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What's going on with TK.
February 09
What is a “Dev Tenant” and why would you want one?

My fellow Sympraxian Julie Turner recently published an outstanding blog post on what a Microsoft 365 Dev Tenant is and why you should get one. I’ve been a long time user of Dev or Demo tenants and I find them to be an invaluable resource both for people trying to gain skills in Microsoft 365, but also grizzled old veterans like myself. Like the old saying goes, “The question isn’t whether you have a Test Site, it’s whether you have a Production Site.” If you don’t have a Dev or Demo Tenant to test things in then you’ve just demoted your Production Tenant to a Test Tenant. Don’t be that person. Smile I did a session on the PnP PowerShell today for Petri.com. One of the people there was hesitant to try out PowerShell on their tenant. I recommended they get one of these Dev tenants and hone their skills there.

Be one of the cool kids. Read Julie’s blog post and grab a Dev Tenant.

tk

ShortURL: https://www.toddklindt.com/GetDevTenant

January 19
The new PnP.PowerShell Module is live!

As of January 19th, 2021 the new and improved PnP.PowerShell module is no longer prerelease and is ready for the masses. You can also find it in a GitHub repo. It replaces the venerable SharePointPnPPowerShellOnline module we all know and love. The new module has a lot changes, but here are a few of the highlights:

  • PnP.PowerShell only works with online products like SharePoint Online and Microsoft 365. It does not work with SharePoint Server platforms like SharePoint 2013, 2016, or 2019.
  • It is built on .NET core 3.1 so it runs on non Windows platforms like Linux, Mac, and Azure Functions. SharePointPnPPowerShellOnline is built on .NET 4.6.1 and only runs on Windows.
  • PnP.PowerShell is focused on all of Microsoft 365, not just SharePoint. SharePointPnPPowerShellOnline started out focused on SharePoint and other things have snuck in over the years, but were never supported as well as we would have liked.
  • Authentication relies on App Registrations. To facilitate the cross application support the module relies on Graph API permissions as opposed to straight up usernames and passwords. SharePointPnPPowerShellOnline uses App Registrations as well, but it’s not built on that premise like PnP.PowerShell is.

If you can, you should uninstall the SharePointPnPPowerShellOnline module and install PnP.PowerShell everywhere. You should also stop using Windows PowerShell 5.1 and move over to PowerShell 7.x. There are a couple of legit reasons why you can’t though. I have a whole blog post, “Using both PnP PowerShell Modules with PowerShell 5 and PowerShell 7” that covers how to have both modules and both shells available to you. For those of you with short attention spaces I’ll give you the tl;dr:

Open PowerShell 7.x in Administrator mode and uninstall all the modules:

Uninstall-Module SharePointPnPPowerShellOnline -Force –AllVersions
Uninstall-Module PnP.PowerShell -Force –AllVersions

That should clear all the appropriate modules out of PowerShell 7.x. You’re good there.

Now open Windows PowerShell 5.1 in Administrator mode. Here you’ll uninstall all the modules and reinstall them:

Uninstall-Module SharePointPnPPowerShellOnline -Force –AllVersions
Uninstall-Module PnP.PowerShell -Force –AllVersions

For good measure I close down the Windows PowerShell 5.1 host and open a new one before I install the new version. That might not be necessary, but it feels like cheap insurance. Either way, in a Windows PowerShell 5.1 Administrator shell install both modules:

Install-Module -Name SharePointPnPPowerShellOnline -Scope Allusers
Install-Module -Name PnP.PowerShell -Scope Allusers –AllowClobber

I added a little chocolate to the install commands to make them go down easier. First, I added -Scope Allusers to make sure Windows PowerShell 5.1 installs the module in a place that PowerShell 7.x can find it. I think any modules installed in an Admin window are installed there by default, but I’m not sure. Again, cheap insurance. Second, to the second (and any subsequent) module I added –AllowClobber. This tells PowerShell that it’s okay to install a module that has cmdlets that collide with cmdlets already on the system. This is okay because of the difference between installing a module and importing a module. You can read more about that in my previous post.

If you need one of the on-prem SharePoint Server modules use a line like this:

Install-Module -Name SharePointPnPPowerShell2019 -Scope Allusers –AllowClobber

You can have as many of these modules installed as long as you install the later ones with –AllowClobber.

Once you’ve got the modules installed you need to tell PowerShell which one to load. That’s done with the Import-Module cmdlet. When you open a new PowerShell window, or at the top of any PowerShell scripts, you can specify which PnP Module you want PowerShell to use. For instance:

Import-Module PnP.PowerShell

or

Import-Module SharePointPnPPowerShellOnline

or

Import-Module SharePointPnPPowerShell2019

Then you know you’ll get the version of Connect-PnPOnline (or whatever) your code is running.  In theory you could swap them in and out by using Remove-Module, but in reality there are some fiddley PowerShell things in the background (the AppDomain) that keeps this from being successful. My previous blog post does show you how to have multiple versions of the PnP module imported in the same window or script at the same time.

But really, stick to PnP.PowerShell and PowerShell 7 if humanly possible. Smile

I hope you find that all helpful. I don’t know about you, but I’m really excited about this new module.

tk

ShortURL: https://www.toddklindt.com/PoshNewPnPModule


January 13
Using both PnP PowerShell Modules with PowerShell 5 and PowerShell 7.

Since the PnP team announced that the venerable SharePointPnPPowerShellOnline module was going to be replaced by the shiny, new PnP.PowerShell module there has been some confusion on which module to use and which PowerShell to use. I have good news, the answer is “D. All of the above.” In this blog post I’ll show you how you can have both modules installed and use them interchangeably as well as use either of them on whatever version of PowerShell tickles your fancy.

A Few Words about Modules

Before we can get into how to do this I want to spend some pixels on why we have to do it the way we do. I intended to publish this blog post a couple of weeks (okay, months) ago but as I was doing my research I kept learning more. Most of the learning was around the “Module” cmdlets and what each of them does. In order to get the two modules to cooperate we need to use the right Module cmdlets at the right time. Here are the Cliff’s Notes:

The System

Several Module cmdlets deal with what PowerShell Modules are installed on your system with PowerShellGet. There are a lot of ways to install Modules into PowerShell and PowerShellGet is one of the most popular and it’s built into PowerShell. Here are the pertinent cmdlets and what they do:

  • Install-Module – Downloads a module from a repository (the PowerShell Gallery by default) and installs it on the system.
  • Get-InstalledModule – Lists the modules that were installed on the computer with PowerShellGet
  • Uninstall-Module – Uninstalls a packages from that computer that was installed with PowerShellGet

The key here is that the scope of those commands, and the other PowerShellGet cmdlets, is the whole computer

The Host

“Host” is a fancy word for PowerShell window or console. There are a few common Module cmdlets that deal only with the host they’re run in. Here are some of my favorites:

  • Import-Module – Imports a module that was already installed on the computer into the host
  • Get-Module – Lists the modules currently imported into the host. The –ListAvailable parameter shows modules installed on the computer that can be imported into the host
  • Remove-Module – Unloads (unimports? exports?) a module from the host

These cmdlets are all part of Microsoft.PowerShell.Core as opposed to PowerShellGet.

The Import Business

Now we know how to get a module installed onto our computer, and how to manually coax it into our host. But most of us have never done all this Import-Module business but everything seems to work. How’s that? PowerShell has the ability to automatically load modules when they’re needed. The entire, exciting, story of how PowerShell imports modules is chronicled here, but I’ll give you the highlights. If you try to use (or reference it with something like Get-Command) a cmdlet that isn’t in a module already loaded PowerShell will walk through the PSModulePath locations looking into each module for the cmdlet you’re trying to run. If it finds it, it implicitly imports that module and Bob’s your uncle. You can use $env:PSModulePath to see where PowerShell will look. It’s important to note that Windows PowerShell 5 and PowerShell 7 have similar, but different PSModulePaths. Here’s what it looks like in both. I added -split ";" to put each path on its own line, and I piped it through Sort-Object to make them easy to keep track of.

image 

image 

$env:PSModulePath -split ";" | Sort-Object

To make either Module, SharePointPnPPowerShellOnline or PnP.PowerShell, available to both Windows PowerShell 5 and PowerShell 7 it has to be installed in one of the paths that both versions of PowerShell will look in. For backwards compatibility PowerShell 7 looks in the PowerShell 5 paths, so I do the Install-Module bit in PowerShell 5 and PowerShell 7 gets it for free. You could install it in both, that works. But this way keeps you from having to update it both places every time a new version comes out. The PnP.PowerShell module is aimed for PowerShell 7, but also works fine in PowerShell 5. Erwin​ told me they may remove that support in future, but for now it’s safe.

You can see from the screenshots that I have my Known Folders redirected to OneDrive. When installing these modules PowerShell was installing them to my personal folders and it was causing problems. A couple of the Module cmdlets don’t handle that well. To get around some of that chicanery I had to install the modules in a different path. The easiest way I found to do that was the specify the scope Allusers, like this:

Install-Module PnP.PowerShell -Scope AllUsers

In PowerShell 5 that installed into C:\Program Files\WindowsPowerShell\Modules\PnP.PowerShell, which PowerShell 7 can see so it can be imported into a host of either version and it’s not in OneDrive.

Using Both Modules in Both PowerShells

We know both PowerShells can run both modules if we install it right. To get everything playing nicely I uninstalled both modules from both versions of PowerShell using Uninstall-Module -Force –AllVersions. In one case Uninstall couldn’t clean it all up so I had to go into the file system and delete the folder manually. I also had to close the host various times as it had imported the module I was trying to uninstall and I couldn’t get it unloaded in that host.

After all the uninstalling was done I closed all of the PowerShell windows I had open and I opened a PowerShell 5 window in Admin mode. I installed the old module with this:

Install-Module -Name SharePointPnPPowerShellOnline -Scope Allusers

That made it so it could be imported into both PowerShell 5 and PowerShell 7. Next I installed the PnP.PowerShell module. This one took a bit of extra coaxing.  It’s currently in prerelease so Install-Module requires the –AllowPrerelease parameter. The version of PowerShellGet in PowerShell 5 does have that. I had to upgrade PowerShellGet first with this line:

Update-Module -Name PowerShellGet

I close the window and opened a new one for good measure. This put me at version 2.2.5 of PowerShellGet. One problem solved. The second problem is that PnP.PowerShell and SharePointPnPPowerShellOnline share most of their cmdlet names, so a regular Install-Module is going to fail. To fix that we need to use the –AllowClobber parameter. The whole thing looks like this:

Install-Module -Name PnP.PowerShell -AllowPrerelease –AllowClobber

At first this sounds scary, but remember, Install is just dropping the bits onto your computer. You can still control which module gets loaded in a script or host. To do that using Import-Module. The key is to use Import-Module before you do anything that will trigger PowerShell implicitly loading the module for you. If you want to force your script to use a specific module include one of these lines at the top:

Import-Module PnP.PowerShell

or

Import-Module SharePointPnPPowerShellOnline

You would do the same thing in a PowerShell window when you open it to run some cmdlets. I’ve been doing this for a few weeks and it works well.

Using Both Modules in the Same Host

Now I’m just going to show off a bit. Smile We know we can load either module into a host, but what if we need both modules into the same host or script at the same time? It came be done! It sounds like magic, but it works. The key is using the –Prefix parameter of Import-Module. If you want both modules loaded and available in the same window you need to import one with a prefix. It looks like this:

Import-Module SharePointPnPPowerShellOnline -Prefix Old

image 

You can see from the screenshot that both sets of cmdlets are available, with the SharePointPnPPowerShellOnline versions having the additional prefix of “Old.” I wouldn’t recommend doing this as a normal course of action, but it’s good to know it’s there. PowerShell 7 is a little fussy when doing this. I had issues importing the old version if I had already imported the PnP.PowerShell module explicitly or implicitly, which is why I didn’t in this screenshot. Get-Command implicitly loaded it for me, so that wasn’t an issue. PowerShell 5 handles it more gracefully.

The End

There it is, the culmination of weeks (maybe months) of me fiddling around to understand the inner workings of PowerShell module installing and importing. Thanks to Jeff Hicks​ for holding my hand and answering all my dumb questions. Hopefully my pain will make your transitions from PowerShell 5 to PowerShell 7 and from SharePointPnPPowerShellOnline to PnP.PowerShell easier.

tk

ShortURL: https://www.toddklindt.com/PoshBothModules

December 28
Making the move from SharePointPnPPowerShellOnline to PnP.PowerShell

As the new year approaches I find myself making changes. Like everyone on the planet I plan to eat less and exercise more. I also plan on making another change, I’ll be moving away from my friend the venerable old SharePointPnPPowerShellOnline module to the new, sexier PnP.PowerShell. I thought I’d blog the experience so you all can follow along.

Why the Move?

The SharePointPnPPowerShellOnline module has been good to me over the last few years. It has helped me do amazing things both in PowerShell and in SharePoint. Why would I ever give that all up? Because the times, they are a-changing. The SharePointPnPPowerShellOnline module is being retired and all of that effort is being channeled to the PnP.PowerShell module. The SharePointPnPPowerShellOnline module will continue to be around for the on-prem versions of SharePoint Server (though not updated), but for SharePoint Online/Office 365/Microsoft 365 you’ll need to use the PnP.PowerShell module.

Why did the PnP team decide this? You can get the whole story at the official PnP PowerShell page, but there are two main reasons. The first is wider platform support. SharePointPnPPowerShellOnline had .NET dependencies that meant it would only run on Windows PowerShell. Emphasis on Windows. When that module was first created 6 years ago that made perfect sense, but since then PowerShell has gone open source and now runs on a variety of platforms like Mac, Linux, a variety toasters, etc. Since SharePointPnPPowerShellOnline required Windows it couldn’t follow PowerShell onto those other platforms. The PnP.PowerShell module was written without those Windows dependencies so it can run anywhere PowerShell can run. You may not use a Mac, but this also means that you can use PnP.PowerShell more easily in cloud environments like Azure Functions.

The second reason was to give wider application support. The SharePointPnPPowerShellOnline mostly supported SharePoint, as the name would suggest. These days you can’t manage SharePoint Online without also needing to touch Microsoft Groups, Teams, etc. The PnP added more and more cmdlets to handle that, but there were some big authentication changes that needed to be made to fully support all of the other applications. They started adding some of that to SharePointPnPPowerShellOnline, but it was cobbled together a bit. While they were refactoring the module for .NET Standard they went ahead and made some sweeping authentication changes that mean we’ll be able to use it more easily for SharePoint and all of the other applications we know and love.

First Step PowerShell 7

The first step to moving to the PnP.PowerShell module is to install PowerShell 7, also called PowerShell Core. I’m on Windows, so that’s the process I’m going to walk through. Windows comes with PowerShell, Windows PowerShell 5.1. To use PowerShell 7 we’ll have to install it. Windows PowerShell 5.1 and PowerShell Core 7 can happily coexist on your machine, so you don’t have to worry about breaking any of your other existing PowerShell scripts or tools.

image

You can see from this screenshot I have both versions of PowerShell installed and running on this machine. You can use the system variable $PSVersionTable to see which version of PowerShell your host is currently using. It’s also pretty easy to pick the version of PowerShell you want when firing it up.

image

While PowerShell 7.x can coexist with Windows PowerShell 5.x, it will replace PowerShell 6.x if you have that installed.

I installed PowerShell 7 by downloading the installation MSI from the GitHub page. For me that was the Windows x64 platform and I grabbed the stable build. That file was PowerShell-7.1.0-win-x64.msi, but obviously that filename will change as PowerShell 7 advances. Then I popped open a Windows PowerShell 5 (oh, the irony) prompt in Admin mode and ran the MSI.

image

The friendly wizard walked me through the process. There are few installation choices to make, but I’ve found the defaults are usually fine.

After the installation is finished you’ll have both Windows PowerShell 5.x and PowerShell Core 7.x. Time to install some modules.

The Module

Installing the PnP.PowerShell module is pretty easy, but if you have the older SharePointPnPPowerShellOnline module installed you’ll need to uninstall it first. The cmdlet names in both modules are the same, So PnP.PowerShell won’t install all of its cmdlets while there are collisions with the old version. To uninstall the SharePointPnPPowerShellOnline module open up a Windows PowerShell 5 host in Admin mode and enter this:

Uninstall-Module SharePointPnPPowerShellOnline –AllVersions

and wave a fond farewell to our old friend. After that’s finished, and you’re done sobbing, open up a shiny new PowerShell Core 7 host in Admin mode. While you’re in there opening up in Admin mode, go ahead and add PowerShell 7 to your Start Menu and your Taskbar. You’ll thank me later.

image

Then issue this command:

Install-Module PnP.PowerShell –AllowPrerelease

image

You’re all done. Since PnP.PowerShell is not an official release yet you’ll need the scary sounding –AllowPrerelease parameter. After January of 2021 you won’t need that anymore.

Finally, Authentication

I mentioned earlier that one of the reasons for changing modules was a change in authentication. I don’t want to get too deep into it in this blog post but I do want to mention that you should run Register-PnPManagementShellAccess to set up a an Azure Application Registration. This is the magic that allows the new PnP PowerShell access to all of the applications in Office 365. You may have seen this referred to as Graph API. I’ll dig into it later, but for now all you need to know is that a tenant admin needs to run the PnP.PowerShell version of Register-PnPManagementShellAccess once in your tenant. After that is in place you should be able to use Connect-PnPOnline and get connected.

tk

ShortURL: https://www.toddklindt.com/NewPnPPowerShell

November 25
Tips for using the Microsoft Authenticator app for MFA

Earlier this month, Alex Weinert, the Director of Identity Security at a little company called Microsoft, published a blog post begging us to stop using SMS as the second factor for MFA. I’m an MFA kind of guy, I live the MFA life style, and I’m on board with that. As the majority of the accounts I use can use the Microsoft Authenticator app, that’s what I use the most. Other companies, like Google, also have authenticator apps. I’m sure they’re fine and well loved by their friends and families. Smile

Over the last few months I’ve moved most, if not all, of the apps and sites I can to MFA using the Microsoft Authenticator app and I’ve picked up a few tricks along the way. I thought I’d blog a few of them in case they help anyone else. Keep in mind this blog post was written in November of 2020 and the version of the app I’m using is 6.2010.7266 on Android.

Use Microsoft Your Phone

My first tip for using Microsoft Authenticator is not about using Microsoft Authenticator at all. It’s about using a Windows 10 feature called “Your Phone.” This feature, along with an app running on your phone, allow you to interact with your Android phone on your Windows 10 machine, or machines. I initially started using it to send text messages but it can do so much more. For instance, you can run phone apps on your PC, via screen sharing. One of those apps can be your friend and mine, Microsoft Authenticator. Since web sites (like Microsoft 365) and other services like VPN use codes generated from Microsoft Authenticator it is handy to have quick access to it on your PC. Here’s what it looks like:

image

That saves you fumbling with the UI on your phone, but you’d still need to look at your phone to get the code.

For this to really be helpful you also need to change a setting in the app to allow its screen to be captured. Go into Settings and enable Screen Capture:

image

If you don’t, you’ll see this on your PC when you open Microsoft Authenticator:

image

When I need to log into my GitHub account I fire up Your Phone on my computer, switch to the Microsoft Authenticator app and type the secret 6 characters in. Now I’m logged into GitHub and ready to cause some trouble.

Show the Codes

By default, when you open Microsoft Authenticator you’re greeted with a list of all of the accounts you’ve registered and you select the one you want to log in to. Authenticator takes you to a screen with the one-time passcode for that account. But all that clicking is sooo much work. I take advantage of the “Show Codes” option, like below.

image

That shows me all the codes for the accounts that support it. You can see how it looks in the first screenshot. Combining these two techniques my MFA process went from:

  1. Hunting around for my phone
  2. Unlocking it (unsuccessfully the first couple of times)
  3. Finding the Microsoft Authenticator app
  4. Finding the account I want to log in to
  5. Clicking it (so much work)
  6. Typing all six digits into the MFA prompt on my computer
  7. Collapsing from exhaustion

To this:

  1. Clicking the Microsoft Authenticator app on my Windows 10 Taskbar
  2. Copying the one-time passcode for the account
  3. Pasting into the MFA prompt
  4. There’s no step 4!

Wait, copy and paste the passcode? How’s that again?

Copy and Paste the Passcode

Once you have that set up you can actually copy the passcode from your phone in Windows and paste it into whatever web page or app is asking for it. To take advantage of this magic you need to enable copy and paste in the Your Phone app on Windows 10.

image

You might have to close the Authenticator app both on your phone and your PC for that to take effect. When you have it working, it’s a thing of beauty. Just copy the passcode with your mouse like you would any other application. There’s no visual indication that it’s copying, but trust me, it is. Go ahead, paste it into Notepad and see for yourself. Cool, huh?

Backup Your Settings

I recently heard a sad tale of woe from a friend of mine that uses Microsoft Authenticator for all of his MFA needs. Something went wonky on his phone and he lost a bunch of the account settings. He had to go through a lot of work to get it all set back up. That’s when he and I both noticed the handy Backup functionality. Like all the other fun we’ve looked at it’s in the Settings page of the app. You can read all about it on this Docs Page. But the basic idea is, turn it on. Future you will appreciate your consideration and foresight.

There are a few other fun Authenticator tricks, but these are my favorites. Are you using Authenticator and have tips to share? Put them in the comments below.

tk

ShortURL: https://www.toddklindt.com/MSAuthTips

September 14
Free SharePoint Migration Webinar with me!

My friends at SysKit have been kind enough to do all the work for me to put on a free webinar on SharePoint migration. Those folks are the best! They do all the work, and you and I get to chat about one of our favorite topics! The big day is Wednesday September 16th. It’s 10:00 am CDT

The registration is free, and you can find out more details and sign up here.

I’ll give some good advice, and tell some stories, and generally have fun. Join me, I’d love to see you there.

tk

ShortURL: https://www.toddklindt.com/SyskitWebinar

August 18
Create "All Users" Groups and Distribution Lists in Office 365 and Azure AD

Some blog posts just beg to be written, and this is one of them. I swear I’ve had this conversation half a dozen times in last month after having never had it at all before. It just keeps coming up, I’m guessing because the adoption of Office 365 has really taken off in the last 5 months. What’s the topic? It boils down to, “How do I create a Team/Distribution List/SharePoint site that is always available everyone in the company?” The first couple of times the topic came up I tried to talk the customer out of it. I’m usually not a fan of big blast communication like that, and in the case of products that are built on top of Microsoft 365 Groups, there are published limitations to this. It just seemed like a bad idea. But every time a customer asks me about it I understand it a little better, so I threw this blog post together to point people at if they want to do it. This post is meant to be  technical, not prescriptive. I won’t cover why you should employ any of these techniques, but how you can do them if you have already decided they are a good idea. I’ll leave the why up to people that are smarter than me.

The Options

There are several “All User” communication methods that have come up in my discussions with customers. I’ll cover how to enable them. They all leverage the functionality of updating dynamically as people join your company. Your company could already handle adding people to Distribution Lists (DLs) as part of your onboarding process. All of my examples will show how to keep the All User list populated automatically. All of these examples also assume the groups are cloud only, not synced from on-prem Windows Active Directory.

Distribution Lists (DLs)

The first option I’ll cover is the old tried and true email Distribution List. These things have been around since shortly after prehistoric fish came on land from the primordial soup and they’ve been going strong ever since. DLs are email only  and they’re a good way to send out company wide things like “There are donuts in the breakroom. Get here quick before Gary eats them all” or “The CEO is feeling generous and she’s giving everyone (except Gary) Friday off!”

To do this, create a new DL and make it a dynamic DL. This one is a little tricky. When you create a dynamic anything you have to provide a rule so that Azure AD (AAD) knows whether someone should be in the thing or not. In the case of a dynamic DL the way to get everyone is to create no rule. If there’s no rule, emails sent to that DL end up in every mailbox in your tenant. If you currently have any static DLs they cannot be changed to dynamic DLs, but they can be upgraded to Office 365 Groups. Dynamic DLs cannot be upgraded to Office 365 Groups. I’ve also had customers set one of these up and send News Digests from SharePoint Online to it. The owner of the dynamic DL does not need to be IT or have any elevated roles in the tenant.

How do I Create one?

There are a couple of different ways to create a dynamic DL. You can do it in the Exchange admin center in Office 365. Then navigate to the Groups tab. Next to New Microsoft 365 Group click the dropdown and select Dynamic distribution list.

image 

The configuration will look something like this. Do not add a rule.

image 

Once your dynamic DL is created there are some fun settings you can play with. For instance, you can moderate messages and have approved senders.

If you’re super cool, you can create dynamic DLs with PowerShell. First connect to Exchange Online PowerShell, then run New-DynamicDistributionGroup:

New-DynamicDistributionGroup -IncludedRecipients MailboxUsers -Name "Blog Lovers"

Doesn’t that feel better than using the UI? I thought so.

Security Groups and Microsoft 365 Groups

Both AAD Security Groups and Microsoft 365 Groups support dynamic membership, so they can be used the same way. A dynamic, all company, Microsoft 365 Group can be used for a site that you want everyone to have access to, and they’ll all get emails sent to that Group’s DL. Depending on how the Group is configured or how the users configure their mail client the Group’s emails may or may not show up in their Inbox. There will also be a Team for that Group that everyone will be in. Lots of ways to annoy everyone with one of these. I honestly can’t think of a way to leverage a Security Group in the context of Office 365, but I added since it’s the same process as the Office 365 Group, and it makes this blog post look that much longer.

How do I Create Them?

As we are all painfully aware, there are just shy of 117 different ways to create an Microsoft 365 Group. I think two more have been added since I started writing this blog post. There might be more than one way to create a dynamic Microsoft 365 Group, but I’m only going to cover how to do it in the Azure AD Portal and with Azure PowerShell. Navigate to the Groups blade and click "New group.” Under Membership type choose “Dynamic User”

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If Membership type is greyed out that’s because the user creating the group does not have an Azure AD Premium license.

To set the rule, click “Edit dynamic query” button to get to the rules page. The rule we want is “user.objectId -ne null”. You can build that in the wizard at the top. Don’t worry about a user’s ID actually being “Null.” The rule knows the difference between null and “Null.” Ned Ull will not be the only member of the Group.

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Once you tab out of the Value box the Save button will light up and you’ll be able to save the query and go back to creating your group. The process is the same for Security Groups.

But what about PowerShell?? I’m so glad you asked. Make sure you have the AzureAD module loaded and you’re connected as an account that can create Groups. Then run this little gem to create a Dynamic Microsoft 365 Group:

New-AzureADMSGroup -DisplayName "Dynamic M365 Group From PowerShell!" -Description "Dynamic group created with PowerShell!" -MailEnabled $true -MailNickName "Dynamic-M365-Group-From-PowerShell" -SecurityEnabled $True -GroupTypes "Unified","DynamicMembership" -MembershipRule "(user.objectId -ne null)" -MembershipRuleProcessingState "On"

If you only want a Security Group (I’m not sure why) change the –MailEnabled parameter to $false, and the –GroupTypes to only DynamicMembership, like this:

New-AzureADMSGroup -DisplayName "Dynamic Security Group From PowerShell!" -Description "Dynamic security group created with PowerShell!" -MailEnabled $false -MailNickName "Dynamic-Security365-Group-From-PowerShell" -SecurityEnabled $True -GroupTypes "DynamicMembership" -MembershipRule "(user.objectId -ne null)" -MembershipRuleProcessingState "On"

It is also possible to switch an existing static Security Group or Microsoft 365 Group to dynamic. It’s a long process, and this article does a good job explaining how. I don’t think there’s a way to convert a Security Group to a Microsoft 365 Group.

Happy Dynamic Group Creating!


Question #1: "Can you use Dynamic Groups with Audience targeting?"
Answer #1: Despite this Microsoft Support document saying otherwise, I was able to target links in both Global (top) Nav and Quick (left) Nav by audience with a Dynamic Microsoft 365 Group. 

Question #2: "Does the 'user.objectId -ne null' approach include Guests?"
Answer #2: I'm not sure, I'll look into that and update this blog post. 


tk

ShortURL: https://www.toddklindt.com/CreateDynamicGroups

Edit: 8/24/20 to add questions

July 29
Use PowerShell to Work with SharePoint 2010 Workflow Scan

Workflow Retirement Series TOC

Part 1 - SharePoint 2010 and 2013 Workflows Kaput in Office 365
Part 2 - Finding All the SharePoint 2010 Workflows in SharePoint Online
Part 3 - Find Only the Active SharePoint 2010 Workflows in SharePoint Online 
Part 4 - Use PowerShell to Work with SharePoint 2010 Workflow Scan

In Part 2 of my much beloved “Workflow Retirement Series” I covered how to scan your SharePoint Online environment for those pesky SharePoint 2010 workflows with the free SharePoint Modernization Scanner. I figured that was that. I was preparing to do my victory lap when I started getting some feedback. It seems some folks have a a lot of workflows in their environment, and a CSV file with a few hundred, or a few thousand rows isn’t terribly helpful. Now, once you get that CSV file into Excel you have one of the best data slicing and dicing tools invented by man at your disposal. You can slap a couple of filters on there, sort a few columns, hide a few others, and you can probably get whatever information you need. But I’m a PowerShell guy. I like to do things the hard way, with maximum typing. Let’s walk through what I did.

One of the reports the SharePoint Modernization Scanner makes is

ModernizationWorkflowScanResults.csv  and that’s the one I’m going to use. Since it’s a pretty well formed CSV file we can import it into an object without much fuss:

$results = Import-Csv .\ModernizationWorkflowScanResults.csv

As a gut check we can see how many rows we brought in:

$results.Count

You can also type $results[0] to see the first row, since it’s just an object. And since it’s an object, it has Members that we can exploit. What are those Members? I’m glad you asked:

$results | Get-Member

image

My eagle-eyed readers will notice that the NoteProperties are the column headers in the CSV file. To get my feet below me I did a simple Select to get a few properties:

$results | select "Definition Name",Version

You can add any of the columns you want. Remember to put quotes around the columns with spaces in the name.

$results | select "Definition Name","Subscription Name","List Title",Version,enabled

Depending on how your PowerShell host is configured that might be wide enough that might switch from table to list. To get it back to table pipe it through Format-Table:

$results | Select-Object "Definition Name","Subscription Name","List Title",Version,enabled,"Flow upgradability" | Format-Table –AutoSize

SNAGHTML192591b3

This report has both SharePoint 2010 and SharePoint 2013 workflows in it. The current fire is around SharePoint 2010 workflows, so let’s just look at those:

$results | Where-Object -Property version -EQ -Value "2010" | Select-Object "Definition Name","Subscription Name","List Title",Version,enabled,"Flow upgradability" | Format-Table -AutoSize

That should give you a better picture of the Herculean task in front of you. There’s one final piece I want to show you, and that’s how to see which sites have the most workflows:

$results | Where-Object -Property version -EQ -Value "2010" | Select-Object "Definition Name","List Title",enabled,"Site Url" | Group-Object -Property "Site Url" | Format-Table –AutoSize

SNAGHTML1926b330

This will help you figure out where to focus your efforts between now and November 1st.

Like I said at the beginning of this post, all of this and more is available in Excel and most of it has been done for you already in the Office 365 Classic workflow inventory.xlsx report that the SharePoint Modernization Scanner creates. But it’s a fun PowerShell exercise just the same.

tk

ShortURL: https://www.toddklindt.com/PoshWorkflowScan

July 15
How to use PowerShell to Find all the Flows in Your Tenant

I have a OneNote file that is full of blog posts that seemed like a great idea at the time, but never saw the light of day for various reasons. Maybe I couldn’t research it as much as I wanted, maybe I couldn’t make it as thorough as I wanted, maybe I just got distracted by something shiny. This blog post is one of them. I was never confident enough to post this one, but given all the Workflow excitement, and a couple of customer requests I decided to dig in and get serious about it. So here it is, two years after I first took the notes for it.

As an administrator, I find myself frustrated a lot by the lack, or at least lack of understanding on how to manage Flows and Power Apps. They never quite behave exactly like I want them to. One of the things that keeps coming up is being able to get a list of all of the Flows in a Tenant. This could be for licensing questions, migrating questions, or just plain curiosity. Whatever it is, it’s never as easy as I want it to be. Being the fanboy of PowerShell that I am, that’s where I looked. Without boring you with a lot of story part, I’ll show you the PowerShell I settled on.

Get-AdminFlow | ForEach-Object { $user = Get-UsersOrGroupsFromGraph -ObjectId $_.CreatedBy.userId;[PSCustomObject]@{ FlowName = $_.DisplayName; OwnerName = $user.DisplayName ; OwnerEmail = $user.UserPrincipalName ; }; }

Let’s break that down a bit. You’ll need to install the PowerApps and Flow for Admins module. Install the PowerApps and Flow for Makers module while you’re at it. If you don’t run Add-PowerAppsAccount and add your Tenant Admin account you’ll get prompted for authentication the first time you run Get-AdminFlow.

Get-AdminFlow lists all of the Flows in a tenant, but not in the most user friendly way:

image

So I cleaned it up a bit. Using ForEach-Object I walk through each Flow. I use Get-UsersOrGroupsFromGraph to get the Owner object. Then I create a PSCustomObject and populate it with the Flow’s DisplayName and the user’s DisplayName and UserPrincipalName properties. It looks like this:

image

Making it an object is a little extra work as opposed to just spewing it onto the screen with Write-Host. But it’s worth the extra effort because I can send it down the pipeline and do more with it. For instance, I can easily pipe it out to a CSV file by appending | Export-Csv -Path .\Flows.csv –NoTypeInformation to the end.

image

That seems a bit anticlimactic at first, but open up that CSV file and prepare to be amazed.

image

If you want different information about each Flow, run Get-AdminFlow | Get-Member and see what other properties are exposed to you.

Let me know if this helps and what else you’d like help with.

tk

ShortURL: https://www.toddklindt.com/POSHFindAllFlows

Edit 7/15/2020 – Changed the PowerShell to be more efficient, but now it doesn’t match the screenshots.

July 14
Find Only the Active SharePoint 2010 Workflows in SharePoint Online

Workflow Retirement Series TOC

Part 1 - SharePoint 2010 and 2013 Workflows Kaput in Office 365
Part 2 - Finding All the SharePoint 2010 Workflows in SharePoint Online 
Part 3 - Find Only the Active SharePoint 2010 Workflows in SharePoint Online   
Part 4 - Use PowerShell to Work with SharePoint 2010 Workflow Scan  ​

   ​

In the last episode of “Oh my god, SharePoint Workflows are Going Away!!!” I covered how to find the SharePoint 2010 and 2013 Workflows that might be lurking about in your SharePoint Online environment. As I wrote that blog a big smile crept across my face. I figured this was going to solve everyone’s problem. I assumed I would be cheered as a hero, parks would named after me, the whole thing. Imagine my surprise when the response was, “That’s great Todd, but how can I tell which ones are actually being used?” No directions to the Todd Klindt Celebratory Highway or nothing. Ingrates!

After I dried my tears I did decided that question had some legitimacy to it, so I put pen to paper and wrote this blog post.

I was never much of a workflow guy, either on-prem or in SPO. But in the deep, dark recesses of my mind I did remember an on-prem issue where the “Workflow History List” would get huge and cause database issues. “Workflow History List” sounds promising. I wondered if SPO has such a beast. Sure enough, it does, and it seems to be exactly what we’re looking for.

Like the name suggest, it’s a List of the Workflow History. Since it’s a list it’s a child of a web, or the root web of a site. That list covers the Workflow History of the entire web or site. When you run the SharePoint Modernization Scanner from my previous blog post the ModernizationWorkflowScanResults.csv file lists all the Workflows in your tenant and which site (Columns A and B) that Workflow is in. It also shows when that Workflow was last edited (Column T) but not when it was last used. Fortunately we can take the URL in Column A, tack /lists/Workflow%20history/AllItems.aspx at the end of it and get which Workflows are being executed. Here is what we see in the report:

image 

In my browser I pasted https://m365x541279.sharepoint.com/sites/SalesAndMarketing/lists/Workflow%20history/AllItems.aspx and I got a page like this:

image 

From this I can tell that the “Create Home Schedule” Workflow is being used regularly and I need to find an alternate for it before November 1st, 2020. If a Workflow shows up in the Scan Results spreadsheet, but you can’t find it in the Workflow History List you probably don’t need to rewrite it. However, in the Workflow’s settings it is possible to assign a different list for that Workflow’s history.

image 

Of course you won’t know that unless you look at every Workflow’s settings in SharePoint Designer, which sounds pretty tedious. I was able to whip up some PowerShell that looks for Workflow History lists:

Get-PnPList | Where-Object -Property BaseTemplate -EQ -Value "140" | Select-Object Title, @{Label="URL";Expression={$_.RootFolder.ServerRelativeUrl}}, BaseTemplate

image 

You can run that against the sites that show up in the ModernizationWorkflowScanResults.csv file. If another list shows up there you’ll want to see which workflow is writing its history to that list. By default the Workflow History list is hidden in the UI, so you won't see it in the site's Site Contents page. You can unhide the list in SharePoint Designer, or my preferred method, PowerShell:

Set-PnPList -Identity "Workflow History" -Hidden $false

It’s also important to note that the Workflow History List purges entries over 60 days old. In this case that’s not a problem. Any Workflow that hasn’t been run in the last 60 days probably doesn’t deserve saving.

Look at all the time you just saved! More time to watch hamster videos on YouTube.

tk

ShortURL: https://www.toddklindt.com/FindActiveWorkflows

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