practices related to data security in this area! :)
Let’s do it
another excellent one
Hi. I’ve been watching your videos tryin to set it all up myself. I visited your website too. How can I send a message to yourself directly?
Jonathan@integral-it.co.uk
Is there a possibility to make a backup?
Yes, Microsoft are now launching their own
@@bearded365guycan you make a video about this and how to set it up? 🙂
What I would love to see is a "So your organisation has set it up making that fundamental error... here is how to effectively retrofit in that environment" - that is where I am at right now, and all the info I find simply gives reasons not to start that way. The reality is that it happens, and the best training would be on getting the most of a poor environment.
Noted. Let me see if I can create a video for that.
@@bearded365guy thank you very much for the reply. Dig your vids mate. Hope that didn't come off as negative - it is literally where I find myself as of last Friday!
@@bearded365guyThanks for the videos! I'm looking forward to this one when you make it as we were basically compelled by our corporate HQ to abandon a local-office fileserver and 'move to sharepoint'. Lacking any coaching, we thought SP would be basically like a cloud Z:\ drive, and moved our whole file structure (200k files) up to the cloud.
So yeah, we're basically EXACTLY where you said we shouldn't be. :|
Now I don't know what to do; onedrive can't cope with keeping 200k+ files synced (we don't honestly need that anyway), but I don't know how to fix this short of what appears to be retraining 5 highly-tech-averse staff basically a completely new UI and file management approach.
Drop me an email. I can help.
Barely 2 mins in and laughing because it's exactly what TMB did when my employer moved data. The pain is that a dozen users share the same computers and each MS account (OneDrive) was downloading ALL those files until we got them to force 'On demand' only.
Oh dear 🤣
Could not agree with and support this structure more!
Thanks Marty
Awesome
People treat SharePoint document library like a network file share with subfolders all nested and sync issue.
The condescending tone is hilarious!
Ouch
I think every business should not use sharepoint at all. It's rubbish with a capital R.
Man UTD most talented player ever RIP
You did not meet hundres of companies with just 1 sharepoint site. Anyone with common sense knows this is stupid.
I still do…. Every week
Hate all the swooshing on this channel
Wonderful Video. Just Wonderful
Thank you