SharePoint Administration | Notes Administration

SharePoint Security 101

Poor security can cost you your job. It pays to know the basics.

How SharePoint Security Works

Although signing into SharePoint is a one step process for users, behind the scenes, it actually involves two steps.

In the first step, the user is 'authenticated' by the system. The default method for this check-in is through Active Directory (AD). Metaphorically speaking, this is a visitor being given a key to a house.

After being authenticated, the user is granted access rights to view and edit appropriate documents on the SharePoint server. Continuing the metaphor, this is a visitor being given a set of keys to enter locked rooms within the house.

Access rights are extremely flexible on SharePoint systems. Access rights are typically set on a 'group' level. In this configuration, people in the marketing department have different access rights than people, say, in the finance department. Users can belong to multiple groups, giving them access to a greater number of items.

One of the keys to SharePoint's popularity is how permissions are set. In a SharePoint environment, users set access rights for the items they post. A user can post a document that can be accessed by their own group, another group, or only specific users. If this is not specified, the item defaults to the access privileges of the directory where it resides (ie. documents in the "marketing" directory are accessible to members of the "marketing" group).

Another feature particular to SharePoint is known as "Security Trimming." This means that users do not see content they cannot access. Users only see content they can access (including content returned in a search). This feature avoids needless clutter and confusion.

Managing SharePoint Security

The decentralization of SharePoint security is its greatest strength and also a potential weakness. The benefit is users can post information quickly without the approval of a central administrator. The trade-off is, lacking a central administrator, users can be granted access to documents they are not meant to see.

Where sharing networks with one central administrator err on the side of being overly restrictive, networks run by users err on the side of too much access. It's often difficult for a SharePoint administrator to regain control over an environment. And tools in SharePoint for listing all items' access rights are notoriously lacking. Often a third party tool is required, especially for organizations where security is essential.

SharePoint Book Recommendations

While there is no shortage of books on SharePoint, finding the outstanding ones can be difficult. We asked a few of our Sales Engineers which ones they like best. Here are their suggestions:

Robert recommends

MCTS: Microsoft Office SharePoint Server 2007 Configuration Study Guide: Exam 70-630		Microsoft Office SharePoint Server 2007 Administrator's Companion

Evan recommends:

MCTS: Microsoft Office SharePoint Server 2007 Configuration Study Guide: Exam 70-630		Microsoft Office SharePoint Server 2007 Best Practices

Jamie recommends:

Mastering Windows SharePoint Services 3.0		SharePoint 2007: The Definitive Guide

Yancy recommends:

Mastering Windows SharePoint Services 3.0		Microsoft Office SharePoint Server 2007 Administrator's Companion

There's some overlap to the recommended books with Microsoft Office Server 2007 Administrator's Companion, Mastering SharePoint Services 3.0 and MCTS: Microsoft Office SharePoint Server 2007 Configuration Study Guide all being recommended by two different engineers. Any recommendations to make? Let us know.

Today's Webinar "What You Need to Know About Managing SharePoint 2010"

This is your last chance to register for today's webinar that will show you best practices for administering your SharePoint environment. Whether you have SharePoint 2007 or SharePoint 2010, you can benefit from attending this session where we will show you how to:

• Manage SharePoint Permissions
• Analyze SharePoint Usage and Activity
• Move / Copy Sites
• Clean Up, Manage and Configure SharePoint accounts and sites
• Analyze SharePoint content and storage
• Monitor SharePoint trends
• Set up alerts and Enforce policies
• Audit your SharePoint environment
• Identify governance violations
• And more!

Register now!

The Return on Investment for SharePoint 2010

Companies considering the upgrade to SharePoint 2010 are asking "What's in it for me?"

To answer this question, Microsoft commissioned Forrester Consulting to research the return on investment. After interviewing 11 organizations using the product, Forrester created a "composite" organization based on the organizations interviewed. Using this composite organization, Forrester was able to estimate costs and savings over a three year period.

The results? Based on an organization with 5,000 SharePoint users and a billion in revenue, a conservative estimate pegged benefits at $3.1 million at a cost of $1.5 million. The software pays for itself in only 10 months.

A compelling argument to upgrade. But it is wise to keep in mind this was a report commissioned by Microsoft. And, given the large amount of variables involved, results may vary widely. Both of these points are noted in the official report.

Also, if you are making a case for SharePoint in your organization, this writeup clearly outlines how to make the calculations for your CFO.

Why the Huge Turnout at SharePoint Saturday in DC?

By every measure, this past SharePoint Saturday was a blowout success. With over 1,000 attendees, it was more than twice as large as any SharePoint event held previously. Which begs the question - why was the DC event so big?

According to Dux Raymond Sy, the primary organizer of the event, there were three factors:

1. They knew the demand was there. Dux had previously organized two other SharePoint Saturdays in DC, both held at Microsoft offices. And both filled quickly - one was over capacity with registrants in under three hours. Knowing demand was high, organizers felt confident going with a bigger venue.

2. SharePoint is huge in government. It has been estimated the DC area has one of the highest concentrations of SharePoint implementations in the world. This level of demand prompted one DC based consultant to say "Want a job in government? Learn SharePoint."

3. With the economy tight, corporate training has been cut - And, as a result, free training events are in high demand. "There is a hunger out there" for this kind of training, according to Dux. The DC event definitely delivered on this count, there were over 100 educational sessions held throughout the day.

Organizers of the show relied on social media to get the word out, asking speakers to "market it as if it were their own." Both speakers and attendees blogged, facebooked and twittered about it in the weeks running up to the big day.

This happened while four unpaid volunteers worked to pull the whole operation together while holding down their full-time, regular day jobs. "You can see people's commitment to the community," said Dux.

SharePoint Saturday has seen a growth in attendance nationally and globally. Look for upcoming events in your local area by checking the SharePoint Saturday site. And if you are interested in organizing one yourself, make sure to read this.

And look for our booth!

 

See You at SharePoint Saturday in DC?

We'll be at this weekend's SharePoint Saturday in DC, the first of its kind since the official release of SharePoint 2010. With over 1,100 registrants, it promises to be a big one! Attendees are encouraged to show up at early to catch the surprise keynote speaker.

Registration is still open and, as with all SharePoint Saturday events, completely free. This event includes a full calendar of learning sessions, many noted speakers, and prizes being raffled including netbooks, educational vouchers and iPads.

The event will be held at:
Richard J. Ernst Community Cultural Center
Northern Virginia Community College
Annadale Campus
8333 Little River Turnpike
Annandale, VA 22003-3796

If you are looking to learn more about SharePoint, meet other SharePoint professionals, or looking for a SharePoint job, this is an event you do not want to miss. See you there?

How to Organize a SharePoint Saturday

The forecasted big turnout at this weekend's SharePoint Saturday event (over 1,100 registrants!) has got a lot of people asking "How do I organize a SharePoint Saturday?" Fortunately, Mark Rackley has an instructive writeup of his experience as an organizer.

Rackley encourages organizers to first find speakers and a venue. The venue is critical because it determines how much the event will cost and how many people can attend. The venue also has a significant influence on how the event will be run. "Is wireless access available? Projectors? Space for sponsors?" are all important considerations.

The next step is getting in touch with the SharePoint Saturday crew. In Rackley's case, he worked with Michael Lotter, Becky Isserman, and Dux Raymond Sy. All of these organizers had documents, directions and templates that proved extraordinarily helpful. Contacting the SharePoint Saturday organizers also landed him a listing on the official SharePoint Saturday website.

After securing all of these things, the next step is finding sponsors to pay for lunch, drinks and the venue. Optionally, sponsors can be found to provide breakfast, raffles, goody bags, and speakers' dinners. All of these 'extras' help make the event more memorable for attendees and speakers. After sponsors have been obtained, Rackley encourages you to call local hotels to check for deals available to large groups.

With the event set to go, it's time to get the word out and drive up attendance. Rackley advises contacting your regional Microsoft sales office to leverage their network, twittering and blogging about it, updating your website, printing up flyers for local distribution, inviting companies that use SharePoint and users at local user group meetings, and asking friends to spread the word.

After all these things are done - prepare yourself to run like crazy on event day! If you are serious about organizing a SharePoint Saturday, Rackley's article is invaluable and you should read the entire report in full.

You're Invited! SharePoint 2010 Launch Party - Santa Monica, CA

Calling California SharePoint users - 
Join us in celebrating the release of SharePoint 2010!

When: May 12, 2010 @ 4pm- 10pm
Where: VLounge
2020 Wilshire Blvd.
Santa Monica, CA 90403
(310) 829-1933
What: Food, Drinks & Prizes!

 Register here!

Let's get together to celebrate the biggest, most important SharePoint event ever: the LAUNCH of 2010! The LA SPUG invites you to join members of our community in welcoming SharePoint and Office 2010 into the world and to honor the hard work that went into this release!

Free beer, wine, and food with music provided by a DJ

4:00pm – 7:00pm : Drinks, food and socializing; DJ
7:00pm – 8:00pm : Launch program – Broadcasted live to the world!
8:00pm – 10:00pm : Drinks, food and more socializing; DJ

If you are not on this list, you will not be admitted to the venue. Hurry – space is limited and you don't want to miss out!

 For more information, see the FaceBook or LinkedIn event pages!

Register for Today's Webcast - SharePoint for Government Agencies

In today's free webinar, Errin O'Connor, CEO of EPC Group, will focus on SharePoint difficulties particular to government agencies. The webinar will begin at 2:00 pm EDT and registration is still open.

Drawing on his real-world experience, O'Connor shows how government agencies, with their heightened need for security and regulatory compliance, can make a SharePoint governance plan that works and is neither too restrictive or permissive.

O'Connor has worked on over 100 successful SharePoint implementations with some of the largest organizations in the United States including The National Institute of Health, the NAVY and NASA. He is a frequent speaker at SharePoint events and is the author of "Windows SharePoint Services 3.0 Inside Out".

Hope you can join us!

Register today

Down In Texas

Image courtesy: Wikimedia Commons

We'll be at SharePoint Saturday this weekend in Houston, TX.

This free conference features a full lineup of speakers talking about topics ranging from boosting SharePoint performance to building richer web applications within SharePoint 2010. A full schedule of speakers is available here (PDF file).

The conference will be held at

Norris Conference Center
803 Town & Country Lane
Houston, TX 77024

from 9:00 to 6:00.

Registration is free and open to the public. You can look for upcoming SharePoint Saturdays in your local area by checking the SharePoint Saturday website.

Looking forward, we'll be at the SharePoint Saturday being held on May 15th in Washington DC. That event promises to be huge, with over 900 attendees registered so far. For a a map and complete calendar of SharePoint events we will be attending, see our events page.