Thursday, January 30, 2014

Keeping versions when upgrading documents from doc to docx in SharePoint

Today I got a support questions about why all the versions had been restarted on some documents in a library. It’s a QMS system, and keeping the version history is quite important for tracking.

The reason was that all the .doc files had been resaved as .docx, and then the old .doc files had been archived. This of course also messed up the unique document id’s by the document id provider, as new files had been saved, getting new id’s

If you edit properties on a document in SharePoint, you notice there is no way change the file extension.

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However, if you open the library in Windows Explorer (via the ribbon), you can easily rename files from .doc to .docx.

The procedure to keep the history and document id would be:

  1. Open the .doc file in Word
  2. Save as .docx locally on your machine
  3. Rename the .doc file in Explorer to .docx (the folder you opened from SharePoint)
  4. Copy the locally saved .docx over to the Explorer folder

Monday, January 27, 2014

Rank Model Tuning App for SharePoint available in the App Store

As I wrote earlier, the documentation on the App was released some weeks ago, and now the App is released itself.

Install it in your SPO tenant and play around with it (if you’re unhappy with the existing relevance or if you want to test it out).

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I’ll test it out in the days to come and try to give a step-by-step review on how to use it. David Hollembaek and I will also demonstrate how to use it at SPC in “Managing Search Relevance in SharePoint 2013”.

Wednesday, January 22, 2014

How to add more than 20 refiners to a search page in SharePoint 2013/SPO

Note: Adding more than 10 refiners may impact search performance

Matthew McDermott recently asked if the limitation for 20 refiner categories is a boundary or if it can be changed.

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Using the refiner configuration on a search page as seen above you see that you cannot add more than 20 refiners using this dialog. There are at least three ways in which you can overcome this.

Option #1

Open up dev tools in your favorite browser and remove the “disabled” attribute of the Add button. Below is the same image as above, but with the button enabled.

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Option #2

Export the refinement web part, open it up in your favorite editor and manually edit the SelectedRefinementControlsJson property, then import the web part back into the page.

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Option #3

Use PowerShell or code to check out the page, get the web part and modify the property in option 2. Much like my post on turning off duplicate trimming.

Monday, January 13, 2014

Using Excel Surveys in SharePoint 2013 on-premises

[Update 3 - September 22nd 2015]
Thanks to Brandon Showers who let me know this was no longer working, so I tested it now with the August 2015 CU, and Microsoft has added some checks. Basically you need to ensure two farm elvel properties are set to true before you can set the ShareByEmailEnabled property on the site collection to true. So here goes:

$farm = get-spfarm
$farm.Properties["GuestSharingEnabled"] = $true
$farm.Properties["SPO-GuestSharingUIEnabled"] = $true
$farm.Update()

As you can see, we now need to set an SPO specific property as well to get this working. Once you have the farm level properties in place you can enable ShareByEmailEnabled on any site collection.

[Update 2]

Seems there is an even easier way of doing this. First create a new Excel document in your SkyDrive library, then look at the ribbon in Excel Web Apps and click the “Survey” button.

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The next question is why this option is available on SkyDrive Pro and not for example a Team Site? Enlisting the help from Wictor Wilén solved it fairly quick. If you set the property ShareByLinkEnabled on SPSite to true, the survey option becomes available. This option controls if a user will be able to share links to documents that can be accessed without logging in.

[Update 1]

Using Fiddler I found out that the link to create a new survey look something like this:

http://intranet/my/personal/mikael_svenson/_layouts/15/CreateNewDocument.aspx?SaveLocation=%2Fmy%2Fpersonal%2Fmikael%5Fsvenson%2FDocuments&DefaultItemOpen=1&Source=http%3A%2F%2Fintranet%2Fmy%2Fpersonal%2Fmikael%5Fsvenson%2Fdefault%2Easpx%3FInitialTabId%3DRibbon%252EDocument%26VisibilityContext%3DWSSTabPersistence&TemplateType=5&IsDlg=1
where TemplateType is the clue to create a survey. TemplateType=2 is a regular Excel sheet and 5 is survey. With this information it should be fairly easy to create a custom action which will let you create a survey from a button or link.

[Original Post]

SharePoint On-line has a cool function which allow you to create a new survey using Excel and Office Web Apps. If you head over to your SkyDrive (Pro) and click new document you are presented with the following dialog which allows you to create an Excel survey.

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My next thought was that this would be a cool feature on-premises as well, but further examination show the link is not showing on SkyDrive for an on-premises installation of SharePoint 2013.
But, that does not mean that it’s not there :-)

First head over to SkyDrive on your on-premises farm. Next create a new document and pick Excel workbook. The URL will look something like this:

http://intranet/my/personal/mikael_svenson/_layouts/15/WopiFrame.aspx?sourcedoc=%2Fmy%2Fpersonal%2Fmikael%5Fsvenson%2FDocuments%2Ftest%2Exlsx&action=editnew&IsDlg=1

The clue now is to change the editnew action with formedit, 
http://intranet/my/personal/mikael_svenson/_layouts/15/WopiFrame.aspx?sourcedoc=%2Fmy%2Fpersonal%2Fmikael%5Fsvenson%2FDocuments%2Ftest%2Exlsx&action=formedit&IsDlg=1

This will bring up the Edit Survey dialog and you can create and share your survey.

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I tried the same approach in a document library on a team site, but that did not work, so not sure which feature on SkyDrive (Pro) which enable the survey functionality.

You can read more about creating a survey at http://office.microsoft.com/en-001/sharepoint-help/create-a-survey-HA102775328.aspx

Sunday, January 12, 2014

Sharing content with external users in SharePoint Online - What is needed?

Sharing content with external users is quite easy with SPO. It’s quite well documented at the Office website, but I thought I would break it down.

  • A sharing invite expires after 7 days
  • A sharing invite can only be used once, meaning it will expire after it’s first use so forwarding of the invite will not compromise anything
  • A shared site requires the external user to log in using either a Microsoft account (former Live Id) or a Microsoft Office 365 account
  • Documents may be shared anonymously, or require a Microsoft or Office 365 account

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Friday, January 10, 2014

Setting up authorization with Office365 (WAAD) for an Azure Web Role

I’ve been working with porting an existing ASP.Net application over to an Azure Web Role. At the same time I wanted to look into setting up authorization against third party providers, in particular for Office 365 users.
Topics covered in this post:
  • Set up an Access Control Namespace (Access Control Service/ASC) in Azure
  • Configuring the ASC to use Windows Azure Active Directory (WAAD)
  • Configuring the WAAD to trust the ASC
  • Adding an identity provider to your web role
  • Configuring the ASC to trust the application
I’m not detailing all the background information for each step, but try to cover all the necessary steps to get it all up and running.

Thursday, January 9, 2014

Tuning rank in SharePoint Online

Tuning rank is one of those things you have to resort to when everything else you have tried fails. So far you haven’t been able to create custom rank models in SPO, but at SPC12 there was a session called Optimize Search Relevance in SharePoint 2013 which mentions a method of tuning rank by judging the results for a set of queries to tune the model.

In addition to judging queries and results you may add one of five rank features to your model.

Ranking Feature Type Description

Suggested feature based on judged queries

The app can suggest features to add when feature vectors have been extracted for a sufficient number of judged documents. Suggestions will be rank features that have a strong correlation (negative or positive) with the relevance judgments provided by the automated tuning. This option is only available after you have run automated tuning on this ranking model at least once. See more about automated tuning later in this article.

Searchable text managed property

Choose a managed property to be used in the search result ranking calculations.

If you select that proximity of query terms in the property value is important, you can later enter a Proximity weight for the feature. The app uses the variants isExact=1 and isDiscounted=1.

Sortable numeric managed property

Also called static rank feature.

The managed property must be of type Integer. The app uses the Rational transform.

Choose a managed property, and enter a default value for the property. The default value will be used if an item doesn’t have a value explicitly set.

Sortable property with a specific value

Also called bucketed static rank feature. Choose a managed property, and enter the default value for the property.

Having value: This number is the specific bucket that is being tuned.

Ranking feature from the base model

Use this option to tune the weight of existing features. Choose between existing rank features.

By looking at the above it doesn’t look like you will be able to add Freshness to your ranking with this App.

This app will also be part of David Hollembaek’s and my presentation at SPC14 – Managing Search Relevance in SharePoint 2013, but the caveat is that the App has yet to be released to the App store, but I’ve been told it should be out in a month or so, and then be available for on-premises in April.

The good part is that the documentation is available, so you can get a heads-up on how to use this new rank tuning App. Head over to http://office.microsoft.com/en-us/office365-sharepoint-online-enterprise-help/create-a-custom-ranking-model-by-using-the-ranking-model-tuning-app-HA104104860.aspx for a peek and stay tuned for the App itself.