What happens when external sharing is enabled?

Imagine that you’re in a project where external collaboration is needed, but first, you want to know what exactly happens when a document, site or whatever is shared with external users (users from other company, let’s say).

Firstly, someone has to send an invitation to this external user to collaborate. You have many options to select, to requiere wether user sign in or not

e2.PNG

Secondly, the invitation arrives to the user, and he has to accept it.

e1.PNG

Take into account that these kind of invitations remains in the request list in the site, so any admin could reject the invitation in the meantime.

e3.PNG

Once the user, has accepted the invitationhe could access to the site with the permissions given (full control, contribute, etc…). For example, if you share a document with an external user with the permission “Full Control”, an entry is created in the “Team Site Owners” inside the site. So, you can revoke the acess by removing the user from the Owners group.

e4.PNG

that’s all! Next day I will cover what happens with other things!

Cheers!

File Shares as Content Source in SharePoint 2013 On Premises

Hi all!

Another quick post about file shares and SharePoint:

  1. Identify your crawl account, because this account will be used to index the file share (unless specified differently with a crawl rule), so it is necessary to have read access to the file share to this account
  2. If crawled files in file share system contain metadata, this will be used by the search refiners in SharePoint
  3. Security trimming is respected, so when end users search the document in the search site, it will be displayed according to the permissions given on the files and folders.
  4. Only metadata of the documents will be stored in SharePoint, not the documents
  5. It is not possible to get a preview from Office documents that are stored in File Shares, to get a preview, you’ll need to use third party tools.

That’s all!

Disable Mobile view

In case you need to disable the mobile view in all your SharePoint Sites, the following code can be used:

$sites = get-spwebapplication http://mss2013be | Get-spsite -limit ALL
foreach ($site in $sites) {
foreach ($web in $site.AllWebs) {

Disable-SPFeature -identity d95c97f3-e528-4da2-ae9f-32b3535fbb59 -URL $Web.URL -Force -Confirm:$false
write-host "Feature desactivada en el sitio: $($Web.Url)"
}
}

A similar code can be used for SharePoint Online, in this case will change the way how you connect to SPO and how you deactivate the feature from SPO, in this case the command is: Disable-SPOFeature

Enjoy!

How to hide the Timeline in Task List

Hi! Do you need to hide the timeline in your task list? Then this is your post 🙂

As you will know, by default you have the following view of the Task list:

t1

But, if I want to remove the timeline, what I have to do? Pretty simple…

 

  • Go to the Task List, Click on List Tab and then click on “Modify View” button from the ribbon.
  • In the Edit view page, scroll down and expand the ‘Style’ section.
  • Under the Style selection, Uncheck the checkbox ‘Show timeline above the view’

t2And then… click ok to save changes, the result will be like the following:

t3.PNG

Hope that helps!!

 

Exceeding list view threshold

Hi folks,

Recently in a project where we need to work with large lists, as you will know, in SharePoint, lists with more than 5000 items causes problems to the users, and lists with more than 20k items are not possible to manage by the admins, in that cases you will receive a problem like:

“The view can not be displayed because it exceeds the list view threshold(5000 items) enforced be the administrator”

But if you look into the logs, you’ll see the following:

Microsoft.SharePoint.SPQueryThrottledException: The attempted operation is prohibited because it exceeds the list view threshold enforced by the administrator. —> System.Runtime.InteropServices.COMException: The attempted operation is prohibited because

In this case, it was a news list, so it was not possible to order the list in folders or any other method to avoid the item threshold limitation. What is the problem? This issue is By Design, so the throttling limit is enforced to protect the SharePoint Server, why? because each time we access to that list we make a SQL query as the number of items that this list has, so in case that this query exceeds 5000 items (by default) this action is avoided.

As you’ll know, it is possible to change this limit, but you’ll change this limit to the entire web app, which is not recommended, so why we can do as a workaround? Disable throttling 🙂 But you have to take into account that disabling throttling will cause performance issues on the SharePoint Server or the SQL Server.

$web= get-spweb “url”
$list=$web.lists[“listname”]
$list.enablethrottling = $false
$list.update()

After doing this, you’ll query more items in that list 🙂

hope that helps!

SharePoint Online: How to delete a Site Collection

Do you need yo delete a SPO Site collection?

You need to delete it, and then remove it from recycle bin. The next few lines will explain from Powershell command:

$cred=get-credential
#This cmdlet prompts you for credentials. Type your Office 365 administration account credentials
Connect-MsolService –Credential $cred
#connect to your O365 tenant
get-spodeletedsite
#Get a list of your deleted sites in the site collection recycle bin with
get-spodeletedsite | where {$_.url -eq "https://yoururltenant.sharepoint.com/sites/sitecollection"} | Remove-SPODeletedSite
#deletes the SC