SharePoint Power Hour - User Profile Service

hello welcome to Power Hour I'm Laura Rogers and this is my weekly show that I do all about share points and what we can do is share point pretty much out of the box without having to get to custom a little bit about me I'm a Microsoft MVP I've been one for six years or so I live in Birmingham Alabama and I have been doing SharePoint for who twelve years crazy so I've been out for a couple of weeks had to go to Hawaii you know don't you hate it when that happens and there was a SharePoint Saturday in Hawaii it's would they have it on Friday there which was it was a lot of fun I highly recommend you all go to that next year and then I went and spoke at SP Tech on the SharePoint technology conference it was in Austin and the next one is going to be in DC I think in I can't remember when in the fall August September something like that October November I'll have to look that up and today's topic is going to be the User Profile Service so a lot in the last Power Hour that we did we were talking about delve and just really what is delve and the user experience and the about me and my analytics all kind of related to dealth so as we were doing delve we delved into the user profiles and there's a whole bunch more to top talk about and user profiles then there was then we had time for basically in our delve session so we're gonna spend a whole hour talking about that I've got another announcement real quick guys um Joelle Farley has joined our team at iw mentor as of last week so and she is in the chat window here so you guys say hello to Joelle and I'm gonna figure out how to get Skype you know to have her face in the in this xsplit broadcaster software that I use to be able to have us both do presentations it's just something that I never did figure out ever since the Google Hangouts went off the air and you know don't exist anymore really that's how we used to do it before when with the whole team with power hours so we're gonna figure out the new one so that um you know we can chat and both do presentations and all that fun stuff yep there she is in the chat window say hello to Joelle so that's uh that's my really big announcement that I've been excited about I couldn't wait to tell you all about so I've got a lot to do and I'm so happy to have her on my team okay so use a profile service what is it and so what we're gonna be doing is we're gonna go through the User Profile Service and a lot of this pertains to both on-premises and office 365 and we're not going to go into authentication and AD FS and directory synchronization and things like that um NIC Bertolli was actually over here at my house for you know a couple months ago for a few power hours ago and he went all into authentication and all those topics so that's not something I'm gonna go into the nitty-gritty of I'm gonna go into pretty much the User Profile Service and that screen and what you see in the screen that you see in the User Profile Service in office 365 is almost identical to what you see on premises that hasn't really changed so you know it could apply to all of you and I I'm gonna keep an eye on the chat window I've got this I got my surface in my lap so that since for some reason slack is not working on my computer and I'll be peeking down at that every now and then to get some feedback so the fun part about oh there you go slack actually came back online it just popped up in a window awesome okay so slack is back online just as I said that it's like it heard me the fun part about Power Hour and why it's live is that we get to have these lively conversations during the presentation so I'm streaming live and we also have this conversation going on so that you guys can ask questions and give feedback the entire time and chat with each other and you know it's it's usually a lot of fun so welcome we've got a few new people in here so welcome to you and thanks for coming I'll go ahead and share my screen but this other computer down okay here we go this is we start off in the office 365 admin Center I'll just show you where I went and I expanded the part at the bottom that says admin centers and then of course SharePoint is behind my head there in the little screen sharing but it says share point note their share pile right there so I clicked on SharePoint and that's how I got over here and so now this is where you can go to the user profiles so I'll click on user profiles and we're gonna go into a lot of the settings in here and we're gonna go into how it applies to things that you're doing just in your SharePoint sites keep in mind that when your on-premises there are a lot of timer jobs involved and a lot of the things that go on behind the scenes with the User Profile Service but when you're in when you're on premises you actually have control over that so if I was on an on-prem server I could just you know try out something and then go manually like trigger say like the you know one of these timer jobs to run just to immediately see the effects of what I just did but in office 365 you don't have the ability to go just manually trigger a timer job you just have to wait so there are some things that I'll be talking about that you know you're not necessarily going to see the immediate effect of it but I'm gonna go first of all my my credentials so I wrote uh in let's see you guys and if you have this all book it's the me flip back to the other scene real quick it's got a couple of bucks here the professional SharePoint 2010 Administration by Todd client chang-jung Steve carvajal does anybody have this this is a oldie but goodie I wrote a couple of chapters in here but I wrote the chapter 17 on social computing and SharePoint 2010 and has the very first section in here is managing the user profile service and then in my the beginning SharePoint 2013 building business solutions book that we wrote of course this is not a server admin type of book but I you know open this up I was like well maybe I read the social social chapter in here I don't remember and so I'll just I'll just take a look at it and see if it looks familiar and I open it up and it's working with social features and then I turned the first page and I see a giant screenshot where I put myself in the book it clearly wrote that chapter to me and User Profile Service disco way back all right oh sandy used to have that book and it's awesome okay so we're gonna go through what a lot of these concepts and try to go kind of methodically through them so you'll understand what they are and I know that power albert is you know it's we're typically catering to a muses and business users and not getting technical but even if you're not the admin even if you are a business user and you don't have access to this this is still a good thing for you to understand that these settings exist and therefore it's something that you can maybe talk to your admin about or see if some you know changes that you want could be made they buy them at least you know what's in there to be able to ask about it and I did a whole Power Hour about promoted sites right here and one of the good examples that I had about manage promoted sites was back when I was a sharepoint server admin and I was looking through these settings and I you know with the SharePoint admin training and everything and I said to my boss well this manage promoted sites and in the and the my site it was specifically the managed promoted sites feature looks really useful maybe we should put some promoted sites out here and you can target them to audiences and things like that and have the people depending on what audience they're in be able to see promoted sites that are targeted to them and she said well the business hasn't asked for that well the business doesn't know that it's there right so that's a lot of the concept behind why I'm going over this because if you know it's there then you'll know it's something that the admins do have control over okay and I can say that because I used to be one all right so when first I'm just going to do an overview of a lot of these concepts there's a difference between profiles and properties user properties oh wait let me go ahead and share my screen again user properties our where it says manage user properties let me go ahead and actually I'm going to zoom in even more even though I changed my resolution I'm gonna zoom in even more so that we can get down to Dom maybe a little bigger there we go that's huge okay user profiles is over here and it's being weird second there we go these are properties okay you can see that right okay manage user properties user properties are people's name full name first name last name department office all those different fields basically those are all the fields columns having to do with all the information about all the users and there are a ton of our the Box ones you might have noticed things like skills about me there are a lot of really detailed ones like office and cell number and home number and work number and work email those are all user properties user profiles are all the actual people those are the people's names in your organization those are the user profiles that get synchronized over from whatever directory you're using an office 365 when you just sign up for office 365 and you just start people putting people in just the users section in the office 365 admin this part is just already set up you don't have to do anything extra to make those users profiles be in the user profile service you're on premises you have a good bit of setup that you have to do to connect your Active Directory to SharePoint there's also now I think that's just out of the box just going straight into office 365 of course when you have your Active Directory on-premises then you might do a DFS or Azure Active Directory and those are you know again those are all things that I'm not necessarily covering today but the user profiles are the profiles themselves those are all the people and all the information about the people that gets pulled in from wherever your directory is the I'm not going to go into subtypes right now but manage audiences audiences is one of those things that actually I think we did a whole power hour about audiences as well audiences are dynamic groups of people audiences are you could say like define an audience by saying anybody who has marketing as their department name and/or do Anne's and ORS or marketing in their title or they fall under this certain marketing director any of those conditions apply they become part of the marketing audience so you can just define all these conditions based on user properties and what groups they're in what who they report to what groups they might be in and and the audiences dynamically populate with people and so it's not something where you have to go add users to it audiences only in office 365 that only gets compiled once a week though so it's not going to be the fastest you know if somebody joins the marketing department they're not going to immediately be in the audience let's see and then we've got let me zoom back out here I'm gonna go more into those two now okay any questions okay so I'm gonna go into some of these a little bit more my sights is that's kind of the same thing that's what we were talking about with delve a little background behind that my sights was you know all ever since SharePoint was invented or at least in the past ten years my everybody who gets as a user profile gets on my site and your my site has historically been your own site collection so every user as soon as they click on my site for the first time they get their own site collection and that's where your documents document library exists and everybody has their own place where they can put their documents and then you also had like a little home page on your my site that showed your profile your user profile and that's what the about me pages now in delft and then but you also had it was kind of a weird kludgy thing because you had your profile but then you also had the ability to go into your own site collection and not just see your list of documents but be able to have a you know create a blog post a blog sub-site you could go add just other sub sites just by creating sub such as test sites and go play around in there you could add lists and libraries to your my site and so it was this whole site collection then the admins could control from the server side all the quotas that people would get for their personal site collection those have pretty much gone away and online now what used to be just your documents in your my site is that's your onedrive that's your onedrive for business and it's just a document library so that's kind of where that came from that's what that's always been and again I think I if anybody can see or can search for other power hours I did about promoted sites and audiences if you get a chance to put that in the chat window for us but I might if not I can go look for it later organization properties and profiles those are going to be I've never personally used those in the real world those are going to be where you have maybe a and the Greater organization and you have all these people's profiles but then maybe you have a subset of people that are say consultants or something like that and you want them to have different user properties then you can set up like this subset of people that's slightly different I've know you guys let me know if you have any feedback of anybody that's actually used that but it's one of those kind of rare things that not that many people made the use of again audiences is another thing that people didn't make the use of but it's super useful all right so let's go delve into the user properties and go SharePoint okay so this is going to be a giant list of properties and as I said there are a whole bunch of them you have some basic stuff that you might have noticed before like first name last name work phone Department picked your user name I'm not going to list them all but as you go down the list you can see that they have some different information in these columns so what does that mean we have first of all you can change the order that they show in and that used to affect the order that they'd show in when you're looking at somebody's profile in their and their profile online I'm not sure if that affects it in Dell though off the top of my head maybe we can we can play around with some of this stuff and then it says what kind of property it is like a string versus a people field here versus HTML so you'll notice when you go to fill out your about me information it's it's like a free just giant freeform multi-line text field and it's you can use HTML so that's the about me field so again you can see that they're all just different field types just when you're like when you're creating columns in a SharePoint list and then mapped attribute is going to be when you're on premises you're actually going to see the names of all of the attributes in Active Directory that each one of these attributes is mapped to so like online user principal name is pretty much the only that's showing in here because again this is online when you're on premises you can do some cool stuff so you can actually have certain fields in Active Directory you know proper user properties and even custom user properties where you have maybe a certain division of your company or a certain branch or something that isn't just out of the box in SharePoint and you can have those in Active Directory and actually create new properties and create the mapping between Active Directory and SharePoint so that even those custom properties could be part of what you see in SharePoint and what you use in SharePoint I'll go ahead and show you what a new property looks like and some of these other things and I'm just really just kind of kind of click here and explain things as I go a multi-value is if you can have more than one item listed in there so member of you can be a member of more than one thing ask me about can be more than one thing and then alias is oh you know what I'm not sure alias I guess is just another use of yeah that person so oh like work email identifies that person and so does their username that's unique to that person and name is like a first name last name but so when I'm looking at all these those remind me of kind of like all the options that you see when you're using a people field like in a SharePoint designer workflow all the things that are specific to that person that you're you're working with okay I'm going to go to create a new property and this is just my demo tenant so I can screw it up it doesn't matter so I might you know just mess with stuff and go create properties and just you know who cares alright I'm going to do I'll just do a new property and call it branch and display name can also be branch that's something that doesn't exist out of the box um edit languages let's see what that one does I have never personally worked in a multilingual SharePoint environment so I don't have experience with actually putting multiple languages in here I'm not going to do that right now but you can see that English is the default language in this particular one but I could have other languages input language specific text which is nice to know right is anybody in here deal with multiple languages let's see in moment says can we change the multi-value for a property change it to be multi value from not or change the change it to multi value from non multi value or vice-versa is that what you're asking let's see this can be a string okay so configure a term set to be used for this property this is really useful so let's before I check that box let's just kind of look at what some of these options look like because as I change things here I'm gonna have different things that are available to do so I can do a scription that description what contoso [Music] okay and then policy settings all right so when we were looking at delft memo a moment to answer your question he said can we change the multi-value for a property we have a few employees reporting to two managers that is not going to work because it yeah it expects you to just have one manager because it builds its whole org structure based on everybody's manager property and it builds those trees automatically and it has a ton of auto automatic things built into search built into profiles all based on the manager that specific property having one manager so yeah that's not normal no you can't really have multiple managers I can imagine that maybe you could create like a secondary manager field and have that be a person feel just off the top of my head but I've never tried that okay so policy settings this means that this affects how it's going to appear over in SharePoint first of all is it required do we have to have a value in this field of course I'll just say optional and then privacy settings so in previous versions of SharePoint we had me my team my colleagues and ever you want to think those were the four they've narrowed it down I think that some of those you know people didn't need all those different options right so now it's just only me and everyone so you'll notice that when you're in delve and let me kind of show you where you're gonna see this I'll go ahead and go to my about me profile here and show you exactly what I'm talking about us to where you're going to see this show up so and when any user goes to update their profile when they are editing some of these options in here like I'll go to my contact information like add mobile they see this little this little icon that's in every one icon so they is set to everyone and it doesn't give you an option and to let you change it from everyone and if I choose home phone this is what lets the end-user select if they add their home phone into their profile whether they want everyone to see it or just themselves so everyone versus only me is where you see this and then that's what this setting is right here so default privacy setting so I can set branch to everyone and then this is where it says user can override and that is where it lets them have the drop-down box or not so I'll just say you know I'm not going to allow them to override it new house says wants a change in the profile like org chart is updated how long does it take into effect oh that's a good question it depends on where you're going to see it to because in what I'll talk about too is the user profile versus the user information list over in the SharePoint like in each site collection so I'm not really sure definitive definitively of an answer some of these other Tony's typing something we'll see what Tony has to say about that usually it's and remember the other day when I was doing I was doing a demo for you guys and I had changed my like my demo persons I had changed their name and SharePoint to my name but then there were still some places we were seeing their name versus my name and then I remember I went into like several different places and I had to change my profile twice so yeah it just so it depends on where you're seeing it new huh if you're seeing it in this in a site collection if you're seeing it all about one about me if you're seeing it in your your when they look at their name at the top right so unfortunately there are several different places in several different ways that's timing but Tony's still typing something okay so that's the private setting and whether they can override K replicas 'ls replicable is really important what does this mean replicable means that this if I make it replicable and it first of all it's a one-way thing you can only do it you can check the box and then you can't if you if you uncheck the box you you're not going to get it back so what this box does replicable is over in all of your site collections you have a user info list user information list which is a hidden list it just exists one time in each site collection and that's that list also has fields right you can see information about users like their their name their about me their some basic information like their department it doesn't have every single user profile property it only has the ones that are replicable so replicable checkbox will push that property out to all the site collections and it will exist as a new column in the user information list I have done this once I'll go ahead and click OK here I had created a web part that was just an RSS feed web part and I wanted it to show the weather in the current users whatever zip code they happen to be in because we were all over the place and so I had to have their zip code so I made the zip code property replicable so that it would exist in the site collections so that I can use that in my web part to be able to show them the right weather because zip code is not replicable by default and so while I'm talking about this difference between the user profile properties and what you see in the site collections I'll go ahead and go over to one of my sites here so it's and I'll show you how you can get to this little hidden list tip of the day you let me know you guys let me know if you've done this before probably those the old school people have done it Tony says he made a change in his ad yesterday and it showed up today in delft so that's that's his experience with that all right hidden user information list if I click on P bullying groups it's gonna default me to just whatever my first group is that's listed here but this is actually my user information list in this site collection so what I can do is I can change my membership group ID I think it's the one it's either a 1 or 0 I think it's 1 yeah it's a 0 sorry I always get it wrong I change it to a 0 so now it's not showing me everybody in a certain group it's showing me absolutely everybody it's not everybody in the company though it's only everybody who's ever gone to this site collection so as soon as a user goes to the site for the first time then their name automatically gets put in here so like for example you know back in InfoPath I had a back in the InfoPath days I had a written out a blog post about how if you can't tap into the User Profile Service or if you're not on the licensing level like Enterprise where you have a user profile service here's how you can get to some user profile information just in this list just in that site collection but then one of the caveats was when you're a brand new user you're not going to be in there yet so it's just you just have to like wait a minute and then it appears all right so that's your user information list you can see it's got their name about me title and department and I can even go to a couple of different views in here oops sorry and then I can it's not showing me that much different information it's showing me the title and department and then at the at the root level of the site collection I can do this I can't do this on a sub-site but then I can actually go into list settings and create views so it's kind of a little hacker thing that you can do but when I go create a view of this some of this list see it doesn't give me much to pick from but that this is a way that I can see exactly what all the fields are in in there and be able to tell you know if you're troubleshooting something or if you want to see what's going on in there just call it Lara and normally I'd make it make it a personal view so you have asked me about accounts whether they're a site admin which is good to know sometimes right so that's really useful think about like web parts that you can create that would say whether you know whether the person's a site admin or who this sites site admin is office picture all kinds of fun stuff so don't oh so these are again just a smaller subset of user properties but this is one way that I can see so I can check in SharePoint I can check their user profile by just like going and searching just doing a search for the person and clicking on just their regular about me their profile I can see that that information is from the user profile service but when I go into a site collection and look at this row about that person that's gonna tell me a lot more say this is going to tell me what's actually propagated out to the site so that's why I asked you which where you're seeing the wrong information because I'm promises there's actually a separate timer job that runs that goes and pushes all that updated information out to all these lists what I've done before when I was really troubleshooting something and synchronization was broken and the the person person's name wouldn't show up here is I've just deleted the person out of the site collection before that's common extreme case where you delete them and then it recreates them that's just the next time they go to that site collection but you can do that that will delete them from all their permissions to it and completely as if they never went to that site collection does anybody ever had to do that that's that's pretty extreme again alright so again these are profile properties versus user information list properties so I could go ahead and make this new property that I'm creating replicable and that will push it out to the site collections do I want users to be able to edit values for this property so that it's gonna be when they're going into their profile and they're typing that information branch is that something like branch is the one that I'm creating right now is this field something that I want to control at the admin level and have our AV admins or SharePoint admins or whoever office 365 admins in charge of putting everyone's branch in there or do we want to let the users go you know hit edit profile and be able to go edit their own branch so that's up to you you know according to your own governance and your own processes right it's another whole whole ball of wax to determine is anybody updating ad and who updates it and when do they update it and is there a process around it at all and this is whether you want to show this when in the profile property section of the users profile page is this something that you want to show prominently like here let me get back to my me see about me just click on that again so do I want this to show prominently like up here on their profile when people are looking at their profiles so that's something I can decide here and do I want to show it on the edit details page of course if you're allowing them to edit then you you think you'd want to show it there um just show updates to the property in the newsfeed nobody uses news feeds anymore so we're not going to worry about that but let's see Stewart says so I can use that is site admin field I don't think that's anything to do with licensing Stewart I think I think that's just if you're the site collection admin so like in this site collection I've got that's a great question so let me look at that so is site admin I've got a yes next to company administrator and let's go add another site collection admin so that's a great question I'll put Alex no I don't have an Alex in here I thought I did well I don't know who any my little fake users are there what about Garth port I always have a Garth port yeah well let me see um I'm anyway I'm pretty sure its site collection administrators let me go I just don't wanna go look one more time and see who these people are Debra I'll just put Debra in there there we go Debra Debra congratulation administrative assistant you are now a site collection administrator okay now I got to go back to my little hidden user information list my little go quickly go back to my Law Review and refresh it and we'll see if Debra has yep so she has is site admin so people that are just full control on the site is not necessarily a site admin those are its site collection admins that were you're gonna see that all right so good to know right okay so back to I'm still just adding a user profile property and as I'm adding this new user profile property I'm just showing you in SharePoint where that applies and where you're gonna see a difference indexed or not property mapping we're not doing property mapping this is in the cloud and share points came out with the direction the ability to do two directional I think SharePoint 2010 and 2013 have this where you could theoretically have people give them the ability to edit properties themselves in their profile and actually have the sync pull some properties back the other way into Active Directory and I know a lot of people did that like with their profile pictures Todd Clint wrote a whole blog post about how to do that so that users could edit their profile picture and it would actually get pulled back into ad so that they're at their actual official ad profile picture was in there and SharePoint sixteen I believe they removed the ability to do the two-way sync now it's just one way from your directory of people into SharePoint it's into your User Profile Service okay so before so I'll go ahead and just click OK and then I'm gonna do another one because I'm gonna show you some of the other different field types that you can have uh let's see did I miss anything nope okay it did it alright so now I've got branch I'll go on new property again and this one I'm going to do division I don't think that's an out-of-the-box one and okay so I can have integers binary boolean a date versus a date with no year like a date with no year would be your birthday right because you don't need to put your year everybody's profile has your birthday and then date time is an email field float HTML integer a person field and again the member of the manager that's a person field and then is it a multi-value string or a single string and then a time zone so you can actually have a time zone drop-down unique identifier or URL so what I'm going to do for this one is I'm going to do a want to do a user profile property so I'm going to do just a string but I'm gonna make it so that you can have a term set so this is a good and division is a perfect example right so I might want to have a certain set of divisions that I want them to pick from and that is controlled from my managed metadata so you this is where you would be able to configure that and think about and we'll go through this list and I'll show you a lot of the ones that are just out of the box ones that use managed metadata that you might not have noticed before Stewart told you Stewart says Microsoft told me admins had to have an e3 versus a one no that doesn't make any sense and and it's just a site collection admin so like I have an a.1 license in my business just my SharePoint my office 365 tenant and have a couple of those that ever you want and having an e1 license doesn't prevent you from making somebody a site collection admin so that has nothing to do with licensing and that answer from Microsoft makes no sense so maybe they were talking about something else an admin of something else yeah someone has to be a site collection admin yeah every site collection has an admin it puts I've noticed that it puts this I think it's called SharePoint service administrator now just fairly recently in the past few months when you create a new site collection which means that which links total logical sense that when you in the user roles for people when you make somebody a SharePoint admin they would inherently then be able to be a site collection administrator of all the site collections so it's kind of silly that it didn't do that before but that's what that does just kind of a little off topic but yeah licensing questions fun okay so here's where if I want to do a term set I have to pick an existing term set so the existing ones I have right now are department job tile location so right now when I look through my list of all the properties in here these are going to be the ones that already have that are associated with a term set so let's go let's go take this full circle and go over into my term set and actually create one for division term store management's yeah new-ha and Fausto and Tony and Stuart are talking about the licensing yeah yet they've got to be talking about office 365 admin stuff with licensing because that that does but that doesn't apply to site collections having an admin because even even when WSS 3.0 was free and it was like the free version of SharePoint you still have site collection admins I mean yeah so alright people okay here we go look that's that out-of-the-box little people thing that you're gonna see just when you get you know your SharePoint you go into your managed metadata this is already gonna be here and that is why that is already there because that is tied with your user profiles Joelle's in here she works a ton with managed metadata is an absolute guru at configuring and customizing a lot of this stuff so she's like a master of going in here and like tweaking it and making it do magic so I'm gonna go now some companies might have division under department so let's just pretend that's not the case and in here but because then you'd have to start rearranging things but theoretically so I went ahead and just create a division just so I can have it to point to when I am in my User Profile Service now I'm not sure how fast that's going to show up because I just created it but while we're in here just look at a few things so as people's user profiles are filled in this is where those values will end up and you might have noticed in your environment a lot of keywords you'll note you notice have you ever noticed your keywords just having weird things in them in your term store we'll see like LSU and Northwind and paralegal and these are coming from people's interests in their school and skills and things like that and they're just getting dumped into keywords so like here's a good example so let's go I'll create a new one and I'll call it school and so this is how you can tweak this and I've done this for a customer for in the real world so I'll just create one oops not a not a new department but a new term set I'll call it school and that way it'll make more sense and you can go through here and actually clean that up so before I clean that up I'll show you though how that kind of goes over to the user profiles alright so let me go ahead and just click cancel on this screen where I was creating a new division property and go start all over so that I can see if those new term sets got populated in the drop-down new property ok division so you notice you don't have to pick a term set so there's division and then look school is in there too already so that was pretty fast so I'll pick division it makes more sense to actually have it in a particular term set or else you end up with a big mess right so I'll say company division where it's required every one and I'll make that one replicable - oops sorry that's so loud and showing the user profiles etc ok and then the one where I added school so school already exists in here because it's in the user profile I also show you how to rearrange these so let's go see let's go see what it's called in my you know when I'm filling out my profile here schools and education so yeah it's just these are the schools I've gone to and I got it was yeah see it's you can see it's using the term store because you know that's where it's showing me the picker from and I can add my hobbies so if I can I'll say like I can't and that will get added if it's not already in the term store will get added in the term store so that's called schools and education so it says school name so let's go look for school name in here there we go schools and I could have multiple schools so let's go edits this existing property alright so I can't change this you know system name of it but the display name is schools see it's got a multi-value separator because it's the type is string multi value and then you're picking a term set so it didn't have a particular term set but now I'm picking one so now from now on when people put their school in their profile it will go into the right term store all the existing ones though I don't believe we're gonna automatically go into that part of the term store so what you'd have to do is some cleanup and let me go ahead and just like refresh this page so this is what I've done it takes a little bit of time it's kind of tedious to go through and actually organize some of that stuff that gets dumped into messy places in this little system area but you can start organizing some of these like LSU here and I can move it people and I can move it to school block users from using this keyword outside the context of his new term set destination sure okay so it's blocked from being in here in keywords but it put a I put it copy of it in here alright and then if I go find let's see I don't know if I have any other school I'll just pretend this is a school right here move key word I'm gonna uncheck that oops sorry you got to put it in here school so when you uncheck it it just completely moves it and doesn't leave like a little gray box on it Joelle doe Joelle would probably have more insight into why or when you'd want to do one versus the other I'll have to get will have to do another share point Power Hour on managed metadata stuff on Joelle now that I know how to do the Skype and the screen sharing and the face sharing and all that that I finally figured out all right back to user probe okay so now we also have the ability to organize some of this so how what are the what are these little sections in here for well the sections are going to be when you're over in the person's profile these sections see contact information about me project skills schools interests and additional information so about me is going to have that seems like that's a little bit more personal information so contact information I would think is where there we don't really have like a organizational information in here like departments and trying to think where that would need to go yeah about me it's like scrolling all over the place right I'll just put I'll just put the division and all that in in the about Me section so we've got basic information yeah basic information is where Department is so that's working where I'm gonna move this one okay so branch oh my gosh do you'll have to just move it up like that oh they're great out okay wait oh it's just taken a minute I don't think I want to spend all afternoon doing that yeah so you just have to keep clicking that that's a painful I don't like that that's awesome that's really that that interface is very very old-school isn't it let me go look at some of these like this basic information section let me go look at the properties of it because you can create new sections in here too so this is the default user profile subtype okay let's see if you can go into a property and after its created I don't think you can change what little section that it's in from inside the properties no yeah there's nothing in there for that but yeah I'm not gonna sit there and click the box over and over to move it up but again you can rearrange them and then the new section is just to create a new category like basic information versus contact information in details and subtypes I have never done subtypes in the real world either I am NOT going to be the best person to give you a lot of details about what a subtype would be it to me off the top of my head it would be more like like a con like having different content types in a you know in a list I'll click manage subtypes ya see it doesn't have any subtypes I'll call my subtype test that's very creative [Music] you I can say whether it's the gonna be the default oh okay so select subtypes yeah I'm not sure I got plenty to talk about to fill up the hour and so I'm not going to waste too much time on the stuff that I don't know as much about so here's manage user profiles now you don't typically have to go into here to manage user profiles but and sometimes in situations where you have a let me pull up Debra where you have something going on where you have information an ad that didn't quite go over to SharePoint correctly and you need to troubleshoot it like is the case I think with with new-ha this sometimes is a place you could go look and you can actually edit it here but again this gets overwritten whenever the cyst when the synchronization happens so this isn't usually a place that you have to go edit things so synchronization synchronization pulls all the prop all the profiles over from ad or whatever your directory is and it puts them all here it's never gonna show all the people's names listed you always just have to go find one so I'll go I'll go check out Deborah editor profile like I think there were one or two cases where I added something an ad and then didn't feel like waiting for the UPS synchronization and it just went and edited the person's property real quick in here not necessarily a best practice so again these are all the properties but filled in for that person and you know just you can actually go edit this list and it even shows for all the ones that where they can change it to everyone in me it lets you do that here as well good times there's a lot of details in here right mm-hm okay cancel oops Wow I crashed it okay you can add a new profile right here again that's gonna be a little weird it's not something you would ever normally do I don't think I've ever done it because again they have to come from 80 let's go back to this screen audience is I again I think I did a whole Power Hour about audiences but that again it's just that concept where and I'll just create one real quick not spend too much time on it but you're going to use those user profile properties as so it can dynamically change so again I'll just say like marketing and marketing people [Music] owner or me the admin and then way you could say satisfy all or any of the rules so this is like everything is going to have an and between it or everything's going to have a war between it so I'll just say any of the rules mm-hmm and I usually start off with a property and I'll just say Department contains marketing and it even is gonna prompt me for some managed metadata here suggestions that's a metadata field okay and it won't let me scroll down I think I just clicked okay all right there we go so again this gets compiled once a week so it's not necessarily going to be compiled immediately but we're gonna see we can keep adding rules here and then we'll see the people's names when you click view membership it'll show who all fell under that marketing category audience all right back to user profiles organization properties let's go look at some of those this is another one of those things that people don't necessarily make the most use of this is going to have information about think about situations where one company buys another company you have divestiture Zoar you have companies being bought up you know they're all kind of the reverse of each other but this is where you can have different organizations in one AD like this therefore you can have different about us organization logo former names and information about that one organization and then be able to add even subtypes of those I can imagine really really large corporations might have a lot of these and then you can you know again have multiple just like you have profile properties which those are the fields your organization properties are going to be information about all of your organization's so I'll add a new organization to I think the default was just contoso in here blah blah blah and then you can even have a team site for that one so I'll just put it as the I'll just put the homepage display order to parent some specified this organization's parent so with a person it's like a manager but with an entire organization you can have a parent organization so this could be another way if you really wanted to be able to split out all your divisions like and have a lot of different properties for people in different divisions of your company so I'll just pick root organization let me say does it just not have one maybe it doesn't have one yet out of the box huh interesting so I can just not have a parent well it's it's required so maybe have all type contoso see if and see what that does and then organization leaders are gonna be people so good old Debra gets to be one of those include direct reports so you can get very granular as anybody dealt with organizations before it's probably out of the scope of this yeah see it doesn't it doesn't have a parent so it can't do it's fine no one cares okay so that's the concept of organizations are like people where they have properties and profiles and even subtypes I'll just quickly touch on promoted sites promoted sites are actually really cool and they're still relevant so when you go to the share points go to the tiles the waffle menu and go to SharePoint to your main SharePoint page that lists all the SharePoint sites this is where you're promoted links are going to show yeah did a whole Power Hour on that so you can see that steam sites and communities show there and I can see them team sites and communities and I can add a new one I'm gonna do let's see I'm just gonna make up a URL slash marketing like that that could be their URL marketing site is the name description' test it can even point to an image if I've uploaded an image to share points I can put the URL of that image and that would show as like the logo of that site given an owner who's in charge of it and then target audience this is huge and I keep talking about this all the time because I think this is a really powerful capability right here but I can really like fine-tune the way that main list of all the SharePoint sites looks by targeting the future links to audiences of people again it's not going to show up immediately but it would show up right here under featured links and but I'm not a wait I'm not in the marketing audience so I'm not gonna see it anyway and the marketing audience hasn't been compiled alrighty I'm actually I got to wrap it up now let me split back over so just real quick recap we into profiles and properties and the concepts of audiences I didn't go into user permission jet or policies I'm going to delve into those a little bit later and see how that and kind of take a look at that before again I figured I'd spend a lot of time and just looking at profiles and properties that was the main goal for this session so we could potentially look at some of these other ones in a later session and then I touched on the concept of audiences and promoted sites so I'll go ahead and flip back here to screen all right in our iw mentor channel and slack we have a ideas little channel so I'll put a little like hashtag ideas you can click on that link and it takes you to the ideas channel and then in here I did put a little survey I think unfortunately when you when I create these little polls it locks it after I'm not sure what the amount of time is I didn't want it to lock the pulldown because I wanted it to just leave it open for a week or so but it locked it down and only like five people voted so I might have to just figure out a different little poll polling bot to use that will let me leave it open and let me control that a little bit more but the ideas the idea of the ideas Channel is to put your topic ideas and just informally you can just do the little the reactions like you have in Skype in slack when you hover over what somebody said and you can do like the thumbs up or the smiley face you can just informally like type ideas and do little reactions to other people's ideas so for example during the last Power Hour I said hey how about we maybe we can do user profiles and then somebody you know people edit for people gave the thumbs up to user profiles so that was the next topic so again really informal but it's helpful to get your feedback in here as to what we'd like to talk about next I think we're pretty much gonna have Joelle do a managed metadata one pretty soon back when we were with another company we used to work for together we we had done one or two power hours on manage metadata but there are a lot of new things going on and new considerations and you know just kind of refreshes that we can do on a ton of these things so thanks everybody for coming and Stuart I'll address your question in the chat and offline but thanks everybody and next we open xed week I am doing a webinar so next week I'm doing a webinar on the same day that we usually have power hour and I just wrote a blog post about it it's with a company called search explained awesome company they do training on SharePoint search so if you want to really get a deep dive and really detailed awesome training on SharePoint search that's where you can go and I'll go ahead and put the link to my webinar in the chat window so that's instead of power hour on the 19th and I recommend you I'll go sign up for that and head on over to that and then I will see you let's see the week after that I'm teaching my power user class so my my SharePoint power user class is a four day class that's just a deep dive into all kinds of power user topics like all the different site and list settings site settings permissions navigation how to manage a site just a lot a lot of love information labs you get your own SharePoint site it's a lot of fun so that is on my site Adobe mentor comm and I will be teaching that the next week the 24 through 27 so we won't have a power hour then either so then that brings us into May so it looks like May 3rd is probably our next power hours so thanks everybody for coming over and out

Channel: Laura Rogers

Views: 3,670

Rating: 5 out of 5

Keywords: SharePoint, Office 365, User Profile Service, Administration, Service Applications, Profile Properties

Id: wD3YltuTUwE

Length: 63min 1sec (3781 seconds)

Published: Wed Apr 12 2017