 So my name's Shelly Reid and we're here today with many, many, many members of the Just Tech team and Taylor, would you like to introduce them all? When I'll hand it over to you if you would like to do so. And this is an open forum meeting. We're here to discuss SharePoint, to commiserate, to impart a little bit of wisdom to share how we're using it. But it really is an audience participation event for you to ask the questions that are burning, you know, keeping you up at night. So please participate. And if you'd like to turn cameras and mics on, you're welcome to do so. I think the webinar turned them off on you on the way in. I apologize. We'll fix that for next time. But I'm going to turn over to Taylor and she's going to introduce some Just Tech staff and we'll go from there. Thanks, Shelly. Thanks all for joining us today. We're very excited to answer your questions. Who we have joining us from Just Tech today? We have consultants, we have a technical support unit lead, and we have John, our founder and president. Rucha and Tony are consultants, and they are bringing their SharePoint expertise from doing many SharePoint migration projects all at the same time. And Tony is also working with programs in Ohio to do SharePoint internet sites. Tim leads our technical support unit. So he's the person who is making sure that people in real time are getting answers to their questions and all of their IT needs. And Adnan is a SharePoint expert. We rely on Adnan when we have SharePoint architect questions, SharePoint expert questions, things that we can't figure out. We go to Adnan. So he'll be a great resource for you all today. And he'll be answering questions and sharing his expertise from the back end to the front end. My name is Taylor. I'm a project manager. And Shelly and I will both be moderating a bit. But as Shelly said, feel free to unmute and just ask questions. Shelly, did we get any questions prior to the call that we could start with? The not really questions per se. We had one person say that they needed to know everything. So it gets getting started for beginners, I guess. And then the other comment was if you had any tips for legal aid organizations with very small budgets. Okay. So speaking of the know everything question, Adnan, would you like to start with what you were thinking about going from the back end to the front end, kind of explaining how SharePoint hangs together? Yeah, sure. Taylor, I can take that one. So SharePoint, as Taylor mentioned, can be used for many purposes. It can be an intranet. It can be an extra net to collaborate with external collaborators, external partners. It can be used as a document management system, which is really its initial purpose. A lot of people that have used SharePoint over the years may see it mainly as a document management system. And over the years, I think SharePoint, Microsoft has done a good job of improving the intranet and extranet functionality and capabilities, as well as automation. There's a suite of applications now that integrate to SharePoint on the workflow side, Power Automate, Power Apps, and Power BI on the business intelligence side of things. And a lot of the core applications do sit or use SharePoint very closely. OneDrive uses SharePoint for storage as does Microsoft Teams. I think that's a good overview. I mean, we can take a deeper dive as questions come up. Okay, awesome. One question we just got in the chat from John Whitfield is could you screen share some good examples? So in terms of examples, when you create a SharePoint site out of the box, Microsoft gives you a look and feel. And if you create what's called a communication site, there's a template that comes along with that. We could create one here on the call potentially. But what I want to mention is Microsoft also now has what's called a lookbook. They've made available where you can actually import a lot of these pre-canned templates. So your SharePoint site looks less like SharePoint. A lot of people have some preconceived notions that, oh, I don't want to use SharePoint or I don't want my site to look like SharePoint. So the lookbook helps you achieve that. In terms of examples, I don't know, Taylor, do you think we should actually create a site? I mean, that might take a couple of minutes or maybe I create one in the back end while we're taking other questions. So it's there to show some people. What do you think? We could do that. I know Just Tech has a demo environment we could share as well. Okay. Yeah, you want to do that? That's sure. We kind of can't share a provider site. So we're not at liberty to do that. So unfortunately, but if there are folks, again, I see some representatives of providers that have both intranets and some DMS. So if you feel at liberty to share as well, we could do a screen share. But yeah, I think Taylor, if we can show a demo site we have. I can go ahead and start one up. Thank you. I do need to be given share permissions, though. Shelly, if you can. And while we're doing that and workflows, I think are really sort of powerful function of SharePoint for routing and improving documents and for HR or fiscal purposes or even for litigation related documents. Anyone want to talk about that? Yeah, we can talk about workflows, definitely. Maybe we can just kind of get people sort of oriented to some of the components of SharePoint and the sort of standard uses that we've seen and then get into. I would think of workflows as a more intermediate kind of step in implementing SharePoint. So what we're showing here is a demo intranet site that we've set up to give people a sense of what you can use within SharePoint to convey information to your staff. And so many of you may already have intranet sites like this. You may even be using SharePoint for them. One of the key things that we've found is we're implementing is it's not so much the SharePoint that can be the barrier to getting up and running with an intranet. It's whether you have thought through how you want to convey information. So as you can see, this is, you know, the modern SharePoint definitely looks nicer and flashier than the classic version of it. And it has some cool sort of modern web features like this component here called the hero web part can does a little bit of animation when you hover over images. And that's really good for being able to draw people's attention to certain pieces of information. There's also things like a news feature that allows you to kind of, it's almost like a blog, right? And so a lot of organizations will have executive directors who will sort of run a news feed. An HR lead might also have their own. And you can also create a version of this that aggregates across multiple feeds. So on the homepage, you might have one from the executive, you might have a feed that shows all of the updates from the executive director, HR, IT, whoever. But then you could go to the individual sites, like the individual HR site and look at the feed just for HR. That also applies to events, right? So beyond just being a place to keep documents, SharePoint is sort of a full featured information management system as well. And it can actually even function as sort of a lightweight database if you start using SharePoint lists too. So there's a lot that can really be done. I think if you are thinking about embarking on an internet project, you really want to think about not so much the visual design aspects, but more of the information architecture and how you want everything to kind of connect to each other. Most internets I've seen have sort of gravitated to having various sites based on departments. And what we've kind of been encouraging is thinking about using two different hubs. So you have your main administrative hub and also now a legal services hub. And the reason we've started trying to kind of encourage this model is that it allows you to segregate your searches across the two sites. So in your administrative hub that might be where your staff go to look for things like the HR policy manual or a leave request form. But in the legal services side of things, they may be looking more for things like sample memos or sample filings or practice guides. And to have all of those combined in the same search may actually make the search a little bit harder to use. So we've sort of encouraged breaking those into two different hubs with multiple sites attached to each hub. So this would be the legal services hub with practice group specific sites or even project specific sites. And we found out so many organizations are starting to want to integrate SharePoint as their document management for their case files and actually integrate with their case management system. And so the one that we have the most experience integrating with SharePoint is legal server. And so this would be an example of you can keep all of your cases in SharePoint case documents within SharePoint, but within legal server you could go to the case profile for this case and see essentially these documents within legal server without having to go to SharePoint to look for your case files. So that's sort of an overview of kind of in broad strokes what we've been doing with SharePoint with many of our clients. And this is just one example. There have also been organizations using it to create extranet sites. So sites to share information with external people such as volunteers or board members. And then there's another organization using it to build out a call a hotline sort of knowledge based guide for volunteers to be able to quickly access information about you know a legal issue that somebody's calling about but using SharePoint and its powerful kind of search and information management capabilities to do that. Thanks so much Tony. Tony will be here for the first half of the call. So if you have any questions for him about what he just shared now would be a great time to ask him those questions. I'm also happy to jump to some of the other questions that are coming in the chat but just wanted to make sure you know this is your opportunity. Yeah so some of them were technical sorry I was just going to say there's questions coming in about PowerShell and automations that would be great for the second half when I have to jump off because that's really going to be more ad not into. So I'm just I'm just scanning through to see if there's anything that I might talk about generally. So I think so there's one question from John Whitfield what's the best way to have a site for board members that's just restricted to them. So using that's in fact what we have set up for many of our clients. I think there's a couple of things to know. So SharePoint when you need to set up a site that includes people outside of your organization. Many people who don't have an organization account in Office 365 or Microsoft 365 there's sort of a two-step process to get them into your site. So you would have to first add them as a guest in in your tenant so in in Azure Active Directory and then you that also have to add them to the site that you're trying to give them access to. So there is a little bit of a sort of onboarding there is a little bit of onboarding overhead but it also then gives you the confidence that you have full control over that content and you can kind of really dial in the permissions using all of the same controls and SharePoint that you would use for you know your your staff related sites. So in this example that we have here we're not actually we don't have an we don't have an extra net connected to the hub right because there's no reason necessarily for the board extra net to be connected to the staff internet right but most organizations would also have a board page within the internet so that information about the board that the staff need they can still access that but it would sort of live as its own separate site that had you'd have to manage those permissions kind of independently. Yeah because I answered the question where there more did you have follow-up? That answers it pretty well thank you. Okay yeah and I guess that applies to that the next question from Eric as well so you're using products like box the coordinate passing documents. You can so again you can use SharePoint in that same way I mean if you think about it the board use case is exactly that right you're using a SharePoint site to share documents securely with an external user. I'm not really sure what your your tech support provider what concerns specifically they have about security I would say that using SharePoint is probably as secure if not more secure than using box because of that added requirement of needing to add somebody as a guest to your tenant before they can even access the SharePoint site that there's like a second layer of that control and you can set controls within it so that people cannot share documents meaning they can't create a link a share link of a document within SharePoint unless they're the owner of the site so your external visitors wouldn't be able to say pass a link to somebody else and say hey use this link you can access this document and I'm fairly familiar with box and I think that they're sort of the same controls there I don't I don't know that it would be any less secure I my impression is that it would actually be more secure than than using box. Well and Tony if I could jump in I mean I think Eric I don't know if you want to jump in as well I mean I think to to share because I think your the issues you're having to you know kind of the the nuance of it is you know sort of important for folks to understand but I will say that one of the things from a governance perspective I mean the more platforms that we're managing and supporting and training users on the greater the risk that somebody's not going to follow the you know the right protocols and then it's just a question of keeping tabs on these various accounts and systems so I think from a cost and governance perspective that's a strong incentive to reduce the number of platforms and I think I mean overall you can definitely you can do a lot under the Microsoft umbrella in regards to like SharePoint and just Microsoft as a whole in regards to protecting your data but as soon as you start moving your data outside to other services then you just it's not under the Microsoft umbrella so you're limited to how much you can kind of control and protect it as well and that's something to always think about is is because that data is is is critical. Yeah I haven't gotten as clear of impression from my provider as the as I'm not sure what the actual in-depth concern is my only thinking is is because it does require you know setting up the permissions correctly that they're worried that you know we're gonna we're gonna make mistakes on other parts of the site that we don't want to share with with anyone but I'd rather use something that I think most of the programs that I deal with are familiar with SharePoint you know you have to train everybody on box because it's a little it's a little different it seemed like it was would make more sense to use. Ednon do you want to maybe talk to that a little bit in terms of like kind of keeping it a little bit less likely that a mistake will will expose more more than you want which Eric is an amazing that's a critical piece right like that that that there right that human error is is what it is right and so how do we if we're going to use that same platform how do we make sure that we're less likely to make a mistake and expose data that shouldn't be. Yeah I was just gonna add John I guess a couple of things there one item Eric is you can actually set expiration links when you share externally so a lot of times right you'll forget that data is shared and other users will move data into those those folders let's say so if you set expiration links for 60 90 days right then you know those links aren't going to be out there for an extended period of time you know as Tony mentioned right you're adding users via guest invites so you'll see when that user has accepted that invite in Azure Active Directory right as per their email address so once you see that I mean you can look at audit sign-in logs as well like you'll know that that user in that email is the one that's accepted the invitation and they're really the only one you're you're sharing with right then you're going to permission them on the share point side add the the link so they're expiring so you know you have a a couple of layers of security there right again you could check sign-in logs you know you know where they're signing in from in terms of country and in region and certain information so I think from a security perspective right as Tony mentioned it is a pretty secure way to to collaborate externally you can even if you know someone sets a view only permissions that you can even prevent people from downloading the documents and they'll only be able to view it in the browser so there's there's certainly a lot of ways to kind of dial that in I would say that maybe the couple of issues are because of the granularity of permissions it can be really complex and there is a little bit of user training that has to happen and so maybe one security risk is that it gets so complicated people just resort to forget this I'm just going to email it because it's easier right so there's that potential sort of question and then I would say the other piece is it requires a certain level of kind of engagement with the it department so organizations where it's easy to get it to kind of quickly add get users to our guests to the directory and then quickly sort of enable certain features and functionality it would be better than I would say box is probably a little more user driven like end user driven than centrally administered than as SharePoint is thank you okay automation so we have a couple questions about automation one has has anyone created a workflow for well this is a little bit different we'll start here with workflow has anyone created a workflow for approvals and routing documents to correct folders which has some elements of automation in it and then there is a similar question from Marin one of the projects I'm working on is a document library that would send reminders to the author owner of the document to make sure the document is still current yeah so those are all things that can be done through power automate which is one of the power platforms that most of you probably have available through your your Microsoft 365 subscriptions for those specific flows I would defer to Adnan to talk about you know the feasibility of those they sound like things that probably a lot of people have built in power automate yeah as Tony mentioned right you would use power automate in one use case could be you have a document library with some metadata and when a metadata column let's say you have a status column and it's set to a certain value you can trigger off that value whatever it's set to let's say it's set to I don't know depending and then based on that you can notify or you can route an approval to a team member you know whoever it may be that's associated either within metadata or perhaps even in an active directory maybe it's a manager of an individual right who's assigned a task and then they will receive that approval or rejection in an HTML email within Outlook and they can actually approve or reject straight from Outlook without having to even go into into SharePoint so that that's a typical use case to speak to the other the other example that was mentioned we do have a lot of task-based implementations where you have team members that are assigned tasks or let's say you're managing subscriptions for example you want to send out reminders after a period of time okay this is set to renew in I don't know 90 days 60 days you constantly get alerts based on how far out that expiration date is to remind users to take action and then once they they reach that date you know you can even set within a list you have a dashboard set that row to red so they know it's hey this is overdue this needs to be addressed and then you know they can constantly get reminded every day perhaps or maybe then it gets escalated to someone else and then if someone were wanting to get a feel for PowerShell what would be a good way to kind of like play with the tool so I'll speak to both I guess Power Automate and PowerShell Taylor so on Power Automate you know you most likely have a free license within your tenant so it's really easy just within Office 365 to go to Power Automate open it up and you'll see a section My Flows you can create a flow maybe create your own document library and just start to upload documents maybe when a document is added perform an action go into some of the alerting and you'll see it's pretty intuitive I don't think it takes it won't take much to pick it up there a lot of Microsoft learning resources as well on the web that you can pick up and you can watch and videos to start on the Power Automate journey and then PowerShell is a little more involved there are references but you would first need permission to be able to connect to you know to SharePoint online so depending on what level of SharePoint admin access I guess most people on this call perhaps have SharePoint admin permissions you would need a higher elevated level of permissions and there are a number of commandlets that you can leverage depending upon what you're trying to do within PowerShell thank you so I through I created some whole questions for this so we're kind of at a low I think would this be a good time to throw them out there sure and this is kind of thinking toward the future so we know how best to to work with everyone and while people are doing the poll I just want to again underline that this is this sort of idea of sort of this open forum is one that we're we're trying out and and certainly would love your feedback how we can you know again make this even better hopefully that's how you feel right and and where again you feel like there would be maybe on SharePoint a lot of utility to gathering folks together so that we really maximize the value of LSNTAP for for the community and and frankly again the intelligence the experience of the providers and the and the leaders who are on this call so it's it really is an interactive or at least that's our hope it's an interactive forum. Taylor you had mentioned there was a question regarding the if anyone to use the help desk ticketing system so that's something you know I can definitely touch upon you know whenever you want to look at that Tony is there anything else because I know you're going to be dropping off and if you meant anything else that you want to share pitfalls possibilities you know the aspirations you know the things that you the highs and lows that you want to share with folks yeah I mean I think the probably the most important thing is just to realize that the tool isn't going to necessarily breed success if you don't manage the change in any implementation that you do and I think so that's just an important part for any SharePoint project whether it's uses you know launching the use of SharePoint you know completely right like if you've gone from not using SharePoint all of a suddenly like everybody needs to use it or if you're you know expanding certain use of features within it you know the most the more successful implementations I think are ones where there's a process where you kind of introduce your staff to this idea and then you get you know you keep them updated in the process and then as you as you roll it out make sure that there's lots and lots of support available to to help because it's not in certain ways use starting diving in the SharePoint and using Office online generally is a big paradigm change for a lot of people especially in a way files are managed and and those of us that have a little bit more comfort with technology may be able to adapt but I think there's often a challenge for others who you know find suddenly switching from documents saved on a drive to documents in the cloud that are auto saved and you know auto versioned and all of that can be can be disorienting so that that would be the main thing and to that point I need to hop off and do a training for staff at a legal aid organization about their new SharePoint implementation so thank you everybody the rest of my colleagues will remain on and hope you guys follow up with lots of great questions okay maren asked a question about rss feeds is there a way to consolidate rss feeds on a SharePoint site so to consolidate rss feeds in the SharePoint so that you would need a third party app in microsoft app source there are a number of apps that support that type of rss functionality and again one of the great things about the 365 SharePoint environment right that it's a lot easier to start to integrate other applications okay and Adnan you were thinking we would review the admin hub the ticketing system yeah let yeah let me just share my screen and as as Adnan's doing that again any other topical areas if you folks just want to put it in in chat or jump in just just so you know if you felt like you came here for something we want to make sure that you you're leaving uh with with some some information or some jumping off points at least sorry let me just see which screen i'm sharing here okay screen two share okay do you see um the SharePoint site that says help desk yes you do okay so I believe the question that was sent to you Taylor was related to whether anyone had used the the help desk template that that's what i'm assuming the question was like when you go to the the settings you can see there's apply a site template and microsoft has a number of templates here and one of them being the it help desk so that template has been applied here and i just created a team site and then added the template after the fact and you can see this is the interface they use a similar layout to what tony had showed with a hero web part and some links and if you were to click here to submit a new ticket this is the interface and what they've done is it's really native out of the box SharePoint they've created a list for tickets with a number of fields you would typically use issue and priority status assigned to which you can populate um and then you know once you submit it you'll see the data in this list there isn't any functionality as it relates to to workflows like pyro automate where you'd probably want to alert users and add some additional functionality so to summarize this might be a good starting point but to be honest you can probably create the list yourself build out the fields that you need or you can come in here and alter but there isn't much functionality built into this as it relates to automation or anything additional that would add a lot of value from what we saw from from testing it but as as you said you could build in some of the the automation you it's you're not getting the automation you want out of the box but you need to think that through you know design it in in some embizio or something else how you want the flow to work and then build it out yeah exactly john so here i'm i'm on the the ticketing list they've created then in theory i could go to to power automate from here i could open up power automate separately create a flow off of this list and then add the actions that might be relevant to this whether it's alerting or escalation you know reminders etc but you would need to build out a lot of that now conversely i think john mentioned right there's a whole ecosystem of apps that exist in in microsoft app source that vendors have created so you can probably find some help desk app some may be free some may not be free they may be a subscription but that might be better suited for you might be built out already so there might be a trial you can leverage as well as it relates to that is anybody using anything like this for the ticketing system and and again there are some you know purpose built ticketing systems that you could basically sort of integrate into your share point site so it doesn't everything doesn't have to be you know with the share point logic and and so it you know i guess it's i guess to always think about it should this be an app and share point or should this be something that's purpose built and it really depends on your needs for sure but but you know free and low low or low cost ticketing solutions are are numerous out you know there are lots of systems out there that that might fit the bill or not just for it but for other hr finance related work that's that's handled by multiple people yeah john makes a good point right you can embed that an iframe into your share point site here there's a lot of integration within pyro to make two third-party applications as well maybe to even submit data into that ticketing system right so you have a lot of options on that front and while you're sharing your screen do you think you could review the share point admin hub and see if you love questions on this yeah so tell us thinking since we're we're going to do that maybe it's a good idea we had touched upon external sharing yeah how that works maybe we start there right so here i'm in the the office 365 admin center this is a test tenant right so i'm in settings organizational settings and then i'm going to go to share point where it says control external sharing and you can see the options here right only people in your organization which is pretty strict there's no external sharing allowed existing guests that means that user has to already exist in in azure active directory new and existing guests where we can actually invite guests as well as users that are already in azure active director anyone which is wide open which we strongly discourage so here our setting is new and existing guests so the premise being you would then invite users in in azure as guests send them a guest invitation then they would become a new guest right within your azure active directory so now we're going to jump to the the share point admin center and here under policies and in sharing you can see these sliders right with share point and one drive and these are both set to to new and existing guests right we never want to no actually can't move this slider up right we never want to set this to anyone i mean i i say never but we have had clients where they need an extra net where they can share with anyone and they understand the risks then right the slider would have to be set to that level um but this is the layer that's now controlling share point and one drive as it relates to your entire tenant right the entire ecosystem right then when you go to your active sites there are not many sites here but as you select the an individual site right so now we have the tenant level settings we've gone through the share point level settings this is the i would say the third layer there's a setting on each individual site so for this particular site i can set this to new and existing guests existing guests or only people in organization i cannot you can see anyone is grayed out because our organizational settings prohibit that right i couldn't do that which is which is good so let's say i set this to new and existing guests there's some additional options here in terms of expiration of guest access we have this defaulted to to 60 days those are organizational level settings you can deselect this and and alter those settings and then there's some additional settings here for the default sharing link again this is set to our organizational settings which is only people in organization now ideally this should be set to people with existing access and we'll go into that and show you why and this is where tony mentioned the default link permissioning by default here it's a view and not edit right so now if i were to go to this particular site now within this site right once it loads let's look at the actual site permission so this i would consider the fourth layer of security and permissions now you'll notice here change how members can share and this is set to only site owners can share files and folders right because yeah as you've probably experienced if users can come in they can click on the share link and you know sharing can can really grow out of control over the years so you need to make a decision you know do we want to allow members to share should it only be site owners i mean typically depending upon the site you most likely would have members would have the ability to to share as well but this is that that site level setting right and then one thing which is a bit confusing to people when you go into a file and you click on share right if this is set with people with existing access right this is i want to send someone in my organization who has permission to this file a link to it right i'm using this link now if i were to share this with someone else who didn't have access let's say people i choose and it's someone else in my organization what happens is this file will have unique permissions set on it right so it will actually go into here one second so what you would see if you go into advanced permissions is this would have it would actually look like this it would say delete unique permissions because the file would have unique permissions so when you when you do that and you're not selecting people with existing access share points actually creating the sharing links for you and creating unique permissions on each file or folder where you're performing that operation right and it actually doesn't just do that for the sharing link because copy actually behaves the same way but why i can't explain that it's it's not very intuitive but that's the behavior and that's something to keep in mind because you can imagine over time as users are performing these share and copy actions you're going to have all these sharing links right and and then how do you how do you manage that right when you when you have hundreds of thousands of files within your your intranet right all right taylor maybe i don't know if there are questions but maybe i'll stop talking thanks for sharing that about the share links we've had a number of clients run into that um and people saying somebody can see this and they shouldn't see this someone can see this this finance document and they shouldn't be able to see it within the same organization and and then we kind of help them figure out how to share without creating the custom share links and custom permissions for each document okay the question that i have for you next from the chat is um are there any additional tools available to improve the basic search through files stored on the site often find the search is overboard and have had many staff express frustration when a site gets large yeah so this this now is the modern iteration of share point right that's responsive the new modern architecture in the old classic architecture you can create an actual search page in search center and you actually had additional search functionality so you are a bit limited as it relates to your search options here right i'm searching for a file and well it didn't it didn't find that but your search options are just the advanced search that appears you know within share point now you can't really customize it much you can use the the keyword queries such as let's say i know a file starts with test and i am the author or i know the first few letters of the author's name unfortunately i only have two files and they're both mine but there's a keyword query syntax right that you can leverage with file name and and wild cards to narrow down the results but beyond that right that's you know you can tag your data as well and on the metadata side that can help you filter but outside of that you're you're really um that that's really what you have natively now with with share point online well and so i i just i think that this is also sort of part of the trade-off and microsoft makes share point so affordable for legal aid or for nonprofits that um it is sort of balancing and i think a lot of organizations i mean there are some that are going with purpose bill dms solutions and you know with that are sort of more built out or more sort of somewhat more functional but they come at a significant premium you know so i think it's it's important maybe before you get into a share point a dms project you know search i mean i think eric it's a great question you know search is one of those critical needs what how much functionality are you comfortable with and and and then it may be that your users really don't know until after there yeah the site has gotten quite large um but you know if you i think taylor you mentioned this earlier if you're integrating um you know for instance your your documents um i'm sorry your your case-related documents with you know case management system like legal server um and you're separating you know you you can sort of do a little bit more of a design to kind of keep things segregated and and improve i think the you know the search results and obviously going through your case management system to get to your documents you know that are specific to a particular client it will narrow it down legal server isn't isn't super sorry the legal server isn't super document search friendly like i mean i think we're all legally groups we've all got one probably big central issue of compliance which is did the advocate get their retainer and upload it to legal server or upload it to whatever case management system you're using did they get the citizenship thing that lsa requires and the state funder they probably got one other document that you need at least and the testing for the presence of those documents i think it's like the central you know the holy grail of compliance if i could go through all my files on on my site and say do all these files have that document present may not be filled outright that's okay but if i if at least present i get like 90 i'm 90 on my way yeah legal server isn't super the legal server has great reports otherwise about the characteristics of the cases and the characteristics of time entries but it's document searches just not there and i really tried to use to find a way to use share point to kind of i was hoping a share point integration and maybe a third party tool if in share point would let me do that where i could do a test report of these are all my open cases there's my list open cases and these are all the ones that have a retainer on it at least at least there is a document scan on it that's that indicates in in Disha this retainer or the lsc citizenship yeah that would be i don't know if anybody could come up with a way to do that because a lot most of us on this call are probably using legal server it's a good chance and most of us are using share point or something else but some tool that would do that would solve a nationwide compliance problem that i can have the advocates check all day oh yeah i did scan up the retainer but half now i have found that it's not it's not 90% they did yeah i mean i think so so we did something to address that back when i was at legal services nyc in 2012 when we when we moved to that system and and basically we had you know alerts on the case for the attestation and the retainer and so those are specialized you know actions that needed to be happened and then you would associate the document with that so you would upload it and that would make it compliant so i think you really can do it in legal server it's not intelligent you know to your point it may be that they didn't actually sign the retainer but they uploaded the document there are other tools again and i don't know about the add-on maybe add-on can answer that you know certainly other dms tools that you will you know you can basically sort of identify elements of the document and and make sure that it is make sure there's signature on it that would give you a higher confidence level but um but when we had a program visit um you know that they loved it i mean it you know and i don't that was not like something we needed uh legal server development on it was it was pretty straightforward so it was just building in into your your your basic case profile um the alert so it would say when you opened it up that that these documents weren't present and also when you ran the report you knew that they weren't present as well so it's it's not uploading it as just a regular document a random document to the case file but uploading it specifically for these purposes okay thank you and just to add on to that john as you mentioned there's this entire ecosystem of apps and previously we were able to to write custom code in the classic version a share point to customize it in the modern version use something called spfx so in the in microsoft app source i mean there may be other search applications that that meet your requirements i'm not i'm not sure it's a it's a massive ecosystem of applications so that might be one place to look but what john mentioned right seems like it might be doable i don't know if those those retainer files with a certain naming convention if there was you can probably create something on the power automate front or have a report that was run weekly or daily that would say hey we're missing these retainers or these attestations for these case folders we're probably talking about a few thousand right folders i'm guessing yeah yeah i mean it could be right that if they don't select the metadata for retainer you know or or maybe you want to have two selections so that it's not an errant selection two different meta fields um if you really wanted to do it in share point but i i'm you know it just it just depends sort of what what your staff are comfortable with i mean you know in new york city we were able to get them to do it through the because we also had you know professional intake staff and and so they would make sure that that attestation got signed you know so even the case handler was a little negligent it ended up happening and i'm thinking out loud here i mean if we were to create like automate a subfolder creation that said you know client attestation and finding a way to identify if that folder was empty that means that there has no attestation that's been signed and then use that as the case alert for legal server might be away again like having each case basically automate a subfolder that says attestation that folder is empty it pops up a case alert on legal server saying that that folder was empty and so there needs to be an attestation signed um yeah that that is a good idea but i think that john you are right on the spot with legal server you can go ahead to use uh use case alerts and other other blocks to help you identify um documents that have not been signed and use that field to populate the metadata um on the share point side to help you filter out those cases but um different different ways we could think about that here's a follow-up question about um search and that's from glenn and he asks does search include searching through content with files where perfect excel pdf um and glenn i don't know if you feel comfortable unmuting but i was wondering if if what you're getting at is the ability to limit the search results by file type or are you just wondering what is what is it searching through when you type in the search bar taylor i can speak to that well glenn is um responding okay so in in terms of limiting by file type you can see here right i did file type is excel and nothing came up um and here when i do doc x it comes up and in the ui as well you can definitely limit by file type as far as what is searchable any microsoft applications are searchable and any ocr pdf files are searchable as well so if you can search in adobe for content right on a pdf if you upload it to sharepoint it will also discover that content word perfect i think was mentioned i meant microsoft word no problem i was just i was just guessing what wp meant no we have clients that use word right okay perfectly so no i thought it was a legitimate question um but yes it should discover all that all the content all those file types that you mentioned and you can limit it as well okay so anything inside that bio i can search for exactly it's like google it it's crawling and indexing all your content except the results or security trim so if you do not have permission to that content it will not be discovered in search got you thank you sure is it searching i'm sorry i missed this is it searching the the words in the document itself yes okay okay um we have i believe about six minutes left um i'm wondering if there's any interest in data migration or shelly are there other questions that people submitted before the session two that you feel like we didn't get to um no if i had the question it was passed to taylor i don't think we had a lot so okay so migration were or again like you know what are maybe the i think the the the change management um and sort of what are folks struggling with in terms of getting their um their users um to adapt or to to you know move forward in the way you you need them to um and again i think there's some probably some solutions in this group so sorry do we want to touch upon the just go over the migration or wasn't totally clear or are we waiting for additional questions well why don't we go over migration and if folks have any sort of bigger sort of project level sort of questions or you know what keeps them up at night they can they can share chat you know what what those are maybe we can talk about that sure so back into the the share point admin center here there's a migration tab so as long as you're a share point admin you'll see this and then you'll notice microsoft now in order to facilitate organizations moving to office 365 has added migration options within migration manager for ignite for box for google workspace for dropbox so you would if you want to migrate from gcv or google workspace i guess it's called now you would just need to have that admin accounts as part of the connector enter those credentials and then you can map it to the to a destination within the share point site and a share point document library and similar for ignite and the other cloud applications if you have a large amount of data on your network share and you want to migrate that to share point what you would do is their migration agents here and you can see you would actually download an agent which is an executable install it on it could be on a desktop or a server and then it would run you would see it come up here under agents and that's how you would facilitate the migration of data you would need permissions on that agent endpoint to the file share you're looking to migrate and then you would supply a mapping file of the source and destinations share point site and document library you want to migrate the data to and depending upon your upstream bandwidth right it might take a while to migrate if you're trying to move a couple of terabytes but this is a powerful tool we we often use to migrate clients network shares into into share point and then let me just go back if you do have a legacy on-prem share point environment 2010 2013 and 2016 are supported via what's called spmt the share point migration tool and that has to be installed on your network from an endpoint that can reach that on-prem share point site it can connect to it um and probably a farm farm admin account on share point on-prem and then you can migrate that content to share point online there was a third a third option here microsoft mover that we use to migrate from one drive to share point or share point online to share point online and microsoft recently deprecated that due to security and compliance concerns so that is no longer an option i think in the chat there was a question about how to move a document library from one site to another so there's some a few options there you can either you can use a copy to or move to depending upon how large it is um if it's you know a few gig that'll probably time out if it's smaller that might be a good option um you can sorry for the sirens i'm in new york city and i'm my windows open um the other option is a power automate script you can write to actually copy the files from a source site and document library to another one you can use the one drive sync potentially sync it down locally and then um sync it back to another site so you have a few options there as it relates to to migrating that type of content rucha would you like to add about um what you need to do to get ready to migrate yeah i mean it really does depend on your organization and how your organization is going to be using share point but um a lot of the the clients that we've seen that are moving into share point have to do a lot of cleanup um and prep their files in order for the migration to happen smoothly and so again taking into account the different integrations that you're using um like we talked about the legal server integration one of the the main things that we need to do is to prep and stage those files so that the case related documents fit the naming convention um that is supported by the integration and so um a lot of these these things like again the staging and the prep of the the data does take a lot of time and change management and it involves your entire staff and so making sure that they're on the same page and creating a timeline for them to follow um does really help smooth the migration process thanks well it is three o'clock so our time is up for today but if you did not get all of your questions answered please let us know and we will certainly try to find answers for you um also we have an exit poll so we really are interested in hearing your feedback on this session and getting ideas for future sessions that are similar to this so please take a moment I think there's only three questions in the poll and they're not required so you can just do um one or two but we do appreciate you taking the time to do so and thank you so much for joining us today thank you to all of Just Tech staff for joining us and have a great afternoon goodbye everyone