List of SharePoint Configuration Mistakes
Number 1 – Single Account for Everything
SharePoint has a very sophisticated security system, therefore to avoid all the authorization routines some give in to a temptation and use only one Domain Administrator Account. The reason why people do that is that it’s easy, but ultimately it is a terrible idea. As a result, there is no separation of tasks, no possibilities for proper audits. And, most importantly, just imagine what if this account is compromised. Every single piece of data inside the system, every action taken is vulnerable. Even if the reaction to a security breach is timely, you still need to change passwords and make all the necessary adjustments while the whole system is down stopping you from conducting business.
Number 2 – Too Much Content Types
Inexperienced SharePoint administrators very often create a new content type for every new report: weekly, monthly, financial. And for each team there is a separate SharePoint site on the intranet. With each content type an admin adds metadata fields to make each file distinguishable and unique.
So what’s the problem here? Files stop being usable. From now on in order to access any report users have to go through several updates and numerous mouse clicks. Most probably you do not use SharePoint to run a library, therefore administrators should keep data simple for the end-users.
Number 3 – Default Database Settings
Unfortunately, SharePoint does not always act in the best possible way. Let’s take autogrowth settings as an example. Incremental growth can significantly slow down the SQL Server, and that results in poor performance of SharePoint. This was and remains the most usual of all SharePoint 2013 configuration mistakes.
In order to avoid it, you should set the database autogrowth to the value that won’t require frequent expansions. Basically, instead of incremental you should resort to growth in chunks of something like 250 MB to 1 GB, depending on the size of your organization.
Number 4 – Virtualized SQL Server
SharePoint is completely dependant on the speed of the SQL Server. So if an admin decides to virtualize the server and things go sideways, the entire platform will lag.
The obvious solution is to use a physical box for the SQL Server.
Number 5 – Use of Folders Instead of Metadata
The intranet contains vast amount of libraries where organizations usually systematically store all the data. And just like with Windows, for example, an admin decides that it is a good idea to arrange everything in folders. Moreover, he or she allows other users to create new folders. It is quite an intuitive decision and what can go wrong?
With sub and sub-sub folders being created continuously, moving through layers becomes difficult. So it’s just a matter of time before it starts getting on the nerves of your employees. With SharePoint you can actually use metadata for document management, which makes the whole process easy. Plus there is also a View option, that allows admins to put forward documents with particular parameters like ‘Recently modified’, for example.
This was the first part of our list of 10 most common SharePoint configuration mistakes, look out for part 2 in the nearest future. If you face any problems or you are unsatisfied with the overall performance of your SharePoint, then contact us at Digital Design. We specialize in SharePoint optimization and migration services.