Getting Started SharePoint “2013” Web view07.07.2014 · Getting Started SharePoint “2013”6. Prepared by. ... Synchronization database – used to store configuration and staging

Prepared by

Sriram BalaSharePoint Practice

Microsoft SharePoint 2013 -

Configuring User Profiles and Social ComputingVerified Against Build #15.0.4128.1014

Configuring User Profiles and Social Computing 2

Table of ContentsConfiguring User Profiles and Social Computing.................................................................................3

Uses and benefits of the User Profile service application................................................................3Architecture........................................................................................................................................ 4

Service Applications Required.....................................................................................................4Configuring User Profiles and Social Computing.................................................................................4

Start the User Profile service.........................................................................................................11RESET IIS...................................................................................................................................14

Configure connections and import data from directory services...................................................15Managing user profiles.....................................................................................................................20

Editing user profiles and My Sites..............................................................................................20Manage profile properties..........................................................................................................21Synchronizing user photos.........................................................................................................21Exporting photos from SharePoint to Active Directory...............................................................22

Configuring My Sites.........................................................................................................................22Applying Audiences.......................................................................................................................24


Configuring User Profiles and Social ComputingThe User Profile service application stores information about users in a central location. Social computing features use this information to enable productive interactions so that users can collaborate efficiently. In order to provision My Sites, enable social computing features such as social tagging and newsfeeds, and create and distribute profiles across multiple sites and farms, you must enable the User Profile service application.

Uses and benefits of the User Profile service applicationThe User Profile service application in SharePoint Server 2013 provides a central location where service administrators configure and administer the following features:

User profiles – contain detailed information about people in an organization. A user profile organizes and displays all of the properties related to each user, together with social tags, documents, and other items related to that user.

Profile synchronization – provides a reliable way to synchronize groups and user profile information that is stored in the SharePoint Server 2013 profile database together with information that is stored in directory services across the enterprise.

Audiences – enables organizations to target content to users based on their job or task, as defined by their membership in a SharePoint Server group or distribution list, by the organizational reporting structure, or by the public properties in their user profiles.

My Site Host – a dedicated site for hosting My Sites. A My Site Host is needed in order to deploy the social features of SharePoint Server.

My Site – a personal site that gives users in your organization a central location to manage and store documents, links, and information about colleagues.

Social tags and notes – enables users to add social tags to documents, to other SharePoint Server items, and to other items, such as external web pages and blog posts. Users can also leave notes on profile pages of a My Site or any SharePoint Server page. Administrators can delete all tags for employees when they leave the company or remove a tag they do not want.

Like other service applications in SharePoint Server 2013, farm administrators can delegate the administration of all or part of the User Profile service application to one or more service application administrators. This enables the User Profile service application to be managed by the appropriate business group. One administrator can manage all areas of the User Profile service application or areas can be isolated and managed by different administrators who might not know about the other


areas of the service application. For example, one administrator can manage My Sites while a different administrator manages social tags and notes. The User Profile service application can be restricted and made available only to certain departments or sets of sites based on business need, security restrictions, and budgets.

ArchitectureWhen you create a User Profile service application, SharePoint Server creates three databases for storing user profile information and associated data:

Profile database – used to store user profile information. Synchronization database – used to store configuration and staging information for

synchronizing profile data from external sources such as the Active Directory Domain Services (AD DS).

Social tagging database – used to store social tags and notes created by users. Each social tag and note is associated with a profile ID.

Each of these databases can be accessed by My Sites, Team Sites, and other SharePoint sites by using the User Profile service application. This provides a dynamic, personalized experience for the users in an organization.

Service Applications RequiredThe User Profile service application relies on other service applications to implement the full range of social computing features in SharePoint Server. These related service applications include the following:

Managed metadata service – makes it possible to use managed metadata and share content types across site collections and web applications. For more information, see Overview of managed metadata service applications in SharePoint Server 2013 and Overview of managed metadata in SharePoint Server 2013Overview of managed metadata service applications in SharePoint Server 2013

Search Service application – needed to enable the People Search feature. Business Connectivity Services – makes it possible to populate the properties of existing user

profiles from a business system during profile synchronization.

Configuring User Profiles and Social Computing In earlier versions of SharePoint, each user had a profile and a personal site (e.g., My Site). The 2013 version of SharePoint splits My Site into three sections: Newsfeed, SkyDrive, and Sites. A global navigation bar provides access to each section. These social features are tightly integrated into SharePoint 2013, so you no longer need to launch a web browser to access them.

http://technet.microsoft.com/en-us/library/ee424403(v=office.15).aspx






Use the following procedure to create a My Site Host site collection:1. Verify that the user account that is performing this procedure has the following credentials:

o The user account that performs this procedure is a farm administratoro The user account that performs this procedure is a member of the Administrators

group on the computer that is running SharePoint Server.

2. First we have to create a web application for My Site; see:

3. On Central Administration, in the Application Management section, click Create site

collections.


4. On the Create Site Collection page, in the Web Application section, select the My Site web application.

5. In the Title and Description section, type the title and description for the site collection.

6. In the Web Site Address section, select the path of the URL for the My Site host. In most cases, you can use the root directory (/).

In the Template Selection section, click the Enterprise tab, and then select My Site Host.

7. In the Primary Site Collection Administrator section, type the user name (in the form

<DOMAIN>\<user name>) for the user who will be the site collection administrator.

8. In the Secondary Site Collection Administrator section, type the user name for the secondary administrator of the site collection.

9. If you are using quotas to manage storage for site collections, in the Quota Template section, click a template in the Select a quota template list.

10. Click OK.Use the following procedure to create a User Profile Service application:


1. Verify that the user account that is performing this procedure has the following credentials:


group on the computer that is running a SharePoint Server.

2. On Central Administration, in the Application Management section, click Manage service applications.

3. On the Manage Service Application page, on the ribbon, click New, and then click User Profile Service Application.


4. In the Name section, type the User Profile service application name.


5. In the Application Pool section, select the application pool that the User Profile service

application will run in (if it exists), or create a new application pool.6. Accept the default settings for the profile database, the synchronization database, and the

social tagging database (unless you want different names), and specify failover servers if you are using them.

7. In the Profile Synchronization Instance section, select the synchronization server.

8. In the My Site Host URL section, enter the My Site Host site collection URL that you created in the previous step.


9. In the My Site Managed Path section, enter the part of the path that, when appended to the

My Site host URL, will give the path of the user's My Sites. For example, if the My Site host URL is http://server:12345/ and you want each user's My Site to be at http://server:12345/personal/<user name> then enter /personal for the My Site managed path. The managed path that you enter is created automatically. There does not have to already be a managed path with the name that you provide.


10. In the Site Naming Format section, select a naming scheme.11. In the Default Proxy Group section, select whether you want the proxy of this User Profile

Service to be a part of the default proxy group on this farm.12. Click Create.13. When the Create New User Profile Service Application page displays the message Profile

Service Application successfully created, click OK.

Start the User Profile service Use the following procedure to start the User Profile service:





2. On Central Administration, in the System Settings section, click Manage services on server.3. On the Services on Server page, in the Server box, select the synchronization server.4. Find the row whose Service column value is User Profile Service. If the value in the Status

column is stopped, click Start in the Action column.

Start the User Profile synchronization service

During this phase, you start the User Profile synchronization service.

This phase involves the following tasks:1. Start the User Profile synchronization service2. Remove unnecessary permissions3. Reset IIS

To perform the tasks in this phase, you must be a member of the Farm Administrators SharePoint group and a member of the Administrators group on the computer that is running SharePoint Server.

Start the User Profile synchronization service




2. On Central Administration, in the System Settings section, click Manage services on server.3. On the Services on Server page, in the Server box, select the synchronization server.


4. Find the row whose Service column value is User Profile Synchronization Service. If the value in the Status column is stopped, click Start in the Action column.

5. On the User Profile Synchronization Service page, in the Select the User Profile Application section, select the User Profile service application.

6. In the Service Account Name and Password section, the farm account is already selected. Enter the password for the farm account in the Password box, and enter it again in the Confirm Password box.

7. Click OK.

The Services on the Server page shows that the User Profile synchronization service has a status of Starting. When you start the User Profile synchronization service, SharePoint Server provisions FIM to participate in synchronization. This may take 10 minutes. To determine whether the User Profile synchronization service has started, refresh the Services on the Server page.

Remove unnecessary permissions


After you start the User Profile synchronization service, for day to day operations, the farm account is not required to be a member of the Administrators group on the computer that is running the synchronization service. To improve the security of your SharePoint Server installation, remove the farm account from the Administrators group on the computer that is running the synchronization service. However, when you perform a backup of the User Profile application, the synchronization service provisions the User Profile application again. During the course of provisioning the User Profile application, the farm account must stop and start the synchronization service. To do this, the farm account must be a member of the Administrators group on the computer that is running the synchronization service. So, before you perform a backup, add the farm account to the Administrators group on the computer that is running the synchronization service. After the backup has finished running, you can remove the farm account from the Administrators group.

RESET IIS1. Verify that the user account that is performing this procedure has the following credentials:



2. Start a Command Prompt with elevated privileges.

o For Windows Server 2008 R2:

On the synchronization server, click Start, click All Programs, expand Accessories, right-click Command Prompt, and then click Run as administrator.

o For Windows Server 2012:

On the synchronization server, on the Start Screen, right-click Command Prompt, and then click Run as administrator.


3. If Command Prompt is not on the Start Screen:

o Right-click Computer, click All apps, right-click Command Prompt, and then click Run as administrator.

4. In the User Account Control dialog box, click Yes.5. In the Administrator: Command Prompt window, type iisreset and then press ENTER.6. When the message Internet services successfully restarted is displayed, close the

Administrator: Command Prompt window.

Configure connections and import data from directory services

To import profiles, you must have at least one synchronization connection to a directory service. During this phase, you create a synchronization connection to each directory service that you want to import profiles from. You can synchronize after you create each connection, or you can synchronize one time, after you have created all of the connections. Synchronizing after each connection will take longer, but doing this makes it easier to troubleshoot any problems that you might encounter. You must be a farm administrator or an administrator of the User Profile service application to perform these procedures. If you are not a farm administrator, start each procedure by using the Manage Profile Service page.

This phase involves the following tasks:1. Create a synchronization connection to a directory service2. Define exclusion filters for a synchronization connection3. Map user profile properties4. Start profile synchronization

Create a Profile synchronization connection to a directory service

Verify that the user account that is performing this procedure has the following credentials: The user account that performs this procedure is a farm administrator or an administrator of

the User Profile service application. The user account that performs this procedure is a member of the Administrators group on

the computer that is running SharePoint Server.1. If the user account that is performing this procedure is a farm administrator, complete these

steps.2. On Central Administration, in the Application Management section, click Manage service

applications.


3. On the Manage Service Applications page, select the User Profile service application.

4. On Central Administration, on the Manage Profile Service page, in the Synchronization

section, click Configure Synchronization Connections.5. On the Synchronizations Connections page, click Create New Connection.

6. On the Add new synchronization connection page, type the synchronization connection

name in the Connection Name box.


7. From the Type list, select the type of directory service to which you want to connect.

8. Fill in the Connection Settings section according to the directory service to which you are

creating a connection.9. In the Account name box, type the synchronization account.10. In the Password box, type the password for the synchronization account.11. In the Confirm Password box, type the password for the synchronization account again.12. In the Port box, enter the connection port.


To start profile synchronization

Verify that the user account that is performing this procedure has the following credentials: The user account that performs this procedure is a farm administrator or an administrator of

the User Profile service application. The user account that performs this procedure is a member of the Administrators group on

the computer that is running SharePoint Server.1. If you have already imported users or created My Sites, and you have enabled NetBIOS

domain names, you must disable the My Site cleanup timer job before you start profile synchronization. For information about this timer job, see the Timer job reference (SharePoint Server 2010). For information about the Windows PowerShell cmdlets that you use to enable and disable this timer job, see Use Windows PowerShell cmdlets to manage timer jobs in SharePoint 2013.

2. If the user account that is performing this procedure is a farm administrator, complete these steps.

3. On Central Administration, in the Application Management section, click Manage service applications.

4. On the Manage Service Applications page, select the User Profile service application.

5. On Central Administration, on the Manage Profile Service page, in the Synchronization section, click Start Profile Synchronization.


6. On the Start Profile Synchronization page, select Start Full Synchronization if this is the first time that you are synchronizing or if you have added or changed any synchronization connections or property mappings since the last time that you synchronized. Select Start Incremental Synchronization to synchronize only information that has changed since the last time that you synchronized.

7. Click OK.

8. The Manage Profile Service page is displayed9. You can wait for some time it will take some time to complete the synchronization.10. Once done, you will see on the right hand side the number of user profiles increasing.


Managing user profilesEach user profile represents a set of properties which describe the user in the organization. Different organizations will have different policies regarding how much information they want to publish through profiles. However, one of the common objectives of user profiles is that they should be accurate and authoritative reflecting the current information on employees in the organization. This usually requires that the data be maintained and updated centrally by members of IT, HR, or other authorized staff. Employees should be able to edit only selective, non-critical values in their profile. This is one of the key differences between the corporate social environment and that of public sites in which each user can create their own profile.

Editing user profiles and My SitesA UPS service applications administrator can access any user’s profile directly from Central Administration. In Central Administration, on the Quick Launch bar, click Application Management to open the Application Management page.

1. In the Service Application section, click Manage Service Applications. On the Service Applications page, click the User Profile Service application to go to the Manage Profile Service page and then, in the People section, click the Manage User Profiles link to open the profile search page.

2. You can search on any of the user’s profile properties to retrieve a list of user’s with profiles. To view or edit a user’s profile, right-click it and then, on the shortcut menu that appears, click Edit My Profile.

3. In the profile,you can edit all the details including many details which the user cannot change. However, all boxes that display a database icon next to the name are those that which will be overwritten during the next synchronization, so any changes might be temporary.

4. The administrator also has the option to delete the profile by selecting the Delete link from the shortcut menu on the search page.


Edit User Profile page.

Manage profile propertiesSharePoint provides a set of profile properties which make up the standard profile along with a default mapping to attributes from Active Directory. To access these properties,

1. Central Administration, on the Quick Launch bar, click Application Management to open the Application Management page.

2. In the Service Application section, click Manage Service Applications. 3. On the Service Applications page, click the User Profile Service application to go to the Manage Profile

Service page and then, in the People section, click the Manage User Properties link.4. On the Manage User Properties page you will see a listing of all the properties currently defined for the

default user profile subtype. Some of the properties shown are mapped to Active Directory attributes to be populated by import, such as Account Name, and some are intended for users to populate in their profile themselves, such as Ask Me About.

5. Depending on which synchronization method you have configured you might see the default property mappings displayed. Unfortunately, only the SharePoint Profile Synchronization method displays the property mappings, whereas the Active Directory Import method will not, although they are in fact present.

Synchronizing user photosWith Windows Server 2008, Microsoft introduced the thumbnailPhoto attribute to Active Directory with which you can store a binary photo up to 100 KB in size. This attribute is used by Exchange Server, Lync, Microsoft Outlook, and SharePoint to display a common picture of a user across all Microsoft Office applications.


Exporting photos from SharePoint to Active DirectoryThere are several reasons why you might want to make SharePoint the source of authority for all profile photos. It might be that you want to let individual users upload their own photos as a way to personalize their profile. Alternatively, you might have a repository of photos you will apply to profiles but you do not want to edit the thumbnailPhoto attribute directly in Active Directory and prefer to upload the photos to profiles through Central Administration.1. In Central Administration, on the Quick Launch bar, click Application Management to open the Application

Management page.2. In the Service Application section, click Manage Service Applications.3. On the Service Applications page, click the User Profile Service application to go to the Manage Profile

Service page and then, in the People section, click the Manage User Properties link to open the Manage User Properties page.

4. On the Manage User Properties page, in the Manage Profile Service site, edit the Picture property.5. In the Add New Mapping section, ensure that your Active Directory connection is selected in the Source

Data Connection list.6. In the Attribute list, select thumbnailPhoto, and then, in the Direction list, click Export.7. Click the Add button.

You should see the new mapping appear in the Property Mapping for Synchronization section

8. Either wait for the next scheduled synchronization or start one manually

After you have a My Site host site collection and wildcard inclusion managed path configured for My Sites, you can update the My Sites settings in the User Profile service application. Most of these settings are configured during initial deployment and only change infrequently during maintenance operations afterward.

Configuring My SitesTo configure My Site settings for the User Profile service application

1. Verify that you have the following administrative credentials:o To configure My Site settings for the User Profile service application, you must be a member of

the Farm Administrators group on the computer running the SharePoint Central Administration website or a service application administrator for the User Profile service application.

2. In Central Administration, in the Application Management section, click Manage service applications.

3. Click the User Profile service application that you connected to the web application hosting My Sites earlier in this task.

4. On the Manage Profile Service page, in the My Site Settings section, click Setup My Sites.5. On the My Sites Settings page, in the Preferred Search Center section, specify settings for the

search center to direct users to when they search for people or documents from their About


Me profile page. If you do not have a search center set up yet, you can skip this step and complete it later In the My Site Host section, type the URL of the My Site host site collection that you created earlier in this task.

6. The My Site Host URL in Active Directory section uses Exchange Autodiscover to allow client and mobile phone applications to find a user's SharePoint Server 2013 My Site.

7. In the Personal Site Location section, type the wildcard inclusion managed path you configured earlier in this task. By default, personal is prepopulated in the box. However, if you chose a different path for your wildcard inclusion managed path, replace personal with your path.

8. In the Site Naming Format section, select a naming format for the My Sites site collections that will be created when users view their My Sites for the first timeIn the Language Options section, there is an option to specify whether users can select a preferred language for their My Site. However, the current behavior is to default to the installation language for SharePoint.

9. In the Read Permission Level section, specify the users or groups that can view other users’ My Sites when they are created. By default, this includes all authenticated users. However, you can select a more specific group or users depending on the needs of your deployment.

10. In the Security Trimming Options section, specify how system generated posts are checked for permissions before they are displayed in feeds and on the Tags and Notes page.

11. In the Newsfeed section, enable system generated posts to the feed on My Sites by selecting Enable activities in My Site newsfeeds. This option is selected by default. This is important in hosted environments where tenants can share the same User Profile service but have different requirements on whether they can enable newsfeeds for their users.When upgrading from a SharePoint Server 2010 server farm that uses the newsfeed and tags and notes, you enable these legacy features on your SharePoint Server 2013 server farm by selecting Enable SharePoint 2010 activity migration.

12. In the E-mail Notifications section, specify an email address to use as the sender email address for My Site email notifications. This account does not have to be a real monitored email address. If you want to receive notifications for newsfeed activities, such as replies to your posts or when someone follows you, select Enable newsfeed email notifications.

13. In the My Site Cleanup section, specify a new owner of a My Site if the existing My Site user is removed from the profile database. For example, if a user leaves the company and is no longer in the profile database, the user’s My Site will be deleted together with any content. However, before it is deleted, a new owner can recover any important content. Select Enable access delegation for the My Site cleanup job to first attempt to assign ownership of the My Site to the user’s manager. If no manager is found, the My Site is assigned to the user specified in Secondary Owner. The new owner has two weeks to retrieve content from the My Site before it is deleted.

14. In the Privacy Settings section, select Make My Sites Public to make all users' My Sites public. This option is not selected by default.

15. Click OK.


Applying Audiences You apply Audiences directly to content in sites, usually by the site owner or content manager. You can apply Audiences to the following:

Navigation You can only apply audience targeting to navigation links in a site collection with the Publishing Feature enabled. Browse to the Navigation link under Site Settings then, when you manually add a link, you can target it to appear only to a specific audience. Web Parts In most Web Parts, when you edit the Web Part properties on a page, you can open the Advanced section of properties and set the Target Audience to control which users will see the web part on the page.Publishing pages When you edit the properties of a publishing page, you can set the Target Audience value that can be used to filter pages displayed in the Content Query Web Part.

When applying Audience settings in sites, you can assign either precompiled audiences, which are referred to as Global Audiences, directly assign Active Directory groups, or use SharePoint site groups.

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Documents

Getting Started SharePoint “2013” Web view07.07.2014 · Getting Started SharePoint “2013”6. Prepared by. ... Synchronization database – used to store configuration and staging