1 / 41

SharePoint Saturday Charlotte

SharePoint Saturday Charlotte. Understanding Task Aggregation in SharePoint 2013. How Task Aggregation and Work Management Works in SharePoint 2013. Please thank our sponsors!. Platinum Sponsors. Gold Sponsors. About Me – Paul Wood.

bianca-mullins
Download Presentation

SharePoint Saturday Charlotte

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. SharePoint Saturday Charlotte

  2. Understanding Task Aggregation in SharePoint 2013 How Task Aggregation and Work Management Works in SharePoint 2013

  3. Please thank our sponsors! Platinum Sponsors Gold Sponsors

  4. About Me – Paul Wood • Senior SharePoint Engineer at SunTrust Bank, Atlanta on the Infrastructure Engineering team. • Have been a SharePoint Consultant for the past 7 years, specializing in delivering solutions from platform infrastructure to site and solution design using SharePoint, Project Server and Office 365. • Consider myself more of a solution architect • Microsoft Certified Professional (MCP, MCTS, MCITP, MCSA) • BLOG–p w c on s u l t a n t . b l o g s p o t. c o m • Email–p w c o n s u l t a n t @ h o t m a I l . c o m • LinkedIn–L i n k e d i n . c o m / i n / p w c o n s u l t a n t • Twitter – @ p w c o n s u l t a n t – mention me using #spsclt

  5. Awesome Update to that quote We shape our SharePoint Farms . . . thereafter they shape us ~ If Winston Churchill worked in today’s offices~

  6. Overview • What is Task Aggregation in SharePoint 2013 • What are the Steps and some Tips for Configuring • How to work through some issues • Questions and Answers (hopefully)

  7. Summary • In SharePoint Server, the Newsfeed MySitesTaskslist aggregates and shows all the SharePoint and Project Server tasks assigned to the logged-in user. • It can also be used to create personal or public tasks • Available for SharePoint online and SharePoint Server on-premises deployments and is included in the Newsfeeds and Tasks pages.

  8. The “Old Way” Multiple Tasks in Multiple Programs • Users had to go to many different places to retrieve tasks assigned to them – or at least get alerts from multiple areas • No coordination of updates

  9. The “New Way” Task Aggregated from Multiple Programs to ONE Place • One comprehensive view of user tasks • Central point for managing tasks

  10. Features • All tasks can be managed from one location (My Sites) • Displayed on a dynamic time line – can add tasks to the time line from the same screen. • Sync to Outlook (with Exchange) • Categorized/grouped by project sites or “locations”. • Ability to mark tasks as important. • Search your tasks.

  11. Work Management (WMA) • Task Aggregation is possible because of a new service application in SharePoint 2013 called Work Management • The Work Management Service Application provides functionality to aggregate tasks to a central location: • Users are able to view and track their to-dos and tasks • Tasks can be cached to a users personal site • Tasks can be aggregated from Exchange, Project Server and SharePoint • Based on 'Provider model' so that other systems can be integrated in the future • Work Management Service is exposed as part of each users My Site / Newsfeed experience • If you have Project Server, site-level tasks or Outlook/Exchange to-do's, this feature alone can help "sell" social to new users

  12. WMA Prerequisites - Products

  13. Prerequisites – My Tasks Scenario A To aggregate SharePoint and Project Tasks the MySite Tasks Newsfeed requires: • Work Management Service Application (WMA) • User Profile Service Application • SharePoint MySites • Search Service Application Scenario B To aggregate Exchange Tasks the MySite Tasks Newsfeed requires all of Scenario A and: • Exchange 2013

  14. Configuration Steps • Setup the Search Service Application • Setup My Site Host • Setup the User Profile Service Application • Setup the Work Management Service Application (WMA) • Create the Project Server Service Application (optional) • Create sites in SharePoint and Project Server • Assign Tasks • Run a Search Crawl!

  15. Special ConsiderationsProject Server • Project Server resides on top of WMA, and so in order for the WMA application pool account to be trusted by Project Server automatically, it’s best to provision the PWA sites AFTER you create the WM service application. • If PWA instances exist already, then the administrator must manually add the WM account to the Project Server databases’ PSDataAccess role.

  16. Issue 1 – Trouble!  "We are having trouble refreshing your tasks"

  17. Issue 1 – Solved!  Give the WMA Services Account “Full Control” permission to the User Profile Service (UPS)

  18. Issue 2 – Not working!  Task Aggregation is not working! • New Site, New List, New User • Tasks assigned but nothing appears in the MySites Tasks. • Even waiting for hours nothing shows up.

  19. Issue 2 – Solved!  It’s a waiting game that isn’t documented too well – at least not yet  • Additional settings control the time for refresh and additional rules apply to “new” tasks or “new” users assigned tasks • New Tasks, New Sites, New Users are not picked up till a Search Crawl is done

  20. Special ConsiderationsTasks Appearing for the User • A user’s tasks won’t be visible until the following are complete: • User creates their “MySite” • They refresh their Tasks • A Search Crawl has happened

  21. Special Considerations - Refreshes • User Refresh – from MySites Task • Provider Aggregator Refresh • Triggers the WMA Refresh of MySites Task • Checks the Site Collection “Hints” • Listening for the new SharePoint events (hints) to be alerted when a new task is assigned to the user • Provider Query Refresh • Checks the Search Index for New/Updated Task Locations and New/Updated User Assignments • Tasks from legacy SharePoint task lists will not trigger hints

  22. Special Considerations – Relationship to Search • Search Crawler locates tasks lists and loads them into the Search Index for “Querying” by the WMA Provider • Once a task list is found to contain at least one task assigned to the user, any new task on this task list will be found during the next WMA Aggregator (“Provider”) refresh, since the task list location is in memory already • Same for users • If a user task is assigned but that user did not already have permission to the task list, the task won’t show up until the next Search Crawl

  23. Continuous Crawl • Enabled Continuous Crawl on the Content Source that contains SharePoint sites • Manage the Continuous Crawl Interval Time • $ssa = Get-SPEnterpriseSearchServiceApplication $ssa.SetProperty("ContinuousCrawlInterval",<n>) • <n> is the interval in minutes at which you want to start a continuous crawl. • The default interval is set to 15 minutes. The shortest interval you can set is 1 minute.

  24. Special Considerations - General • Cross farm aggregation is not supported. • The My Tasks page will not report and aggregate tasks from another farm from the same domain or from a different domain, regardless of the existing trust between the domains and farms.

  25. Special Considerations - WMA Admin Settings • Cannot be set in Central Admin! • Must be set with PowerShell with • Set-SPWorkManagementServiceApplication

  26. WMA Properties

  27. Exchange Tasks • Exchange Aggregation (Exchange 2013) relies on a SharePoint Timer Job • The timer job runs on SharePoint and wakes up every minute • A user might not be synced every time, depending on the freshness of his or her tasks. • Typically, sync should occur every five to 20 minutes to ping all the different providers (Project, SharePoint & Exchange) and look for changes

  28. Exchange Tasks • It is always SharePoint that is calling Exchange Server, which makes the configuration easier, because only one trust needs to be established • Farm Feature activated by default, regardless of the existence of Exchange 2013 in the environment • Users have to “Opt-In” by clicking the “Sync to Outlook” option for a task list (Project Server or SharePoint)

  29. Exchange Tasks • If Exchange 2013 is not in the environment or won’t be for a while it is recommended that the farm feature be deactivated to avoid confusion to the user • That way the “Sync to Outlook” button doesn’t appear – just the legacy “Connect to Outlook” button

  30. Exchange Tasks Timer Job • The Exchange timer job has to run at all times in order to keep tasks in Sync. • The timer job performance can be altered using the properties for the WMA Admin Settings. • The timer job • Decides which users to sync next • Creates a batch of syncs • Sends these users to the WMA

  31. Exchange Tasks Timer Job • The Timer Job asks for the sites which have the WMA feature to get the list of all enabled tenants • This happens once every 30 minutes and can be tweaked using MinimumTimeBetweenEwsSyncSubscriptionSearches • The Timer Job has in-memory the list of all the tenants synced and the next user to process based on oldest one not processed in priority order • the last to be synced is highest on the list to get synced • The Timer Job takes the top 50 tenants (the ones with the oldest yet to be synced user timestamp) and processes them

  32. Exchange Tasks Timer Job • Syncing per tenant: • The code looks in the My Site host list for the oldest N users who need to be synced. • N is set to 100 users by default and can be configured using NumberOfUsersPerEwsSyncBatch. • For each user, Exchange Sync is run, then it goes on to the next user. This goes on for 45 seconds, and then it stops. • Each time, the Sync retrieves N users or whatever quantity could be retrieved in 45 seconds • The timestamp of the next user to be synced is used to stamp the tenant.

  33. WMA Properties - Exchange

  34. Supported Task Types • Task Types • WMA aggregates tasks from SharePoint task lists (internally called TasksWithTimelineAndHierarchy-171) plus upgraded SharePoint lists from earlier versions of SharePoint (internally called Task-107 or GanttTasks-150). • Additionally, WMA aggregates all task items (whether or not in a SharePoint list) created in a library that supports the task content type. • The Task content type should be marked as the Default Content Type for your custom list in order for the tasks to be aggregated by the service.

  35. Resources • Exchange Task Aggregation • http://technet.microsoft.com/en-us/library/jj554516(v=office.15) • White Paper (covers SharePoint/Project/Exchange) • My Tasks Aggregation in SharePoint Server and Exchange Task Integration • http://www.microsoft.com/en-us/download/details.aspx?id=38799

  36. Join us for SharePint • Kristophers • Right after the event ends • First drink is on us • Bring in your ticket for validation • See the SPSCLT Website for more info and directions

  37. SharePint Directions Kristophers 250 North Trade Street Matthews, NC 28105 Turn right onto Ann St. : 1.1 mi Turn right onto Old Monroe Rd. : 0.1 mi Road changes to E John St. : 359ft Turn right onto N Trade St. : 2.3 mi 1st drink on us, bring your ticket

  38. DON’T FORGET! • Mention me @pwconsultant • on Twitter using the hashtag #SPSCLT • Scan the QR code and fill out the session survey SCAN QR CODE

  39. EDUCATE AND ENTERTAIN • It is difficult to stay on top of all of the rapidly moving technologies, but you can help ensure people are exposed to what you’ve learned • Share your PowerPoint deck and demo scripts with the audience. Be available for questions. • Tell a joke or funny anecdote, but don’t worry if no one laughs. Comedy is HARD!

More Related