Office 365

Our Office 365 SharePoint Portal is a dedicated solution for school, which want an easy-to-use learning portal. Students and teachers are often presented with advanced and complex solutions that does everything they need and then some and as a result, they are difficult to use. We have decided to do things differently and therefore the Office 365 SharePoint Portal gives you the features you need to get the most out of SharePoint. Nothing more, nothing less. The portal is simple and easy to use. This way you avoid confusion and having to navigate yet another complex system. In terms of design, you have two options: the portal can use our standard skin, as pictured above, or our second skin, which we made for primary schools.

Prerequisites

Module requirements

UMS

Testing after setup

Users get created in Office 365

What to have ready

Install latest version of Windows Management Framework

Then run these powershell commands

[Net.ServicePointManager]::SecurityProtocol = [Net.SecurityProtocolType]::Tls12 (to ensure TLS 1.2 enabled on Powershell commands)

Install-Module AzureAD

Use this command only if no repository is available

Register-PSRepository -Default -Verbose

Installation

Office 365

Enter Admin credentials for a service account with administrator privileges to access Office 365.

Credentials

Tenant setting

Choose a tenant setting used for connection to Office 365-

Domain

Enter the domain that you want the users and groups to have when they are created. E.g. <Username>@<Domain>

Users

Login

Choose what the users shall use to log in to Office365.

Mail Address

Choose what to use as the users mail address.

Enable password never expires

When marked the password will never expire for the users.

Disable strong password

Use this to bypass the default password complexity.

Users are created through third party program

This normally means ADFS is used to synchronize users

Forward mail to on premise mail server

This will forward the users Office 365 mail to the primary mail address from AD (If user does not have a proxy address it will read it from the mail attribute)

Use Active Directory for info

This tells UMS to take Department, Title and Organization from AD instead of AD Attributes in UMS.

Usage location

This will tell UMS to set usage location when creating a user

Disable users

When marked the users will be disabled when they are no longer attending classes.

Keep active before disabling x days

Specify a grace period where users are active before disabling.

Delete users

Choose if users are to be deleted after grace period has ended.

Keep disabled before deleting x days

Specify a grace period where users are disabled.

Hide from address list

Hide the newly created item from address list.

Mailbox language

Specify which language is to be default for the users.

Mailbox time zone

Specify which time zone is to be default for the users.

Calendar Rights

Set the calendar rights on a user when he is created

Calendar object UPN

Specify the UPN to put on the users calendar with the rights specified below

If using a group then it must be of type "Mail enabled security".

Group UPN for keep alive users

Specify a group where users that is kept alive is a member of.

Group UPN for disabled users

Specify a group where users that is disabled is a member of.

Template groups

Maintain security group

This will create the security group entered in the field template security group in the destination node in the template settings.

Maintain extra groups

This will create all the groups from the extra groups template tab. All users will have direct group member ship.

Distribution lists

Maintain lists

Mark this to create distribution groups in Office 365. The groups will be created, updated and deleted if this is specified.

Delete lists

Mark this to delete distributions groups when they are no longer active in the administrative system. Check the data export manuals too when this happens

Delete unused lists after x days

Specify in days how long the distribution groups are to be kept alive in Office 365 before deletion.

Only senders inside my organization

With this marked only users in the domain will be able to send to distribution groups created by UMS.

Disabling this will allow the groups to be visible in OneDrive and Classroom

Picture settings

This takes the picture privacy setting that the user has set into consideration. The picture will not be uploaded if the user has chosen not to allow his picture to be shared. The picture will not be removed again if it has been uploaded.

Student picture library

Define where the pictures are for the students that uses this template. If this is not set, no pictures will be uploaded to Office 365.

Employee picture library

Define where the pictures are for the employees that uses this template. If this is not set, no pictures will be uploaded to Office 365.

Timetable

Maintain

Mark this to create timetable blocks in Office 365. They will be created, updated and deleted.

Delete old

Mark this to delete old timetable blocks from calendars.

Room setting

Create rooms with timetable blocks.

Manage

Prefix

Text that can be added to the start of what is chosen in Generator.

Generator

Choose what is to define the room.

Suffix

Text that can be added to the end of what is chosen in Generator.

Resulting displayname

Summary of the chosen display name as it will be shown in Office 365.

Set rights to rooms

Sets the rights on rooms when created

This has to be a Distribution Group Otherwise it won't work

Owner

Users will be able to create, read, modify and delete all items and files, and create sub-folders. As the folder owner, they can change the permission levels others have for the folder. (Does not apply to delegates.).

Publishing Editor

Users can create, read, modify and delete all items and files, and create sub-folders. (Does not apply to delegates.).

Editor

Users can create, read, modify and delete all items and files..

Publishing Author

Users can create and read items and files, create sub-folders, and modify and delete items and files they create. (Does not apply to delegates.).

Author

Users can create and read items and files and modify and delete items and files you create.

Nonediting Author

Users have full read details. Can create items and delete own items. Folder visible.

Reviewer

Users can read items and files only.

Contributor

Users can create items and files only. The contents of the folder does not appear. (Does not apply to delegates.).

Note With author or editor permissions, a delegate has send-on-behalf-of permission. Sent messages contain both the managers and delegates names. Message recipients see the managers name in the Sent On Behalf Of box and the delegates name in the From box.

Define rooms to be created

Specify the rooms to be created based on a filter. If nothing is entered, every room will be created.

Room number and Room name

Can be found in the skemabrikker_rooms table in SQL.

Office 365 SharePoint site setting

This will create SharePoint sites

Site settings

Automation type

Full: Means that site maintenance will be fully automated.

Remove learner method

Deleted in AD

Users will be removed from site when they are not active in UMS anymore

Finished on activity/course

Users will be removed when they have finished with the course.

Delete sites

Auto delete

Sites will be delete when the last student has left the site

Manual Delete

Sites will not be deleted by UMS. This has to be done by an administrator

Send mail to teacher(s)

Send mail notification to teachers when they are attached to a site.

Create x days before

Choose how many days before start that the sites are to be created.

Delete x days after end

Choose how many days after end that the sites are to be deleted.

Teacher rights on sites

Rights the teacher will have on the site when attached.

Learner rights on sites

Rights the student/learner will have on the site when attached.

Check if group rights match

When UMS looks for UMS-groups on the site, it will do so based on two criteria’s.

The correct rights and the correct name. Unchecking this will disable the first criteria and only look for a group with the right name. (This is when users change the UMS-group rights on a site manually)

SQL Groups

Members of these groups will be attached to all sites created with this setting as teachers

Group name

This can only be a group that is found in UMS

You get a list of these groups by running this SQL command:

Select Distinct Aktivitet As Activity From Students Order By Activity

Activity Sites

Do not create

It will not create any sites based on activities.

LMS has to be checked

The field Aktivitet_LMS in the students table has to be True. (Look in the documentation for the specific administrative system to see how this is set)

Based on template filter

Create sites based on a filter that is specified per template.

All

Create all sites.

Title

Title of the site. Changing this after a site has been created will cause it to be updated.

Description

Description of the site. Changing this after a site has been created will cause it to be updated.

Search filter and criteria

This will enable you to concatenate sites that would have been created as to or more sites to be created as one site.

Remarks

This is just for description purposes.

Filter

The SQL like filter (regular expression). If an activity matches, it will be subject to the settings below in semester roll

Semester roll

Use replace string with empty

This will replace a section of the site with an empty string.

Start index

Determine where to start in string to remove.

Length

How many characters will be removed from the string.

Add activity short description to node ID

This will add the field Kort_Betegnelse (Short Description) from the students table to the node id.

Node id is the URL.

Examples

If you have three activities named English1, English2, English3 and you only want one SharePoint site.

Set the settings as shown below

This filter ensures that it is only applied to activities that matches this SQL sentence.

Course Sites

Course URL’s will always be created as activity_course.

Do not create

It will not create any sites based on courses.

LMS has to be checked

The field Skolefag_LMS in the students table has to be True. (Look in the documentation for the specific administrative system to see how this is set)

Based on template filter

Create sites based on a filter that is specified per template.

All

Create all sites.

Title

Title of the site. Changing this after a site has been created will cause it to be updated.

Description

Description of the site. Changing this after a site has been created will cause it to be updated.

Search filter and criteria

This will enable you to concatenate sites that would have been created as two or more sites to be created as one site.

Remarks

This is just for description purposes.

Course Filter

The SQL like filter (regular expression). If an activity matches, it will be subject to the settings below in semester roll.

Semester roll

Use replace string with empty

This will replace a section of the site with an empty string.

Start index

Determine where to start in string to remove.

Length

How many characters will be removed from the string.

Activity Filter

The SQL like filter (regular expression). If an activity matches, it will be subject to the settings below in semester roll

Semester roll

Use replace string with empty

This will replace a section of the site with an empty string.

Start index

Determine where to start in string to remove.

Length

How many characters will be removed from the string.

After you have created the Office 365 setting you put in on a template.

Setting: This will created the users with on this template in Office 365 with these settings

SharePoint settings

Sites created with setting. If this is not specified no activities/courses on this template will be created.

Site URL

Which site collection is used when creating sites

Language: The default language of the created site

Course Template

Standard SharePoint: Use a standard template from SharePoint

Course template: Enter a name of a template that resides in the site collection. If nothing is entered it will default to the Team site template

UMS SharePoint Portal: Create sites based on the UMS SharePoint Portal product

OneNote Class Notebook setting

Choose a Class Notebook setting. This will create a Class Notebook created in the SharePoint site.

SQL Groups

Members of these groups will be attached to all sites created with this setting as teachers

Group name

This can only be a group that is found in UMS

You get a list of these groups by running this SQL command:

Select Distinct Aktivitet As Activity From Students Order By Activity

OneNote Class Notebook setting

Define settings for OneNote Class Notebooks.

Sections

Define the section the Class Notebook will be created with. Students that are attached to this Class Notebook will have these sections.

Use Name instead of title for Notebooks (Last part of URL)

This will make the title of the NoteBook be the same as the last part of the URL of the SharePoint site that the NoteBook is created in. It never changes unless this is unchecked.

Never update Notebook title after creation

The NoteBook will never update the title after it has been created, even though the SharePoint site changes title. it will be created with the title that SharePoint site has at createin time.

OneNote Class Notebook setting

Notebook settings

Automation type

Full: Means that Notebooks maintenance will be fully automated.

Remove learner method

Deleted in AD

Users will be removed from Notebooks when they are not active in UMS anymore

Finished on activity/course

Users will be removed when they have finished with the course.

Delete Notebooks

Auto delete

Notebooks will be delete when the last student has left the Notebook

Manual Delete

Notebooks will not be deleted by UMS. This has to be done by an administrator

Send mail to teacher(s)

Send mail notification to teachers when they are attached to a Notebook.

Create x days before

Choose how many days before start that the Notebooks are to be created.

Delete x days after end

Choose how many days after end that the Notebooks are to be deleted.

SQL Groups

Members of these groups will be attached to all Notebooks created with this setting as teachers

Group name

This can only be a group that is found in UMS

You get a list of these groups by running this SQL command:

Select Distinct Aktivitet As Activity From Students Order By Activity

Activity Notebooks

Do not create

It will not create any Notebooks based on activities.

LMS has to be checked

The field Aktivitet_LMS in the students table has to be True. (Look in the documentation for the specific administrative system to see how this is set)

Based on template filter

Create Notebooks based on a filter that is specified per template.

All

Create all Notebooks.

Title

Title of the Notebook. Changing this after a Notebook has been created will cause it to be updated.

Search filter and criteria

This will enable you to concatenate Notebooks that would have been created as to or more Notebooks to be created as one Notebook.

Remarks

This is just for description purposes.

Filter

The SQL like filter (regular expression). If an activity matches, it will be subject to the settings below in semester roll

Semester roll

Use replace string with empty

This will replace a section of the Notebook with an empty string.

Start index

Determine where to start in string to remove.

Length

How many characters will be removed from the string.

Add activity short description to node ID

This will add the field Kort_Betegnelse (Short Description) from the students table to the node id.

Node id is the URL.

Examples

If you have three activities named English1, English2, English3 and you only want one Notebook.

Set the settings as shown below

This filter ensures that it is only applied to activities that matches this SQL sentence.

Course Notebooks

Course URL’s will always be created as activity course.

Do not create

It will not create any Notebooks based on courses.

LMS has to be checked

The field Skolefag_LMS in the students table has to be True. (Look in the documentation for the specific administrative system to see how this is set)

Based on template filter

Create Notebook based on a filter that is specified per template.

All

Create all Notebooks.

Title

Title of the Notebook. Changing this after a Notebook has been created will cause it to be updated.

Search filter and criteria

This will enable you to concatenate Notebooks that would have been created as two or more Notebooks to be created as one Notebook.

Remarks

This is just for description purposes.

Course Filter

The SQL like filter (regular expression). If an activity matches, it will be subject to the settings below in semester roll.

Semester roll

Use replace string with empty

This will replace a section of the Notebook with an empty string.

Start index

Determine where to start in string to remove.

Length

How many characters will be removed from the string.

Activity Filter

The SQL like filter (regular expression). If an activity matches, it will be subject to the settings below in semester roll

Semester roll

Use replace string with empty

This will replace a section of the Notebook with an empty string.

Start index

Determine where to start in string to remove.

Length

How many characters will be removed from the string.

After you have created the Office 365 setting you put in on a template.

Setting: This will created the users with on this template in Office 365 with these settings

OneNote Class Notebook settings: Notebooks created with setting. If this is not specified no activities/courses on this template will be created.

Site collection URL: Which Notebook collection is used when creating Notebooks

Language: The default language of the created Notebook

Sections

Define the section the Class Notebook will be created with. Students that are attached to this Class Notebook will have these sections.

SQL Groups

Members of these groups will be attached to all Notebooks created with this setting as teachers

Group name

This can only be a group that is found in UMS

You get a list of these groups by running this SQL command:

Select Distinct Aktivitet As Activity From Students Order By Activity

Organization Settings

Site settings

Description

Add a description to be able to identify the account.

SharePoint administration URL

URL of the SharePoint administration site for the tenant.

Credentials settings

Username

Username used to connect to SharePoint.

Password

Password used to connect to SharePoint.

Parameters

Users

Parameter	Description
UsersOnly	Runs all the parameters in this table
UpdateUsers	Update users
DisableUsers	Disable users
EnableUsers	Enable users
DeleteUsers	Delete users
CreateUsers	Create users
UpdateImmutableID	Update Immutable ID on users
UpdateOffice365SettingsIDForUsers	Update Office 365 settings for users if they have changed template
UpdateUsersObjectID	Get the object ID from office 365 and save it in UMS DB

User settings

Parameter	Description
RunUserSettings	Runs all the parameters in this table
DisableStrongPassword	Disable strong password for users
SetMailAddress	Set mail address on users
Forward2OnPremiseMail	Set forward to OnPremise mail on users
SetCalendarRights	Set calendar rights on users
UpdateMailboxTimeZone	Update timezone for mailbox users
UpdateMailboxLanguage	Update language for mailbox users
EnablePasswordNeverExpires	Enable password never expires for users
UpdatePictures	Update pictures
Forward2PrivateMail	Set forward to privatemail on users
UpdateReplyToAll	Set Reply to all on users
ProvisionOneDrive	Provision OneDrive to users
UpdateAddressBookPolicy	Set address book policy on users

Groups

Parameter	Description
GroupsOnly	Runs all the parameters in this table
RemoveGroupMembers	Remove group members from groups
AddGroupMembers	Add members to groups
DeleteGroups	Delete groups
CreateGroups	Create groups
UpdateGroupsObjectID	Get the object ID from office 365 and save it in UMS DB
GetUPNsForGroups	Get the UPN of template groups from Office 365

Template groups

Parameter	Description
TemplateGroupsOnly	Runs all the parameters in this table
RemoveUsersFromTemplateGroups	Remove users from template security groups
AddUsers2TemplateGroups	Add users to template security groups
DeleteTemplateGroups	Delete groups that are no longer template security groups
UpdateTemplateGroupsObjectID	Get the object ID from office 365 and save it in UMS DB
GetUPNsForTemplateGroups	Get the UPN of template security groups from Office 365

Template extra groups

Parameter	Description
TemplateExtraGroupsOnly	Runs all the parameters in this table
CreateTemplateExtraGroups	Create groups from template extra group
DeleteTemplateExtraGroups	Delete groups that are no longer in extra groups
AddTemplateExtraGroupMembers	Add users to template extra groups
UpdateTemplateExtraGroupsObjectID	Get the object ID from office 365 and save it in UMS DB

Teams

Parameter	Description
TeamsOnly	Runs all the parameters in this table
AddTeams2DB	Add Teams to UMS DB
CreateTeams	Create Teams
AddTeamToGroup	Add teams to groups
ActivateTeams	Activate teams
UpdateTeams	Update Teams
DeleteTeams	Delete Teams
AddTeachers2TeamsDBTable	Add teachers to Office365Teams_Teachers table in UMS DB
AddTeachers2Teams	Add teachers to Teams
AddLearners2TeamsDBTable	Add learners to Office365Teams_Learners table in UMS DB
AddLearners2Teams	Add learners to Teams
TeamsDeleteTeachers	Delete teachers in Teams
TeamsDeleteLearners	Delete learners in Teams
TeamsUpdateNeedToBeUpdated	Set update on next run flag
UpdateLearnersExternalID	Retrieve the learners object id from Office 365 and save it in UMS DB
UpdateTeachersExternalID	Retrieve the teachers object id from Office 365 and save it in UMS DB
UpdateSchoolsExternalID	Retrieve the schools object id from Office 365 and save it in UMS DB
UpdateTeamsExternalID	Retrieve the teams object id from Office 365 and save it in UMS DB

SharePoint

Parameter	Description
SharepointOnly	Runs all the parameters in this table
CreateSites	Create sites
AddSites2DB	Add sites in UMS DB
DeleteSites	Delete sites
UpdateSites	Update sites
AddLearners2SitesInDB	Add learners to UMS DB
DeleteTeachers	Delete teachers
AddTeachers2Sites	Add teachers to sites
DeleteSiteGroups	Delete site groups
AddTeachers2SitesInDB	Add teachers to UMS DB
DeleteLearners	Delete learners
AddLearners2Sites	Add learners to sites
UpdateSiteURL	Update sites with new URL
AddNoteBooks2Sites	Add OneNote Class NoteBooks to sites
SharePointDeleteNoteBooks	Delete OneNote Class NoteBooks from sites
UpdateNeedToBeUpdated	Set the update on next run flag
UpdateSitesIsActive	Update site active/inactive status
SharePoint_OneNoteClassNotebook_AddMissingTeachers	Add missing Teachers to OneNote Class NoteBooks
SharePoint_OneNoteClassNotebook_AddMissingLearners	Add missing Learners to OneNote Class NoteBooks
ReAddLearners2Sites	Re-add learners to sites if ReAdd is true in DB
ReAddTeachers2Sites	Re-add teachers to sites if ReAdd is true in DB

OneNoteClassNoteBook

Parameter	Description
OneNoteClassNotebookOnly	Runs all the parameters in this table
AddNotebooks2DB	Add OneNote Class NoteBooks to UMS DB
CreateNotebooks	Create OneNote Class NoteBooks
UpdateOneNotes	Update OneNote Class NoteBooks
DeleteOneNotes	Delete OneNote Class NoteBooks
AddTeachers2OneNotesInDB	Add teachers to OneNote Class NoteBooks in UMS DB
AddTeachers2OneNotes	Add teachers to OneNote Class NoteBooks
AddLearners2OneNotesInDB	Add learners to OneNote Class NoteBooks in UMS DB
AddLearners2OneNotes	Add learners to OneNote Class NoteBooks
OneNoteDeleteTeachers	Delete teachers in OneNote Class NoteBooks
OneNoteDeleteLearners	Delete learners in OneNote Class NoteBooks
OneNoteUpdateNeedToBeUpdated	Set update on next run flag

Maintenance

portal.office.com

Teams

Go to Office Portal and login with your admin account( the same UMS uses).

Select settings Services and add-ins and click Teams.

Activate Teams for a license type, ie. Guest or Education-Student

FAQ

Office 365 Licens (Unable to assign this license) How to troubleshoot this error

Error message from UMS Job log (LiveAtEdu)

Error = Unable to assign this license

Set-MsolUserLicense -UserPrincipalName 'khhi3275@ums.dk' -AddLicenses "inLogic:STANDARDWOFFPACK_IW_STUDENT" -LicenseOptions $MyO365Sku

Error = Unable to assign this license.

29-01-2019 13:23:00 -    at Utilities.Office365.SetLicenseForUser(String UPN, List`1 Licenses, SqlConnection& LocalSQLDBConnection)

  at LiveAtEdu_Sync.LiveAtEdu_Sync.PerformFunctionUserSettings(String SQLStr, UserFunctions Office365Function, MethodInfo StackFrame)

29-01-2019 13:23:00 - khhi3275- UPN = khhi3275@ums.dk

29-01-2019 13:23:01 - (UpdateLicenseInfoOnUsers) Error. Could not set license for user - khhi3275@ums.dk       

• Try adding the same licenses manually to a single user in office365. You could see if that is possible

  

• The error shows that it is not possible to put the same licenses together

  

  
  
• Change your licenses in UMS and run the LiveAtEdu job again

Groups

How to get groups visible in OneDrive and Classroom

Remove the checkbox from Only senders inside my organization

Why do I not get the site created?

1. Activity
   1. Is there a user on the activity with a primary template that has an office 365 setting attached
   2. Is the flag Aktivitet_LMS = True
2. Course
   1. Is there a user on the course with a primary template that has an office 365 setting attached
   2. Is the flag Skolefag_LMS = True

Disable or enabling user

Error = Message: Insufficient privileges to complete the operation.

This could be the result of the user trying to be disabled/enabled has roles that does not allow the action like Global Administrator.