Transcript
EMC® SourceOne™ for Microsoft SharePoint Version 7.0
Administration Guide 300-015-212 REV 01
EMC Corporation Corporate Headquarters: Hopkinton, MA 01748-9103 1-508-435-1000 www.EMC.com
Copyright 2013 EMC Corporation. All rights reserved. Published in the USA. Published April 2013 EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. The information in this publication is provided as is. EMC Corporation makes no representations or warranties of any kind with respect to the information in this publication, and specifically disclaims implied warranties of merchantability or fitness for a particular purpose. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. EMC2, EMC, and the EMC logo are registered trademarks or trademarks of EMC Corporation in the United States and other countries. All other trademarks used herein are the property of their respective owners. For the most up-to-date regulatory document for your product line, go to EMC Online Support (https://support.emc.com).
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Contents
Chapter 1
Overview of EMC SourceOne for Microsoft SharePoint EMC SourceOne for Microsoft SharePoint.................................... 12 SharePoint Archive activity wizard ......................................... 12 SharePoint Archive Search ........................................................ 12 External BLOB Storage (EBS) .................................................... 13 About user access to archived SharePoint content ...................... 14 EMC SourceOne for Microsoft SharePoint accounts and software 15 SharePoint groups and Active Directory groups ......................... 16 Configuration checklist for SharePoint archiving........................ 17 Activating EMC SourceOne for Microsoft SharePoint.......... 17 Configuring EMC SourceOne for SharePoint archiving....... 19
Chapter 2
Configuring SharePoint Activities Introduction to SharePoint activities.............................................. 22 Summary of SharePoint activities ............................................ 22 Summary of creating and using SharePoint or SharePoint Online activities .......................................................................... 22 Considerations and limitations.................................................24 Adding activities to an organizational policy............................... 25 Activity Type .................................................................................... 26 Select Data Sources .......................................................................... 28 Select Data Sources page for the SharePoint Archive activity . 28 Select Data Sources page for the SharePoint Online Archive activity .......................................................................................... 33 Content Types ................................................................................... 36 Using the default Content Types page .................................... 36 Using the advanced Content Types page ............................... 38
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Contents
Dates .................................................................................................. 43 Processing items based on their age ........................................ 44 Document Versions .......................................................................... 45 Attachments Filter ........................................................................... 46 Item Size Filter .................................................................................. 48 Archive Action ................................................................................. 50 Schedule ............................................................................................ 52 Activity Name .................................................................................. 56 Editing activities in an organizational policy ............................... 57 Controlling activities ........................................................................ 58 About activity status and actions............................................. 58 Pausing activities ........................................................................ 61 Stopping activities ...................................................................... 61 Deleting activities from an organizational policy ........................ 62
Chapter 3
Configuring Archive Search for Microsoft SharePoint Introduction....................................................................................... 64 Configuration checklist for Archive Search .................................. 64 Prerequisites for Archive Search..................................................... 65 Installation prerequisites ........................................................... 65 Access account prerequisites .................................................... 65 Active Directory and unique usernames ................................ 66 Browser requirements................................................................ 66 Activating EMC SourceOne Archive Search Configuration ...... 67 Configuring EMC SourceOne Archive Search ............................. 68 Creating the Archive Search site from the template .................... 72 Setting permissions on the Archive Search site............................ 74
Chapter 4
Configuring Microsoft SharePoint EBS Overview............................................................................................ 76 Prerequisites ...................................................................................... 77 EMC SourceOne installation..................................................... 77 EBS installation ........................................................................... 77 Impersonation account .............................................................. 77 Configuring EMC SourceOne to support SharePoint EBS ......... 78 Introduction: Configuring EMC SourceOne to support SharePoint EBS............................................................................ 78 Checklist: Configuring EMC SourceOne to support SharePoint EBS............................................................................ 79 Activating EMC SourceOne EBS Provider Configuration.......... 80 Configuring EBS on SharePoint...................................................... 80
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Specifying EBS common settings..............................................81 Specifying EBS Native Archive Gateway settings .................84 Specifying EBS garbage collection settings .............................86
Chapter 5
Maintaining EMC SourceOne for Microsoft SharePoint Maintaining SharePoint Archive Search ........................................ 90 Clearing the Archive Search cache ...........................................90 Customizing Archive Search results ........................................92 Maintaining SharePoint EBS............................................................ 93 Migrating existing SharePoint content to EBS ........................93 Discontinuing use of EBS...........................................................93 Changing EBS database settings...............................................94 Cleaning up the EBS installation ..............................................94
Chapter 6
Troubleshooting EMC SourceOne for Microsoft SharePoint Troubleshooting permission issues................................................. 98 Cannot create EMC SourceOne Administration site....................98 Cannot see Settings sections on EMC SourceOne site home page99 SharePoint Archive job process hangs and no job process starts .............................................................................................99 Cannot add farm when creating SharePoint Archive activity ....100 Cannot expand web applications within SharePoint Archive activity .........................................................................................100 Troubleshooting SharePoint archiving......................................... 101 Verify that archiving is successful..........................................101 Troubleshooting worker connectivity problems ..................103 Troubleshooting Archive Service security problems...........103 SharePoint Archive logging ....................................................103 Performance counters for SharePoint archiving ..................105 Troubleshooting Archive Search ................................................... 106 “Missing resource file” error ...................................................107 Many resource file errors in SharePoint server log..............108 Large file times out for preview or download......................108 Using diagnostics ......................................................................108 Archive Search logging ............................................................111 Troubleshooting EBS....................................................................... 112 Access denied/Insufficient privileges ...................................112 Common Settings Configuration does not exist...................112 Verify successful EBS garbage collection ..............................112 EBS logging ................................................................................113
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Contents
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EMC SourceOne for Microsoft SharePoint Version 7.0 Administration Guide
Preface
As part of an effort to improve its product lines, EMC periodically releases revisions of its hardware and software. Therefore, some functions described in this document may not be supported by all versions of the software or hardware currently in use. The product release notes provide the most up-to-date information on product features. Contact your EMC technical support professional if a product does not function properly or does not function as described in this document. Audience
This document is part of the EMC SourceOne for Microsoft SharePoint documentation set, and is intended for use by system administrators who are processing Microsoft SharePoint content.
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Preface
Conventions used in this document
EMC uses the following conventions for special notices. Note: A note presents information that is important, but not hazard-related.
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CAUTION A caution contains information essential to avoid data loss or damage to the system or equipment.
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IMPORTANT An important notice contains information essential to operation. WARNING A warning contains information essential to avoid a hazard that can cause severe personal injury, death, or substantial property damage if you ignore the warning. DANGER A danger notice contains information essential to avoid a hazard that will cause severe personal injury, death, or substantial property damage if you ignore the message.
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Used in running (nonprocedural) text for: • Names of interface elements (such as names of windows, dialog boxes, buttons, fields, and menus) • Names of resources, attributes, pools, Boolean expressions, buttons, DQL statements, keywords, clauses, environment variables, filenames, functions, utilities • URLs, pathnames, filenames, directory names, computer names, links, groups, service keys, file systems, notifications
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Preface
Where to get help
Italic:
Used in all text (including procedures) for: • Full titles of publications referenced in text • Emphasis (for example a new term) • Variables
Courier:
Used for: • System output, such as an error message or script • URLs, complete paths, filenames, prompts, and syntax when shown outside of running text
Courier bold:
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Braces indicate content that you must specify (that is, x or y or z)
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Ellipses indicate nonessential information omitted from the example
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Preface
Guide to using this document
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EMC SourceOne for Microsoft SharePoint Version 7.0 Administration Guide
1 Overview of EMC SourceOne for Microsoft SharePoint
This chapter provides an overview of EMC® SourceOne™ for Microsoft SharePoint, and is organized as follows: ◆ ◆ ◆ ◆ ◆
EMC SourceOne for Microsoft SharePoint..................................... 12 About user access to archived SharePoint content........................ 14 EMC SourceOne for Microsoft SharePoint accounts and software . 15 SharePoint groups and Active Directory groups .......................... 16 Configuration checklist for SharePoint archiving ......................... 17
Overview of EMC SourceOne for Microsoft SharePoint
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Overview of EMC SourceOne for Microsoft SharePoint
EMC SourceOne for Microsoft SharePoint The EMC SourceOne for Microsoft SharePoint software includes three components: ◆
“SharePoint Archive activity wizard” on page 12
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“SharePoint Archive Search” on page 12
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“External BLOB Storage (EBS)” on page 13
SharePoint Archive activity wizard Use this wizard to create activities to archive SharePoint content into the EMC SourceOne Native Archive. Access this wizard through the EMC SourceOne console. To find SharePoint content that was archived through a SharePoint Archive activity: • EMC SourceOne administrators use EMC SourceOne Search. • SharePoint users use EMC SourceOne Archive Search available in SharePoint. “EMC SourceOne for Microsoft SharePoint accounts and software” on page 15 and “Configuration checklist for SharePoint archiving” on page 17 provides more information.
SharePoint Archive Search SharePoint users can search for SharePoint content from the current farm that was archived in the EMC SourceOne Native Archive, even if the original SharePoint site no longer exists. “Configuring Archive Search for Microsoft SharePoint” on page 63 provides more information about prerequisites and configuration. The EMC SourceOne for Microsoft SharePoint Archive Search Quick Reference Card provides more information about using Archive Search.
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Overview of EMC SourceOne for Microsoft SharePoint
External BLOB Storage (EBS) EBS is an optional storage management feature that automatically stores binary large object (BLOB) content in the EMC SourceOne Native Archive instead of in the SharePoint SQL Server. The content is stored, not archived; the content is not indexed and does not have retention set. Users view and retrieve this content through SharePoint, as usual, not through EMC SourceOne Search or EMC SourceOne Archive Search. “Configuring Microsoft SharePoint EBS” on page 75 provides more information about prerequisites and configuration.
EMC SourceOne for Microsoft SharePoint
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Overview of EMC SourceOne for Microsoft SharePoint
About user access to archived SharePoint content When the SharePoint Archive activity archives a SharePoint item, the item is stamped with the Active Directory groups and the SharePoint groups that have access to the item. EMC SourceOne stores the group information, it does not expand the groups. When a user log in to Archive Search, EMC SourceOne determines the user’s groups: ◆
All Active Directory groups to which the user belongs
◆
All SharePoint groups to which the user belongs on the current farm
When a user runs an Archive Search, results are constrained based on the user’s group membership. “EMC SourceOne for Microsoft SharePoint accounts and software” on page 15 and “SharePoint groups and Active Directory groups” on page 16 provides more information.
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Overview of EMC SourceOne for Microsoft SharePoint
EMC SourceOne for Microsoft SharePoint accounts and software EMC SourceOne accounts must be created, and the EMC SourceOne software and SharePoint components must be installed. The EMC SourceOne for Email Management Installation Guide provides more information. Active Directory and unique usernames — EMC SourceOne Search and Archive Search: ◆
Only support SharePoint sites that use Active Directory Services for authentication.
◆
Assume that users are unique in the enterprise. The same username cannot exist for multiple users within the SharePoint farm.
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Support SharePoint groups, Active Directory groups, and Active Directory users. The SharePoint System Account (the only SharePoint user) is translated to the actual Windows account when content is archived.
“SharePoint groups and Active Directory groups” on page 16 provides more information.
EMC SourceOne for Microsoft SharePoint accounts and software
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Overview of EMC SourceOne for Microsoft SharePoint
SharePoint groups and Active Directory groups A best practice is to manage SharePoint farms, sites, and lists by using either SharePoint groups or Active Directory groups. Ideally, the SharePoint groups will be inherited by a site from the parent site, or the site collection. If SharePoint groups are not inherited, and if the site is deleted from SharePoint and the groups are deleted, then end users will not be able to search for content. EMC SourceOne depends on the group being in existence for users to search for the content. If a site is managed by using external Active Directory groups, then even if the site is deleted, users will still be able to search for content in the site as long as the Active Directory group exists. If you want to delete a site with a custom site-specific group, then before you delete the site, you could: 1. Add another higher-level Active Directory group and grant it read access. 2. Run the SharePoint Archive activity against the site again with the Synchronize the archive security with SharePoint checkbox selected. Chapter 2, ”Configuring SharePoint Activities,” provides more information.
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Overview of EMC SourceOne for Microsoft SharePoint
Configuration checklist for SharePoint archiving Before you can archive SharePoint content in EMC SourceOne, the EMC SourceOne Administrator and the SharePoint Administrator must complete the tasks in Table 1 on page 17. Table 1
Checklist: Configuring SharePoint archiving Task
Refer to
1
Ensure that required accounts are created. Ensure that installations of EMC SourceOne and SharePoint components are completed.
EMC SourceOne for Email Management Installation Guide.
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In SharePoint, verify that the EMC SourceOne for Microsoft SharePoint feature is activated.
“Activating EMC SourceOne for Microsoft SharePoint” on page 17.
3
Use the EMC SourceOne console to configure EMC SourceOne for SharePoint Archiving.
“Configuring EMC SourceOne for SharePoint archiving” on page 19.
Activating EMC SourceOne for Microsoft SharePoint Note: To perform this procedure, you must log in as the site administrator.
The EMC SourceOne for Microsoft SharePoint feature should have been activated at installation. To verify that the feature is activated, the SharePoint Administrator must perform the following: 1. At Central Administration > Operations > Manage Farm Features, verify that the following items are activated. If an item is not activated, click Activate: • EMC SourceOne Instrumentation Enables performance counters and Window Management Instrumentation (WMI) classes for management servers • EMC SourceOne Archive Logging Figure 1 on page 18 is displayed.
Configuration checklist for SharePoint archiving
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Overview of EMC SourceOne for Microsoft SharePoint
Figure 1
Activate EMC SourceOne Instrumentation and Archive Logging
2. At Central Administration > Application Management > Manage Web Application Features, verify that EMC SourceOne Services is activated. If it is not activated, click Activate as shown in Figure 2 on page 18.
Figure 2
EMC SourceOne Services
3. At Central Administration, verify that there is an EMC SourceOne site next to the Application Management site as shown in Figure 3 on page 18.
Figure 3
EMC SourceOne site
4. If the EMC SourceOne site does not exist, then you must manually activate it. The EMC SourceOne Email Management Installation Guide provides more information.
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Overview of EMC SourceOne for Microsoft SharePoint
Configuring EMC SourceOne for SharePoint archiving To configure EMC SourceOne for SharePoint archiving, the EMC SourceOne Administrator must perform the tasks as given in Table 2 on page 19 Table 2
Configuring EMC SourceOne for SharePoint archiving
1
Task
Refer to
Add an archive connection to the Native Archive.
”Connecting Archives” section in the EMC SourceOne Email Management Administration Guide
Note: Do this step only once for each Native Archive. If you have already configured an archive connection for Email Management or for SharePoint EBS, then do not configure another one.
2
Enable the Archive, Index, Search, and Retrieval roles on the Native Archive server. Note: Do this step only once for each Native Archive. If you have already configured the roles on the Native Archive server for Email Management or for SharePoint EBS, then do not configure them again.
3
Configure one or more archive folders in the Native Archive for use by SharePoint Archive activities.
“Configuring Native Archive server roles” in the EMC SourceOne Email Management Administration Guide
“Configuring Native Archive folders and storage” in the EMC SourceOne Email Management Administration Guide
Configuration checklist for SharePoint archiving
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Overview of EMC SourceOne for Microsoft SharePoint
Table 2
Configuring EMC SourceOne for SharePoint archiving
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Task
Refer to
Create one or more mapped folders of the Organization type, and map them to the appropriate archive folders for use by SharePoint Archive activities. Give Administrator and Read All permissions on the mapped folders to: • EMC SourceOne primary service account • EMC SourceOne Security group • EMC SourceOne Admin group • EMC SourceOne Access Account used by Archive Search, described in Chapter 2, ”Configuring SharePoint Activities”. To use EMC SourceOne Search to search for archived SharePoint content, EMC SourceOne administrators need Administrator permission on the mapped folders.
“Configuring Mapped Folders” in the EMC SourceOne Email Management Administration Guide For information about EMC SourceOne accounts and permissions, refer to the appropriate installation guide: • EMC SourceOne Email Management Installation Guide • EMC SourceOne for Microsoft SharePoint Installation Guide
Note: To use EMC SourceOne Archive Search, SharePoint users do not need permissions on mapped folders.
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5
Configure at least one worker server to process SharePoint Archive jobs.
”Configuring Worker Servers” in the EMC SourceOne Email Management Administration Guide
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Create one or more organizational policies for SharePoint Archiving.
”Managing Organizational Policies” in the EMC SourceOne Email Management Administration Guide
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Create one or more SharePoint Archive activities.
Chapter 2, ”Configuring SharePoint Activities”
EMC SourceOne for Microsoft SharePoint Version 7.0 Administration Guide
2 Configuring SharePoint Activities
Describes how to configure EMC SourceOne activities for use with Microsoft SharePoint or Microsoft SharePoint Online, and is organized as follows: ◆ ◆ ◆ ◆ ◆ ◆ ◆ ◆ ◆ ◆ ◆ ◆ ◆ ◆ ◆
Introduction to SharePoint activities............................................... Adding activities to an organizational policy................................ Activity Type....................................................................................... Select Data Sources ............................................................................ Content Types ..................................................................................... Dates .................................................................................................... Document Versions ............................................................................ Attachments Filter.............................................................................. Item Size Filter.................................................................................... Archive Action.................................................................................... Schedule .............................................................................................. Activity Name .................................................................................... Editing activities in an organizational policy ................................ Controlling activities ......................................................................... Deleting activities from an organizational policy .........................
Configuring SharePoint Activities
22 25 26 28 36 43 45 46 48 50 52 56 57 58 62
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Configuring SharePoint Activities
Introduction to SharePoint activities The following subsections in this introduction describe: ◆
“Summary of SharePoint activities” on page 22
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“Summary of creating and using SharePoint or SharePoint Online activities” on page 22
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“Considerations and limitations” on page 24
Summary of SharePoint activities The following are the EMC SourceOne activities for use with SharePoint content: ◆
SharePoint Archive Archives local SharePoint content. You can also update the SharePoint permissions on previously-archived SharePoint content.
◆
SharePoint Online Archive Archives SharePoint Online content stored in the cloud (SharePoint Online).
With both activities, the content is archived in the EMC SourceOne Native Archive and is available for search and retrieval by EMC SourceOne administrators and users.
Summary of creating and using SharePoint or SharePoint Online activities The following sections in this chapter describe how to create these activities: 1. The first step in creating any activity is to add the activity to an existing EMC SourceOne organizational policy. An activity defines the configuration for a specific combination of task type and schedule. You add an activity to an organizational policy as described in “Adding activities to an organizational policy” on page 25.
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2. Once you add the activity to the organizational policy, the New Activity wizard opens and you are prompted to use the following pages to select and define the activity. Each of these pages is described in the following sections: • “Activity Type” on page 26 • “Select Data Sources” on page 28 • “Content Types” on page 36 • “Dates” on page 43 • “Document Versions” on page 45 • “Attachments Filter” on page 46 • “Item Size Filter” on page 48 • “Archive Action” on page 50 • “Schedule” on page 52 • “Activity Name” on page 56 3. Once the activity is created, you can manage the activity in the following ways: • Edit the activity. Refer to “Editing activities in an organizational policy” on page 57. • Control the running activity. Refer to “Controlling activities” on page 58. • Delete an activity. Refer to “Deleting activities from an organizational policy” on page 62 For troubleshooting information, refer to Chapter 6, “Troubleshooting EMC SourceOne for Microsoft SharePoint.” General activity troubleshooting information is also available in the “Troubleshooting EMC SourceOne” chapter in the EMC SourceOne Email Management Administration Guide. For information on configuring SharePoint activities, refer to the “Configuration checklist for SharePoint archiving” in Chapter 1, “Overview of EMC SourceOne for Microsoft SharePoint.”
Introduction to SharePoint activities
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Configuring SharePoint Activities
Considerations and limitations Review the following considerations and limitations in using activities to process SharePoint content: ◆
“Archiving content from more than one domain” on page 24
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“Archiving very large lists” on page 24
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“Required permissions for using the SharePoint Archive activity” on page 24
Archiving content from more than one domain Each activity should contain data sources from only one domain. Cross-domain activities are not supported. To archive content from more than one domain, create an activity for each domain. Archiving very large lists Very large lists (exceeding thousands of rows) are not common in SharePoint. Microsoft recommends less than 2,000 items per list. However, when you begin to archive SharePoint content, you may encounter lists that are too large to process in a time-constrained activity. To archive very large lists, use one of the following methods: ◆
Edit the activity as follows: • In the Schedule page, select Run to completion in the Duration field, so that the activity is not constrained by time. • In the Select Data Sources page, select only the very large list that you want to archive.
◆
Alternatively, create several activities to process the list by using date filtering to archive a portion of the list at a time.
Required permissions for using the SharePoint Archive activity The user who logs onto the EMC SourceOne console to create a SharePoint Archive activity must have SharePoint Farm Administrator privileges to browse the SharePoint farm hierarchy. Refer to the EMC SourceOne Email Management Installation Guide for complete information on the accounts required for SharePoint archiving.
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Adding activities to an organizational policy To add an activity to an organizational policy: 1. In the EMC SourceOne console, select the Organizational Policies node. 2. In the Organizational Policies list, select the policy to which you want to add an activity. 3. Select Action > New Activity. The New Activity wizard starts. 4. Continue to “Activity Type” on page 26.
Adding activities to an organizational policy
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Configuring SharePoint Activities
Activity Type The Activity Type page of the New Activity wizard appears for all activity types. The activities that are available depend on the EMC SourceOne components that were installed, and can include activities for email management, file archiving, SharePoint, and SharePoint Online archiving.
Figure 4
Activity Type page
The following types of activities may be installed for use with SharePoint content: ◆
SharePoint Archive activity Archives local SharePoint content.
◆
SharePoint Online Archive activity Archives SharePoint Online content stored in SharePoint Online.
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Select the appropriate activity to use for your environment, and Click Next. In the left column, the Activity Type checkbox is selected automatically to indicate that you completed that step and the Select Data Sources page displays. Refer to “Select Data Sources” on page 28 for how to use the Select Data Sources page.
Activity Type
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Configuring SharePoint Activities
Select Data Sources Use the Select Data Sources page to specify the locations in SharePoint from which to archive content. After a new installation, the Select Data Sources page is empty the first time that you access it. One of two Select Data Sources pages displays, depending on which activity type was selected. Each of these pages is described in one of the following topics: ◆
If the SharePoint Archive activity type was selected, refer to “Select Data Sources page for the SharePoint Archive activity” on page 28
◆
If the SharePoint Online Archive activity type was selected, refer to “Select Data Sources page for the SharePoint Online Archive activity” on page 33
Select Data Sources page for the SharePoint Archive activity You use the Select Data Sources page for the SharePoint Archive activity to add data sources from SharePoint farms and sites. This section is organized as follows:
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“Adding a SharePoint Farm to the Select Data Sources page” on page 29
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“Selecting SharePoint data sources” on page 30
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“Understanding data source selection indicators” on page 33
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Figure 5
Select Data Sources page - new installation
Adding a SharePoint Farm to the Select Data Sources page To add a SharePoint farm server to the list of data sources: 1. Click Add Farm. The Add SharePoint Farm Server dialog box opens.
Figure 6
Add SharePoint Farm Server dialog
2. In the SharePoint Farm Server Url field, specify the URL of the SharePoint farm server.
Select Data Sources
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Note: The SharePoint farm server must have EMC SourceOne for Microsoft SharePoint components installed, as described in the EMC SourceOne for Microsoft SharePoint Installation Guide.
3. Specify the SharePoint credentials to use by selecting your credentials or the credentials of another user: • To use your credentials, select the Use my credentials option. • To impersonate a user: a. In the User name field, specify the user logon name in one of the following formats: UserName UserName@Domain Domain\UserName
b. In the Password field, type the user password. 4. Specify whether to save your changes: • Click OK to save your changes and return to the Select Data Sources page. • Click Cancel to return to the Select Data Sources page without saving your changes. The SharePoint farm server that you specified is listed on the Select Data Sources page. Selecting SharePoint data sources On the Select Data Sources page, SharePoint farms are grouped by domain, and are identified by the root server name. You can:
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◆
Select any combination of data sources, such as an entire farm, or a specific site within a farm.
◆
Select data sources from more than one farm.
EMC SourceOne for Microsoft SharePoint Version 7.0 Administration Guide
Configuring SharePoint Activities
Figure 7
Example - Select Data Sources after adding a farm - SharePoint Archive activity
To select data sources: 1. Do the following in the list of data sources: a. Expand the nodes to see the data source checkboxes. b. Select the checkbox for each data source that you want to process.
Select Data Sources
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Configuring SharePoint Activities
Figure 8
Example - Select Data Sources selection - SharePoint Archive activity
When you select a parent data source, all child data sources of that parent are selected automatically. c. Clear the checkbox for each data source that you do not want to process. To exclude a specific child data source, clear the checkbox for that child data source. For more information about how checkbox selection works, refer to “Understanding data source selection indicators” on page 33 2. To include future child data sources in your selections, select the Automatically include new content beneath selected data sources checkbox. 3. When you are done selecting data sources, click Next. In the left column, the Select Data Sources checkbox is selected automatically to indicate that you completed this step, and the Content Types page displays. Refer to “Content Types” on page 36 for how to use the Content Types page.
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Understanding data source selection indicators On the Select Data Sources page, data sources are displayed in a hierarchical tree to show parent-child relationships. The selection indicators change depending on the order in which you select parents and children: ◆
If you select a parent, then all child data sources of that parent are selected automatically.
◆
If you select a parent and then deselect a child: • The parent checkbox is filled with a square. • The parent label displays in normal text.
Figure 9
Parent selected, then a child is deselected ◆
If you do not select the parent and then select a child: • The parent checkbox is filled with a square. • The parent label changes to italic text.
Figure 10
Parent not selected, then a child is selected
Select Data Sources page for the SharePoint Online Archive activity You use the Select Data Sources page for the SharePoint Online Archive activity to choose the SharePoint Online data sources to use with that activity. On this page in the Select Data Sources area, the SharePoint Online sites to select are grouped by site collection name. When selecting the data sources, you can select one or more site collections, specific sites within site collections, or both. You can also add data sources or remove data sources from this area. Select Data Sources
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To select data sources from which to archive content, do the following: 1. Review the list of data sources displayed in the Select Data Sources area. 2. If the SharePoint Online data sources that you want to select are not listed in the Select Data Sources area, add the one or more sites by clicking Add Site. Refer to “Adding a SharePoint Online site to the Select Data Sources page” on page 35 for how to add a site to the data sources. 3. If the appropriate data sources are listed, select them from those listed in the Select Data Sources area as follows: a. Expand the nodes as needed to see the possible data sources. b. Select the checkbox for each data source to process. When you select a parent data source, all child data sources of that parent are selected automatically. c. Clear the checkbox for each data source that you do not want to process. To exclude a specific child data source, clear the checkbox for that child data source. For more information about how checkbox selection works on the Select Data Sources page, refer to “Understanding data source selection indicators” on page 33. 4. Optionally, do one or more of the following: • To remove a data source you do not want to use, select that data source and click Remove. • To not include any future child data sources in your selections, unselect the Automatically include new content beneath selected scopes checkbox. By default this option is selected. • To modify the restriction on the number of lists displayed per unit, change the value in the Lists per unit field. The default value is 20 lists per unit. 5. When you are done selecting data sources, click Next. In the left column, the Select Data Sources checkbox is selected automatically to indicate that you completed this step, and the Content Types page displays. Refer to “Content Types” on page 36 for how to use the Content Types page.
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Adding a SharePoint Online site to the Select Data Sources page To add a SharePoint Online site to the list of data sources: 1. Click Add Site. The Add SharePoint Online Site dialog box displays.
Figure 11
Add SharePoint Online Site dialog
2. In the SharePoint Online Url field, specify or select the URL of the SharePoint Online site to use. 3. Specify the SharePoint Online credentials (user name and password) to access the specified site. These credentials must be for a member of the SharePoint Online Site Collection Administrators group. • Specify the appropriate user name in the User name field. • Specify the password for that user in the Password field. 4. Specify whether to save your changes: • Click OK to save your changes and return to the Select Data Sources page. The SharePoint Online site that you specified is listed on the Select Data Sources page. • Click Cancel to return to the Select Data Sources page without saving your changes. 5. If you successfully added the site, you can now select this site as a data source as described in “Select Data Sources page for the SharePoint Online Archive activity” on page 33.
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Content Types You select content types with one of two versions of the Content Types page: ◆
The default Content Types page lists content types found on the selected SharePoint data sources. Refer to “Using the default Content Types page” on page 36.
◆
The advanced Content Types page allows you to create custom content filters (CAML queries) to select content types. You access this page by clicking Advanced Filtering on the default Content Types page. Refer to “Using the advanced Content Types page” on page 38.
You cannot use both versions of the page in the same activity. If you switch between the default and advanced page when you create an activity, you will lose your selected content types or the filters that you created.
Using the default Content Types page The default Content Types page lists the SharePoint content types found on the previously selected data sources.
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Figure 12
Default Content Types page
To specify the types of SharePoint content to archive: 1. Determine what content types to view: • To display hidden and masked content types, select the Show hidden and masked content types checkbox. • To not display hidden and system content types, clear the Show hidden and masked content types checkbox (default). Hidden content types include SharePoint system content types. Masked content types are specified in the EXJBSSharePointArchiveUI.dll.Config file. Changing this option does not affect the selected or unselected state of the content type checkboxes. 2. In the list of content types, select at least one content type: a. Expand the content type nodes to see the content type checkboxes. b. Select the checkbox for each content type that you want to archive.
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When you select a non-leaf content type node, all of its sub-types are selected automatically, including hidden and masked content types, whether or not they are visible. An All Other Subtypes node represents its immediate parent content type and sub-types that will be defined in the future. For example, the Document node contains a sub node named All Other Subtypes, which represents the Document content type itself and any Document sub-types defined in the future. Note: To archive only the parent content type without its sub-types, clear all its sub-type checkboxes, then select only the All Other Subtypes checkbox. For example, to archive only Document libraries and customized Document libraries, you must select the All Other Subtypes checkbox under Document.
c. Clear the checkbox for each content type that you do not want to archive. 3. Optionally, to filter the list of content types using CAML queries, click Advanced filtering to display the advanced Content Types page. Refer to “Using the advanced Content Types page” on page 38. 4. Click Next. In the left column, the Content Types checkbox is selected automatically to indicate that you completed that step and the Dates page is displayed. Refer to “Dates” on page 43 for how to use that page.
Using the advanced Content Types page You use the advanced Content Types page to create and use CAML (Collaborative Application Markup Language) queries to filter directly on SharePoint properties for a content type. CAML filters are added (logically and-ed) with the other activity criteria. Use the advanced Content Types page to:
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Create a filter for a content type. Refer to “Creating a filter for a content type” on page 39.
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Edit an existing filter for a content type. Refer to “Editing a filter for a content type” on page 41.
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Remove a filter for a content type. Refer to “Removing a filter for a content type” on page 41.
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To return to the default Content Types page, click Revert to Simple mode. To revert to the default Content Types page, click Revert to simple mode and a confirmation dialog displays:
◆
The custom CAML rules will be lost. Are you sure you want to continue?
Click OK to confirm and continue, or Cancel to not continue. If you confirm the action, then: • All filters on the advanced Content Types page are lost. • The advanced Content Types page changes to the default Content Types page. Refer to “Using the default Content Types page” on page 36 for how to use the default Content Types page. Creating a filter for a content type To create a filter (CAML query) for a content type: 1. On the default Content Types page, click Advanced filtering to display the advanced Content Types page. 2. A confirmation prompt displays as follows: The selected content type rules will be lost. Are you sure you want to continue?
To continue using the advanced Content Types page, click OK confirm the action, which causes all selections on the default Content Types page to be lost, and the advanced Content Types page to be displayed.
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Figure 13
Advanced Content Types page
3. In the field at the top of the advanced Content Types page, select the content type for which you want to create a filter. 4. Click Add. The CAML Editor dialog box displays. 5. In the CAML Editor dialog box, create the CAML query filter for the selected content type. Refer to the Microsoft Web site for information about CAML syntax.
Figure 14
CAML Editor dialog
6. Click Verify to verify the query syntax is correct.
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7. Click OK to save your changes and to close the dialog box. Click Cancel to not save your changes and close the dialog box. The CAML Editor dialog box closes, and the CAML query filter you created is added to the list of filters on the advanced Content Types page. 8. If you are done using the Content Types page, click Next. In the left column, the Content Types checkbox is selected automatically to indicate that you completed that step and the Dates page is displayed. Refer to “Dates” on page 43 for how to use that page. Editing a filter for a content type To edit a filter: 1. Select the filter to be modified in the advanced Content Types page. 2. Click Edit. The CAML Editor dialog box displays. 3. In the CAML Editor dialog box, modify the CAML query filter for the selected content type. Refer to the Microsoft Web site for information about CAML syntax. 4. Click Verify to verify the query syntax is correct. 5. Click OK to save your changes and to close the dialog box. Click Cancel to not save your changes and close the dialog box. The CAML Editor dialog box closes, and the CAML query filter you modified is listed in the list of filters on the advanced Content Types page. 6. If you are done using the Content Types page, click Next. In the left column, the Content Types checkbox is selected automatically to indicate that you completed that step and the Dates page is displayed. Refer to “Dates” on page 43 for how to use that page. Removing a filter for a content type To remove a filter: 1. Select the filter to be removed using the advanced Content Types page. 2. Click Remove. The filter is removed from the page.
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3. If you are done using the Content Types page, click Next. In the left column, the Content Types checkbox is selected automatically to indicate that you completed that step and the Dates page is displayed. Refer to “Dates” on page 43 for how to use that page.
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Dates Use the Dates page to specify dates of the SharePoint content to archive as follows:
Figure 15
Dates page
1. Select one of the following options: • Include all • Dated (default) a. In the first field, select one of the following options: after, before, exactly on, or between (default). b. In the first date field, click the dropdown arrow, then select a date from the calendar (default = today). For the between option, this date is the start of the date range. c. For the between option, specify the end of the date range in the second date field. • Aged Refer to “Processing items based on their age” on page 44.
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2. Select one of the following options to specify which date property to use: • Created Date (default) • Modified Date 3. Click Next. In the left column, the Dates checkbox is selected automatically to indicate that you completed that step and the Document Versions page is displayed. Refer to “Document Versions” on page 45 for how to use that page.
Processing items based on their age Older than/Newer than
To process items based on their age: 1. Select Aged. 2. Select one of the following options in the first field. • Older than • Newer than 3. Specify the amount of time in the second field. 4. Select the unit of time in the third field.
Between
To process items based on their age, using a sliding date range: 1. Select Aged. 2. Select Between in the first field. 3. To specify the start of the age range: a. Specify the amount of time in the second field. b. Select the unit of time in the third field. 4. To specify the end of the age range: a. Specify the amount of time in the fourth field. This value must be larger than start of the age range. b. Select the unit of time in the fifth field.
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Document Versions Use the Document Versions page to specify the version of the SharePoint documents to archive.
Figure 16
Document Versions page
1. Do one of the following: • To process all versions of a document, select Include all versions. • To process only the latest version of a document, select Include only latest version. 2. Click Next. In the left column, the Document Versions checkbox is selected automatically to indicate that you completed that step. In the left column, the Document Versions checkbox is selected automatically to indicate that you completed that step and the Attachments Filter page is displayed. Refer to “Attachments Filter” on page 46 for how to use that page.
Document Versions
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Attachments Filter Use the Attachments Filter page to exclude SharePoint content from archiving, based on the file extensions of the attachments.
Figure 17
Attachments Filter page
To specify the file extensions of attachments to exclude from processing: 1. In the text box, type the file extension you want to exclude (for example, .txt). File extensions must be less than 16 characters in length. The following characters are invalid: \ / : * ? " < > |
2. Click Add to add the file extension to the list. 3. Repeat steps 1 and 2 for each file extension that you want to exclude from archiving. 4. To edit an entry in the list, click Edit. 5. To remove an entry from the list, click Remove. 6. Click Next. 46
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In the left column, the Attachments Filter checkbox is selected automatically to indicate that you completed that step and the Item Size Filter page is displayed. Refer to “Item Size Filter” on page 48 for how to use that page.
Attachments Filter
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Item Size Filter Use the Item Size Filter page to specify the minimum size and maximum size of SharePoint items to archive. EMC SourceOne calculates the item size as the sum of the size of the binary large object (BLOB) and the sizes of attachments.
Figure 18
Item Size Filter page
1. To specify a minimum item size: a. Select the Include only items that are bigger than or equal to checkbox. b. Enter a value in kilobytes (KB) in the first field. The minimum size must greater than or equal to zero. 2. To specify a maximum item size: a. Select the Include only items that are smaller than or equal to checkbox. b. Enter a value in kilobytes (KB) in the second field.
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3. To specify a size range, use both checkboxes and fields. The value for the maximum size must be greater than the value for the minimum size. 4. Click Next. In the left column, the Item Size Filter checkbox is selected automatically to indicate that you completed that step and the Archive Action page is displayed. Refer to “Archive Action” on page 50 for how to use that page.
Item Size Filter
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Archive Action Use the Archive Action page to specify:
Figure 19
◆
Whether to copy or move SharePoint content when archiving.
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The destination folder (a mapped folder in EMC SourceOne) in which to archive SharePoint content.
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Whether to synchronize the permissions on already-archived content with SharePoint.
Archive Action page
1. Select the EMC SourceOne mapped folder in which to archive SharePoint content. To define EMC SourceOne mapped folders, refer to the EMC SourceOne Email Management Administration Guide. Note: SharePoint activities use Organization type mapped folders.
2. To specify the action to take when archiving SharePoint content, select one of the following options:
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• Copy items to archive - After archiving, the content will exist in both the archive and in SharePoint. • Copy items to archive and Delete them from SharePoint After archiving, the content will exist only in the archive and will be deleted from SharePoint. 3. To update SharePoint permissions on already-archived content, select the Synchronize the archive security with SharePoint checkbox. A warning appears: Performing security synchronization requires re-examining items that have already been archived in SourceOne and will greatly increase the time required to perform this activity. Are you sure you want to enable this option?
Do one of the following: • To confirm the synchronization, click Yes. • To cancel the synchronization, click No. 4. Click Next. In the left column, the Archive Action checkbox is selected automatically to indicate that you completed that step and the Schedule page is displayed. Refer to “Schedule” on page 52 for how to use that page.
Archive Action
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Schedule On the Schedule page, specify the schedule on which to run the SharePoint activity.
Figure 20
Schedule page - Recur Once
1. In the Start Date field, select the date on which the activity should start. Click the dropdown arrow, then select the start date from the calendar. 2. In the Start Time field, select the time at which the activity should start. Click the dropdown arrow, then select one of the following options: • To start the activity as soon as possible, select As soon as possible (default). • To specify a time, select the time from the list. 3. In the Duration field, select one of the following options: • Select the number of hours the activity is allowed to run (default = 1 hour). • Select 1 day. • Select Run to completion. 52
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4. In the Recurrence Pattern area, specify one of the following intervals: • To specify a one-time occurrence. a. Select Once (default). b. Click Next. • To specify a daily occurrence: a. Select Daily from the dropdown list. b. Select Every_day(s). Specify the number of days between occurrences of the activity (default = 1 day).
Figure 21
Schedule page - Recur Daily
• To specify a weekly occurrence: a. Select Weekly from the dropdown list. b. In the Every _week(s) on field, specify the number of weeks between occurrences. c. To specify the day of the week on which the activity should occur, select one or more checkboxes.
Schedule
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Figure 22
Schedule page - Recur Weekly
• To specify a monthly occurrence: a. Select Monthly from the dropdown list. b. Do one of the following steps: – Select the Day_of every_month(s). In the first field, specify the day of the month on which you want the activity to occur. Valid values are 1 through 31. In the second field, select the number of months between occurrences. Valid values are 1, 2, 3, 4, 6, and 12. – Select The _ _of every_month(s). In the first field, select the week (first, second, third, fourth, or last). In the second field, select the day of the week. In the third field, specify the number of months between occurrences. Valid values are 1, 2, 3, 4, 6, and 12.
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Figure 23
Schedule page - Recur Monthly
5. In the Range of recurrence area, select one of the following options: • No end date - The activity will first occur on the start date and time you specified. The activity will reoccur according to the information you specified in the Recurrence area. • End by - The activity will first occur on the start date and time you specified. The activity will reoccur according to the information you specified in the Recurrence Pattern area, until the end date you specify in this option. Click the dropdown arrow, then select an end date from the calendar. 6. Click Next. In the left column, the Schedule checkbox is automatically selected to indicate that you completed that step and the Activity Name page is displayed. Refer to “Activity Name” on page 56 for how to use that page.
Schedule
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Activity Name On the Activity Name page, specify a name for the SharePoint activity.
Figure 24
Activity Name page
1. In the Name field, enter a name for the new activity. 2. To collect detailed information on message processing by activities, select the Enabled Detailed Logging checkbox. Refer to the EMC SourceOne Email Management Administration Guide for more information about job logging. 3. Click Finish. The results pane lists the new activity below the policy to which it belongs. The status of the new activity is Active.
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Editing activities in an organizational policy You cannot edit the following activity properties: ◆
Activity Type
◆
Activity Name
To edit an activity: 1. In the EMC SourceOne console, select the Organizational Policies node. 2. In the Organizational Policies area: a. Expand the organizational policy that contains the activity you want to edit. b. Select the activity you want to edit. The activity summary displays in the bottom half of the middle pane. 3. Do one of the following steps: • To edit a specific property: a. Click the link for that property in the activity summary.
Figure 25
Example - SharePoint Archive activity summary Editing activities in an organizational policy
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A dialog box opens, which corresponds to the page in the New Activity wizard that contains the property. b. Edit the property, as described in the topic for the corresponding New Activity wizard page. • To review all properties using the Edit Activity wizard: a. Select Action > Edit Activity. The Edit Activity wizard starts. b. Click Next until you reach the page containing the property that you want to edit. c. Edit the property, as described in the topic for the corresponding New Activity wizard page. d. Click Next until you reach the last page of the Edit Activity wizard, then click Finish.
Controlling activities You can control an activity and its jobs by using the Stop, Pause, and Resume actions. The action applied to an activity also applies to the activity’s jobs. To control multiple jobs, control the activity associated with those jobs. The status of an activity is derived from the status of the activity’s jobs. For example, if any jobs associated with a run once activity fail, then the status of the activity will be shown as failed. Refer to: ◆
“About activity status and actions” on page 58
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“Pausing activities” on page 61
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“Stopping activities” on page 61
About activity status and actions The actions available for each activity status depend on the recurrence pattern specified in the activity’s schedule:
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Once - “Run once” on page 59
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Daily, Weekly, or Monthly - “Periodic” on page 60
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Run once Figure 26 shows the actions for a run-once activity.
Figure 26
Activity actions and status - run once
Controlling activities
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Periodic Figure 27 shows the actions for a periodic activity.
Figure 27
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Activity actions and status - periodic
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Pausing activities To pause an activity in an organizational policy: 1. In the EMC SourceOne console, select the Organizational Policies node. 2. In the Organizational Policies area: a. Expand the organizational policy that contains the activity you want to pause. b. Select the activity. 3. Select Action > Pause. In the Organizational Policies area, the status of the activity changes from Active to Paused.
To resume a paused activity: 1. Select the activity. 2. Select Action > Resume.
Stopping activities To stop an activity in an organizational policy: 1. In the EMC SourceOne console, select the Organizational Policies node. 2. In the Organizational Policies area: a. Expand the organizational policy that contains the activity you want to stop. b. Select the activity. 3. Select Action > Stop. In the Organizational Policies area, the status of the activity changes from Active to User Terminated.
You can resume a User Terminated activity if the activity has a periodic schedule: 1. Select the activity. Controlling activities
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2. Select Action > Resume.
Deleting activities from an organizational policy To delete an activity: 1. In the EMC SourceOne console, select the Organizational Policies node. 2. In the Organizational Policies area, select the activity you want to delete. 3. Select Action > Delete Activity. 4. At the Are you sure you want to delete the selected activity? prompt, click Yes.
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3 Configuring Archive Search for Microsoft SharePoint
This chapter describes how to configure the Archive Search component of EMC SourceOne for Microsoft SharePoint , and is organized as follows: ◆ ◆ ◆ ◆ ◆ ◆ ◆
Introduction ........................................................................................ Configuration checklist for Archive Search ................................... Prerequisites for Archive Search...................................................... Activating EMC SourceOne Archive Search Configuration........ Configuring EMC SourceOne Archive Search............................... Creating the Archive Search site from the template ..................... Setting permissions on the Archive Search site .............................
Configuring Archive Search for Microsoft SharePoint
64 64 65 67 68 72 74
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Introduction This chapter describes how to configure settings in SharePoint for the Archive Search component of EMC SourceOne for Microsoft SharePoint . SharePoint users can use Archive Search to find, preview, and download SharePoint content that has been archived in EMC SourceOne through the SharePoint Archive activity. Archive Search only searches for archived SharePoint content from the current farm.
Configuration checklist for Archive Search To configure Archive Search, the EMC SourceOne Administrator must perform the tasks as shown in Table 3 on page 64: Table 3
Task
Refer to
1
Ensure prerequisites have been completed.
“Prerequisites for Archive Search” on page 65
2
Verify that the EMC SourceOne Archive Search Configuration feature is activated.
“Activating EMC SourceOne Archive Search Configuration” on page 67
3
Configure Archive Search settings.
“Configuring EMC SourceOne Archive Search” on page 68
4
Create the Archive Search site from the installed template.
“Creating the Archive Search site from the template” on page 72
5
Set permissions on the Archive Search site.
“Setting permissions on the Archive Search site” on page 74
6
If you configure Single Sign-On (SSO) for Windows in EMC SourceOne, you must add the Archive Search URL to Internet Explorer’s Local Intranet Zone.
EMC SourceOne Email Management Installation Guide.
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Prerequisites for Archive Search This section is organized as: ◆
“Installation prerequisites” on page 65
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“Access account prerequisites” on page 65
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“Active Directory and unique usernames” on page 66
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“Browser requirements” on page 66
Installation prerequisites Verify that the following components have been installed as described in the EMC SourceOne Email Management Installation Guide and the EMC SourceOne for Microsoft SharePoint Installation Guide: ◆
In EMC SourceOne, the EMC SourceOne Web Services. Archive Search uses the EMC SourceOne Search service and the EMC SourceOne Document Retrieval service.
◆
In SharePoint, the administration site for Archive Search.
Access account prerequisites Archive Search uses the EMC SourceOne Access account to access the archive through the SourceOne Search Service: ◆
This account does not have to be the EMC SourceOne primary service account.
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This account must have Administrator and Read All permissions on the Organization mapped folders used by SharePoint Archive activities. The EMC SourceOne Email Management Administration Guide provides more information.
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If EMC SourceOne is configured for Single Sign-On (SSO), and if you select the SourceOne is configured for Single Sign-On checkbox in the Archive Search settings, then the EMC SourceOne Access account must have access to the SourceOne Search Web Service. The EMC SourceOne Email Management Installation Guide provides more information on how to configure SSO in EMC SourceOne
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Active Directory and unique usernames “EMC SourceOne for Microsoft SharePoint accounts and software” on page 15 provides more information.
Browser requirements The browsers that users use to access Archive Search:
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Must be supported by SharePoint.
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Must have JavaScript enabled.
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Activating EMC SourceOne Archive Search Configuration Prerequisites
Procedure
Verify that the EMC SourceOne for Microsoft SharePoint feature has been activated. “Activating EMC SourceOne for Microsoft SharePoint” on page 17 provides more information. Note: To perform this procedure, you must log in as the site administrator.
The EMC SourceOne Archive Search Configuration feature should have been activated at installation. To verify that the feature is activated, the SharePoint Administrator must perform the following procedure: 1. From the Central Administration web page, select one of the following options depending on your version of SharePoint Server: • For SharePoint Server 2007, select Operations > Manage Farm Features. • For SharePoint Server 2010, select System Settings > Manage Farm Features. 2. If EMC SourceOne Archive Search Configuration is not activated, click Activate.
Figure 28
EMC SourceOne Archive Search Configuration—Activate (SharePoint 2007)
Activating EMC SourceOne Archive Search Configuration
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Configuring EMC SourceOne Archive Search To configure EMC SourceOne Archive Search: 1. In SharePoint, open the SharePoint Central Administration web site. 2. Click the EMC SourceOne site. Note: If the EMC SourceOne site is not available, see “Activating EMC SourceOne for Microsoft SharePoint” on page 17.
3. Select Archive Search Settings to display the Archive Search Settings page as shown in Figure 29 on page 69.
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Figure 29
Archive Search Settings
4. Configure the settings as described in Table 4 on page 69 Table 4
Archive Search Settings
Setting
Description
SourceOne Search Service
Specify the URL for the SourceOne Search Service, which is used to perform searches: http://
/SearchWS For , specify either the IP address or the hostname. Example: http://S1WebServiceServer/searchws Maximum number of characters = 255.
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Table 4
Archive Search Settings (continued)
Setting
Description
SourceOne Document Retrieval Service
Specify the URL for the SourceOne Document Retrieval Service, which is used for previewing and downloading items: net.tcp://:8001/docsvc For , specify either the IP address or the host name. Example: net.tcp://S1WebServiceServer:8001/docsvc Maximum number of characters = 255.
SourceOne Access Account
The SourceOne Access account is used to access the archive through the SourceOne Search Service. It must have Administrator and Read All permissions on the EMC SourceOne mapped folders used by the EMC SourceOne SharePoint activities. This account does not have to be the EMC SourceOne primary service account. Username: \ Maximum number of characters = 255. Password: Maximum number of characters = 64. If EMC SourceOne is configured for SSO, select the SourceOne is configured for Single Sign-On checkbox. The SourceOne Access account must have access to the SourceOne Search Web Service. To configure SSO in EMC SourceOne, see the EMC SourceOne Email Management Installation Guide.
EMC SourceOne Mapped Folders
(Required) Click Refresh to update the list, then select at least one EMC SourceOne mapped folder to search. Note: Archive Search can search the Organization mapped folders used by the SharePoint Archive activity. The SourceOne Access account must have Administrator and Read All permissions on those mapped folders. Chapter 6, ”Configuring Mapped Folders” of the EMC SourceOne Email Management Administration Guide provides more information
Enable Restore
To enable users to restore SharePoint items from the SourceOne archive, select the appropriate checkboxes: • Enable end user restore - End users can restore selected items to their original lists. • Enable power user restore - Power users can perform a batch restore of selected lists.
SharePoint Restore Services
Select the URL of the SharePoint Restore Services.
Diagnostics
Note: Enable diagnostics only when necessary for troubleshooting purposes. Perform one of the following steps: • To enable tracing and logging for the Archive Search process, select Yes. This adds a Show Diagnostics link to the Archive Search page, which you can use to troubleshoot search issues. “Troubleshooting Archive Search” on page 106 provides more information. It also adds a Clear Cache link to the Archive Search page. “Clearing the Archive Search cache” on page 90 provides more information. • To disable tracing and logging for the Archive Search process, select No (default).
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5. Click OK to validate and save your changes. 6. If values are missing or invalid, then the following error message is displayed: This page contains one or more errors. Fix the following before continuing:
7. Correct the values, then click OK.
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Creating the Archive Search site from the template The Archive Search install creates the site template. You must use this template to create the Archive Search site. To create the Archive Search site from the template: 1. Select Site Actions > Create.
Figure 30
Create
2. On the Create page, as given in Figure 31 on page 72, select Sites and Workspaces under Web Pages.
Figure 31
Create: Sites and Workspaces
3. Specify properties of the Archive Search site:
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Figure 32
Properties of Archive Search site
• Title and Description • Web Site Address • Template Selection— Click the EMC SourceOne site, then select the EMC SourceOne Archive Search Center template. • Permissions— “Setting permissions on the Archive Search site” on page 74 provides more information. • Navigation Inheritance 4. Click Create.
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Setting permissions on the Archive Search site Archive Search requires Active Directory. The SharePoint administrator should ensure that the Archive Search site created from the template has access control settings that restrict access to users in Active Directory. The Authenticated Users special Active Directory group should be sufficient. Anonymous (guest) access is not supported.
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4 Configuring Microsoft SharePoint EBS
This chapter describes how to configure EMC SourceOne and SharePoint to support the optional External BLOB Storage (EBS) available in EMC SourceOne for Microsoft SharePoint. This chapter is organized as follows: ◆ ◆ ◆ ◆ ◆
Overview ............................................................................................. Prerequisites........................................................................................ Configuring EMC SourceOne to support SharePoint EBS........... Activating EMC SourceOne EBS Provider Configuration ........... Configuring EBS on SharePoint .......................................................
Configuring Microsoft SharePoint EBS
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Overview External binary large object (BLOB) Storage (EBS) is an optional component provided with EMC SourceOne for Microsoft SharePoint software that you can use for storage management to improve the performance of the SharePoint SQL Server. SharePoint users access content stored in the EBS through SharePoint, as usual. EBS: ◆
Stores BLOBs (binaries) in the EMC SourceOne Native Archive instead of in the SharePoint SQL Server.
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Is storage, not archiving. EBS content is not indexed and retention is not set. To archive SharePoint content, use the SharePoint Archive activity, described in Chapter 2, ”Configuring SharePoint Activities”.
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Externalizes new SharePoint content, not content that is already stored in SharePoint SQL Server. “Migrating existing SharePoint content to EBS” on page 93 provides information about how to externalize existing SharePoint content.
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Is intended for local use over a LAN, not a WAN.
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Applies to an entire SharePoint farm, not to specific sites within a farm.
To configure EBS, the EMC SourceOne Administrator must perform the tasks in Table 5 on page 76 Table 5
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Configuring EBS
Task
Refer to
1
Ensure limitations are understood and prerequisites are completed.
“Prerequisites” on page 77
2
Configure EMC SourceOne to support SharePoint EBS.
“Configuring EMC SourceOne to support SharePoint EBS” on page 78
3
Verify that the EMC SourceOne EBS Provider Configuration feature is activated.
“Activating EMC SourceOne EBS Provider Configuration” on page 80
4
Configure EBS settings on SharePoint.
“Configuring EBS on SharePoint” on page 80
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Prerequisites Before you configure EBS, the following prerequisites must be completed: ◆
“EMC SourceOne installation” on page 77
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“EBS installation” on page 77
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“Impersonation account” on page 77
EMC SourceOne installation EMC SourceOne accounts must be created, and the EMC SourceOne Email Management software must be installed. The EMC SourceOne Email Management Installation Guide provides more information.
EBS installation EBS must be installed. Verify that: ◆
The EMC SourceOne EBS software has been installed on all SharePoint front-end servers.
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The EBS database has been created.
The EMC SourceOne for Microsoft SharePoint Installation Guide provides more information.
Impersonation account The EBS provider uses the impersonation account to access all local and remote resources: ◆
Access to the EBS database
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Access to the local cache directory on each SharePoint front-end server with read/write/create permissions
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Connect to the EMC SourceOne Native Archive server
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Access to the Native Archive database. The EMC SourceOne Email Management Installation Guide provides more details.
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Create an impersonation account with the following properties: ◆
Ensure that the impersonation account is not marked as “Account is sensitive and cannot be delegated” in the Active Directory Service.
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The impersonation account must have “Logon as service” privilege on each SharePoint front-end server.
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To secure the cached items, ensure that only the impersonation account has access to the local cache directory.
Note: The impersonation account has no relationship to the EMC SourceOne primary service account. The impersonation account can be the same account or a different account, as long as the account has the properties listed above.
Configuring EMC SourceOne to support SharePoint EBS Refer to: ◆
“Introduction: Configuring EMC SourceOne to support SharePoint EBS” on page 78
◆
“Checklist: Configuring EMC SourceOne to support SharePoint EBS” on page 79
Introduction: Configuring EMC SourceOne to support SharePoint EBS ◆
Does EBS use a SourceOne archive folder? Yes, EBS writes directly to an archive folder in the Native Archive. Create this archive folder by using the EMC SourceOne console. Recommendation: Dedicate one archive folder to each SharePoint farm.
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Does EBS use a EMC SourceOne mapped folder? No, you do not map a EMC SourceOne folder to the archive folder for EBS.
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Does EBS require a EMC SourceOne archiving activity? No, EBS stores content automatically in the Native Archive. You do not create an archiving activity in EMC SourceOne for EBS.
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Checklist: Configuring EMC SourceOne to support SharePoint EBS To configure EMC SourceOne for SharePoint EBS, the EMC SourceOne Administrator must perform the tasks as given in Table 6 on page 79. Table 6
1
Configuring EMC SourceOne to support SharePoint EBS
Task
Refer to
Add an archive connection to the Native Archive.
Chapter 3, ”Connecting Archives” of the EMC SourceOne Email Management Administration Guide
Note: Do this step only once for each Native Archive. If you have already configured an archive connection for Email Management or for SharePoint Archive activities, then do not configure another one.
2
Enable the Archive, Index, Search, and Retrieval roles on the Native Archive server. Note: Do this step only once for each Native Archive. If you have already configured the roles on the Native Archive server for Email Management or for SharePoint Archive activities, then do not configure them again.
3
“Configuring Native Archive server roles” in Chapter 5, ”Configuring Archives” of the EMC SourceOne Email Management Administration Guide
Configure an archive folder in the Native Archive for use only by EBS. “Configuring Native Archive folders and storage” in Chapter 5, ”Configuring Archives” Note: Do not set retention on an archive folder that is used for EBS. of the EMC SourceOne Email Management Administration Guide Do not enable indexing on an archive folder that is used for EBS. (Indexing is not needed, because BLOBs do not contain searchable metadata.) Recommended: Dedicate one archive folder to each SharePoint farm.
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Activating EMC SourceOne EBS Provider Configuration Note: To perform this procedure, you must log on as the site administrator.
The EMC SourceOne EBS Provider Configuration feature should have been activated at installation. To verify that the feature is activated, the SharePoint Administrator must perform the following: 1. From the Central Administration web page, select Operations > Manage Farm Features. 2. If EMC SourceOne EBS Provider Configuration is not activated, click Activate.
Configuring EBS on SharePoint To configure EBS on SharePoint: 1. In SharePoint, open the SharePoint Administration web site. 2. Click the EMC SourceOne site. 3. Select Site Actions > Settings to display the EMC SourceOne site settings page. 4. Continue to the following topics: • “Specifying EBS common settings” on page 81 • “Specifying EBS Native Archive Gateway settings” on page 84 • “Specifying EBS garbage collection settings” on page 86 Note: EBS configuration changes do not take effect immediately. The EBS Provider checks for configuration updates every 5 minutes. To force configuration changes, restart IIS and the SharePoint Timer service.
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Specifying EBS common settings
!
IMPORTANT Do not enable EBS until after EBS installation is complete on all SharePoint front-end servers, and after you configure the other EBS common settings described in this topic and the Native Archive Gateway settings described in “Specifying EBS Native Archive Gateway settings” on page 84. If you enable EBS before it is installed on all SharePoint front-end servers, then some front-end servers will store BLOBs in the SQL Server and will not be able to retrieve externalized content. Use the EBS common settings to configure BLOB processing and error handling. To configure common settings for EBS: 1. On the EMC SourceOne site settings page, click the Common Settings link.
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Figure 33
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EBS Common Settings
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2. On the EBS Common Settings page, configure the settings as described in Table 7 on page 83. Table 7
Setting Enable External BLOB Storage
EBS Common Settings Description Note: Enable EBS only after EBS installation is complete on all SharePoint front-end servers, and after you configure the other EBS common settings and the EBS Native Archive Gateway settings. Enable EBS so that documents will be saved to the External BLOB Storage (the EMC SourceOne archive). To enable EBS, select Yes in the Enable EBS field. You can disable EBS at any time. Doing so will cause all new documents to be stored in SharePoint, while old documents that are already saved in the External BLOB Storage will still be accessible.To disable EBS, select No in the Enable EBS field.
Local Cache Directory
(Required) Specify a directory that is local to each SharePoint front-end server. This field cannot be empty. This directory: • Is used to cache BLOB files locally on each server. • Must be local to each server. • Must be located on a non-removable hard drive. • Should only be accessible by the impersonation account. MaxLength=255 Example: C:\EBS Cache Note: You do not have to create the local cache directory manually on each SharePoint front-end server. It is better to let the EBS provider create the directories on demand. Ensure that the impersonation account (specified in the Impersonation Account setting) has full access to create the directory.
BLOBs Threshold
In the Only store BLOBs larger than following threshold externally field, specify the minimum size of BLOBs to store in the EMC SourceOne archive, in kilobytes (KB). BLOBs that are smaller than this size will be stored in the SharePoint SQL database. Storing smaller BLOBs in the SharePoint SQL database reduces overhead related to external storage. (The overhead of externalizing BLOBs that are too small may outweigh the benefits.) The BLOBs threshold must be a positive integer between 1 and 9,223,372,036,854,775 KB (over 8,000 Petabyte.
Archive Error Handling
When EBS fails to archive the BLOB, this setting determines whether or not to automatically fall back to the SharePoint internal store. In the When errors occur while storing BLOBs field, select one of the following options: • Prompt user with error message • Fall back to SharePoint Server internal store
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Table 7
EBS Common Settings (continued)
Setting
Description
Retrieval Error Handling
When EBS fails to retrieve the BLOB, this setting determines whether or not to automatically retry. In the When BLOBs are not available while retrieving field, perform one of the following steps: • To enable retries, select the Retry for checkbox, then specify a retry interval in the __second(s) field. The retry interval must be a positive integer between 1 and 2147483647. • To disable retries, clear the Retry for checkbox (default).
Impersonation Account
(Required) Specify the username and the password of the impersonation account. The use name and the password fields cannot be empty. “Impersonation account” on page 77 provides more information on account requirements.
Local Cache Lifecycle
In the Keep cache items for field, specify how long (in days and hours) the local cache files should remain in the cache before they are automatically deleted. The days value must be an integer between 0 and 2147483647. The hours value must be an integer between 0 and 2147483647.
3. Click OK to validate and save your changes. 4. If values are missing or invalid, then the following error message is displayed: This page contains one or more errors. Fix the following before continuing:
5. Correct the values, then click OK. 6. Continue to “Specifying EBS Native Archive Gateway settings” on page 84.
Specifying EBS Native Archive Gateway settings Use the EBS Native Archive Gateway settings to:
!
◆
Configure the SQL database connection for EMC SourceOne Native Archive server.
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Specify the EMC SourceOne archive folder for BLOB archiving.
CAUTION Once you save the settings for the Native Archive SQL server and database, you should not change them. If you change these two settings, then documents that were archived into the Native Archive may become inaccessible.
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Note: You can specify a different archive folder at anytime.
To configure settings for the EBS Native Archive Gateway: 1. On the EMC SourceOne site settings page, click the Native Archive Gateway link.
Figure 34
Native Archive Gateway
2. On the EBS Native Archive Gateway page, configure the settings as described in Table 8 on page 85. Table 8
EBS Native Archive Gateway settings
Setting
Description
SQL Server
Specify the name of the SQL server used by the EMC SourceOne Native Archive server.
Database
Specify the name of the database used by the EMC SourceOne Native Archive server.
Archive Folder
Specify an EMC SourceOne archive folder for BLOB storage: 1. Click Refresh next to the Archive Folder field. The refreshed drop-down list shows the archive folders that are available on the EMC SourceOne Native Archive server. 2. In the Archive Folder field, select the archive folder for EBS use. “Checklist: Configuring EMC SourceOne to support SharePoint EBS” on page 79 provides more information on archive folder.
3. Click OK to save your changes. 4. If values are missing or invalid, then the following error message is displayed: This page contains one or more errors. Fix the following before continuing:
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5. Correct the values, then click OK. 6. Continue to “Specifying EBS garbage collection settings” on page 86.
Specifying EBS garbage collection settings BLOBS that are no longer referenced in SharePoint are orphans. The EBS Garbage Collector deletes orphan BLOBs from BLOB storage. Use the EBS garbage collection settings to: ◆
Schedule the EBS Garbage Collector task.
◆
Specify the SharePoint front-end server on which to run the garbage collection task.
To configure settings for EBS garbage collection: 1. On the EMC SourceOne site settings page, click the EBS Garbage Collector link.
Figure 35
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EBS Garbage Collector
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Configuring Microsoft SharePoint EBS
2. On the EBS Garbage Collector page, configure the settings as described in .Table 9 on page 87. Table 9
EBS Garbage Collection settings
Setting
Description
Run garbage collection on
Specify the SharePoint front-end server on which to run the EBS Garbage Collector task.
Start at
Select the hour at which to start the task.
Schedule on
To specify how often to run the EBS Garbage Collector task: 1. Select either Daily or Weekly. 2. If you selected Weekly, select the day of the week on which to run the task.
3. Click OK to save your changes. 4. If values are missing or invalid, the following error message is displayed: This page contains one or more errors. Fix the following before continuing:
5. Correct the values, then click OK. 6. On the home page of the SharePoint Administration web site, select Operations > Timer Job Definitions, then verify that the EMC SourceOne EBS Garbage Collection timer job is listed.
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5 Maintaining EMC SourceOne for Microsoft SharePoint
This chapter describes how to maintain EMC SourceOne for Microsoft SharePoint, and is organized as follows: ◆ ◆
Maintaining SharePoint Archive Search......................................... 90 Maintaining SharePoint EBS ............................................................ 93
For maintenance information on the EMC SourceOne system, refer to the EMC SourceOne Email Management Administration Guide.
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Maintaining SharePoint Archive Search This section is organized as follows: ◆
“Clearing the Archive Search cache” on page 90
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“Customizing Archive Search results” on page 92
Clearing the Archive Search cache This section is organized as follows: ◆
“About the cache” on page 90
◆
“When to clear the cache” on page 90
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“Clearing the cache” on page 91
About the cache To improve performance, Archive Search stores the following information for each user in a cache: ◆
Owner List—The distinguished name and group membership (Active Directory groups and SharePoint groups) of the logged-in user. This information stays for 30 minutes.
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Last Query ID—This information stays for 7 days.
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Last Result Position—This information stays for 30 minutes.
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Last Query Start Time— This information stays for 7 days.
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Last Query—This information stays for 7 days.
In addition, the cache stores the global Folder List value, which is the entire list of EMC SourceOne folders available for all users to search. This information stays for 30 minutes. To view the current cached values for a user, enable diagnostics. “Using diagnostics” on page 108 provides more information. When to clear the cache You should clear the cache if any of the following items changes:
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The user’s membership in Active Directory groups or SharePoint groups, or the user’s permissions
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The list of EMC SourceOne folders to search
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The location of the EMC SourceOne Search Web Services
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Clearing the cache To clear the cache: 1. Enable diagnostics: a. In SharePoint, open the SharePoint Central Administration web site. b. Click the EMC SourceOne site. Note: If the EMC SourceOne site is not available, refer to “Activating EMC SourceOne for Microsoft SharePoint” on page 17.
c. Select Site Actions > Site Settings > Archive Search Settings to display the Archive Search Settings page. d. For the Diagnostics: Enable tracing and logging for the Archive Search process setting, select Yes. This adds a Clear Cache option and a Show Diagnostics option to the Archive Search page.
Figure 36
Clear Cache option in Archive Search
2. In Archive Search, click Clear Cache. “Using diagnostics” on page 108 provides information about using the Show Diagnostics option.
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Customizing Archive Search results Users can edit display options for search results if they have permission to edit the Archive Search Results page (ES1ArchiveResults.aspx).
Figure 37
Editing Display options on Archive Search Results page
Table 10 on page 92describes the display options. Table 10
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Archive Search Results page—Display options Display option
Description
Results Per Page
Number of results shown per page of results. Default = 10.
Refresh Interval (seconds)
Rate at which the SourceOne Search Web Service is polled for results, in seconds. Default = 5.
Sort Order
To sort results by date, select Ascending or Descending.
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Maintaining SharePoint EBS Refer to: ◆
“Migrating existing SharePoint content to EBS” on page 93
◆
“Discontinuing use of EBS” on page 93
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“Changing EBS database settings” on page 94
◆
“Cleaning up the EBS installation” on page 94
Migrating existing SharePoint content to EBS EBS externalizes new SharePoint content, not content that is already stored in SharePoint SQL Server. To migrate existing SharePoint content to EBS: 1. Ensure that EBS is installed and configured correctly, but do not enable EBS yet. The EMC SourceOne for Microsoft SharePoint Installation Guide and “Configuring Microsoft SharePoint EBS” on page 75 provides more information. 2. Open the SharePoint Central Administration web site and perform a backup operation for the entire farm. 3. Enable EBS. 4. Perform a restore operation from the backup that you made in Step 2.
Discontinuing use of EBS To discontinue the use of EBS: 1. In SharePoint, open the SharePoint Administration web site. 2. Click the EMC SourceOne site. 3. Select Site Actions > Settings to display the EMC SourceOne site settings page. 4. On the EMC SourceOne site settings page, click the Common Settings link. 5. In the Enable EBS field, select No.
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Disabling EBS prevents future documents from being stored to EBS. You can still read existing documents in the EBS. 6. Open the SharePoint Central Administration site and perform a backup operation for the entire farm. 7. Uninstall the EBS setup from all SharePoint front-end servers. 8. Clean up the EBS installation to unregister the EBS provider from the farm. Refer to “Cleaning up the EBS installation” on page 94. 9. Perform a restore operation from the backup that you made in Step 6. 10. Retract the EBS settings configuration page feature and solution.
Changing EBS database settings The EBS database contains critical data for the operation of EBS. Normally, you should not change the database configuration after the database is created. However, if you need to use a different SQL server for the EBS database, follow this procedure. To change EBS database settings: 1. If you want to access the data, ensure that you migrate all the data from the existing SQL database to the new SQL server. 2. In the Enable EBS field, select No. 3. Find the Emc.SourceOne.ES1EBSConfigUtil.exe utility that was installed by EBS setup. It is typically installed in: C:\Program Files\EMC SourceOne\EBS Provider
4. Run this utility with the /ForceNewDB command line option: Emc.SourceOne.ES1EBSConfigUtil.exe /ForceNewDB
The database configuration dialog and let you modify the database connection settings and create a new EBS database.
Cleaning up the EBS installation When you uninstall EBS from the SharePoint farm, the EBS setup leaves two pieces of configuration data in EBS common settings and Native Archive Gateway settings. This remaining configuration data
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has no impact on SharePoint operations. This allows you to reinstall EBS and use the existing configuration. However, if you wish, you can purge this configuration data before you uninstall EBS: 1. Find the Emc.SourceOne.ES1EBSConfigUtil.exe utility that was installed by EBS setup. It is typically installed in: C:\Program Files\EMC SourceOne\EBS Provider
2. Run this utility with the /Cleanup command line option: Emc.SourceOne.ES1EBSConfigUtil.exe /Cleanup
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6 Troubleshooting EMC SourceOne for Microsoft SharePoint
This chapter describes how to troubleshoot EMC SourceOne for Microsoft SharePoint, and is organized as follows: ◆ ◆ ◆ ◆
Troubleshooting permission issues ................................................. 98 Troubleshooting SharePoint archiving.......................................... 101 Troubleshooting Archive Search .................................................... 106 Troubleshooting EBS........................................................................ 112
For troubleshooting information on the EMC SourceOne system, refer to the EMC SourceOne Email Management Administration Guide.
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Troubleshooting permission issues Ensure that you assign permissions to accounts, as described in “EMC SourceOne for SharePoint permissions assignment” in the EMC SourceOne for Microsoft SharePoint Installation Guide. If you do not assign the correct permissions, then the issues described in the following sections can occur: ◆
“Cannot create EMC SourceOne Administration site” on page 98
◆
“Cannot see Settings sections on EMC SourceOne site home page” on page 99
◆
“SharePoint Archive job process hangs and no job process starts” on page 99
◆
“Cannot add farm when creating SharePoint Archive activity” on page 100
◆
“Cannot expand web applications within SharePoint Archive activity” on page 100
Cannot create EMC SourceOne Administration site Problem After you successfully install the Administration component and you try to activate the EMCES1.AdminSiteProvisioning feature, the EMC SourceOne tab does not display on the SharePoint Central Administration home page, and the EMC SourceOne Administration site is not created. Cause The current deployment user does not have Central Administration Site Collection Administrator Privileges. Solution Do the following: 1. In SharePoint Central Administration > Application Management > SharePoint Site Management > Site collection administrators, select Central Administration Root Site Collection. 2. Assign the current deployment user to be one of the site collection administrators.
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3. Activate the Admin Site Provisioning feature again by force: STSADM –o activatefeature –filename EMCES1.AdminSiteProvisioning\feature.xml –force
Cannot see Settings sections on EMC SourceOne site home page Problem After you successfully install the EBS Provider Configuration or the Archive Search Configuration, the EMC SourceOne site home page does not display a settings section. Cause The currently logged in user does not have Central Administration Site Collection Administrator Privileges. Solution Do the following: 1. In SharePoint Central Administration > Application Management > SharePoint Site Management > Site collection administrators, select Central Administration Root Site Collection. 2. Assign the current deployment user to be one of the site collection administrators.
SharePoint Archive job process hangs and no job process starts Problem When the SharePoint Archive activity runs, the SharePoint JBC starts but then it hangs. No JBC process starts. The activity does not archive any items. Cause The EMC SourceOne Worker Identity does not have Farm Administrator privileges. Solution In SharePoint Central Administration > Operations > Update farm administrator’s group, add the EMC SourceOne Worker Identity account to the Farm Administrator Group.
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Cannot add farm when creating SharePoint Archive activity Problem When you create a SharePoint Archive activity and you try to add a farm, the following error occurs: Cannot add Farm within SharePoint Archive Activity Creation wizard
Cause The current user does not have Farm Administrator privileges, or the IIS App Pool Account for Archive Service does not have farm administrator privileges. Solution In SharePoint Central Administration > Operations > Update farm administrator’s group, add the logged in console user and the EMC SourceOne Worker Identity account to the Farm Administrator Group.
Cannot expand web applications within SharePoint Archive activity Problem When you create SharePoint Archive activity and you add a farm, some of the Web applications cannot be expanded. Cause The IIS App Pool Account for the Archive Service does not have Full Read privileges for these web applications. Solution In SharePoint Central Administration > Application Management > Application Security > Policy for Web Application, assign Full Read privileges to the IIS App Pool Account for the Archive Service for each Web application.
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Troubleshooting SharePoint archiving Refer to: ◆
“Verify that archiving is successful” on page 101
◆
“Troubleshooting worker connectivity problems” on page 103
◆
“Troubleshooting Archive Service security problems” on page 103
◆
“SharePoint Archive logging” on page 103
◆
“Performance counters for SharePoint archiving” on page 105
Verify that archiving is successful Consider the following: ◆
“Verify successful SharePoint Archive activity” on page 101
◆
“Verify successful SharePoint Archive jobs” on page 102
◆
“Verify that SharePoint Archive jobs have been assigned to a worker” on page 102
◆
“Verify that content is in the archive folder” on page 102
◆
“Verify that you can search for archived content” on page 103
Verify successful SharePoint Archive activity To verify that the SharePoint Archive activity is successful: 1. On the EMC SourceOne worker, verify that the SharePoint activity processes are running. When a SharePoint Archive activity starts processing, the ExSharePointJBS.exe process starts on the EMC SourceOne worker machine. Then the ExSharePointJBC.exe process starts. If these processes do not start, then most likely the EMC SourceOne Activity database is not updated. After the archive activity is completed, the JBC process stops immediately. Then the JBS process stops. 2. In the EMC SourceOne console: a. Expand the Organizational Policies node. b. Expand the policy that contains the SharePoint activity. c. Select the SharePoint activity.
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d. Verify that the status of the activity is Success. When the archiving starts, the activity status changes to Read-only. When archiving is complete, the activity status changes to Success or Failed. Verify successful SharePoint Archive jobs To verify that the SharePoint Archive job are successful, in the EMC SourceOne console: 1. Expand the Operations node. 2. Click the Job Management node. 3. Change the current view to All Jobs. 4. Verify that the status of SharePoint Archive jobs is Completed. There will always be one JBS job for every archive. The number of JBC (SharePoint Archive) jobs depends on how many SharePoint lists you selected in the SharePoint Archive activity. Verify that SharePoint Archive jobs have been assigned to a worker To verify that at least one worker is assigned to run SharePoint Archive jobs in the EMC SourceOne console: 1. Click the Servers node. 2. Click the Configuration tab. 3. Select the worker in the list. 4. Select Action > Properties. 5. Verify that the SharePoint Archive checkbox is selected. The default maximum number of SharePoint Archive jobs is 4. Verify that content is in the archive folder To verify that SharePoint content is being archived into the archive folder in the EMC SourceOne console: 1. Click the Archive Folders node. 2. View the volume message count. The EMC SourceOne Email Management Administration Guide provides more information.
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Verify that you can search for archived content Use EMC SourceOne Search to perform an Administrator search on the archived SharePoint content. EMC SourceOne Search User Guide provides more information.
Troubleshooting worker connectivity problems To troubleshoot worker connectivity problems, use a Web browser to: 1. Verify that you can connect to the SharePoint load-balanced URL. 2. Verify that you can connect to the Archive Service URL on the SharePoint server: http:///_vti_bin/Archive.svc
Troubleshooting Archive Service security problems If the EMC SourceOne administration console and SharePoint Archive activities fail for security reasons, then the loggedin console user and the SharePoint Activity jobs do not have permissions to access Archive Services for a specific SharePoint farm: ◆
Verify that the logged in user of the EMC SourceOne console can access the Archive Service on the SharePoint farm.
◆
Verify that the EMC SourceOne Security Group has permission to access the Archive Service on the SharePoint farm.
SharePoint Archive logging SharePoint Archive activities use EMC SourceOne trace logs and SharePoint trace logs. ◆
“EMC SourceOne logging for SharePoint archiving” on page 103
◆
“SharePoint logging for SharePoint archiving” on page 104
EMC SourceOne logging for SharePoint archiving Note: Enable EMC SourceOne trace logging only under the supervision of EMC personnel.
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EMC SourceOne logs for SharePoint archiving include: ◆
ArchiveClient log:
C:\Program Files\EMC SourceOne\Logs\...ArchiveClientMessage.log ◆
SharePoint Admin log: C:\Program Files\EMC SourceOne\Logs\ExMMCAdmin.dll.log
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SharePointJBS log: C:\Program Files\EMC SourceOne\Logs\ExSharePointJBS.log
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SharePointJBC log:
C:\Program Files\EMC SourceOne\Logs\ExSharePointJBC.log)
SharePoint logging for SharePoint archiving To configure logging for SharePoint archiving on SharePoint: 1. Select Central Administration > Operations > Manage Farm Features. 2. Activate EMC SourceOne Archive Logging. 3. Select to Operations > Diagnostic Logging. 4. In the Event Throttling area: a. Select EMC SourceOne Archiving in the Select a category field. b. Select an event in the Least critical event to report to the event log field.
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Figure 38
Diagnostic logging—EMC SourceOne Archiving category
The default location of SharePoint logs is: C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\12\LOGS
Specific logs include: ◆
EngineMessage:
C:\Program Files\EMC SourceOne\Logs\SharePointArchive.log ◆
ServiceMessage:
C:\Program Files\EMC SourceOne\Logs\SharePointServices.log ◆
WCF Service log:
C:\inetpub\wwwroot\wss\VirtualDirectories\80\web_tracelog.svclog
Performance counters for SharePoint archiving To enable SharePoint performance counters and WMI classes for management servers: 1. Select Central Administration > Operations > Manage Farm Features. 2. Activate EMC SourceOne Instrumentation. On SharePoint, performance counters are available under ES1:SharePoint Services (es1services).
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Figure 39
SharePoint performance counters — ES1:SharePoint Services
On EMC SourceOne, performance counters are available under ES1 SharePointArchive.
Figure 40
SourceOne performance counters for ES1 SharePointArchive
Troubleshooting Archive Search Consider the following:
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““Missing resource file” error” on page 107
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“Many resource file errors in SharePoint server log” on page 108
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“Large file times out for preview or download” on page 108
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“Using diagnostics” on page 108
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“Archive Search logging” on page 111
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“Missing resource file” error Problem: After you successfully install the Archive Search components and you try to create an Archive Search site from the template, a “Missing resource file” error occurs.
Solution: This error can occur in two situations: ◆
The SharePoint Timer Service encounters a problem that prevents it from running. (For example, you changed the password for the account used to run the SharePoint Timer Service.) If you fix the issue with the SharePoint Timer Service, the job will execute and the resources will be deployed.
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The SharePoint Timer Service has not completed yet. If you wait a minute and attempt to create the site again, you will be successful.
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Many resource file errors in SharePoint server log Problem: The SharePoint server log contains many resource file errors, even though SharePoint archiving and Archive Search are working correctly. These errors are benign and can be ignored. Cause: This problem is caused by the naming convention used for the resource (.resx) files. By design, the English resource files do not end in en-US, so that they are used as the default strings for languages that EMC SourceOne for SharePoint does not support. SharePoint first tries to load the resource file that has the en-US extension. Failing that, it loads the resource file with no extension (which contains English strings). SharePoint enters the error in the log, but it is a normal behavior.
Large file times out for preview or download If a large file (for example, 500 MB) times out when a user tries to preview or download it, you can adjust the DocRetrievalTimeout setting. The default timeout for interacting with the Document Retrieval Services is 5 minutes. To change the default value, edit the DocRetrievalTimeout value in the appSettings section of the web.config file on the SharePoint server:
The range of valid values is 1to 60 (minutes).
!
CAUTION A value greater than 5 allows clients to monopolize connections to the Document Retrieval service, and given enough clients, can prevent other clients from connecting to the service during that time.
Using diagnostics You can troubleshoot Archive Search by using diagnostics: 1. To enable diagnostics for Archive Search: a. In SharePoint, open the SharePoint Central Administration web site. 108
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b. Click the EMC SourceOne site. Note: If the EMC SourceOne site is not available, refer to “Activating EMC SourceOne for Microsoft SharePoint” on page 17.
c. Select Site Actions > Site Settings > Archive Search Settings to display the Archive Search Settings page. d. For the Diagnostics: Enable tracing and logging for the Archive Search process setting, select Yes. This adds a Show Diagnostics link to the Search page in Archive Search, and also to the Results page.
Figure 41
Show Diagnostics link on Archive Search Results page
2. To view the diagnostic information for a search, click the Show Diagnostics link on the Archive Search Results page. The diagnostic information includes: • The Current Cache Values section, which lists the information stored in the user’s cache. To clear the cache, refer to “Clearing the Archive Search cache” on page 90. • The Folders section, which lists the mapped folders that were searched. • The Owners section, which lists all Active Directory groups and SharePoint groups that the user belongs to, which constrain search results. • The Query Attribute Values section, which lists the item properties displayed in search results.
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Figure 42
Diagnostic information
3. Make a note of the Job ID in the Query Status Values section.
Figure 43
Job ID
4. In the EMC SourceOne console: a. Expand the Operations node, then select the Job Management node. b. In the list of jobs, locate and select the search job with that Job ID. c. To verify that the search job completed successfully, view the information about the selected search job. 110
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Figure 44
Archive Search job in EMC SourceOne console
Archive Search logging Log events are written to the event log with all other SharePoint events. SharePoint administrators can use System Center Operations Manager (SCOM) to monitor the event logs for events from Archive Search, as they do with other SharePoint logs. In SharePoint 2010, you can configure the logging level for the Archive Search trace logs: 1. At the SharePoint Central Administration Admin site, select Operations > Diagnostic Logging. 2. In the Event Throttling section, select the EMC SourceOne Search category, then select its event log level and trace log level. 3. Click OK to save the category settings.
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4. Make a note of the location of the SharePoint trace log files, shown in the Path field in the Trace Log section.
Troubleshooting EBS This section describes how to troubleshoot the optional EBS feature available in EMC SourceOne for Microsoft SharePoint. ◆
“Access denied/Insufficient privileges” on page 112
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“Verify successful EBS garbage collection” on page 112
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“EBS logging” on page 113
Access denied/Insufficient privileges If the log contains “Access denied” or “Insufficient privileges” error messages: ◆
Verify that the impersonation account has sufficient privileges to access the EBS database, cache folder and Native Archive server. “Impersonation account” on page 77 provides more information on requirements.
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Verify that the Emc.SourceOne.EBSGatewayManager COM+ application is using “Network Service” as its Identity.
“EBS logging” on page 113 provides more information about log files.
Common Settings Configuration does not exist This error may occur if you choose not to create the EBS database during the EBS installation, and then you try creating it later using the shortcut in the Start menu. If you did not configure the EBS common settings, then the following error message is displayed: The Common Settings Configuration does not exist. Please finish Common Settings configuration first
“Specifying EBS common settings” on page 81provides more information.
Verify successful EBS garbage collection On the home page of the SharePoint Administration web site, select Operations > Timer Job Definitions, then verify that the EMC
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SourceOne EBS Garbage Collection timer job is listed and finished successfully.
EBS logging EBS uses event logs and SharePoint trace logs. Refer to: ◆
“EBS event log” on page 113
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“Configuring SharePoint trace logs for EBS” on page 113
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“Configuring logging for Native Archive Gateway” on page 115
EBS event log EBS log the following events into Event Source ES1EBS: ◆
0— All events related to the EBS Provider component
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1— All events related to the EBS Native Archive Gateway component
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2— All events related to the EBS Garbage Collector
Configuring SharePoint trace logs for EBS To configure the logging level for the SharePoint trace logs for EBS: 1. At the SharePoint Central Administration web site, select Operations > Diagnostic Logging. 2. In the Event Throttling section, select one of the EBS categories, then select its event log level and trace log level.
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Figure 45
Diagnostic Logging—EBS categories
3. Click OK to save the current category settings. 4. Repeat Step 2 and Step 3 for each EBS category. 5. Make a note of the location of the SharePoint trace log files, shown in the Path field in the Trace Log section.
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Configuring logging for Native Archive Gateway Some of the operations of the Native Archive Gateway component are logged in the EMC SourceOne log named Emc.SourceOne.EBSGatewayManaged. This log uses the same logging facility as other EMC SourceOne components. Logging levels and locations are controlled by the following registry key: HKLM\Software\EMC\SourceOne\Tracelogs\Emc.SourceOne.EBSGatewayManaged
This key is created automatically when the gateway starts.
!
IMPORTANT Edit the Tracelogs registry entries only under the supervision of EMC Support.
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Index
A
controlling activities 58
activity Activity Name page - SharePoint 56 Activity Type page - SharePoint 26 Archive Action page - SharePoint 50 Attachments Filter page - SharePoint 46 Content Types page - SharePoint 36 controlling 58 Dates page - SharePoint 43 deleting 62 Document Versions page - SharePoint 45 editing 57 Item Size Filter page - SharePoint 48 Schedule page - SharePoint 52 Select Data Sources page - SharePoint Archive activity 30 Select Data Sources page - SharePoint Online Archive 33 SharePoint Archive 22 SharePoint Online Archive 22 Activity Name page- SharePoint 56 Activity Type page - SharePoint 26 Archive Action page - SharePoint 50 Archive Search configuring 63 Attachments Filter page - SharePoint 46
D Dates page - SharePoint 43 deleting activity 62 Document Versions page - SharePoint 45
E EBS configuring 75 editing activity 57 EMC SourceOne for Microsoft SharePoint maintaining 89 overview 11 troubleshooting 97 External BLOB Storage configuring 75
I introduction EMC SourceOne for Microsoft SharePoint 11 Item Size Filter page - SharePoint 48
M maintaining EMC SourceOne for Microsoft SharePoint 89
C configuring Archive Search 63 SharePoint activity 21 SharePoint EBS 75 Content Types page - SharePoint 36
O overview EMC SourceOne for Microsoft SharePoint 11
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Index
S Schedule page - SharePoint 52 Select Data Sources page SharePoint Archive activity 30 SharePoint Online Archive 33 SharePoint activities 21 SharePoint Archive activity 22 SharePoint EBS configuration 75 SharePoint Online Archive activity 22
T troubleshooting EMC SourceOne for Microsoft SharePoint 97
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