Microsoft SharePoint

Keep Your Construction Data Safe with Microsoft 365 Permissions – Part 2

Tips from the Field | November 10, 2023

In part 1 of this three-part series on Microsoft 365 permissions, we discussed Microsoft 365 admin roles and application-specific permissions. Part 2 of this series will focus on Microsoft SharePoint Online permissions management. SharePoint brings another level of permissions management to Microsoft 365 applications, which is why we are keeping this topic separate.

Think of SharePoint as the database for Microsoft 365 applications. Microsoft Teams, Microsoft Planner, and Microsoft Lists store data in SharePoint lists and libraries. You can thus extend the default permissions from the app level through the underlying SharePoint site permissions.

This article will discuss SharePoint permission levels and groups and how you can modify them to help manage overall project permissions.

Structure of SharePoint Permissions

To understand permission controls within SharePoint, you must first understand SharePoint permissions levels.

SharePoint Permission Levels

Permission levels navigation link from the advanced permissions settings

Permission levels enable users to perform specific tasks. Permission levels are assigned to permission groups or can be assigned to a user directly (not recommended). The permission levels that we typically see on construction projects are the following:

Full control - Enables users to view, add, update, delete, approve, and customize items or pages on the website. This level is typically reserved for just the SharePoint admins since this level could delete entire pages and libraries.
Read – Enables users to view pages, list items, and download documents. This level is suitable for managers and external stakeholders viewing but not modifying data.
Contribute - Enables users to manage personal views, edit items and user information, delete versions in existing lists and document libraries, and add, remove, and update personal Web Parts. You typically assign this level to users who add and upload data. This level is most common for construction team members sharing files and forms.

You can create and modify permission levels from the advanced permissions settings menu if you are a site owner or have full-control permission.

Default Permission Levels

Lydon Solutions typically adds a custom permission level to projects, and we name it “Contribute No Delete” to accommodate external contractors. This custom level allows users to upload but not delete records, which is handy when sharing files between internal and external stakeholders.

Uncheck "delete items” in the permission level settings to create a new “Contribute No Delete” level.

SharePoint Permission Groups

Permission groups are containers where you can assign a permission level and users. You can add a permission group to an entire SharePoint site, and its permission level would be inherited across every artifact (list, library, folder, and record) in the site. Alternatively, you can break inheritance and assign a different permission level to a group or user for individual SharePoint artifacts.

As with any other Microsoft 365 application, there are default permission groups available:

Site owners – Site Owners can manage site permissions, add and delete artifacts, edit site settings, and change site themes. This group has the Full Control permission level assigned in SharePoint.
Site members – Site Members can add and delete records in lists and libraries. This group has the Contribute permission level assigned in SharePoint.
Site visitors – Site visitors can see site content but not edit it. This group has the Read permission level assigned in SharePoint.

SharePoint Default Permission Groups

These default permission groups are automatically assigned to every artifact on the site and will be added to every new artifact you create. This means that while site visitors cannot edit content, they can still see everything in the site, which might not be ideal if you share the site with external users and have sensitive documents on your site.

For sites with external contractors, you will want to create new named permission groups and possibly a new permission level to control project permissions. You can add new permission groups from the advanced permission settings.

Advanced permission settings – Create a Permission Group

Also, instead of every user having access to all of the content on the site, you will most likely want to break inheritance (permissions) for specific artifacts. To change the permissions for each artifact, go to the library settings menu, select permissions, and click Stop Inheriting Permissions.

Library Permission settings – Stop Inheriting Permissions

At this point, you should have a general idea of permission levels and groups. Please be aware that most projects have different permission levels and group needs, but here are a couple of examples of what you might have on a construction project for owner-project managers and external contractors:

Owner-Project Managers:

Permission group name: Owner Project Manager.
Permission level: Contribute.
Assigned: Site level.
Scope: Project Managers can add and delete list items and documents across the entire site.

External Contractors:

Permission group name: Contractor.
Permission level: Contribute No Delete.
Assigned: Contractor Document Library.
Scope: Access to only the Contractor Document Library to upload files but not delete anything.

This article is just the tip of the iceberg regarding SharePoint permissions. SharePoint permissions can get pretty complex, and you might end up with a spiderweb of assigned permissions. If you need help with permissions or just setting up your projects in Microsoft 365, you can reach out for a free one-hour consultation here.

For Part 3 of this series, we will be covering file sharing. While this is the easiest way to assign permissions at a folder or file level on a case-by-case basis, we wanted to get the concepts of permissions management in Microsoft 365 out of the way first. Stay tuned.

Check out more blogs from Keep Your Construction Data Safe with Microsoft 365 Permissions

Keeping it Simple: Cost Report Using Microsoft 365 Lists

How-To | October 3, 2023

Many construction organizations have transitioned to Microsoft 365 but might not leverage all the applications included in their subscription. Microsoft Lists is an often overlooked application that can provide unique features for tracking project deliverables such as issues, asset management, action items, and even a simple cost report. Read on to learn how to build a simple cost report using Microsoft 365 Lists.

What is Microsoft 365 Lists?

Lists is a Microsoft 365 application that allows you to create a configurable data grid, with multiple views, that can be shareable with your team members. Lists is a modern application that stores its data behind the scenes in good old-fashioned SharePoint lists. Within Lists, you can view all the lists from all the SharePoint sites you can access. The benefit of having the separate Lists application is that users don’t have to go to every SharePoint site to create or find the needed list.

Let’s create a cost report!

Let’s create a simple cost report list to demonstrate how easy Lists is to use.

Navigate to the Lists app in Office.com, click New List, and select a Blank List.

You can name your list “CostReport” and add some basic theming.

Select where to save the list. You can save your list to an existing SharePoint site or My Lists, which is saved to a SharePoint site that is automatically created for you, and you can get to My List directly through OneDrive. For this exercise, select My Lists to save your data. Note: If you intend to extend the functionality of this simple cost report, I recommend choosing a SharePoint site to save your data instead of My Lists.

Create Columns

Once you create the list, you can begin creating columns. Note: The title field is automatically created. Consider using cost code/WBS name as the title.

For your cost report’s actual cost code field, you could create a column and name it CostCode. Select “choice” as the field type and add each corresponding WBS/cost code identifier choice.

For each financial column of your cost report, create currency columns:

To calculate fields such as budget or forecast variance, create calculated columns. Calculated columns are not readily apparent from within the Lists “create a column” menu. You have to select “see all column types” and click next, which then navigates you to a SharePoint list settings create column menu

From the SharePoint list settings “create column” menu, select calculated for the “type of information in this column” and select currency as the “data type returned from this formula.”

Formulas allow you to select columns that you have previously created in your list and add them to a calculated column. Here is a list of common formulas you can use for a calculated column.

You are going to want to create your variance columns using calculated fields.

Once you create all the columns you need to track your project costs, click New to add records for each row of your cost report.

From the SharePoint list settings “create column” menu, select calculated for the “type of information in this column” and select currency as the “data type returned from this formula.”

While every cost report for every project can be different, we created a simple cost report so you understand how it can be built and customized.

Sample of a simple cost report:

Title = WBS/code description text field
CostCode = choice field
Budget, commitment, spends, and forecast are currency fields
ForecastVariance and BudgetVariance are calculated columns
- ForecastVariance = PreviousForecast-Forecast
- BudgetVariance=Budget-Forecast

Going outside the box

If you are looking for something a bit more complex than a simple cost report using Lists, you could extend the functionality further by incorporating other Microsoft 365 applications into your solution. For example:

Integration from your financial systems for commitments and spends using Power Apps and Power Automate workflows.
Standardized WBS/cost codes across cost reports using SharePoint site columns for consistent reporting.
Build Power BI reports for slicing and dicing the cost report data.
Automatically save cost reports by period and compare variances between periods using Power Automate to copy the list and update the PreviousForecast column.

We hope this simple cost report exercise provides an easy way to spin up a straightforward tracking tool for your project. If you need help customizing Lists to your specific project needs or need help with Microsoft 365, you can contact us for a free consultation.

If you need a more robust solution for Microsoft 365, you can request a demo of Construction Viz, our enterprise construction management solution that can be deployed to your Microsoft 365 tenant.

Visualize Your Project Data with Microsoft Lists Calendar View (constructionviz.com)

The Great Metadata Convergence with Microsoft Teams, SharePoint, and OneDrive

How-To | February 16, 2023

Microsoft is unifying metadata handling between Teams, SharePoint, and OneDrive. Here is what you need to know.

What is metadata?

First, let’s start with a definition. Metadata is “data that provides information about other data.” In the case of SharePoint, metadata can include using the term store or adding unique columns to lists and libraries. The advantage of metadata over folders is that you gain more robust search and reporting capabilities.

What’s the issue with folders?

Organizing by folders is popular because it builds on the familiar. File folders are similar to how we store paper documents in file cabinets. Folders also mirror a standard shared drive. So, users find this approach intuitive and easy.

One downside of folders is upkeep. Documents have to be moved from one folder to another to be re-classified. The organization scheme of several levels of folders can be confusing. Documents can get misfiled in incorrect or redundant folders over time.

Here’s an article that further explains the topic - 3 Ways to Organize Your Documents in SharePoint - Lydon Solutions

How does metadata currently work with Teams, OneDrive, and SharePoint?

Microsoft Teams, OneDrive, and SharePoint are three applications in Microsoft 365 where you can effectively manage documents. Until recently, each application has its strengths and weaknesses regarding file organization:

The Teams application is great for collaborating and has a files tab in a channel where you can upload files into folders. However, you could not add metadata.
OneDrive has a local client that allows for working with files offline. It is also easy to use and navigate since it has an explorer-like view that we all know from a PC, but it also lacks metadata.
SharePoint is an enterprise content management system (ECMS) that provides the ultimate flexibility to use metadata and folders for lists and document libraries.

What has changed with metadata in Teams, OneDrive, and SharePoint?

With this recent Microsoft 365 update, Teams, OneDrive, and SharePoint can share metadata, not just folders. If I add columns in the files tab of a Teams channel, those columns will appear in SharePoint and OneDrive. If I add columns in the SharePoint Documents library, they will be available in Teams and OneDrive. At this point, you cannot add columns (metadata) in OneDrive, but you can view them. Also, you can now create views in Teams using metadata linked to SharePoint, keeping both systems in sync. Let’s get into why this update is important.

Teams adding columns to a files tab for a channel

SharePoint adding columns in the Documents library

OneDrive viewing columns from a Documents library

What’s the big deal with this metadata change?

Metadata is critical to organizing files more consistently. Until now, metadata was only useful in SharePoint since you couldn’t add or view it in Teams or OneDrive. This update keeps all three applications in sync with both folders and metadata when you use the Documents library. You are not restricted to just using folders!

Also, you don’t need to manually sync the Documents library across Teams, OneDrive, and SharePoint for this to work; Microsoft does this for you automatically. If you check out one of our recent posts, Microsoft 365 OneDrive and Teams for Your Construction PMIS (lydonsolutions.com), you will see how Microsoft has done this behind the scenes.

Great news, but there is a catch

Unfortunately, you currently cannot see the metadata if you are using the mobile apps for SharePoint, Teams, and OneDrive.

Also, this metadata feature is related to the SharePoint Documents library created when you create a new Team. To use other SharePoint libraries to manage metadata, you must manually link to that SharePoint site from Teams or OneDrive.

Take away

In summary, by making metadata available across Teams, OneDrive, and SharePoint, Microsoft has brought all three applications closer together for document management with fewer trade-offs. So, deciding where you want to manage your project documents is not an either-or application decision. You could start in Teams and use SharePoint or OneDrive at a later date based on the use case without having to give up search and reporting.

Microsoft 365 is a powerful platform for managing all aspects of your business and operations. Due to its scale and breadth, it can be a little intimidating. You can reach out to Lydon solutions for a free one-hour consultation where we can help you on the right path for your organization.

Microsoft 365 for Construction Management Case Study Part 2: Project Online

Case Study | November 7, 2022

This article is part two of our case study examining how we helped one of our clients manage their construction projects better with Microsoft 365. If you have not read the first installment, you might want to check out part one of the case study before proceeding.

The client in this case study contracted Lydon Solutions to develop a Microsoft 365 project management solution for a multi-billion-dollar program with over eighty active projects. In our first post, we outlined the client’s project needs, including how they currently handled these tasks and how we planned to help them improve their workflows with Microsoft 365 and its related applications.

One primary requirement of our client was integrating Microsoft Project into their overall project management solution. This article will detail our approach to creating a solution centered on Project.

A quick primer on Microsoft Project

Before we get into our client’s challenge, it might be helpful to review the evolution and status of Microsoft Project since the nuances affect the solution you can implement.

Microsoft Project is several different applications rolled into one:

Microsoft Project desktop application

The desktop version of Project is the application we all have used for years. Most construction companies have Project Standard or Project Professional installed locally on their computers.

The desktop version of Project is the most feature-rich version of the application but is not connected to the internet unless you pay for a Project Online subscription (see below). You need the more robust Project Professional to create complex schedules (beyond predecessor logic) and assign organizational resources and custom fields. You can do project-specific reporting in either desktop version of Microsoft Project.

Microsoft Project Online (Project Web App or PWA)

Microsoft Project Online is the web-enabled version of the application. With this version, you can manage a portfolio of projects, create Microsoft Project and SharePoint templates and sites, create and share company resources and custom fields, implement timesheets, and connect to the desktop Project application.

You can update schedules in PWA, but the functionality is limited to predecessor logic. You need Project Standard or Professional for more complex scheduling, organizational resource management, custom fields, and project-specific reporting. Note: PWA schedules do not integrate with Project for the Web (described below) since the app stores schedule data in SharePoint sites. You need Power BI to do multi-project reporting.

Microsoft Project for the Web (PFTW)

Microsoft Project for the Web is a more flexible, dynamic, and modern scheduling version of Microsoft Project. PFTW appears to be the future of Microsoft Project, but the development roadmap has been moving at a glacial pace.

Organizations trying to use both PWA and PFTW can confuse users since PFTW is a lightweight scheduling tool that looks and behaves differently than PWA, but both are considered Project Online. PFTW has similar functionality as PWA, but it does not integrate with PWA schedules or schedules made in the desktop version. PFTW is a stand-alone modern application that stores data in the dataverse, not SharePoint. You need Power BI to do multi-project reporting.

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Now that we got that out of the way, you can see why the complexity of the Project ecosystem and how the various features and differences between the versions can create additional challenges when trying to develop a solution.

How our client used Microsoft Project

Our client was using Microsoft Project Online (PWA) to manage their portfolio of projects. The other factors we had to consider included the following:

The client’s project managers (PMs) did not want to use Project to update their schedules and instead leveraged construction coordinators to provide schedule updates on their behalf. Management wanted to change this behavior so that PMs were responsible for their updates but the solution needed to be as easy as possible.
The PMs did not have the desktop version of Microsoft Project to update schedules.
The PMs wanted to use Project for cash flow forecasting across projects.
The PMs wanted weekly reporting on all scheduled milestones and late tasks by Project but had not set up zero-duration milestones in their schedules.
There were over 80 active projects in their Project Online project center

Our approach to making Microsoft Project the core of the client’s solution

From experience and discussions with the client, we knew that email was the easiest way for PMs to update schedules.

We designed a solution to aggregate project schedule and task data across all projects from PWA into a centralized SharePoint list daily. We developed a Power Automate workflow to send emails with adaptive cards to the PMs when their tasks were due so that they could update them in Outlook without having to go into Project. The SharePoint list received the task updates, and another Power Automate workflow processed the updates back into PWA. Other parts of the solution leverage this same SharePoint list, providing a single source of truth for projects without users needing to interact with the Project application. We will explain further in a future post.

Next, we needed to use Project schedules for cash flows. For this, we had to be able to assign a cash flow resource to the schedules. Doing so would allow the schedules to drive the cash flow amounts. So, we created new cash flow enterprise resources for the organization in the PWA resource center. We created both budget and generic resource types. We established cost budget resources as the overall project budget at the project summary level (task 0) in Project. We used cost generic resources to assign the cash flow amounts for cash flow milestone activities at the task level.

We then created new cash flow milestones in Project with the schedule logic of how pay apps would be submitted and approved. Since cost generic resources represented our budget at the task level, the actual cost would update automatically when a user marked a cash flow milestone task as 100% complete.

For reporting, we leveraged Power BI to provide cross-project cash flow reports. There is a Power BI web app connection that you can leverage to access PWA data. This connection includes the Microsoft Project data lists so you can generate reports in Power BI. We’ll get into the details of how we developed the reports in a future post.

Do more with Microsoft 365 and Project

Find out how to take Microsoft 365 and Project to the next level by submitting a free consultation request. If you prefer a turnkey project management solution powered by Microsoft 365 and SharePoint, check out Construction Viz and our extensive lineup of construction apps.

Track construction project issues and tasks using Microsoft Lists

How-To | March 21, 2022

Microsoft 365 Lists is a simple and easy-to-use application that can help you keep up with all the items you need to track on a construction project. Read on to understand how Lists work and some considerations when implementing the tool on your next project.

Microsoft Lists is an app within Microsoft 365 that allows you to create a configurable grid of data shareable with your team members. You can use it to track just about anything on a construction project, from action items to submittals. Lists might be the right solution if you are looking for a simple way to collect data and share it with your project teams.

Microsoft Lists UI

Microsoft released Lists in 2020 as a separate but still connected app to SharePoint. While Microsoft has upgraded the UI for the app, the underlying settings menu system remains the same as the SharePoint List app. There are web-based, desktop, and mobile versions (for iOS now and Android soon) of the Lists app so you can interact with the data across all of your devices.

SharePoint List Settings

As it relates to construction, Lists is excellent for spinning up a quick issue tracker or simple item/asset tracker with data viewable in a grid UI. The app has all the features you would find in a SharePoint Lists, including adding custom forms, workflows, and reports by leveraging Microsoft 365 Power Platform (Power BI, Power Apps, and Power Automate), which deeply integrates into the Lists menu system.

Lists integration with the Power Platform

Create your first list with Microsoft Lists

You can create your lists from SharePoint, the List app, or even Microsoft Teams. To add a list within Microsoft Teams, click "add a tab" and select the Lists app (see screenshot below).

Microsoft Lists app in Teams

To create a list from the Lists app, click "Create a List." You have the option of selecting different list types, including an empty list, a list from Excel, an existing List, or a template. Once you choose a list type, you will have the option to save the data to either SharePoint, Teams, or your personal storage.

If you want to customize the list further, the cog in the upper right-hand side of the screen displays the settings. Since Lists operates on top of Microsoft SharePoint, the cog directs you to the familiar SharePoint list settings page, where you can add columns, grouping, filters, and sort your list as needed.

List types available in Microsoft Lists

List types and how to use them for construction projects

Blank list

If you want to start from scratch, you can name the list and configure it as needed. This approach might be best if you are still brainstorming the columns (metadata) you would like to track or don’t want to use the list templates available.

List from Excel

If you have an Excel file that you have been using to manage issues on a project, you can upload your existing Excel file into a list. To do this, you must first create a table within the Excel file to identify what rows and columns you want to upload. You can let Lists assign column types to the data, such as single line of text, number, etc., or you can edit the table when it is uploaded.

Defining the correct column types is critical to ensure the list behaves as you intended if you want to group and summarize values which won't work if the column is a single-line text field. The column names will be used from your Excel table by default, but you can change these before importing the data. Note: if you take this approach, SharePoint will assign internal columns names using the convention field_n, where n is a sequential number for the list columns from left to right. Meanwhile, the 'real' column names you assigned will display on the list. Remembering this detail is important because in many cases (such as Power Automate, Power BI, and PnP, for example), you need to know the internal names to interact with the list.

From an existing list

If you have already built out a list, like an issue tracker, you might not want to create a new one for every project. You can re-use an existing List that resides in a SharePoint site or Teams. Note: Be aware that although document libraries are also lists, you cannot connect the Lists app to a document library!

List from a template

Microsoft Lists has several pre-defined templates that are available to use as a starting point, such as issue tracker, asset manager, and content scheduler. You can also create your own list templates that you might want to make a standard across your projects.

What to consider before using Microsoft Lists for construction projects

While Lists is an app that users can access directly, you can also create and share lists through SharePoint or Teams. Don't forget to consider how lists get updated and how users generate reports as part of the overall solution.

Microsoft Lists allows users to attach files to lists. Depending on the complexity of the list solution needed, you may want to have attachments stored separately in a location where you can better manage them, such as a SharePoint document library or OneDrive.

Microsoft is looking to release a new stand-alone version of Lists that does not require a Microsoft 365 license. So, if you like Lists but don't want to have to pay for a Microsoft 365 subscription, you might be able to save some money by waiting for this version to be released. This stand-alone version is now in preview, and you can take a look here: Try Microsoft Lists with your Microsoft account Preview.

If you are using Microsoft 365, then the Lists app is a no-brainer for simple tracking. There are many different uses for Lists that can benefit a construction project. Give it a try!

Also, if you need help setting up Microsoft 365 to manage your construction projects, you can check out this three-part blog article series or reach out to us directly for a free consultation.

Got Microsoft 365? Use it to Manage Your Construction Projects

Construction Viz News | February 14, 2022

If you have Microsoft 365, it’s a no-brainer to leverage your investment to manage your construction projects. Unfortunately, most organizations don’t have the time or resources to build even small construction-specific solutions in-house, never mind a complete project management information system (PMIS).

Construction Viz makes it easy to manage projects in Microsoft 365

Construction Viz is a powerful and flexible construction project management software solution optimized for YOU and your workflows. We designed it to include everything you need to manage your construction projects, including document management, dashboards, reports, forms, workflows, and more.

Construction Viz features include:

Can be delivered as a hosted solution or deployed to Microsoft 365
Extensive catalog of construction applications for any size project
Powerful reports and dashboards
Responsive on any device
Offline capable
Built-in integration with Microsoft 365
Full construction document management

Construction Viz is available in the cloud, on-premise, or as à la carte apps for Microsoft 365 and SharePoint.

What makes Construction Viz different from every other PMIS on the market?

Construction Viz is an enterprise PMIS for Microsoft 365. It has all the features you need to manage your construction projects at less cost than competitors because it can be deployed into your Microsoft 365 tenant.

Construction Viz is all about providing organizations with the ability to choose where and how they want to work.

Construction Viz gives you the power to decide each of the questions below.

Where do you want to work?

Construction Viz empowers you to work where and how you prefer:

Construction Viz can be deployed to your Microsoft 365, on-premise SharePoint, or hosted in Lydon Solutions’ data center. We can even deploy your uniquely configured solution to other Microsoft 365 tenants (owners, contractors, etc.).
Want to work offline without an internet connection? Not a problem. Because Construction Viz is a progressive web app (PWA), the entire solution can go offline.
Want to work entirely in email or Microsoft Teams? We can extend the functionality of Construction Viz using adaptive cards, so you don’t even have to log in to the application.

What features do you want in your PMIS?

Construction Viz lets you decide which features you need:

Unlike most PMIS systems, where you only use 10% of the product but pay 100% of the cost, Construction Viz is app-based, so you only pay for the apps you need.
We have a full suite of construction apps for any size project, from an owner to a contractor across any sector.
Want a custom solution? We have you covered. Construction Viz is a framework designed to adapt to your processes. All our apps are configurable and customizable to your needs and are extendable with Microsoft 365 services such as Power Automate.

What if you are already using Microsoft 365 and SharePoint?

If your organization already uses Microsoft 365 and SharePoint, Construction Viz can take your project management practices to the next level:

Already have a solution and only need a few apps? No problem. You can pick only the ones you need from our list of robust construction applications.
Want to leverage what you have developed in SharePoint or the Power Platform? Also, not a problem. We can bring your prebuilt functionality into Construction Viz.
Aren’t ready to deploy in your Microsoft 365 just yet? Again, no problem. Start with a hosted deployment, and we can move to your Microsoft 365 when ready.

Sounds great. Where do I start?

You can submit a free consultation and demo request here.

If we seem like a good fit, we’ll move into the Formulate phase of our FOCUS Methodology. As part of our FOCUS Methodology, we’ll evaluate your current Microsoft 365 infrastructure and determine the best approach. Construction Viz might not be the best fit at this time, and that’s OK. You might just need a tune-up of your Microsoft 365 with redesigned SharePoint project templates, or maybe a couple of Power Automate Flows, Power Apps, or some Power BI reports. Either way, we are here to help.

If you still aren’t ready, you can join our newsletter in the footer below. We mail out helpful Microsoft 365 tips and tricks, updates on Construction Viz features, and Microsoft 365 and Construction Viz news each month.