Jive for SharePoint FAQ v2

Version 12

     

    Content (Documents, Discussions, Profiles, Pictures, etc)


    Where do uploaded or attached files posted in Jive live?

    Any file that is uploaded within a Jive Group that has been linked to a Sharepoint site will be stored within the SharePoint site.

     

    Does the 'Manage Versions' functionality still work in Jive when synced to Sharepoint?

    Yes. Each version is associated to a version of the document in SharePoint.

    How does the document preview functionality in Jive work when synced to Sharepoint?

    The preview feature converts the documents to pdf files and shows the pdf as a preview in the Jive web UI. These previews can either be stored in Jive or in SP, based on system properties set by the Jive admin.

    When a Jive document has tags, descriptions and comments, where do those pieces live if the document is synced to Sharepoint?

    All the metadata of the files are stored in Jive. The only thing stored in SharePoint are the actually binaries.


    Is any document meta-data stored in SharePoint? If so, what properties?


    for documents, we have the following fields:

    jive_modification_date, jive_document_id, jive_document_state, jive_language, jive_subject, jive_summary, jive_status, jive_modified_by_user_id, jive_modified_by_user_name, jive_document_type

    Documents in Jive has two "generic" property maps that can be filled in code (e.g. by plugins). We can deliver properties from the property maps by configuring system properties.

    • For the document.getProperties map - we'll read from system properties started in "sharepoint.document.property_names.{?}"
    • For the document.getDocumentFieldValues map - we'll read from system properties started in "sharepoint.document.field_names.{?}"

     

    for attachments, we have the following fields:

    jive_name, jive_modification_date, jive_modified_by_user_id, jive_modified_by_user_name, jive_content_type, jive_content_object_type, jive_size, jive_id

    Attachments in Jive has one "generic" property map that can be filled in code (e.g. by plugins). We can deliver properties from the property map by configuring system properties.

    • For the attachment.getProperties map - we'll read from system properties started in "sharepoint.attachment.property_names.{?}"

     

    NOTE: some fields might be empty in Jive so we won't pass them to SP. The properties are pretty "self-explanatory" and taken from fields from the document / attachment in Jive.

     

    When a discussion is created where is that data stored?  Is the webpart just a view?

    Discussions live in Jive and are viewable and editable from the WebParts within SP.


    If profile pictures are kept in SharePoint, how will we reference the pics when synchronizing profiles in Jive? Do we use a reference or make a copy?

    Synchronizing profile pictures is not part of the current Jive for SharePoint functionality, but we are reviewing this for future functionality.


    If I create a document in SharePoint, will I be able to see it in Jive?

    Documents uploaded directly into SharePoint will be viewable in the Remote Docs tab of the associated Group/Space in Jive. You will be able to preview the file, comment on it, and download it.


    How would it work if a user in SharePoint is working, from SharePoint, on a native Jive file (put in SharePoint through Jive) and then another users tries to open that same file through Jive for Office? Will any of the users be notified the other is working on it? Does the file get locked on opening it/checking it out from SharePoint?

    There is no way to access the files from SharePoint because the files are stored in hidden document libraries that can be accessed only by admin accounts. The only way to access the files is from Jive (including Jive for Office).

     

    How does Jive handle SharePoint site collection quotas?

    Jive will warn the admin during configuration if the max-size file limit doesn't match the ones in Jive. Besides that, any conflicts with limits and quotas during an action (like file upload), Jive will get the appropriate error and return it to the end-user.


    Do Items stored in SharePoint from Jive follow all of the SharePoint functionality? Storage metrics, retention policies, document governance?

    Yes. we do a regular document upload functionality and any policy on the site-collection / web-app will apply.


    SharePoint is only used as storage of the actual binaries of the documents so doing any editing of the files via SharePoint (including placing legal holds) is not supported.


    How will this work with the records retention system I already have in place with SharePoint?

    We store some metadata (jive user edited, time edited, etc.) as custom properties in the SharePoint file for auditing tools so the customer can change his record / retention system to use the properties for such files.


    Can Jive for SharePoint be used alongside the Jive Records Retention extension?

    Yes, any Jive action or workflow done on a documents uploaded in Jive will still be run even when the storage is SP.

     

    Configuration (design, architecture, connections, etc)

    Is there a traffic diagram that goes into detail about hosted versus on-premise installation?

    Jive for SharePoint Traffic Patterns

     

    Can I configure which Site Collection is used when Groups/Spaces are created in Jive?

    Yes. From the admin console you can do the following:

      • Setup one default SP server and its default Site Collection (SC). New groups created in Jive can create corresponding SP site in this SC. Also you can connect new groups to an existing SP sites in this SC.
      • Setup several other SP servers and their default SC (it can be the same SP server but with different SC). In these you'll be able to connect new Jive groups to existing sites.

     

    Does the current and future SP Connector require a VPN (to support NTLM/Kerberos calls between Jive and SP)?

    The SP Connector doesn't require the Jive server to be inside the VPN but it does require to have an open tunnel for server-to-server communication to the sharepoint server. This tunnel can be restricted to accept only communication from the Jive's IP address, only SSL encrypted communication, and only to the address of the hosted web-service on sharepoint. Jive configures one-way VPNs, so an additional connection (via SSL or restricted IP) will be required. VPN is also not supported for Jive Cloud.


    Does Jive for SharePoint require that both Jive and SharePoint authenticate in the same fashion (NTLM, Kerberos, or Claims?

    No, the Jive and SharePoint authentication mechanisms are not related and do not need to be the same. SharePoint can use Active Directory and one of the authentication mechanisms independent of Jive's authentication methods.

     

    Do we support SAML and Claims (SSO Authentication)?

    All communication between Jive and Sharepoint are done server-to-server only, and SAML is client-server.  There is no need to support SAML or NTLM because it is required for client-server communication.  Jive can still have SAML and Sharepoint can have SAML, but the connector only works behind the scenes with server-server communication. More on this at  SAML in Sharepoint.NEXT


    What is required from SharePoint to connect via a hosted VPN model? special users or access?

    There is no special port needed. it is either HTTP or HTTPS - depending on the SP/Jive are installed and configured.

     

    How does Jive connect to SharePoint? How many solutions do we need to install? Do we also need to install any Jive service in SharePoint server?

    Through one wsp that is exposed from the SP side – the wsp (farm solution file) contains: Web Service hosted in SP, Web Parts, Federated Search feature, and all resources needed.


    Is there a limit on the number of site collections that we can connect to?

    No, you can configure multiple site-collections to be connected. The SP site-collection URL is configured in the admin console. Multiple site-collections can be configured, but existing functionality allows for one site-collection to be the default at any one time. Admin can change what is the default active site-collection that documents are sent to. One site-collection is selected as the "default" for the "new site" options. For "existing site" option you can enter a site-url from any of the configured site-collections.


    Does the Jive rest service get installed on all SharePoint web Applications?

    That is for the SharePoint admin to choose when solution is deployed.


    How do we control what SharePoint web applications have access to the rest service?

    During deployment you can choose the web applications to deploy the solution in.


    The SharePoint Web Application that Jive is able to use (SP Farm: WFE, App server, SQL Server) has been configured using HTTPS with its own IP address (WFE has Multiple IP’s). What is the IP address that Jive needs to know?

    The address Jive needs should be the same address users use when accessing the sites (unless there's an address that will avoid going via firewalls or any other network configuration). Typically it should be the address of the WFE

     

    Same situation as above, but now we have an F5 (LTM) with a VIP (SP Farm:  for 2 WFE’s, 2 app servers, SQL server). What is the IP address that Jive needs to know?

    Same as above, The address Jive needs should be the same address users use when accessing the sites


    How does Jive handle multiple SharePoint Web Applications? How about multiple SharePoint Web Applications using different IP addresses?

    The connection configured in the Jive admin console is to a site-collection. You can set multiple connections to multiple site-collections that can be located in different web applications and farms.

     

    How is the Jive integration on the SharePoint piece activated?  Is it a site Feature, Site Collection Feature?

    The "federated search" feature is a "Web Application Feature" that is activated once (during deployment). There's another site-collection feature called "Jive Web-Parts" but that one is hidden and automatically activated once it is connected via Jive admin Console.

     

    How are communications between Jive and SharePoint load-balanced?

    The communication is HTTP/HTTPS calls just like user web browsing. If the environment is configured to have load-balancing or not - the calls will be communicated accordingly.

     

    I'm getting a "401 Unauthorized" error when trying to access SharePoint from Jive, what's the cause?

    One of the things to check is if your SharePoint server will accept calls from non-windows machines (such as the Jive server). Documented here are two registry entries that should both be changed to '0' in order to resolve this issue: http://technet.microsoft.com/en-us/library/cc737504(WS.10).aspx


    also see The specified item was not found.

     

    Permissions and Roles

     

    How are permissions passed from a Jive logon to SharePoint for SharePoint-based permissions?

    We use the site collection user credentials specified in the connection settings of Jive administration page for the HTTP call authentication.

    The permissions are then set on the network credentials for the HTTP rest calls to the Sharepoint Connector API (located on the SharePoint server, deployed solution) by Jive.

     

    All system actions (create site, assign permissions on a specific site, Jive document operations, …) are done using this user.

    Note: The Jive document operations are limited to a hidden document library only.

     

    Remote document, remote document tab, previews are done using impersonation of the user connected to Jive. We Ensure using the native Microsoft .NET api that the user has the right to perform the action on any document.

    We are using the site collection user for establishing the HTTP calls as before but we pass the user we need to impersonate as parameter.

    Then, using the .NET sharepoint API, we impersonate the access to the site using the user.

    From that point we rely on sharepoint security and .net object model only to access the resources using the impersonated user.

     

    Because of the limitation in Sharepoint 2007 and 2010 that does not allow any impersonation on the search service, we call from Jive search page the sharepoint server search page to have results. This is the only feature that establishes a call from the client station to sharepoint directly.

     

     

    What roles does the service account need within SharePoint for this to work?

    The connection is done in the site-collection level where you can connect jive to multiple site-collections.  For each site-collection you can set a different system account, which will need to have full-control on that site-collection. In the admin console you select the default site-collection and a site inside of it to be the parent of all jive-created sites.

     

    What level of administration is required to manage the site-to-site mappings?

    All the mapping is done via Jive, nothing is needed on SharePoint.  The mapping is done during the creation of a Jive group / space, and it is up to the creating user/admin to set the mapped existing site (or choose a newly created site).

     

    How does the Jive + Sharepoint group that is created handle permissions?

    For native Jive documents:All permissions-related decisions are based on the Jive permissions


    Federated Search from Jive (search in Jive returns results from SP as well): Since we use the browser to establish the connection, the permissions are managed by sharepoint and thus will show the results for that user only.


    For sharepoint native documents: We add 3 groups when a site is connected to Jive.

    Jive only add users to those groups in order to manage the permissions in sharepoint when a user is invited or deleted from Jive's group webpage

     

    Can you manage SharePoint site security (SharePoint group creation, adding domain/user groups to the site, security inheritance, etc.)

    You can define the domain for Everyone (any user who has access to SP team sites created, based on their related permissions in Jive) and one admin domain for admin level access. The permissions of sites created by jive is not inherited from parent and is synced from the created Jive group. The jive admin can configure two principles (LDAP group/user) in the admin console: "Everyone principle" and "Full Control principle".

    The "Full Control principle" will get full-control permission on all sites created (should be a group of admins).

    The "Everyone principle" will get read / write permissions according to the type of permissions the Jive group has.

    The type of permissions are:

    1. "Open" - everyone gets read and write permissions

    2. "Members Only" - everyone gets read permissions, members gets read and write permissions

    3. "Private" - only members get read and write permissions

    4. "Secret" - same as "Private" + the name of the site will be censored.

    The permissions syncing is done only one-way (jive -> SP) so if the site owner wants to change the permissions in the SP side, he's welcome to do so.


    Are search results trimmed by a user's permissions?

    Yes, when a user searches for anything in Jive or SharePoint, the returned results will always respect the permissions of that user. No matter where the user is in Jive or SharePoint, federated search results will only return content that the user has permission to see.


    How is the SharePoint Service account entered in Jive protected from unauthorized use? What encryption level is on the account password when entered? What happens when we need to change the password and or service account?

    The account is used when doing any action with the SharePoint data (uploading/ downloading / creating sites / etc.). Any action that is being done which is unauthorized by the account's permissions - will cause an "unauthorized" error. The password is stored in the jive DB and encrypted using the AES algorithm. Because this is a system account, the recommendation is to set the account with "password never expires". but if the account or password is changed, it can be edited in the jive admin console.


    Can we have more than one Jive SharePoint admin account based on the web application configured for Jive to consume?

    You can set different system account to each site-collection connection.


    What are the minimum permissions in AD and SQL that the Jive service account needs?

    There is no direct access to either AD or SQL. the only place to set permissions for this account is in SharePoint and for the site-collection.

     

    If a SharePoint user does not have a Jive account, what will they see in SharePoint?

    If a user does not have a Jive account then they‘ll see the web parts themselves (the frame of them) but not any content in the web part. Instead they‘ll see an error that says the user can‘t be matched, or isn‘t authorized to view content.

     

     

    Functionality (search, group creation, APIs, web parts, etc)


    How will Jive handle the migration process to 2010?

    As long as the site-ids, site-urls, and document-ids are remain the same after migration – everything should work.

    Can jive+sharepoint groups be created from the Sharepoint side at all?

    No.


    Could a pre-existing Sharepoint group be turned into a Jive + Sharepoint group?

    Yes, by connecting a new Jive group to existing SP site.

     

    What APIs are available for the Jive/SharePoint integration? E.g. building additional web parts to leverage Jive info?

    The APIs used in this integration are for internal usage on both ways and use some internal protocols and methods. Jive has something called core-api that covers most of the Jive functionality that can be used.

     

    People search in SP: do we find people in Jive as part of the results and, if so, how do we resolve conflict between the SP users and Jive user that can be found?

    The federated search feature will run a regular federated content search in the sharepoint farm (it can be filtered by scope/site/list). If sharepoint is configured to return people as part of the content search - it will be shown in the federated search tab. In the search, we show results from Jive and results from SP in different tabs so no need to resolve such conflicts.

     

    Can web parts be modified and configured or are they provided as is? How do they relate to site collections?

    The jive web-parts contain total of 4 web-parts:

    1. recent container (group/space) activity
    2. container (group/space) actions
    3. container (group/space) content
    4. container (group/space) people

    The only thing that is configurable for the web-parts is the page-size where that is available (all except actions). The layout of the web parts can be modified and overridden from the default (the default is home page with activity and actions and two other pages with content and people).

     

    Can web parts be provided in other formats like powershell and SharePoint packages?

    The web parts are part of the all solution of Jive for SharePoint and won't work outside of the framework of it.


    How do I add Jive web parts to an existing SharePoint site?

    To add the web parts, you need to edit the page and insert it like described in http://support.sherweb.com/Faqs/Show/how-to-add-a-web-part-sharepoint-2010 (step 2).


    What version of SP are currently supported?

    SP 2007 and SP 2010.


    Is it possible to see in Jive a Calendar Item created in Sharepoint?

    This is on our roadmap.

     

    Is the Jive integration with Sharepoint using the CMIS (Content Management Interoperability Services) protocol that SP 2010 and SP 2007 supports or other APIs?

    We don't use the CMIS protocol. We deploy a solution in the SharePoint web-application that contains a hosted web-service, web-parts, and some other resources. The hosted web-service communicate with SharePoint via the SharePoint c# object model that is part of the SDK (Welcome to the Microsoft SharePoint 2010 SDK).

     

    When I create a secret group in Jive, the group's name does not become the site's name in SharePoint, instead it gets called 'Jive Group XXXX' where xxxx is some number. Why?

    This is by design, to avoid exposing the name of a secret Jive group in SharePoint, where some people should not have the right to see that group.

     

    Synchronization and Indexing

     

    If I already have a Sharepoint site and I install Jive for SharePoint - can I still sync content?  How do I get the webparts?  What about the existing files?

    An existing Sharepoint site is not modified in any way when Jive for SharePoint is installed.  If you want to tie a Jive group into a Sharepoint site you can, and this creates 2 new document libraries within the Sharepoint site where new content will be created from Jive. 

     

    Yes you can sync content and you can add the webparts easily. 

    1. Navigate to the page where you want to install the Web part.
    2. Go to Site Actions - Edit Page.
    3. Click on Add a Web Part where you want to install the new part.
    4. In the Web Part list, select the part you want to install and then click on Add.
      • SP2010_Webpart_7SP2010_Webpart_8SP2010_Webpart_10

     


    How long will AD synchronization for a large number of users take?

    The number of users is not a factor here. The identity mapping is done on demand (when a user try using the web-part, when a user tried using the federated search). So each user-entry will be added only when the user does an action.

     

    How do we synchronize tags and taxonomies (categories) between Jive and SharePoint for uploaded documents? If something is tagged in SP, are the tags visible in Jive?

    Categories and tags are currently not synced between Jive and SP. In the Remote Docs tab you can narrow down the documents by drilling down into specific libraries and sub-folders.

     

    Do we automatically index everything in SP that Jive has visibility of? If so, what is the impact on the SP/Jive system for this?

    We don't. In the federated search feature - the search in SharePoint is done by-demand and run on SP.



    Remote Documents and activities

     

    How does the remote documents tab work?

    see : Remote Documents Tab


    Why do some documents appear only in the content tab and others in the remote documents tab?

    The Content tab shows only documents (or any content) that was uploaded natively into Jive. It is not meant to show documents that were uploaded directly into SP. Those documents are treated as a different content type because they must follow a different permission model and so are in their own Remote Docs tabs.

     

    Why do I sometimes see in the remote documents tab documents that were added in Jive and preview files?

    Documents, attachments and preview files from Jive are stored in hidden libraries in SP.  J4SP shows in the remote documents tab whatever the current users has access to in sharepoint. If the current user happens to be the SP site collection admin, he can see the hidden libraries  in the Remote Docs tab.


    Will SharePoint documents show up in the Recommendation Engine?

    They actually get filtered out from the recommender on purpose. To view the "Remote Document" items, there must be a SharePoint permissions check. That's not something we want or can do as part of the recommender UI so we skip the items from the recommendation engine.

     

    What are the different activity stream types?

    When remote documents are enabled we provide different levels of activity to be displayed in the activity stream.

    • Hide in Activity - remote documents will be shown in the Remote Documents Tab but no activity updates will be shown in the Unified Activity Stream
    • Show limited info in Activity - remote documents will show in the activity stream but will not show the document title, only the name of the user who created/modified the document and when. A link will be provided to the document in Jive
    • Show in Activity - remote documents will show in the activity stream, including file name, author/modifier name, and time

     

    for a complete explanation of why we might want to limit the activity data see: Remote Document Configurations