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www.it-ebooks.info www.it-ebooks.info ffirs.indd i 1/28/2013 7:59:31 PM BEGINNING SHAREPOINT® 2013: BUILDING BUSINESS SOLUTIONS INTRODUCTION xxv CHAPTER Understanding SharePoint CHAPTER Working with List Apps 21 CHAPTER Working with Library Apps 55 CHAPTER Managing and Customizing Lists and Libraries 85 CHAPTER Working with Workflows 129 CHAPTER Working with Content Types 161 CHAPTER Working with Web Parts 197 CHAPTER Working with Sites 227 CHAPTER Managing Permissions 263 CHAPTER 10 Working with Business Intelligence 291 CHAPTER 11 Working with Social Features 355 CHAPTER 12 Managing Forms 387 CHAPTER 13 Working with Access Services 431 CHAPTER 14 Branding and the User Experience 463 CHAPTER 15 Getting Started with Web Content Management 485 CHAPTER 16 Managing Records 517 CHAPTER 17 Working with Search 557 CHAPTER 18 Building Solutions in SharePoint 585 APPENDIX A Installing SharePoint Server 2013 599 APPENDIX B Exercise Solutions 605 INDEX 617 www.it-ebooks.info ffirs.indd i 1/28/2013 7:59:31 PM www.it-ebooks.info ffirs.indd ii 1/28/2013 7:59:32 PM BEGINNING SharePoint® 2013 www.it-ebooks.info ffirs.indd iii 1/28/2013 7:59:32 PM www.it-ebooks.info ffirs.indd iv 1/28/2013 7:59:32 PM BEGINNING SharePoint® 2013 BUILDING BUSINESS SOLUTIONS Amanda Perran Shane Perran Jennifer Mason Laura Rogers www.it-ebooks.info ffirs.indd v 1/28/2013 7:59:32 PM Beginning SharePoint® 2013: Building Business Solutions Published by John Wiley & Sons, Inc 10475 Crosspoint Boulevard Indianapolis, IN 46256 www.wiley.com Copyright © 2013 by John Wiley & Sons, Inc., Indianapolis, Indiana Published simultaneously in Canada ISBN: 978-1-118-49589-6 ISBN: 978 1118-49587-2 (ebk) ISBN: 978-1-118-65491-0 (ebk) ISBN: 978-1-118-65502-3 (ebk) Manufactured in the United States of America 10 No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600 Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at http://www.wiley.com/go/permissions Limit of Liability/Disclaimer of Warranty: The publisher and the author make no representations or warranties with respect to the accuracy or completeness of the contents of this work and specifically disclaim all warranties, including without limitation warranties of fitness for a particular purpose No warranty may be created or extended by sales or promotional materials The advice and strategies contained herein may not be suitable for every situation This work is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services If professional assistance is required, the services of a competent professional person should be sought Neither the publisher nor the author shall be liable for damages arising herefrom The fact that an organization or Web site is referred to in this work as a citation and/or a potential source of further information does not mean that the author or the publisher endorses the information the organization or Web site may provide or recommendations it may make Further, readers should be aware that Internet Web sites listed in this work may have changed or disappeared between when this work was written and when it is read For general information on our other products and services please contact our Customer Care Department within the United States at (877) 762-2974, outside the United States at (317) 572-3993 or fax (317) 572-4002 Wiley publishes in a variety of print and electronic formats and by print-on-demand Some material included with standard print versions of this book may not be included in e-books or in print-on-demand If this book refers to media such as a CD or DVD that is not included in the version you purchased, you may download this material at http://booksup port.wiley.com For more information about Wiley products, visit www.wiley.com Library of Congress Control Number: 2012954767 Trademarks: Wiley, the Wiley logo, Wrox, the Wrox logo, Wrox Programmer to Programmer, and related trade dress are trademarks or registered trademarks of John Wiley & Sons, Inc and/or its affi liates, in the United States and other countries, and may not be used without written permission SharePoint is a registered trademark of Microsoft Corporation All other trademarks are the property of their respective owners John Wiley & Sons, Inc., is not associated with any product or vendor mentioned in this book www.it-ebooks.info ffirs.indd vi 1/28/2013 7:59:32 PM For Dylan May you stay forever young! —Amanda and Shane For the wonderful team at Battelle that helped me get started so many years ago Cathy, Diana, and Jane, I couldn’t imagine getting my start on a better team! —Jennifer For all of my girls; you are growing up to be such smart and amazing little ladies Thank you for being so sweet and loving You inspire me every day —Laura www.it-ebooks.info ffirs.indd vii 1/28/2013 7:59:32 PM www.it-ebooks.info ffirs.indd viii 1/28/2013 7:59:32 PM Records Center – search Records Center (continued) document submission, 535–536 eDiscovery and Holds feature, 548–551 Records Center template, 255, 530, 610 Records Connection, 531–533 Records Declaration, 529 Records Declaration Settings, 538–539, 615 records management, 9, 517, 615 classification plan, 520–529 collaboration, 537 creating Records Center, 530–531 defi ning, 518 fi le plan, 518–520 key roles and responsibilities, 518 Records Repository, 537 archive approach, 529–536 configuring, 529–540 in-place approach, 537–540 records retention and expiration, 540–547 Redirect Page, 188 regions, 401 regulatory reviews, 548 related items control, 452 relationship behaviors, 97 relationships creating, 438–439, 447–448 one to many, 447 working with, 447–448 Relevant Documents Web Part, 220 remote workforces, 588 report and data libraries structure, 343–344 Report Builder, 292, 318–319, 329, 352 charts, 335–338 formatting, 340–342 functions, 338–340 tables, 333–335 using, 332–342 Report content type, 179 report libraries, 75, 328–329 creating, 319–320 data sources, 321–322 working in, 320–332 Report Part Gallery, 337 report parts, 330–332 Report Viewer Web Part, 350–351 report-creation wizard, 326, 340 reporting architecture, 342–350 Reporting Services See SQL Server Reporting Services reports, 326–330, 388, 490 reputation settings, 379 requirements gathering, 592–594 result sources, 559 result types, 559 retention policies, 178 retention schedule, 540, 615 creating for content types, 541–544 creating for folder, 545–546 creating for library, 544–545 viewing compliance details, 547 reusable content, 490 reusable workflows, 132, 139 ribbon, 13, 35 custom buttons, 144 InfoPath, 394 Rich Media Assets, 180 rich text box, 397 Rich Text Editor, 92 rules, 426–428 S Sarbanes-Oxley Act, saving searches, 564 scenario planning, 591 scope, columns, 103–107 Script Editor Web Part, 223 search, 356 administering, 568–573 advanced, 560, 574–576, 615 basic, 560–564 Boolean, 564–565, 615 eDiscovery, 580 metadata, 559 phonetic, 566 profi les, 361 queries, 559, 564–566 saving, 564 SharePoint Server, subscribing to, 563–564 630 www.it-ebooks.info bindex.indd 630 1/28/2013 7:46:36 PM Search and Process – site collections usage reports, 580–581 Web Part, 219 wildcard, 565–566 Search and Process, 550 Search Box, 223 Search Center, 560, 566–568 Advanced Search, 574–576 associations, 567–568 creating site, 566–567 Enterprise, 255, 566–567 global, 568 site collection, 567–568 search index, 511 search interface, 223 Search Navigation, 223 search results, 559 Search Results, 223 Search Schema, 578 Search Service Application, 548, 569 search Web Parts, 223 search-driven content, 223–224, 578–580 search-driven content Web Parts, 223–224, 578 sections, 400–401 security, cultural issues, 588 selection list box, 397–398 selectors, 473 self-service reporting, 292 server farms, 602–603 service applications, 569, 611 shared datasets, 322, 329, 337 SharePoint, 3–4 access management, 267–277 Active Directory integration, 266 branding best practices, 464–465, 474 choosing version, 11–12 components, 12–19 Groups, 157, 269–274 Office 365 subscription, on-premise deployment, versions, 5–12 SharePoint 2013 Products Preparation Tool, 600 SharePoint Administration group, 272 SharePoint Central Administration See Central Administration SharePoint Configuration Wizard, 603 SharePoint Designer, 15, 58, 132, 502, 608 core actions, 140–141 creating page layouts, 505–507 modifying HTML, 479–481 settings, 250–251 Visio and availability of, 148 workflow creation, 144–150 working with master pages, 471 SharePoint Foundation, 5–7, 11–12, 315 usage example, 6–7 SharePoint List Filter, 222 SharePoint List-Based Status Indicator, 179 SharePoint Online, 12 SharePoint Products Configuration Wizard, 602 SharePoint Search, 557–560 SharePoint Server, 8–12, 77, 612 installing, 600–604 usage example, 9–11 SharePoint Workspace, 28, 31 SharePointSiteURL() function, 425 sharing, 64–70, 284–286, 610 side navigation, 237, 242 Silverlight, 431 Silverlight Web Part, 223 Single line of text column, 91 Site Access Requests, 230, 264, 284–285 enabling, 265–266 site actions, 104, 244 Site Actions menu, 104 Manage Site Features, 244 site app permissions, 277 site collections, 16–18, 227–231, 609 administrators, 230 business intelligence, 294–299 Content Query Web Part displaying tasks, 216–219 content type syndication hub, 192–193 creating, 229–231 Document Sets on, 182–183 Help, 251 managing, 234–253 managing content types across, 192–193 notifications, 230 Search Center association, 567–568 Style Library, 613 Variations, 492–493 631 www.it-ebooks.info bindex.indd 631 1/28/2013 7:46:37 PM Site Collection Administration – Status list applications Site Collection Administration, 246 Site Collection Administrators, 277 Site Collection Documents, 489 Site Collection Features, 182 Site Collection Images, 490 site columns, 15, 103, 172–175, 607 adding to content type, 173 adding to list, 106–107 adding to parent content type, 173–175 creating, 104–106 managed metadata, 527–529 page layouts, 503 Site Content and Structure page, 246–250 Site Content Types, 166–167, 168 Site Contents page, 245–246 Site Feed Web Part, 224 site groups adding user, 270–271 creating new, 271–273 site hierarchies, 235, 500–502 Site Hierarchy page, 246 site logo, 465–467 Site Members group, 269 Site Owners group, 269 site permissions, 268, 275–279 Site Settings, 104 permissions settings, 250 Popularity and Search Reports, 252 site templates business intelligence, 294–297 changing available, 233–234 community, 254, 610 project, 254 publishing, 256 team, 253, 267 Site Users Web Part, 224 Site Visitors group, 269 site workflows, 131 sites, 16, 227–228 community, 373, 376, 378–379 content and structure management, 245–250 creating and moving, 247–250 Enterprise Search Center, 566–567 following, 366–367 managing, 234–253 navigation options, 238–239 permission inheritance, 278–279 Publishing Portal, 486–488 Records Center, 533–535 saving as template, 257–259, 610 site template availability, 233–234 team, 243, 509 team collaboration, 16 wiki, 78 working with content across, 253 Skills, 359 SkyDrive Pro, 356, 361–363 slide libraries, 75 social collaboration Web Parts, 224–225 social networking, 9, 355–356, 383 social tags, 361 Solutions Gallery, 259 special content types, 189 Specify Configuration Database Settings window, 602 spell checking, 396 SQL Server, 433, 599 SQL Server Analysis Services Filter, 222 SQL Server Analysis Services-Based Status Indicator, 179 SQL Server Express, 599 SQL Server Reporting Services (SSRS), 292 data sources, 321–322 datasets, 322–325 library creation, 319–320 report parts, 330–332 reports, 326–330 working with, 318–332 SSRS See SQL Server Reporting Services stages, 131, 138 standalone installation, 599 Standard view creating, 110–111 working with, 108–111 status indicators, 179 Status List, 179 Status list applications, 37 632 www.it-ebooks.info bindex.indd 632 1/28/2013 7:46:37 PM Status List Web Part – templates See also Status formList templates; Web Part site – templates Status List Web Part, 179, 214 status updates, 357 steps, 138 content workflows, 131 String Builder, 151 structural navigation, 237, 241 Style Library, 477–478, 490, 613 style sheets, 473, 477–478, 613 submit buttons, 415–418 submit connections, 424–425 subscriptions, 330, 345, 348–349, 563–564 subsites, creating, 231–233 subviews, 452 suffi x matching, 566 Suggested Tags, 368 Summary Links Web Part, 220 Survey list applications, 36–37 System Master Page, 189 System Page, 189 System Page Layout, 189 T table controls, 401 Table of Contents Web Part, 220 Table or Matrix Wizard, 326 tables creating, 433–438 database, 433–434, 613 editing, 435 field properties, 438 relationships, 438–439 Report Builder, 333–335 Tablet PCs, 401 tabular view, 108 Tag Cloud Web Part, 225, 611 tag profi les, 368–369 tagging, 367–371 tags, 358–359, 370–371 target audiences, 204 task actions, 142–143 Task Outcome column, 98 Task Process Designer, 154–157 task processes, 154–157, 607 tasks, 153 Content Query Web Part displaying, 216–219 newsfeed, 365–366 status, 158 using groups or variables, 157 workflows, 153 Tasks list applications, 29–31 Taxonomy Refi nement Panel, 223 Team Collaboration Lists feature, 243, 244–245 team collaboration sites, 16 team reports, 388 Team Site template, 253 permissions, 267 team sites, 5, 243 enabling publishing, 509 templates See also form templates; site templates Approval workflow, 608 Basic Search Center, 255 Blog, 254 business intelligence, 294–297 Business Intelligence Center, 255, 610 changing available, 233–234 collaboration, 253–254, 614 Collaboration Portal, 16 Community Site, 254, 610 content types, 163, 165 custom, 257–260 document, 608 Document Center, 220, 254 eDiscovery Center, 548, 551–554 enterprise, 254–255 Enterprise Search Center, 255, 566 Enterprise Wiki, 256 library, 74–82 moving to new location, 260 new documents from, 165 Office fi les, 165 out-of-the-box, 253–256 Project Site, 254 Publishing Portal, 25, 231, 243, 245, 256, 509 Publishing Site, 256 Record Center, 220 633 www.it-ebooks.info bindex.indd 633 1/28/2013 7:46:37 PM templates – views templates (continued) Records Center, 255, 530, 610 saving lists as, 125–126 saving site as, 257–259, 610 Team Site, 253 Visio Process Repository, 255 workflow, 169, 608 Term Set Management link, 513 term sets, 511, 513, 521–522 import fi les, 526–527 manual creation, 523–526 Term Store, 521 Term Store Management Tool, 368 text data, 433 Text Filter, 222 textbox, 396–397, 451 themes, 467–471 changing, 468–469 customizing, 469–470 tips for, 470 when to use, 471 Timeline Web Part, 221 timing of deployments, 591 tool pane settings, 301–304 tool selection, content management system practices, 87–88 toolbars Excel Services Web Parts, 299–300 hiding in Web Part, 210–211 translation workflows, 497–502 travel requests, 388 tree structure, 86 Tree View menu, 242–243 tweets, 357 Twitter, 357 U UDC See Universal Data Connection understanding audience, 590–592 unique permissions, 277–278, 280–281 Universal Data Connection (UDC), 82 use-case scenarios, 594 user access, 263–264 user adoption, 595–596 user experience best practices, 464–465 e-mail configuration, 286 User Profi le Service Application, 611 User Tasks Web Part, 225 user-generated taxonomy, 356 users adding to site group, 270–271 content management system practices, 87 modifying permissions, 273 navigating permissions pages, 275–277 removing from group, 274 Users and Groups page, 276 Users and Permissions links, 268, 270, 284 utility actions, 143–144 V validation rules, 426 variables task assignment, 157 workflow, 144 Variations, 491–502 enabling, 492–493 labels, 493–497 Variations Create Hierarchies Job Defi nition Timer job, 497 Variations Propagate Sites and Lists Timer Job, 502 VDW See Web Drawing (VDW) version history, 71–74 confl icts in, 65 enabling, 71–72 restoring previous versions, 73–74, 606 reviewing, 72–73 versioning settings, lists and libraries, 117–118 vertical labels, 401 video clips, 222–223 View Properties, 65 views, 403–404 Backstage, 315 based on existing, 116 Calendar, 112, 113–114, 607 634 www.it-ebooks.info bindex.indd 634 1/28/2013 7:46:37 PM Visio Process Repository template – Web Parts creating and customizing, 107–116 Datasheet, 112, 115–116, 443 elements, 108–110 folders, 109–110 forms, 403–404 Gantt, 42–46, 112–113 InfoPath, 403–404 item limits, 110 library, 343 lists, 42–43 mobile, 110 navigation tree, 242–243 standard, 108–111 style, 109 subviews, 452 tabular, 108 Web Parts, 210–211 Visio Process Repository template, 255 Visio Services, 8, 292 connections, 309–310 document creation, 311 working with-, 309–317 Visio Services Web Part, List Web Part connection, 312–317 Visio Web Access Web Part, 214, 309, 313 Visio Web Part, 309, 611 Visio Workflow Interchange (VWI), 132 Visual Designer, 607 visual mockups, 592–594 VWI See Visio Workflow Interchange W WCMS See web content management systems web browser control, 451 web content management, 485 web content management systems (WCMS), 485, 510 features, 486 Web Designer Galleries, 104, 528 Site Content Types, 166–167, 168 Web Drawing (VDW), 214 web log See blogs web pages, edit mode, 207 Web Part Connections, 313–317 Web Part gallery, 14 Web Part Page with Status List content type, 179 Web Part pages, 58, 181 Web Part Properties, 210 Web Part zones, 14, 198, 199 layout options, 203 Web Parts, 14–15, 172, 609 adding to page, 198–201 Advanced settings, 203–204 Appearance setting, 202 audience targeting, 381 blog, 213 business data, 213–214 Business Data Actions, 213 Business Data Connectivity Filter, 213 Business Data Item, 213 Business Data Item Builder, 213 Business Data List, 213 Business Data Related List, 213 changing view, 210–211 Common Records Management Tasks, 548 community, 214 configuring, 201–204 connecting, 207–209 consumer, 207 Contact Details, 224 Content Editor, 223 Content Query, 172, 215–219, 253 content rollup, 215–221 Content Search, 219, 375 dashboard, 301–304 Diagram, 312 document set, 221 Excel Services, 293, 299–304 Excel Web Access, 214, 294 export mode, 204 exporting, 205–206 fi lters, 221–222, 304–307 forms, 222 Header, 579 Help Mode, 204 help URL, 204 hiding toolbar, 210–211 635 www.it-ebooks.info bindex.indd 635 1/28/2013 7:46:37 PM Web Parts – workflows Web Parts (continued) HTML Form, 222 Image Viewer, 222–223 import errors, 204 importing, 205–207 Indicator Details, 214 InfoPath Form, 222 layout options, 203 library app, 210 List, 210, 309, 312–317 list app, 210–212 Media, 222–223 media and content, 222–223 Note Board, 224 Organization Browser, 224 out-of-the-box, 209–225 in page layouts, 502 Page Viewer, 223 Picture Library Slideshow, 223, 609 Process Documents, 316 properties, 210 provider, 207 Recently Changed Items, 579–580 Relevant Documents, 220 removing, 205 Report Viewer, 350–351 Script Editor, 223 search, 223 search-driven content, 223–224, 578 Silverlight, 223 Site Feed, 224 Site Users, 224 social collaboration, 224–225 Status List, 179, 214 Summary Links, 220 Table of Contents, 220 Tag Cloud, 225, 611 Timeline, 221 tool pane settings, 301–304 User Tasks, 225 using, 197–209 Variations, 492–493 views, 210–211 Visio, 309, 611 Visio Services, 312–317 Visio Web Access, 214, 309, 313 web services, 140, 294 Welcome Page, 188 wiki document library, 78 Wiki Page, 181 wiki page libraries, 75, 77–81 content queries, 215 creating, 78–80 wiki pages, 75, 198, 380–381 creating, 80–81 as homepage, 199 wiki site, 78 Wikipedia, 78 wikis, 78 wildcard search, 565–566 Windows Explorer, opening document library, 76–77 Windows Server, Windows Server 2008, 600 Windows Server 2012, 600 workbook, 294 interactivity options, 300 opening and publishing, 297–299 parameters, 304–307 Workflow Editor, 136–137 workflows, 15, 129 actions, 131, 140–144 associations, 131–132 conditions, 131, 138–139 content, 131 content settings, 134–136 content types, 163, 169–171 creating custom, 132–153 creating SharePoint Designer, 144–150 custom ribbon buttons, 144 editing, 136–138 else-if branches, 138 functions, 147, 149, 155, 157 history, 153, 158 information, 134–135, 158 initiating, 130 list, 131, 139 loops, 131 636 www.it-ebooks.info bindex.indd 636 1/28/2013 7:46:37 PM workspaces – zone index parallel blocks, 138 parameters, 144 Publishing Portal, 490 reusable, 132, 139 sending e-mail, 151–153, 608 settings, 133–134 site, 131 stages, 131, 138 status, 158 steps, 131, 138 task processes, 154–157 tasks, 153 templates, 169, 608 translation, 497–502 understanding, 130–132 variables, 144 workspaces, 16 X XHTML, 473 XML fi les, 402–403 Y Yes/No column, 97 Z zone index, 203 637 www.it-ebooks.info bindex.indd 637 1/28/2013 7:46:37 PM www.it-ebooks.info badvert.indd 638 1/28/2013 7:53:53 PM www.it-ebooks.info badvert.indd 639 1/28/2013 7:53:53 PM www.it-ebooks.info badvert.indd 640 1/28/2013 7:53:53 PM www.it-ebooks.info badvert.indd 641 1/28/2013 7:53:53 PM Try Safari Books Online FREE for 15 days and take 15% off for up to Months* Gain unlimited subscription access to thousands of books and videos With Safari Books Online, learn without limits from thousands of technology, digital media and professional development books and videos from hundreds of leading publishers With a monthly or annual unlimited access subscription, you get: • 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