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Install Guide: Standard Management Solution

Article published on the 4th of November 2020.

Contents

1. Introduction

This is an install guide for the standard Management System in WorkPoint 365.

This article will cover:

  • Creating a SharePoint site collection to install the solution on.
  • Creating an app catalog site and uploading the WorkPoint App.
  • Step-by-step guide for using the install wizard for the solution.
  • Manual configuration.

This guide presupposes that you have already set up an Office 365 Tenant.

2. Requirements

Installing the standard Management Solution in WorkPoint requires a special installation key. This key is delivered to the customer via e-mail upon purchase of the solution. For information about purchasing the standard Management Solution, please contact the WorkPoint Sales Team at sales@workpoint.dk.

Installation of the Management Solution, and thus following this guide, also requires a user with global administrator privileges.

3. Term Store permission

Before the installation process can begin, 'app@sharepoint' needs to be added to the tenant Term Store. To do this, follow these steps:

  1. Go to your SharePoint admin center by typing "[Tenant name]-admin.sharepoint.com" in your browser URL line. For this purpose, we have created a tenant with the name "CalperITCompany", therefore, our SharePoint admin center is located at CalperITCompany-admin.sharepoint.com. Use your administration login information to log into the admin portal.
  1. In the SharePoint admin center, in the left side menu click "More features".
  1. For "Term store" click "Open".
  1. In the text field for "Term Store Administrators", type "app@sharepoint" (without the quotation marks).
  2. Click the "Save" button.

4. Creating a SharePoint site collection for the Management Solution

WorkPoint requires a SharePoint site collection to be installed on.

To create a site collection, follow these steps:

  1. Open the internet browser of your choice, and navigate to https://admin.microsoft.com/
  1. Use your Microsoft admin login information to log into the administration portal.

Successful login will take you to the Microsoft 365 admin center.

  1. Click the "Show all" button in the left side menu.
  1. In the "Admin centers" section of the left side menu, click "SharePoint".
  1. In the left side menu of the SharePoint admin center, click "Active sites".
  1. On the "Active sites" page, click "Create".
  1. In the now opened right side panel, click "Other options".
  1. For template, select "Team site".
  2. Provide a name for the site collection.
  3. Select "/sites/" from the drop down menu.
  4. Select a primary administrator for the site collection.
  5. Select a language for the site collection
  6. Expand the "Advanced settings" section and select a time zone for the site collection.
  7. Click the "Finish" button once all configurations have been made.

The site collection is now being created. When ready, the site collection will be located in the list of active sites:

IMPORTANT: Even though you can create a Team site from the front side panel, it is important to go to "Other options" and select "Team site" as template. This is because this type of Team site is created without a connection to an Office 365 group, which is required for WorkPoint to install properly on the site collection.

  1. If you need to go to the site for the Management System site collection, you can do so by clicking the URL of the site collection in the "Active sites" page.

5. Creating an app catalog and adding the WorkPoint App

In order to install the standard Management Solution, the WorkPoint App needs to be added to an App catalog site. To create an app catalog and adding the WorkPoint app, follow these steps:

  1. In the SharePoint admin center, in the left side menu, click "More features".
  1. For "Apps" click the "Open" button.
  1. In the "Apps" page, click "App Catalog".
  1. Select "Create a new app catalog site".
  2. Click the "OK" button.
  1. Provide a title for the app catalog site.
  2. Select '/sites/' from the drop down menu.
  3. Provide a Web site Address for the app catalog site. Standard procedure is to paste the app catalog title into the text field.
  4. Select a language for the app catalog site.
  5. Select a time zone for the app catalog site.
  6. Select a site administrator for the app catalog site. You can type in the initials of the administrator and click the "validate user" button.
  7. Set a Server Resource Quota. In practice this number is not important, and can generally be left at the default value of 300, or even less.
  8. Click the "OK" button to finish creating the app catalog site.

The App catalog site is now being created. Once finished, it should figure on the Active Sites list in the SharePoint admin center:

  1. Click the URL of the app catalog site to go to the app catalog.
  1. In the app catalog site, click the "Distribute apps for SharePoint" button.
  1. In the "Apps for SharePoint" page, click the "Upload" button.
  1. Click the "Choose Files" button and browse the your WorkPoint App. If you have not yet downloaded the latest WorkPoint App, you can do so by clicking this link.
  2. Click the "OK" button.

The WorkPoint App should now figure on the list of apps:

Please note that Microsoft recently re-designed provisioning of new site collections in SharePoint. This means that site collections are created much quicker than before. It does, however, also introduce new issues. One if these issues is that the site collection is made available almost immediately, but all functionality is not necessarily ready for use right away - such as uploading and installation of apps on the site collection. This may result in an error such as the one in the following image:

Frank Christensen | Microsoft Teams

This error may lead to the conclusion that there are issues with taxonomy. This, however, is not the case. This error is caused by the fact that provisioning of the site collection is still in progress. This issue is automatically resolved after the provisioning is done, which may take a couple of minutes depending on the tenant.

An administrator needs to approve the app for usage. To do this, please follow these steps:

  1. In the top right, click the cog icon.
  2. Click "Add an app".
  1. Find the app you uploaded to the app catalog in pt. 37-38 and click it. The App icon should change to the following:
  1. Click "Find out why".
  1. Click "Request Approval".
  1. Optionally add a request justification.
  2. Click the "Request" button.
  1. Next, in the app catalog site, click "App Requests".
  1. In the "App Requests" page, click the name of the app to approve.

28th of April 2020: Microsoft recently introduced an error in the approval process of apps i SharePoint. Instead of sending you to the "Approve or Reject App Request" page in pt. 47, you will be sent to the following page:

This page, however, does nothing for the approval process. I.e. no matter what you select in the "Status" drop down menu, and click "Save", the app will not be approved by this selection.

Instead, upon requesting approval of the app, an email is sent to the Office 365 tenant administrator with a link, which once clicked, approves the app. That email looks something like this:

Approving the app using the link in the email is a required step for approving the uploaded app for the time being. Thus, pt. 1 below can be skipped while this error is in effect.

For now, pt. 48-49 of this guide can therefore be skipped as long as the process described is performed instead.

  1. Optionally add a comment for the request.
  2. Click the "Approve" button.
  1. In the top right, click the cog icon.
  2. Click "Add an app".
  1. Click the WorkPoint 365 App.
  1. Click the "Trust it" button.
  1. The WorkPoint App is now being added. Once it is finished, it changes icon to the following:
  1. Hover over the newly added WorkPoint app and click the three dots.
  2. Click "Deployment" in the pop up window.
  1. In the "Managed Paths" section, select  "Sites".
  2. Click the "Add" button.

"Sites" should now be located in the box to the right:

  1. In the bottom of the page, click the "OK" button.
  1. Click the "Trust it" button.

Next, we need to add the WorkPoint app to the site collection on which the Management System should be installed:

  1. In the "Active sites" section of the SharePoint admin center, click the URL of the site collection on which the Management System should be installed.
  1. In the top right of the Management System home page, click the cog icon.
  2. Click "Add an app"
  1. Click the WorkPoint app in the list "Apps you can add".
  1. Click the "Trust it" button.

On the "Site contents" page, the WorkPoint app should now be present:

6. Installing the Standard Management Solution

This section guides you through the install wizard for the standard management system:

  1. In the "Site contents" page of the site collection on which the Management System should be installed, click the WorkPoint App. This opens the installation wizard:
  1. In the first wizard step, click "Or use a License Key".
  1. Enter the License Key provided by WorkPoint.
  2. Click the "Continue" button.
  1. From the list of available solutions, select "Management System Solution".
  2. Click the "Continue" button.
  1. Make relevant choices to customize the contents of the solution.
  2. Select a welcome page. The welcome page is the page users are first presented with when logging into the system. It is also considered the "root page" of the solution.
  3. Click the "Continue" button when all configurations are made.
  1. Various permissions are required for the WorkPoint Management System to be installed. For "Create site collections", click "Click here to consent".
  1. Log in with a user which has global tenant administration privileges.
  1. Expand the sections in the "This app would like to:" section and read what accepting these permissions gives the WorkPoint app permission to.
  2. Click the "Accept" button to consent.
  1. The text that previously read "Click here to consent" should now read "Click here to reconsent".
  2. Next, for "WorkPoint Web API" click "Click here to consent".
  1. Click the "Sign-Up!" button.
  1. Log in with a user which has global tenant administration privileges.
  1. Expand the sections in the "This app would like to:" section and read what accepting these permissions gives the WorkPoint app permission to.
  2. Click the "Accept" button to consent.

The following page should display:

  1. Even though the text for the link for "WorkPoint Web API" has not changed, the consent should work fine.
  2. For "Install App with Modern UI App", click the "Install" button. There is no install window for this. When the App has been installed, it will figure in the "Site contents" page of the SharePoint site. You can open this page in a separate tab in the browser to see when the app is finished being added. Update the Site contents page until you see the WorkPoint 365 Modern UI app:
  1. When the Modern UI App is added, click "Click here to consent".
  1. Select the first API in the "Pending Approval" list.
  2. Click "Approve or reject".
  1. In the now opened right side panel, click "Approve".
  1. Complete steps 88-90 for the Windows Azure Active Directory API in the "Pending approval" list.
  1. Once all consents have been given and the Modern UI App is installed, click the "Continue" button.
  1. Click the "license" link to review the license terms and conditions. Then check the checker.
  2. Click the "Continue" button.
  1. WorkPoint is now building your solution. This may take a while. An e-mail is sent to the administrator once the solution is ready. This process runs in the background, and the window can now be closed.

7. Manual post-building installations

After the automatic installation of the Standard Management solution, a couple of manual installations are necessary for the system to operate correctly. These steps are explained in the following sections.

   7.1. Setting up the Handbook page

The Handbook page uses the Advanced Search webpart to be able to search for documents and entities on the solution. It also enables smart navigation using  taxonomies. The setup of this page is outlined in the following sections.

First, we need to map one of the managed metadata properties created by the automated installation script which installed the solution. To do this, follow these steps:

       7.1.1. Mapping properties

SharePoint admin center - Google Chrome
  1. In the SharePoint administration center, click "More features".
SharePoint admin center - Google Chrome
  1. In the More Features page, for "Search" click "Open".
Search Administration - Google Chrome
  1. In the Search page, click "Manage Search Schema".
Managed Properties - Google Chrome
  1. In the "Managed Properties" tab, perform a search for "business".
  2. Click the "owstaxIdwpBusinessProcess" result.
Managed Properties - Google Chrome
  1. When the "owstaxIdwpBusinessProcess" result is clicked, click the "Edit/Map Property" button.
  1. In the edit page for the property, scroll to the bottom and click "Add a Mapping".
Edit Managed Property - owstaxIdwpMSBusinessProcess - Google Chrome
  1. In the "crawled property selection" window, perform a search for "business".
  2. In the list of search results, select the "ows_taxId_wpMSBusinessProcess" result. Note that the creation of this crawled property is automated by Microsoft and may take up to 72 hours from solution installation before appearing. If this property does not appear when searching for it, please allows more time for it to be created and try again later.
  3. Click the "OK" button.

The crawled property should now appear in the list of mappings for the managed property:

  1. Click the "OK" button to finish editing the managed property.

       7.1.2. Locating the Unique Identifier of Business Process term set

The unique identifier for the Business Process term set is needed in the further configuration of the Handbook page. There, we need to be able to find it in the term store. This section describes how to locate the unique identifier of the Business Process term set.

SharePoint admin center - Google Chrome
  1. In the SharePoint Admin Center, click "More features".
SharePoint admin center - Google Chrome
  1. In the "More features" page, for Term store, click "Open".
Term Store Management Tool - Google Chrome
  1. In the "Term Store" page, locate and select the "Business Process" term set.
Term Store Management Tool - Google Chrome
  1. In the "General" tab, locate the unique identifier in the bottom of the section. Either copy this identifier to the clipboard, or write it down for later reference.

       7.1.3. Creating the Handbook search setting

A Search Setting for the handbook is set up in the WorkPoint Administration:

WorkPoint365 Administration - Google Chrome
  1. In the WorkPoint Administration, in the left side menu click "Search settings".
Edit search settings - Google Chrome
  1. In the "Search settings" page, click "Add search setting".

For specific information about the various configuration options regarding Search Settings and Advanced Search, please visit this article.

  1. Enable "Show in Express panel.
  2. Set the search setting to primary.
  3. Provide the search setting the the name "Handbook".
  4. Set the operator to "Starts with".
  5. Set the "Type" to "Document search".
  6. Set the URL to the icon which you wish to use for this search setting tab.
  7. Keep the "Page size" at 30.
  8. Keep the "Ordering" value at default. In this example it is 3.
  9. Paste the Unique identifier for the Business Process term set. The process of locating this identifier was shown in section 7.1.2.
  10. For "Term set Managed Property", select the managed property "owstaxIdMSBusinessProcess". If you do not see this property in the drop down menu, head back to the Search Settings page, and click this link:

Keep in mind that the "owstaxIdMSBusinessProcess" property may not show up if it is not mapped as shown in pt. 102 - 105.

  1. Add a new result group and provide it with the name "Process Documents".
  2. For "Base Query", type in "contentclass:STS_ListItem_DocumentLibrary". This makes sure the search is performed only in document libraries.
  3. Click the "Save" button.

       7.1.4. Creating the Process Documents Column Group

In this section, we will create a column group for process documents, to be used in the Handbook search setting.

Edit search settings - Google Chrome
  1. In the Search settings page, click "Add column group".

This opens the "Add column group" page:

  1. Provide a name for the new column group. In this example, we have selected "Process Documents".
  2. We have added a set of columns we wish to display when using this column group. If a result group for a search setting uses this column group, the fields selected here will be shown for the search results. Note that in this example, we have added various mapped properties which displays information such as The language and document category.
  3. Columns can be added to the configuration by first selecting the column in the "Add column" field, and clicking the "Add" button.
  4. Once the configuration is complete, click the "Save" button to save the configuration.

The column group should now appear in the list of column groups in the Search settings page:

We can now use this column group in combination with the previously created Search Setting:

  1. For the Handbook search setting, click "Edit".
  1. In the result group, for "Column group", select the column group that was just created.
  2. If you have configured any refiners you wish to add, you can do that in the "Refiners" column.
Edit search setting - Google Chrome
  1. Scroll to the bottom and click the "Save" button.

For additional information on how to configure Search Settings, please visit this article.

For additional information on how to configure the Advanced Search webpart, please visit this article.

       7.1.5. Creating the Handbook page

Next, we will create a new page on the WorkPoint solution and add the Advanced Search web part.

ManagementSolution - Management System - Google Chrome
  1. In the root site of the solution, in the top right click the settings icon.
  2. In the side menu, click "Site contents".
Site Contents - Google Chrome
  1. In the Contents list, click "Site Pages".
ManagementSolution - Site Pages - By Author - Google Chrome
  1. In the "Site pages" page, click "New".
  2. Click "Site Page".
  1. Provide the page with the name "Handbook".
  2. Remove the name of the page creator by clicking the "X" for the field.
  3. Set the comment section on the page to "Off".
  4. Click the "Edit" button for the header web part.
https://bubbleboxcompany.sharepoint.com/sites/ManagementSolution/SitePages/Handbook.aspx?Mode=Edit&source=https%3a%2f%2fbubbleboxcompany.sharepoint.com%2fsites%2fManagementSolution%2fSitePages%2fForms%2fByAuthor.aspx - Google Chrome
  1. In the editing side panel, set the Layout to "Plain".
  2. Set the Alignment to "Center".
  3. Close the editing panel by clicking the "X".
Handbook - Google Chrome
  1. Click the "+" icon below the header web part to add a new web part below it.
Handbook - Google Chrome
  1. In the list of web parts, add the "WorkPoint 365 - Advanced Search" web part.
  1. For the newly added web part, click the "Edit" button.
Handbook - Google Chrome
  1. Select "Handbook" as the pane to show.
  2. Close the editing panel by clicking the "X".
Handbook - Google Chrome
  1. Click the "Republish" button.
  1. Copy the URL address for the Handbook page.
Handbook - Google Chrome
  1. In the left side navigation panel, click "Edit".
Handbook - Google Chrome
  1. Add a new navigation button above the "Organization Information" button by hovering your cursor in the area and click the "+" button.
Handbook - Google Chrome
  1. In the Address field, insert the URL of the Handbook page.
  2. Set the Display name to "Handbook".
  3. Click the "OK" button.
Handbook - Google Chrome
  1. In the bottom of the left side navigation panel, click the "Save" button.

The Handbook page is now set up. If you wish to add various images and icons or further tweak the page, please visit this article for more configuration examples and information.

   7.6. Moving and creating site columns

       7.6.1. Moving site columns

Some site columns are created in the "WorkPoint Management System Columns" group. These need to be moved to the "WorkPoint Site Columns" group instead. This is due to the fact that these site columns are used for the Numerator Service on the solution. Follow these steps:

MyManagementSystem - Management System - Google Chrome
  1. In the home page of the solution, click the "Settings" icon in the top right of the page.
  2. Click "Site information".
MyManagementSystem - Management System - Google Chrome
  1. Click "View all site settings".
Site Settings - Google Chrome
  1. In the "Site Settings" page, in the "Web Designer Galleries" section, click "Site columns".
Site Columns - Google Chrome
  1. In the list of site columns, scroll down until you reach the "WorkPoint Management System Columns" and click the "Audit ID" site column.
Change Column - Google Chrome
  1. Click the "Existing group" drop down menu.
  2. Select the "WorkPoint Site Columns" group.
Change Column - Google Chrome
  1. Scroll to the bottom of the page and click the "OK" button.
Change Column - Google Chrome
  1. In the dialogue, click "OK".

Repeat this process for the following site columns, all located in the "WorkPoint Management System Columns" group:

  • Document ID
  • NC ID
       7.6.2. Creating site columns

One site column needs to be created. Follow these steps:

MyManagementSystem - Management System - Google Chrome
  1. In the home page of the solution, click the "Settings" icon in the top right of the page.
  2. Click "Site information".
MyManagementSystem - Management System - Google Chrome
  1. Click "View all site settings".
Site Settings - Google Chrome
  1. In the "Site Settings" page, in the "Web Designer Galleries" section, click "Site columns".
Site Columns - Google Chrome
  1. In the "Site Columns" page, click "Create".
  1. For "Column name", enter "wpMSExternalAuditor".
  2. For "Type", select "Person or Group".
  3. For "Group", click the "Existing group" drop down menu and select the "WorkPoint Management System Columns" group.
Create Column - Google Chrome
  1. Leave all other settings default and scroll down to the bottom of the page and click "OK".
Site Columns - Google Chrome
  1. Locate the newly created column in the list of site columns and click it.
  1. Rename the column to "External Auditor".
Change Column - Google Chrome
  1. Scroll to the bottom and click "OK".

Now navigate to the WorkPoint Administration for the solution:

  1. In the WorkPoint Administration, click the Audits icon. This takes you to the Audits list.
MyManagementSystem - Audits - All Audits - Google Chrome
  1. In the "Audits" list, click the Settings icon in the top right of the page.
  2. Click "List settings".
List Settings - Google Chrome
  1. In the "Columns" section, click "Add from existing site columns".
Add Columns from Site Columns - Google Chrome
  1. Select the "WorkPoint Management System Columns" group.
  2. Locate the "External Auditor" column and select it from the "Available site columns" list.
  3. Click the "Add" button. The "External Auditor" site column will move to the "Columns to add" list.
  4. Click the "OK" button.

   7.7. Security configuration

In the following sections, we will configure the security setup for the standard Management solution.

       7.7.1. Creating SharePoint groups

Three custom SharePoint groups are required to be set up for the security system to function as intended. Follow these steps:

MyManagementSystem - Management System - Google Chrome
  1. On the "Home" page of the solution, click the Settings icon in the top right of the page.
  2. In the Settings menu, click "Site information".
MyManagementSystem - Management System - Google Chrome
  1. Click "View all site settings".
Site Settings - Google Chrome
  1. In the "Site Settings" page, click "People and groups".
People and Groups - Google Chrome
  1. In the "People and Groups" page, in the left side menu click "More...".
People and Groups: All Groups - Google Chrome
  1. Click the small arrow for the "New" button.
  2. Click "New Group".
  1. Name the group "Company Management".
  2. Optionally create a description for the group.
  3. Set a group owner.
  4. Leave the "Group Settings" and "Membership Requests" settings default.
  5. In the "Give Group Permission to this Site" section, check the "Read" checker.
  6. Click the "Create" button.

Perform the same steps and create the following SharePoint groups:

  • Management System Owner
  • Management System Employee
       7.7.2. Configuring Organization Information security

In this section we will configure security for the Organization Information list.

MyManagementSystem - Management System - Google Chrome
  1. In the "Home" page of the solution, click the Settings icon in top right of the page.
  2. Click "Site contents".
Site Contents - Google Chrome
  1. In the "Site Contents" page, for the "Organization Information" list, click the "Show actions" button.
Site Contents - Google Chrome
  1. Click "Settings".
  1. In the "Organization Information" settings page, click "Permissions for this document library".
Permissions: Organization Information - Google Chrome
  1. In the "Permissions for this document library" page, in the "Permissions" tab, click "Stop Inheriting Permissions".
Permissions: Organization Information - Google Chrome
  1. Click the "OK" button for the information dialogue.
  1. Remove all groups from the list, except the ones shown in the image.
Permissions: Organization Information - Google Chrome
  1. Select the "Company Management" group by clicking the checker for the group.
  2. Click "Edit User Permissions".
  1. Uncheck "Read".
  2. Check "Contribute".
  3. Click the "OK" button.
  1. The security setup should now have the "Company Management", "Management Employee", and "Management System Owner" groups with "Contribute", "Read", and "Read" permissions, respectively.
  2. Now click the "Grant Permissions" button.
Permissions: Organization Information - Google Chrome
  1. In the "Share 'Organization Information" and its contents" window, input the group called "Everyone except external users".
  2. For "Permission level", click the drop down menu and select "Read".
  3. Click the "Share" button.
  1. After refreshing the page, the security setup for the "Organization Information" list should now look like this.

This concludes the security configuration for the "Organization Information" list.

       7.7.3. Configuring Business Process module security

In the following section we will configure security for the Business Process module.

MyManagementSystem - Management System - Google Chrome
  1. In the Standard Management solution, click the "Home" button.
  2. Click the cog icon to access the WorkPoint Administration.
WorkPoint365 Administration - Google Chrome
  1. In the WorkPoint Administration, click the header of the "Business Process" business module.
  2. Click "Security Settings".
  1. Set both "Business module entity" and "Business module entity site" to "Use security rules".
  2. Click the "Save" button.

The following security matrix is used for the security configuration for the "Business Process" module:

MmgtSystem - Løsning ekstra konfig.docx - Word

The following images show the configuration of the first entry in the Matrix - the "Company Management" entity configuration:

Edit security settings for Business Process - Google Chrome
  1. In the "Security rules" section, click "Add security rule".
  1. The security rule is set to "Active".
  2. "Type" is set to "Static", so that a person/group can be used for the rule.
  3. "Scope" is set to "Entity" as per the security configuration matrix.
  4. The "Company Management" group is selected for the security rule.
  5. The "Company Management" group will be grated "Read" permissions for the Entity.
  6. Click the "Save" button to save the security rule.

The main security configuration page should now display the rule created:

  1. More security rules can be created by clicking the "Add security rule" button. All rules in the security configuration matrix must be set up. For general information about how to configure security in WorkPoint 365, please visit this article.
       7.7.4. Configuring Nonconformities module security

The configuration of security for the Nonconformities business module is set up in the same way as the Business Process module.

The security matrix for the Nonconformities module is the following:

MmgtSystem - Løsning ekstra konfig.docx - Word

Note the permission level for the "Everyone except external" group called "Contribute, no delete". This permission level must be created manually and should have all the same permissions as the standard "Contribute" permission level, except the "delete" permissions.

Also note that the "Everyone except external" group should only have the "Contribute, no delete" permissions when a nonconformity is in the "Registered" stage. Else the group should have "Read" permissions. This can be achieved by using activation conditions. Visit this article for more information.

       7.7.5. Configuring Audit module security

The configuration of security for the Audit business module is set up in the same way as the Business Process module.

The security matrix for the Audit module is the following:

MmgtSystem - Løsning ekstra konfig.docx - Word
       7.7.6. Configuring KPI module security

The configuration of security for the KPI business module is set up in the same way as the Business Process module.

The security matrix for the KPI module is the following:

MmgtSystem - Løsning ekstra konfig.docx - Word
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