SHAREPOINT: WHICH FLAVOR SHOULD YOU SELECT?

ABOUT TED THEODOROPOULOS

Focused on Microsoft technologies in Legal

Longtime Techie• Acrowire – Founder & President• SQL Server, Microsoft• IT Audit/Risk Management, Bank of America• Lean Six Sigma Black Belt

Passionate About• Application Development• Business Process Improvement• Information Security• Panthers and UNC athletics

Site: acrowire.com/legalted@acrowire.com

Regular Speaker at:

WHAT FLAVOR OF SHAREPOINT?

WHY CHOOSE HYBRID?• Hybrid allows you to pick

and choose the content you migrate

• Content to move today• Video content (CLEs)• HR policy docs• Project documentation• Other non-work

product

• Allows incremental move

• Start today and stay with in info gov framework

HYBRID SCENARIOS

SITE REDIRECTION

• More common hybrid entry points

• Host some sites on premand some online

• Seamless UX• You decide what goes• Leverage SPO’s scale and

stay within info gov reqs• SP 2016 & SPO lets you pin

apps like the video portal

HYBRID SEARCH

• Common objective to offload some of search to SPO• Should reduce footprint because search is resource intensive• In the past hybrid search results weren’t integrated• Microsoft has made search results seamless• Results from on prem and online indexes are in single search result• Handy for making on prem repositories accessible via online search

INTEGRATED SEARCH RESULTS

• On prem and online search results integrated

• No more results blocks

• Security trimming is applied

LEVERAGING THE GRAPH• Leveraging the

power of the Graph

• Capabilities like Delve are exposed

• Can leverage search within Delve

• Results are most relevant to you based on Graph

CHOOSE WORKLOADS• Find workloads that

make the most sense• Maybe Video, Planner,

or PowerBI• Pick and choose

capabilities• Video might be worth

taking a look at• Internal YouTube for

your firm• Leverage views, counts,

thumbnails, etc

GUY WIGGINSDIRECTOR OF PRACTICE MANAGEMENT

MY ROLE• Support our Intranet and Extranets

• Develop Custom Software

• Improve firm wide knowledge management

• Manage New Matter Intake System and Ethical Walls

• Improve Information Governance

MY STAFF• SharePoint Administrator

• SharePoint Analyst/Developer

• Senior Software Engineer

• Business Analyst

KELLEY DRYE SHAREPOINT HISTORY

2003SharePoint 2003

On-Premises

(extranets only)

2008SharePoint 2007

On-Premises

(Intranet and Extranets)

2014Office 365/ SharePoint On-line(Extranets)

2016/2017SharePoint 2013/Office 365

(New Intranet)

SharePoint On-Line (extranets)

Skype for Business

Office 365 Video

Power BI

SHAREPOINT 2013 ON PREMISESEXTENSIVE LOCAL INTEGRATION POINTS

• Search: BA Insight and eDOCS DM (migrating soon to NetDocuments)

• Dashboards: Datazen with local Aderant SQL data

• New Matter Intake System: K2 BlackPearl integrated with both Elegrity Evaluate and Aderant

• Master Data Directory: Aderant, AD, UltiPro HR

Strengths:• Easier integration with many 3rd party

applications that have not fully transitioned to new app model

• Very flexible and customizable – can deploy Full Trust solutions and get closer to the metal when necessary

• Extensive 3rd Party Support including numerous add-ons and integrations

• Better Vendor support

• No need for external authentication providers• Strong collaboration features including Office

Web Apps

• Powerful Customized Search experience via FAST

• Direct control over your information and compliance standards

2013 ON PREM STRENGTHS AND WEAKNESSES

Weaknesses:• Extensive Hardware required (we have

12 servers)

• Extensive on-going maintenance consumes IT resources (patching Windows, SharePoint etc.)

• Core feature set stays largely static (We don’t anticipate another upgrade for at least 5 years)

• Not instantly scalable

• Does not handle large files well (large video files for example)

• Security may not be as robust (no encryption at rest)

• Lacks Hybrid features of SP2016 that allow for more seamless integration with O365

• Not Mobile First

Strengths:• Incredible value – was essentially free with

our EA agreement

• No need to create and manage external user accounts for extranets (external users need to create a Microsoft account)

• Huge amounts of on-demand storage

• Very flexible licensing model• Strong collaboration features including Office

Web Apps and external sharing

• Powerful Search via FAST – but hybrid search requires SP2016

• Strong Security features – including encryption at rest

• Extensive 3rd Party Support• New features constantly being added – it’s the

future of SharePoint

• All patching etc. done by Microsoft

O365 STRENGTHS AND WEAKNESSESWeaknesses:

• Provisioning new Extranet sites is currently manual – not very scalable

• Setting up single sign on can be complex and costly (recommend OneLogin or OKTA)

• Microsoft decides when new features get deployed and has ultimate control of your data

• Can’t administer using PowerShell

• No visibility into underlying SQL data (we use this for our Search Reporting)

• Must use OOTB Reports or buy 3rd

Party Reporting tools

• Microsoft Graph API is new and developers are just getting up to speed

OPPORTUNISTIC USE OF OFFICE 365• SharePoint On-line for extranets

– Big win, we don’t manage external user accounts

• Replaced Lync with Skype for Business– Was not easy or seamless – and licensing needs to be taken into

account• PowerBI for our next gen Dashboard

– Finance teams love this product – far more powerful and flexible than traditional reporting tools like SSRS or DataZen.

– Licensing and initial Gateway setup can be tricky – and it’s a moving target

– Tight integration with SharePoint On-Prem not there yet

• Office365 Video – all large video files are posted to internal Channels and automatically stream– Simple but works well – solves the problem nicely

WHAT FLAVOR WOULD I PICK NOW?• For the next 5 years, I think the safest and most

flexible option is SharePoint 2016 Hybrid with Office 365.

• Do a very deep needs analysis first – with an eye towards the future– If you don’t have the team to properly manage and develop

SharePoint In-house – go Cloud– If your needs are simple and you don’t foresee extensive

integrations with on-prem systems for search or the need to use full trust solutions etc. – go Cloud

– If Beau and his team can prove that you can do everything on Cloud that you can do on Prem – go Cloud

SEARCH BUILT INTO EVERY INTRANET PAGE

HOME PAGE DASHBOARD

DATAZEN DASHBOARD

SEARCH UI – CUSTOMIZED BY BA

ABOUT SEAN COLEMAN

Focused on Search and SharePoint since 2004

Longtime Techie• CCO, BA Insight• Professional Services, IBM• Project Management, Kenexa• Customer Support & SAAS Operations, OutStart

Passionate About• Software• Customer Success• Business Strategy• Panthers and Pirates Football

Blog: bainsight.com/blogscoleman@bainsight.com

Regular Speaker at:

A DEEPER DIVE – HYBRID SEARCH

• Is Hybrid Search ready for prime time?– OOTB? No– With help? Yes

• Core Issues– CEWS– Query Pipeline

SUCCESSFUL SEARCH

• Three sides of a triangle– Ability to control content

going into the index– Ability to control content

coming out of the index– Ability to deliver a strong UI

• Hybrid Search struggles with 2 out of 3

CEWS – WHAT’S THE ISSUE?

• Allows you to control content going into the index

• It doesn’t exist with CloudSSA• Ok, so what?

– You lose: automatic metadata, index side synonym expansion, content enrichment via 3rd parties (Think Lexis and WestKM)

• YOU NEED A 3rd PARTY HOOK

QUERY PIPELINE – WHAT’S THE ISSUE?

• Allows you to control content coming out of the index

• API/Access to the query pipeline are locked down in 0365, you can’t do this anymore

• Ok, so what?– You lose: personalized relevancy, ability to interleve

results from other indexes, business logic in search results, etc.

• YOU NEED A 3rd PARTY HOOK

THE UI

• Is successful hybrid search simply throwing up a search box with a few refiners?

• NO– The search index is a means to an end, and

applications that leverage search need their purpose understood, and be tailored to their audience

UI TIPS• Understand who the user is, and suggest content based on location, role, etc.• Provide tools to save time

– Quick preview, reading lists, alerts, etc.• Don’t rely just on the pull model, the push model can be very effective• Example: