Archive for SharePoint 2013

Setting up Provider hosted apps environment with SharePoint 2013

Hi All,

As we all know, setting up Provider hosted app in SharePoint 2013 environment can be a pain at times.

We all have come across various issues while setting this up.

Sharing a self created and tested document with step-by-step approach to set this up and create a provider hosted app.

Any suggestions, thoughts or comments are appreciated!!!

developing-a-provider-hosted-sharepoint-app-7-638

SharePoint Central Admin Prerequisites

SharePoint you must have the following service applications provisioned and started:

· Subscription Service Application with proxy

· Subscription Settings Service instance started

· Application Management Service Application and proxy

· App Management Service instance started

· Must have User Profile Service started

Prerequisite (Need to check if we need to setup ADFS on INT environment?)

1. SharePoint 2013 server is ready with apps configured

2. ADFS 3.0 server is ready with realm set to SharePoint.

3. ADFS is registered with SharePoint as a trusted identity provider.

4. ADFS 3.0 server is ready with realm set to asp.net provider hosted app

5. Server is ready for hosting asp.net provider hosted app.

6. Load balancer configured for provider hosted web application

7. Certificate is available in private, public part along with password.

Step 1: Create a Certificate

1. In the development environment you can use a self-signed certificate, but you would need a commercial certificate when you publish your Apps to store. So we will create a self-signed one. In the IIS manager, click on Server Certificates.

2. Click on Create Self Signed Certificate

3. Enter some meaningful name like HighTrustCert and Click on Ok.

4. Now we need to export the personal exchange format (.pfx) file. Right Click on the Certificate in IIS click on Export and provide an accessible location. Also enter the password that you want to use and Click on Ok

5. Next, double click on the Certificate in IIS. Click on Details tab and click onCopy to File.

6. Now you should see the Certificate Export Wizard (remember earlier we exported the .pfx file). The first screen elucidate the significance of what we are doing. Keep Clicking Next across the three screens. Below screenshots demonstrate the same. I keep all the default options. Just one thing to mark that now we are now exporting the .cer file. I choose the same location. Click onSave.

And finally, click on Finish. You should see you the message “The export was successful”.

Step 2: Run Windows PowerShell cmdlets to set up trusted security token service

1. Run SharePoint 2013 Management Shell as administrator. First thing first, you need an Issuer ID. An important point, it has to be Lowercase only.

Create a GUID with Visual Studio. Make sure all letters are lowercase. For e.g.7591c7a2-cc56-40ef-8f71-20a4d8450ed7

2. Run the below PowerShell cmdlets to create trusted security token service.

$publicCertPath = “D:\Certificate\WB_EBiz_WFACert.cer”

$appId = “7591c7a2-cc56-40ef-8f71-20a4d8450ed7”

$spurl = “http://wbgmsspsnd017/sites/EBiz”

$spweb = Get-SPWeb $spurl

$realm = Get-SPAuthenticationRealm -ServiceContext $spweb.Site

$certificate = Get-PfxCertificate $publicCertPath

$fullAppIdentifier = $appId + ‘@’ + $realm

New-SPTrustedSecurityTokenIssuer -Name “WB EBiz WFA App” -Certificate$certificate -RegisteredIssuerName $fullAppIdentifier

$appPrincipal = Register-SPAppPrincipal -NameIdentifier $fullAppIdentifier -Site $spweb -DisplayName “WB EBiz WFA App”

This will add certificate to both Personal Store and Trusted Root Certification Authorities store in mmc. To verify, go to your Trusted Root Certification Authorities Store and you should see your Certificate there

Significance / additional info of the cmdlets

issuerID : assigning the GUID generated in the previous step

publicCertPath : path where I saved my .cer file.

web : your Developer site URL

realm : should be the same as your farm ID

New-SPTrustedSecurityTokenIssuer : Just a tip, when you use the Name parameter it can be helpful to include a readable name, such as “High Trust App” or “Contoso S2S apps” instead of the issuer ID.

IsTrustBroker: this flag ensures that you can use the same certificate for other apps as well. If you don’t include this, you might receive “The issuer of the token is not a trusted issuer” error. So we have two possible approaches each having their own pros and cons .i.e. use the same certificate shared by multiple apps Or use a separate certificate for each app. Read additional details at Guidelines for using certificates in high-trust apps for SharePoint 2013

iisreset : to ensure the Issuer becomes valid, else it takes 24 hours.

Additionally you can turn off the https requirements using below PowerShell cmdlets. But ensure to turn it on by changing $true to $false in the second cmdlet below.

$serviceConfig = Get-SPSecurityTokenServiceConfig

$serviceConfig.AllowOAuthOverHttp = $true

$serviceConfig.Update()

Refer to the screenshot below of for the complete steps:

Step 3: Create a Simple “High Trust” Provider Hosted App using Visual Studio 2012(DEVELOPMENT)

1. Click New Project -> App for SharePoint 2013

2. Select ASP.NET MVC web app

3. Now select the PFX certificate generated in the last step. Provide password and Issuer ID

4. This will create a new MVC project.

5. Now Visual studio created two projects with in the same solution. MVCApp1 is the SharePoint App and MVCApp1Web is the remote webapp. Only artifact of the MVCApp1 is the appmanifest.xml. This is similar to what feature.xml to WSP. We provide the version, permission and startpage details of the app.

6. Make sure Windows authentication is enabled for web project, and check other settings as well.

7. Now you can directly debug the app by pressing f5. Now login to app using your windows credentials and trust the app. This will lead to sample app hosted from VS2013 if all the settings are right.

Step 4: Create App Domain and Set for SharePoint (DEPLOYMENT)

Configure App Domain

1. Create App Catalog site – new site from going in Central Admin – Apps – Manage App Catalog, Create new site collection

2. Configure App URLs

If you get a message – The Subscription Settings service and corresponding application and proxy needs to be running in order to make changes to these settings.

                Run the belowPS script to create new service application for subscription service… Though service is already running but service application is missing

$account = Get-SPManagedAccount “WB\spm13devep1” 

$appPool = New-SPServiceApplicationPool -Name SubscriptionServiceAppPool -Account $account

$serviceApp = New-SPSubscriptionSettingsServiceApplication -ApplicationPool $appPool -name “Subscription Settings Service Application” -DatabaseName “SP2013INT-SubscriptionSettingsDB”

$serviceAppProxy = New-SPSubscriptionSettingsServiceApplicationProxy -ServiceApplication $serviceApp

Then try again

Step 5: IIS Site Creation (DEPLOYMENT)

1. App Catalog Server (IIS) Configuration

a. Copy the Personal Information Exchange (.pfx) and published files into the app catalog server.

b. Enable the required features (refer the below screenshot) through “Add Roles and Features” in Server Manager.

c. Import the Certificate, IIS -> Server Certificates -> then click “Import” link in the right top.

d. Create a Folder for place the web app published files (ex. C:\inetpub\wwwroot\eBizApps )

e. Create a Website in IIS.  Right click in “Sites” then choose “Add Website”.

f. In the “Add Website” window, enter the proper site name, select the physical path (C:\inetpub\wwwroot\eBizApps) and then click “OK” button.

g. Select the site name (ex. eBizApps), click the “Bindings” link in right side.

h. In the Site Bindings window, Click “Add” button”

i. In the Add Site Binding window, select the Type as “https” and then select the SSL certificate. And then click “OK” button

j. Browse this site using Internet Explorer.  The site will open.

Once created, create SSL binding also

Click Bindings on right side

So we should have 2 bindings now

This website is empty now we need to deploy content from code (11 machine) to 08 machine which is here

Deployment involves App deployment and Website deployment

App Deployment:

Before publishing the app, a new client ID for the App should be generated form the app site. SharePoint uses this client ID to validate the App file while installing. Navigate to appregnew.aspx

Navigate to https://sp2013.gsi.local/sites/apps/ and generate AppId

.

So we might get a result like this when hit create button

The app identifier has been successfully created.

3. The App Domain is the domain name set on the remote web application server’s IIS Site that will be hosting this app.

App Id:    1b395959-b36f-47b3-84dc-f695d3a6a585   — this is APP/ CLIENT ID

App Secret:    Cf6n+YWaBJ8bDIqJp656J76IoJNPcNh+C3H99Ob0i/U= 

Title:    EBizWFA 

App Domain:    wbgmsspsnd008 

Redirect URI:    

Right click the solution and click publish and select Package the app. And enter the client ID and the remote site URL.

This wizard will generate a package

Take this package on 08 machine where IIS is. And run this command

Now IIS website should have all the content. Web project has been deployed

Make changes to web config file specific to environment.

Step 6: Package SharePoint App

Update clientId in App Manifest file.

Check for correct permissions assigned in AppManifest file. – Web (Full control)

Target url should be of the site to be deployed

Click Finish and this will publish the file in the bin\debug folder under “app.publish” folder

On opening the .app file with good old WINRAR all the resources can be extracted out. And verify appmanifest.xml .

Step 7: Add app to App Catalog

For an app to be consumed, it must be added to an app catalog.

1. Navigate to the app catalog and select Apps for SharePoint
2. Select New App and upload the .app file produced from the last set of steps

Step 8: Add app to site

1. Access a team site and selected site contents and clicked Add App.

2. Click on it and click Trust It

Note: If it errors on this step and you’re logged in as the system account, try again using a non-system account.

2.  After install, test by clicking on the app.

How to Create Provider-Hosted Apps For SharePoint 2013

This article will explain how to create and host your first provider-hosted app for SharePoint Online (Office 365 and SharePoint 2013 on premise). 

Prerequisite

My Office 365 public site: 


Office 365 site: just4sharing
Windows Azure Web site: myphapp.azurewebsites
Visual Studio 2012/2013

Step 1: Start a new Visual Studio Project, use the “App for SharePoint 2013” template as in the following:

new Visual Studio Project

Step 2: Select the Provider-hosted option for this example. In a Provider-hosted app, application resources will be deployed in a server outside the SharePoint environment.

Provider-hosted option

Step 3: In the next step, select “Use Client secret (requires a SharePoint farm connected to ACS)”. We will be using the Access Control Service (ACS) available with Windows Azure for this example.

ACS

Step 4: Click “Finish” and the project is created for you by Visual Studio. You can see two projects created under the solution. The first project consists of just an app icon and AppManifest.xml that manages all the settings like start URL, permission, Query strings, Client ID, Tokens and so on.

project created

Step 5: The next step is to register a new app using client Id and Client Secret.

  1. Go to the “/_layouts/15/appregnew.aspx” page of your SharePoint site (in my case, it isjust4sharing-public.sharepoint.com) to generate the client Id and client secret id.
  2. Click on the generate buttons of Client Id and Client Secret to generate both. 

    generate buttons of Client Id

Step 6: We need to fill in “App Domain” and “Redirect URL”. In fact, this is the website where the app is hosted. I am using Windows Azure to host my app. Let us go to the Windows Azure Management Portal and create a web site to host your app. 

windows Azure management portal

Step 7: I am done with my web site in Windows Azure. 
myphapp.azurewebsites

web site in Windows Azure

Step 8: As I said in the previous step, let us supply “Domain Name” and “Redirect URL” in the registration page.



Step 9: We are done with the registration process. Copy the Client Id and Client Secret to a safe place. 



Step 10: The next step is to publish both projects separately. First, publish the app project as in the following:





Step 11: Create the publishing profile providing the Azure site name, Client Id and Client Secret as in the following:



Step 12: Click “Finish” to see the summary page as in the following:



Step 13: The output is a package file as shown in the following screen shot.



Step 14: Time to upload the package. Upload your custom package to the developer site. All steps are shown in the following screenshots.

just4sharing.sharepoint

 
 
 


Clicking on the application link will throw a server error. That is because we haven’t deployed the remote web to Windows Azure. The next step is to deploy the web app to Azure.



Step 15: Publish the application to Windows Azure. Open web.config and update the client ID and Client secret as in the following:





Step 16: Import the Azure profile and do a publish as in the following:


 
 




Step 17: We are done with publishing and deploying.



Step 18: It is time to click on the app link.



Step 19: You are done! You get the URL: https://myphapp.azurewebsites.net/Pages/Default.aspx?SPHostUrl=https%3A%2F%2Fjust4sharing%2Esharepoint%2Ecom&SPLanguage=en-US&SPClientTag=0&SPProductNumber=16%2E0%2E2510%2E1211
 
Step 20: What you see is the template type of the SharePoint Site.



Step 21: Also this image would provide you some idea about AppManifest.xml as in the following:



Step by Step approach to create a Provider Hosted Application in SharePoint 2013

This article on provider hosted application in SharePoint 2013 explains each and every step involved in creation of a Provider hosted App, one of the new App hosting Model available in SharePoint 2013.

Apps in SharePoint

Basically in SharePoint, the application can be hosted by 3 types.

a. SharePoint Hosted Application.

b. Auto Hosted Application.

c. Provider Hosted Application.

Let us concentrate on the Provider Hosted Application. The remaining, I am planning to write a separate article.

Provider Hosted Application

Provider Hosted Application is very useful to re-use the existing .Net application with very minor changes and their hosting environment. The topology of the Provider Hosted Application is as follows.

clip_image002[6]

The user calls the SharePoint server and the SharePoint portal intern calls the .Net Application as a Separate Application. Moreover, there is an option to create an App Part and loads the .Net Application inside the App Part which can be placed on the SharePoint Page.

clip_image004[4]

With this brief introduction about the App Development Model, we can move on to the creation of Basic Provider Hosted Application using Visual Studio 2012.

Steps to Create a Provider Hosted Application:

1. Open the Visual Studio 2012 as Administrator

clip_image005[4]

2. Click New Project.

3. Select the Template App for SharePoint 2013.

clip_image007[4]

4. On the Creation of the Solution, Visual Studio will ask for the Site Collection against which we are going to deploy our app. And on the same screen, we need to choose the type of hosting which we are planning. In our case, it is going to be Provider Hosted Application.

clip_image009[4]

5. On the selection of Provider Hosted, Click Next. The below screen will be asking the Certificate.

clip_image011[4]

6. The Certificate needs to be created on the SharePoint machine and pfx file needs to be exported and shared with the Visual Studio Machine. Creating a certificate on the SharePoint machine can be covered on a separate article. As of now, I am assuming that, we have a certificate created and an Issuer ID has been associated with the certificate.

7. Now, the Solution has been created. The basic solution is as follows.

clip_image013[4]

8. Our solution will comprise of 2 projects.

a. App Project

b. AppWeb Project

9. App Project – This is going to be deployed on the SharePoint.

10. AppWeb Project – This is going to be the .Net Web Application. This application can be hosted on any IIS.

11. Go to the Property of the AppWeb project and make sure that the Target Framework is set to 4.5.

clip_image015[4]

12. Create the virtual directory will be helpful to host our AppWeb on the Local IIS, instead of using the IIS Express, let us host our application on the IIS itself.

clip_image017[4]

13. By Clicking the “Create Virtual Directory” button on the Web Tab, virtual directory will be created on the local IIS. You can confirm this by going to inetmgr.

clip_image019[4]

14. After the property configurations, we are ready with our Provider Hosted Application. Rebuild the solution to make sure everything is fine.

15. Go to the AppManifest.xml in the App project. AppManifest file will be looking like this.

clip_image021[4]

16. Modify the Start Page attribute to point the IIS directly. Please refer the below figure.

clip_image023[4]

17. Go to Permissions Tab. Add the corresponding scope and the permissions as per the requirement. In this demo, I am adding the web as full control. This will give the rights to do CRUD Operations over the list present with in my web.

clip_image025[4]

clip_image027[4]

By doing this, we are sure that our app is having the Full Control Permission through the Web Scope.

– See more at: http://www.sharepointpals.com/post/Step-by-Step-approach-to-create-a-Provider-Hosted-Application-in-SharePoint-2013#sthash.oWpFxfaI.dpuf

 

18. The AppManifest.xml will be like this.

<?xml version="1.0" encoding="utf-8" ?>

<!--Created:cb85b80c-f585-40ff-8bfc-12ff4d0e34a9-->

<App xmlns="http://schemas.microsoft.com/sharepoint/2012/app/manifest"

Name="SathishApp"

ProductID="{1d3effd5-13fc-4551-9e45-9b6ad4ea5a18}"

Version="1.0.0.0"

SharePointMinVersion="15.0.0.0">

<Properties>

<Title>Sathish.App</Title>

<StartPage>https://win8x64.dc07.loc/Sathish.AppWeb/Pages/Default.aspx?{StandardTokens}</StartPage>

</Properties>

<AppPrincipal>

<RemoteWebApplication ClientId="*" />

</AppPrincipal>

<AppPermissionRequests>

<AppPermissionRequest Scope="http://sharepoint/content/sitecollection/web" Right="FullControl" />

</AppPermissionRequests>

</App>

19. Now, we came to the final step of our provider hosted application creation. That is, we need to register our clientID with the sharepoint before deploying the app.

20. ClientID is nothing but a GUID. But the only special thing about the ClientID is, it should be small case. i.e., some thing like 24576c92-961f-442b-a866-e612222cad36

21. To generate the GUID, we can’t use the “Create GUID” option in the Visual Studio. Because that will generate the GUID with Upper Case too. But, it will not work for our scenario.

22. Hence, from our sharepoint site itself, go to the AppRegNew.aspx page. The page will present inside the layouts folder. The URL would be something like https://MyServer/sites/MySiteCollection/_layouts/15/Appregnew.aspx.

23. The page will look like

clip_image029[4]

24. By clicking the “Generate Button” of the App ID, ClientID can be generated.

25. Copy the GUID and we need to paste that in 2 places.

a. Web.Config File – App Settings.

<appSettings>

<add key="ClientId" value="1de402c2-911a-47f5-8b51-fd8b57144c41"/>

<add key="ClientSecret" value="7Q1y02pvvWMBW7fzlAEnHsSGGATFWra1YEFCIo117sg="/>

<add key="ClientSigningCertificatePath" value="C:\MyCertificate.pfx"/>

<add key="ClientSigningCertificatePassword" value="****"/>

<add key="IssuerId" value="xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxx"/>

</appSettings>

b. AppManifest.xml – AppPrincipal

<AppPrincipal>

<RemoteWebApplication ClientId="1de402c2-911a-47f5-8b51-fd8b57144c41" />

</AppPrincipal>

26. After updating the ClientID, we can build and Deploy the solution. Right click the solution and click Deploy.

clip_image031[4]

27. You will get the following error. Don’t panic about the error. Still we haven’t completed our app development. Still there is one last thing we need to do after getting this error.

clip_image033[4]

28. To rectify this error, we need to register our ClientID on the SharePoint Farm. We can do this by using powershell on the SharePoint Farm.

// Registering App principal

cls

Add-PSSnapin "Microsoft.SharePoint.PowerShell"

# set intialization values for new app principal

$appDisplayName = "Sathish.App"

$clientID = "1de402c2-911a-47f5-8b51-fd8b57144c41"

$targetSiteUrl = "https://MyServer/sites/MySiteCollection/"

$targetSite = Get-SPSite $targetSiteUrl

$realm = Get-SPAuthenticationRealm -ServiceContext $targetSite

$fullAppPrincipalIdentifier = $clientID + '@' + $realm

Write-Host "Registering new app principal"

$registeredAppPrincipal = Register-SPAppPrincipal -NameIdentifier $fullAppPrincipalIdentifier -Site $targetSite.RootWeb -DisplayName $AppDisplayName

$registeredAppPrincipal | select * | Format-List

$registeredAppPrincipal | select * | Format-List | Out-File -FilePath "Output.txt"

Write-Host "Registration Completed"

#Get-SpAppPrincipal -?

29. On the successful registration, we will get the output like,

clip_image035[4]

30. Now, go back to the Visual Studio and do deploy once again. This time, we will not be getting any error message. The site will be opened like below.

clip_image037[4]

31. Click on Trust It. The app will get installed. We can launch the App from our SharePoint Portal.

With this we are now familiar with creating a Provider Hosted Application

– See more at: http://www.sharepointpals.com/post/Step-by-Step-approach-to-create-a-Provider-Hosted-Application-in-SharePoint-2013#sthash.oWpFxfaI.dpuf

Part 4: SharePoint Governance Best Practices for Adoption, Training and Measuring Success

In Part 3 of this blog series: Building your Governance Plan – A Deeper Dive we examined the details of building out your Governance Plan in a way that meets your business requirements while striking the balance that ensures a successful adoption.  In this installment, we will discuss additional Adoption topics as well as Training Guidelines and Measuring Success.

Adoption Woes

Getting users to adopt a new tool or way of doing their jobs can be very difficult, and SharePoint is certainly no exception.  SharePoint has historically been brought into organizations by IT professionals who understand the platform enough to believe it will add tremendous value.  Unfortunately this group often does not understand the business requirements enough to build the solutions most relevant to users across the organization.  The absence of the conversations needed to gather these requirements leads to many failed adoptions.

Once installed, tools like Microsoft Office experience almost instantaneous adoption because they are tools that can be used independently.  They aren’t tailored to how individual users work, and they usually aren’t tailored to how they work together.

Successful adoption of a collaboration tool such as SharePoint requires an understanding of how users engage with each other currently, (“current state”) and how that could be made better (“desired future state”).  The people best suited to tell you this are the users themselves, or representatives thereof.

If your SharePoint project is planned without input from your primary business units your adoption will fail.  Put a different way:  If you don’t fully understand how your users do their jobs, you can’t build them tools to improve how they do their jobs and they won’t use what you build them because it’s an irrelevant burden.  

Adoption Best Practices

A successful SharePoint Adoption involves proper planning with Key Stakeholder involvement and a full understanding of your business requirements across the organization.  Because of this, Adoption Planning must start at the very beginning, during the solution design process.

During the Discovery Phase of your project, you will hold envisioning sessions with your Leadership team (“Executive Stakeholders”), your Department Stakeholders and your Information Security Team (“Key Stakeholders”).  These sessions allow you to capture a clear picture of the needs of your users and areas that will need to be governed.  During this process, you also begin grooming your “Champions”.

Champions are the boots-on-the-ground that represent their constituents and spread the SharePoint excitement.  The thought process of their fellow workers goes something like this:  “Jake understands what we need and is excited about this change.  We are going to get what we need because Jake is involved.  We can learn from him, and though the change will be difficult, we feel properly represented so expect this to be a good thing.”  The first impression win in this game is a significant win, and keeping an “A” is a lot easier when you start with an “A”.

These Champions are an integral part of all phases of the project and will continue to be hands on in the evolution of the solution; participating in Design sessions, and periodic demonstrations of functionality as it is completed.  They will also be key players in the creation of training plans for their teams and often will play an active role in delivering that training, and follow-up support.

Keeping Momentum, Building Excitement

Throughout the project, regular team meetings should be held where your Champions share project status and updates with their organizational units.  These sessions can include demonstrations as well.  It’s important during these sessions that the message is business solution-oriented and not techno-speak.  Technology discussions can be overwhelming when introducing new tools, but the business solutions are familiar ground and build excitement for the change that’s coming.

Corporate launch events or broadcasts and announcements, brown bag lunch sessions and other activities are a great way to build enthusiasm for what’s to come, especially when these activities include participation from the Leadership team and Champions of the project.  This shows Corporate Leadership “buy in”, validates the project and allows your users to become invested without fear that this is just an unsupported flash in the pan.

Targeted Training

Your Training programs will include instruction on how to use the platform and solutions being built.  These programs will also include details around Governance and the specific importance of each piece of your Governance Plan as it applies to that particular group of users.  A typical Training Plan would include at least the following types of training:

  • Administrator training.  Administering, configuring and maintaining the business solutions in your SharePoint portal, as well as the portal itself.  Topics from all three Governance Pillars will be covered in this training:  IT Governance, Information Management, and Application Management Governance.
  • Content Owner Training.  For users who will be responsible for updating content in the sites, sub-sites and pages.  Typically this training will include topics of Information Management and Application Management Governance.
  • Power User Training.  For users who will expand the features for their organizational units based on a deeper understanding of the platform and how it can be leveraged to better serve business requirements.  Information and Application Management Governance will be covered here, and depending on the level of customization, these users may also need to be fully educated on the IT Governance policies of your organization as well.
  • Help Desk.  For employees who will support your end users.  The members of your Help Desk team also need to be instructed on the other project roles and their division of responsibility for the platform; Administrators, Content Owners, Power Users.  A Help Desk request is often where the clock starts ticking on your SLA’s so be aware that this is an incredibly important role in your rollout, adoption and user satisfaction metrics.
  • End User Training.  Basics of how to use the applications in your sites.  This training can often be delivered by departmental Champions.  Governance topics covered for these users are typically centered on your Information Management Governance, but can include topics from the other pillars as well.

The format for your training sessions can be demonstration based, or presented as hands-on sessions where users perform a series of scenario-based instructions that give them the opportunity to learn by doing.  This hands-on approach is also a fantastic opportunity to identify areas of improvement in your user experience and your end user documentation.

To supplement your group based training you can make use of training tools, FAQ’s, Wikis, and video tutorials for these different user groups and these elements can be factored into your Information Architecture.  You can also use SharePoint surveys and social features to gather important feedback from the consumers of your training to improve your delivery of these important topics.

In addition to the initial training that occurs as part of the solution development and rollout, periodic refresher training is important as you identify areas that are not gaining adoption or where Governance is failing.

Gathering Feedback and Measuring Success

Providing channels for feedback increases engagement and expands your team of champions.  As adoption grows, so will the need for new features, solutions and Governance improvements.  Providing channels for this communication will increase user engagement and timely response to those requests will increase adoption of SharePoint as a valuable business tool.

Adoption activities happen frequently during the planning, design, build and initial SharePoint deployment, but they should not stop there.  Once the solution has been delivered, it is important to hold regular sessions with your teams of end users to gather feedback, positive and negative and use this as a mechanism to improve your business solutions and your Governance.  This end user interaction allows you to understand the items that are enabling or driving success, and the issues that are inhibiting or slowing your users down.

Your help desk statistics are also a fantastic way to measure success and identify areas in need of improvement based on call volume.

Supporting Your Users

In Part 3 of this series, we discussed Service Level Agreements and their importance in your Governance Plan.  Not surprisingly, these SLA’s play a large part in your Adoption.  A system that is dependable, remediated in a timely fashion when there are issues, and a responsive Help Desk go a long way toward growing trust and adoption of your solution as an integral tool in the daily lives of your users.

Putting it all Together

In summary, SharePoint is a highly customizable and flexible platform, and collaboration at its root, is highly individual.  Because of this, when building business solutions and forming policies for how SharePoint can be used it is important to expand the conversation to include key representatives from across the organization in all phases of the project.  These individuals are not only your Governance Committee, but they are your project Champions and play an integral role in your Adoption.

There is a very balanced relationship between Governance and Adoption.  Your Governance Committee, in understanding your business and your users is best suited to come up with a Governance Plan that meets the business requirements without inhibiting productivity.  Rollout activities that keep your users engaged in the project build ownership of the end solution and ensures successful adoption.  Proper initial training programs targeted to different user types, periodic refresher training and feedback sessions will help you evolve your Governance Plan and your platform in a way that ensures continued success.

This wraps up our 4-part series on SharePoint Governance Best Practices. If you need help developing your Governance Plan, please contact us for assistance!

 


Part 2: Building a Governance Plan that works for YOU

As discussed in “Part 1:  What the heck is a SharePoint Governance Plan? a successful Governance Plan is one that allows the platform to be leveraged in an organized and thoughtful way, based on an understanding of the business information and requirements, environments and processes that work best with the team members in your organization.  In this post, we will walk through the steps involved in developing a Governance Plan that is tailored to your organization.

Form a Governance Committee

A Governance Committee is a group of people from across your company who understand the needs and inner-workings of your organization and works together to build your Governance Plan.

Typically, this committee consists of the following types of people:

  • Executive Stakeholders who hold the corporate vision
  • Department Stakeholders from representative Business Units. For example:  Human Resources, Finance, Legal, Research, and of course IT
  • Compliance and Information Security Representatives who can represent any mandated compliance over your content based upon your business and associated regulatory control. For example PCI, HIPAA and FedRAMP

Together, this combination of members represents an understanding of your business content, how it is used, its logical groupings, and any related security or regulation and control it requires.

It’s important to remember that even if you are not in a business that falls under regulatory control, there are important business documents that require different levels of security such as:

  • Human Resources: Employee reviews, confidential employee benefits information
  • Finance: Accounts Receivable and Payable, Payroll Records, Client References
  • Research: Competitive Intelligence and other information that if “leaked” could compromise corporate goals.

Establish a Governance Plan

Determine initial principles and goals

Your governance committee should develop a governance vision, policies, and standards that can be measured to track compliance and to validate the benefit of your plan to your organization.   Periodic audits can be performed using out of the box SharePoint audit capabilities for basic auditing, or 3rd party tools such as Metalogix ControlPoint for more detailed audit and tracking.  Audit data can be used to identify what’s working and what’s not working in your Governance Plan and where additional user training may be required.

Classify your business information 

Taxonomies are used to identify and classify or “Tag” your organization’s content.   This step can be overwhelming but it’s important to remember that you will start basic and build upon this over time.  Identifying your most critical content – remember those 2 questions – risk of corporate exposure and availability requirements – is a good place to start.

For instance, it may be enough to begin by identifying “internal”, “need to know – external” and “public” content.  Even this little piece of information allows you to begin to identify your Information Architecture – what sites this content can live in, who owns the content, permissions around it and whether it should fall under Information Rights Management Policies for expiration, archiving, eDiscovery or restrictions on print or email.

Develop an education strategy

The best written Governance Plans have fallen on their sword because of the lack of training around them.  At the end of the day, the consumers of your Governance Plan need to understand it in order to apply it to their day to day corporate lives.

When a Governance Plan is too complicated, it has a negative impact on user adoption.  Folks will resort to using file shares or emails to share content because they are worried about making a mistake, or worse, confused as to where to put things.  Alternatively, they can store content in the wrong places and make it difficult to find, which results in the consumers of their content throwing up their hands and requesting email copies to be sent.  Frustration is the key to failed adoption and frustration is often the product of a failed training program.

A comprehensive training plan should show how to use SharePoint according to the standards and practices that you are implementing and explain why those standards and practices are important.

Your education strategy should be included in your plan and should include auditing and periodic refresher training as you identify areas that are not gaining adoption.   Keep in mind that different user groups in your organization will require different levels of training, and different methods.  Site and Content Owners will need training in the policies and practices of creating sites, editing pages, and modifying permissions.  End users will need training in how to use the applications in your sites; document libraries and metadata tagging and search.

You can make use of training tools, FAQ’s, Wikis, and Videos for these different user groups and these elements can be factored into your Information Architecture.  You can also use SharePoint surveys and social features of SharePoint to gather important feedback from the consumers of your training to improve your delivery of these important topics.

Develop an ongoing plan 

A Governance Plan is a living, breathing document that will evolve over time.  Refinement of the plan and its associated training will be ongoing.  You will likely add members to your Governance Committee as adoption increases and you identify gaps in your committee’s representation of your business needs.

In support of this, your governance committee should meet with regularity to review potential new requirements, reevaluate and adjust governance policies based upon usage, feedback and audit reports.   Refresher training should be available to your end users as well.

My recommendation is that during the initial months of deployment, the Governance Committee should meet several times a month, and as time goes on the frequency of this can drop down to monthly and then quarterly, or several times a year.  Once again, this schedule will be highly individual to your company and based completely on what your audit and tracking and user feedback is telling you about what is needed.

In Summary

SharePoint is a highly customizable and flexible platform, and collaboration at its root, is highly individual.  Because of this, when forming policies for how SharePoint can be used, and moderating that based upon the business criticality of the different types of business content, its important to tailor these policies to your users and business needs.

There is a very balanced relationship between Governance and Adoption.  Your Governance Committee, in understanding your business and your users is best suited to come up with a Governance Plan that meets the business requirements without inhibiting productivity.  My recommendation is to start small, and through the evolution of the plan over time, you will identify the areas that need refinement.

In Part 3:  Building your Governance Plan – A Deeper Dive I will lead you through more detailed discussion of building out your Governance Plan to address the different areas of Governance called out in Part 1 (IT Governance, Information Management, Application Management).  See you soon!

JS Link for SharePoint 2013 Web Parts–A Quick Functional Primer

JS Link is a new web part property in many SharePoint 2013 web parts.  It allows users and developers to create Client-Side Rendering (CSR) solutions within SharePoint 2013.  In other words, it allows alternate formatting, data and functionality to be manipulated within a web part.  It is one approach that will help replace the data view web part (DVWP) functionality that was used in SharePoint 2010 and SharePoint Designer 2010.

For example, CSR scenarios can edit how specific fields are displayed, how whole web parts are formatted and what functionality is available.  And these are just a few simple examples.  There is a lot of potential for what can be done.  My session at SPC12 just scratched the surface while others dug much deeper.

Something to note is that using JS Link to implement CSR functionality is easy and reversible.  If you don’t like what it’s doing to your web part you can easily change the JS Link property back (blank it out) and your web part will go back to it’s default format.

The CSR approach is more developer-focused than power user-focused.  There are, however, a few simple things that can be done that I think will be accessible to power-users that have some comfort level with code, specifically JavaScript, HTML and CSS.

So, here are the main components you need to make CSR work with out-of-box web parts – nothing fancy – using JS Link in SharePoint 2013:

  • Create a JavaScript override file
  • Upload the JavaScript file to the Master Page Gallery
    • Set the content type and properties of the file in the Master Page Gallery
  • Set the JS Link property of the web part to point to the JavaScript file

Sounds easy enough, but there are a few details to sort out to get everything synced up.  Additional details for each step are listed below:

Create the JavaScript file 
In these examples, JavaScript is being used to override different things – how data is displayed and what content is displayed.  For starters we’ll override a specific field in a view.

During my session at the SharePoint Conference (SPC12) I used a few simple examples that are a good starting point.  EXAMPLE JS FILES

In the first example, we get everything in place and make sure that it’s working.  We start with a standard view (AllItems) that shows text fields, and then use the JS Link functionality to override a single column – displaying different text than came with the view.  We are replacing whatever the ‘MoreText’ column contained with the word ‘Animal’.

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As the notes in the sample script mention, the Fields override works specifically with individual fields.  You can specify a single field, or multiple fields.  For each field (column) override, you need to identify the field being overridden and the replacement value.

When identifying the field name, take note that you need to use the internal name for the column, which may not be the same name that is displayed.  In some cases this is true, but not all.  See my post on finding the internal column name.

The ‘View’ component of the command is in reference to the type of template being overridden – in our case the view.  There are also options for the NewItem, EditItem and DisplayItem forms, but we won’t cover them in this article.

The last piece of the command for each field is the override value for the field.  This can be a static value – as in the first example – a variable, or HTML and the value, allowing you to style the value.  You can also call a function within the script to do more complicated logic – such as conditional formatting – but for the field.

Note: The following example code is shown with the Before and After output of the sample web part.  The changes will not go into effect until you’ve put all the pieces in place – the steps which are listed after the sample images.

Example 1:  Uses a static value to override the field value.  ‘Animal’ will replace the ‘MoreText’ field value for each list item in the view.

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Before:

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After:

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Example 2:  Displays the true value of the MoreText field, but formats it (bold) by wrapping it in an HTML tag.

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Before:

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After:

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Example 3:  Calls a function that formats the value that overrides the field data.  In this case it uses a conditional to determine what data is displayed.  This could just as easily be used to implement conditional formatting for the field by keeping the field data as in Example 2, but formatting it differently using HTML tagging.

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Before:

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After:

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Example 4:  Uses a different override.  This example uses the Item override instead of the Field override.  Using the Item completely overrides the web part and requires the Header and Footer overrides as well.  In the example here, the data is displayed in an HTML list where the open tag is in the header and the closing tag is in the footer.  Each item is then an item in the list.

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Before:

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After:

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One other note on the code.  We aren’t getting into details with these settings, but a few of the sample scripts also include settings for BaseViewID and ListTemplateType.  These settings are not required, but if you are using JS Link on a page that has more than one view, these properties control which web parts are affected by the JavaScript code.

BaseViewID is the view ID for the list with 1 being the AllItems view.

ListTemplateType is the ID for the type of list template is used such as Links List, Task List, Custom List, etc.  A list of these types in 2013 can be found here: 
http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.client.listtemplatetype(v=office.15).aspx

Upload it to the Master Page Gallery

The script files need to be uploaded to a place where they can be accessed by the web part.  Depending on what version of SharePoint you’re using and what your scope is, you will need to determine the best location for the scripts.  In our case we used Office 365 for a test bed and only want to use the scripts within our site collection, so we are uploading the files to the Master Page Gallery.

As each file is uploaded, the content type of the file will need to be changed to ‘JavaScript Display Template’ and the required fields will need to be completed.

In our examples, the Target Control Type is ‘View’.

The Standalone value is ‘Override’.

And the Target Scope is the relative URL of the site collection we’re customizing in the format: ‘/sites/d1’.

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For our example, upload each of the 4 sample files so that you can see the different examples at work.

Add the JS Link property that points to the JS file

Finally, edit the web part properties you are trying to edit.  This may be web parts on a web part page, or a web part on a standard view page.  Edit the page, then the web part.  Expand the Miscellaneous section and edit the JS Link property using the following sample format to point to the location of the JavaScript file you are using for the CSR override:

~site/_catalogs/masterpage/csr_overridable_demo1.js

Save your changes.  If everything is working, the changes should be immediately visible.  If you still need to edit the JavaScript to match your specific column or example, edit the file using SharePoint Designer.

Edit the files using SharePoint Designer 2013

Developers have a number of code editing tools at their disposal and can use Visual Studio or others.  Non-developers can use SharePoint Designer 2013 to view and edit the JavaScript once it has been uploaded to the site.

If you haven’t already edited the files to match your specific list column names, start SharePoint Designer and open the site collection where you are doing your testing.

From SPD you can edit and save your JavaScript files live.  After you make a change to the JavaScript file, refresh the browser page and your changes should be reflected – assuming everything is correct.  Smile 

Wrap-up

Sorry for such a short and unpolished post – there is a LOT more to talk about regarding JS Link and SharePoint 2013 –  but I wanted to get this out for people that attended my #SPC064 session at #SPC12 or who started hearing the rumblings about JS Link this week while at the conference. Hopefully this allows you to get started playing around with the power of JS Link.

Lots more to come!

Notes:

  • JS Link is not only used in web parts, but can also be set and used when creating custom apps, etc.  This post is just covering the specific example when using the web part property.
  • Be sure to take a look at the HTML that is produced by the page once you have your CSR in place.  Some approaches in the CSR may not jive well with the existing page code. You  want to avoid conflicting tags, etc.
  • JS Link override will not work if the form has been edited in SPD

 

Source : http://www.idubbs.com/blog/2012/js-link-for-sharepoint-2013-web-partsa-quick-functional-primer/

Edit existing master page in SharePoint 2013

In SharePoint 2013 we can edit existing master page to hide top links and change logo. But before doing that we need to copy the existing master page and edit it. Following are the steps to edit the master page to change the logo and hide the top navigation links.

Download the master page (Seattle.master) from SharePoint site master page gallery.

Open it in any editor like SharePoint designer or Visual studio or note pad.

To remove the text “SharePoint” on the top left, check for the code below,

runat=”server” />


Delete or comment the code to remove “SharePoint” text.

To hide newsfeed, SkyDrive and Sites, Check for


Delete or comment the above code to remove or hide NewFeed, SkyDrive, Sites.

To hide Share, Follow and Sync check for


Delete or comment the above code.

To change the logo


Change the LogoImageUrl to the logo that we want to display in the site. The image url should be logo image.

Once done with the changes upload the master page in the master page gallery as “ASP NET Master Page” as content type. Publish the master page as a major version. Once done, set the master page as primary master page of the site.

Create or customize a content type

Content types enable site users to quickly create specialized kinds of content by using the New Item or New Document command in a list or library. Content types provide site owners a way to make sure that that content is consistent across sites. Site owners can pre-configure specific details about the content when they set up content types for a site, list, or library. To learn general information about the benefits of content types, seeIntroduction to content types and content type publishing.

IMPORTANT    To create site content types for a site, you must have Full Control for that site. To create site content types for the top-level site in a site collection, you must be a site collection administrator.

To create a site content type, follow these steps:

  1. Go to the site for which you want to create a site content type.
  2. Select the Options button Options button and then select Site Settings.
  3. Under Web Designer Galleries, choose Site content types.
    The Gallery shows all the existing site content types, grouped in categories. The one that you choose becomes the parent of your new content type. The new content type inherits the attributes of its parent.

    TIP    Note the name of the parent group, you will need it later.

Screenshot of the Site Contents Types page in the Web Designer Gallery of SharePoint 2013. This shows Parent status clearly

  1. Click Create to open the New Site Content Type page.

Screenshot of the Create dialog for a new Site Content Type in SharePoint 2013

  1. In the Name and Description section, type a name and a description for the new site content type.
  2. In the Select parent content type from list, select the name of the group that the parent content type belongs to.
  3. In the Parent Content Type list, select the name of the parent content type on which you want your own content type to be based.
  4. In the Group section, choose whether to store this new site content type inside an existing group or a new group.
  5. Click OK.

The Site Content Type Information page for your new content type appears. This page contains links to other pages where you can further customize the new site content type.

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In this article


Rename a content type

You can rename a site content type by changing its name in the gallery. To rename a site content type, follow these steps.

  1. Go to the home page of the site that contains the content type that you want to rename.
  2. Select the Options Settings button button, and then choose Site Settings.
  3. In the Web Designer Galleries group, select Site Content Types.
  4. On the Site Contents Types page, click the name of the content type that you want to change.
  5. On the Site Content Type Information page, under Settings, click Name, description, and group.
  6. In the Name text box of the Name and description section, change the name of the content type.
  7. When you finish, click OK.

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Associate a Word, Excel, or PowerPoint template with a content type

To make sure that documents are consistent, you can associate a Word, Excel, or PowerPoint template with a content type.

For example, you might want employees to use a standard Excel template when they create a weekly timesheet. If you associate the template with a Timesheet content type, every time someone uses the Timesheet content type, the correct template is automatically loaded in the worksheet.

You can make it even easier for users by adding the Timesheet content type to a library. Then, users can open the correct timesheet just by clicking Timesheet on the New Documents menu. To learn how to do this, see Add a content type to a list or library.

To associate a template with a content type, follow these steps.

  1. Go to the site for which you want to change a site content type.
  2. Select the Options button Options button and then select Site Settings.
  3. Under Web Designer Galleries, choose Site content types.
  4. Click the name of the content type that you want to change by associating a Word, Excel, or PowerPoint template.

NOTE   If names of the content types are not hyperlinks, it means that this site inherits its site content types from another site. To change the content type, you must move to that site.

  1. Under Settings, click Advanced settings.
  2. Enter the location of the template. If the template is stored on your site, click Enter the URL of an existing document template, and then type the URL for the template that you want to use.If the document template is stored on your local computer, click Upload a new document template, and then click Browse. In theChoose File dialog box, locate the file that you want to use, select it, and then click Open.
  3. In the Update Sites and Lists section, under Update all content types inheriting from this type?, click Yes if you want to update all content types that inherit from this content type with the document template.
  4. Click OK.

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Configure a content type to always display the Document Information Panel

The Document Information Panel is available for Word, Excel, and PowerPoint in Microsoft Office 2010 and in later versions. The Document Information Panel displays a form on documents of these types, and users can view or change metadata information in the panel. If the document is saved to SharePoint, they save the information directly from the Office program they use to edit the document.

The Document Information Panel displays text boxes in a form to collect metadata from users.

For example, suppose that you have a Sales Proposal content type that has a column for the company that the proposal addresses. When you display the Document Information Panel, users can enter the name of the company directly from the document while they edit it. If the company name has already been entered, the use can view the information or update it. When the document is saved to the server, this property is automatically updated in the Company column for the library.

To configure settings for the Document Information Panel for a content type, follow these steps.

  1. Go to the site for which you want to change a site content type.
  2. Select the Options button Options button and then select Site Settings.
  3. Under Web Designer Galleries, choose Site content types.
  4. Click the name of the site content type that you want to change.

NOTE   If names of the content type that appear are not hyperlinks, then it means that this site inherits its site content types from another site. The site content type must be updated on that site.

  1. Under Settings, click Document Information Panel settings.
  2. In the Document Information Panel Template section, do one of the following:
    • To use a default template that displays the properties (columns) that were defined for the content type, clickUse the default template for Microsoft Office applications.
    • To use an existing custom template, click Use existing custom template (URL, UNC, or URN), and then type the path of the location of the template.
    • To upload an existing custom template (XSN), click Upload an existing custom template (XSN) to use, and then click Browse to locate the template that you want to use.
    • To create a custom panel in InfoPath, click Create a new custom template.

NOTE   If you select this option, InfoPath starts and displays the default template, which you can customize to create a custom panel.

  1. In the Show Always section, specify whether you want this Document Information Panel to display automatically when documents of this content type are first opened or saved.
  2. Click OK.

How to pass parameters between your App parts?

With SharePoint web parts developers had an option to make them communicate with each other using standardized set of interfaces called connection interfaces that allowed Web Parts to exchange information with each other at run time. (Creating a Connectable Web Part)

In the new SharePoint App model, web parts are replaced with app parts. The problem is they don’t have an equivalent to Web Part Connections. So how can you pass parameters from one part to another? 

To answer this you have to consider several things:

  • App parts are basically small applications that are presented in your SharePoint site through iframes
  • each app is running in a separate domain and so are their app parts. Because of this any direct manipulation through some javascript code is out of the question because it would mean cross-domain scripting and all you would get is an “access denied” message

Thankfully there is a solution for this that is provided through HTML5 and the postMessage method.
This method provides a way for communicating between browsing contents in HTML documents.

To demonstrate this I will use Napa tools with my SharePoint Online to create two App parts, one to send a message and the other one to receive it.

Although theoretically you can achieve app parts to communicate directly with one another I found it a much better choice to add additional code to the page where my app parts are located (using script editor for example) and make the communication go through there.
                      
So first lets send a message from one of our app parts.

Using Napa tools I will create a new App (I named it SenderApp). Add this following JavaScript function to its ClientWebPart.aspx page.

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function sayHello()
  {
   var appMsg = {
      'msg':'Hello from sender app part'    
  };
   
  window.parent.postMessage(appMsg, "*");
  }
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In this function we have created an object appMsg that contains only a variable called msg with some text. Similarly you can define your own  app object that you wish to share with other apps or SharePoint. As we know our app part will run in an iframe on our SharePoint site so we can use  window.parent.postMessage to post that object to the SharePoint page on which we have placed our app part. 

To execute my function I added a button to my app part that calls it on click.

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<button id="bttPost" onclick="sayHello()">Say Hellobutton>

This is the end result for my SenderApp part:

Now for the app part that will receive this message. Again using Napa tools I have created another app (I called itReceiverApp). In this app we will add a listener that will wait for a message that will come from other sources using this following script.

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window.addEventListener("message", receiveMessageInApp, false);
function receiveMessageInApp(event)
{  
divMsg=document.getElementById('divMessages');
divMsg.innerHTML= divMsg.innerHTML+event.data+'
';
}

So to catch the message from our app part we will use window.addEventListener that looks out for incoming messages and calls receiveMessageInApp function when it picks one up. It would be a good practice to send some additional information in your post message object, so you can check which part (if more of them sends messages) posted a message. Also you can use event.origin to see that.
receiveMessageInApp method is used to display the data we will receive through messages.
This is how my part looks in the end:

Now you can package both of your apps, deploy them to your SharePoint site and add the app parts to a page. On the same page add a script editor. In that editor we will catch the message sent from our sender app part, process the message and forward it to our receiver app. Here is how my page looks like after I add all the parts:

Add the following script to your script editor to process messages from the sender app and forward them to your receiver part.

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So in my script editor I am first listening for a message to arrive and then I am searching in my page for the second iframe element (or the second app part) and forwarding data of that message to its window(you will probably want to check for the id or something else that defines the iframe of the app part to which you wish to send your data to). If everything is correct, when you press Say Hello button, you should see that the message was processed in the ReceiverApp part.

From this simple example we see how we can achieve communication between app parts using postMessage
So one app part sends a message to the parent page, the page receives the message and sends it of to another app part if needed.

The only limitation is it will not work on older browsers since this is a HTML5 feature but other then that this is a very effective way to achieve app parts communication.

SharePoint 2013 limits Part-2

List and Document library Limits:

– List or library row size can be of 8000 bytes per row.

– The default maximum file size is 250 MB. But you can configure it up to 2 GB but as the size increases it will give some performance issue.

– There can be 30,000,000 documents stored per document library.

– 400,000 major versions supported for a file.

– The maximum number of minor file versions is 511. This limit cannot be exceeded.

– There can have 30,000,000 items per list.

– The user interface allows a maximum of 100 items to be selected for bulk operations.

– You can do 8 join operation per query. If the query uses more than eight joins, the operation is blocked.

– The list threshold limit is 5,000 items per list.

 

List view threshold for auditors and administrators is 20,000.

– There can be 2000 sub site per site view.

– There can have 10 concurrent editors per document for coauthoring in word or PowerPoint files.

– The maximum number of unique security scopes set for a list cannot exceed 50,000.

SharePoint 2013 security limits:

– A user can belongs to maximum of 5000 SharePoint groups.

– You can add 2 million per users per site collection.

– In SharePoint 2013 you can add 5000 users to a SharePoint group.

– In SharePoint 2013 you can add upto 10,000 groups per site collection.

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