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Keep flat folder structure and metadata with Column default value settings (SharePoint)

Posted on 12/3/18 8:29 AM by Get Schooled in SharePoint

No matter how many reminders you send about preferred protocols, users will always go the path of least resistance. That’s a particular problem when it comes to adding new files to SharePoint. Saving new files in synced Windows folders is not ideal or sustainable, but it is convenient for users. Unfortunately, this method does not use valuable metadata to help you organize and maintain the information.

A suitable compromise is to allow users to keep stuffing files in folders while incorporating metadata information through column default value settings. If the folder structure is logical and matches the desired metadata, this setting allows you to define a default value to a column based on the folder it is in.

To set this up, navigate to Policies > Settings > Column default value settings. Your document library folders will display on the left. Click each one to set the desired default value.

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Efficiently populate Word documents with SharePoint data (SharePoint)

Posted on 9/20/18 9:29 AM by Get Schooled in SharePoint

There are many situations in which it would be redundant and cumbersome to manually enter data already stored in SharePoint into a Word document. For example, a standard business contract that contains customer data, such as name, address, and telephone number, would benefit significantly from auto-populating using information within SharePoint. Auto-populating also helps to maintain consistency across platforms and ensure time-efficiency for updates. Instead of correcting multiple documents, an update to the source data would have a ripple-effect on the Word document.

To create shareable data, first create external data columns. On the SharePoint site, navigate to the list or library, and click “Settings”. In the column area, select “Create Column”. Enter a name and set the Column Type as “External Data”. Under “External Content Type,” assign the correct item name, such as “Customer.” From here, create a Word template to display external data and create the new Word document with the inputted field from SharePoint using the External Data Item Picker.

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Stay current on site changes by setting up SMS alerts (SharePoint)

Posted on 6/14/18 10:19 AM by Get Schooled in SharePoint

Productivity can take a nose dive when you leave the office, but, thanks to SharePoint SMS alerts, it doesn’t have to. SMS alerts send notifications to a mobile device whenever changes are made to the site or site content. For example, if a modification is made to the SharePoint list, the assigned mobile device will receive a text message alert notifying the user of the adjustment.

It’s simplest to setup this procedure in the PC view, so if you’re currently in Mobile view switch to PC. Then, select the list or library to be assigned an alert. Click the relevant ‘Library’ or ‘List’ tab. In the ‘Share & Track’ group, choose ‘Alert me’ > ‘Set alert on this library (or list)’. Follow the configuration steps to specify delivery information and set the delivery method of either e-mail or text message (SMS)

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Configure the index to search custom columns (SharePoint)

Posted on 3/1/18 5:02 PM by Get Schooled in SharePoint

Making Sharepoint User Friendly for search!

Custom columns are not searchable unless they are configured to be indexed. If you’re building custom columns and want to search them in the future, the fastest solution is to create them as site columns—which are indexed automatically. If you’ve gone too far for this option, you can index the custom columns by adding them to an established managed property.

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Avoid individual-user permissions when building a folder environment (SharePoint)

Posted on 10/31/17 3:25 PM by Get Schooled in SharePoint

As an IT professional, dodging administrative nightmares sometimes feels like a Choose Your Own Adventure book where any wrong turn can spell disaster. A surefire way to send yourself back to page one is setting permissions on an individual user level. Doing so creates unnecessary work for administrators and potential security issues. When user permissions are assigned individually, it becomes impossible to tell who has access to what, especially for deeply nested folders.

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Use SharePoint Search to extract survey data (SharePoint)

Posted on 7/13/17 9:48 AM by Get Schooled in SharePoint

Analyzing trends in data is why we use surveys in the first place. If you run a survey and get questionable data results, the whole thing is pointless. Fortunately, Sharepoint Search helps to make your job a little easier— and the results can easily be exported into a report.

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Fix SharePoint Web Application 401.1 Access Denied Errors

Posted on 7/8/14 9:37 AM by Get Schooled in Microsoft, in SharePoint

If a SharePoint web application isn't set up correctly, users may receive 401.1 Access Denied errors when logging in. The error can be confusing because it suggests that the user's credentials are wrong, when they may actually be correct. A typical cause of this problem is that SharePoint Web Front End servers (WFEs) in a web farm act in a way similar to browsing from the server itself. This can be a problem when using a fully qualified domain name, because Integrated Authentication in IIS has a security feature called loopback check, which blocks web requests emanating from the server itself to prevent a special kind of exploit where a hacker tricks the server into giving out valid credentials.

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