Tag Archives: SharePoint Online

Connect-PnPOnline with certificate stored in Azure Key Vault

Works (tested) for PowerShell 7 and PnP.PowerShell 1.3.0

# cert stored in KeyVault
$orgName = "orgname" # 
$tenant = "$orgName.onmicrosoft.com"
$adminUrl = "https://$orgName-admin.sharepoint.com"
$clientID = "" # Client ID
$VaultName = 'AutomationVaultName'
$certName = 'CertificateName'
$secretSecureString = Get-AzKeyVaultSecret -VaultName $vaultName -Name $certName 
$secretPlainText = ConvertFrom-SecureString -AsPlainText -SecureString 
Connect-PnPOnline -Url $adminUrl -ClientId $clientID -CertificateBase64Encoded $secretPlainText -Tenant $tenant 

Based on:

https://docs.microsoft.com/en-us/powershell/module/az.keyvault/get-azkeyvaultcertificate?view=azps-5.3.0

https://stackoverflow.com/questions/43837362/keyvault-generated-certificate-with-exportable-private-key

SPO: Allow users to create modern pages

Microsoft: “Using modern pages in Microsoft SharePoint is a great way to share ideas using images, Office files, video, and more. Users can Add a page to a site quickly and easily, and modern pages look great on any device.
If you’re a global or SharePoint admin in Microsoft 365, you can allow or prevent users from creating modern pages. You can do this at the organization level by changing settings in the SharePoint admin center. If you allow the creation of site pages as the organization level, site owners can turn it on or off at the site level.

By default both
– Allow users to create new modern pages
– Allow commenting on modern pages
are turned on (enabled)

Tenant or SharePoint admin can find settings under
SharePoint Admin Center -> Settings -> Pages

How it looks like:

Site Pages are created under “Pages” Library.

Let us test it, with:
– (tenant-level) Allow users to create new modern pages: ON
– (tenant-level) Allow commenting on modern pages: ON
– web feature “Site Pages” – “Allows users to add new site pages to a site”: Activated

User
Permissions
can create Pagecan edit pagecan Enable/Disable
page comments
can comment on Page
Full Control (Owner)YesYesYesYes
Edit (Member)YesYesYesYes
Read (Visitor)NoNoNoYes

There is a web feature “Site Pages” – “Allows users to add new site pages to a site”.
The feature is activated by default:

What if we disable this feature?
“New -> Page” has disappeared from “New” menu under “Site Contents” for Owners and Members…
From “Home” and “Pages” you still can see “New -> Page” options.
You can still create a new page from but if you try to create a page from Pages – “Sorry, something went wrong” “Cannot create a Site Page. Please have your administrator enable the required feature on this site.” :

Office 365 behavior, with:
– (tenant-level) Allow users to create new modern pages: ON
– (tenant-level) Allow commenting on modern pages: ON
– web feature “Site Pages” – “Allows users to add new site pages to a site”: Deactivated

User
Permissions
can create Pagecan edit pagecan Enable/Disable
page comments
can comment on Page
Full Control (Owner)Yes,
but only from “Home”
not from “Site Contents” or “Pages”
YesYesYes
Edit (Member)Yes,
but only from “Home”
not from “Site Contents” or “Pages”
YesYesYes
Read (Visitor)NoNoNoYes


If we disable feature “Site Pages” – “Allows users to add new site pages to a site” on the root web – it does not affect subsites (subwebs).

Can we Activate/Deactivate the feature “Site Pages” using PowerShell?

PowerShell

(TBP)

References
– Microsoft “Allow users to create and comment modern pages

See also:
Allow commenting on modern pages

Office 365 Search scopes

Search is everywhere in Microsoft 365. You can search from SharePoint, Teams, Delve, Yammer etc.

But! From SharePoint you cannot search for Teams chats.
From Teams you cannot search for regular (no-group) sites.
Sites descriptions are totally out of search (including Yammer groups, Teams and regular sites).

So, what are the scopes of each search entry point in Office 365 and is there an entry point you can search for everything?

Search scopesSharePoint
Search center
SharePoint home
Office portal
Office desktop app
Delve
TeamsBing
SharePoint contentYesYesYes
Teams contentYesYesYesYes
Teams chatsYesYes
Yammer contentYesYesYes
Yammer chatYes
User profilesYesYes
Email

Detailed:

ScopeOut of Scope
SharePoint Search Center– all sites content
(Teams, Yammer, regular),
– user profiles
– OneDrive
Teams chat
Yammer chat
SharePoint Landing Pagesame as SharePointsame as SharePoint
Office.comsame as SharePointsame as SharePoint
Delve
TeamsTeams content
Teams chat
OneDrive
Yammer
User Profiles
regular SharePoint sites
BingEverything* * except people profiles content
(e.g. about me)

Seems like the only tool you can search for EVERYTHING with is Microsoft Bing:

More on Microsoft Search vs SharePoint Search and Microsoft Search RoadMap

Microsoft Office 365 Search: Find what you need with Microsoft Search in Bing

SharePoint PnP roadmap

Good news!
On Sep, 18 during the SIG community call, PnP Team shared their plans on PnP Sites Core library and PnP Core SDK.
“PnP Sites Core v4” library and “PnP Core SDK v1” with .net core support (.net Standard 2.0) – expected in December 2020!

PnP PowerShell v4 for SPO library built for .Net Standard 2.0 / PowerShell 7 will be released in Dec 2020 as well.

Fastest way to delete all items in a large SPO list

Scenario: You have a large (>5k items) list in SharePoint Online.
You need to delete this list. “Remove-PnPList” fails with a message “The attempted operation is prohibited because it exceeds the list view threshold enforced by the administrator“. Deleting with UI fails too.

Try this:

Get-PnPListItem -List $list -Fields "ID" -PageSize 100 -ScriptBlock { Param($items) $items | Sort-Object -Descending | ForEach-Object{ $_.DeleteObject() } } 

or this:

$batch = New-PnPBatch
1..12000 | Foreach-Object { Remove-PnPListItem -List $list -Identity $_ -Batch $batch }
Invoke-PnPBatch -Batch $batch

for me both methods get same results: ~17 items per second ( ~7 times faster than regular).

PnP.PowerShell batches

With a new PnP.PowerShell we can perform some operations against an SPO list with batches! My measurements:

Time elapsed, secondswith batcheswith scriptBlockwithout batches
Add-PnPListItem (100 items)4.33 seconds42 seconds
Add-PnPListItem (500 items)21 seconds234 seconds
Add-PnPListItem (7000 items)314 seconds
Remove-PnPListItem (1000 items)58 seconds58 seconds429 seconds
Remove-PnPListItem (7000 items)395 seconds397 seconds

References:

How to create a Sub-Site if subsites creation is disabled

Microsoft recommend “flat structure”, i.e. no subsites. So SPO admins are disabling subsites creation at tenant level. Did you know that you still can create subsite? Let me explain how it is done.

If creation subsites is allowed, you should be able to see it like this:

But actually subsites are not always best practice. Microsoft recommend “flat structure”, i.e. instead of subsite you should have a separate site collection, and if you need a hierarchy and navigation – use Hub sites. So, in Office 365 SharePoint admins usually “disable” SubSites creation:

Now, you see, SubSites are not really disabled, but only the button to create subsites is hidden: “This controls whether the Subsite command appears on the New menu on the Site contents page”.

Anyway, the result is: you are not able to create a SubSite (web) in SharePoint Online:

Actually there are at least 3 options to create a SubSite:

Option 1. Create a SubSite in Classic mode.

Step 1: Select “Site Contents” page
Step 2: Click “Return to classic SharePoint”
Step 3: Create SubSite

Option 2. Create a SubSite from “Sites and Workspaces” page

Step 1: Go to “Site Settings”
Step 2: Select “Sites and Workspaces” page (site/_layouts/15/mngsubwebs.aspx)
Step 3: Create a SubSite

Option 3: use PowerShell PnP

Step 1: Install PowerShell PnP
Step 2: Connect to your site with PnP
Step 3: create a SubSite

Install-Module SharePointPnPPowerShellOnline
Connect-PnPOnline -Url <your site Url> -UseWebLogin
New-PnPWeb -Url "<new Web Url>" -Title "MySubSite" -Template "STS#3"

References:

See also: How to create a SharePoint Site in Office 365 if site creation is disabled

SPO: Description, Owner fields are not searchable

Scenario:

You have a list (or a document library) in SharePoint Online.
You can search through the list but some fields like “Description”, “Owner”, “AssignedTo”, “Created”, “CreatedBy” are not searchable.

Cause:

This is frustrating, but expected behavior. Check Microsoft’s “Overview of crawled and managed properties in SharePoint Server“. You see some pre-created managed properties do not have “Searchable” option enabled.

Solution:

(The following is still not finished:)

Prove:

I have created a new SPO site test78, a new list Test11 and created (not added from existing) a custom field “Description” to the list:

I also created “Description2” column the same way. No data is added to the list so far.

Search schema looks like:

for Description managed property:

mapping:

Notice that “Description” managed property is not searchable and “ows_Description” crawled property is mapped to “Description” managed property.

Searching for “ows_Description” crawled property gives me:

and that’s OK, as we have no data in the list so “ows_Description2” crawled property does not exist.

Now let me add some data to the list:

and wait a few minutes while continues crawl grabs data.

You can see:

Title and Description2 are searchable, but we are not able to search through “Description” field content.

Explanation

Actually this is by design.
Microsoft: “The index only includes content and metadata from the managed properties”.
(? Maybe Microsoft tries to protect their resources from overloading or) maybe they protect us from irrelevant results, but by default list column “Description” is mapped to non-searchable managed property.

“Searchable” means: “…The content of this managed property is included in the full-text index.” I.e. if the property is not searchable – “The content of this managed property is not included in the full-text index.” => that’s by design.

But the property is queryable!
Queryable “Enables querying against the specific managed property”. E.e.
“Description:Descr1*” query should work. And it works:

“Description2:Descr*” query should not work as we did not map Description2 property to any managed properties, so we can find content via full-text search but cannot find under managed property:

Solution

Option #1.
Use queries like “Description:TextToSearch” (check also SharePoint KQL).

Option #2.
Do not use name “Description”.
Choose something else like “Short Description” or “Case Description”

Option #3.
Use existing site column “Description” from group:Custom Columns. It’s “single line of text” though. Note: “SharePoint Server Standard Site Collection features” must be activated.

The thing is it’s internal name is “CategoryDescription” and display name is “Description”. So if you add this column to the list – the content will be searchable:

Option #4
Create a new site column, name it e.g. “DescriptionSrchblClmn”.
Add this column to the list from existing site columns.
Rename it to “Description”.

Option #5 (under testing… TBU)
Change default mapping.
e.g. unmap “ows_Description” crawled property from “Description” managed property. This should be enough, as “ows_Description” crawled property has “Include in full-text index” option ON:

NB: if you unmap “ows_Description” crawled property from “Description” managed property, it’ll affect other site lists.

Option #6.
In addition to option #5 you can create your own managed property (e.g. “DescriptionSearchable”), make it searchable and map it to “ows_Description” crawled property.

Remember: if you made a change in search schema, run “Reindex site” under Site Settings -> “Search and Offline Availability”. It’s like on-prem “Full crawl” but works at web level.

================================

Links.

Microsoft: Manage the search schema in SharePoint
Microsoft: Keyword Query Language (KQL) syntax reference
Vladilen: Search for a crawled property name with wildcards
Microsoft: Overview of crawled and managed properties in SharePoint Server

Allow commenting on modern pages in SharePoint Online

Microsoft: “You can also select to allow or prevent commenting on modern pages. If you allow commenting, it can be turned on or off at the page level

By default both
– Allow users to create new modern pages
– Allow commenting on modern pages
are turned on (enabled)

Tenant or SharePoint admin can find settings under
SharePoint Admin Center -> Settings -> Pages

When you are creating a modern site page – there is an option “Comments” turned On by default:

And page with comments looks like:

Comments on site pages (aka modern pages) can be enabled or disabled at each of the levels:
– Tenant level
– Site (aka site collection) level
– Web (aka subsite ) level
– Page level
Here is how it is done:

LevelHow it’s doneWho can do it
TenantGUI ( SharePoint Administration)
or PowerShell
Global Administrator or
SharePoint Administrator
Site (Site Collection)PowerShellGlobal Administrator or
SharePoint Administrator
Web (Subsite)PowerShellSite Collection Administrator or Owner
(Full Control rights to web)
PageGUI (Page Editing screen)Site Member
(Edit right to page)

If commenting on modern pages disabled at higher level – lower level settings do not work. E.g. If you disable “Allow commenting on modern pages” at tenant level (it takes minutes) – the functionality will gone from all modern pages of all sites.

When you switch page comments Off – all existing comments will be hidden (but not deleted).
If you later turn comments On – comments will reappear, including Likes.

If “Allow commenting on modern pages” disabled at tenant or web level – you will not see “Comments On/Off” switch while editing page.
If “Allow commenting on modern pages” disabled at site collection level – you will see “Comments On/Off” switch while editing page, but you will not be able to turn it ON.

PowerShell

When you disable “Allow commenting on modern pages” at tenant level –
PowerShell Object (site/web) property “CommentsOnSitePagesDisabled” will not be changed for any site/web.
You can still with PowerShell set it to True/False:
“Set-PnPWeb -CommentsOnSitePagesDisabled:$false”
but it does not take any effect.

If you enable “Allow commenting on modern pages” at tenant level (it takes ~10 minutes) – the functionality will return to all modern pages and
all webs and sites properties “CommentsOnSitePagesDisabled” will ???.
You can change it with PowerShell:
“Set-PnPWeb -CommentsOnSitePagesDisabled:$false”.

# having Site Collection Admin Permissions:
# disable Comments On Site Pages for a subsite:
$webName = "SubSite_02"
Set-PnPWeb -Web $webName -CommentsOnSitePagesDisabled:$true 
# enable Comments On Site Pages for a subsite 
# (only if comments enabled at tenant level):
Set-PnPWeb -Web $webName -CommentsOnSitePagesDisabled:$false


# having global admin or SharePoint admin permissions:
# site collection:
Set-PnPTenantSite -Url $siteUrl -CommentsOnSitePagesDisabled:$true
# tenant-level Comments:
Set-PnPTenant -CommentsOnSitePagesDisabled:$true # disable
 comments
Set-PnPTenant -CommentsOnSitePagesDisabled:$false # enable comments

# does not work:
Set-PnPSite -CommentsOnSitePagesDisabled:$true

How do I know if if the page is modern page or classic page (PowerShell)?

$list = Get-PnPList "Site Pages" -Includes ContentTypes, Fields
$list.ContentTypes | ft -a
$cType = Get-PnPContentType -List $list | ?{$_.Name -eq 'Site Page'};
$cType.id
$queryString = "<View><Query><Where><Eq><FieldRef Name='ContentTypeId'/><Value Type='Text'>" + $cType.Id.StringValue + "</Value></Eq></Where></Query></View>"  
$modernPages = Get-PnPListItem -List $list -Query $queryString
$modernPages.count
$modernPages | ft -a

How to I know if the page is a Home Page (PowerShell)?

# web object contains relative link to the web's Home Page:
$web = Get-PnPWeb -Connection $siteConnection -includes WelcomePage
$web.WelcomePage

References

– Microsoft “Allow users to create and comment modern pages

See also:
Allow users to create modern pages

Note:
We did not discuss “Wiki Pages” or “Web part Pages”, we discussed only “Modern Pages” (aka Site Pages).
I have tested it all personally using Communication sites.
MS-Team (group-based) and standalone SharePoint (no-group) sites – TBP.

MS Teams vs SharePoint

… by teams you are bringing in collaboration but you are losing discoverability…
… you put everything in one document library which becomes overloaded…
… you have to rely on search to try to find it…
… challenge for teams to become scalable (not everything can be added to tabs) – @DarceHess, Microsoft 365 & SharePoint PnP Weekly – Episode 91