SharePoint Add-in Retirement

Getting Started

How To

Troubleshooting

SharePoint on-prem

Applies to Event Management and Employee Training Management on SharePoint on-premises

How can I enroll a Group in Event Management and Employee Training Management on SharePoint on-prem

Event Management and Employee Training Management were the first SharePoint add-ins we released for SharePoint 2010, later for SharePoint 2013, 2016 and finally SharePoint 2019 and SE. The apps are a great success and though the majority has moved over to Event Management or Employee Training Management on SharePoint online, there are still many customers using them in SharePoint on-premises environments.

By default if you want to enroll users in an event using Employee Training Management, you have to enter all users in the enrollment form.

Enroll multiple users

Enroll a SharePoint group

To allow the enrollment of SharePoint groups you have to change the User column and allow People and Groups.

Open the list settings of the Enrollment list, click on the User column and enable People and Groups.

Change user column

Now you can also enter SharePoint groups in the enrollment form and all group members will be enrolled.

Enroll an active directory security group

To allow the enrollment of security groups, also allow the selection of people and groups in the User columns (see above).

Now run the following script in SharePoint Management shell (change the yoursite URL to the URL of your SharePoint site).

$web = Get-SPWeb http://yoursite
$list = $web.Lists["Enrollments"]
$list.RootFolder.Properties.Add("Sapiens.at.SharePoint.ResolveADGroups", 1)
$list.Update();

Now try to enroll a security group. If you click on Manage Enrollments and you only see one enrollment with the security group instead of one enrollment for each group member, please make sure you installed the latest version: sapiens.at.setup.etm.zip

Re-run setup and choose Repair.

Enroll an Exchange distribution list

Distribution lists are mainly used for e-mail distribution and are not security-enabled, so they cannot be used to control permissions for a SharePoint site and the can also not be used in a user column, so that’s the reason why we cannot use them in the enrollment form.

Workaround

As a workaround you can however import distribution lists to a SharePoint group using the following script.

Change the SharePoint site URL and enter the group names you would like to import.

#your SharePoint site URL
$webURL = "http://yoursite"
#names of all distribution lists to import to SharePoint
$groupNames = @("group1","group2")
 
#group description in SharePoint
$importedGroupDescription = 'Imported from AD'
#get groups from ad
[System.Reflection.Assembly]::LoadWithPartialName("System.DirectoryServices.AccountManagement");
$ctx = New-Object System.DirectoryServices.AccountManagement.PrincipalContext([System.DirectoryServices.AccountManagement.ContextType]::Domain);
$qbeGroup = New-Object System.DirectoryServices.AccountManagement.GroupPrincipal($ctx);
$srch = New-Object System.DirectoryServices.AccountManagement.PrincipalSearcher($qbeGroup);
 
#open SharePoint site
$web = Get-SPWeb $webURL
#get all groups with groupdescription
$allGroups = $($web.SiteGroups | where { $_.Description -eq $importedGroupDescription })
 
#import ad groups
ForEach($adGroup in $srch.FindAll() | where { ($groupNames -contains $_.Name) })
{
    $groupName = $adGroup.Name.Replace("@", "_")
    $adGroupMembers = $($adGroup.Members)
    $spGroup = ($allGroups | where { $groupName -eq $_.Name })
    if($spGroup.length -gt 0){
        #SharePoint group already exists
        $spGroup = $spGroup[0];
    }
    else{ 
        if($spGroup -eq $null) {
            #create SharePoint group
            $web.SiteGroups.Add($groupName, $web.SiteAdministrators[0], $null, $importedGroupDescription)
            $spGroup = $web.SiteGroups[$groupName]
        }
    }
    #check and add users to SharePoint group
    ForEach($adUser in $adGroupMembers){
        $spUser = $web.EnsureUser($adUser.EmailAddress)
        if($spUser -ne $null){
            $groupUsers = ($spGroup.Users | where { $_.Email -eq $spUser.Email })
            if($groupUsers.length -eq 0 -or $groupUser -eq $null){
                $spGroup.AddUser($spUser)
            }
        }
    }
    #check and remove users from SharePoint group
    ForEach($spUser in $($spGroup.Users)){
        $adUser = $null
        ForEach($m in $adGroupMembers){
            if($spUser.SystemUserKey -ne $null){
                ForEach($sid in $m.Sid){
                    if($spUser.SystemUserKey.ToLower().EndsWith($sid.Value.ToLower())){
                        $adUser = $m
                        break
                    }
                }
            }
            else{
                if($m.EmailAddress -eq $spUser.Email){
                    $adUser = $m
                }
            }
            if($adUser -ne $null){ break }
        }
        if($adUser -eq $null){
            $spGroup.RemoveUser($spUser)
        }
    }
}

You can run the script as a Windows Scheduled Task or just run in manually from time to time and that will import all distribution lists to the SharePoint site and create and maintain SharePoint groups for each distribution list.

I hope you found this information useful. If you have any problems or any other questions, please send an e-mail to support@sharepointsapiens.com or post a comment.

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