Unit 4 Lecture Notes - SharePoint File Structures



Core Prog SharePoint Solutions152-177 - Spring 2017 - Christian HurUnit 4 Lecture Notes - SharePoint File StructuresReadings: Chapter 3, 4Web Parts vs. App PartsWeb Parts make it possible for users to add configurable components to pages on a SharePoint site that extend the functionality of the site.Some are simple and are used to only add simple content to a page. This includes the Image Viewer and the Content Editor Web Parts, which you use to add images and static text, respectively, to a page.The most complex Web Parts perform advanced computationsOthers can perform searches, query lists, and filter data. App Parts (new in SharePoint 2013) extend the security model of traditional Web Parts and can be used to interface with external systems. The primary App Parts available in SharePoint are views of existing libraries. These views make it possible for you to display list or library content on pages outside the document library (for example, displaying the newest documents uploaded to a site). Each App Part is named for the library that they display. For example, you use the Comments App Part to display the Comments library, which contains blog comments added to any blog post on the site.Out-of-the-box Web PartsSharePoint 2013 comes with a variety of out-of-the-box Web Parts that you can use within your sites. Depending on your SharePoint licensing, some of the Web Parts referenced in this section might not be available.See Appendix A at bottom of this note for detailsPage vs. Web Part PagePage is a standard Web page.Web Part Page is a template that holds Web Pargs. SharePoint has a collection of Web part page templates that you can use.Add a PageAdd Web Part PageSite Cotents -> Site Pages -> Files -> New Document -> Web Part pageSharePoint Virtual File SystemKeep in mind that every SharePoint web application runs as one large application.Consequently, SharePoint Foundation adds a standard web.config file to the root directory of each IIS website associated with a web application. When you create a web application in SharePoint Foundation, it creates an IIS website with a root folder containing a web.config file at the following location:c:\inetpub\wwwroot\wss\VirtualDirectoriesA SharePoint on-premises farm typically runs two or more web applications. The first web application is created automatically when the farm is created. This web application is used to run SharePoint 2013 Central Administration. You need at least one additional web application to create the sites that are used by business users.Where are files stored in SharePoint?SharePoint is built to host thousands of sites and pages and to handle all this on a large scale and synchronized over a multitude of servers, so these files cannot be stored in the file system.Alll files (except for some, like layout, master files, themes) are stored as “blobs” within the content databases on the SQL Server. They’re not physically stored anywhere on the server.The site collections, sites, lists, list items, and pages are stored in the content databases. Any page within a site will have an entry in one of the content databases.FIGURE 1-5 Each web application has one or more content databases.You can access the files from Windows Explorer.For example, if the SharePoint files are located at can use \\testwebapp\sites\test\mypictures<file:///\\testwebapp\sites\test\mypictures> to get to the pictures.Sharepoint.gtc.edu - SQL Server - WSS_Content databaseStoring documents by Folder vs MetadataAs you organize content, a simple method is to add relevant information to the file name or to the name of the folder that contains the file. For example, you might add the company name, document type, and release date of the file to the file name, such as “SharePoint Project Proposal - February 2017.docx”. However, this method becomes difficult to manage for more complex tasks. For example, if you want to find all proposals released in the year 2017, you have no way to quickly find files across multiple companies.In these cases, you have two options organizing your files: Folder or MetadataFolder - not recommended because of duplicates and maintainabilityMetadata - useful for adding additional information to files to help you search, sort, and categorize content. Metadata improves search and is easy to organize and filter, create additional views (columns). In SharePoint, metadata is referred to as site columns.Question: Which method is preferred: Folders or Metadata?Site Columns (Metadata)Content TypesSharePoint has many content types which you can use to help you organize information across multiple libraries and sites by grouping similar documentsinto a single category.A content type might define the following behaviors:Site columns that will be associated to files that use this content typeA document template that will be used as a starting point for all new files of this content typeWorkflows that might be used with files of this content typeCustom New, Edit, or Display forms that might be used to edit metadata for files or items based on this content typeCustom Document Information Panel settings (used with Microsoft Office files only) for adding metadata while editing the files in OfficeInformation management policies (for auditing, expiring, and associating barcodes and labels to documents automatically)The hierarchical inheritance tree for native content types. System content type is inherited by the Item content type, which acts as the base class, either directly or indirectly, for every other content type. Contact content type you used in the list of contacts inherits from Item, as does the Document content type. Picture content type, which is the default content type for a picture library, inherits from the Document content type.See Site Settings → Site Content TypesLists & LibrariesLists and libraries are two very common apps within SharePoint. These are self-contained web applications that can come out of the box or be downloaded from Microsoft’s SharePoint Store.A list is a collection of like items, such as contact information, calendar events, or inventory items. A list contains data that you enter yourself or import from another source (like a database). SharePoint 2013 comes with several lists for collecting different kinds of information, such as tasks, announcements, contacts, and links, etc.A library is actually a list that stores documents instead of information alone.Create ListEdit a List Column SettingsCreate a List ViewDelete a ListProgramming ModelSharePoint supports the following programming modelsSSOM - SharePoint Server Object ModelCSOM - .NET Framework Client Object ModelJSOM - JavaScript Client Object ModelREST/OData endpoints - Representational State Transfer (REST) interface with Open Data Protocol (OData) - Open StandardSilverlight Client Object ModelSilverlight Mobile Object ModelWindows PowerShellSharePoint Server Object Model (SSOM)SharePoint Server offers a highly structured server-side object model (from higher-level objects to lower-level objects)Appendix A - Out-of-the-box Web PartsWeb PartDescriptionWeb Parts: BlogBlog ArchivesDisplays quick links for navigating to older blog postsBlog NotificationsDisplays links and instructions for users to track blog changes, either by using SharePoint alerts or by using Real Simple Syndication (RSS)Blog ToolsDisplays the blog tools (only to site owners or administrators) with which you can carry out rapid administration of blog postsWeb Parts: Business DataBusiness Data ActionsDisplays actions available from Business Data Connectivity (BDC)Business Data Connectivity FilterA filter Web Part that can use values from BDCBusiness Data ItemDisplays a single item from a data source in BDCBusiness Data Item BuilderReads data from the browser query string and builds a BDC item, which is made available to other Web Parts on the pageBusiness Data ListUsed to display a list of items from a data sourceBusiness Data Related ListUsed to display items related to a master listExcel Web AccessProvides a webpage view of a Microsoft Excel workbookIndicator DetailsDisplays a status indicator which can be driven by an external data connectionStatus ListShows a list of status indicators for your site or organizationVisio Web AccessUsed to display Microsoft Visio drawings on webpagesWeb Parts: CommunityAbout This CommunityDisplays the site description and other properties of community SharePoint sitesJoinDisplays a button that enables nonmembers of a site to join the site, or is invisible if the current user is already a site memberMy MembershipDisplays the reputation and membership details for the current user of the siteToolsAs with a blog site, displays the administrative tools to owners and administrators of a community siteWhat’s HappeningDisplays the total number of members, topics, and replies within a community siteWeb Part: Content RollupCategoriesDisplays categories in the Site Directory.Content QueryDisplays content that is aggregated from elsewhere within your site. For example, you can select certain types of content (such as blog posts) and display that information from all webs associated under the current site.Content SearchDisplays content aggregated from multiple site collections by using the search engine. This Web Part is not currently available in the Microsoft Office 365 preview.Project SummaryDisplays project information in a simple view.Relevant DocumentsDisplays documents relevant to the current user (for example, documents created, modified, or checked out to the current user).RSS ViewerDisplays RSS feed data on a page.Site AggregatorDisplays other sites of your choice.Sites In CategoryDisplays sites in the Site Directory that match a specified category.Summary LinksAllows authors to specify a list of links to associate with the page.Table Of ContentsDisplays your site navigation.Term PropertyDisplays a specified property associated with a Term.TimelineShows a high-level view of a tasks list using a visual timeline.WSRP ViewerDisplays portlets from websites that use WSRP 1.1. Use this to display externally developed web content on your SharePoint site.XML ViewerDisplays transformed XML data to the user (the owner of this Web Part can define an XSL transformation on the XML data).Web Parts: Document SetsDocument Set ContentsDisplays the content within a document setDocument Set PropertiesDisplays the properties on a document setWeb Parts: FiltersApply Filters ButtonDisplays a button with which the user can explicitly apply a filter rather than having each filter applied as the user changes the filterChoice FilterFilters other Web Parts based on user selectionsCurrent User FilterFilters other Web Parts based on properties of the current userDate FilterFilters other Web Parts based on a user selected datePage Field FilterFilters other Web Parts based on information about the current pageQuery String (URL) FilterFilters other Web Parts based on query parameters passed into the current page through the URLSharePoint List FilterFilters other Web Parts based on values contained in a SharePoint listSQL Server Analysis Services FilterFilters other Web Parts based on values contained within a SQL Server Analysis Services cubeText FilterFilters other Web Parts based on user entered textWeb Parts: FormsHTML Form Web PartConnects a simple HTML form for user data entry to other Web PartsInfoPath Form Web PartConnects a Microsoft InfoPath form to the current pageWeb Parts: Media and ContentContent EditorAuthors can enter rich text directly onto an area on the pageGet Started With Your SiteDisplays a set of Windows 8–styled tiles with common SharePoint actions on your siteImage ViewerDisplays a single image from your site on the current pageMedia Web PartDisplays an embedded viewer for displaying media (movies and audio) on the current pagePage ViewerDisplays another webpage within your current page within an IFRAMEPicture Library Slideshow Web PartDisplays a slideshow of images selected from an image library on your siteScript EditorAuthors can embed HTML and JavaScript snippets on the current pageSilverlight Web PartAuthors can embed Microsoft Silverlight applications on the current page. The Silverlight application must be separately uploaded to the siteWeb Parts: SearchFind By Document IDDisplays a search form for finding a document by Document ID.RefinementDisplays a refinement list with which users can refine their current query by common metadata on results. Authors can configure which metadata that users will use to filter the results.Search BoxDisplays a text box in which users can enter their search terms and trigger a search.Search NavigationDisplays links with which users can navigate between search verticals.Search ResultsDisplays the search results and a brief preview of each returned item.Web Parts: Search Driven-ContentArticlesDisplays article content from the current site (and other sites) by using the search engine based on a configurable queryCatalog-Item ReuseUsed for the display of managed property information from search contentItems From A CatalogDisplays list items from another list that has been published as a catalogItems Matching a TagDisplays list items on the current site (or from multiple sites if configured) that match a specified tabPicturesDisplays pictures from the current site (and other sites) by using the search engine based on a configurable query.Popular ItemsDisplays popular items based on the content recommendation feature within SharePoint.Recently Changed ItemsDisplays recently changed items from the current site (and other sites) by using the search engine based on a configurable query.Recommended ItemsDisplays other recommended items based on the currently viewed object using the content recommendation feature within SharePoint.VideosDisplays videos from the current site (and other sites) by using the search engine based on a configurable query.Web PagesDisplays webpages from the current site (and other sites) by using the search engine based on a configurable query.Wiki PagesDisplays wiki pages from the current site (and other sites) by using the search engine based on a configurable query.Web Parts: Social CollaborationContact DetailsDisplays details about an author-defined contact on the current pageNote BoardDisplays a user-contributable note board, on which users can view or add new comments to the current pageOrganization BrowserDisplays an interactive view of the organization chart for the companySite FeedContains microblogging conversations on a group siteSite UsersShows a list of the current users of a site and their current online status (requires integration with Microsoft Outlook and/or Microsoft Lync)Tag CloudDisplays popular subjects within your site or organizationUser TasksDisplays a list of tasks for the current user ................
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