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by Bill English, Ben Curry
Microsoft® Office SharePoint® Server 2007 Best Practices
Microsoft® Office SharePoint® Server 2007 Best Practices
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A Note Regarding Supplemental Files
Acknowledgments
Introduction
Why We Wrote This Book
Best Practices versus Design
Who This Book Is For?
How This Book Is Organized
What This Book is Not
System Requirements
How You Can Contact Us
Support for This Book
I. Planning and Designing
1. Introducing Microsoft Office SharePoint Server 2007
Windows SharePoint Services 3.0
Delegation of Administration
Provisioning of Web Applications
Backup and Restore
Security
Storage
Site Columns
Item Versioning
Server Farm Topology
Site Model
Application Programming Interfaces
Web Services
Fields and Forms
Collaboration
Wikis
SharePoint Server 2007 Standard
Search and Indexing
Shared Services Providers
Portals
Site Collection Auditing
Enterprise Content Management
SharePoint Server 2007 Enterprise
Forms Server 2007
Excel Calculation Services
Business Data Catalog
SharePoint Server 2007 for Internet Sites
How Can SharePoint Server Help My Organization?
Collaboration
Content Aggregation
Portals
Search
Knowledge Transfer
Content Organization
Content Presentation
Content Publishing
Summary
2. Change, Power, and Conflict
Understanding Change in a Corporate Environment
Common Types of Change in a Corporate Environment
How Different Individuals Accept Change
Managing Environmental Change
Understanding Power Dynamics and Change
Understanding Specific Changes that SharePoint Introduces
Information Access Changes
Breaking Down Information "Kingdoms"
Document Development and Collaboration
End-Users as Web Site Administrators and Creators
End-Users as Security Agents
Strong Governance and Potential Conflicts
Knowing Where to Put Information
Knowing How Information Is to Be Handled
Knowing Who Makes Which Decisions
Summary
3. SharePoint Server 2007 Design Life Cycle
Overview of Frameworks that Can Be Used with SharePoint Server 2007
Information Technology Infrastructure Library
Microsoft Solutions Framework
Microsoft Operations Framework
Structure versus Freedom
Process Models
Best of Both Worlds
Define Stakeholders
Training
Administrators
Developers
End-Users
Help Desk
Gathering Requirements
"I Need" versus "I Want"
Elicitation Techniques
Modeling Requirements
Agreeing on Requirements
Dealing with Requirements Creep
Major Milestone 1: Design Phase
Mapping Functional Requirements to Design Features
Common Functional Design Questions
Understanding How to Implement Technical Requirements
The 25 Most Common Design Questions
Dependencies
Define Performance and Capacity Requirements
Contingency Factors
Test Initial Design
Approval
Major Milestone 2: Build Readiness
Prototype Approved by Stakeholders
Design Constraints
Build Out Production System
Prepare Dependencies
Document SharePoint Server 2007 Installation
Test Production Build
Refinement of System
Pilot Users
Fix Bugs
Major Milestone 3: Operational Readiness
Disaster Recovery Testing
Operating and Supporting
Summary
Additional Resources
4. Defining Business Requirements
Requirements
Business Requirements
Functional Requirements
Constraints or Nonfunctional Requirements
Testing Requirements
Technical Specifications or Requirements
Bridging the Gap Between Business Need and Technology Solution
Characteristics of Good Requirements
Implementing Requirements Traceability and a Requirements Matrix
How Many Requirements per Project?
Establishing Subprojects in Parallel
Establishing Subprojects in Sequence
Implementing Iterative Project Management
Using Hybrid Methodologies
Using Requirements to Solve Problems
Deciding Whether to Pursue the Solution
Developing the Project Charter
Project Information
Project Scope
High-Level Project Requirements
Business Justification: Making Sure Your Project Meets a Business Need
Success Criteria
Key Deliverables
Technology Strategy
Roles
Project Milestones and Deadlines
Operations Strategy and Deployment Plan
Managing Change Control
Governance Defined
Business Drivers: The Building Blocks of a Business Strategy
Negotiating Service Level Agreements
Summary
Additional Resources
5. SharePoint Server 2007 and Governance
Governance Best Practices
Fit the Organization’s Existing Workflow and Culture
Keep Technology Aligned with Business Objectives
Define and Manage the Organization’s High-Level Information Taxonomy
Simple Is Beautiful in the World of Taxonomies
Keep the Organization Aware of the Financial and Performance Impacts of Its Technology Decisions
Balance Long-Term and Short-Term Views When Making Technology Decisions
Encourage Excellence and Innovation
Guide Through Merit and Service
Handle Questions and Issues Quickly, Concisely, and Effectively
Maintain a Technology-Agnostic Viewpoint
Start Small and Grow Over Time, Intentionally
Standardize Enterprise-Wide Information with Minimal Intrusion
Getting a Technology Governance Team Started
Assign the Governance Team
Evaluate Organizational Goals and Business Drivers
Evaluate Current and Planned Business Initiatives
Define the Business Requirements
Evaluate the Technology Base
Develop, Publish, and Maintain a Technology Roadmap
Evaluate Existing Governance and Oversight Processes, Documents, and Activities
Create an Effective Governance Team Site
Membership Management
Governance Team Roles in SharePoint
Governance Team Ex-Officio Members
Governance Team Approvers and Sponsors
Governance Team Readers
SharePoint Lists Included in the Governance Team Site
Governance Team Calendar
Governance Team Task List
Governance Team Issues List
Governance Team Contacts List
Governance Team Documents Library
Governance Team Forums
Summary
Additional Resources
6. Project Plans for a SharePoint Server 2007 Deployment
Understanding Microsoft’s SharePoint Server 2007 Deployment Plan
The Envisioning Stage
The Planning Stage
Assemble Project Teams and Define Roles
Review Technical Requirements
Review Preliminary End-User and Business Requirements
Determine Preliminary Design Objectives
Identify Coexistence Strategies
Establish Test Lab Environment
Perform Risk Analysis
Define Communication Strategy
Define Education Strategy
Review Client Hardware and Software
Create Governance Plan with Mission, Vision, and Strategy
Plan Server Configuration
Plan Security
Managing Permissions Using Active Directory Groups versus Active Directory User Accounts
Plan for Performance
Plan Failover and Disaster Recovery
Plan for Localization
Plan Integration
Plan Maintenance
Plan Content and Navigation Structure
Deployment, Implementation, and Configuration Management
Post-Implementation Operations, Optimization, and Business Review
Summary
Additional Resources
7. Developing an Information Architecture
Common Goals
Architecture Forethought
Information Architecture Foundations
Publishing
Collaboration
Records Management
Content Movement
Opportunity Defined
Going Vertical
Shared Services
Information Arrangement
Information Context
User Interface and Branding
Usability and Acceptance
Emergent Capability
Information Architecture Building Blocks
Lower-Level Data Objects
Macro Example
Micro Permutations
Provisioning
Self-Service
Summary
Additional Resources
II. Building
8. Document Management
What Is a Document?
What Is Document Management?
The Document Life Cycle
Creation
Should SharePoint Replace File Servers?
Location
Filing
Retrieval
Mapping the Features of SharePoint Server 2007 to Your Information Architecture
Metadata Results Depend on How You Create Them
Security
Workflow and Approval
Distribution
Location of the Finished Document
Permissions to the Document
Using the Send To Feature in SharePoint
Retention
Archiving
Other Best Practices Concerning Documents and Document Libraries
Working with the SharePoint Server 2007 DoD 5015.2 Add-On Pack
Summary
Additional Resources
9. Enterprise Content Management
What Is Enterprise Content Management?
Structured versus Unstructured Content
New Legal Requirements
Other Driving Forces
Scenarios
Small and Medium Business Market
Content-Driven Internet Sites
Collaborative Intranet Sites
Content Archiving Sites
SharePoint ECM Technologies
Document Management
Content Types
Versioning
Item-Level Security
Integrated Information Rights Management
Web Content Management
Publishing and Publishing Infrastructure Features
Page Layouts and Field Controls
Document Converters
ASP.NET 2.0 Master Pages
Reusable Content and Image Libraries
Approval Workflow
Content Deployment
Records Management
Records Center
Information Management Policies
Record Routing
Holds
Forms Management
Forms Library
InfoPath Forms Services
E-mail Management
SharePoint ECM Best Practices
Combine Centralized and Local Governance
Develop Document Plans
Don’t Migrate All Legacy Content
Store Large Media Files in External Storage
Add iFilters to Index Unstructured Content
Summary
Additional Resources
10. Business Processes and Workflows
Identifying Workflow Candidates
Adapt the Technology to Business Requirements
Overview of Out-of-the-box Workflows
Workflow Configuration Options
Workflow History
Which Workflow History List?
Publishing Workflows
Workflow Deployment Considerations
Should You Disable Custom Workflows?
The Other Side of the Coin: Code-free Custom Workflows
Custom Workflow Considerations
Extending SharePoint Designer 2007 Workflows
Deployment Configuration and Custom Workflows
Workflow Deployment Options
Workflows Deployed to a Document Library
Workflows and Document Libraries: Many to One
Workflow Naming Conventions
Workflows and Client Applications
Invoking Workflows: Clients
Security Considerations
Summary
Additional Resources
11. Branding and Customization
Overview of SharePoint Branding
Why Customize Branding?
Who Controls Branding?
What Method Should I Use?
Criteria for Selecting a Customization Method
Understanding Where Changes Are Stored
Security, Audiences, and Performance
Publishing versus Nonpublishing
Branding Methodologies
Master Pages and Content Pages
Cascading Style Sheets
Themes
Features, Solutions, and the Object Model
Web Parts
Native Support for Branding
Title, Description, and Icon
Publishing Support for Branding
Master Pages in Publishing Sites
Alternate CSS URL
Navigation
Page Layouts
Branding with SharePoint Designer 2007
Master Pages
Publishing Layout Pages
Site Templates
Branding Using Visual Studio 2005
Site Definitions
Custom Site Definitions
Feature Site Template Association
Master Pages
Cascading Style Sheets
Solutions
Hybrid Approaches: SharePoint Designer and Visual Studio
Summary
Additional Resources
12. Web Parts, Features, and Solutions Management
Content and Infrastructure
Developer’s Role in SharePoint
Environments
Development Environment
Test Environment
Separate Database Server
Multiple Web Front-End Servers
Shared Services for SharePoint Server 2007
Multiple User Accounts and Varying Permissions
Test Environment Content Replication
Replication via Backup and Restore
Replication via Export/Import
Replication via Other Methods
Web Parts
Web Part Infrastructure
Web Part Manager
Web Part Zone
Editor Zone and Tool Parts
Web Parts
ASP.NET and Windows SharePoint Services 3.0 Web Parts
Legacy and ASP.NET Web Parts
Web Part Connections
Web Parts with User Controls
Web Part Verbs
Customization and Personalization with Web Parts
Branding and Customization/Personalization
Provide a Consistent Method for Customizing and Personalizing a Web Part
Properties and View/Control States
Web Part Execution Environments
Resource Locations
Features
Feature Element Types
Custom Action Definitions
DelegateControl Element
Module Element
Field and ContentType Element
ListTemplate and ListInstances Elements
FeatureSiteTemplateAssociate Element
Workflow Element
Executable Elements
Feature Events
Solutions
Cabinet Directive File (.ddf)
Solution Manifest File
FeatureManifests Element
SiteDefinitionManifests Element
Assemblies Element
TemplateFiles and RootFiles Elements
CodeAccessSecurity Element
Sample Web Part (Available Online)
Summary
Additional Resources
13. Creating and Managing Publishing Sites
Publishing Infrastructure and Publishing Features
Publishing Infrastructure
Site Settings
Content
Publishing Feature
Site Actions
Site Settings and Caching
Portals and Publishing
Leveraging Publishing Sites
Document Center
News Site
Sites Directory
Choosing a Content Deployment Strategy
Authoring in Place with Approval
Publishing Tools
Document Conversions
Managing Master and Layout Pages
Search Considerations for Public Sites
Supporting Localization
Unique Language Sites
Variations
Best Practices for Troubleshooting the Variation Process
Content Translation Management Tools
External Services
Internal Translation Services Tools
Summary
Additional Resources
14. Understanding and Implementing Microsoft Search Server 2008
Search Server 2008 Features and Benefits
Understanding OpenSearch Standards
OpenSearch Description Documents
OpenSearchDescription Element
ShortName Element
LongName Element
Description Element
URL Element
Contact Element
Tags Element
Image Element
Query Element
Developer Element
Attribution Element
SyndicationRight Element
AdultContent Element
Language Element
InputEncoding Element
OutputEncoding Element
AutoDiscovery of RSS/Atom
OpenSearch Response Elements
totalResults Element
startIndex Element
itemsPerPage Element
Installing Search Server 2008
Preparing for the Installation
Other Information
Conducting the Installation
Administrating Search Server 2008
Building Federated Location Definition Files and Integrating Search Server 2008 with Live Search
Best Practices for Implementing Search Server 2008
Summary
Additional Resources
III. Deploying
15. Implementing an Optimal Search and Findability Topology
Findability: What Is It and Why Is It Important to You?
Information Overload
The Long Tail
Relevance, Precision, and Recall
Power Law Distribution
What Are Users Really Seeking?
Mooers’ Law: The People Problem
Understanding Information Maturity Gradations
Taxonomies and Social Networks
Governance, Search, and Findability
Business Requirements and Search
Designing Crawl and Query Topologies
Scaling Out Your Index and Query Servers
When to Scale Out with More Index Servers
When to Scale Out with More Query Servers
Planning the Thesaurus and Noise Word Files
When to Use the Federated Query Features
Scenario: You need to conserve bandwidth
Scenario: You need to display the content in the results set, but the remote index’s robots.txt file blocks SharePoint’s crawler
Scenario: You need to see results from a content source only when certain keywords and/or keyword patterns are entered by the user
Scenario: Content at the content source changes very often, and those changes must immediately be reflected in the result set. You can crawl and index the content source
Scenario: Content at the content source changes frequently, but those changes need not be reflected quickly in the result set. You can crawl and index the content source
Scenario: You need to tightly define which URLs from the remote index will appear in the result set
Scenario: You need to have queries executed under different security contexts to different remote indexes to receive security-trimmed results within the FLD’s result Web part
Scenario: You need to have content in the result set that is not indexed locally at the remote site or server
Scenario: The remote index is intermittently available when users execute queries. You are able to crawl and index the content source’s content
Scenario: The remote index does not return results in RSS or Atom or the presentation of the results is not usable within the FLD Web part
Scenario: The content needs to be available in the result set, but the query frequency of the content is not sufficient to justify the resources needed to crawl and index that content
Scenario: You have more than 250,000 start addresses and/or 500 content sources that you need to include in the result set, and you do not want to or cannot build a second Shared Services Provider in
Scenario: You have too many FLDs in your result set, and the usability of the result set interface has diminished significantly
Scenario: Best Bet–type results have several content items and are easily displayed within either the Best Bet Web part or the FLD Web part
Scenario: Scoping effects are needed on a remote content source that you are not crawling and indexing
Scenario: You have created FLD files to federate queries in your SharePoint Server 2007 implementation, but the results are returned too slowly from the remote index and users are complaining
Findability Tools in SharePoint Server 2007
Findability Tools that Support Taxonomies and Push Needs for Administrators
Master Site Directory
URL/Managed Paths
Content Types and the Document Information Panel
Summary Links Web Part
My Site and My Site Personalization
Audiences
Scopes
Records Centers
Galleries
Findability Tools that Support Social Networks and Pull Needs for Users
Microsoft Office Groove
Wikis and Blogs
Social Networking, My Site, and User Profiles
Membership Web Part
Summary
Additional Resources
16. Leveraging Shared Services Providers
What Shared Services Are Provided with SharePoint Server 2007?
Search
User Profiles
Published Links to Office Applications
Personalization Site Links
Exposing Publishing Portal Sites in the My Site Global Navigation
Audiences
My Sites
Excel Services
Business Data Catalog
Intra-Farm versus Inter-Farm Shared Services
Designing Intra-Farm Shared Services
Designing Inter-Farm Shared Services
Designing Shared Services
My Sites
Surfacing User Information via Profiles
Audience Targeting
SSPs in the Extranet
Geographically Dispersed Deployments
Regional My Site Providers
Search and Indexing
Summary
Additional Resources
17. Optimizing Information Security
Confidentiality
Information Classification
Content Types
Integrity
SharePoint Groups versus Active Directory Groups
Site Collection Administrators
Active Directory Group Membership
My Site Functionality Limitations
Access Control and Permissions Levels
Defining Access Scenarios
Web Application Security Policies
Site Collection Administrators
Permission Levels and Inheritance
Authenticity
User Authentication
Code Access Security
Assembly Signing
What Should Be Strong Named
What Must Be Strong Named
What Should Not Be Strong Named
Delay Signing Assemblies
Safe Controls
Adding Safe Control Entry Manually
Adding Safe Control Entry Using WSP
Code Access Security Trust Levels in SharePoint
Default Security Permissions in SharePoint
Default Trust Levels in SharePoint
Setting the Trust Level for a Web Application
Adding a Custom Trust Level Configuration
Adding Policy Definitions During Deployment
Web Part Permissions
Summary
Additional Resources
18. Business Intelligence and Reporting
The Microsoft BI Big Picture
BI Integration with SharePoint Server 2007
Core BI Features in SharePoint and Office
Excel
Excel Add-ins
Office BI Integration with SharePoint Lists
Excel-to-SharePoint and Data Synchronization
SharePoint-to-Excel and Data Synchronization
Excel Services
Authentication Between Client and Server
Publishing Excel Workbooks
Configuring Excel Web Access Web Parts
Unsupported Features in Excel Services
SharePoint Report Center
Reports Library
Creating Reports
Dashboards
Data Connection Library
ODC Files
UDC Files
KPI List
Business Data Catalog
BDC Web Parts
Creating Application Definition Files
Authentication and Security
Securing Entities
BDC Columns
BDC List Columns and Alternate Access Mappings
Client Interaction: Document Information Panel
Summary
Additional Resources
19. Extending Business Intelligence
Reporting Services
How Does Reporting Services Work with SharePoint?
SQL Server 2005 Service Pack 2
Reporting Services Add-in for Microsoft SharePoint Technologies
Integrating Reporting Services with SharePoint
SQL Server 2005 Reporting Services Native (Default) Mode
SQL Server 2005 Reporting Services SharePoint Integrated Mode
Configure Reporting Services in Central Administration
Configure Reporting Services in Site Settings
Managing Report Subscriptions
Reporting Services Content Types
Adding Reporting Services Content Types to Document Libraries
Reporting Services Web Parts
Report Viewer Web Part and User Permissions
Configuring the Report Viewer Web Part
Other Reporting Services Features Within SharePoint
Data Source Configuration
Reporting Services, Authentication, and Data Sources
Report Model Configuration
Report File Configuration
Security Considerations
Securing Reporting Services—Native Mode and SharePoint Integrated Mode
Creating, Publishing, and Deploying Reports to SharePoint Sites
Reporting Against SharePoint Lists with Reporting Services
Use Visual Studio 2005 to Create and Author Reports
Option 1: Deploy a Report Model and Data Source to SharePoint
Option 2: Deploy a Report to a SharePoint Document Library
Authoring Reports with SQL Server 2005 Reporting Services Report Builder
Report Versioning
Distributed Server Environment Consideration
Running Reporting Services on a Domain Controller
PerformancePoint Server 2007
PerformancePoint Server 2007 Components in a Nutshell
Planning Administration Console
PerformancePoint Planning Server Operational and Business Reports Requirements
Planning Business Modeler
PerformancePoint Add-in for Excel
Dashboard Designer: Presenting PerformancePoint Server 2007
Deploying the Dashboard Designer Executable
Working with Dashboard Designer
Dashboards
Configure Data Sources
Creating Reports
Excel Services Report
Reporting Services Reports
Strategy Map Reports
Using MDX Queries
KPIs
Security and Dashboard Designer
Deploying Dashboards to SharePoint Sites
Adding PerformancePoint Dashboard Items to SharePoint Sites
Interacting with Dashboards Within SharePoint Sites
Saving a Dashboard Designer Workspace
Business Intelligence Use Case Scenarios
Scorecards: Which Technology Works Best?
Summary
Additional Resources
20. Intranet, Extranet, and Internet Scenarios
Web Applications: The Foundation
Application Pool Best Practices
Content Database Best Practices
Moving Site Collections
What’s in a Zone?
Scenarios
Intranet Scenarios
Private Network
Split Farm
Screened Subnet
Extranet Scenarios
Zone Isolation
Physical Isolation
Internet Scenarios
Shared Farm
Dedicated Farm
Summary
Additional Resources
IV. Operating
21. Data Protection, Recovery, and Availability
Planning for Recovery
What Are You Protecting?
Stakeholder Education
Service Level Agreements
Designing for High Availability
Fault Tolerance and High Availability
SQL Server
Clustering
Database Mirroring
Transaction Log Shipping
SharePoint Servers
Windows SharePoint Services Web Application
Index
Query
Excel Calculation Services
Document Conversions
Central Administration
Backup and Restore Strategies
Recovery Time Objective
Recovery Point Objective
Recovering Content
Web Applications
Restoring Web Applications via SQL Server Restore
Restoring Web Applications via Central Administration
Shared Services Providers
Site Collections
Lists and Items
Recovering from Disasters
Summary
Additional Resources
22. Upgrading from SharePoint Portal Server 2003 to SharePoint Server 2007
Overview of the Four Migration Methods
In-Place Upgrade
Advantages
Disadvantages
Gradual Upgrade
Advantages
Disadvantages
Content Database Migration
Advantages
Disadvantages
User Copy
Advantages
Disadvantages
Pre-upgrade Tasks
Upgrading SQL and Office Platforms
SharePoint Tasks
Deprecated Features
Perform a Full Exam of Your SharePoint Portal Server 2003 Environment
Decide Which Hardware You Will Use for Your SharePoint Server 2007 Implementation
Upgrading from 32-Bit SharePoint Portal Server 2003 to 64-Bit SharePoint Server 2007
Do You Need to Redo Your URL Topology in SharePoint Server 2007?
Develop a Communication Plan to Inform Users and Management About Migration Activities
Understand When and How to Use Prescan.exe
Ensure Your SharePoint Portal Server 2003 and SQL Backups Are Working
If You Choose to Perform a Gradual Upgrade, Ensure You Have Enough SQL Disk Space
Be Sure that You Have Removed All Orphaned Objects from the SQL Database
Increase the Web Site and ASP.NET Timeout Settings
Plan for Broken Links
Increase the SQL Transaction Log File Size
Upgrading Customizations
Post-upgrade Tasks
Upgrading Shared Services
Shared Services in SharePoint Portal Server 2003
Combining Migration Methods
Upgrading Between Active Directory Forests
When to Use the Different Upgrade Methods
Summary
Additional Resources
23. Capacity Planning and Performance Monitoring
Capacity Planning
Software Configuration
Customization
Server and Network Hardware
Boundaries
Software Boundaries
Hardware Boundaries
Capacity Planning Solution Tool
Visual Studio 2008 Team Suite
Creating Web Tests
Creating a Load Test
Performance Monitoring
Perfmon.exe
System Center Operations Manager 2007
Summary
Additional Resources
Glossary
About the Authors
Principal Authors
Co-Author
Contributing Authors
Content Contributors
Additional Resources for IT Professionals from Microsoft Press
Windows Server
Windows Client
SQL Server 2005
Exchange Server 2007
Scripting
Related Titles
More Great Resources for IT Professionals from Microsoft Press
Administrator’s Pocket Consultant
Administrator’s Companion
Resource Kit
Self-Paced Training Kit
Index
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12. Web Parts, Features, and Solutions Management
Additional Resources
The Accessibility Kit for SharePoint
(AKS) download:
http://aks.hisoftware.com
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