Posted on:
Categories: Business;Office 365
Description: First view on Microsoft Forms - the new Office 365 application to create surveys and questionaires.
Custom forms are one of the features that have been demanded by enterprises since the early days of SharePoint. Microsoft used to address this demand by leveraging InfoPath, and many organizations built their custom forms based on this technology. Recently, Microsoft announced that they are going to improve PowerApps to become an additional custom forms application. The benefits of creating a custom form with PowerApps are obvious. PowerApps is a no-code solution to create Mobile Applications. Custom forms created in PowerApps use the same technology and will be responsive out-of-the-box. But now there is a new kid in town Microsoft Forms. The name is confusing, as Microsoft Forms is not another custom forms application, but an application that can be used to create surveys and questionnaires based on custom forms. Microsoft Forms is a new addition to the Office 365 family of applications and can be accessed using this URL https//forms.office.com Let's have a look at what users can do with Microsoft Forms. The editor in Microsoft Forms is a very basic editor. It allows to create a form showing a question and offers a list of answers. Microsoft Forms offers four different ways to create a question Choice Create a question and offer pre-canned answers as list of choices Text Create a question and allow participants to fill in their answer Rating Create a question and allow participants to provide a rating (5 stars or number) Date Create a question and allow participants to provide a date (great for scheduling appointments) Microsoft Forms also offers additional settings to configure who can fill out a survey and options for responses. Let's create a little example to see how this works I have created a single question questionnaire which offers five pre-canned answers. This is what my question looks like within the editor And this is the preview of my form as it gets published to participants Now that I have created my little survey, I want to publish it within an organization. To do this, I simply need to click on the Share button which is located in the upper right corner of the Microsoft Forms editor. This is what the 'Share' dialogue looks like I can share my survey with coworkers in my organization only, or I can choose to send a link to my survey to people outside of my organization as well. This is an exciting option as it allows for creating truly anonymous surveys. I decided to send a link to my survey to external users as well. This is what my survey looks like to the authenticated user Microsoft Forms not only offers an editor to create new surveys, but it also allows you to evaluate the responses. To have a look at the responses, I log in to Microsoft Forms again, open my survey and click on ‘Responses’. This is what the responses on my survey look like This overview shows, that I got two responses and that it takes about one minute to answer my survey. To have a closer look at the results, I can click on the 'View results' button. I answered my survey twice. I used my Office 365 login, and that's why I show up here with my name. You can also see, that an anonymous user answered my survey as well. I did that by opening the link to my survey in an 'in-private' browser instance. In addition, you can have a look at the answers of each user by selecting a user in the Responder dropdown at the gray area at the top. To continue with a more detailed evaluation of the responses, you can even export all responses to an Excel sheet. Microsoft Forms is a new application, and it might not be available to all tenants yet. With Microsoft Forms, users can create surveys and questionnaires very easily, and now users can even create anonymous surveys which isn't possible with SharePoint. I think Microsoft Forms is a great addition to the Office 365 and I'm sure Microsoft will add additional features to Forms in the future.




Posted on:
Categories: Business;Office 365;SharePoint
Description: This blog post explains, how to configure Supervision in SharePoint online and it shows, how Supervision works for the user and the reviewer.
Many organizations of different sizes and industries use Office 365 and this number is constantly growing. Office 365 and SharePoint online are a huge success for Microsoft especially in a professional environment, however, enterprises have specific requirements when it comes to governance and auditing that needs to be addressed by Microsoft. One of these specific requirements is the Supervision feature which is available in SharePoint online. With Supervision, companies can audit inbound and outbound communications and check if the communication is compliant with governance policies. Let's have a look on how to configure Supervision policies and how they work. To be able to create a new Supervision policy, an admin (Supervisory Review Administrator role) needs to navigate to the Office 365 admin center and click on "Security & Compliance". In the "Data Governance" section, click on "Supervision" to get to the landing page. On the Landing page, existing policies will be shown, new policies can be created, and existing policies can be updated. Let's continue with creating a new Supervision policy which is a multi-stage process. In the first step, I need to provide a name and a description for the new policy. In the next step, I need to provide the account I want to audit. This can be a single user or a group of users. In my example, I will use a single user. If you chose a group to supervise, you could explicitly exclude group members from being supervised. In the third step of this process, you can specify what kind of communication should be supervised (options are inbound, outbound or internal) and you can specify conditions that act as a filter. In my basic example, I want to supervise inbound and outbound communication that contains the word "Softlanding". I click on "Add a condition" and choose "Message contains any of these words". In the fourth step, I can define the percentage of communications that should be reviewed. In my basic example, I will change the value to 100%, but in a professional environment, the percentage will be most likely between 5% and 10% (or even less than 5%). In the last step of this process, I need to specify the reviewers. In my example, I'm using a single user account as a reviewer, but in a professional environment it makes sense to specify a group of users as reviewers. At the end of this process, a summary of the new policy is shown. This summary allows you to go back to a specific step and change the settings. After clicking on Finish, the new policy will show up on the landing page, and it will be in effect almost immediately. Let's see how SharePoint Supervision is working. In my example, I will send an email from my Softlanding account to the account in my demo tenant who is now being supervised. This email will contain the word "Softlanding" to ensure, that the new policy gets triggered. The email will be sent to the mailbox of the demo user as a regular email. The addressee will not get any kind of notification that this email is about to be supervised. The supervision process is totally transparent to any user being supervised. To be able to review an email, the reviewer needs to navigate to the Outlook web application. Supervision support for Outlook 2016 will be available soon. The Outlook web application of each reviewer will get an additional section which shows up in the left navigation pane of the Outlook web application. This new section (which technically is a link to an additional mailbox) shows the name of the Supervision Policy (in my example I named the policy "Demo"). In the above screenshot, you can see that there is one email waiting to be reviewed. In fact, this is the email I just sent from my Softlanding account to the demo user. A closer look at the email shows that there is an additional section called "Supervisory Review". I marked this section in red in the above screen shot. This section is only visible to the reviewers. A click on this new section shows the options that reviewers have to categorize this email. Reviewers can categorize this email, and they even can add a comment to this email. A classification can be changed at any time. Changes to the classification will be maintained in a History that can be looked at by clicking on "History" just below "Classification" on the left (blue) navigation bar. With Supervision, enterprises can review the communication between internal accounts or between internal accounts and external accounts. This can be helpful during a training phase or to improve the support quality of a service team. Supervision is transparent to regular users and does not effect sending or receiving emails in any way, which stops Supervision from being a security feature.




Posted on:
Categories: Business;Office 365;SharePoint
Description:
​Cloud storage has become very popular in the recent years and many users are utilizing one of the various cloud storage providers (like DropBox, Google Drive or Microsoft OneDrive) to share documents, pictures or video files with friends or family members. Although this is very convenient in a private environment, it quickly becomes a potential security issue when used in a professional environment. In many enterprises employees have the requirement to share documents with external users – like the employees of a subcontractor. If a company does not provide options on how to share documents with externals, employees can be creative to find ways how to share documents with externals. Often these alternative ways of sharing cannot be controlled by the enterprise – like the private DropBox account of an employee. If there is a verified requirement to share documents with externals, it's much better in terms of security and compliance, to offer a controlled and secure way to share documents with external users – and this is when OneDrive for Business comes into play. The major advantage of OneDrive for Business versus other cloud storage providers (like DropBox or Google Drive) is, that it is integrated within Office 365 and that it can be configured by using its own admin center, which is integrated within the Office 365 admin centers. Let's open the OneDrive for Business admin center and have a look on the options enterprises have, to control and configure external sharing within Office 365. The following screenshot shows all option in terms of sharing. At the top, there is the option to enable or to disable external sharing. If external sharing gets enabled, there are additional options that are used to finetune external sharing. If external sharing needs to be limited to specific domains (like the domain of a sub-contractor), there is a setting that allows admins to whitelist or blacklist specific domains. OneDrive for Business is using a new Sharing experience that offers additional options controlling how a document is shared. This is how this new experience looks like Some of the options that this new dialogue is offering, can be controlled from within the OneDrive Admin Center. If a document is shared by providing a hyperlink, an expiry date can be set to limit access to a file for a specific period only. The new OneDrive for Business admin center not only offers options for enterprises to control external sharing, there is also an option to apply compliance rules like Data-loss-prevention policies. The new OneDrive for Business admin center allows enterprises to finetune options regarding external sharing. Soon it will even be possible to limit sharing to a specific group of users. With the new OneDrive for Business sharing experience and the versatile options to configure the use of OneDrive for Business in an enterprise, enterprises can provide a controlled and secure way of sharing content to their users – which will make it far less attractive for users to look for alternative ways to share content!