Episode 88: SharePoint

Episode 88: SharePoint

Episode 88: SharePoint 560 420 Carlos L Chacon

Why can’t we just get along? There can be a real love/hate relationship between those of us with data responsibilities and those who are responsible for SharePoint environments.  We want to provide good service to those environments, but there are SO MANY things we can’t do on a SharePoint database.  To see how the other half lives, we invited Todd Klindt onto the program to give us his thoughts on how we can all get along a bit better.

Because Todd suggests the “SQL and SharePoint communities should understand each other a little better”, we will try to tackle some of the obstacles the teams face so you can be better armed to support your SharePoint team.

 Episode Quotes

“SharePoint is kind of like that pretty girl in High School…”
“A SQL alias is like fire or gunpowder. I have the respect for it. It’s a good tool but don’t play with it.”
“Bad things happen, stuffs is unfair, and how you handle it is the key.”

Listen to Learn

  • Why the SQL Server and SharePoint teams can’t seem to get along
  • Dos and Don’ts with SharePoint Server
  • How you can still save the day
  • The vocabulary you might use to approach your SharePoint team
  • What an interesting sense of humor Todd has

Todd on Twitter
Todd’s Blog
SQL Server best practices for SharePoint
Todd’s SharePoint Netcast

SQL in the news
Mongo API for DocumentDB
Microsoft Data AMP Conference

About Todd Klindt

Todd KlindtTodd has been a professional computer nerd for over 20 years, specializing in SharePoint for the last 14 years.  His love affair with SharePoint began one slow day at the office when he discovered SharePoint Team Services 1.0 on the Office XP CD that was holding up his coffee cup, and decided to install it. The rest is history. In 2006 he was honored to be awarded the MVP award from Microsoft for Windows SharePoint Services. He has had the pleasure of working with SharePoint farms both large small. He has written several books and magazine articles on SharePoint. Todd has presented sessions on SharePoint at many major conferences both in the United States as well as Europe and Asia and does the user group circuit, SharePoint Saturday events, and the occasional children’s birthday party as well.

Carlos: So Todd, welcome to the program.

Todd: Thanks for having me, Carlos.

Carlos: Yes, it’s a pleasure having you here and when we reached out and chatted with you I knew we were going to have very interesting conversation. Ultimately our conversation is about SharePoint today. But your response was, and we wanted to talk about the interactions between SharePoint and SQL Server. And your response was, “Yes, I’d be happy to talk with you about the database lucky enough to host the SharePoint application”.

Todd: Yes, there are many database platforms out there but SQL is fortunate to be the one that gets to support SharePoint. It’s an honor above all honor. I hope SQL appreciates it.

Steve: Now, one thing you’ve said is that you’ve taught some classes in the past around this and around SQL for SharePoint admins and around the opposite of SharePoint for SQL DBAs.

Todd: Yeah.

Steve: And I think that’s one that would be very exciting to our listeners in that a lot of DBAs may not have the SharePoint experience.

Todd: Yeah, so the way that works is we’ve all heard the phrase, “In the land of the blind the one eyed man is king.” And so when it comes to SharePoint DBAs, not SharePoint DBAs, SharePoint Administrators, they need to know a bunch of things. They need to know SharePoint obviously but they also need to know IIS, PowerShell, and they need to know DIS and SQL. And all of those things SQL is the most complicated, the least forgiving and just the most easiest to screw up. And so I came in with a little bit of SQL knowledge. Just a little bit more than the x guy and so I became one of this people. When speaking to TechEd and things like that I would speak about, you know, for SharePoint Administrators the SQL part. And I would cover just the dumb, the stuff that’s just embarrassing for SQL folks but the SharePoint folks didn’t know it. And so I had somebody, I can’t remember what the event was like, “You know, we’ve got some SQL folks they would like it the other way around.” And I’m like, “Absolutely, this is easy.” And so I kind of twisted it on its head and what really it ended up being was almost like a counseling session for SQL DBAs because I was saying all these things that SharePoint was doing that they hated. And you know, like the ever popular using as a primary key. SQL DBAs love that. So it end up being, here’s all the ways that SharePoint is going to try to destroy your SQL Server and all the things that it doesn’t go along. When I would teach the class to SharePoint Administrators I was almost like a god because, you know, because I just knew all these crazy things. Like I knew when a transaction log was and how to keep them from filling up my hard drives. To the SQL guys that was just bad news. I was just like, “Here is another thing that SharePoint is going to that you’re going to hate. And here is another thing.” I think I already did that one once. I couldn’t take it. 

Carlos: When they got the pitch forks out that’s when you knew.

Todd: Yeah, I knew, by halfway through the session they turned on me. That’s the moment of pitch forks. Yeah, it was horrible.

Carlos: So ultimately I think we’re going to get to a little bit of that, right? We want to talk about. I have some questions about why SharePoint does the way the things it does and maybe you can help shed some light there. I guess another opinion and then of course the flip side is we would like to get some feedback on what the SharePoint Admins wished we were doing a little bit better there.

Todd: I have a long list of grievances. I think I can represent all the SharePoint Administrators when I tell you DBAs these things that you’re doing wrong. So I hope somebody got some pen and paper, yeah. I’ve got all that. So I’m happy to obliged you.

Steve: Well, it’s great to know you can represent all of the SharePoint Admins from that perspective.

Todd: We are one large homogenous group, yes. They elected me as their spokesperson so very likely yeah.

Carlos: Ok, so the first thing I guess just to talk about, I mean is that, so we’re talking about SharePoint, we’re talking about a couple of different databases and logging is probably the one that is going to get the most attention only because it’s so easy for that thing to get so big so quickly.

Todd: Yeah, there are a lot of ways that SharePoint Administrators screw up SQL. I mean there is just — Like if you guys had a list of all the ways that you can screw SQL up, SharePoint Administrators have done them all and they’ve invented a couple of new ones, and the logging DB is one of them. And the logging DB came from a good place. But the underlying SQL structure for SharePoint is incredibly rigid and incredibly fragile. And so from Day 1 when SharePoint set on top of SQL. Microsoft said, “Keep your hands out of SQL. Don’t write to those databases. Don’t read from those databases. Don’t even look at those databases. Pretend they are not there.” And that was because there is not a lot of referential integrity and so SharePoint assumes the things in certain way inside of SQL. And so the administrators that’s great but there’s a really good information in there that I would like to have. It’s only place that exist and you yell at me if I read it from there so let’s figure something out. So Microsoft, I think in SharePoint 2010 introduce this logging database where they just for everything that anybody would ever want in that database and they said, “Go wild. Read from it, write to it, delete it, add columns, whatever horrible things you could think of. You can do it to this database and this database only.” So that thing can get huge and depending on what kind of recovery model you’re using, the database can get big, the logs can get big. And most SharePoint Administrators if they installed SQL once they do that they forget about it. And so they don’t think to model those drives and look at the logs and all that. That database has taken down many SharePoint forum because it fills up all the drives and just takes everything down. So you’re absolutely right, that’s one that the DBAs need to keep track of. That’s one point that SharePoint Administrator should keep track too but they don’t.

Carlos: Sure.

Steve: So are there like standards or best practices out there for how to go about cleaning that logging database up or purging all data out of it or anything?

Todd: I’m not sure if there are any official ones. Microsoft stands on it is you can do whatever you want. So you can delete it, rename it do whatever things that you want to do to it. You can because they don’t read for anything so they don’t care.

Carlos: Sure. Correct me if I’m wrong but I believe that the default is that there is no expiration or there is no kind of archiving there. So going in and setting that would be like a good first step. Alright.

Todd: Yeah and that’s one of those things that Microsoft, at least the SharePoint team has done is anytime, no I can’t think of an exception to this but I’m sure there are. But anytime there is a fork in the road and one answer means that something might get removed and the other answer is it won’t. They always go to the do no harm so things like, you know, it will be great if we archive after 30 days because that will save disk space and all that. But they’re like, “No I don’t want to delete anything.” You’ll never know when someone is going to need something 31 days ago. You know, when the most important spreadsheet ever got deleted or something. So they let that stuff run wild. So I think, yeah that’s an important first step to figuring out. You know, if you’ve got a data warehouse somewhere you’re going to keep these things in. Four of you you’re going to setup your policies the same you can’t look back any further than 60 days or 90 days. That’s definitely something that SharePoint administrators should figure out or handle that database.

Carlos: And shame on us, you know, I guess if we’re a database administrator there for having those drives fill up. When you think it’s part of the core of what the SQL Server database administrators responsibilities are beyond backups is kind of keeping the system up and knowing how much drive space you have I think is king of critical to that.

Todd: I couldn’t agree more, shame on you DBAs. This is not the SharePoint administrator’s fault whatsoever. We are the collateral damage. No, I think a part of that comes from, you know DBAs have an idea of what their roles and you cover some of the basic stuff back-up, and monitoring and thing like that. But optimization, you know, figuring out the way to get the best performance out of the databases and those kinds of things. That’s just something that every DBA does and they go in every situation expecting to provide that service and the SharePoint guys come along. It’s the longest time SharePoint was the sexy beast out there. The SharePoint guys walk in. They had a swagger about them. It was just obnoxious and I say that as a SharePoint guy that has that swagger about it. And so we come in we’re like, “SQL guys, that’s adorable do you think you could help but don’t touch anything. Don’t look at anything. Don’t change. I know you think you’re smart. But don’t touch anything.” And after that happens the DBAs couple of time they’re like, “Fine. You told us not to touch anything then we’re not going to touch anything.” Yeah, I want to go back to playing Solitaire in my desk. And so that’s how kind of this dynamic thing got worked out. And either side really understood the other side very well. And SQL guys are told to keep their hands of and a lot of them did. I do have a one funny story with a customer. They did have a SQL team, a SharePoint team and SharePoint was running fine and then all of a sudden things started breaking and I can’t remember exactly what the symptom was because this was 8-9 years ago. But after asking everybody, “Did you change anything?” “No, we didn’t change anything.” Talked to one SQL DBA who has kind of a stroke of honesty about him. He was like, “Yeah, I was playing at the public role a little bit and then I took a bunch of things out. Is that bad? Is that wrong?” Well, yeah it was. And in his defense that industry with a very secure industry and that was just his job was to make sure that nothing had permission that they didn’t need to have and he didn’t know for sure. And he was trying to do the right thing. And we are like, “Yeah, don’t touch that, that DBA.” But that kind of stuff happens all the time. So I agree the DBA should keep their eye on that kind of stuff but there are a lot of things going on and there is not always a DBA out there. You might have real SQL things to worry about and that SharePoint might got stored up in some place where you didn’t know about. Kind of off the record there and that kind of stuff happens.

Steve: So as the DBA oftentimes we are put in a position where we are responsible for that server but then we’re told, “Don’t touch it, don’t change it.” And then things happen like databases got big because a lot of login and what do we do? I mean, we can’t touch it, we can’t change it but we’re running out of disk space so we just throw unlimited amount of disk space at it or more memory.

Todd: All of the above. I keep hearing how cheap disc space is and I hear that from people all the time. When I was a server admin like, “Why does it cost so much for server space? I can go to best buy and buy.” So a couple of things so Microsoft has some documentation to kind of helps with that. And I can give you guys the links to that. The SharePoint product team understands the tough position DBAs are put in so they have hard guidance on here’s the things that you can do to secure SQL. Here are the things that you can and can’t touch in SQL to give you guys sort of a framework on things that you can do. And so I’ll get you the links for those listeners, those of you in the shownotes these guys have or I can blog, toddklindt.com, either way. So a couple of things about that, one of the things that I would bring up is that when you create a SharePoint farm and out of the box I forget where it is now but there is like 19 databases to get created with just a regular run of the mill SharePoint farm. SharePoint makes some really bad assumptions about how things should be configured for instance it doesn’t understand putting databases in different drives. It doesn’t do that automatically. It sets your recovery model to simple. All these kind of things so as a DBA you can’t assume the things were setup in a way that makes sense because SharePoint doesn’t always do that. One of the things that you can do is go in and look at the recovery model and say, “Ok, we don’t need. Sets with full recovery model.” You would probably don’t need that unless you’re Probably doing some other kinds of smart backups truncating your logs and doing all these things. SharePoint doesn’t always do that correctly. It’s going to put everything on the default data drive, there’s a default log drive, there’s obviously some databases that you can move around that makes sense. I’ll put them on different tiers of space and different sizes so there’s some of those things. Really looking at the documentation and finding out is the best way to do it. One of the things that I have talked about when I speak to SharePoint administrators is I don’t expect them to be SQL experts. There’s just not enough time to be a SharePoint expert and a SQL expert. And so they should know a few things, they should know some vocabulary, they should know some of the terms so that when it comes to you guys or when you guys come to them that you can kind of speak to them and saying the same things. So if you come to somebody and say, “Hey, these drives are getting full what can we do?” There’s situations where content databases can have huge amount of white space in them and so then you need to have a conversation, “Should we shrink this databases, should we not shrink this database”, things like that. So it’s kind of a two way deal.

Steve: So even in that default setting, Tod, you talked about like simple mode. But even back at least in, and this is dating me a little bit. We couldn’t backup the databases and use that as a restore mechanism, right? It had kind of go through the SharePoint console. Is that change at all?

Todd: So that is kind of, let me go back and say that by default SharePoint creates the databases of this full recovery model. Not simple because full is the one that fills up the hard drive and makes everything crash. But as you can treat your model settings and play with that. But if you don’t know enough, if you’re a SharePoint guy and don’t know enough that can bite you. As for databases with the exception of one database for the most part all of the databases inside of SharePoint. When it comes down to as known what kind of database is that and what you’re trying to do with it. So the one that you really can’t touch is the config database and that is the one that has all of these form specific and machine specific settings. You can’t move that thing. You can’t move it from farm to farm. You can’t really even move it from location to location side of SQL. It’s just a vey fuzzy thing. There’s a lot of hard coded things in there and that’s the one that really destructs all the SharePoint servers. So if something is wrong in that database SharePoint can’t start. Outside of that though like your content databases where all your documents, and your lists and all that but those things are completely affordable to a point where I tell folks, when I’m talking to SharePoint folks, if you do nothing inside of SQL. Get SQL level backups of your content databases because if everything burns down, if your SharePoint Server is exploding, your SQL Servers explode. If you got copies of those databases I can’t make sure you don’t get fired because that’s where all the stuffs at. I’ve got this great story where I used to work at a company and I left and like 10 years later the guy that was my boss calls me on a Friday night at 6 o’clock. I’m like, “Hey, Todd, how it’s going? Been a while.” And he’s like, “Well we got this big SharePoint environment and we’re moving it to a hosting company. And we get everything set up and we have all these VMs, all these Hypervisors and all these SharePoint farms and the hosting company did a reverse migration.” Now I’ve never heard that term reverse migration but I think I had a pretty good idea what had happened. When they were set to copy their local virtual machines and databases and all that to the hosting provider the hosting provider did it backwards and copied the blank environment over top of that production environment.

Carlos: Oh man.

Steve: Wow.

Todd: Yeah, so it gets worst, so he’s telling the stories like, ok. So we talked to our SQL team, they had databases, they had all the databases backed up the SQL team rocks. Everything is good to go. He’s like, “Go DBAs!” And I talked to the Windows team and I said, “Ok, we need to restore all the VMs.” And the Windows team said, “No, we don’t take care of that. The virtualization team does.” I said, “Ok”, so I went to the virtualization team and I said, “Hey, I need to restore all these Windows VMs.” And the virtualization team said, “We don’t do that, the Windows team does.” So this guy was in this situation where he had like I think 9 SharePoint farms and close to 30 SharePoint Servers and all the servers, all the Windows images are gone. All he had was the SQL images and databases. That’s all that he had. And so I was able to take nothing but the SQL images and SQL databases. And the SQL team rebuilt SQL Servers and monitor everything. And I brought all that up full fidelity everything that he had the week before because all the good stuff, all the important stuff is in SQL. All of the data is in SQL. And the fact that they had just SQL backups, SharePoint backups. The fact that they had good SQL backup so I was able to rebuild everything. Bolt it all back together and as far as I know we didn’t go far. So where does the SharePoint part comes in is there are a bunch of SharePoint piece that aren’t in SQL and so if you don’t do SharePoint backups those things font get back up. And there’s also unit of scale inside of SharePoint. And a content database again which has all your important documents and list items and calendars and all that. They can have one or more site collections which just kind of the unit of scale inside of SharePoint. So SQL can’t backup anything in the databases. But if you do SharePoint level backups you can backup individual site collections and give some plenty of business there. But the SQL backups are the very first thing I tell anybody to do.

Carlos: There you go so companeros if you’re getting pushed out of the SharePoint love and make sure you’re still taking your backups so that one day you too can be the hero.    

Todd: Yes, recover from that reverse migration.

Carlos: So one of the things that I was going to ask about in the database itself. There are some settings that kind of draw these bunkers, right? And one of the things that it doesn’t want us doing is creating statistics. And these are statistics, again, so you have these very wide tables, of all these list, right, column 1, column 2 and we look at we go crazy. And then it’s like now you’re not going to let me choose, you know, create statistics at the database itself is going to create. I’m not going to create any on my own. I’m going to let your database create it and SharePoint is like, “No, no, don’t do that.” Where you get in trouble particularly even if you decide to go and to do is then when you want to upgrade it will say, “You’ve touched my database. I’m not going to let you upgrade.” My question is creating automatic statistics, is that still a no no? Is that something that we can turn on and then again assuming that we know enough and then we just remove them before upgrade time? Or what’s your choice there? Which side do you coming down on.

Todd: So I think that is covered in the best practices document that I promise that I would link to you guys. So the upgrade of the database stuff I’m not sure what the last version of SharePoint trying to upgrade from or to us. So I’m not sure if that particular one is still gets caught or not. These days when upgrade SharePoint so all you can do is database attach so basically you build a new SharePoint farm as you got SharePoint 2013 database as you built your SharePoint 2016 farm. There is a command lock that you can use to test the database and it will tell you all the things that you’ve done wrong and all the things that it does right. But more importantly it will tell you whether that particular thing will block the upgrade or not. And there are precious few things that actually block an upgrade. Now, play with the database schema that might be one of those things. But I don’t remember if the statistics, one if it just yells at you or if it blocks the upgrade or not anymore. I know when going from SharePoint 2007 to 2010 it was super mean about those kinds of things. I don’t know if that’s still the case or not, best practices thing, I think it’s in there. But yeah, you’re right and that’s why I feel for the DBAs is because there are so many things that you guys do to keep things run then SharePoint comes along and says don’t do that. Now I’m looking to the best practices document right now and it says do not enable auto create statistics at SharePoint content database. We will find you, we will pull your fingernails, put cockroaches in your underwear that seems unnecessary. I don’t know why they didn’t do that. Yeah, so don’t do that particular thing now that is the SharePoint 2013 best practices document.

Carlos: So you would still follow that as a best practice then?

Todd: Yeah, I would. And I’m sure your listeners are used to talking about things in Microsoft Support. And there is support in a capital S and support in the lower case s. So depending on what you’re talking about. There are different levels of what you can and can’t do. I’ve absolutely done things that I know that Microsoft hates. But they can’t necessarily catch me up and I’ve got plausible deniability. If this is one, I don’t know enough SQL to know if there is a way you could turn that on and then you call Microsoft support and they notice that if you could turn it off and undo potential damage. I don’t know that one well enough to comment on.

Steve: Then when we’re looking at the SQL Server best practices or the normal things that we’re doing for performance tuning and then you compare that to what SharePoint is going to allow you to do. What are the kind of things that we should avoid or that we can get into trouble if we do. Or what are the things that we can do and get away with and work well?

Todd: Yeah, SharePoint is kind of like that pretty girl in High School. She’s really pretty and you want to demanding. SharePoint is kind of like that when it comes to SQL so again that best practices document that I’m going to link and that you’re going to link that will walk you through basically that question as a well seasoned DBA. You got a list of things in your head that you want to do and here’s the list of the things that you can do which is very short and here is the list of all the things that you cannot do and that really guides you. So a couple of things that we talked about you can’t mock with things like indexes and fill factor and those kinds of things. There are some harder things that can’t do. I know one of the ones we talked about that you can’t auto create statistics that’s a big no no. A gigantic no no is you can’t mess with the maximum degree of parallelization or maxed up to its friends that has to be set to one and only one or SharePoint 2013 and greater will just, depending on when it catches you changing that it will just fall down and throw up its hands and refuse to serve anything. So if you don’t have maxed up set to one on your instance when you create your farm SharePoint will refuse to create the farm. It just won’t do it. There are different maintenance processes and stuff that will check for that. So if you try to change it afterwards it will be very angry with you. While that’s obnoxious it is less obnoxious not checking and not getting angry with you and corrupting your data because it thinks everything is running and one threat that’s not. I send that to that best practices document to SQL DBAs all the time. it normally brings them into tears. Microsoft has done a pretty good job because this question comes up all the time. SQL DBAs are better way longer than SharePoint administrators have. So you guys honed your craft a lot better than we have so we have to provide you with this improvision.

Steve: Sure and we just don’t have that cool swagger that you mentioned earlier.

Todd: It’s true. I mean, I’ve met some of the coolest SQL folks and you got nothing on some of the coolest SharePoint folks. It’s true story.

Carlos: And here I was starting to warm up to you Todd.     

Todd: I’ll take care of that.

Carlos: A Chill just entered the conversation here.

Todd: So that’s plenty, many years ago. So I’m Microsoft MVP and I have that for 10 or 11 years and along one of this flight to the MVP Summit I was sitting next to Tom LaRock. I know you guys have deal with him. I do mean deal with him, not meet him, he is a special individual. So on that plane, you know, it’s all nerds. That plane right out to Seattle just have the extension nerds. I’m sitting next to Tom and he pulls out his laptop and he starts doing SQL-y thing. And so I was like, “Alright, he’s probably an MVP and I start talking to him.” And to this time, and this is probably 10 years ago, Tom and I still talk all the time because when that conversation started up I’m like, “Hey, you’re a SQL guy.” And he’s like, “I’m a SharePoint guy.” And he kind of looked at me and he gave me the stink eye. I’m like, “No, no, it’s cool. I’m on your side.” What I can do is SharePoint guy to make SQL better. Help me understand the performance things that I can do and we kind of bonded over that. So there’s some amount of, we can mix the chocolate and the peanut butter but it works out.

Carlos: Now getting back into the reverse because basically out hands are tied and don’t stick your hands into the cookie jar, right, get out don’t do anything. So on the reverse side there how are we driving our SharePoint admins crazy and how can we do a little bit more and less yelling.

Todd: Yeah, well I think there’s a bunch of stuffs you guys can and a bunch of stuff that SharePoint people don’t understand. SharePoint administrators everything in SharePoint is the can’t to them. It’s the word docs, it’s excel spreadsheets that they are laser focus on that that they can’t see anything else. And as a DBA you understand that by the time a piece of data end up in a content database has probably gone through TempDB. It sat in a lot of cloud for a while. There are a bunch of things that happened before it gets into that database. Whereas to a SharePoint admins, you know, it goes from my mom’s computer to the screen directly into that SQL database, you know, no stops between. So one of the things you guys can do is on the backend thing about where database go, which drives TempDB goes on, how many TemDBs have, where to put the log, where to put the databases and things like that to make SharePoint shine. That’s one of the things and educate those SharePoint folks on that and why you’re doing it, and help them understand the value of that. That’s makes so much difference. Making sure that your SQL Servers have enough memory, have enough RAM to do the things that they need to do. And there’s some guidelines out there but again you guys, again it’s almost more art than science at this point. You guys can feel those things out and you understand the different metrics to look at and see where SharePoint is come flowing down and help guide those folks out.

Steve: Yup, so on that point then around moving data and log files around. I mean generally we see with SQL databases that if you can have your log files on a different drive than your data files. And you’re having I/O contention you usually can improve performance with that. And one of the things I’ve run into with SharePoint or SharePoint admins that you make recommendations say this is what we’re going to do, we put in a new drive, we’re going to move the log files over here, we’re going to move the data files whatever and there’s a lot of push backs saying, “oh you can’t do that with SharePoint.”

Carlos: Yeah, you can’t touch it, you know.

Steve: That will invalidate the warranty and the entire system will blow up.

Todd: Yeah, I think that comes from two things. I think one of the things is SharePoint administrators are very sure of themselves and so they have heard that you shouldn’t touch things in SQL and so they repeat that with great authority and feeling. And the other thing is I think most SharePoint administrators are scared to death of SQL. I mean just terrified of it. And so they’re afraid and if you go back there and fiddle some bits that it might just kill SharePoint and SharePoint will never recover. And so I think it’s SQL parts in those two things. SharePoint absolutely is fine with the transaction logs and databases being on separate drives. It’s absolutely fine with if you’ve got a content database that has really fast filling logs and you need to move those. It’s fine of taking that database offline in SharePoint which is different than dropping it in SQL the way SharePoint uses offline for databases is maddening. But it actually understands that moving the logs or backing it up it actually covers all these things. You can actually do all those things.

Carlos: Just to clarify there. So I go to my admin and say, “We need to make a change here.” We’ve gotten to a point where they will trust me and I’m not going to break everything. Am I using SharePoint to take the database offline or can I do that through SQL Server Management Studio and take the database offline and move the files around?

Todd: Yes. It depends on the database and what you’re doing on the SQL backend. So the content databases and the content databases alone have this idea of being offline and detached and things like that. A content database in SharePoint if you set it to offline what does that not mean is it’s not accessible to SharePoint. You know, the way offline means in every other of the tech world every time ever except that one instance. And to make it even more confusing there are two screens that that’s on. In one place the actions are offline and ready for our database, the content database. In the other screen the actions are stopped and started.

Carlos: Oh, interesting. Okay.

Todd: And it is the same setting. It’s been that way for 10 years. So as a DBA you hear that the database is offline and you’re like, “Hey, the database is offline.” When SharePoint, what it means for SharePoint is I can’t create new site collections there. This is what that means. In content database you can detach them and then SharePoint doesn’t look for it anymore. And them what they’re doing in SQL doesn’t matter. You can do whatever. But you can have different file groups and things like that for databases and depending on what you’re doing on the backend you may be able to move those transaction logs and create another log on a different drive. You know, SQL does it thing it tries to balance things and you can move things that way as long as that database is accessible. SharePoint doesn’t care.

Steve: We don’t recommend creating additional logs and files but moving them would be a preference there.

Todd: Yeah, if you could do that. If you could say this content database because they’re the ones that are going to get really big. Say, detach this in SharePoint so it doesn’t show up. You are going to have little bit down time but that’s ok. And then take your transaction log moving at the database back in. Yeah, SharePoint doesn’t care.

Carlos: Well, they shouldn’t be getting that big anymore because now we have permission to go and take the backups to the databases and we’ll help manage that size from that perspective.     

Todd: Yeah, and that’s so I’ve got, I don’t know how many hours I’ve spent with the SharePoint admins when I was consulting and they call and say, “Hey, SharePoint is down everything is ruined.” Never would be because the transaction log file was My favorite one, and this is like in 2008, and we are talking almost 10 years ago and a guy calls up all freaked out, “SharePoint is down. SharePoint is down.” I imagine him running around his office waving his hands in the air, his hair is on fire that ordeal. And so I jump on there, sure enough it’s another one of those farms that gigantic transactions logs had taken down. And this transaction log was 350 GB something like that. I don’t know how big transaction logs I know you guys have seen this days. But back in 2008-2009 that was a pretty big file. So I walked with my typical SharePoint swagger and I’m like, “Don’t worry about this man. I got this. I clean this up all the time.” And I went in, changed it from full to simple, and I know in the background what the database engines are going through and marking transactions and all that. So I did a little chit chat with the guy and told the administrator that I’m going to try and shrink the transaction and I told him what causes it’s going to be. We shrunk it like 20GB. Which 20GB that’s a huge. This guy is seeing 350GB file and now let’s say 330GB file and he’s freaking out. But it just goes to show that he didn’t understand the back end of SQL. He understood SharePoint but he had to think through all that. And I’m like, “Good luck on your database engines working as fast as it can.” But that’s kind of stuff happen all the time. Another fun one that I had, I was working with a customer we’re doing test migration and we talked earlier in this podcast about database are being affordable and do SQL database level backups. So I jump on his SQL box and make backups of all his databases. And I look at the SQL box and it’s got the amount of space I need times 1.5 free. So him and I start to running the backups and all of a sudden it shuts down. And he’s like well is the backup still going? I’m like, “Well, that depends a lot on why I doesn’t it?” Because your connection to the server went away probably still going on because if the server burst into flames probably not. So he tries to connect and he can’t connect it and he’s like, “I don’t know what’s going on?” And then he gets a knock on his door and everything is down, email is down, the whole thing. And he’s like, “Oh, sounds like our hypervisor went down.” Okay, so he has investigation. They have been thin provisioning their drives. And I sort of this multi gigabyte backups and filled up the drive on the hypervisor everything paused. Ok, good enough so he goes some stuff. Couple of minutes later we’re back up and going. We jump back on the server of course the backups didn’t finish because the machine shut down. And set backups again. We did about 10% in. You need to figure out some space for this. I can’t keep your taking your old company down like this. I feel bad. And I remember back in those days when I would speak in SharePoint conferences I will tell people, “Don’t virtualized SQL. Just don’t do it.” There’s a performance penalty. Of course today in 2017 everybody virtualizes everything everywhere. But that’s one of those things back then. I’m like, “This is just another reason not to virtualize SQL, going to have that drive space, going to have good I/O.

Carlos: You know, that’s right. If you don’t have drive space you don’t have too much. Especially if you want to add something to it. And I guess if you want it to be read-only that’s one thing.

Todd: I keep thinking and I feel bad about it.

Steve: Alright, well so great information there I think for the SQL DBAs as well as the SharePoint people.

Todd: Yeah, one of those things that I want bring up to DBAs and this is the story of SQL aliases. And do you guys use SQL aliases much?

Steve: Not often.

Todd: Ok, that is a debate inside of the SharePoint community a lot. And the way that I feel and again it’s not my information on this is dated but I first started touching SQL aliases probably in 2008-2009. And it was like black magic to me. I mean it was just like. I don’t remember the first time I pulled the hard drive and everything kept working. I’m like, “This is black magic there is no way this works.” I felt the same way about the first time I use SQL aliases. And once word got out that those were there people were like, “We should use SQL aliases all the time.” But for the longest time when I would get up in front of a room speaking to SharePoint I would say, “Who here knows what a SQL aliases is?” And like 3 people out of 50 or 100 will raise their hand. And I would say, this is why you shouldn’t use SQL aliases. Because SQL aliases work so well that if you don’t know what you’re looking for you’ll never find it. You’ll never know why things don’t work. So my guidance to folks has always been not to use SQL alias unless you need it. Unless you can articulate the reason why you need to use a SQL alias don’t bother with it. Because you’re going to go on with your career hopefully and get big promotion or win the lottery whatever the next guy might not be as smart as you and he might not know about SQL aliases. You can drop one in anytime. There is no penalty for using that when you build you SharePoint farm. That’s one thing I told folks not to do unless they need it is use a SQL aliases.

Carlos: Yes, it’s one of those things because the people are migrating. They want to go from server A to server B and they’ll introduce that alias but I kind of feel like, you know, it just bite the bullet and get that SharePoint setting reset. Like change your applications unless it’s really going to be that difficult it’s worth not using the alias because you’re then kind of giving control if you will to who owns that. Whereas with like even DNS there’s an owner like you know where that is going from. You don’t have that quite with an alias so I think that’s kind of the tricky part with there.

Todd: Well there is one very specific reason to use aliases with SharePoint. Well there are two but it’s the same reason. We talk earlier about that config database. SharePoint does not support moving that config database, and so if you have to move servers or migrate or something there is no supported way to move where that config database is. So if you want to move it you have to use an alias. There is just no way around it. And the other thing is if you’re using any kind of non-standard ports because you can’t do anything with non standard ports with DNS because that’s just a hosting level thing. So that’s the two reasons that I tell people. And again it’s very valid. If you’re doing one of those things rock on use an alias. But the thing that I tell people is there is no benefit in using the alias when you build the farm. You can always drop it in. Because aliases I’m telling still today I’ve got half of the SharePoint administrators don’t know what an alias is or know where to find it, or know where to configure it or know that there is two of them. Know that they need to do the 32-bit one and the 64-bit one. So I tell people to be afraid. It’s like fire or gunpowder. I have the respect for it. It’s a good tool but don’t play with it.

Steve: Yup, very good advice. So shall we go on into the SQL Family questions now?

Todd: Sure.

Steve: Can you tell us how you first get started with SQL Server and or SharePoint?

Todd: Yeah, so I got my first SQL Server cert in December of 1997. I got my administrating SQL 65 certification back then. It was one of those things I worked for a couple of company that use a little piece of a kind software. Maybe you’ve heard of it. Great Plains Dynamics and this was way before Microsoft purchased them. And the company that I worked for is a consulting company and they wanted to use Dynamics that was really expensive to buy. But what they found was if you’re a Great Plains reseller you got to use it for free. And so they said, “Congratulations everybody we’re going to become a Great Plains reseller.” And to get that you have to have somebody who’s certified on the software and that person Microsoft because that stuff also run on You had to be an MCSE and you had to be certified with SQL and then you go to this class. And I was already an MCSE so they said, “Congratulations Tod, you’re about to become the SQL Administrator. Go pass this test because you’re going next month.” That’s how I got started with SQL 20 years ago now. And then SharePoint, my introduction to being a SharePoint administrator was very similar. I was a server admin at that time. This was like 2002 and Windows Exchange that kind of stuff and my boss told me to setup a webpage that had all of our servers worldwide and put it up on a webpage. And I can’t program, I can’t design webpage, I can’t mesh my clothes for god’s sake. And I look into this task and I’m like, “Well, huh, I got my resume so that’s good. I’m going to need that.” And then I was drinking some coffee and I had like what the Office XP CD and it had a trial or a thing of SharePoint Services 2001. And I’m like, “I never seen something like this in Mac.” And I installed it and put this database out there and held up there and I was hailed as a hero and it was all great and then the company decided that we’re going to write some software on top of SharePoint 2003 when it came out. And my boss said, “SharePoint we’ll I’ve got a SharePoint guy.” And that was the day I became the SharePoint guy.

Carlos: That’s when the enter swag, right?   

Todd: Exactly. I stood up a little straighter, shoulders are a little back.

Steve: Wow, nice.

Carlos: Now, if you could change one thing about SQL Server what would it be?

Todd: Boy, there’s a lot of it. This I will tell you that SQL has gotten better with a bunch of things. I haven’t played with the SQL 2016 PowerShell stuff as much but I know with the previous versions the PowerShell was shall we say odd. As a guy that uses PowerShell for Windows and for SharePoint and for Office 365. The SQL PowerShell seems to dance through its own beat a little bit so that’s one of the things. I think for the most part of SQL are really matured products. And they’ve made a lot of mistakes but they made them a long time ago. So some of the SharePoint stuff maybe around is database sizing, the recovery models and things like that. One thing that always gets me for whatever reason the way I think is security piece is backwards. In my head if I want to give a user permission to the database that should be a function of the database. But it’s not, it’s a function of the user. I have to go in this security find the user you give them an access to the database. In my head it should be database, the other way around. Does that make sense?

Carlos: Got you. Sure.

Todd: Little things like that because there is a bunch of places in SharePoint we have to do that. And then because of that security stuff is in, the master database and the database is running I can see that coming through with the backups. But just little things like that but for the most as a SharePoint admin SQL treated me fairly well. Again like fire and gunpowder I have a healthy respect for it. It has been pretty good to me.

Steve: Ok, so what is the best piece of career advice that you’ve received?

Todd: Professional football is not for you maybe you should be a computer nerd. I think that was probably pretty good.

Steve: Was professional football an actual option at some point?

Todd: No, not even a little.  I was a nerd from the day I was born. So back in High School wasn’t really cool. I spent a lot of time hiding in my locker. Spent a lot of times wondering why girls wouldn’t talk to me and things like that. Turns out being a nerd works out for me. As I look back now it’s cool to be a nerd. No, there’s never a real option for me at all. I think I had a couple of them. One of them something we talked about before we go into air was just it’s all about people. It’s all about who you know and not in an equitism sort of way. But it’s all about whom you have relationships with so never burn bridges. Always give the other person the benefit of the doubt. One thing that I found over the years is anytime I have this idea who’s the idiot who thought of that? The answer to that question is usually a well intentioned smart person who just sees things you haven’t thought about yet. It humanizes some of these down decisions that you see people make. They see other aspects of the problem that you haven’t seen. And so you give other people the benefit of the doubt. And another piece that I got was about 5 years ago when I start working for I was part of an acquisition and I was a remote worker. I wasn’t in San Antonio. I wasn’t with everybody else. And I was like my first review. I had my goals and I didn’t get them all done. And I talked to my boss and he’s like, “How come you didn’t get all the stuff done?” And I’m like, “Well, I’m not in the office and this guy wouldn’t call me back and I couldn’t get hold of this guy.” And he’s like, “Yeah, that’s the truth. Every bit of that is true. Figure it out.” I’m like, “What?” He’s just like, “Yeah, try harder. I don’t care about what they’re doing I care about what you’re doing. Yup all these obstacles are in your way figure it out. Make it happen.” And I was like, “That’s kind of…” But it was actually the advice that I needed. You just got to go through. Bad things happen, stuffs are unfair, how you handle is the key. And this guy wasn’t very empathetic he was kind of a jerk. But it was a good advice.

Steve: Alright.

Carlos: Tod, our last question for you today. If you could have one superhero power what would it be and why do you want it?     

Todd: So it’s funny I was asked this question a few years ago and for my superhero power I wanted to be a SharePoint administrator and I got it.

Steve: Wow, I think you’re the first person on the show that’s had that aspiration.

Todd: And so I think it’s a self explanatory as why I want it. It gives me out on shows like this. No, a superhero power, you know I watch a lot of Sci-Fi and I’ve found almost every superhero power comes with a really negative side effect. I don’t think I have the morals to have any of those powers and use them for good. So I think, maybe the superpower will be I’ll always know whether or not so that I would know when to put that down. Maybe something like that because I swear to God I would screw up any superhero power I had. I cannot be trusted with superhero powers.

Carlos: Not too well. Ok, so we can trust you with our SharePoint but we won’t trust you with powers.

Todd: Yeah, that is it.

Steve: Alright, well it has been great information, Todd. I’ve learned a lot during this episode.

Todd: I’m glad. I think there is not enough done to get our communities together. I think the SQL community and the SharePoint community they need to understand each other a little better. I think that would be good thing.

Carlos: Well, awesome. Thanks again for being with us today.

Todd: And if any of your SQL folks have questions or whatever I’ve got a blog toddklindt.com and I’m on Twitter @toddklindt. I’m not very imaginative with my names obviously. But yeah, tell your folks to reach out to me. I’m happy to hear from anybody.

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