Move Feature in SharePoint, Office 365, and OneDrive for Business

A new ‘Move’ feature will allow users to freely move content anywhere in Office 365, SharePoint and OneDrive for Business. To end users, this will offer greater freedom than the previously released ‘copy’ feature.

With Move, documents and other files can move with full fidelity across the platform while maintaining version history and metadata.

The everyday SharePoint and Office 365 user can benefit from this new feature in a few ways.

For me, I like to first spin up a rough draft for a project in OneDrive.  With the Move feature, I can then move it to a Teams site when I’m ready to share it with my team. Then, if we decide we want to publish the document, we might move it to a SharePoint site so that is accessible to the whole company.   The whole time the document keeps its metadata and version history intact!

Move feature in SharePoint. Office 365 and OneDrive for Business

A New Feature for the New World of Collaboration

Prior to the Move feature, I would have to rely on Copy – or even copy and paste – to move document. This may serve your needs, but the move feature offers a richer move. It brings over version history and some metadata that copying does not.

This new feature can save teams a lot of time when it comes to everyday documents – editing, approving, etc. It’s probably not the best route when it comes to moving sensitive documents. If your environment has record retention policies in place for documents, for example, it makes a copy rather than just moving the document. The original document doesn’t leave the records center, but moves a copy.

With this new feature, however, there are some things to consider regarding governance. Currently, users would not receive a report saying that employee ‘X’ moved a document to from library ‘Y’ to library ‘Z.’

If employee ‘X’ leaves the organization, others on the team are not aware that the item has moved. These items may not be where the rest of the team expects it to be when they go looking for them.

What the Move feature means for the Everyday User

For me, as a strategic advisor, the ability to move items and see their histories is very helpful. I do a lot of statements of work and proposals for clients. Those change over time as we go back and forth.

I usually start those out in OneDrive for Business because I need to have a rough draft and I don’t want extra clutter. Once I get it to a point where I’m relatively pleased with it, I’ll move it to our pursuit document library in our operations site. Now, I can see what changes have been made and I can make new changes accordingly.

The real benefits of this feature come when managing documents that frequently change over time and may need to be moved. It can also be a big help when it comes to company reorgs. Here at AvePoint, we recently reorganized our HR department. Our HR department changed to our People department. We could now use this feature to move over some prudent documents while leaving others behind.

I wouldn’t call this feature a gamechanger, but it’s undoubtedly a helpful tool. It helps eliminate clutter, enhances transparency and works towards making your SharePoint as agile and efficient as it can be. Less copies of documents means redundancies and helps establish a single source of truth.

What is the General Data Protection Regulation (GDPR)?

The General Data Protection Regulation (GDPR) imposes new rules on organizations that offer goods and services to people in the European Union (EU), or that collect and analyze data tied to EU residents, no matter where they are located.  Most people in the US don’t know or don’t think this affects them, but he key phrase is “no matter where they are located” is what US business should be worried about.  It means if you offer a service in Europe or just have a website that people in Europe can access and provide information, this may affect you too.

There are 4 key components of the GDPR:

  1. Enhanced personal privacy rights – Consent must be clear and distinguishable from other matters and provided in an intelligible and easily accessible form, using clear and plain language. It must be as easy to withdraw consent as it is to give it.​Part of the expanded rights is the right for data subjects to obtain from the data controller confirmation as to whether or not personal data concerning them is being processed, where and for what purpose.  Also Data Erasure entitles the data subject to have the data controller erase his/her personal data, cease further dissemination of the data, and potentially have third parties halt processing of the data.
  2. Increased duty for protecting data – Privacy by design is becoming part of a legal requirement with the GDPR.  Privacy by design calls for the inclusion of data protection from the onset of the designing of systems.
  3. Mandatory breach reporting – Breach notification will become mandatory in all member states where a data breach is likely to “result in a risk for the rights and freedoms of individuals”. This must be done within 72 hours of first having become aware of the breach.
  4. Significant penalties for non-compliance – Organizations can be fined up to 4% of annual global turnover for breaching GDPR or €20 Million.

To get the full details of the GDPR, visit this link: https://www.eugdpr.org/eugdpr.org.html

 

Accessing SharePoint Online List Settings

I hadn’t had to do a lot of SharePoint Online things for a few month, but I needed to create a list and I wanted to add a Site Column  to it.  With the new List feature in SPO, I couldn’t find the List Settings.  There used to have a Ribbon across the top of the page to access everything, but it has been removed.  I know this was news a few weeks ago or months, but I wasn’t really paying attention.

I tried clicking the + and the More… link in the list column header…

ListMore

But that just took me to the Create Column page.  That would only allow me to create a column, not use a Site Column.   😦

CreateColumn

 

It took me longer than I should admit, but I finally found it.  The List settings link was moved to the Cog in the upper right hand corner…

 

ListSettingsCog

From there I was in familiar territory and could add my site column. 🙂

addexistingsiteColumn

I hope this helps!

Craig

On The SPOT Podcast – Episode #2

I am excited to announce the release “On The SPOT Podcast – Episode #2”  – On The SPOT Podcast with Dux Raymond Sy. Please check it out and let us know what you think!

podcast-logo

In this episode, Jay Leask and I provided a bit more detail about themselves and kicked off our show with talk about Microsoft’s partner conference – Inspire, some news around Google Glass, Elon Musk, the Verizon hack, and much much more.  Our guest Dux Raymond Sy, Chief Marketing Officer and Public Sector CTO of AvePoint, Inc t  joined the conversation to tell us about his experience at Inspire, the direction of Microsoft, #TechForGood, #ShiftHappens, and what the C-Suite is looking for in tech solutions.  We had a good time recording the show and hope you will enjoy listening to it!!!

Chicago Data Governance Meetup

I am excited to announce the first meeting of the Chicago Data Governance Meetup is this Thursday, July 26th.  I have been doing SharePoint\Office 365 and Azure user groups for the better part of 8 years now.  I was beginning to transition out of the SharePoint world and let my SharePoint group go, it was a hard decision but necessary at the time.

A short time later, I started my career with AvePoint and was thrust back into the SharePoint\Office 365 space.  Now I am focused more on getting clients migrated to new platforms, and helping them figure out how to best manage and protect their information.

Governance always seems to be a huge topic in the SharePoint world, but it is one of the most difficult things to accomplish.  I thought it would be nice to get a group of people together to talk about common problems and solutions to them.

We will go over the goals of the group and what we want the direction to be, Intro to Governance, the importance of good governance

Schedule:
5:30-6:00 pm – Networking
6:00-6:20 pm – Intro to the Group
6:20-7:10 pm – Presentation
7:10-7:30ish – Questions and Group Discussion

I encourage you to attend and help grow our group by spreading the word!

Aon Center / Microsoft Office

200 E Randolph – Microsoft Office
Suite 200
Chicago, IL (edit map)

On the SPOT Podcast – Episode 1

I recently partnered with a co-worker, Jay Leask, to begin a new podcast called On The SPOT – A podcast about working at the SPeed Of Technology

podcast-logo

It’s podcast where we talk with industry influencers about working at the speed of technology. Topics may include information management, data governance, compliance and security, collaboration and productivity, the cloud(s), and much much more!

We’re excited to release our inaugural episode – On The SPOT Podcast with Asif Rehmani, with guest Asif Rehmani, Founder and Chief Executive Officer of VisualSP.  The first of hopefully many of On the SPOT podcasts.  Please check it out and don’t hesitate to let us know what you think!

 

Intro to Office 365 Security & Compliance

Last Saturday, June 17, 2017, I presented an Intro to Office 365 Security & Compliance center at SharePoint Saturday Atlanta.  Which by the way was a really great event with a number of great speakers, MVPs, sponsors and attendees!  I am thankful that they picked me to present and that I got a chance to experience the event and meet a bunch of really nice people!

Here is the deck I presented:

It is really an overview of the Security & Compliance center with a bunch of live demos I did to show each section and a little bit about how they worked.  The demos are not included, but I am currently recording them and will post them shortly in a series of posts on Security & Compliance.

Hope you enjoy the slides!

Craig