Microsoft SharePoint

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.

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.

Construction Viz Then, Now, and Tomorrow

Construction Viz News | October 27, 2022

I was cleaning up my office over the weekend and found an article in ENR that I wrote back in 2017 announcing Construction Viz to the world. Little did I know what the future would hold. If you ever have a dream, think the challenge is too hard, and want to give up, I hope this article helps inspire you.

Rewind to 2017 and the launch of Construction Viz

“The only time you should look back in life, is to see how far you have come.”
— Kevin Hart

Until 2017, when I wrote this advertisement article for ENR, we had been strictly developing and hosting SharePoint-based solutions for the construction industry. With Construction Viz, our goal was to create a flexible app-driven platform that we could host or deploy into a client’s SharePoint. We wanted to use the latest and greatest technology and speed up the development and implementation times.

We knew SharePoint, but this was new ground.

In the first iterations of Construction Viz, we built custom JavaScript and Angular components connected to SharePoint lists and libraries. At the time, we had to deploy client-side code into SharePoint sites for the functionality to work.

Going out of the gate was a little rough since we were developing a completely new system while still managing our existing SharePoint clients. We didn’t know where this whole thing would go, but we knew we needed to move away from custom SharePoint development and hosting and into more of a product for Microsoft 365. In 2017, Microsoft 365 started picking up steam with Teams and the Power Platform. We knew Microsoft 365 would be the future, and we needed to change our approach.

Fast forward five years

“Don’t look back unless you can smile; don’t look ahead unless you can dream.”
— Irish Saying

While we had many ups and downs over the years, we stuck it out with Construction Viz for Microsoft 365, which has paid off! We have deployed Construction Viz for our clients on muti billion-dollar programs across many construction sectors.

So, how did we get here?

Bet on our people

Everyone on our team brings a unique skillset from technical architecture, UI/UX, front-end and back-end developers, and product managers. Everyone played a significant role in the direction of the product. The key was to listen to everyone and let the best idea win. The teams managed themselves; they took ownership of the product and were vested in its success.

Stayed nimble

There have been many challenges along the way that make you want to throw your hands up, like when Microsoft restricted deploying code into Microsoft 365. It literally stopped us in our tracks. We had to completely change our deployment model and fast. Construction Viz’s code now runs in the cloud in Lydon Solutions’ Azure data center while the lists and libraries are deployed into SharePoint. It seemed like a curse at the time, but now, the entire solution can be deployed into a client’s Microsoft 365 or SharePoint on-premises or hosted in our Azure environment.

Allowed for continuous improvement

We continually leverage the latest and greatest technology to compete with the larger companies still stuck on ten-year-old technology. We switched our client-side code to React JS, which has provided many needed benefits and made the entire solution a progressive web app (PWA) so a user on any device with a modern browser can access Construction Viz online or offline. We also created a portal to manage projects and programs across a portfolio.

Focused on time to market

Our clients want products quickly, so we needed to remove as many barriers as possible. We needed to scale the solution so deployments could happen the same day. We built a deployment model that could run with a single line of code and include diagnostics to ensure successful implementations.

Offered an attractive price model

Other vendors charge exorbitant prices for project management information systems (PMIS), which were still on old technology and resisted any product changes. We changed our pricing to a per-user/month model based on the applications selected so that clients weren’t paying for a bloated system where they might only use 5%.

The Future of Construction Viz

“You can’t connect the dots looking forward, you can only connect them looking backwards.”
— Steve Jobs

Having an IT company that provides services and products means that you have to be ready to adjust to market conditions. Today, clients want solutions now and don’t want to wait.

Our roadmap for Construction Viz includes a marketplace to purchase our applications online. The game plan is to offer an affordable suite of apps that can deliver 80-90% of the market need. Clients will be able to buy apps using a credit card and deploy them into their Microsoft 365 tenant themselves. A touchless Construction Viz deployment model will allow clients to take advantage of the Microsoft 365 ecosystem they have already purchased.

Stay tuned…

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.

How to Start Managing Construction Projects in Microsoft 365 – Part 2

How-To | April 6, 2021

This is part two of three in a series of blogs called How to Manage Your Construction Projects in Microsoft 365.

In a previous post, I shared some tips on getting your organization set up to manage your construction projects using Microsoft 365. Now that you have your new Microsoft 365 tenant in place and have licensing covered, I'll cover which tools in the suite you can use for construction project management.

Microsoft 365 has an abundance of features and services that you can use to help manage your construction projects. There is not a right and wrong answer here; the important thing is to fully understand your users' requirements and assess the options against these to determine what works for your organization.

So, let's get started.

Microsoft 365 Tools to Manage Construction Projects

Database

The database is the most crucial feature of any IT solution. With Microsoft 365, you have several options, including the following:

SharePoint Online – Microsoft SharePoint's lists and libraries make it exceptionally flexible, allowing you to take it in almost limitless directions. It is a strong candidate for your database solution.

Teams – Microsoft Teams has been in the spotlight lately as Microsoft adds features to this collaboration tool. The Teams app, built on top of SharePoint Online sites, provides a quick-start alternative that will get you up and running faster. It also offers integration with lots of ready-made apps. There are some limitations, however.

OneDrive – OneDrive is Microsoft's personal file/document storage and sharing solution. While it can be a powerful database option, its user-centric design focuses on ad hoc file sharing, limiting its information sharing and collaboration capabilities.

Dataverse –Microsoft's Dataverse is a scalable low-code data platform that Power Apps can leverage. I'll talk more about it in a future blog post.

“Database” example - SharePoint site contents

Sites

Users need a way to access the system to view reports, search data, and act. While users can navigate to all the Microsoft 365 services using their Microsoft 365 portal, it can be a bit overwhelming. Building SharePoint sites or Teams sites allows you to aggregate data and simplify navigation. It also facilitates security and permissions to restrict sensitive information to specific users. However, consider how users will find information carefully, as planning the navigation and information architecture is critical to ensuring usability.

Example SharePoint site

Workflow

Power Automate is the workflow engine in Microsoft 365. Power Automate can connect data across all Microsoft 365 services and external sources (requires an on-premises data gateway). Most Microsoft 365 plans include some licensing level for Power Automate; however, more advanced features generally require additional licensing. Also, there are many third-party add-ons that you can leverage that typically have different licensing requirements.

Power Automate workflow

Permissions

Microsoft 365 and SharePoint have incredibly powerful permissions and access management controls for managing both licensed users and unlicensed guest users. Here is a quick rundown.

Microsoft 365 Groups

You can use groups to control access across all Microsoft 365 services. There are two roles, Owner and Member. Owners can change the group's settings and the membership while members can remove themselves, add members to a public group, and recommend guest users to receive invitations.
You can assign access to your team as owners or members to any Microsoft 365 service.
The Microsoft 365 admin center is where you manage groups and add members. Unfortunately, not everyone will have access to the Microsoft 365 tenant admin center, and this is where SharePoint's permission groups come into play for more granular permissions controls.

Admin center - 365 Group administration

SharePoint Permission Groups

SharePoint permission groups assign permissions to SharePoint-specific content (e.g., sites, lists, libraries, etc.).
SharePoint groups provide permissions levels such as read, write, and everything in between. You can assign a group to any SharePoint content with unique permission levels.
If you selectively grant access to content within your SharePoint sites, make sure to map out a permissions strategy and develop auditable permissions templates, especially with guest users.

SharePoint permissions levels

Reporting

The primary reporting service in Microsoft 365 is Power BI. It is a powerful dashboarding and analytics tool. If you need paginated reports (for example, a log report of many records or a printable version of a form), you will likely need to consider additional Power BI licensing, SQL Server reporting, or other third-party tools. See my prior post on "Microsoft Power BI and Paginated Reports for Construction."

Power BI status report

With this blog, we have covered the critical infrastructure services required for building a construction management solution in Microsoft 365. While the path can differ for every organization depending on your budget, resources, and processes, we hope this series will provide insight into how you can use Microsoft 365 to manage your construction projects. Our upcoming third part in this series will cover construction-specific functionality like scheduling and cost management.

Get Export Help with Microsoft 365 Managed Services

If your construction organization needs help setting up your Microsoft 365 environment, you can request a free one-hour consultation. If you are looking for a turnkey construction project management solution or a specific construction app for Microsoft 365/SharePoint, check out ConstructionViz.com.