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SharePoint Site Architecture Flat, Deep or somewhere in the middle?
Office 365 Vancouver 2018
David Drevero Digital Workplace Services Leado Office Servers & Services MVPo Saskatchewan SharePoint/O365 User Group
Where I am:o Twitter: @DavidMDrevero Email: david.drever@solvera.cao Blog: http://prairiedeveloper.como User Group: https://www.meetup.com/SKSPOUG/
Hi! I’m Joanne!
@JoanneCKleinjoannecklein@nexnovus.comjoannecklein.com
SharePoint & Office 365 consultant | Speaker | Trainer | Mentor | Saskatchewan SharePoint & Office 365 UG
Our Goal for Today
Dan Holme (@danholme)-Director of Product Marketing at Microsoft-SharePoint and Office 365 evangelist
“A decade of governance work with clients has *rarely* shown a subsite-based IA to sustain and serve well over time. Moving
forward, sites & hub sites, and graph/search are the way to go!"
Site Collection
• Top level site container
• 1 root site
• Can contain many subsites
• Many things are scoped at this level
Terminology
What’s scoped to a Site Collection?
Navigation Search PermissionsInformation Architecture
Features Branding StorageRetention & Disposition
Site Collection
• Top level site container
• 1 root site
• Can contain many subsites
• Many things are scoped at this level
Subsite
• Many subsites per site collection
• Subsite can itself be a subsite
• Few things are scoped at this level
Terminology
What’s Flat?
Site Collection A Site Collection B Site Collection C Site Collection n
…
250,000 site collections per farm 500,000 site collections per tenant
What’s Deep?
Site Collection A Site Collection B Site Collection C
…
2000 subsites per site collection
Provisioning
• Who can do it?
SharePoint Server
‘Farm Administrators’ SharePoint groupSharePoint Shell Access
‘Create subsites’ permission level
Who can do it?
Classic Site Collections
Global AdministratorSharePoint Online Administrator
SharePoint Online
Modern Site Collections
Everyone! Or…A security group you decide on!
Outlook SharePoint YammerMicrosoft
TeamsStaffHub Planner PowerBI
The SharePoint sites provisioned with each of these are Site Collections, not sub-sites!
SharePoint Online
Outlook SharePoint YammerMicrosoft
TeamsStaffHub Planner PowerBI
Provisioning
• “Control the sprawl” with a site-provisioning process
• Governance• Controlling what type of site is being
created
• What type of content is going in it?
• Site ownership
Navigation
Navigation Considerations
• Sub-Sites can inherit navigation from the parent site collection
• Site Collections require metadata navigation configured in order to have pre-set navigation• Each Site Collection requires its own term
set (copy term sets to make it happen)
• Also have the option of Structured Navigation
Navigation
Navigation (Classic site)
Navigation (Modern site)
Permissions
• Site Collections start clean
• Customized Security = Heavy Administration
• Even worse for modern site administration (self governance concepts)
• Different than Shared Drives
A
B
C
Inherits Permissions
Inherits Permissions
A
B
C
Inherits Permissions
A
B
C
Inherits Permissions
Inherits Permissions
Inherits Permissions
A
B
C
Inherits Permissions
A
B
C
A
B
C
Inherits Permissions
Branding
Branding Considerations
• Very similar to the “Permission Model”
Information Architecture
• How much and where is it required?
• Does deep vs flat affect Information Architecture?
Information Architecture Hierarchy
• Corporate Portal1• Division Areas2
• Project Sites/Workspaces3• Team/Community Sites4
• Personal Sites5
Structure and Governance
Communication Sites
** SharePoint Hubs to organize
Office 365 Group sites
** SharePoint Hubs to organize
OneDrive for Business
How much and where is it required?Modern Sites
Information Architecture
• How much and where is it required?
Type of site Information Architecture required?
Corporate/divisional sites Yes
Custom solution sites (PowerApps, Microsoft Flow, etc.) Yes
Team collaboration sites It depends
Personal sites (OneDrive for Business) No
Information Architecture in Deep structure
• Content Types/site columns defined for each site collection
Site Collection A Site Collection B Site Collection C
…
Information Architecture in Flat structure • Do you need to share across site collections?
• Content Type Hub…a “Special” site collection
• Scripts
Site Collection A Site Collection B Site Collection C Site Collection n
…
Content Type Hub
Information Architecture Tips
• Define Managed terms at a global level and share across site collections
• Always Site Columns over List columns
• Use Content Type Hub or scripts
• Aim to hit the “sweet spot” of IA on collaboration sites
Think Reusability. Think Usability.
• Even in deep structure, top level still controls some features
• Some features when enabled affect entire site collection.
Features
Search
How do you find content across a flat site architecture?
• Search and Office Graph
• Delve:• ‘Popular documents’• ‘What people are working on’
• OneDrive ‘Trending around me’
• Configured search web parts• Explicitly searching for something
Search is contextual
- Uses search scopes to do this
Out-of-the-box Search scopes: library/list, site, site collection, farm/tenant
Search in a library/list?
Results are from the
library/list
Search in a subsite?
Results are from
subsite
Search in site collection?
Results are from site collection
Search in a farm/tenant?
Results are from
farm/tenant
Storage
• SharePoint has “soft” storage limits
• Site Collections can allow for more space
• Sub-Sites may need to become site collections anyways because of storage
URLs
URLs
• URL limitations exist just like File Explorer
• Deeper the architecture -> longer the base URL
URLs
Consider:
https://contosointranet.com
URLs
Consider:
https://contosointranet.com/sites
URLs
Consider:
https://contosointranet.com/sites/divisions/
URLs
Consider:
https://contosointranet.com/sites/divisions/finance/
URLs
Consider:
https://contosointranet.com/sites/divisions/finance/accounting/
URLs
Consider:
https://contosointranet.com/sites/divisions/finance/accounting/accountspayble/
URLs
Consider:
https://contosointranet.com/sites/divisions/finance/accounting/accountspayble/externalvendorinvoicing
What happens if you throw a lot of folders into the mix?
URLs
Consider:
https://contosointranet.com/sites/divisions/finance/accounting/accountspayble/externalvendorinvoicing
What happens if you throw a lot of folders into the mix?
URLs
Consider:
https://contosointranet.com/sites/divisions/finance/accounting/accountspayble/externalvendorinvoicing/active
URLs
Consider:
https://contosointranet.com/sites/divisions/finance/accounting/accountspayble/externalvendorinvoicing/active/year
URLs
Consider:
https://contosointranet.com/sites/divisions/finance/accounting/accountspayble/externalvendorinvoicing/active/year/2018
URLs
Consider:
https://contosointranet.com/sites/divisions/finance/accounting/accountspayble/externalvendorinvoicing/active/year/2018/full_vendor_nam_cause_thats_what_people_do
URLs
Consider:
https://contosointranet.com/sites/divisions/finance/accounting/accountspayble/externalvendorinvoicing/active/year/2018/full_vendor_name_cause_thats_what_people_do/some_really_long_title_version_1-5_final_final_I_really_mean_it_this_time_final.docx
I mean seriously!! I can’t even…
Retention • Retention Labels• Publish Locations
SharePoint Retention
Microsoft Teams SP siteModern Team SP siteYammer SP siteModern Communication
SP site Classic SP site
Retention Policies
Over-arching
Retention Policies
Over-arching
Retention Policies
Over-arching
Retention Labels
Targeted Scenarios
Retention Plan, plan, plan
Archival
• Stale sites
Site Collection A
• Automated cleanup processes
• “Group Expiration for Office 365”
• Site Policies
External Sharing
• Only Two Places to Control External Sharing
• Sub-Site isn’t one of them
Flexibility
• Architecture Affects Effort for Org Changes
Momma?
Flexibility
• Architecture affects effort for org changes
• Backup\Restore strategies affected by architecture
• Architecture even affects ability to test or troubleshoot solutions
SharePoint Hub**Targeted Release
SharePoint Hub sites
Site Collection A Site Collection B Site Collection C Site Collection D Site Collection E
SharePoint Hub
SharePoint Hub sites
Site Collection A
Site Collection B
Site Collection C Site Collection D Site Collection E
SharePoint Hub
• Shared navigation• Look and Feel• News and activity roll up• Scoped search
SharePoint Hub sites
Site Collection A
Site Collection B
Site Collection C Site Collection D
SharePoint Hub
Site Collection E Site Collection W
Site Collection Z
Site Collection X Site Collection Y
SharePoint Hub
SharePoint Hub sites
Site Collection A
Site Collection B
Site Collection C Site Collection D
SharePoint Hub
Site Collection E Site Collection W
Site Collection Z
Site Collection X Site Collection Y
SharePoint Hub
Limit 50 Hubs per tenantHub can’t be part of another Hub
Key Points to Consider
• Provisioning
• Navigation
• Permissions
• Information Architecture
• Features
• Search
• Flexibility
• Storage
• URLs
• Retention
• Archival
• External Sharing
• Branding
• SharePoint Hub
Think long-term!
What We Think
Do you have a Site Collection / Subsite dilemma? Let’s talk!
Thank you!
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