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Global MySite Workflow - creating a workflow on the "Personal Documents" library for all MySite users

    Question

  • Hi Guys,

     

    I want to know if it is possible to create a site wide (for all users in the MySite site collection) workflow on a specific personal 0document library and if so how? Our aim is to allow users to share documents into their "Personal Folder" but to manage permissions to that document via a workflow (firstly through the designer and if all goes well later on in code). Any advice on how to go about this?

    Then as an extra is it possible to create a new document library and ensure that is available to all users in the MySite. I.e created a folder/library called "Social Share" which will then show up with the "Shared Documents" and "Personal Document" in a user's "My Content" tab in his personal MySite?

    If possible I'd like as much detail as possible on how to go about this!

    Thanks!!

    Thursday, November 17, 2011 9:49 AM

Answers

  • Hi there,

     

    After doing some more research, here is what was found:

     

    There is not an exact way to do what you are trying to do with the "SocialShare" library, however there are a couple options that serve as valid workarounds.  The first option involves putting a link to the "SocialShare" document library on the top navigation bar (next to "My Profile" ) for all users in a target audience.  The second option involves putting a link to the "SocialShare" document library under the "Libraries" quick launch (which is where you are trying to put it) to users individually.  The steps for each of the options are defined below:

     

    To create a link to a library to show up on all user's pages on the top navigation bar:

     

     1) Central Admin -->  Manage Service Applications -->   User Profile Service Application --> Manage (ribbon)

     2) Under "My Site Settings" section, click "Configure Personalization Site"

     3) Click "New Link"

     4) For the URL, enter the URL of the "SocialShare" library page (eg. "http://my/personal/administrator/SocialShare/Forms/AllItems.aspx")

      a. The "SocialShare" library should be created under the my content tab of the user you want to host the library

      b. The user hosting the "SocialShare" library could set their own permissions on the library to correspond the with the target audience discussed in the step below

     5) For "Target Audiences" locate a previously created audience which contains the users for which you want to share the library with

      a. See:  http://technet.microsoft.com/en-us/library/cc263065.aspx    for information regarding managing audiences

      b. If you are creating a new security group in AD to use for a new audience, make sure to run a "User Profile Synchronization" before attempting to use this group for your new audience (see:  http://technet.microsoft.com/en-us/library/ee721049.aspx   for information regarding configuring profile synchronization)

     6) Click OK

     

    Let me know if you have any further questions on this.

     

    Gregg


    MSFT
    • Marked as answer by Bl8nd13 Thursday, December 01, 2011 5:48 AM
    Wednesday, November 30, 2011 6:37 PM
    Moderator

All replies

  • Hi there,

     

    Since the "My Content" link goes to a specific user’s personal site collection, the libraries of other users are not visible here.  In order to access the library of another user, the user must go to the personal site of the desired user who is hosting the document library and click the "Content" tab on their site.

     

    Gregg


    MSFT
    Tuesday, November 29, 2011 8:06 PM
    Moderator
  • Hi there,

     

    After doing some more research, here is what was found:

     

    There is not an exact way to do what you are trying to do with the "SocialShare" library, however there are a couple options that serve as valid workarounds.  The first option involves putting a link to the "SocialShare" document library on the top navigation bar (next to "My Profile" ) for all users in a target audience.  The second option involves putting a link to the "SocialShare" document library under the "Libraries" quick launch (which is where you are trying to put it) to users individually.  The steps for each of the options are defined below:

     

    To create a link to a library to show up on all user's pages on the top navigation bar:

     

     1) Central Admin -->  Manage Service Applications -->   User Profile Service Application --> Manage (ribbon)

     2) Under "My Site Settings" section, click "Configure Personalization Site"

     3) Click "New Link"

     4) For the URL, enter the URL of the "SocialShare" library page (eg. "http://my/personal/administrator/SocialShare/Forms/AllItems.aspx")

      a. The "SocialShare" library should be created under the my content tab of the user you want to host the library

      b. The user hosting the "SocialShare" library could set their own permissions on the library to correspond the with the target audience discussed in the step below

     5) For "Target Audiences" locate a previously created audience which contains the users for which you want to share the library with

      a. See:  http://technet.microsoft.com/en-us/library/cc263065.aspx    for information regarding managing audiences

      b. If you are creating a new security group in AD to use for a new audience, make sure to run a "User Profile Synchronization" before attempting to use this group for your new audience (see:  http://technet.microsoft.com/en-us/library/ee721049.aspx   for information regarding configuring profile synchronization)

     6) Click OK

     

    Let me know if you have any further questions on this.

     

    Gregg


    MSFT
    • Marked as answer by Bl8nd13 Thursday, December 01, 2011 5:48 AM
    Wednesday, November 30, 2011 6:37 PM
    Moderator
  • Hi Gregg

     

    Thanks for a really detailed answer. This is one route which we eventually (after much struggling) considered but there were certain requirements which we could not meet in this way. We've gone the route whereby we manage file level permissions on a shared document through some custom code in a webpart which we wrote. This way a user can share specific documents with specific people.

     

    Appreciate the feedback!

    Jéan

    Thursday, December 01, 2011 5:51 AM
  • Hi Jean,

    Here is some further information I forgot to add:

    If you have a fairly small environment, there is a way to add a link to the "SocialShare" document library that will show up under the "Libraries" heading on the left, however you would have to do this for each user.  The steps are below:

     1) Log in as the site collection administrator for one of the given user's you want to be able to access the "SocialShare" library
    2) Go to the user's "My Content" page (eg. http://my/personal/user1/default.aspx)
    3) Click "Site Actions" --> Click "Site Settings"
    4) Under the "Look and Feel" section, click "Quick Launch"
    5) Click "New Navigation Link"
    6) Enter the URL to the "SocialShare" library you want access to (eg. http://my/personal/administrator/SocialShare/Forms/AllItems.aspx)
    7) For the "Description", write "SocialShare"
    8) For the "Heading", select "Libraries"
    9) Click OK

    Gregg


    MSFT
    Monday, December 05, 2011 1:46 PM
    Moderator