PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399 Copyright © 2010 by Ben Curry All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher. Library of Congress Control Number: 2010924443 Printed and bound in the United States of America. 1 2 3 4 5 6 7 8 9 QWT 5 4 3 2 1 0 A CIP catalogue record for this book is available from the British Library. Microsoft Press books are available through booksellers and distributors worldwide. For further information about international editions, contact your local Microsoft Corporation office or contact Microsoft Press International directly at fax (425) 936-7329. Visit our Web site at www.microsoft. com/mspress. Send comments to
[email protected]. Microsoft, Microsoft Press, Access, Active Directory, Excel, Fluent, Forefront, InfoPath, IntelliSense, Internet Explorer, MSDN, Outlook, PerformancePoint, PowerPoint, SharePoint, Silverlight, SQL Server, Visio, Visual Studio, Windows, Windows NT, Windows PowerShell, Windows Server and Windows Vista are either registered trademarks or trademarks of the Microsoft group of companies. Other product and company names mentioned herein may be the trademarks of their respective owners. The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. This book expresses the author’s views and opinions. The information contained in this book is provided without any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book. Acquisitions Editor: Martin DelRe Developmental Editor: Karen Szall Project Editor: Valerie Woolley Editorial Production: Waypoint Press, www.waypointpress.com Technical Reviewer: Bob Hogan; Technical Review services provided by Content Master, a member of CM Group, Ltd. Cover: Tom Draper Design Body Part No. X16-88501
Contents at a Glance Acknowledgments
xix
Introduction
xxi
PART I
DEPLOYING SHAREPOINT SERVER 2010
CHAPTER 1
Deploying SharePoint Server 2010
CHAPTER 2
Scaling to a MultiServer Farm
CHAPTER 3
Configuring Core Operations
CHAPTER 4
Building and Managing Web Applications
CHAPTER 5
Creating and Managing Site Collections
141
CHAPTER 6
Configuring Service A pplications
181
PART II
CONFIGURING SHAREPOINT SERVER 2010
CHAPTER 7
Web Parts, Features, and Solutions
205
CHAPTER 8
Configuring the Search Service Application
239
CHAPTER 9
Managing the Search E xperience
265
CHAPTER 10
Enterprise Content Types and Metadata
329
CHAPTER 11
Document Management
361
CHAPTER 12 Records Management
3 51 81 109
385
CHAPTER 13
Portals and Collaboration
405
CHAPTER 14
User Profiles and My Sites
419
PART III
OPERATING SHAREPOINT SERVER 2010
CHAPTER 15
Configuring Policies and S ecurity
451
CHAPTER 16
Monitoring, Logging, and Availability
489
CHAPTER 17
Upgrading to SharePoint Server 2010
517
CHAPTER 18 Backup and Restore
539
APPENDIX A Working with W indows PowerShell and
SharePoint 2010
561
Contents Acknowledgments Introduction
xix x
PART I
DEPLOYING SHAREPOINT SERVER 2010
Chapter 1
Deploying SharePoint Server 2010
3
Prepar ng for nsta at on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Hardware and Software Requ rements
5
Cons derat ons
7
Prerequ s tes nsta er
7
Serv ce Accounts
8
Farm Topo og es. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 nsta ng the F rst SharePo nt Foundat on 2010 Server n the Farm. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Runn ng the SharePo nt Products and Techno og es Preparat on Too
14
nsta ng SharePo nt Foundat on 2010 B nar es
15
Runn ng the SharePo nt 2010 Products Configurat on W zard
17
Us ng the SharePo nt Foundat on 2010 Farm Configurat on W zard
23
Perform ng a Scr pted Dep oyment Us ng W ndows PowerShe
24
Understand ng Databases Created Dur ng nsta at on
26
nsta ng the F rst SharePo nt Server 2010 Server n the Farm. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Runn ng the M crosoft SharePo nt Products and Techno og es Preparat on Too
27
nsta ng the SharePo nt Server 2010 B nar es
28
What do you think of this book? We want to hear from you! M crosoft s nterested n hear ng your feedback so we can cont nua y mprove our books and earn ng resources for you. To part c pate n a br ef on ne survey, p ease v s t:
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Runn ng the SharePo nt Products Configurat on W zard
30
Us ng the SharePo nt Server 2010 Farm Configurat on W zard
32
Perform ng a Scr pted Dep oyment Us ng W ndows PowerShe
33
Understand ng Databases Created Dur ng nsta at on
35
Post nsta at on Configurat on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Configure Farm Adm n strators Group
36
Configure Outgo ng E ma Sett ngs
37
Create a Web App cat on to Host S te Co ect ons
37
Configure Usage and Hea th Data Co ect on
40
Configure D agnost c Logg ng
42
nsta and Configure Remote BLOB Storage
43
Ass gn ng P Addresses to Web App cat ons
46
Language Packs
47
Upgrad ng SharePo nt Foundat on to SharePo nt Server. . . . . . . . 49
Chapter 2
nsta ng SharePo nt Server 2010 B nar es
49
Runn ng the SharePo nt Products Configurat on W zard
49
Scaling to a MultiServer Farm
51
Prepar ng for Sca ng Out to a Server Farm. . . . . . . . . . . . . . . . . . . . 51 S ng e Server Farm
52
Two T er Farm
52
Two T er Sma Farm
53
Three T er Sma Farm Not Opt m zed for Search
53
Three T er Sma Farm Opt m zed for Search
54
Med um Farm
55
Large Farm
56
Sca ng Web App cat ons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
viii
Contents
Add ng a Web Server to the Farm
57
Web Parts and Custom Code
64
nternet nformat on Serv ces
65
Sca ng System Serv ces and Serv ce App cat ons. . . . . . . . . . . . . . 65
Chapter 3
Serv ce App cat on Arch tecture
66
Sca ng SharePo nt Server 2010 Search
74
Configuring Core Operations
81
ntroduc ng Centra Adm n strat on . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Centra Adm n strat on Arch tecture
82
Work ng w th the Centra Adm n strat on Web App cat on
84
System Sett ngs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Servers
86
E ma and Text Messages
88
Farm T mer Jobs
93
Farm Management
96
Database Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 Content Databases
98
Defau t Database Server
104
Data Retr eva Serv ce
104
Configur ng Send To Connect ons . . . . . . . . . . . . . . . . . . . . . . . . . 105
Chapter 4
S te Subscr pt on Sett ngs
106
Configur ng the Content Organ zer n the Dest nat on S te
106
Send To Connect ons
106
A ow Manua Subm ss ons
107
Building and Managing Web Applications
109
Web App cat on Arch tecture. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Manag ng a Web App cat on
110
App cat on Poo s
111
Content Databases
112
Creat ng and Extend ng Web App cat ons. . . . . . . . . . . . . . . . . . . 115 Create a Web App cat on
115
Extend ng a Web App cat on
123
De et ng a Web App cat on
126
De et ng an Extended Zone
127
Contents
ix
Manag ng Web App cat ons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Configur ng Web App cat ons
128
SharePo nt Des gner 2010 Governance
135
A ternate Access Mapp ngs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Chapter 5
Configure A ternate Access Mapp ng
139
Creating and Managing Site Collections
141
S te Creat on Modes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141 Determ n ng Wh ch Mode to Use
142
Enab ng Se f Serv ce S te Creat on
142
S te Use Confirmat on and De et on
143
Creat ng S te Co ect ons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144 Creat ng a S te Co ect on Through Centra Adm n strat on
145
Creat ng a S te Co ect on Us ng the Se f Serv ce URL
146
S te Sett ngs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Reg ona Sett ngs
148
Creat ng and Manag ng Document L brar es
148
Creat ng and Manag ng L sts
154
Sandboxed So ut ons
160
User A erts
160
D scuss ons
162
RSS (Rea y S mp e Synd cat on)
163
Recyc e B n
164
Porta S te Connect on
166
nformat on Management Po c es
167
SharePo nt Des gner Sett ngs
169
S te Co ect on Secur ty. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
x
Contents
S te Co ect on Adm n strators and S te Owners
171
Peop e and Groups
171
L st and L brary Secur ty
179
Chapter 6
Configuring Service Applications
181
Serv ce App cat on Arch tecture. . . . . . . . . . . . . . . . . . . . . . . . . . . 181 Serv ce App cat on Topo og es
182
Dep oy ng and Manag ng Serv ce App cat ons. . . . . . . . . . . . . . 183 Ed t Serv ce App cat on Connect ons for a Web App cat on
184
Manage Adm n strators of a Serv ce App cat on
185
De ete a Serv ce App cat on
185
Pub sh a Serv ce App cat on
185
Connect to a Serv ce App cat on on a Remote Farm
186
Serv ce App cat ons n SharePo nt Server 2010. . . . . . . . . . . . . . 187 Access Serv ces
187
Bus ness Connect v ty Serv ces
189
Exce Serv ces
189
Managed Metadata Serv ce
194
PerformancePo nt Serv ces
194
Search Serv ce
196
Secure Store Serv ce
199
Secur ty Token Serv ce
199
State Serv ce
199
V s o Graph cs Serv ce
199
Usage and Hea th Data Co ect on Serv ce
199
User Profi e Serv ce
200
Web Ana yt cs Serv ce
201
Word Automat on Serv ce
201
PART II
CONFIGURING SHAREPOINT SERVER 2010
Chapter 7
Web Parts, Features, and Solutions
205
nsta ng and Configur ng Web Parts. . . . . . . . . . . . . . . . . . . . . . . 205 Web Part Arch tecture
206
Web Parts and Pages
207
De et ng and C os ng Web Parts
210
Web Part Connect ons
211
Web Part Propert es and Persona zat on
212
Contents
xi
nsta ng and Configur ng Features. . . . . . . . . . . . . . . . . . . . . . . . . 215 Feature Arch tecture
215
Feature L fe Cyc e
216
Manag ng So ut ons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Chapter 8
Fu Trust So ut ons
222
Manag ng Fu Trust So ut ons
223
Dep oy ng Fu Trust So ut ons
225
Retract ng Fu Trust So ut ons
228
De et ng Fu Trust So ut ons
230
Upgrad ng Fu Trust So ut ons
231
Manag ng Sandboxed So ut ons
232
Configuring the Search Service Application
239
Farm W de Search Sett ngs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 Manag ng Craw er mpact Ru es. . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 Creat ng the Search Serv ce App cat on. . . . . . . . . . . . . . . . . . . . 243 Exam n ng the Search Adm n strat on Page . . . . . . . . . . . . . . . . . . 245 Creat ng and Manag ng Content Sources . . . . . . . . . . . . . . . . . . . 246 Creat ng and Manag ng Craw Ru es. . . . . . . . . . . . . . . . . . . . . . . . . 247 Craw Ru e Paths
249
Exc ude/ nc ude Opt ons
249
Craw Ru e Authent cat on
249
Manag ng Server Name Mapp ngs. . . . . . . . . . . . . . . . . . . . . . . . . 250 Manag ng F e Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250 Manag ng the Search App cat on Topo ogy. . . . . . . . . . . . . . . . . . 252 Craw Databases
254
Craw Component
255
Property Database
256
ndex Part t on and Query Component
257
Manag ng Host D str but on Ru es . . . . . . . . . . . . . . . . . . . . . . . . . 258 Troub eshoot ng Search w th Craw Logs. . . . . . . . . . . . . . . . . . . . . 259
xii
Contents
Chapter 9
Managing the Search Experience
265
Configur ng the Thesaurus and No se Word F es. . . . . . . . . . . . 266 No se Word F es
266
Configur ng the Thesaurus
267
Defin ng Author tat ve Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268 Federated Quer es. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270 Federated Locat on Management
270
Managed Propert es . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278 Creat ng and Manag ng Search Scopes. . . . . . . . . . . . . . . . . . . . . 284 Search Resu ts Remova . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289 S te Co ect on Search Management. . . . . . . . . . . . . . . . . . . . . . . . 290 Configur ng the Master Page Query Box Contro
290
S te Co ect on Search Scope Management
291
Work ng w th Keywords and Best Bets. . . . . . . . . . . . . . . . . . . . . . 293 Creat ng and Custom z ng Search Centers . . . . . . . . . . . . . . . . . . 297 Custom z ng the Enterpr se Search Center
297
Creat ng New Search Pages
298
Creat ng New Tabs
299
Configur ng Custom Page Access
300
Custom z ng Search Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300 Work ng w th Query Report ng. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325 Loca Search Configurat on Opt ons. . . . . . . . . . . . . . . . . . . . . . . . . 325 Searchab e Co umns
325
S te Leve Craw Ru es
326
Craw Opt ons for L sts and L brar es
326
Re ated L nks Scope
327
Chapter 10 Enterprise Content Types and Metadata
329
Understand ng Enterpr se Content Management. . . . . . . . . . . . 329 Configur ng the Managed Metadata Serv ce. . . . . . . . . . . . . . . . . 331 Creat ng the Content Type Synd cat on Hub Web App cat on
332
Creat ng the Content Type Synd cat on Hub S te Co ect on
333 Contents
xiii
Act vat ng the Content Type Synd cat on Hub
335
Creat ng the Managed Metadata Serv ce App cat on
336
Mod fy ng the Managed Metadata Serv ce Connect on
338
Assoc at ng Managed Metadata Serv ce App cat ons
338
Pub sh ng the Managed Metadata Serv ce App cat on
340
Start ng the Managed Metadata Web Serv ce
341
Adm n strators for Management Metadata Serv ces
341
Managed Taxonom es, Fo ksonom es, and Term Sets. . . . . . . . . 342 Enterpr se Metadata: The Term Store
342
The Term Store Management Too
344
Enterpr se Content Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349 Creat ng Content Types
349
Dea ng w th Content Type Dependenc es
351
Consum ng Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351 Work ng w th S te Co umns
351
Managed Metadata S te Co umns
353
Managed Metadata and the Document nformat on Pane
356
Metadata Nav gat on Sett ngs
359
Chapter 11 Document Management
361
Manag ng Documents n SharePo nt 2010 . . . . . . . . . . . . . . . . . . 361 What s Document Management?
362
Document Co aborat on
363
Document L brar es
363
Document Ds and Sets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365 Document Ds
365
Document Sets
367
L st and L brary Re at onsh ps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369
xiv
Contents
Check n/Check Out
370
Content Types
370
Document Vers on Contro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372 Content Approva
372
Major Vers on ng
373
Major and M nor Vers on ng
373
Vers on Prun ng
373
Draft tem Secur ty
373
Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374 Ass gn ng Workflow Sett ngs
375
nbound E ma . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375 Group ng Subm ss ons
376
A ow ng Contr but ons from Outs de the Organ zat on
376
Offl ne Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377 The Document Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378 Content Organ zer and Send To Funct ona ty
379
Metadata Nav gat on and F ter ng
382
Chapter 12 Records Management
385
nformat on Management Po c es. . . . . . . . . . . . . . . . . . . . . . . . . 385 Retent on
387
Nonrecords
388
Records
389
Aud t ng
389
Document Bar Codes
390
Document Labe s
390
n P ace Records Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392 A ow ng Record Dec arat on at the L st and L brary Leve
393
The Records Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394 P ann ng for the Records Center
395
Manag ng the Records
401
Contents
xv
Chapter 13 Portals and Collaboration
405
Pub sh ng nfrastructure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405 Enab ng the Pub sh ng nfrastructure
406
Master Pages
407
Page Layouts
411
SharePo nt Des gner 2010 Access
412
Themes
414
Large Pages L brary
415
Nav gat on
415
Chapter 14 User Profiles and My Sites
419
Creat on and Ma ntenance Tasks n the User Profi e Serv ce. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420 Serv ce Adm n strat on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424 Profi e Property Adm n strat on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426 Profi e Synchron zat on. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429 Enab ng Soc a Features for Users and Groups . . . . . . . . . . . . . . 436 Soc a Tags and Note Boards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 437 My S te Sett ngs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440
PART III
Setup of My S tes Web S tes
441
Add ng or De et ng a Trusted My S te Host Locat on
443
Persona zat on S te L nks
445
L nks to the M crosoft Office 2010 C ent App cat ons
446
OPERATING SHAREPOINT SERVER 2010
Chapter 15 Configuring Policies and Security
451
Server Farm Secur ty . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 451 Farm Adm n strators
453
Password and Account Management
453
nformat on Po c es
460
Web App cat on Secur ty. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 464
xvi
Contents
SSL and Ass gned P Addresses
465
Authent cat on
470
Web App cat on User Perm ss ons
475
Secure Store Serv ce
476
B ocked F e Types
478
Se f Serv ce S te Creat on
479
Ant v rus Sett ngs
480
Web App cat on Po c es. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 481 Zones
481
Web App cat on Perm ss on Po c es
483
SharePo nt Des gner 2010 Governance
486
Chapter 16 Monitoring, Logging, and Availability
489
W ndows Server 2008. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 489 Event V ewer
490
Mon tor ng Too s
491
W ndows Task Manager
492
nternet nformat on Serv ces
494
SharePo nt Server 2010. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495 SharePo nt Server 2010 Hea th Ana yzer
495
Mon tor ng
496
Hea th Ana yzer
496
T mer Jobs
498
Report ng
501
Web Ana yt cs
504
D agnost c Logg ng
514
SQL 2008 Server. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515
Chapter 17 Upgrading to SharePoint Server 2010
517
P ann ng Too s. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518 Farm P ann ng
519
Web Enumerat on
525
n P ace Upgrade. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526 nsta ng the Prerequ s tes and B nar es
526
Post n P ace Upgrade Tasks
530
Database Attach Upgrade . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 533 Upgrad ng S tes and S te Co ect ons. . . . . . . . . . . . . . . . . . . . . . . . 537 Contents
xvii
Chapter 18 Backup and Restore
539
Server Farm Backup and Recovery. . . . . . . . . . . . . . . . . . . . . . . . . 540 Prepar ng for Server Farm Backups
540
Farm Backup and Restores Us ng Centra Adm n strat on
542
Farm Backup and Restore Us ng W ndows PowerShe
547
Farm Backup and Restore Us ng Stsadm.exe
551
Serv ce and Web App cat on Backup and Restore . . . . . . . . . . . . 553 Granu ar Backup and Restore. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555 S te Co ect on Backup and Restore
555
Recover ng from an Unattached Content Database
559
Appendix A Working with Windows PowerShell and SharePoint 2010
561
SharePo nt 2010 Management She . . . . . . . . . . . . . . . . . . . . . . . . 562 Work ng w th Commands. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 562 Work ng w th Cmd ets
562
Work ng w th Funct ons
574
Work ng w th SharePo nt Cmd ets . . . . . . . . . . . . . . . . . . . . . . . . . . 574 Farms
574
Servers
575
Web App cat ons
576
Manag ng S tes
578
Manag ng Webs
579
Ass gn ng Resources
580
SharePo nt Cmd et L st ng. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 582
Index
599
What do you think of this book? We want to hear from you! M crosoft s nterested n hear ng your feedback so we can cont nua y mprove our books and earn ng resources for you. To part c pate n a br ef on ne survey, p ease v s t:
microsoft.com/learning/booksurvey xviii
Contents
Acknowledgments
O
ne of the cha enges when wr t ng a Pocket Consultant s that you don’t have the space to fu y exp a n a aspects of a product Th s s true w th any product, but even more so w th a product as arge as SharePo nt Server 2010 Therefore, I have eft out nformat on unessent a to adm n strat ve tasks and prov ded a techn ca y dense, da y reference gu de Th s narrow scope a owed the book to be very deta ed n the areas that are poor y documented or poor y understood I rea y wanted to prov de an accurate reference gu de that cou d a so be read cover to cover, and I th nk t fi s that b I first want to thank B Eng sh, who gave me the opportun ty to beg n my wr t ng career and has he ped me mmense y through the years I cons der h m a mentor and a fr end Thank you, B I a so want to thank Mart n De Re, acqu s t ons ed tor, because he be eved n th s book from the very beg nn ng Karen Sza was the project ed tor, and she kept me on track and on schedu e throughout She s a wonderfu ed tor, and I earned a great dea from her Thanks a so to Va er e Woo ey who he ped get chapters through the ed t ng process A though t s d fficu t to wr te or g na content, answer ng the techn ca ed ts s somet mes harder! M crosoft Press has the most thorough ed t ng rev ew processes n the bus ness, and though they create more work for the author, they resu t n a better book for the reader Bob Hogan was the techn ca rev ewer for th s book; h s nput and ass stance were nva uab e n creat ng a re evant and accurate book He was top notch and made sure th ngs worked as expected Because there were so many new features n the product, t was mposs b e for a s ng e person to wr te th s book To ass st me, I asked severa SharePo nt Products ndustry experts to contr bute content to the book Core to the success of th s book were the contr but ng authors, and you can find the r fu b os n the back of the book Thank you to Josh Meyer, J m Curry, Ph p Gren nger, Dan e Webster (one of the best SharePo nt profess ona s I know), Fred Devo r, M chae Muka an, and Darr n B shop Each of these authors prov ded a un que contr but on n the r area of spec a ty Th s a owed me to focus on the core features of the product and st de ver top-notch content throughout Because of the ate re ease of the beta vers ons of the product and the depth of the product stack, t took severa peop e to get th s book content wr tten Thanks to Joy Curry, Lor Gow n, Cathy Dew, Spencer Harbar, M ke Watson, Jenn Parry, and the product team at M crosoft for answer ng a ton of quest ons and prov d ng content! Thank you to a of the staff at M crosoft who he ped a ong the way; there are too many of you to count I a so want to thank my father; he has he ped me a ong my wr t ng career and served as a wonderfu ro e mode If I forgot someone, t was tru y an acc dent!
xix
Introduction
F
rom the beg nn ng of the project, the SharePoint Server 2010 Administrator’s Pocket Consultant was wr tten to be a conc se and accurate gu de that you can use when you have quest ons about SharePo nt Server 2010 adm n strat on The purpose of the Administrator’s Pocket Consultants ser es s to g ve you va uab e, rea -wor d nformat on n an eas y referenced format A thorough ndex has been prov ded to he p you qu ck y find the nformat on you need Th s s a gu de you w want c ose by when work ng w th the new vers ons of SharePo nt Products and Techno og es Th s book prov des adm n strat ve procedures, qu ck answers, t ps, and tested es gn examp es In add t on, t covers some of the most d fficu t tasks, such as d sca ng out to a server farm and mp ement ng d saster recovery It a so covers many of the new W ndows PowerShe commands now needed for bu d ng and ma nta n ng SharePo nt Server The text conta ns ustrat ve examp es of many advanced tasks requ red to mp ement a SharePo nt Products so ut on for a most any s ze of organ zat on
Who Is This Book For? SharePoint Server 2010 Administrator’s Pocket Consultant covers SharePo nt Server 2010 Standard and SharePo nt Server 2010 Enterpr se ed t ons Th s book s des gned for the fo ow ng ■
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Adm n strators m grat ng from W ndows SharePo nt Serv ces 3 0 and SharePo nt Server 2007 Adm n strators who are exper enced w th W ndows Server 2008 and Internet Informat on Serv ces Current SharePo nt Foundat on 2010 and SharePo nt Server 2010 adm n strators Adm n strators who are new to M crosoft SharePo nt 2010 Techno og es Techno ogy spec a sts, such as s te co ect on adm n strators, search adm n strators, and Web des gners
Because th s book s m ted n s ze, and I wanted to g ve you the max mum va ue, I assumed a bas c know edge of W ndows Server 2008, Act ve D rectory, Internet Informat on Serv ces (IIS), SQL Server, and Web browsers These techno og es are not presented d rect y, but th s book conta ns mater a on a of these top cs that re ate to the adm n strat ve tasks of SharePo nt Products
xxi
How Is This Book Organized? SharePoint Server 2010 Administrator’s Pocket Consultant s wr tten to be a da y reference for adm n strat ve tasks The ab ty to qu ck y find and use nformat on s the ha mark of th s book For th s reason, the book s organ zed nto job-re ated tasks It has an expanded tab e of contents and an extens ve ndex for ocat ng re evant answers In add t on, there s an append x for many of the new SharePo nt Sever 2010 W ndows PowerShe cmd ets If you are ook ng for a comprehens ve gu de to mp ement ng SharePo nt Products, you shou d cons der purchas ng the Microsoft Office SharePoint Server 2010 Administrator’s Companion, s nce the books n the Administrator’s Pocket Consultant ser es are str pped to the bare essent a s requ red to comp ete a task The book s organ zed nto three parts and e ghteen chapters Part I, “Dep oy ng SharePo nt Server 2010,” ntroduces you to the new features, funct ona ty, and dep oyment opt ons of SharePo nt Server 2010 Chapter 1 prov des nstruct ons for prepar ng for and nsta ng SharePo nt Server 2010, mp ement ng database best pract ces, and creat ng the requ red server farm serv ce app cat ons Chapter 2 shows you the bas cs of sca ng to a mu t -server farm for ava ab ty and performance Chapter 3 covers the management of core server farm operat ons Chapter 4 gu des you through Web app cat on creat on and management, a foundat ona part of SharePo nt Server 2010 Chapter 5 s an adm n strator’s gu de to creat ng and manag ng s te co ect ons Chapter 6 s an nsta at on gu de and des gn overv ew of the new SharePo nt Server 2010 serv ce app cat on arch tecture Part II, “Configur ng SharePo nt Server 2010,” d ves deeper nto the product stack and extends the bas c funct ona ty configured n Part I Chapter 7 s a gu de to nsta ng and manag ng Web parts, features, and so ut ons Chapter 8 s a step-by-step gu de to configur ng and sca ng the search serv ce app cat on Chapter 9 prov des deta ed configurat on on manag ng the search exper ence for users Chapter 10 s an ntroduct on to Enterpr se Content Management (ECM) and a good start for most SharePo nt Server 2010 adm n strators new to ECM Chapter 11 shows you the new features of Document Management, such as Document Sets and Document IDs Chapter 12 s an adm n strator-focused chapter on Records Management It s not an exhaust ve gu de for a th ngs Records re ated; on y the adm n strat ve tasks to operate and ma nta n them Chapter 13 s a configurat on gu de for creat ng porta s, most mportant y the pub sh ng nfrastructure Chapter 14 covers the new and exc t ng areas of Soc a Co aborat on and profi e management
xxii
nt oduct on
Part III, “ Operat ng SharePo nt Server 2010,” pr mar y dea s w th operat ona tasks hav ng to do w th serv ce eve agreements and upgrades Chapter 15 w show you how to configure Web app cat on and s te co ect on secur ty po c es, n add t on to recommended Perm ss on ng gu de nes Chapter 16 deta s the areas of SharePo nt Server 2010 you shou d mon tor and the ava ab e too s to do so Chapter 17 s a bas c SharePo nt Server 2007 upgrade nsta at on gu de, and covers many of the new upgrade too s ava ab e n SharePo nt Server 2010 Chapter 18 nc udes the new backup and restore too s, nc ud ng granu ar backups The book comp etes w th Append x A, an ntroduct on to W ndows PowerShe for SharePo nt Server 2010
Conventions Used in This Book A var ety of e ements are used n th s book to he p you understand what you need to know and to keep t easy to read ■ ■
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Note A Note po nts out an eas y over ooked deta or des gn ssue Tip A T p prov des he pfu nformat on or spot ghts the command- ne opt on ava ab e for an adm n strat ve task Caution When you see a Caut on, you shou d ook out for potent a prob ems Many Caut ons were earned through rea -wor d exper ence
In add t on, terms that are new are n italics. I rea y hope you find the SharePoint Server 2010 Administrator’s Pocket onsultant usefu and accurate I have an open door po cy for e-ma at C
[email protected] Because my nbox stays qu te fu , p ease be pat ent; rep es somet mes take a week or onger You may a so v s t http://pocketconsultant.mindsharp.com for updates and d scuss on boards concern ng the atest n SharePo nt Products and Techno og es news
Questions and Support Every effort has been made to ensure the accuracy of th s book M crosoft Press prov des correct ons for books at http://mspress.microsoft.com/support/. If you have quest ons or comments regard ng th s book, p ease send them to M crosoft Press us ng th s e-ma address
[email protected] P ease note that product support s not offered through th s address For support nformat on, v s t M crosoft’s Web s te at http://support.microsoft.com.
nt oduct on
xxiii
PA R T I
Deploying SharePoint Server 2010 CHAPTER 1
Dep oy ng SharePo nt Server 2010 3
CHAPTER 2
Sca ng to a Mu t Server Farm 51
CHAPTER 3
Configur ng Core Operat ons 81
CHAPTER 4
Bu d ng and Manag ng Web App cat ons 109
CHAPTER 5
Creat ng and Manag ng S te Co ect ons 141
CHAPTER 6
Configur ng Serv ce App cat ons 181
CHAPTER 1
Deploying SharePoint Server 2010 ■
Prepar ng for nsta at on 4
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Farm Topo og es 9
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nsta ng the F rst SharePo nt Foundat on 2010 Server n the Farm 13
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nsta ng the F rst SharePo nt Server 2010 Server n the Farm 26
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Post nsta at on Configurat on 36
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Upgrad ng SharePo nt Foundat on to SharePo nt Server 49
B
efore nsert ng the nsta at on med a and c ck ng Next, take the t me to understand the d fferent opt ons ava ab e to you n the setup w zard If you make the wrong se ect on dur ng setup, you m ght need to perform a comp ete un nsta and re nsta of the b nar es In add t on, mak ng good cho ces n the beg nn ng w make t cons derab y eas er to sca e M crosoft SharePo nt products The fo ow ng dec s ons must be made before nsta ng SharePo nt products Choose a SQL Server type Dur ng nsta at on, you w have the opt on e ther to nsta a components ( nc ud ng M crosoft SQL Server Express) on a s ng e computer or to choose a ded cated SQL Server nsta at on for the databases Choose the SQL Server Express opt on on y when you are sure that you w not sca e to a server farm n the future A though sca ng to a server farm s techn ca y poss b e, m grat ng SharePo nt products from SQL Server 2008 Express to SQL Server 2008 Enterpr se or Standard s a ted ous task
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Use assigned IP addresses Host headers ease nsta at on and reduce adm n strat ve overhead, but a so ass gn ng IP addresses strengthens your overa secur ty posture Ass gn ng an nd v dua IP address for every Web
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3
app cat on s mp fies your ogs, prepares for oad-ba anc ng, and a ows for separate firewa ru es Process security isolation Depend ng on the eve of secur ty your organ zat on requ res, you can choose to nsta w th one or severa accounts for M crosoft Internet Informat on Serv ces (IIS) app cat on poo s and database access It s much eas er to nsta w th separate accounts n the beg nn ng than t s to change and so ate app cat on poo s ater Be aware that the more app cat on poo s you create the greater the amount of memory that s requ red
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Assign administrators You must define the adm n strat ve ro es and separat on of dut es If you want to granu ar y define adm n strat ve ro es, pay c ose attent on to the deta s of serv ce accounts and groups If you are n a sma organ zat on, cons der us ng a ded cated farm account for a adm n strat ve tasks
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Select a site template for the Web application root When creat ng your first Web app cat on, t s w se to create a s te co ect on n the root managed path Th s s te can be mod fied, but the s te temp ate cannot be changed, so g ve carefu cons derat on to the temp ate used
■
Th s chapter covers M crosoft SharePo nt Foundat on 2010 and SharePo nt Server 2010 dep oyments, when us ng IIS host headers a one or w th ass gned IP addresses When ne ther M crosoft SharePo nt Foundat on 2010 nor SharePo nt Server 2010 s spec fied, the mater a app es to both software products NOTE A though th s book s focused on SharePo nt Server 2010, many deve opers and beg nn ng adm n strators w nsta SharePo nt Foundat on 2010 ear y on n the r educat on w th SharePo nt 2010 products. Therefore, the nsta at on chapter w cover both products.
Preparing for Installation At a m n mum, before nsta at on, sketch out your des gn, nc ud ng IIS configurat on, SQL Server databases, accounts, adm n strators, and any other pert nent data you w need M crosoft Office V s o s a very he pfu too when des gn ng and ma nta n ng server farms w th mu t p e Web app cat ons, IIS servers, and SQL Server databases In add t on, ver fy that you have met the m n mum hardware requ rements and have created a Act ve D rectory accounts, f us ng Act ve D rectory for authent cat on, before beg nn ng the nsta at on w zard
4
Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
Considerations Make sure you understand each of the fo ow ng cons derat ons when p ann ng your nsta at on When us ng SQL Server 2005 SP3, you must nsta cumu at ve update package 3 for SQL Server 2005 SP3 (http://go.microsoft.com/ fwlink/?LinkId=165748). For SQL Server 2008 SP1, cumu at ve update package 2 for SQL Server 2008 SP1 (http://go.microsoft.com/fwlink/?LinkId=165962) s requ red The SharePo nt Products and Techno og es Preparat on Too does not check for these updates before setup The Configurat on W zard does check after nsta at on, but you shou d make sure these updates are app ed before runn ng the nsta er to prevent nsta at on ssues
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When you are nsta ng on W ndows Server 2008 SP1, the Prerequ s tes nsta er w nsta SP2 for you automat ca y
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If you are us ng W ndows Server 2008 and W ndows PowerShe 1 0 s nsta ed, t must be removed before nsta ng W ndows PowerShe 2 0 CTP3
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If us ng the phonet c name-match ng funct ona ty of SharePo nt Search 2010, you must nsta the M crosoft Server Speech P atform and the correspond ng speech-recogn t on anguage Add t ona y, you must update the [HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Speech Server\v10.0\ Recognizers\Tokens\SR_MS__TELE_10.0\Attributes] reg stry key for every anguage that you nsta C ck Start, and then run regedit F nd the reg stry key, and then update the Vendor va ue to M crosoft Corporat on
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Th s reg stry key change can cause errors w th other server app cat ons that use speech recogn t on, such as Exchange 2010, but t s requ red for the phonet c match ng to work correct y n SharePo nt Search 2010
If us ng Access Serv ces, you must nsta the SQL Server 2008 R2 Report ng Serv ces Add- n for SharePo nt Techno og es
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Prerequisites Installer The fo ow ng prerequ s tes can be automat ca y down oaded and nsta ed from the SharePo nt Server 2010 Start page App cat on Server Ro e, Web Server (IIS) Ro e
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M crosoft SQL Server 2008 Nat ve C ent
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Hotfix for M crosoft W ndows (KB976462)
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W ndows Ident ty Foundat on (KB974405)
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M crosoft Sync Framework Runt me v1 0 (x64)
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M crosoft Chart Contro s for M crosoft NET Framework 3 5
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M crosoft F ter Pack 2 0
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M crosoft SQL Server 2008 Ana ys s Serv ces ADOMD NET
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M crosoft Server Speech P atform Runt me (x64)
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Dep oy ng Sha ePo nt Se ve 2010 Chapter 1
7
Running the SharePoint Products and Technologies Preparation Tool The SharePo nt Products and Techno og es Preparat on Too he ps to ensure that a prerequ s tes have been nsta ed on your server before you proceed w th nsta at on You must have an Internet connect on to automat ca y nsta prerequ s tes; otherw se, prerequ s tes w have to be nsta ed manua y To run th s too , comp ete the fo ow ng steps 1. If you are us ng a down oadab e nsta er, doub e-c ck SharePo nt exe If you
are us ng nsta at on med a, se ect Setup exe from the med a 2. On the SharePo nt Foundat on 2010 Start page, se ect Insta Software
Prerequ s tes as seen n F gure 1-7
FIGURE 1-7 nsta softwa e p e equ s tes befo e nsta ng the b na es.
3. On the We come To The M crosoft SharePo nt Products And Techno og es
Preparat on Too page, c ck Next 4. On the L cense Terms For Software Products page, rev ew the terms and
cond t ons, se ect the check box ver fy ng that you agree to the terms and cond t ons, and c ck Next NOTE As shown n F gure 1 8, the preparat on too prov des feedback as t automat ca y nsta s and configures the necessary prerequ s te components to ensure a successfu nsta at on. t s poss b e that a reboot m ght be requ red. n the event of a requ red reboot, the nsta at on w zard automat ca y starts when you og on after the reboot.
14
Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
FIGURE 1-8 The p epa at on too m ght take seve a m nutes to comp ete.
5. On the Insta at on Comp ete page, rev ew the components that were
automat ca y nsta ed, configured, or both, and c ck F n sh
Installing SharePoint Foundation 2010 Binaries Be sure you’ve e ther nsta ed the software prerequ s tes us ng the preparat on too , or you’ve manua y nsta ed them Once the prerequ s tes have been nsta ed, you can nsta the SharePo nt Foundat on 2010 b nar es by do ng the fo ow ng 1. On the SharePo nt Foundat on 2010 Start page (shown n F gure 1-9), c ck
Insta SharePo nt Foundat on
FIGURE 1-9 nsta Sha ePo nt Foundat on afte nsta ng softwa e p e equ s tes.
Dep oy ng Sha ePo nt Se ve 2010 Chapter 1
15
2. After c ck ng Insta SharePo nt Foundat on, rev ew the Read The M crosoft
Software L cense Terms page, se ect the box ver fy ng that you have read and understand the terms, and then c ck Cont nue 3. On the Choose The Insta at on You Want page, shown n F gure 1-10, c ck
Server Farm
FIGURE 1-10 C ck Se ve Fa m when us ng SQL Se ve Standa d o Ente p se.
4. On the Server Type tab, choose Comp ete 5. Ver fy Comp ete s se ected, as seen n F gure 1-11, when us ng SQL Server
Standard or Enterpr se C ck Insta Now to perform setup
FIGURE 1-11 Choose Comp ete when nsta ng w th SQL Se ve Standa d o Ente p se. 16
Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
6. When setup comp etes, eave the Run The SharePo nt Products Configurat on
W zard Now check box se ected, as seen n F gure 1-12, and c ck C ose
FIGURE 1-12 Se ect C ose to beg n the Conf gu at on W za d.
TIP
f setup fa s for any reason, you can check the og fi es n the TEMP fo der of
the current user. C ck the Start menu, and type “%temp%” n the search box. f th s reso ves to a ocat on end ng n “1” or “2”, you m ght have to nav gate up one d rec tory to find the og fi e, wh ch s named M crosoft W ndows SharePo nt Serv ces 4.0 ().
Running the SharePoint 2010 Products Configuration Wizard At th s po nt, you’ve nsta ed the SharePo nt Foundat on b nar es, but you haven’t prov s oned a server farm A server farm s defined as a configurat on database The SharePo nt Products Configurat on W zard w gu de you through the process of prov s on ng the farm 1. If the SharePo nt 2010 Products Configurat on W zard does not aunch
utomat ca y, you can find t ocated at Start, A Programs, M crosoft a SharePo nt 2010 Products 2. On the We come To SharePo nt Products page, c ck Next 3. A d a og box, as seen n F gure 1-13, appears stat ng that some serv ces
m ght need to be restarted dur ng configurat on C ck Yes to proceed
Dep oy ng Sha ePo nt Se ve 2010 Chapter 1
17
FIGURE 1-13 C ck Yes to cont nue conf gu at on.
4. On the Connect To A Server Farm page, shown n F gure 1-14, choose Create
A New Server Farm and then c ck Next
FIGURE 1-14 Se ect C eate A New Se ve Fa m, and c ck Next.
18
Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
5. The Spec fy Configurat on Database Sett ngs page a ows you to prov s on a
configurat on database You shou d enter the fo ow ng va ues
• In the Database Server box, type the server name of the database server • In the Database Name box, type a name for the configurat on database If the database server s host ng mu t p e farms, you shou d type a name that un que y dent fies the farm you are configur ng; otherw se, you can keep the defau t va ue of SharePoint Config
• In the Username box, type the server farm adm n strator account name If you are us ng Act ve D rectory, the account name shou d be n the format DOMAIN\username, as seen n F gure 1-15 Remember that th s account w be g ven spec a access to the re evant SQL Server databases and w be the app cat on poo dent ty for the Centra Adm n strat on Web s te
• In the Password box, type the account password
FIGURE 1-15 Ve fy a
nfo mat on and then c ck Next.
6. On the Spec fy Farm Secur ty Sett ngs page, shown n F gure 1-16, type a
phrase n the Passphrase box, and c ck Next Th s passphrase shou d be guarded, and t must be entered any t me a server s jo ned to the farm It s used to encrypt credent a s of SharePo nt accounts Th s passphrase uses your defau t doma n password secur ty po cy By defau t, the passphrase must meet the fo ow ng cr ter a
• It shou d be e ght characters n ength
Dep oy ng Sha ePo nt Se ve 2010 Chapter 1
19
• It shou d conta n three of the fo ow ng four character types English uppercase letters (A through Z) English lowercase letters (a through z) Numerals (0 through 9) Non-alphanumeric characters (such as “!”,”*”,”#”, and so on)
FIGURE 1-16 Be su e to document the fa m passph ase.
7. The Configure SharePo nt Centra Adm n strat on Web App cat on page
ows you to spec fy the sett ngs for the Web s te used to perform a adm n strat ve tasks n SharePo nt
• Spec fy a port number for the Centra Adm n strat on Web s te, or use the defau t as seen n F gure 1-17
• Choose the NTLM or Negot ate (Kerberos) opt on for authent cat on Most adm n strators choose NTLM and change to Kerberos ater f requ red
• C ck Next
20
Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
FIGURE 1-17 f unsu e, do not spec fy a po t numbe .
8. Opt ona y, on the Comp et ng the SharePo nt Products Configurat on
zard page, c ck Advanced Sett ngs and se ect the check box to enab e W Act ve D rectory account creat on f you want to automat ca y create un que Act ve D rectory accounts for users C ck OK F gure 1-18 shows an examp e of enab ng th s opt on NOTE Act ve D rectory Account Creat on Mode s pr mar y targeted at nternet serv ce prov ders that w
host mu t p e customers. t s much more comp ex to
both nsta and manage and s not recommended for most organ zat ons.
FIGURE 1-18 Ente both the Act ve D ecto y Doma n and o gan zat ona un t (OU).
Dep oy ng Sha ePo nt Se ve 2010 Chapter 1
21
9. On the Comp et ng the SharePo nt Products Configurat on W zard page,
r ev ew your spec fied sett ngs and c ck Next to beg n configurat on SharePo nt w configure the farm accord ng to your spec ficat ons, prov d ng feedback dur ng each step of the process 10. On the Configurat on Successfu page, shown n F gure 1-19, be sure
to document a sett ngs on the fina page of the SharePo nt Products Configurat on W zard, and then c ck F n sh
FIGURE 1-19 Be su e to document a sett ngs afte a successfu conf gu at on.
If the configurat on fa s, you can check the PSCD agnost cs fi es ocated on the dr ve where SharePo nt s nsta ed, n the %CommonProgramFiles% \M crosoft Shared\Web Server Extens ons\14\Logs fo der If the configurat on s successfu , Internet Exp orer w be aunched and the Centra Adm n strat on Web s te opened If you are prompted for credent a s, you shou d add the Centra Adm n strat on URL to your Loca Intranet Zone, or a ternat ve y, to your Trusted S tes st and ensure that Internet Exp orer s configured to automat ca y pass user credent a s to s tes n that st If you see a proxy server error message, you need to make sure to configure your browser to bypass the proxy server for oca addresses In Internet Exp orer, th s sett ng can be configured on the Too s, Internet Opt ons menu, under the Connect ons tab C ck LAN Sett ngs to access the proxy server configurat on sett ngs
22
Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
FIGURE 1-21 Ve fy the account ex sts n Act ve D ecto y befo e cont nu ng.
6. Dec de whether you’ use the two serv ce app cat ons ava ab e by defau t n
SharePo nt Foundat on, as seen n F gure 1-22
• Business Data Connectivity Service Enab es access to structured data from var ous ne-of-bus ness systems, such as S ebe , SAP, or custom databases
• Usage And Health Data Collection Co ects usage and hea th data across the farm, and prov des reports on the co ected data
FIGURE 1-22 Choose the app op ate se v ce app cat ons.
7. C ck Next
8. On the Configure Your SharePo nt Farm page, se ect wh ch temp ate you’
use, and then c ck OK
9. On the w zard summary page, c ck F n sh to comp ete the n t a
configurat on
Performing a Scripted Deployment Using Windows PowerShell W ndows PowerShe s an extreme y powerfu too for automat ng adm n strat ve tasks n SharePo nt 2010 For dep oyment, W ndows PowerShe can be used to create a repeatab e process for perform ng SharePo nt 2010 nsta at ons 1. Down oad or otherw se obta n the SharePo nt Foundat on 2010 nsta at on
med a 2. Create a fo der for nsta fi es Th s examp e uses C:\Install as the fina
nsta at on path
24
Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
3. If SharePo nt Foundat on 2010 s down oaded n a s ng e executab e, open a
command prompt and type the fo ow ng command, where SharePo nt exe s the name of the down oaded executab e C:\install\SharePoint.exe /extract:c:\install
Otherw se, you can copy the contents from the nsta at on med a 4. When you see the F es Extracted Successfu y message box, c ck OK
Open a text ed tor, add the fo ow ng examp e code, and save the fi e as spf install.ps1 n the nsta ocat on created n step 2 ## Settings ## $SetupPath = "c:\install" $DBServer = "S1" $Passphrase = (ConvertTo-SecureString "P@ssw0rd" -AsPlainText -force) $FarmName = "SP2010" $CAPort = "12345" $farm_un = "contoso\svcSharePoint1" $farm_pw = (ConvertTo-SecureString "P@ssw0rd" -AsPlainText -force) $FarmCredential = New-Object ystem.Management.Automation.PsCredential $farm_un,$farm_pw Write-Host "[1/9] Running prerequisite installer..." & $SetupPath\PrerequisiteInstaller.exe /unattended | Write-Host Write-Host "[2/9] Running silent farm binary installation..." & $SetupPath\setup.exe /config SetupPath\Files\SetupFarmSilent\config.xml | Write-Host Add-PSSnapin Microsoft.SharePoint.PowerShell Write-Host "[3/9] Creating new configuration database..." New-SPConfigurationDatabase -DatabaseName "{0}_SharePoint_Configuration_DB" -f $FarmName) -DatabaseServer DBServer -AdministrationContentDatabaseName ("{0}_AdminContent_DB" -f $FarmName) -FarmCredentials $FarmCredential -Passphrase $Passphrase Write-Host "[4/9] Securing SharePoint Resources" Initialize-SPResourceSecurity Write-Host "[5/9] Provision Central Administration Site" New-SPCentralAdministration -Port $CAPort -WindowsAuthProvider "NTLM" Write-Host "[6/9] Installing Help Files" Install-SPHelpCollection -All Write-Host "[7/9] Installing Application Content" Install-SPApplicationContent Write-Host "[8/9] Installing Features" Install-SPFeature -AllExistingFeatures Write-Host "[9/9] Installing Services" Install-SPService Write-Host "Deployment Complete!"
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5. C ose the text ed tor 6. Nav gate to Start, A Programs, Accessor es, W ndows PowerShe , r ght-c ck
W ndows PowerShe , and choose Run As Adm n strator
7. In the PowerShe command w ndow, change d rector es to the nsta
d rectory created n step 2 8. Type .\spf install.ps1, and press Enter to beg n the unattended nsta
Understanding Databases Created During Installation After nsta at on, you w see severa databases that are created n SQL Server and w need to be added to your SQL Server ma ntenance p an SharePoint Configuration The SharePo nt configurat on database (config DB) ho ds a of your server farm configurat on data and s ak n to the W ndows Server system reg stry Any server that uses th s nsta at on’s config DB s cons dered a member of the same server farm
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Central Administration content Because the Centra Adm n strat on Web app cat on s a custom s te co ect on n a ded cated Web app cat on, t has a correspond ng content database Rebu d ng th s Web app cat on s not a s mp e task and shou d be avo ded by correct y back ng up the server for future restorat on
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Content database Each Web app cat on has at east one correspond ng content database If you ran the Farm Configurat on W zard, a Web app cat on was created for you at the URL of your server and t has a correspond ng content database
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Business Connectivity Services DB Th s database s used by Bus ness Connect v ty Serv ces (BCS), and by defau t t w be named Bdc Serv ce DB
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SharePoint Foundation Logging Used for ogg ng purposes, t s named WSS Logg ng by defau t
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Installing the First SharePoint Server 2010 Server in the Farm The SharePo nt Server 2010 product nsta at on process s s m ar to the SharePo nt Foundat on 2010 process Th s s understandab e because the SharePo nt Server product s bu t on the SharePo nt Foundat on p atform After rev ew ng the requ rements for hardware and software sted ear er n th s chapter and obta n ng or creat ng the necessary serv ce accounts, you can proceed to nsta SharePo nt Server 2010 If you are upgrad ng from SharePo nt Foundat on, see the “Upgrad ng SharePo nt Foundat on to SharePo nt Server” sect on ater n th s chapter
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Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
Running the Microsoft SharePoint Products and Technologies Preparation Tool The SharePo nt Products and Techno og es Preparat on Too he ps to ensure that a prerequ s tes have been nsta ed on your server before you proceed w th nsta at on You must have an Internet connect on to automat ca y nsta prerequ s tes; otherw se, prerequ s tes w have to be nsta ed manua y Comp ete the fo ow ng steps to run the SharePo nt Products and Techno og es Preparat on Too 1. Launch the setup executab e for SharePo nt Server 2010 2. On the SharePo nt Server 2010 Start page, c ck Insta Software Prerequ s tes
as seen n F gure 1-23
FIGURE 1-23 nsta softwa e p e equ s tes befo e nsta ng the p oduct b na es.
3. On the We come To The M crosoft SharePo nt Products Preparat on Too
page, c ck Next 4. On the L cense Terms For Software Products page, rev ew the terms and
cond t ons, se ect the check box ver fy ng that you agree to the terms and cond t ons, and c ck Next 5. On the Insta at on Comp ete page, c ck F n sh
NOTE f you rece ve the message “Load ng th s assemb y wou d produce a d fferent grant set from other nstances. (Except on from HRESULT: 0x80131401)” upon start ng any process or managed app cat on on a server that s a so runn ng SharePo nt 2010, you shou d nsta the hotfix KB963676. Th s hotfix can be down oaded by brows ng to http://support.m crosoft.com/kb/963676.
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Installing the SharePoint Server 2010 Binaries Now that a prerequ s tes have been nsta ed, you can nsta SharePo nt Server 2010 by do ng the fo ow ng 1. On the SharePo nt Server 2010 Start page, c ck Insta SharePo nt Server as
shown n F gure 1-24
FIGURE 1-24 nsta Sha ePo nt Se ve afte you’ve nsta ed the softwa e p e equ s tes.
2. On the Enter Your Product Key page, type your product key and c ck
Cont nue 3. On the Read The M crosoft Software L cense Terms page, rev ew the
terms and cond t ons, se ect the check box ver fy ng that you agree to the terms and cond t ons, and c ck Cont nue 4. On the Choose A F e Locat on page, enter the nsta at on and search data
fo der ocat ons, and then c ck Insta Now 5. On the Choose The Insta at on You Want page, shown n F gure 1-25, c ck
Server Farm
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Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
FIGURE 1-25 C ck Se ve Fa m when us ng SQL Se ve Standa d o Ente p se.
6. On the Server Type tab, choose Comp ete (See F gure 1-26 )
7. Opt ona y, you can choose to nsta SharePo nt Server 2010 to a custom
ocat on by c ck ng the F e Locat on tab and enter ng the ocat on where SharePo nt Server 2010 shou d be nsta ed 8. C ck Insta Now to proceed w th the nsta at on
FIGURE 1-26 Se ect Comp ete when us ng SQL Se ve Standa d o Ente p se.
9. When setup comp etes, eave the Run The SharePo nt Products Configurat on
W zard Now check box se ected and c ck C ose, as seen n F gure 1-27
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29
FIGURE 1-27 C ck C ose to beg n the se ve fa m p ov s on ng p ocess.
Running the SharePoint Products Configuration Wizard At th s po nt, you’ve nsta ed the SharePo nt Server 2010 b nar es, but you haven’t created a configurat on database It s mportant to note that a farm s defined by a configurat on database Prov s on ng a farm s the same as prov s on ng a new configurat on database The SharePo nt 2010 Products Configurat on W zard w gu de you through the process of prov s on ng the farm 1. If the SharePo nt 2010 Products Configurat on W zard does not aunch
utomat ca y, you can find t ocated at Start, A Programs M crosoft a SharePo nt 2010 Products 2. On the We come To SharePo nt Products page, c ck Next 3. A d a og box appears stat ng that some serv ces m ght need to be restarted
dur ng configurat on C ck Yes to proceed 4. On the Connect To A Server Farm page, c ck Create A New Server Farm, and
then c ck Next 5. On the Spec fy Configurat on Database Sett ngs page, make the fo ow ng
changes
• In the Database Server box, type the server name of the database server • In the Database Name box, type a name for the configurat on database If the database server s host ng mu t p e farms, you shou d type a name that un que y dent fies the farm you are configur ng; otherw se, you can keep the defau t va ue of SharePoint Config
• In the Username box, type the server farm adm n strator account name If you are us ng Act ve D rectory, the account name shou d be n the
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Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
format DOMAIN\username Remember that th s account must have SQL perm ss ons of Database Creator and Secur ty Adm n strator defined before nsta at on of SharePo nt Server 2010 Th s account w a so be the app cat on poo dent ty for the Centra Adm n strat on Web s te, and t w have access to a server farm databases Thus, be sure to protect th s account’s credent a s
• In the Password box, type the account password • C ck Next 6. On the Spec fy Farm Secur ty Sett ngs page, type a passphrase and c ck
Next Th s passphrase must be entered any t me a server s jo ned to the farm and s used to encrypt credent a s of SharePo nt accounts By defau t, t s constra ned by your Act ve D rectory m n mum password comp ex ty requ rements If t s the defau t, the passphrase must meet the fo ow ng cr ter a
• It must be e ght characters n ength • It must conta n three of the fo ow ng four character types English uppercase letters (A through Z) English lowercase letters (a through z) Numerals (0 through 9) Non-alphanumeric characters (such as “!”,”*”,”#”, etc.)
7. The Configure SharePo nt Centra Adm n strat on Web App cat on page
ows you to spec fy the sett ngs for the Web s te used to perform a adm n strat ve tasks n SharePo nt
• Spec fy a port number for the Centra Adm n strat on Web s te, or use the defau t
• Choose NTLM or Negot ate (Kerberos) for authent cat on • C ck Next 8. On the Comp et ng The SharePo nt Products Configurat on W zard page,
rev ew your spec fied sett ngs, and c ck Next to beg n configurat on
9. On the Configurat on Successfu page, c ck F n sh
NOTE f the configurat on fa s, you can check the PSCD agnost cs fi es ocated on the dr ve where SharePo nt s nsta ed, n the %CommonProgramF es%\M crosoft Shared\Web Server Extens ons\14\Logs fo der. f the configurat on s successfu , nternet Exp orer s aunched and the Centra Adm n strat on Web s te s opened. f you are prompted for credent a s, you shou d add the Centra Adm n strat on URL to your trusted s tes st and ensure that nternet Exp orer s configured to automat ca y pass user credent a s to s tes n that st. f you see a proxy server error message, you need to make sure to configure your browser to bypass the proxy server for oca addresses. n nternet Exp orer, th s sett ng can be configured on the Too s, nternet Opt ons menu, under the Connect ons tab. C ck LAN Sett ngs to access the proxy server configurat on sett ngs.
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Using the SharePoint Server 2010 Farm Configuration Wizard If you are an exper enced SharePo nt Server adm n strator, you probab y w not want to use the Farm Configurat on W zard because t m ts your nsta at on opt ons However, us ng t does make n t a farm configurat on eas er If you are new to SharePo nt Server 2010, us ng the Farm Configurat on W zard s an acceptab e method to beg n w th NOTE When you are manua y configur ng the farm, there sn’t necessar y one correct way of accomp sh ng success. But, dur ng the wr t ng of th s book, the fo ow ng order of creat ng and configur ng Web and serv ce app cat ons was fo owed:
1. Create the pr mary Web app cat on. 2. Create the My S te Prov der (Web app cat on). 3. Create the Content Type Hub Web app cat on (opt ona ). 4. Create and configure the Search Serv ce app cat on. 5. Create and configure the User Profi e Serv ce app cat on. 6. Create and configure the Managed Metadata Serv ce app cat on.
7. Create the SPState Serv ce app cat on.
8. Start serv ces on the server for re evant serv ce app cat ons.
9. Ver fy the assoc at on of serv ce app cat ons to Web app cat ons.
If you are us ng the Configurat on W zard to nsta SharePo nt Server 2010, do the fo ow ng 1
Open the Centra Adm n strat on s te (as shown n F gure 1-28), and browse to the Configurat on W zards page To go d rect y to the page, browse to http //servername 28122/defau t aspx
FIGURE 1-28 C ck Conf gu at on W za ds to cont nue.
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Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
2. C ck Launch The Farm Configurat on W zard 3. On the He p Make SharePo nt Better page, choose one of the opt ons and
c ck OK 4. On the Configure Your SharePo nt Farm page, choose Yes, Wa k Me Through
The Configurat on Of My Farm Us ng Th s W zard, and then c ck Start The W zard 5
In the Serv ce Account sect on, spec fy the serv ce account you want to use to configure your serv ces You shou d choose an account other than the farm adm n strator account for secur ty purposes, and t shou d be n the format DOMAIN\username, as seen n F gure 1-29
FIGURE 1-29 Ente the account name p ev ous y c eated n Act ve D ecto y.
6. There are many more serv ces ava ab e by defau t n SharePo nt Server 2010
than n SharePo nt Foundat on 2010 The dec s on about wh ch serv ces to use doesn’t have to be made at th s po nt You can re-run the configurat on w zard aga n ater and nsta add t ona serv ces Se ect wh ch serv ces to enab e, or just accept the defau ts for these serv ces, and c ck Next
7. On the Create S te Co ect on page, c ck Sk p You can create the first s te
c o ect on here, but you w probab y want to have more contro over the n t a Web app cat on creat on and configurat on, so t s best just to sk p th s step for now Creat ng the n t a Web app cat on for host ng s tes w be covered n the “Post-Insta Configurat on” sect on 8. On the Farm Configurat on W zard summary page, c ck F n sh to comp ete
the n t a configurat on
Performing a Scripted Deployment Using Windows PowerShell W ndows PowerShe s an extreme y powerfu too for automat ng adm n strat ve tasks n SharePo nt Server 2010 For dep oyment, W ndows PowerShe can be used to create a repeatab e process for perform ng SharePo nt Server 2010 nsta at ons 1. Down oad or otherw se obta n the se f-extract ng executab e nsta er,
OfficeServer exe 2. Create a fo der for nsta fi es, such as C:\Install
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33
3. Open a command prompt, type the fo ow ng command, and press Enter C:\install\OfficeServer.exe /extract:c:\install
4. When you see the F es Extracted Successfu y message box, c ck OK 5. Nav gate to C \ nsta \F es\SetupFarmS ent, and open the config xm fi e n a
text ed tor 6. Add the ne w th n the Configurat on tag,
where ProductKey s your SharePo nt Server 2010 product key Save and c ose the fi e
7. Open a text ed tor, add the fo ow ng examp e code, and save the fi e as
sp install.ps1 n the nsta ocat on you created n step 2 ## Settings ## $SetupPath = "c:\install" $DBServer = "S1"
$Passphrase = (ConvertTo-SecureString "P@ssw0rd" -AsPlainText -force) $FarmName = "SP2010" $CAPort = "12345" $farm_un = "contoso\svcSharePoint1" $farm_pw = (ConvertTo-SecureString "P@ssw0rd" -AsPlainText -force) $FarmCredential = New-Object System.Management.Automation. PsCredential $farm_un,$farm_pw Write-Host "[1/9] Running prerequisite installer..." & $SetupPath\PrerequisiteInstaller.exe /unattended | Write-Host Write-Host "[2/9] Running silent farm binary installation..." & $SetupPath\setup.exe /config SetupPath\Files\SetupFarmSilent\config.xml | Write-Host Add-PSSnapin Microsoft.SharePoint.PowerShell Write-Host "[3/9] Creating new configuration database..." New-SPConfigurationDatabase -DatabaseName "{0}_SharePoint_Configuration_DB" -f $FarmName) -DatabaseServer DBServer -AdministrationContentDatabaseName ("{0}_AdminContent_DB" -f FarmName) -FarmCredentials $FarmCredential -Passphrase $Passphrase Write-Host "[4/9] Securing SharePoint Resources" Initialize-SPResourceSecurity Write-Host "[5/9] Provision Central Administration Site" New-SPCentralAdministration -Port $CAPort -WindowsAuthProvider "NTLM" Write-Host "[6/9] Installing Help Files" Install-SPHelpCollection -All Write-Host "[7/9] Installing Application Content" Install-SPApplicationContent
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Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
Write-Host "[8/9] Installing Features" Install-SPFeature -AllExistingFeatures Write-Host "[9/9] Installing Services" Install-SPService Write-Host "Deployment Complete!"
8. C ose the text ed tor
9. Nav gate to Start, A Programs, Accessor es, W ndows PowerShe , r ght-c ck
W ndows PowerShe , and choose Run As Adm n strator 10. In the PowerShe command w ndow, change d rector es to the nsta
d rectory created n step 2 11. Type .\sp install.ps1, and press Enter to beg n the unattended nsta
Understanding Databases Created During Installation After nsta at on, you w see severa databases that are created n SQL Server and that need to be added to your SQL Server ma ntenance p an SharePoint configuration The SharePo nt configurat on database ho ds a your server farm configurat on data and s ak n to the W ndows Server system reg stry Any server that uses th s nsta at on’s configurat on database s cons dered a member of the same server farm
■
Central Administration content Because the Centra Adm n strat on Web app cat on s a custom s te co ect on n a ded cated Web app cat on, t has a correspond ng content database
■
Content database Each Web app cat on has at east one correspond ng content database If you ran the Farm Configurat on W zard, a Web app cat on was created for you at the URL of your server and t has a correspond ng content database Content databases are where a SharePo nt content s stored
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Business Connectivity Services DB Th s database s used by the Bus ness Connect v ty Serv ces (BCS) and by defau t w be named Bdc Service DB .
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SharePoint Server Logging Used by the Usage and Hea th Data Co ect on Serv ce for ogg ng purposes, t s named WSS Logging by defau t
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Secure Store Service DB Prov des storage and mapp ng of credent a s
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Search Administration Database Former y the SSP database, t hosts the Search app cat on configurat on and access contro st (ACL) used n craw ng content
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Search Property Database Stores craw ed propert es assoc ated w th the craw ed data
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Crawl Database Former y the Search database n SharePo nt Server 2007, t hosts the craw ed data and manages the craw ng process
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Web Analytics Staging Database Stores raw, unaggregated Fact data
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Web Analytics Reporting Database Stores aggregate data for report ng
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User Profile Database Stores and manages user profi e nformat on
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Profile Synchronization Database Stores configurat on and stag ng data for user-profi e synchron zat on
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Social Tagging Database Stores soc a tagg ng data a ong w th the assoc ated URL
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State Database Used for stor ng temporary sess on state nformat on for SharePo nt components
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Word Automation Services Database Supports Word Automat on Serv ces n perform ng Word-re ated tasks on the server
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Managed Metadata Database Stores managed metadata and content types
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Application Registry Service Database Supports the App cat on Reg stry Serv ce
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Post-Installation Configuration Even though the Farm Configurat on W zard created and configured the bas c app cat ons requ red for your farm, add t ona configurat on steps w probab y be requ red depend ng on the spec fic funct ona ty you want to prov de to users Some of the funct ona ty of new Web app cat ons m ght be m ss ng unt the appropr ate configurat on s performed The vast major ty of configurat on act ons performed for a SharePo nt farm are performed n the Centra Adm n strat on Web s te Th s s te shou d have been nsta ed on at east one of the farm servers when the farm was prov s oned and can be used to configure a farmw de and Web app cat on- eve sett ngs
Configure Farm Administrators Group Farm adm n strators can be added or removed by go ng to Centra Adm n strat on, c ck ng Manage The Farm Adm n strators Group under Secur ty, and add ng or de et ng users Members of the Farm Adm n strators group have fu access to a sett ngs across the ent re farm and can take ownersh p of any s te n the farm Obv ous y, th s group shou d be carefu y managed and m ted to as few nd v dua s as poss b e
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Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
Configure Outgoing E-mail Settings Outgo ng e-ma must be configured n order for users to rece ve a erts from SharePo nt The S mp e Ma Transport Protoco (SMTP) serv ce must be set up on a server access b e to the SharePo nt farm, and t must be configured to a ow anonymous messages You must be a member of the Farm Adm n strators group to mod fy these sett ngs 1. In Centra Adm n strat on, c ck System Sett ngs 2. On the System Sett ngs page, n the E-ma And Text Messages (SMS) sect on,
choose Configure Outgo ng E-Ma Sett ngs 3. In the Ma Sett ngs sect on of the Outgo ng E-Ma Sett ngs page, type the
SMTP server name for outgo ng e-ma
n the Outbound SMTP Server box
4. Enter the From Address and Rep y-To Address to be used The From address
w appear n the From fie d of any e-ma messages sent by SharePo nt The Rep y-to address w be used for rep es to any e-ma messages sent by SharePo nt 5. In the Character Set drop-down st, se ect the appropr ate character set 6. C ck OK to save the sett ngs
Create a Web Application to Host Site Collections As n prev ous vers ons of SharePo nt, a SharePo nt s tes are rendered v a Internet Informat on Serv ces To create a Web app cat on for host ng s te co ect ons, perform the fo ow ng steps 1. In Centra Adm n strat on, c ck Manage Web App cat ons n the App cat on
Management sect on 2. C ck the New button on the eft s de of the r bbon 3. Enter the fo ow ng va ues for the new Web app cat on
Authentication Leave the defau t cho ce, C ass c Mode Authent cat on, se ected
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IIS Web Site Choose Create A New IIS Web S te G ve t a descr pt ve name Ensure that the Port va ue s 80 and the host header va ue uses the FQDN, as seen n F gure 1-30 Leave the defau t va ue for Path un ess you have spec fic requ rements to do otherw se
■
IMPORTANT f you choose a path other than C:\, be sure that path ex sts on a current and future members of the farm. Otherw se, the server add t on to the farm w
fa .
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FIGURE 1-30 Use the FQDN fo the f st Host Heade f poss b e.
Security Configuration Leave the defau t va ues se ected as seen n F gure 1-31
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FIGURE 1-31 You can change to Ke be os ate f necessa y.
Public URL Enter the base URL that w be used to access the Web s te, and eave the Zone set to Defau t You do not have to nc ude the TCP port number w th the URL—for examp e, :80— f on a standard port F gure 1-32 shows an examp e of a Web app cat on on TCP port 80
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Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
FIGURE 1-32 The defau t URL shou d use the FQDN.
Application Pool Se ect Create New App cat on Poo , and choose the account to be used to run the app cat on poo , as seen n F gure 1-33
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FIGURE 1-33 C eate a new app cat on poo fo so at on and secu ty.
Database Name And Authentication The database server defau ts to the server where the configurat on database res des If needed, you can spec fy another database server, as seen n F gure 1-34 Choose a database name to d st ngu sh th s content database from other databases on the server Us ng W ndows Authent cat on to connect to the database s h gh y recommended
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FIGURE 1-34 Ente the database se ve and database name.
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39
Failover Server You can spec fy a fa over database server name to be used w th SQL Server database m rror ng Note that th s on y makes SharePo nt 2010 Products m rror ng aware—you must st configure database m rror ng n SQL Server
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Search Server Th s va ue s used on y n a SharePo nt Foundat on 2010–on y env ronment If you are us ng SharePo nt Server 2010, th s opt on s not app cab e
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Service Application Connections You can accept the defau t serv ce app cat on sett ngs as seen n F gure 1-35, or you can choose to custom ze the sett ngs for the new Web app cat on
■
FIGURE 1-35 Se ect wh ch se v ce app cat ons to assoc ate, o se ect the defau t g oup.
4. C ck OK to create the new Web app cat on
Configure Usage and Health Data Collection Usage and Hea th Data co ect on sett ngs are farm- eve sett ngs and cannot be configured for a spec fic server The user configur ng these sett ngs shou d be a member of the Farm Adm n strators group 1. On the home page of Centra Adm n strat on, c ck Mon tor ng 2. In the Report ng sect on of the Mon tor ng page, c ck Configure Usage And
Hea th Data Co ect on 3. In the Usage Data Co ect on sect on of the Configure Usage And Hea th Data
Co ect on page, enab e usage data co ect on by se ect ng the Enab e Usage Data Co ect on check box 4. In the Event Se ect on st, choose the events to og by c ck ng the
c orrespond ng check boxes as seen n F gure 1-36 Keep n m nd that ogg ng uses system resources and can affect performance Therefore, n a new 40
Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
nsta at on you m ght cons der sett ng the event and trace og thresho ds to Cr t ca and Unexpected, respect ve y
FIGURE 1-36 Se ect what events you’
og.
5. In the Usage Data Co ect on Sett ngs sect on, enter the path where usage
and hea th data shou d be wr tten n the Log F e Locat on box Th s path must ex st on a farm servers, and you shou d ensure that there s suffic ent d sk space ava ab e on the dest nat on dr ve The fo ow ng examp e, shown n F gure 1-37, uses the C \ vo ume If your og fi es w be very arge, cons der us ng a d fferent vo ume IMPORTANT The Log F e Locat on va ue must ex st on every server n the farm. f a server does not have the spec fied dr ve, the server w
not successfu y
be added to the farm.
FIGURE 1-37 Ve fy space ex ts n the og f e ocat on.
6. In the Max mum Log F e S ze box, enter the max mum d sk space a owed for
ogs, between 1 and 20 g gabytes (GBs)
7. In the Hea th Data Co ect on sect on, se ect the Enab e Hea th Data
o ect on check box as seen n F gure 1-38 To change the schedu e or C d sab e any hea th-re ated t mer jobs, c ck Hea th Logg ng Schedu e for a st of jobs, and then c ck the job to change ts sett ngs
FIGURE 1-38 f needed, enab e hea th data co ect on.
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41
8. In the Logg ng Database Server sect on, se ect the appropr ate
uthent cat on mechan sm W ndows authent cat on s recommended a The Logg ng database server or database name can be changed on y w th W ndows PowerShe
9. C ck OK to save the sett ngs
Configure Diagnostic Logging D agnost c ogg ng for the SharePo nt farm s h gh y configurab e and can be performed through Centra Adm n strat on You shou d cons der m n m z ng d agnost c ogg ng n a new nsta at on You must be a member of the Farm Adm n strators group to perform these act ons 1. On the Home page of Centra Adm n strat on, c ck Mon tor ng 2. In the Report ng sect on of the Mon tor ng page, c ck Configure D agnost c
Logg ng 3. In the Event Thrott ng sect on of the D agnost c Logg ng page, you have the
fo ow ng opt ons for configur ng Event Thrott ng
a. For a categor es
• Se ect the A Categor es check box • Se ect the event og eve from the east cr t ca event to report to the event og st
• Se ect the event og eve from the east cr t ca event to report to the trace og st
b. For one or more categor es
• Se ect the check boxes for the categor es you want to configure • Se ect the event og eve from the east cr t ca event to report to the event og st
• Se ect the event og eve from the east cr t ca event to report to the trace og st
c. For one or more subcategor es
• C ck (+) next to the category to expand the subcategor es • Se ect the check box next to the subcategory • Se ect the event og eve from the east cr t ca event to report to the event og st
• Se ect the event og eve from the east cr t ca event to report to the trace og st
d. To restore the defau ts for a categor es
• Se ect the A Categor es check box • Se ect Reset To Defau t from the east cr t ca event to report to the event og st
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Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
• Se ect Reset To Defau t from the east cr t ca event to report to the trace og st
4. In the Event Log F ood Protect on sect on, se ect the Enab e Event Log F ood
Protect on check box Th s prevents the same event from be ng ogged excess ve y, further degrad ng performance 5. In the Trace Log sect on, enter the path to the fo der where the ogs shou d
be wr tten n the Path box 6. Spec fy the number of days for og fi es to be kept (from 1 through 366) n
the Number Of Days To Store Log F es box, as seen n F gure 1-39
7. The d sk space used by og fi es can be restr cted by se ect ng the Restr ct
Trace Log D sk Space Usage check box and enter ng the max mum number of g gabytes (GB) the og fi es shou d be a owed to use When th s m t s reached, o der fi es are automat ca y de eted
FIGURE 1-39 Rest ct t ace og d sk space usage when us ng the C:\ vo ume.
8. C ck OK to save the sett ngs
Install and Configure Remote BLOB Storage Remote BLOB Storage (RBS) s des gned to a ow storage of b nary arge objects (BLOBs) outs de of SQL Server w th on y a reference to the object stored n SQL Server RBS s an add-on for SQL Server 2008 Express or any of the other SQL Server 2008 ed t ons and cons sts of aux ary tab es, stored procedures, and an executab e Th s s an opt ona configurat on step and shou d be cons dered on y for test ng purposes unt you have your fu system requ rements documented A though storng arge BLOBs outs de of SQL w he p w th arge fi e performance, t can actua y decrease performance of sma er fi es RBS can a so ntroduce comp ex t es nto your backup, restore, and m grat on strategy But because t s such an ant c pated add t on to SharePo nt Server 2010, t s nc uded here IMPORTANT Before configur ng RBS, you must enab e F LESTREAM on the SQL Server 2008 computer that hosts the SharePo nt databases. Steps for enab ng F LESTREAM can be found n the SQL Server 2008 Books On ne at http://technet.microsoft.com/en us/library/cc645923.aspx.
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Provision a BLOB Data Store Use the fo ow ng steps to prov s on a BLOB data store 1. Open SQL Server Management Stud o, usua y ocated at Start, A Programs,
M crosoft SQL Server 2008, SQL Server Management Stud o 2. Expand Databases 3. Se ect the content database for wh ch you want to create a BLOB store, and
c ck New Query n the too bar at the top of the screen 4. Execute each of the fo ow ng quer es n the order g ven, rep ac ng
[ContentDB] w th the name of the content database name and BlobPath w th the d rectory path where the BLOB store shou d be created If you are us ng SQL Server 2008 Management Stud o, M crosoft Inte Sense w ass st you n se ect ng the correct database BEST PRACTICES The recommended best pract ce s to create the BLOB store on a vo ume that does not conta n the operat ng system, pag ng fi es, database data, transact on og fi es, or the tempdb fi e.
use [ContentDB] if not exists (select * from sys.symmetric_keys where name = '##MS_DatabaseMasterKey##')create master key encryption by password = N'Admin Key Password !2#4' use [ContentDB] if not exists (select groupname from sysfilegroups where roupname=N'RBSFilestreamProvider')alter database [ContentDB] add filegroup RBSFilestreamProvider contains filestream use [ContentDB] alter database [ContentDB] add file (name = RBSFilestreamFile, ilename = 'BlobPath') to filegroup RBSFilestreamProvider
Install RBS RBS must be nsta ed on a Web and app cat on servers n the farm CAUTION Do not nsta RBS by doub e c ck ng the RBS X64.ms fi e to aunch the nsta SQL Remote BLOB Storage W zard. Th s automat ca y sets certa n defau t va ues that are not dea for SharePo nt 2010.
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Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
To nsta RBS on the database server and the first Web server, use the fo ow ng procedure 1. On any Web server, go to http://go.microsoft.com/fwlink/
?LinkID=165839&clcid=0x409 to down oad the RBS X64 ms fi e 2. C ck Start, Run, type cmd, and c ck OK 3. Enter the fo ow ng command nto the Command Prompt w ndow Rep ace
ContentDB w th the database name, and rep ace DBInstanceName w th the SQL Server nstance name Th s command shou d be run exact y once w th the spec fic database name and nstance name msiexec /qn /lvx* rbs_install_log.txt /i RBS_X64.msi TRUSTSERVERCERTIFICATE=true FILEGROUP=PRIMARY DBNAME="ContentDB" BINSTANCE="DBInstanceName" FILESTREAMFILEGROUP=RBSFilestreamProvider ILESTREAMSTORENAME=FilestreamProvider_1
To nsta RBS on add t ona Web and app cat on servers, use the fo ow ng procedure 1. Go to http://go.microsoft.com/fwlink/?LinkID=165839&clcid=0x409 to
down oad the RBS X64 ms fi e 2. C ck Start, Run, type cmd, and c ck OK 3. Enter the fo ow ng command nto the Command Prompt w ndow Rep ace
ContentDB w th the database name, and rep ace DBInstanceName w th the SQL Server nstance name msiexec /qn /lvx* rbs_install_log.txt /i RBS_X64.msi BNAME="ContentDB" DBINSTANCE="DBInstanceName" ADDLOCAL="Client, Docs, Maintainer, ServerScript, FilestreamClient, FilestreamServer"
4. Repeat th s procedure for a Web and app cat on servers n the farm
To confirm the RBS nsta at on, use the fo ow ng procedure 1. Open the RBS og fi e, wh ch s ocated n the same ocat on as
RBS X64 ms , and search w th n the ast 20 nes of the fi e for the text “Product SQL Remote BLOB Storage – Insta at on Comp eted Successfu y” 2. Ver fy that the RBS tab es were created n the content database There shou d
be severa tab es w th the prefix “mssq rbs”
Enable and Test RBS You must enab e RBS on one Web server n the SharePo nt farm It does not matter wh ch server t s, as ong as RBS was nsta ed us ng the prev ous procedure To enab e RBS, use the fo ow ng procedure 1. On the Start menu, c ck Programs, M crosoft SharePo nt 2010 Products,
SharePo nt 2010 Management She
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2. At the W ndows PowerShe command prompt, type each of the fo ow ng
commands and press Enter after each one Rep ace http://sitename w th the Web app cat on that s connected to the content database $cdb = Get-SPContentDatabase –WebApplication http://sitename $rbss = $cdb.RemoteBlobStorageSettings $rbss.Installed() $rbss.Enable() $rbss.SetActiveProviderName($rbss.GetProviderNames()[0]) $rbss
To test the RBS data store, use the fo ow ng procedure 1. Connect to a document brary on any server n the SharePo nt farm 2. Up oad a fi e that s at east 100 k obytes (KB) n s ze to the document brary 3. On the computer where the RBS data store s ocated, nav gate to the store
fo der 4. Open the fo der that has the most recent mod fied date, other than $FSLOG,
and find the fi e w th the most recent mod fied date Th s shou d be your fi e
Configure RBS for Additional Content Databases RBS can be configured for add t ona content databases us ng the fo ow ng procedure 1. Repeat the procedure n the “Prov s on a BLOB Data Store” sect on for each
add t ona content database 2. Type the fo ow ng command at the command prompt on any Web server
n the farm, rep ac ng [ContentDB] w th the name of the database and [ DBInstanceName] w th the name of the SQL Server nstance msiexec /qn /i RBS_X64.msi REMOTEBLOBENABLE=1 ILESTREAMPROVIDERENABLE=1 DBNAME="[ContentDB]" BINSTANCE="[DBInstanceName]" FILESTREAMSTORENAME=FilestreamProvider_1 ADDLOCAL="EnableRBS,FilestreamRunScript"
3. Test RBS us ng the procedure shown ear er for test ng the RBS data store
Assigning IP Addresses to Web Applications To ass gn IP addresses to your Web app cat ons, fo ow these steps 1. Add a host (A record) n the DNS Management Conso e 2. Add the assoc ated IP address to your W ndows Server 3. After an IIS reset, ass gn the IP address to the Web app cat on n Web s te
b nd ngs F gure 1-40 shows an examp e of an Internet Informat on Serv ces configurat on 46
Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
4. C ck the ex st ng b nd ng, and c ck Ed t 5. If des red, choose the IP address to ass gn to th s Web app cat on from the
IP Address drop-down st 6. Enter the URL from the A record n step 1 n the Host Name box
7. C ck OK to save the b nd ng
FIGURE 1-40 Ente the host name and po t numbe fo the Web app cat on.
8. Open Centra Adm n strat on and on the Home page, n the System Sett ngs
sect on, c ck Configure A ternate Access Mapp ngs
9. C ck the name of the Web app cat on, and ver fy that the URL for the defau t
zone s set correct y An examp e can be seen n F gure 1-41
FIGURE 1-41 Ve fy the nte na URL s def ned n DNS.
10. C ck OK
Language Packs Language packs make t poss b e to create s tes n mu t p e anguages w th n a s ng e farm w thout hav ng to nsta mu t p e nstances of SharePo nt Language packs for ava ab e anguages can be down oaded from M crosoft
Prepare the Servers Before nsta ng any anguage packs n SharePo nt, you must prepare the Web servers by ensur ng that a appropr ate W ndows Server anguage fi es are nsta ed on each server Most anguage fi es are nsta ed by defau t on W ndows Server 2008, but certa n anguages requ re add t ona fi es to work proper y East-As an anguages, anguages that use comp ex scr pt, or anguages that are or ented r ght-toeft requ re supp ementa fi es, wh ch can be down oaded from M crosoft You must be a member of the Adm n strators group on the server to nsta anguage fi es
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To nsta add t ona anguage fi es, perform the fo ow ng act ons 1. Nav gate to Start, Contro Pane , C ock, Language, And Reg on 2. In the Reg on And Language sect on, c ck Insta Or Un nsta D sp ay
Languages 3. In the Insta Or Un nsta D sp ay Languages d a og box, choose Insta
D sp ay Languages 4. C ck the Browse button, nav gate to the fo der where you down oaded the
anguage fi e, and c ck OK 5. Choose the anguages you want to nsta , and c ck Next 6. Accept the terms, and c ck Next
7. C ck Insta to nsta the se ected anguage fi es
Install a Language Pack When you nsta a anguage pack, the nsta er runs n the anguage of the anguage pack be ng nsta ed To nsta a anguage pack, comp ete the fo ow ng steps 1. Down oad the anguage pack for the anguage you want to nsta 2. Run the setup executab e fi e 3. Rev ew the software cense terms, se ect the I Accept The Terms Of Th s
Agreement check box, and c ck Cont nue The anguage pack w
be nsta ed and progress reported
4. When the nsta at on s comp ete, eave the check box se ected to automat -
ca y run the SharePo nt Products And Techno og es Configurat on W zard and c ck F n sh 5. Rerun the SharePo nt Products Configurat on W zard, accept ng the defau t
sett ngs Th s step s necessary for the anguage pack to be nsta ed correct y
Re-Run the SharePoint Products Configuration Wizard After nsta ng the anguage packs, you need to run the SharePo nt 2010 Products Configurat on W zard aga n Do ng so updates th s server’s anguage configurat on n the configurat on database 1. Nav gate to the configurat on w zard, wh ch s ocated at Start, A Programs,
M crosoft SharePo nt 2010 Products, SharePo nt 2010 Products Configurat on W zard 2. On the We come To SharePo nt Products page, c ck Next 3. A d a og box appears stat ng that some serv ces m ght need to be restarted
dur ng configurat on C ck Yes to proceed 4. On the Mod fy Server Farm Sett ngs page, se ect Do Not D sconnect From
Th s Server Farm, and c ck Next 5. If the Mod fy Centra Adm n strat on Web Adm n strat on page appears, eave
the defau t sett ngs, and c ck Next 48
Chapter 1 Dep oy ng Sha ePo nt Se ve 2010
6. On the Comp et ng The SharePo nt Products Configurat on W zard page,
c ck Next
7. On the Configurat on Successfu page, c ck F n sh
Upgrading SharePoint Foundation to SharePoint Server The process for upgrad ng from SharePo nt Foundat on to SharePo nt Server s s m ar to the process for nsta ng SharePo nt Server Some of the opt ons you are presented w th dur ng the SharePo nt Server Insta at on w be sk pped when upgrad ng because they w have been configured dur ng the SharePo nt Foundat on setup
Installing SharePoint Server 2010 Binaries You need to nsta the SharePo nt Server 2010 b nar es to enab e the add t ona funct ona ty prov ded by SharePo nt Server 2010 1. On the SharePo nt Server 2010 Start page, c ck Insta SharePo nt Server 2. On the Enter Your Product Key page, type your product key, and c ck
Cont nue 3. On the Read The M crosoft Software L cense Terms page, rev ew the
terms and cond t ons, se ect the check box ver fy ng that you agree to the terms and cond t ons, and c ck Cont nue 4. On the Choose A F e Locat on page, enter the nsta at on and search data
fo der ocat ons, and then c ck Insta Now 5. When setup comp etes, eave the Run The SharePo nt Products Configurat on
W zard Now check box se ected, and c ck C ose
Running the SharePoint Products Configuration Wizard The SharePo nt 2010 Products Configurat on W zard w process of upgrad ng the farm
gu de you through the
1. If the SharePo nt 2010 Products Configurat on W zard does not aunch
utomat ca y, you can find t ocated at Start, A Programs, M crosoft a SharePo nt 2010 Products 2. On the We come To SharePo nt Products page, c ck Next 3. A d a og box appears stat ng that some serv ces m ght need to be restarted
dur ng configurat on C ck Yes to proceed 4. On the Comp et ng The SharePo nt Products Configurat on W zard page,
rev ew your spec fied sett ngs, and c ck Next to beg n configurat on 5. On the Configurat on Successfu page, c ck F n sh
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CHAPTER 2
Scaling to a MultiServer Farm ■
Prepar ng for Sca ng Out to a Server Farm 51
■
Sca ng Web App cat ons 57
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Sca ng System Serv ces and Serv ce App cat ons 65
T
he two pr mary reasons for sca ng out a server farm are to ach eve h gh ava ab ty and to mprove performance For examp e, those ook ng for h gh ava ab ty need at east two Web servers, two app cat on servers, and a c ustered M crosoft SQL Server back end If top performance s str ct y the goa , you m ght have on y a s ng e four-core database server, one very fast Web server, and a s ng e app cat on server Whatever your goa , be aware that M crosoft SharePo nt Server 2010 does not have as many m tat ons regard ng sca ng and topo ogy cho ces as ear er vers ons But th s ncreased flex b ty n server farm des gn m ght make t d fficu t for some adm n strators to des gn an appropr ate phys ca and og ca farm topo ogy If you are not sure how to des gn your spec fic server farm arch tecture, beg n w th a topo ogy d scussed n th s chapter and s mp y change t to meet your needs
Remember that these topo og es are not concrete ru es on wh ch to bu d your spec fic mp ementat on; they are s mp y rea -wor d suggest ons about where to beg n Most med um-s ze and arger organ zat ons wou d do we to beg n w th an mp ementat on that has at east two Web front-end (WFE) servers, an app cat on server, and a c ustered SQL Server back end
Preparing for Scaling Out to a Server Farm If you p an to sca e out to a farm, be sure to nsta SharePo nt Server 2010 first on the server that s dest ned to host the Centra Adm n strat on Web app cat on Th s server can a so host other serv ces, such as the M crosoft SharePo nt Foundat on Sandboxed Code serv ce and the Document Convers ons Launcher serv ce In add t on to perform ng server hardware p ann ng, you shou d a so p an your network nfrastructure n advance to prov de the best eve of serv ce
51
Scaling Web Applications Organ zat ons can beg n the process of expand ng the scope of an nsta ed SharePo nt Server 2010 base by add ng servers to the var ous t ers to produce the sca e that s needed As part of the nsta at on process, t s recommended that the account used to perform the n t a SharePo nt Server 2010 nsta at on be used when add ng servers to the farm Subsequent servers added to the farm need to be prepared n the same fash on as the first server The pr mary nsta at on d fference s that you’ connect to an ex st ng farm nstead of creat ng a new farm As you progress through the next few sect ons, make des gn notes on the nuances of each serv ce and how those w affect your des gn A s gn ficant port on of data that s be ng served by SharePo nt Server 2010 w be de vered from a SQL Server database The recommended max mum rat o of Web servers per SQL Server c uster s 8 1 A though you can sca e out beyond th s po nt, do ng so s not recommended However, you are not m ted to e ght WFE servers n a farm because you can have mu t p e SQL Server nsta at ons, each w th a set of e ght WFE servers When you requ re throughput greater than s poss b e w th e ght WFE servers, you can add more SQL Server c usters as requ red But don’t forget on y one SQL Server c uster can host your configurat on database The SQL Server c uster that hosts the configurat on database shou d be mon tored constant y for fa ure To add more SQL Server c usters to your server farm, s mp y se ect a d fferent SQL Server when creat ng a new content database However, nc ude a second SQL Server c uster on y when abso ute y necessary Hav ng more than one SQL Server c uster creates comp ex ty n your server farm performance, d saster recovery p an, and troub eshoot ng efforts When creat ng a Web app cat on, you are actua y creat ng an entry n the configurat on database w th Internet Informat on Serv ces (IIS) nformat on, a correspond ng IIS Web s te, and a content database that w host the s te co ect ons w th n that Web app cat on However, ass gned IP addresses, Secure Sockets Layer (SSL) cert ficates, and mu t p e host header entr es are not created n the configurat on database In fact, you cannot add mu t p e host headers from Centra Adm n strat on
Adding a Web Server to the Farm To sca e out from a s ng e Web server that a ready hosts Web app cat ons, you need to nsta SharePo nt Server 2010 on another server n the same Act ve D rectory doma n Preferab y, you shou d sca e to a server that s on the same IP subnet and that does not host any other app cat ons It s a so preferab e to have the hardware dent ca y configured To add another WFE server, you must do the fo ow ng 1. Insta SharePo nt Server 2010 us ng the nsta at on b nar es
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2. Run the SharePo nt 2010 Products Configurat on W zard to gu de you
through the process of prov s on ng add t ona servers n the farm If the SharePo nt 2010 Products Configurat on W zard does not aunch automat ca y, you can find t ocated at Start, A Programs, M crosoft SharePo nt 2010 Products 3. On the We come To SharePo nt Products page, c ck Next 4. A d a og box, shown n F gure 2-8, w
appear stat ng that some serv ces m ght need to be restarted dur ng configurat on C ck Yes to proceed
FIGURE 2-8 C ck Yes to cont nue the conf gu at on.
5. On the Connect To A Server Farm page, as seen n F gure 2-9, se ect Connect
To An Ex st ng Server Farm, and then c ck Next Remember, a server farm s a configurat on database So connect ng to an ex st ng farm means connect ng to an ex st ng configurat on database
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Chapter 2 Sca ng to a Mu t Se ve Fa m
FIGURE 2-9 Se ect Connect an ex st ng se ve fa m and choose Next.
6. The Spec fy Configurat on Database Sett ngs page a ows you to spec fy a
configurat on database You shou d enter the fo ow ng va ues ■
In the Database Server box (shown n F gure 2-10), type the server name of the database server
■
C ck the Retr eve Database Names button to retr eve the name of the configurat on databases hosted on the SQL Server nstance By defau t, the name of the configurat on database w be SharePo nt Config
FIGURE 2-10 Ve fy a
nfo mat on and then c ck Next.
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7. As can be seen n F gure 2-11, the next step s to enter a va ue n the farm
Passphrase text box and c ck Next If the passphrase s ost or m sp aced, you can, as a ast resort, use SharePo nt 2010 Management She to reset the farm passphrase NOTE The W ndows PowerShe Set SPPassPhrase cmd et sets the passphrase to a new Passphrase va ue. f the LocalServerOnly parameter s not used, the farm encrypt on key s re encrypted w th the new va ue and attempts to propagate th s va ue to a other servers n the farm. f the LocalServerOnly parameter s used, th s s updated on the oca mach ne on y, and the farm encrypt on key s not changed. The Passphrase va ue must be the same on a servers n the farm f the farm s to funct on correct y. So f the passphrase fa s to propagate to a servers, the LocalServerOnly parameter can be used to set the rema n ng servers to the new Passphrase va ue manua y.
FIGURE 2-11 Ente text n the Passph ase text box, and c ck Next.
8. The Comp et ng The SharePo nt Products Configurat on W zard page, shown
n F gure 2-12, a ows you to ver fy the configurat on sett ngs that w pp ed before you c ck Next a
60
■
Confirm the sett ngs are correct, as seen n F gure 2-12
■
C ck Next
Chapter 2 Sca ng to a Mu t Se ve Fa m
be
FIGURE 2-12 Conf m the conf gu at on s co ect, and c ck Next.
9. Opt ona y, on the Comp et ng The SharePo nt Products Configurat on
W zard page, c ck the Advanced Sett ngs button to spec fy whether or not Centra Adm n strat on w be run from th s host, as seen n F gure 2-13
FIGURE 2-13 Se ect Do Not Use Th s Mach ne To Host The Web S te.
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10. The SharePo nt Products Configurat on W zard w
proceed w th configur ng SharePo nt accord ng to the spec ficat ons found n the Configurat on database, prov d ng feedback dur ng each step of the process as seen n F gure 2-14
FIGURE 2-14 Conf gu ng Sha ePo nt P oducts.
11.
On the Configurat on Successfu page (shown n F gure 2-15), c ck F n sh
FIGURE 2-15 Update a documentat on afte a successfu conf gu at on.
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Chapter 2 Sca ng to a Mu t Se ve Fa m
If the configurat on fa s, you can check the PSCD agnost cs fi es ocated n the %CommonProgramF es%\M crosoft Shared\Web Server Extens ons\14\Logs fo der If the configurat on s successfu , Internet Exp orer w be aunched and the Centra Adm n strat on Web s te s opened If you are prompted for credent a s, you shou d add the Centra Adm n strat on URL to your Loca Intranet Zone, or a ternate y your Trusted S tes st, and ensure that Internet Exp orer s configured to automat ca y pass user credent a s to s tes n that st TIP f you see a proxy server error message, you need to make sure to configure your browser to bypass the proxy server for oca addresses. n nternet Exp orer, th s sett ng can be configured n the Too s, nternet Opt ons d a og box, on the Connect ons tab. C ck LAN Sett ngs to access the proxy server configurat on sett ngs.
After add ng a server to a farm, you’ not ce n IIS Manager that a SharePo ntre ated IIS Web s tes are created or are n the process of be ng created If a Web app cat ons n th s server farm are not mmed ate y present, wa t unt they have been created before cont nu ng If you are us ng host headers, your Web app cat ons are created automat ca y and can be used ndependent y or added to a oad-ba anc ng so ut on Remember, unt you have made a DNS entry for your new server or added t to a oad-ba anced so ut on, the new server w not be used for Web app cat ons If you d d not se ect a pub c URL dur ng the n t a Web app cat on creat on, you must a so create an a ternate access mapp ng for your new y created oad-ba anced URL If the pub c URL w not change, you do not need to do the fo ow ng To ready the WFE servers for oad ba anc ng, take the fo ow ng steps 1. Open Centra Adm n strat on, System Sett ngs, Configure A ternate Access
Mapp ngs n a browser 2. Se ect Ed t Pub c URLs 3. In the A ternate Access Mapp ng Co ect on area (ex st ng Web app cat on),
choose a co ect on to wh ch you want to add a URL mapp ng or ed t a URL mapp ng 4. Enter the URL, protoco , host, and port for the defau t zone—for examp e,
http://portal.contoso.com:80 5. C ck Save
Keep n m nd that, by defau t, every Web app cat on ex sts on every server n the farm If you want to serve Web app cat ons on so ated hardware, s mp y exc ude the spec fic Web app cat on you do not want to serve from th s server n DNS or oad-ba anc ng so ut ons For examp e, f you have three Web app cat ons n a farm named http://portal, http://mysite and http://corporate, but you want to serve the first two from an nterna set of servers and the http://corporate s te from ded cated, Internet-fac ng hardware, your so ut on m ght ook ke that shown n F gure 2-16
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such as the M crosoft SharePo nt Foundat on Sandboxed Code serv ce, are not assoc ated w th a serv ce app cat on Therefore, wherever you have enab ed th s serv ce s the on y server where process ng w occur To configure system serv ces, you can browse to Centra Adm n strat on, System Sett ngs, Manage Serv ces On Server NOTE n your server farm documentat on, be sure to note the serv ces that are a serv ce app cat on instance and those that are not.
When a Web app cat on s first created, the group ngs of serv ce app cat ons are spec fied By defau t, a serv ce app cat ons are assoc ated w th the Web app cat on You can mod fy the serv ce app cat ons that correspond w th a part cu ar Web app cat on at a ater t me F gure 2-19 dep cts the serv ce app cat ons that are assoc ated w th the defau t group
FIGURE 2-19 Defau t se v ce app cat ons.
F gure 2-20 shows how serv ces on the server nteract w th serv ce app cat ons
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Scaling SharePoint Server 2010 Search The most common serv ce app cat on that needs to be d str buted s the Search Serv ce app cat on A though t s s m ar to the one n SharePo nt Server 2007, you’ qu ck y not ce that the ndex has been merged w th the query ro e SEE ALSO For more nformat on on how to configure spec fic ro es n SharePo nt Server 2010 Search, see Chapter 8, “Configur ng the Search Serv ce App cat on.”
Index Partition and Query Component An ndex part t on represents a port on of the ent re ndex, and therefore the ndex s the aggregat on of a ndex part t ons Part t on ng the ndex a ows d fferent port ons of the ndex to be spread across mu t p e query servers Adm n strators dec de on the number and configurat on of each of the part t ons At east one server n a farm must host the query ro e, and more query servers can be added to ncrease performance Two or more query servers prov de redundancy based on the configurat on of ndex part t ons For examp e, a farm w th three query servers can be configured so that each query server has an ndex part t on that represents one-th rd of the ndex Redundancy for the query servers can be ach eved by creat ng a second nstance of each ndex part t on on another query server Dep oy ng ndex part t ons across query servers can he p ba ance the query-process ng oad, prov de redundancy, and ncrease query performance
Adding or Moving the Query Component to a Web Server Note that certa n tems, such as the Search Adm n strat on component, cannot be moved to another server after t has been configured To move the query component, you must do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons 2. C ck Search Serv ce App cat on, as seen n F gure 2-22
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FIGURE 2-22 C ck Sea ch Se v ce App cat on.
3. On the Search Adm n strat on page, c ck the Mod fy button n the Search
App cat on Topo ogy Web part, as seen n F gure 2-23
FIGURE 2-23 C ck Mod fy n the Sea ch App cat on Topo ogy sect on.
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4. Po nt to the query component you want to change, and se ect Ed t Propert es
from the drop-down menu, as seen n F gure 2-24
FIGURE 2-24 C ck Que y Component 0, and then c ck Ed t P ope t es.
5. As seen n F gure 2-25, on the Ed t Query Component page, se ect a
front-end Web server from the Server drop-down st, and then c ck OK
FIGURE 2-25 Se ect the se ve that w
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host the que y component.
6. C ck the App y Topo ogy Changes button, and SharePo nt w
beg n the
process of mov ng the query ro e After the operat on s comp eted, a message w be d sp ayed stat ng that the configurat on changes have been app ed successfu y If you rece ve an error, check the d agnost c og fi es To add a query component m rror, wh ch s a rep ca of the ndex part t on, do the fo ow ng 1. On the Search Adm n strat on page, c ck the Mod fy button n the Search
App cat on Topo ogy Web part 2. Se ect the query component to mod fy, and then choose Add M rror from
the drop-down menu, as seen n F gure 2-26
FIGURE 2-26 C ck Add M
o.
3. Se ect the server that w
host the m rror
4. Opt ona y, change the ocat on of the Index 5. Opt ona y, set the component as fa over-on y If th s opt on s se ected, the
part t on s used on y f the pr mary query component fa s
Decision Points for Scaling Out Search Many t mes an adm n strator s tasked w th mprov ng d fferent aspects of the overa search process One of the goa s of search n SharePo nt 2010 s to return quer es at sub-second atency even n env ronments w th 100 m on documents M crosoft has des gned the search arch tecture n a modu ar fash on so that t can be transformed to accommodate performance, res ence, or both The number of tems w have an mpact on farm s z ng and growth Tab e 2-2 dep cts the numer c
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CHAPTER 3
Configuring Core Operations ntroduc ng Centra Adm n strat on 81
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Database Management 97
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C
ore operations refers to farm- eve sett ngs and app cat ons such as Centra Adm n strat on, server serv ces sett ngs, and e-ma configurat on There are tems—such as Serv ce App cat ons, Search, and Web App cat ons—that are such arge and mportant top cs that they have ded cated chapters Th s chapter w cover the core farm operat ons not covered e sewhere n the book Much of th s chapter w show you how to set up farm operat ons that are configured on y once, such as Short Messag ng Serv ce (SMS) mob e serv ces A though the nteract on w th other M crosoft SharePo nt Server funct ona areas w be d scussed, p ease reference the chapter for each of those funct ona areas for deta ed nformat on
Introducing Central Administration At the heart of every server farm s the configurat on database Th s database stores the major ty of your core server farm configurat on The assoc at on of Serv ce App cat ons, configurat on of Web App cat ons and content databases, e-ma sett ngs, server serv ces arch tecture, farm so ut ons, and farm features are stored n th s database To manage a of th s configurat on data, you need a too to do so Centra Adm n strat on s the pr mary adm n strat ve too ava ab e to you The Centra Adm n strat on nterface can be started by c ck ng Start, A Programs, M crosoft SharePo nt Server 2010 Products, SharePo nt Server 2010 Centra Adm n strat on F gure 3-1 shows Centra Adm n strat on as nsta ed out of the box
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FIGURE 3-1 Cent a Adm n st at on s the p ma y adm n st at ve nte face fo Sha ePo nt Se ve 2010.
As you can read n the Append x, M crosoft W ndows PowerShe can a so be used to manage your farm configurat on n add t on to Centra Adm n strat on The W ndows PowerShe conso e can be started by c ck ng Start, A Programs, M crosoft SharePo nt Server 2010 Products, SharePo nt Server 2010 Management She Add t ona y, stsadm.exe s an adm n strat ve too that can be used for bas c farm adm n strat on tasks Note that stsadm.exe s s ated for remova n the next vers on of SharePo nt Server Therefore, t s w se to beg n trans t on ng from stsadm.exe to W ndows PowerShe TIP You can find stsadm.exe n C:\Program F es\Common F es\M crosoft Shared\ Web Server Extens ons\14\b n. You can e ther nc ude th s d rectory n your system path or create a she scr pt to nav gate to the d rectory to make t eas er to execute. t can a so be executed from the SharePo nt Server Management She .
Central Administration Architecture It’s mportant to understand that Centra Adm n strat on s a s te co ect on conta ned n a ded cated Web app cat on As such, t has an assoc ated content database for the Web app cat on If you use the SharePo nt 2010 Products Configurat on W zard, the content database w be named SharePoint AdminContent , as can be seen n F gure 3-2 Note that th s
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database s not eas y changed after the fact Therefore, f you want a d fferent name for your Centra Adm n strat on content database, you need to use W ndows PowerShe to create your server farm
FIGURE 3-2 You can v ew you Cent a Adm n st at on content database us ng M c osoft SQL
Se ve Management Stud o.
Because Centra Adm n strat on requ res wr te access to your server farm c onfigurat on database, you shou d never use th s Web app cat on or assoc ated app cat on poo for co aborat ve Web app cat ons Do ng so cou d prov de a hacker w th potent a wr te access through another Web app cat on Centra Adm n strat on was created automat ca y when you ran the SharePo nt 2010 Products Configurat on W zard and shou d not be mod fied A though Centra Adm n strat on s techn ca y just another s te co ect on and can be mod fied as such, a best pract ce s to eave t n the defau t state On y adm n strators access the s te co ect on, so brand ng and custom zat on shou dn’t be an ssue As seen n F gure 3-1, Centra Adm n strat on has e ght pr mary areas ■
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Application Management Hosts adm n strat ve nks to Web app cat ons, s te co ect ons, serv ce app cat ons, and databases Chapter 4, “Bu d ng and Manag ng Web App cat ons,” exp a ns th s sect on and assoc ated tasks n depth System Settings Conta ns your server and server serv ce management, e-ma and text messag ng, and other farm management sett ngs Most of the funct ona ty d scussed n th s chapter can be found n System Sett ngs
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Monitoring Has been great y expanded n SharePo nt Server 2010 and nc udes Report ng, Ana yt cs, T mer Jobs, Hea th Ana yzer, and Usage nformat on Chapter 16, “Mon tor ng, Logg ng, and Ava ab ty,” covers Report ng and the Hea th Ana yzer n deta On y the server farm t mer jobs are d scussed n th s chapter Backup And Restore Locat on where both farm and granu ar backups and restores are performed Chapter 18, “Backup and Restore,” prov des more nformat on Security Inc udes nks to manage the farm adm n strators group, configure farm accounts, manage passwords for those accounts, define b ocked fi e types, configure ant v rus sett ngs, manage Web Part secur ty, and contro Informat on Management Po c es g oba sett ngs Chapter 15, “Configur ng Po c es and Secur ty,” nstructs you how to a gn SharePo nt Server 2010 secur ty sett ngs w th your env ronment Upgrade And Migration Upgrade-spec fic nformat on can be found n Chapter 17, “Upgrad ng to SharePo nt Server 2010 ” General Application Settings Inc udes externa serv ce connect ons, document convers ons, InfoPath forms serv ces, s te d rectory, SharePo nt Des gner, farm-scoped search sett ngs, and content dep oyment Configuration Wizards Conta ns configurat on w zards for your nsta at on Depend ng on add t ona y nsta ed products, th s screen can present mu t p e opt ons for the automated configurat on of your farm
As you manage a SharePo nt Server 2010 farm, there w be adm n strat ve tasks you perform on a regu ar bas s Remember that Centra Adm n strat on s a Web-based nterface, so you can create favor tes n your Web browser to save t me Add t ona y, you w see mu t p e ocat ons to manage the same tem, such as Web app cat on genera sett ngs, w th n Centra Adm n strat on
Working with the Central Administration Web Application A though Centra Adm n strat on s a SharePo nt Server Web app cat on, t d ffers from others because you don’t create and dep oy the Web app cat on Because the dep oyment of other Web app cat ons s done from Centra Adm n strat on, the prov s on ng of Centra Adm n strat on tse f s performed at e ther the command ne or v a the SharePo nt 2010 Products Configurat on W zard To dep oy Centra Adm n strat on to a server other than the one on wh ch you first nsta ed SharePo nt Server, you must nsta the SharePo nt Server b nar es and run the SharePo nt 2010 Products Configurat on W zard You can run th s w zard at any t me by c ck ng Start, A Programs, M crosoft SharePo nt Server 2010 Products, SharePo nt Server 2010 Products Configurat on W zard Be very careful not to d sconnect from the server farm, wh ch can be spec fied w th the opt on shown n F gure 3-3
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FIGURE 3-3 f p ov s on ng Cent a Adm n st at on, be su e to not d sconnect f om the se ve fa m.
After you c ck Next tw ce, se ect Advanced Sett ngs to prov s on Centra Adm n strat on Se ect Use Th s Mach ne To Host The Web S te as seen n F gure 3-4
FIGURE 3-4 Se ect Use Th s Mach ne To Host The Web S te, and c ck OK.
You must wa t for the farm t mer job to comp ete and the Web app cat on to prov s on before use Upon comp et on, the w zard w take you to Centra Adm n strat on
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You can a so use the SharePo nt 2010 Products Configurat on W zard to repa r a broken Centra Adm n strat on, assum ng t s an Internet Informat on Serv ces (IIS) configurat on error caus ng the fau t To unprov s on Centra Adm n strat on, s mp y choose Yes, I Want To Remove The Web S te From Th s Mach ne You shou d wa t a few m nutes to a ow the farm configurat on to update and a so to a ow t me for the oca IIS configurat on to update When the Web app cat on s no onger v s b e from IIS, you can re-run the SharePo nt 2010 Products Configurat on W zard to reprov s on the Centra Adm n strat on on that server NOTE A Web app cat on prob em w th Centra Adm n strat on m ght requ re you to make a techn ca support ca . The actua content of Centra Adm n strat on s con ta ned n the assoc ated content database, and farm configurat on s conta ned n the configurat on database.
System Settings The System Sett ngs area of Centra Adm n strat on conta ns cruc a sett ngs that you need to p an and carefu y contro mod ficat on of Most of the system sett ngs affect a Web app cat ons and assoc ated users n your server farm System Sett ngs s d v ded nto three sect ons ■
Servers
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E-Ma And Text Messages (SMS)
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Servers The Servers sect on of System Sett ngs g ves you, at a g ance, v s b ty nto your server farm topo ogy, nc ud ng your app cat on serv ces topo ogy It a so prov des the SharePo nt Foundat on 2010 configurat on database vers on and SQL Server name Much of the same nformat on s conta ned n both the Manage Servers In Th s Farm and Manage Serv ces On Server areas
Servers In Farm From the Manage Servers In Th s Farm nk, you can see a the servers n your farm, as conta ned n the configurat on database You’ see five head ngs beneath the configurat on database nformat on ■
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Server L sts a servers n your server farm You can c ck on the Server text tse f to sort the st a phabet ca y SharePoint Products Installed D sp ays the re evant SKU nformat on about that server Services Running Is a va uab e too when d scover ng and troub eshoot ng a SharePo nt Server server farm You are ab e to qu ck y see where spec fic app cat on serv ces are prov s oned If you were troub eshoot ng the User Chapter 3 Configu ng Co e Ope at ons
Profi e Serv ce as an examp e, you cou d find what server or servers were process ng that data You can then go to the re evant server and beg n troub eshoot ng F gure 3-5 shows an examp e of a mu t server farm and the Serv ces Runn ng co umn
FIGURE 3-5 Se v ces on se ve s can be seen qu ck y f om the Se ve s n Fa m page.
NOTE F gure 3 5 shows the serv ces prov s oned on a server and not necessar y the current status. t’s poss b e that a serv ce s nonfunct ona and st shows as runn ng on th s screen. t’s a so poss b e that a server s comp ete y offl ne, because that status s not d sp ayed.
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Status D sp ays whether a server act on s requ red or s be ng performed Examp es of th s are serv ce packs, anguage packs, and p atform add t ons such as Office Web Server Remove Server Use th s opt on f you want to remove a server’s entry n the configurat on database Use th s opt on w th caut on because t s rrevers b e You shou d need to remove a server us ng Centra Adm n strat on on y f that server s no onger operat ona The best way to remove a server from a farm s us ng the SharePo nt 2010 Products Configurat on W zard on the server you want to remove, and then se ect ng to d sconnect t from server farm
Manage Services On Server The Manage Serv ces On Server page s used to stop and start farm server serv ces These serv ces are not W ndows Server serv ces A though turn ng one of these serv ces on or off n the configurat on database m ght resu t n a W ndows Serv ce be ng turned on or off, the consequences of m staken y stopp ng a SharePo nt serv ce are much worse than stopp ng a W ndows Server serv ce For examp e, turn ng off the SharePo nt Server Search serv ce w update the configurat on database and remove a entr es re ated to that search server Therefore, a re evant
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search content, such as the ndex, w be de eted and the assoc ated W ndows Server serv ce w be stopped Bas ca y, everyth ng you start or stop n th s screen s mak ng configurat on database changes The t mer job w subsequent y p ck up those changes from the database and mod fy app cat on serv ces accord ng y The Manage Serv ces On Server page a so contro s where process ng of nformat on s performed n your server farm For examp e, you cou d have mu t p e servers n your farm perform ng the task of Managed Metadata Serv ces, w th each one process ng a d fferent Managed Metadata Serv ces Term Store Th s a ows for sca ab ty of process ng Each server n the farm can process d fferent server farm serv ces To stop or start serv ces, you can se ect the Start or Stop hyper nk If configurat on s requ red to start, you w be automat ca y taken to the configurat on screen Don’t confuse these serv ces w th service applications A though serv ce app cat ons m ght use a serv ce on a server, serv ce app cat ons app y across a server farm and ex st a eve above serv ces on the server Always ver fy you are mod fy ng the correct server, as shown n F gure 3-6
FIGURE 3-6 Ve fy you a e conf gu ng the co ect fa m se ve befo e sta t ng o stopp ng se v ces.
E-mail and Text Messages SharePo nt Server 2010 prov des many ways to commun cate v a e-ma and mob e text messag ng Pay c ose attent on to the configurat on of both ncom ng e-ma messages and text messages (SMS) There are poss b e cost and secur ty ssues assoc ated w th externa , automated farm commun cat ons
Outgoing E-mail Settings Outgo ng e-ma s pr mar y used for system a erts A erts a ow users to be updated when an object changes, such as a st or document Depend ng on the users’ cho ce, they can be a erted mmed ate y, da y, or week y Add t ona y, the system generates messages for workflows and other system content that everages outgo ng e-ma To configure outgo ng e-ma , you need to spec fy an outbound SMTP server, as seen n F gure 3-7
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FIGURE 3-7 The F om Add ess and Rep y to Add ess va ues can be d ffe ent.
A though the From and Rep y-to addresses can be d fferent, they usua y are not A ow ng a d fferent From address m ght he p you w th current UCE (Unso c ted Commerc a E-Ma ) wh te sts, as an examp e You can a so change the character set f needed for a d fferent anguage Be sure both the SharePo nt Foundat on 2010 and SharePo nt Server 2010 anguage packs are oaded for the se ected anguage NOTE SharePo nt Server 2010 cannot send credent a s for outbound SMTP. Therefore, you must a ow re ay ng on your SMTP server from SharePo nt Server 2010 servers that w send ma . A ways confirm that the requ red TCP ports and DNS entr es are correct before troub eshoot ng a prob em w th SharePo nt Server 2010 outgo ng e ma .
Incoming E-mail Settings Configur ng ncom ng e-ma s more comp ex than configur ng outgo ng e-ma and requ res changes to both your W ndows servers and Act ve D rectory configurat on F rst, you must have an SMTP server oaded on the servers that w accept ncom ng e-ma SharePo nt Server 2010 does not nc ude an SMTP serv ce, but the defau t W ndows Server SMTP server shou d work qu te we In W ndows Server 2008, you add the SMTP server from Server Manager, Features You a so need to configure Act ve D rectory f you want to use the D rectory Management Serv ce An Act ve D rectory organ zat ona un t (OU) shou d be created to store SharePo nt Server 2010 contacts and d str but on sts The server farm account defined n the setup shou d be de egated the Create, De ete, And Manage User Accounts perm ss on n th s OU To de egate perm ss ons to the OU, do the fo ow ng 1. On your Act ve D rectory contro er, open Act ve D rectory Users and
Computers from Adm n strat ve Too s 2. R ght-c ck the Organ zat ona Un t you want to ntegrate w th SharePo nt
Server 2010, and choose De egate Contro 3. Choose Next n the w zard, c ck Add, and se ect your SharePo nt Server 2010
farm account If you aren’t sure what account th s s, check the app cat on poo dent ty for Centra Adm n strat on
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4. Under De egate The Fo ow ng Common Tasks, se ect Create, De ete, And
Manage User Accounts 5. C ck Next and then c ck F n sh
After you have created and de egated perm ss ons n Act ve D rectory, you can proceed w th configur ng Centra Adm n strat on Incom ng E-Ma sett ngs If you have enab ed the D rectory Management Serv ce, d str but on sts can be created automat ca y when enab ed for SharePo nt Server s tes Creat ng d str but on sts automat ca y creates a d str but on st n Act ve D rectory and keeps t synchron zed from SharePo nt Server to Act ve D rectory Do ng so a ows users to eas y send e-ma to SharePo nt Server groups when needed NOTE The D rectory Management Serv ce s a one way serv ce. n other words, users are added to the Act ve D rectory d str but on st when they are added to a SharePo nt group, but users are not added to the SharePo nt group when they are added d rect y to the Act ve D rectory d str but on st.
An add t ona funct on of the D rectory Management Serv ce s that t automat ca y creates an Act ve D rectory contact when e-ma –enab ng a st or brary A though t s not requ red or a ways des red, you can have the e-ma address ava ab e n the G oba Address L st (GAL) after e-ma enab ng a st If you have not enab ed the D rectory Management Serv ce, you must manua y, or through a custom process, create an entry for each ma -enab ed document brary and st you want to rece ve e-ma To configure ncom ng e-ma , se ect Configure Incom ng E-ma Sett ngs n the System Sett ngs area You must then fi out the configurat on page as fo ows 1. Se ect Yes to enab e s tes on th s server to rece ve e-ma 2. Se ect Automat c un ess you are us ng an SMTP server other than the nat ve
W ndows Server SMTP Serv ce If you are us ng a th rd-party SMTP server, be sure to define the e-ma drop fo der at the bottom of the page Be aware that many th rd-party SMTP servers w not ntegrate w th SharePo nt Server 2010 3. Se ect Yes to create a d str but on group or contact, or se ect Use Remote
f you a ready have an ex st ng D rectory Management Serv ce Note that f you do not have M crosoft Exchange Server nsta ed n th s Act ve D rectory, you need to extend the schema w th both the ms-Exch-mail-Nickname and ms-Exch-RequireAuthToSendTo attr butes You can add these by us ng the Exchange Server nsta at on med a For more nformat on on extend ng the Act ve D rectory schema, p ease reference http://technet.microsoft.com/ exchange Note that you do not have to nsta Exchange Server b nar es to enab e D rectory Management Serv ces ntegrat on; you need on y to extend the schema 4. Th s step requ res you to have prev ous y configured the OU n Act ve
D rectory In th s examp e, we are us ng OU=SharePo ntDMS, DC=contoso,
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DC=com SharePo ntDMS s the OU n Act ve D rectory F gure 3-8 shows an examp e of the OU and SMTP server sett ngs Observe that you m ght not be ab e to v ew the ent re conta ner path and you m ght need to scro to the r ght w th the mouse
FIGURE 3-8 Ca efu y type the fu path to the conta ne spec f ed fo the D ecto y
Management Se v ce.
5. Next, type the name of the SMTP server where you w
accept ncom ng e-ma Th s server must be a member of the server farm The M crosoft SharePo nt Foundat on T mer on th s SMTP server w mon tor the defau t e-ma drop fo der When t d scovers an e-ma w th a correspond ng ncom ng e-ma address n SharePo nt Server 2010, t w route the e-ma constra ned by the st or brary sett ngs
6. You must dec de whether to accept messages from authent cated users or a
users If you dec de to accept messages from authent cated users, a Send-to e-ma address must match that of a user w th wr te access on the dest nat on st or brary
7. Next, se ect whether or not to a ow the creat on of d str but on sts You can
configure SharePo nt Server 2010 to create contacts n Act ve D rectory w thout creat ng d str but on sts for synchron zat on w th SharePo nt Groups If you dec de to create d str but on sts, you a so need to dec de what eve of scrut ny the st names w have You have four opt ons when manag ng the creat on and mod ficat on of d str but on groups ■
Create New D str but on Group
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Change D str but on Group E-ma Address
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Change D str but on Group T t e And Descr pt on
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De ete D str but on Group
Note that there s no approva opt on when creat ng contacts Approva sett ngs ex st on y for d str but on groups TIP Cons der carefu y whether to se ect any of the change opt ons, because se ect ng them causes any prev ous e ma messages sent on the d str but ons st to bounce when rep ed to.
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8. You can a so define the ncom ng e-ma server d sp ay address F gure 3-9
shows an examp e of sett ng the va ue Be aware that on y defin ng the d sp ay address w not route e-ma correct y In th s examp e, the server name s app02 contoso com, but the d sp ay address s contoso com Care must be taken to correct y route the e-ma from the SMTP server serv c ng the contoso com doma n
FIGURE 3-9 Ve fy you f st have a out ng u e on the SMTP se ve when conf gu ng the
ncom ng e ma d sp ay add ess.
9. Ensure that DNS has the correct records for rout ng e-ma
SMTP and S harePo nt Server 2010 both need to have the correct DNS configurat on before ncom ng e-ma w funct on correct y
10. If you w
be accept ng e-ma from externa sources, t s w se to configure the Safe E-Ma Servers sett ng Th s sett ng can force ncom ng e-ma to route through your safe ma servers that perform ant v rus and ant spam scann ng It can a so reduce the surface area for Internet-based attacks To spec fy a safe server, enter the IP address—for examp e, 10 1 1 200 Enter ng the fu y qua fied doma n name (FQDN) of the ma server w not work
11. Last, you can now enab e sts and brar es for ncom ng e-ma
F gure 3-10 shows an examp e of configur ng ncom ng e-ma for a document brary conta ned n a team s te co ect on You can ed t the brary sett ngs from Document Library, L st Sett ngs, Incom ng E-Ma Sett ngs
FIGURE 3-10 To enab e a st o
sett ngs. 92
b a y fo ncom ng e ma , conf gu e the ncom ng E Ma
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Mobile Account The Mob e A ert feature a ows users to subscr be to a erts w th the r mob e phones The dea beh nd the funct ona ty s many profess ona s prefer to get mportant a erts v a mob e text (SMS) rather than v a e-ma Not a users have smart phones or smart phones that are compat b e w th the r corporate e-ma system Configurng mob e a erts a ows not ficat on to a most any ce u ar te ephone The feature does come w th some drawbacks, however F rst of a , you must have a subscr pt on w th a th rd-party SMS prov der The SMS prov der acts as a “man n the m dd e” to re ay mob e messages to ce u ar prov ders Th s comes at a cost A though the future of th s space s w de y unknown, current pr ces range from $ 02 USD to $ 06 USD You can find a st of SharePo nt Server 2010–compat b e prov ders at http://messaging.office.microsoft.com/HostingProviders.aspx?src=O14&lc=1033 There s a constant y chang ng st, and your costs w vary based on your geograph c ocat on and vo ume of prepa d SMS a erts NOTE There s no method to thrott e a erts at the Web app cat on eve . f you have a user who subscr bes to hundreds of a erts or you have a system error, you cou d qu ck y ncrease the costs assoc ated w th your th rd party prov der. Most adm n stra tors w want to configure thrott ng w th the th rd party prov der to m t gate these r sks.
To configure the text message (SMS) serv ce, do the fo ow ng 1. Subscr be to an on ne SMS prov der, and note the URL and user name and
password g ven by the prov der 2. Browse to Centra Adm n strat on, System Sett ngs, Configure Mob e
Account 3. Enter the URL prov ded by the SMS prov der 4. Enter the user name and password g ven to you by the SMS prov der 5. Test account sett ngs
Farm Timer Jobs The M crosoft SharePo nt Foundat on T mer serv ce runs on each server n the farm and s the master process for a t mer jobs It s not configurab e—that s, t cannot be started and stopped from w th n Centra Adm n strat on It can, however, be restarted f you suspect a prob em from W ndows Server serv ces from Start, A Programs, Adm n strat ve Too s, Serv ces It s sted as SharePo nt 2010 T mer You shou d not d rect y mod fy the ogon account or other sett ngs d rect y from W ndows Server You shou d restart on y f necessary T mer jobs are created and de eted by SharePo nt Server 2010 features or by deve opers v a custom code If your deve opers w dep oy t mer jobs to support custom code, be sure to test on an env ronment other than your product on servers, and test for 24 hours or onger Many t mer jobs do not mmed ate y d sp ay errors
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On y t me w show f the custom t mer job has a prob em Th rd-party products that create t mer jobs shou d be tested to the same eve as customer code Be sure to test any custom t mer jobs before a major serv ce pack or SharePo nt Server 2010 vers on change To see the current y defined t mer jobs, browse to Centra Adm n strat on, on tor ng, Rev ew T mer Jobs, and ook at the job defin t ons When open ng the M Serv ce Job Defin t ons page, you’ not ce approx mate y 180 t mer job defin t ons n a fu y configured SharePo nt Server 2010 server farm Th s number w vary depend ng on the number of Web app cat ons, configured serv ce app cat ons, and the configurat on of core operat ons F gure 3-11 shows a port on of the t mer jobs n the Server Job Defin t ons page
FIGURE 3-11 Eve y Web app cat on you c eate w
nstant ate seve a t me jobs.
Some of these t mer job defin t ons w be m nutes, wh e others are hour y, da y, week y, or month y New n th s vers on of SharePo nt Server s the ab ty to eas y change the t mer job’s schedu e from the user nterface Caut on shou d be used when mod fy ng the defau t schedu e because t can affect server farm and app cat on funct ona ty For the most part, you shou d eave the t mer jobs n the defau t state For some t mer job defin t ons, such as the Content Type Hub and Content Type Subscr ber, you w be very tempted to ncrease the frequency of the t mer job A though th s act on w make enterpr se content types more ava ab e and g ve the subscr b ng s te co ect ons more frequent updates, t comes w th a comprom se n performance T mer jobs take both processor power and memory, so you need to we gh the benefits w th the performance pena ty F gure 3-12 shows an examp e of chang ng the Content Type Hub frequency A so not ce that you can a ways c ck Run Now Th s opt on often negates the need for ncreas ng the frequency of a t mer job because you can force an update manua y
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FIGURE 3-12 C ck Run Now to manua y sta t a t me job.
BEST PRACTICE Be carefu when creat ng mu t p e Web app cat ons. A though t s often necessary to create mu t p e Web app cat ons for requ rements such as My S tes and the Content Type Hub, keep ng your Web app cat ons to a m n mum w ncrease system performance. Every Web app cat on you create w automat ca y gener ate many t mer jobs that consume system resources. So n add t on to the memory space used by the app cat on poo and assoc ated management overhead, you now a so have more t mer jobs and potent a ssues w th the SharePo nt Foundat on T mer serv ce.
A though t mer jobs run on every server n the farm by defau t, you can se ect a preferred server to execute t mer jobs on per-content-database bas s Workflows were one of the dr v ng factors to nc ude th s funct ona ty Us ng th s examp e of workflows w he p you understand why server t mer job affin ty s mportant SharePo nt Server 2010 executes workflow act ons on the Web server that the c ent was connected to when started If th s workflow must wa t to cont nue because of a schedu ed t me de ay or nact on by the user, the SharePo nt 2010 T mer serv ce w hand e the workflow execut on In a mu t p e Web server configurat on, you can set the preferred server for execut ng the workflow v a the content database that hosts the s te co ect on n quest on To set the preferred server for t mer jobs, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Databases,
Manage Content Databases 2. Se ect the database you want to mod fy 3. Se ect the phys ca server you want to assoc ate as the preferred server
See F gure 3-13 for an examp e of sett ng affin ty
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FIGURE 3-13 You can se ect any se ve fa m membe to be the p efe ed se ve fo a content
database.
NOTE f the preferred server s unava ab e, another w unt the preferred server s back on ne.
be se ected automat ca y
In add t on to manag ng t mer jobs, you can a so check the job status from Centra Adm n strat on, Mon tor ng, T mer Jobs, Check Job Status (See F gure 3-14 )
FIGURE 3-14 The T me Job Status page.
The T mer Job Status page a ows you to v ew the status of schedu ed jobs, see runn ng jobs, and v ew t mer job h story You’ find th s page usefu when troub eshoot ng prob ems w th n your farm Hung processes, such as workflows or backup and restore, can be de eted to a ow for future nstances It s recommended that you not de ete t mer jobs when you are not sure of the consequences of that act on The product team has removed the opt on for you to de ete p atform- eve jobs that wou d have d re consequences Instead, they have rep aced the de ete opt on w th a d sab e opt on A ways document your act on for future reference f you de ete or d sab e a t mer job
Farm Management The Farm Management area, ocated under System Sett ngs, s essent a y a bucket for tems that are assoc ated w th the configurat on database or d dn’t fit neat y e sewhere The Farm Management funct ona areas are as fo ows ■
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Alternate Access Mappings Deta s about th s configurat on opt on can be found n Chapter 4 Manage Farm Features, Manage Farm Solutions, and Manage User Solutions Deta s on these opt ons are presented n Chapter 7, “Web Parts, Features, and So ut ons ”
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Configure Cross-Firewall Access Zone Th s opt on s d scussed n Chapter 15 Configure Privacy Options Th s configurat on opt on a ows you to dec de whether your server farm w automat ca y connect to M crosoft for the Customer Exper ence Improvement Program (CEIP), error report ng, and externa Web-based he p Be carefu when turn ng these on f you are n a secure env ronment Many t mes, servers n a secure env ronment w not have outbound HTTP enab ed If that s the case, Web-based he p w not funct on
Database Management The bu k of SharePo nt Server 2010 content s a most ent re y conta ned n SQL Server As such, a proper y des gned and managed SQL Server nfrastructure s cr t ca to a we -runn ng SharePo nt Server env ronment Because SQL Server has many books ded cated to the product, you’ be ntroduced on y to the top cs every SharePo nt Server adm n strator shou d know n th s sect on Database management s conta ned n the App cat on Management sect on of Centra Adm n strat on The major ty of App cat on Management dea s w th Web app cat ons, serv ce app cat ons, and s te co ect ons A though databases are used w th a three of these, there s a ded cated sect on for database management, as seen n F gure 3-15
FIGURE 3-15 Databases a e conta ned n the App cat on Management g oup ng.
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Content Databases There are many farm- eve sett ngs and configurat on opt ons you shou d be aware of w th content databases Wh e the first content database s created dur ng the Web app cat on creat on, t s created w th severa defau t opt ons The fo ow ng configurat on opt ons shou d be taken nto cons derat on when manag ng content databases ■
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Controlling Database Sizes SharePo nt Server 2010 does not prov de d rect funct ona ty to m t the content database s ze A though SQL Server can prov de th s opt on, t s genera y recommended that you contro the content database s zes w th SharePo nt Server 2010 s te quotas F rst, you need to know that s te quotas are actually s te co ect on quotas There s no nat ve method to m t s te quotas Second, you can m t the number of s te co ect ons n a database, but you cannot m t the number of s tes Once aga n, the Centra Adm n strat on nterface s amb guous on s tes vs s te co ect ons When we’re d scuss ng tems w th n Centra Adm n strat on, the word “s tes” a ways references s te co ect ons To m t the s ze of a content database us ng SharePo nt Server opt ons, you need to comb ne the fo ow ng three SharePo nt Server 2010 sett ngs ■
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Maximum Number Of Sites That Can Be Created In This Database Th s sett ng s found n Centra Adm n strat on, App cat on Management, Manage Content Databases, after se ect ng a content database
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Quotas of the sites (site collections) contained in the database These sett ngs can be found n Centra Adm n strat on, App cat on Management, Configure Quotas And Locks
Percent of site (site collection) used for the second-stage Recycle Bin These sett ngs are ocated n Centra Adm n strat on, Manage Web App cat ons, and Genera Sett ngs on the Web App cat ons tab
Us ng the sett ngs just shown, you define the max mum database s ze by us ng the fo ow ng formu a (Max mum number of s tes) x (s te quota) x (1 + % of ve s te quota for second stage)
Number of Site Collections per Content Database The defau t number of s tes (s te co ect ons) per content database shou d a most assured y be changed The defau t sett ngs of 9000 s tes before a warn ng and 15,000 s tes as the max mum s ent re y a fa -safe mechan sm n the product Us ng the formu a prev ous y ment oned, here s the resu t for a 15,000-s te max mum 15,000 s tes x 10-GB s te quota x 1( 50 second stage) = poss b e database s ze of 219 terabytes
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A more ke y scenar o s th s 20 s tes x 10-GB s te quota x 1( 20 second stage) = poss b e database s ze of 250 GB The max mum database s ze recommended s somewhere between 200 GB and 300 GB Your databases can be much arger n theory, but the pract ca da y management becomes d fficu t beyond the recommended m t TIP You shou d be very carefu w th max mum s te co ect on s zes (the s te quota sett ngs). Large, busy s te co ect ons are ke y to have SQL ock ng/b ock ng errors. A ru e of thumb s to have arge s te co ect ons and a few users, or sma s te co ect ons w th a arge user popu at on.
If you must have arge content databases, try to so ate very busy s te co ect ons n a ded cated content database Th s g ves you the flex b ty of manag ng the d sk I/O of the s te co ect on at the SQL eve Note that th s does not sca e, however It s recommended that you have no more than 100 content databases per Web app cat on
Content Database Status The Content Database Status can be set to e ther Ready or Offl ne The status of Offl ne s a b t confus ng because the rea purpose of tak ng a content database offl ne s to not a ow more s te co ect ons to be created there n In fact, s te co ect ons conta ned n an offl ne content database can st be seen and wr tten to However, there were unexpected prob ems w th th s n SharePo nt Server 2007 and there m ght be aga n n SharePo nt Server 2010 The safest way to m t the number of s te co ect ons n a content database s by fo ow ng these steps 1. Turn off warn ng events by sett ng the thresho d to zero 2. Set the max mum number of s te co ect ons to the current number sted n
the user nterface Be sure to create a new content database before creat ng a s te co ect on; otherw se, the creat on w fa
Read-Only Content Databases SharePo nt Server 2010 now supports read-on y SQL Server content databases When you set a content database to Read-On y, the perm ss ons n a s te co ect ons w automat ca y be reflected n the users’ Web browser For examp e, F gure 3-16 shows an examp e of a document brary conta ned n a read/wr te content database, and F gure 3-17 s the same document brary after sett ng the content database to Read-On y
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FIGURE 3-16 Th s s an examp e of a document b a y conta ned n a Read/W te content database.
FIGURE 3-17 When the host ng database s set to Read On y, no ed t ng commands a e ava ab e.
You can see the current state of a content database by brows ng to Centra dm n strat on, App cat on Management, Manage Content Databases, and A se ect ng the re evant database SharePo nt Server 2010 d sp ays on y the status, however, and cannot be used to set the database state To set a database to Read-On y, you must do so from SQL Server Management Stud o To configure a database to be Read-On y, do the fo ow ng on the SQL Server conso e 1. Open SQL Server Management Stud o (Its ocat on w
vary based on your
vers on and ed t on of SQL Server ) 2. Locate the SQL Server database you want to mod fy, r ght-c ck, and se ect
Propert es 3. Se ect the Opt ons page, and under Other Opt ons scro down unt you see
the State opt ons 4. Locate Database Read-On y, and c ck Fa se, as seen n F gure 3-18 5. Change the status from Fa se to True, and c ck OK
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FIGURE 3-18 Se ect the down a ow to the ght of Fa se to change the status.
Database Location on SQL Server Physical Disk A though SharePo nt Server 2010 can create databases and perform a m n ma SQL Server database setup, you st want to do bas c configurat on of the databases on the SQL Server phys ca d sks Ma ntenance p ans and recovery mode s can be qu te extens ve and are not covered n th s sect on It s recommended that you eave the recovery mode as t s set by the SharePo nt Server configurat on w zard, un ess you have advanced SQL Server exper ence and can ver fy that you’ be n a supported configurat on MORE INFORMATION For deta ed nformat on on SQL Server ma ntenance p ans and system configurat on, see http://technet.microsoft.com/sqlserver.
If your SQL Server content w need to be h gh y ava ab e, serv ce a s gn ficant number of requests, or both, you shou d separate the transact on og fi es and data fi es Content s a ways wr tten to the transact on og first, regard ess of the recovery mode Th s a ows the database to be brought back nto a cons stent state f you need to recover the database us ng SQL Server restore too s Next, a SQL Server checkpo nt process runs at regu ar nterva s and wr tes the transact ons to the data file NOTE n the Fu recovery mode , transact on og records are reta ned unt you back up the database and truncate the transact on og. 102
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When users are v ew ng your Web app cat ons, they are a most a ways c onsum ng the data fi e on SQL Server By contrast, wr te act ons are processed n the transact on og Therefore, t s safe to assume that n a read-on y server farm the data fi e phys ca d sk w be the most ut zed Because of the nature of SharePo nt Server transact ons, the transact on og and data fi e are usua y equa y used n a co aborat ve env ronment By defau t, SQL Server p aces both the data fi es and transact on ogs on the same vo ume on SQL Server You can change th s defau t behav or by mod fy ng the defau t SQL Server sett ngs To change the defau t ocat on for new databases, do the fo ow ng on your SQL Server conso e 1. Open SQL Server Management Stud o 2. R ght-c ck the server name and se ect Propert es 3. Se ect Database Sett ngs 4. In the Database Defau t Locat ons sett ngs, choose a prev ous y created
vo ume Note that f mu t p e vo umes share the same phys ca d sks you w not see a performance ncrease If poss b e, you shou d separate the transact on ogs and the data fi es on separate phys ca d sks and not on the system vo ume F gure 3-19 shows an examp e of chang ng the data fi e ocat on to the D vo ume and the transact on ogs to the L vo ume
FIGURE 3-19 You can change the database defau t ocat ons n SQL Se ve P ope t es.
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BEST PRACTICE For current best pract ce nformat on on separat ng the d sk ocat on of transact on og fi es and data fi es, browse to http://technet.microsoft.com/ en us/library/bb402876.aspx. MORE INFORMATION For nformat on on test ng the SQL Server /O subsystem, browse to http://technet.microsoft.com/en us/library/cc966412.aspx. Spec fica y, you can find more nformat on here about us ng the SQL O.exe too .
Default Database Server When you nsta ed SharePo nt Server 2010, you se ected a database server for the configurat on database The SQL Server you se ected became the defau t content database server You can change th s defau t at any t me from Centra Adm n strat on, App cat on Management, Spec fy The Defau t Database Server Un ess you are n a spec a zed env ronment, do not use SQL Server authent cat on W ndows authent cat on s a most a ways the correct cho ce Do not fi n the Database Username and Password fie ds when us ng W ndows authent cat on SharePo nt Server 2010 automat ca y configures the SQL Server perm ss ons when us ng W ndows authent cat on
Data Retrieval Service The Data Retr eva Serv ce was first ntroduced n W ndows SharePo nt Serv ces 2 0 and a owed for a connect on to nterna or externa data sources v a Web serv ces SharePo nt Server 2010 cont nues to bu d on the serv ce, and t can be configured for the ent re server farm or on a per–Web app cat on bas s For the most part, you eave th s configurat on set to defau t un ess you are requested to change t by a des gner or deve oper For examp e, you m ght need to change t when requ r ng access to stored procedures on a non–SharePo nt Server database, externa content source (OLEDB), or XML and SOAP Web serv ces from w th n SharePo nt Server 2010 To configure the Data Retr eva Serv ce, browse to Centra Adm n strat on, pp cat on Management, Configure The Data Retr eva Serv ce There are seven A configurat on opt ons ■
Web Application Be sure you are se ect ng the correct Web app cat on before cont nu ng Note that the user nterface refers to G oba Sett ngs— those are a so se ected n the Web app cat on drop-down menu, as seen n F gure 3-20
FIGURE 3-20 Se ect Change Web App cat on o G oba Sett ngs us ng the d op down menu.
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Customize Web Application If you want to use Web-app cat on scoped sett ngs, c ear th s opt on If you want to overr de pr or Web-app cat on changes, you can a so se ect th s box to reapp y the g oba sett ngs Th s s usefu f you made a m stake configur ng a spec fic Web app cat on Enable Data Retrieval Services Be carefu when dec d ng whether to turn off th s opt on Both SharePo nt Des gner 2010 and V sua Stud o 2010 m ght everage these serv ces v a Web parts and custom code Check w th your deve opment team before d sab ng these serv ces Limit Response Size Un ess d rected by your deve opment team, the defau t OLEDB response s ze shou d be se ected You shou d mon tor your server’s memory ut zat on f you ncrease the defau ts, and you shou d do so over a per od of severa days Large OLEDB quer es can qu ck y use server memory Update Support Th s opt on s d sab ed by defau t, but many deve opers w want to enab e th s opt on A common reason for do ng so s that custom code m ght ca a stored procedure n a non–SharePo nt Server 2010 database Th s s often more effic ent than br ng ng the data nto NET for process ng Data Source Time-Out Un ess you are ca ng data sources over a w de area network (WAN), the defau t t me-outs shou d be suffic ent Enable Data Source Controls Data Source Contro s a ow contro s to b nd to other contro s, w thout the need for custom code Th s opt on s usua y enab ed
Configuring Send To Connections SharePo nt Server 2010 has dramat ca y mproved an adm n strator’s ab ty to connect serv ces and s te co ect ons w thout custom code If you worked w th SharePo nt Server 2007, you’ recogn ze the Web serv ce used for connect ons, officialfile.asmx That was the Records Center connect on, and t was scoped to the farm eve SharePo nt Server 2010 a ows connect ons between many s te co ect ons, not just the Records Center Connect ons can a so be scoped to Web app cat ons nstead of to the farm The most common uses of Send To connect ons are Records Management and Pub shed Documents Th s sect on w wa k you through the configurat on opt ons of an externa serv ce connect on n Centra Adm n strat on, and how to connect to a s te co ect on for the purpose of pub sh ng a document Before you can use Send To connect ons n a s te co ect on, you must first configure the serv ce n Centra Adm n strat on The connect on s va d for an ent re Web app cat on, but you must configure an entry to each s te co ect on you want to connect to In the fo ow ng examp e, the dest nat on s te co ect on s http://portal.contoso.com/sites/ISO
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To beg n configurat on, browse to Centra Adm n strat on, Genera App cat on Sett ngs, Externa Serv ce Connect ons, Configure Send To Connect ons A ways ver fy you are configur ng the correct Web app cat on before cont nu ng
Site Subscription Settings SharePo nt Server 2010 a ows for mu t tenancy and was pr mar y targeted at SharePo nt Server host ng prov ders Th s a ows for so at on of hosted s te co ect ons, as we as the ab ty to consume serv ce app cat ons at the s te co ect on eve Th s segmentat on s known as a site subscription A though most readers w not have the r mp ementat on configured n such a fash on because of the comp ex ty nvo ved, you can m t the ab ty of these tenants to create connect ons beyond the r env ronment If you do not have mu t tenancy configured, th s opt on can be eft as the defau t If you do have mu t tenancy enab ed, you must dec de whether to a ow connect ons between tenants Th s dec s on s a bus ness, process, and secur ty dec s on
Configuring the Content Organizer in the Destination Site Before you can configure Centra Adm n strat on for Send To connect ons, you must first enab e the Content Organ zer feature n the dest nat on s te The Content Organ zer feature a ows sett ngs and ru es to route nbound fi es to the s te Based on the defined sett ngs and ru es, the dest nat on s te w sort and route fi es to the appropr ate brary, or even to other s te co ect ons To enab e the Content Organ zer n the dest nat on s te, do the fo ow ng 1. Browse to the s te where you want fi es to be routed to 2. From the S te Act ons menu, se ect S te Sett ngs 3. Under the S te Act ons group ng, se ect Manage S te Features 4. Locate the Content Organ zer feature, and c ck Act vate 5. From S te Act ons, S te Sett ngs, configure Content Organ zer Sett ngs And
Ru es MORE INFORMATION For more deta s on configur ng the Content Organ zer, see Chapter 12, “Records Management.”
Send To Connections You can configure mu t p e Send To connect ons and even create mu t p e connect ons to the same s te us ng d fferent ru es If th s s your first connect on, just cont nue comp et ng the form If th s s a subsequent connect on, e ther choose New Connect on or se ect one for ed t ng Note that you can se ect the Add Connect on contro f you’ configure mu t p e Send To connect ons Th s prevents the configurat on screen from c os ng and a ows you to mmed ate y add another connect on
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F gure 3-21 shows an examp e of the Send To Connect ons configurat on page wh e add ng the http://portal.contoso.com/sites/ISO connect on
FIGURE 3-21 H gh ght New Connect on when c eat ng a new Send To connect on.
NOTE Before you can add a new Send To connect on, you must first act vate the Content Organ zer feature n the dest nat on s te.
Allow Manual Submissions A common y configured opt on s to A ow manua subm ss ons from the Send To menu, as seen n F gure 3-21 Se ect ng th s opt on a ows users to manua y send to the dest nat on s te from the user menu n a brary If you do not se ect th s opt on, you’ have to use another mechan sm, such as custom code or SharePo nt Des gner 2010, to enab e the fi e transfer If you se ect to a ow manua subm ss ons, the user exper ence s s m ar to that shown n F gure 3-22
FIGURE 3-22 Se ect the exte na connect on def ned n Cent a Adm n st at on to test.
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CHAPTER 4
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eb app cat ons are the top of the h erarchy at the farm eve and are foundat ona to any M crosoft SharePo nt Server 2010 mp ementat on SharePo nt Server 2010 Web app cat ons d ffer from most Web s tes n that content ex sts n a database, not on the Web server fi e system On y the m n ma content requ red to connect an Internet Informat on Serv ces (IIS) server to the databases ex sts on a SharePo nt server The og ca structure of a Web app cat on ex sts ent re y n M crosoft SQL Server databases The configurat on of a Web app cat on configurat on s stored n the configurat on database The user content of a Web app cat on s stored n one or many content databases
From a phys ca arch tecture perspect ve, Web app cat ons represent a spec fic IIS Web s te and app cat on scope, prov d ng the ab ty for end users to nteract w th content v a a Un form Resource Locator (URL) The end user does not have a v sua representat on of the Web app cat on It s comp ete y managed at the farm eve w th Centra Adm n strat on or by us ng M crosoft W ndows PowerShe The stsadm exe adm n strat ve too can st be used for bas c farm adm n strat on tasks, but t s s ated for remova n the next vers on of SharePo nt It wou d be w se to beg n trans t on ng to W ndows PowerShe
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FIGURE 4-2 The Manage Web App cat ons nk s ocated on the Cent a Adm n st at on home page.
The Manage Web app cat ons nk can a so be found n Centra Adm n strat on under the App cat on Management sect on L sted n the App cat on Management page s the Web App cat ons group ng, as seen n F gure 4-3
FIGURE 4-3 The Manage Web App cat ons nk s a so ocated n the App cat on Management
sect on.
Application Pools An IIS app cat on poo s an so ated memory space that s routed to one or more worker processes w th n the secur ty context of a user A worker process (w3wp exe) runs Web app cat ons and hand es requests sent to a server for a spec fic app cat on poo A Web app cat on w th ts own app cat on poo w not be affected by prob ems w th other app cat ons n separate app cat on poo s In F gure 4-4, two Web app cat ons (https://extranet.contoso.com and http://portal.contoso.com) are
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TIP A content database comp ete y conta ns a s te co ect on. A content database assoc ated w th Web App cat on1 can be removed and assoc ated w th Web App cat on2. A s te co ect ons n th s content dataset w then be ava ab e n Web App cat on2 under ts or g na managed path. The except on s when the URL s a ready n use, such as the root managed path.
To manage content databases, browse to Centra Adm n strat on, App cat on Management, Databases, Manage Content Databases, as shown n F gure 4-5
FIGURE 4-5 Locat on of the Manage Content Databases nk n Cent a Adm n st at on.
You add more databases v a the Manage Content Databases nterface From here, you can add or manage content databases, as we as v ew nformat on about a content database, as shown n F gure 4-6
FIGURE 4-6 The Manage Content Databases nte face.
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Database information The database nformat on sect on shows the database server name, database name, and status Chang ng the status to Offl ne prevents new s te co ect ons from be ng created n that content database It a so shows the type of authent cat on that was defined dur ng
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the assoc ated Web app cat on creat on when t s the first content database, or dur ng content database creat on for subsequent databases IMPORTANT To prevent s te co ect ons from be ng created n a database, set the max mum number of s tes to the current number n the database. Offl ne data bases have had ssues n prev ous vers ons of SharePo nt Server and m ght n 2010 as we . Note that th s nterface refers to s te co ect ons, not subs tes.
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Database Versioning and Upgrade New for SharePo nt Server 2010, th s property s he pfu when upgrad ng databases to a new vers on of SharePo nt It w d sp ay the current patch vers on as we as the SharePo nt Server vers on Regard ess of whether you upgraded from SharePo nt Server 2007 or not, the page d sp ays databases and the r re evant nformat on to serv ce packs and updates
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Failover Server Th s s a new feature n SharePo nt Server 2010 to support SQL database m rror ng Configur ng th s sett ng does not configure database m rror ng, t on y makes SharePo nt Server 2010 m rror ng-aware To successfu y fin sh the configurat on, you must configure database m rror ng n SQL Server Management Stud o
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Database Capacity Settings You shou d make an educated dec s on about what va ues to use for the Number Of S tes Before A Warn ng Event Is Generated and Max mum Number Of S tes That Can Be Created In Th s Database sett ngs For examp e, f you do not want your content databases to be arger than 100 GB and your s te quotas are set to 1 GB, you need to change the max mum number of s tes to 100 The defau t sett ngs are a most a ways too h gh and shou d be changed Note that th s screen refers to s te co ect ons, not subs tes
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Search Server If you are us ng SharePo nt Server 2010, you can safe y gnore the sett ng for Search Server It s used on y n a SharePo nt Foundat on 2010 nsta at on where SharePo nt Server 2010 Search s not ava ab e
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Remove Content Database Remov ng a content database d sassoc ates the database w th a Web app cat on, t does not de ete t from SQL Server There s a most never a reason to remove a content database w thout removng the ent re Web app cat on But you m ght do so when tak ng sens t ve data offl ne mmed ate y, w thout os ng the data, or re-assoc at ng a content database w th a new Web app cat on When remov ng a content database, a data rema ns n the database and can be attached to another Web app cat on for access Re-assoc at ng content databases to another Web app cat on shou d be performed on y after thorough test ng n a ab
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Preferred Server For Timer Jobs A new opt on n SharePo nt Server 2010, th s supports the separat on of serv ces on d fferent servers The SharePo nt 2010 T mer serv ce, for examp e, executes workflow steps when they are cont nued from a de ay t er or an event rece ved e sewhere
chapter 4 Bu d ng and Manag ng Web App cat ons
Creating and Extending Web Applications Creat ng Web app cat ons s one of the most bas c and fundamenta aspects of adm n ster ng SharePo nt products A Web app cat on prov des the nterface that users nteract w th from the r browsers Web app cat ons are a comb nat on of IIS v rtua servers, assoc ated content databases, and entr es for both n the configurat on database
Create a Web Application Before creat ng a Web app cat on, ver fy that the n t a configurat on s correct Many sett ngs, such as those for the host header, cannot be changed after Web app cat on creat on A though you can mod fy the sett ngs n IIS, t s not poss b e to change the sett ngs n the configurat on database A sett ngs entered n Centra Adm n strat on are wr tten to the configurat on database and w be used whenever you add new servers to the farm If the configurat on s ncorrect, you must remember to manua y update any new servers to the farm and update ex st ng servers f you restart the M crosoft SharePo nt Foundat on Web App cat on serv ce To create a new Web app cat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Web
pp cat ons, Manage Web App cat ons, and then c ck New on the A R bbon as shown n F gure 4-7
FIGURE 4-7 The New button on the R bbon s used to c eate a new Web app cat on.
2. Next, se ect the authent cat on type for th s Web app cat on Un ess your
organ zat on s everag ng C a ms Based Authent cat on, se ect C ass c Mode Authent cat on as seen n F gure 4-8 Chang ng the se ect on of authent cat on type refreshes the d a og and presents d fferent opt ons n the Create New Web App cat on d a og w ndow
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FIGURE 4-8 The Authent cat on opt ons fo a new Web app cat on. ■
Claims Based Authentication Th s s a new feature n SharePo nt Server 2010 that s bu t on the W ndows Ident ty Foundat on (WIF) It uses the dent ty of the user as we as other deta s, wh ch can or g nate w th n the user’s organ zat on, other organ zat ons, or the Internet It enab es authent cat on across W ndows-based systems and systems that are not W ndows based C a ms Based Authent cat on s a flex b e framework based on standard Secur ty Assert on Markup Language (SAML) tokens, but t s not the actua means of authent cat on TIP f you are upgrad ng from SharePo nt Server 2007 and used Forms based authent cat on or Web s ng e s gn on (SSO) authent cat on, you must convert to C a ms Based authent cat on before SharePo nt Server 2007 Web app cat ons can be used n SharePo nt Server 2010.
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Classic Mode Authentication Th s mode essent a y uses IIS authent cat on for SharePo nt Server 2010 Web app cat ons If you s mp y want to use Kerberos or NTLM, se ect C ass c Mode Authent cat on Note that Bas c authent cat on can be configured after the creat on of a Web app cat on, but not dur ng the creat on A ways use Secure Sockets Layer (SSL) when everag ng Bas c authent cat on
3. Next, you need to create a new IIS Web s te If you se ect Use An Ex st ng IIS
Web S te, the Web app cat on w read the IIS configurat on of the server runn ng Centra Adm n strat on Th s sett ng s rare y used; t’s usua y used to fix a broken Web app cat on For th s examp e, se ect Create A New IIS Web S te Choose a name that s eas y dent fied n IIS Manager The IIS Web S te, Port, Host Header, and Path opt ons are shown n F gure 4-9
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FIGURE 4-9 The S Web S te conf gu at on defau t sett ngs.
4. After defin ng the IIS Web s te name, you need to define the port number
Th s s usua y port 80 for HTTP or port 443 for HTTPS 5. Next, define the host header for the Web app cat on Th s shou d usua y be
the fu y qua fied doma n name (FQDN) for the Web app cat on A though th s can be changed ater n IIS on every server n the farm, t cannot be changed n the configurat on database You need to correct y configure the host header dur ng Web app cat on creat on IMPORTANT On y one host header can be defined dur ng Web app cat on creat on. f you requ re mu t p e host headers, such as http://porta .contoso.com and http://porta , you must add the atter n S on every server n the farm.
6. Define the path for the Web s te Un ess you are d rected to use sett ngs
other than the defau ts, the defau t sett ngs shou d work we If you must change the path, ver fy the dr ve etter ex sts on every Web server n the farm Otherw se, the creat on of the Web app cat on w fa on servers that do not have the dr ve etter
7. Depend ng on whether you se ected C a ms Based Authent cat on or C ass c
Mode Authent cat on, you’ be presented w th one of the fo ow ng opt ons for configur ng secur ty Se ect ng the C ass c Mode Authent cat on secur ty configurat on opt on d sp ays the sett ngs shown n F gure 4-10
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FIGURE 4-10 The secu ty conf gu at on defau t sett ngs fo C ass c Mode authent cat on. ■
Authentication Provider If you are creat ng an ntranet Web app cat on, strong y cons der us ng Kerberos for user authent cat on Kerberos s more secure and offers better performance than NTLM If you have mu t p e subnets, you are separated by firewa s, or the Web app cat on s Internet fac ng, you shou d use NTLM (defau t) for authent cat on If users cannot see your Kerberos D str but on Center (KDC) or the t me s out of synchron zat on, Kerberos w fa Remember to set serv ce pr nc pa names (SPNs) when se ect ng Kerberos See Chapter 15, “Configur ng Po c es and Secur ty,” for nformat on on us ng and configur ng Kerberos
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Allow Anonymous Un ess you are serv ng content for pub c consumpt on, you shou d not a ow anonymous access A though e nab ng anonymous access s a owed for co aborat ve s te co ect ons v a ts Web app cat on, t s genera y a bad pract ce to enab e t Keep n m nd that enab ng anonymous access for a Web app cat on doesn’t a ow anonymous access by tse f A s te co ect on adm n strator must a so enab e anonymous access at the s te eve
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Use Secure Sockets Layer (SSL) If your organ zat on p ans to co aborate v a an Internet-fac ng Web app cat on, enab ng SSL s recommended for secur ty You must st add an SSL cert ficate n IIS Manager f choos ng SSL Se ect ng SSL here on y changes the Web app cat on scheme (https //) n the configurat on database, t does not b nd a cert ficate to the Web s te Se ect ng the C a ms Based Authent cat on secur ty configurat on opt on d sp ays the sett ngs shown n F gure 4-11 An dent ty prov der hand es requests for trusted dent ty c a ms as an Ident ty Prov der Secur ty Token Serv ce (IP-STS) An IP-STS stores and manages dent t es and the r assoc ated attr butes The dent ty store can be an SQL database tab e, or t can use a more comp ex dent ty store such as Act ve D rectory Doma n Serv ces (AD DS) or Act ve D rectory L ghtwe ght D rectory Serv ces (AD LDS)
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FIGURE 4-11 Conf gu ng dent ty P ov de s sett ngs. ■
Enable Windows Authentication Se ect ng Kerberos or NTLM w th C a ms Based Authent cat on s not the same as se ect ng t for C ass c Mode Authent cat on You must have prev ous y configured the Secur ty Token Serv ce (STS) If you want to use on y Kerberos, Bas c, or NTLM, use C ass c Mode Authent cat on If se ect ng Bas c, you need to mod fy the authent cat on prov der after the Web app cat on has been created
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Enable ASP.NET Membership And Role Provider Type a membersh p prov der name and a ro e manager name Th s s usua y prov ded by your deve opment team
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Federated Identity Provider If us ng Federated C a ms authent cat on, enter the appropr ate nformat on n the Trusted Ident ty Prov der text box Th s nformat on s usua y prov ded by your deve opment team
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Sign In Page URL The S gn In Page URL sect on shown n F gure 4-12 s ava ab e on y when C a ms Based Authent cat on has been se ected
FIGURE 4-12 The S gn n Page URL conf gu at on sett ngs. ■
The s gn- n page URL s requ red when configur ng Forms-based authent cat on It defines the page d sp ayed for co ect ng the ogon credent a s The form w be dep oyed by your des gners or deve opers
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8. Next, enter the pub c URL The pub c URL shou d be the one most ke y
to be v s ted by your users, usua y an FQDN Un ess you are se ect ng a nonstandard HTTP port, remove the :80 from the URL, as seen n F gure 4-13 Be sure to mod fy your DNS server to nc ude the new Web app cat on
FIGURE 4-13 The Public URL conf gu at on sett ngs.
OTE SharePo nt Server 2010 g ves users the ab ty to d fferent ate ncom ng N traffic based on zones. Zones can he p sort ncom ng traffic to d fferent extended Web app cat ons w th match ng URLs. The URL entered n the user’s browser s mapped to the corre at ng zone, a ow ng greater flex b ty n so at ng and d rect ng ncom ng traffic. A Web app cat ons must be created n t a y on the D efau t zone. Refer to Chapter 15 for deta ed nformat on on creat ng and everag ng zones.
9. Dec de f you’ use an ex st ng app cat on poo or create a new app cat on
poo If secur ty and process so at on s mportant to your organ zat on, you must create an app cat on poo for each Web app cat on Creat ng an app cat on poo requ res add t ona resources such as memory and adm n strat ve t me In the 64-b t env ronment mandated by SharePo nt Server 2010, mu t p e app cat on poo s are more appea ng because you do not have the 32-b t memory restr ct ons To create a new app cat on poo , prov de an eas y dent fiab e name, as shown n F gure 4-14
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FIGURE 4-14 Conf gu ng App cat on Poo sett ngs.
10. Se ect the managed account for the app cat on poo dent ty, or reg ster
a new managed account Note that you’ have to re-enter a prev ous nformat on on the page when creat ng a new managed account 11. Next, enter the database server and database name, as seen n F gure 4-15
FIGURE 4-15 Conf gu ng Database Name and Database Authent cat on sett ngs.
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Database Server For most nsta at ons, use the defau t SQL server that was spec fied dur ng the configurat on of the farm You m ght se ect a d fferent SQL server ( nstance) f you have severa arge Web app cat ons that requ re ded cated, so ated content databases If you are us ng mu t p e nstances, use th s format
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Database Name A ways change the defau t database name to corre ate to the Web app cat on name For examp e, f the Web app cat on s http://sales.contoso.com, use WSS Content Sa es for the database name Inte gent nam ng of Web app cat ons, app cat on poo s, and databases great y eases the management of med um to arge SharePo nt Server 2010 mp ementat ons
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Database Authentication The recommended authent cat on type s W ndows authent cat on Use SQL authent cat on on y when work ng n a workgroup env ronment and when you have se ected SQL authent cat on for a database connect ons, nc ud ng the configurat on database The user ogged on to Centra Adm n strat on must a so have the ab ty to create SQL Server databases
12. Opt ona y, define a fa over database server Th s s a new feature n
S harePo nt Server 2010 to support SQL database m rror ng SQL database m rror ng a ows a database to fa over from one server to another or to another nstance The pr nc p e server s the or g na nstance, and when t fa s, SharePo nt automat ca y retr es the connect on w th the fa over server every 15 seconds (the defau t sett ng) The SharePo nt content database w need to be configured n SQL Server m rror ng to have a backup database on the fa over server Sett ng the name of the fa over server n SharePo nt does not configure the SQL backup See F gure 4-16 for a v ew of the Fa over Server configurat on sect on
FIGURE 4-16 The Fa ove Database Se ve sett ng.
13. Opt ona y, define the SharePo nt Foundat on 2010 search server A ssoc ate
a search server runn ng SharePo nt Foundat on 2010 Search serv ce w th the content database for the new Web app cat on Th s sett ng s for the SharePo nt Foundat on 2010 search server, not the SharePo nt Server 2010 search server It s gnored f SharePo nt Server 2010 s nsta ed n the farm 14. Opt ona y, change the defau t Serv ce App cat on Connect ons sett ngs
Most mp ementat ons w not requ re a change If you have custom serv ce app cat on proxy groups, you need to configure the serv ce app cat ons for th s Web app cat on MORE INFO See Chapter 6, “Configur ng Serv ce App cat ons,” for more nformat on on serv ce app cat on proxy groups.
In SharePo nt 2007, serv ces such as Search were managed by a Shared Serv ces Prov der In SharePo nt 2010, each serv ce s a standa one serv ce and can be assoc ated nd v dua y, rather than as an assoc at on w th a prov der A proxy group s s m ar to a Shared Serv ces Prov der n that you can assoc ate t w th the ent re group In the drop-down menu, the defau t s set, wh ch automat ca y configures the serv ces se ect on From the drop-down menu, se ect Custom to configure the server app cat on connect ons for the Web app cat on The configurat on area s shown n F gure 4-17 122
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FIGURE 4-17 Conf gu ng Se v ce App cat on Connect on sett ngs.
15. Last, Se ect Yes or No to part c pate n M crosoft’s Customer Exper ence
Improvement Program The overhead of th s feature s m n ma , but t st has an mpact 16. C ck OK
Extending a Web Application Extend ng Web app cat ons a ows the same content databases to serve content v a mu t p e IIS v rtua servers v a zones An examp e of th s s an organ zat on that needs to serve content nterna y v a http://portal us ng W ndows Integrated authent cat on but a so serve the same content externa y v a https://portal.contoso.com us ng Forms authent cat on over SSL for secur ty TIP f the URL needs to be accessed both nterna y and externa y, cons der us ng the most ava ab e URL as the defau t URL. Th s approach a ows system generated e ma messages us ng the defau t URL to be ava ab e, whether they are nterna or externa . Us ng the prev ous examp e, the defau t URL s https://porta .contoso.com.
To extend a Web app cat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Web
pp cat ons, Manage Web App cat ons, and se ect the Web app cat on A to extend 2. C ck Extend on the R bbon as shown n F gure 4-18
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FIGURE 4-18 The Extend button on the Web App cat ons tab on the R bbon.
3. Se ect Create A New IIS Web S te Enter a name that s eas y recogn zab e n
IIS Manager 4. Define the port number If you are us ng HTTP, th s s usua y port 80 As w th
Web app cat on creat on, th s nformat on s wr tten to the configurat on database but can be changed manua y n IIS Manager on every Web server n the farm It s best to correct y define t when creat ng the zone 5. Enter the host header The host header s usua y the FQDN of the zone, such
as extranet.contoso.com as seen n F gure 4-19 You shou d type nformat on n the Host Header text box even f you’ ass gn IP addresses n Internet Informat on Serv ces Manager
FIGURE 4-19 A ways use nte gent names fo
NOTE
S Web s tes.
f you are us ng host headers, the descr pt on changes automat ca y to the
host header p us the TCP port number.
TIP f you p an to ass gn P addresses to Web app cat ons, you shou d enter the host header nformat on at th s po nt and change the port to 80. You can a ways add more host headers as requ red n S Manager. Th s s mp fies the process of add ng more Web front end (WFE) servers to the farm.
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6. Next, you dec de f you’ use NTLM, Kerberos, or Bas c authent cat on If
you need to use Bas c authent cat on, se ect NTLM and configure authent cat on prov ders after you fin sh extend ng the Web app cat on If you use Kerberos, don’t forget to reg ster the SPN for the Defau t zone’s Web app cat on poo dent ty Secur ty configurat on opt ons are shown n F gure 4-20 MORE INFO For more nformat on on configur ng the Kerberos serv ce pr nc pa name for the doma n user account, refer to Chapter 15, “Configur ng Po c es and Secur ty.”
FIGURE 4-20 Extend ng the Web app cat on secu ty conf gu at on.
CAUTION You are not g ven the opt on to create another Web app cat on poo . Do ng so wou d break the funct ona ty of the Web app cat on extens on. Therefore, never change the app cat on poo of an extended s te n S Manager.
7. If you are extend ng the configurat on to everage the secur ty of SSL, be
sure to se ect that opt on here A though th s sett ng can be changed ater, t s eas er to do t now Note that you must configure a cert ficate for th s s te n IIS Manager after creat on before t can successfu y serve content v a SSL SharePo nt Server 2010 does not b nd the cert ficate to the IIS Web s te NOTE SSL cert ficates and ass gned P addresses are not stored n the configurat on database. f you must restore a Web server for any reason, you w need to reconfigure the Web app cat ons us ng SSL or ass gned Ps. A ternate y, you can restore S from the ast backup.
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8. Next, define the pub c URL The URL can be set to a prev ous y defined
Doma n Name System (DNS) host name for th s Web app cat on, or t can be set to a DNS host name for a Network Load Ba anc ng (NLB) IP address In SharePo nt 2007, th s was named the Load Ba anced URL
9. Se ect the zone
10. C ck OK
Deleting a Web Application Caut on shou d be exerc sed when de et ng a Web app cat on Before de et ng a Web app cat on, a ways have a ver fied farm backup To de ete a Web app cat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Web
App cat ons 2. Se ect the Web app cat on you want to de ete, and c ck De ete on the
R bbon 3. If you want to de ete the content databases, se ect Yes Otherw se, eave the
defau t sett ngs as seen n F gure 4-21
FIGURE 4-21 The opt ons ava ab e when de et ng a Web app cat on.
4. To de ete the IIS Web s te, se ect Yes It s poss b e to de ete the defin t on of
the Web app cat on n the configurat on database wh e eav ng both the content database or databases and the IIS Web s te 5. C ck De ete
To remove an extended Web App cat on from IIS, fo ow these steps 1. Open Centra Adm n strat on, App cat on Management, Web App cat ons,
Manage Web App cat ons 2. Se ect the Web app cat on you want to de ete 3. On the R bbon c ck the down arrow to d sp ay the drop-down menu for
De ete, and se ect De ete Web App cat on (See F gure 4-7 for the R bbon ocat on ) 4. If you want to de ete the content databases, se ect Yes
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5. Se ect Yes to de ete a the IIS Web s tes created for and used by the Web
app cat on 6. C ck De ete
Deleting an Extended Zone De et ng an extended zone s much ke de et ng a Web app cat on, w th the except on that you can se ect the IIS Web s te assoc ated w th the zone, but not the content database When you choose to remove SharePo nt from an ex st ng IIS Web s te, be very carefu when se ect ng the opt on from the R bbon Do not c ck the De ete button, wh ch s the pr mary opt on to de ete—you need to c ck the down arrow on the De ete button to se ect the Remove SharePo nt From IIS Web S te opt on, as seen n F gure 4-22
FIGURE 4-22 De ete a Web app cat on, o
emove t f om S.
To de ete an extended zone, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Web
App cat ons 2. Se ect the Web app cat on w th the assoc ated zone that you want to de ete
F gure 4-18 shows an examp e of the Web app cat on se ect on 3. On the R bbon, c ck the down arrow to d sp ay the drop-down menu for
De ete, and se ect Remove SharePo nt From IIS Web S te 4. C ck the down arrow to d sp ay the drop-down menu under Se ect IIS Web
S te And Zone To Remove 5. Se ect Yes, and c ck OK IMPORTANT Exerc se caut on when de et ng or remov ng SharePo nt from an S Web s te. The defau t zone w be d sp ayed and w break a zones f de eted.
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Managing Web Applications SharePo nt Server 2010 has a new R bbon nterface for a the sett ngs re ated to manag ng app cat ons The major ty of common tasks can be found n the management R bbon from Centra Adm n strat on, App cat on Management, Manage Web App cat ons When a Web app cat on s se ected, the R bbon changes to d sp ay re evant configurat on opt ons The R bbon nterface s d v ded nto the fo ow ng areas ■
Contr bute
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Manage
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Secur ty
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Po cy
Add t ona y, you need to manage the a ternate access mapp ngs (AAMs), wh ch can be found n Centra Adm n strat on, App cat on Management, Configure A ternate Access Mapp ngs These are the same AAM sett ngs found n Centra Adm n strat on, Secur ty
Configuring Web Applications After creat ng a Web app cat on, many other tasks need to be comp eted The process of creat ng a Web app cat on accomp shes on y the m n mum requ rements for defin ng a Web app cat on n the configurat on database, wh ch nc ude configur ng IIS and creat ng the first assoc ated content database To manage a content database, you need to set the focus of the R bbon to a Web app cat on In the examp e shown n F gure 4-23, SharePo nt – 80 has been se ected as the Web app cat on to configure
FIGURE 4-23 The Web App cat ons Management page n Cent a Adm n st at on.
Each Web app cat on has nd v dua sett ngs that affect a s tes and s te co ect ons hosted n that Web app cat on F gure 4-24 shows the extended Genera 128
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Sett ngs menu, wh ch nc udes d fferent opt ons than those conta ned n the pr mary Genera Sett ngs tab
FIGURE 4-24 The Gene a Sett ngs d op down menu n the Web App cat on Management page.
General Settings The Genera Sett ngs page conta ns the most common Web app cat on sett ngs A though t’s not mandatory to do so, most adm n strators w change one or many of the fo ow ng tems ■
Default Time Zone By defau t, each Web server uses the t me zone of the operat ng system If you need to set the Web app cat on to another t me zone, configure t here It s genera y a good dea to manua y set the t me zone here to prevent ncons stenc es n a oad-ba anced server farm
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Default Quota Template Each Web app cat on can have a suggested quota temp ate for s te co ect ons created there n New s te co ect ons w d sp ay th s temp ate by defau t, but the quota can be changed by the adm n strator creat ng the s te co ect on You must have prev ous y created a quota temp ate from Centra Adm n strat on, App cat on Management, Spec fy Quota Temp ates NOTE
f you have ex st ng s te co ect ons n th s Web app cat on, chang ng the
quota temp ate w
not affect those s te co ect ons. S te (s te co ect on) quotas
are used on y when creat ng s te co ect ons. f you want to change a s te co ec t on quota after creat on, you must set an nd v dua quota. nd v dua quotas are configured n Centra Adm n strat on, App cat on Management, Configure Quotas And Locks. ■
Person Name Smart Tag And Presence Settings Presence sett ngs are used to configure whether you’ a ow the d sp ay of the on ne status for Office Commun cator Server (OCS) users n SharePo nt Server 2010 The presence status s d sp ayed next to a user’s name wherever the user’s d sp ay name appears When th s opt on s d sab ed, presence nformat on w no onger appear for users of the s te By defau t, t s enab ed for a Web app cat ons
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Alerts Users are a owed to create a erts on a s tes they have access to n a g ven Web app cat on f th s sett ng s enab ed The defau t m t s 500, wh ch s a reasonab e m t for most organ zat ons However, you m ght need to ncrease or decrease th s number based on your requ rements Be carefu not to ra se the m t too h gh, because a user m ght subscr be to thousands of a erts and the resu t ng effect wou d be both SharePo nt Server 2010 and Exchange Server performance degradat on
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RSS Settings Rea y S mp e Synd cat on (RSS) feeds a ow users to subscr be to sts and brar es for s tes w th a compat b e RSS reader, such as M crosoft Out ook 2010 By defau t, th s s enab ed for the Web app cat on and s ava ab e to many Web parts Note that t must be manua y enab ed for many sts and brar es
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Blog API Settings Th s s enab ed by defau t and a ows user names and passwords to be sent v a the B og API One of the most common uses of the b og API s us ng M crosoft Office Word 2010 to compose b ogs and then pub sh d rect y to a SharePo nt Server 2010 b og s te
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Browser File Handling When users up oad fi es to SharePo nt Server 2010 or you have custom code n sts, brar es, or the SharePo nt Root, you can define how those fi es are executed Un ess you have a contro ed env ronment, you shou d eave the defau t sett ng of Str ct Th s prevents attacks, such as cross-s te scr pt ng, from comprom s ng the ntegr ty of your server farm The Str ct sett ng forces the code to be executed on the c ent browser, not on the phys ca SharePo nt Server 2010 Web server
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Web Page Security Validation Th s property w automat ca y cease a sess on for s tes n the Web app cat on f the sess on has been d e for a spec fic amount of t me By defau t, the t me sett ng s 30 m nutes If users attempt to access a page n a s te after be ng d e for more than the set amount of t me, the page w have to be refreshed or the connect on w have to be re-estab shed Th s s most usefu when a Web app cat on s us ng Forms-based authent cat on If a c ent ogs on from a pub c computer, the sess on s authent cated for on y 30 m nutes Th s m n m zes the r sk of a SharePo nt Server 2010 sess on browser be ng used for an ndefin te per od of t me If you are us ng W ndows authent cat on w th Internet Exp orer’s automat c ogon w th current user name and password, the reva dat on of secur ty w happen transparent y to the user
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Send User Name And Password In E-mail Th s funct ona ty s used on y when SharePo nt Server 2010 s nsta ed n Act ve D rectory account creat on mode Th s mode s for Internet Serv ce Prov ders and s rare y used for organ zat ona SharePo nt Server 2010 server farms If you d d not se ect the advanced nsta at on opt on of Act ve D rectory account creat on mode, th s sett ng has no effect on your Web app cat on, regard ess of the sett ng
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TIP A though th s sett ng probab y doesn’t affect your Web app cat on for better or worse, many adm n strators w set th s to No to reduce concerns from the nformat on Assurance aud tor. ■
Master Page Setting For Application Layouts Pages If you do not enab e th s sett ng, a layouts pages for th s Web app cat on w use the app cat on master page n the SharePo nt Root d rectory Th s s usua y unacceptab e because pages, such as the S te Sett ngs page, w use a d fferent master page than the rest of the s te F gure 4-25 shows the S te Sett ngs page Note the URL n the address bar of http://portal.contoso.com/ hr/ layouts/settings.aspx
FIGURE 4-25 S te Sett ngs s an examp e of a page us ng layouts. ■
Recycle Bin F rst, turn ng off the Recyc e B n on an act ve Web app cat on w empty both the first and second stages on a Recyc e B ns, and that act on s not eas y reversed Second, the t me-based exp rat on sett ng s a g oba sett ng Therefore, tems do not exp re from the first stage to the second stage When the t me-based m t s reached, the tem s expunged Th nk of t th s way f the t me-based sett ng was 90 days and a user empt ed her Recyc e B n 60 days after n t a y de et ng an tem, the tem w rema n n the second stage for 30 days Th rd, f you turn off t me-based exp rat on and do not use s te quotas, the second stage w have no m t Because the second stage s based on the s te quota, s te co ect ons w thout quota w essent a y have no second stage storage m t As you can see, the Recyc e B n shou d be carefu y thought out
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Maximum Upload Size The max mum up oad s ze m ts the s ze of s ng e fi es or the aggregate s ze of mu t p e fi es n a s ng e up oad act on The atter opt on s often m sunderstood or unknown to adm n strators The defau t sett ng s 50 MB For most network nfrastructures, 200 to 300 MB s the upper m tat on un ess there w be no Internet access or w de area network (WAN) access by users If you beg n to get t meouts on up oads you m ght need to decrease the max mum up oad s ze sett ng
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Customer Experience Improvement Program The overhead of th s feature s m n ma , but t st has an mpact It s not recommended for Internet-fac ng s tes
Resource Throttling Resource thrott ng s a new feature n SharePo nt Server 2010, w th opt ons for thrott ng server resources and arge sts for each Web app cat on Thrott ng s a performance contro des gned to m t users’ ab ty to negat ve y affect server performance and to contro resource ut zat on dur ng peak usage Server resources mon tored by defau t are CPU, Memory, Requests n Queue, and Wa t T me w fu w w
SharePo nt Server 2010 checks resources every 5 seconds and a thrott ng per od beg n after 3 unsuccessfu checks Th s thrott ng per od w end w th a successcheck Dur ng a thrott e per od, HTTP GET requests and Search Robot requests generate a 503 error and w be ogged n the event v ewer No new t mer jobs start dur ng a thrott ng per od To enab e resource thrott ng, do the fo ow ng
1. On the Genera Sett ngs R bbon, se ect Resource Thrott ng 2. Enter va ues for the L st V ew Thresho d opt on Th s opt on m t quer es
w th n a st to guard aga nst performance degradat on w th too many st tems In SharePo nt Server 2010, a st can support up to 50 m on tems If a st conta ns a arge number of tems, quer es w th too many resu ts w be very s ow If a user tr es an act on that wou d h t a thrott e m t, a message w appear st ng a ternat ve methods that w not affect farm performance Two thousand tems n a v ew s the accepted performance m t n SharePo nt Server 2010 Increas ng the m t beyond 2000 tems can have negat ve performance mp cat ons for your Web servers and database servers The defau t sett ng s 50000 3. A ow or d sa ow object mode overr de Th s a ows users w th the correct
perm ss ons to programmat ca y overr de the L st V ew Thresho d sett ng for spec fic quer es Custom code w most often commun cate d rect y w th the object mode 4. Set the st v ew thresho d for aud tors and adm n strators 5. Define the L st V ew Lookup Thresho d The defau t of 8 genera y works n
new mp ementat ons L st v ew ookups can often go beyond s x fie ds In th s event, you need to ncrease the m t Quer es that have many ookup fie ds can s gn ficant y decrease database performance 132
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6. Define the L st Un que Perm ss on Thresho d Th s opt on s rare y changed
7. Turn Backward-Compat b e Event Hand ers on or off By defau t, th s s off
If you have a arge amount of deve opment work n SharePo nt Server 2007 that everaged event hand ers for sts or brar es, you w want to turn th s on Check w th your deve opers f you are upgrad ng from SharePo nt Server 2007 8. Configure HTTP Request Mon tor ng And Thrott ng Th s changes the sett ng
n IIS for a Web servers n the farm, for th s Web app cat on
9. Define the Change Log constra nts Be carefu not to reduce th s too much
because t w negat ve y affect servers that re y on h story nformat on for s tes conta ned n the Web app cat on 10. C ck OK
Workflow From the Genera Sett ngs drop-down menu, se ect Workflow Workflows are enab ed by defau t for a Web app cat ons You can mod fy the g oba workflow sett ngs from the Workflow Sett ngs opt on n Centra Adm n strat on In the Web app cat on Workflow Sett ngs management nterface, you can enab e or d sab e workflows for a Web app cat on and mod fy task not ficat ons Here are the opt ons n that nterface ■
Enable User-Defined Workflows When set to Yes, th s opt on a ows users to create and dep oy SharePo nt Server 2010 dec arat ve workflows Users w need at east the des gn perm ss on eve on the s te n a part cu ar Web app cat on These are not code-centr c workflows dep oyed to the server as comp ed code
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Alert Internal Users Who Do Not Have Access You can dec de whether to a ert nterna users who do not have s te success yet have been defined as a workflow part c pant Th s not ficat on s enab ed by defau t Upon se ectng the embedded hyper nk e-ma ed to them, users can request perm ss on to access the s te Se ect ng No a ows workflow tasks to be ass gned on y to users who have pr or perm ss on on the target tem of the workflow
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Allow External Users To Participate In Workflow You can enab e documents to be e-ma ed to externa part c pants n a workflow Th s feature s d sab ed by defau t, and f secur ty s paramount n your organ zat on t shou d be eft d sab ed
Outgoing E-mail At a m n mum, you shou d se ect outgo ng ma sett ngs, or a ert ng w not f unct on The SMTP Re ay Server, From Address, and Rep y To Address sett ngs must be defined for outgo ng e-ma to work SEE ALSO Deta s on ncom ng E ma sett ngs are deta ed n Chapter 3, “Configur ng Core Operat ons.”
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To configure Outgo ng E-ma sett ngs, do the fo ow ng 1. From the Genera Sett ngs drop-down menu, se ect Outgo ng E-ma 2. Define the outgo ng SMTP server Th s can be any SMTP-comp ant server
that SharePo nt can connect to us ng TCP port 25 3. Define the from address Th s address w
appear as the sender of the e-ma
message 4. Define the rep y-to address Th s does not need to be the same as the from
e-ma , wh ch a ows the e-ma to be sent to a d fferent address 5. Se ect the character set Th s w
be the character set of the e-ma be ng sent The defau t s UTF-8, wh ch s most common y used for e-ma , and a ows for characters be ng used n a anguages Un code supports
IMPORTANT The SMTP server spec fied n SharePo nt Foundat on 2010 and SharePo nt Server for outgo ng e ma must a ow re ay ng by P address. SharePo nt products do not authent cate outbound e ma . You must use another method for h gh ava ab ty, because ne ther SharePo nt Foundat on 2010 nor SharePo nt Server a ows for mu t p e SMTP server addresses.
Mobile Account The mob e a ert feature a ows users to subscr be to a erts w th the r mob e phones The dea beh nd the funct ona ty s many profess ona s prefer to get mportant a erts v a mob e text (SMS) rather than v a e-ma Not a users have smart phones, or smart phones that are compat b e w th the r corporate e-ma system Configur ng mob e a erts a ows not ficat on to a most any ce u ar te ephone The feature does come w th some drawbacks, however F rst of a , you must have a subscr pt on w th a th rd-party SMS prov der The SMS prov der acts as a “man n the m dd e” to re ay mob e messages to ce u ar prov ders Th s comes at a cost A though the future of th s space s w de y unknown, current pr ces range from $ 02 USD to $ 06 USD You can find a st of SharePo nt Server 2010 compat b e prov ders at http://messaging.office.microsoft.com/HostingProviders.aspx?src=O14&lc=1033 There s a constant y chang ng st, and your costs w vary based on your geograph c ocat on and vo ume of prepa d SMS a erts NOTE There s no method to thrott e a erts at the Web app cat on eve . f you have a user who subscr bes to hundreds of a erts or you have a system error, you cou d qu ck y ncrease the costs assoc ated w th your th rd party prov der. Most adm n strators w want to configure thrott ng w th the th rd party prov der to m t gate these r sks.
To configure the Text Message (SMS) serv ce, do the fo ow ng 1. Subscr be to an on ne SMS prov der, and note the URL and user name/
password g ven by the prov der 2. Browse to Centra Adm n strat on, System Sett ngs, Configure Mob e
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3. Enter the URL prov ded by the SMS prov der 4. Enter the user name and password g ven to you by the SMS prov der 5. Test account sett ngs
SharePoint Designer 2010 Governance New n SharePo nt Server 2010 s the ab ty to govern SharePo nt Des gner 2010 users To manage SharePo nt Des gner 2010 po c es, browse to Centra Adm n strat on, App cat on Management, Manage Web App cat ons, and se ect the Web app cat on to configure Se ect SharePo nt Des gner from the Genera Sett ngs drop-down menu n the management R bbon, as seen n F gure 4-26
FIGURE 4-26 Se ect Sha ePo nt Des gne f om the Gene a Sett ngs menu.
The fo ow ng opt ons are ava ab e to contro SharePo nt Des gner 2010 users ■
A ow SharePo nt Des gner To Be Used In Th s Web App cat on
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A ow S te Co ect on Adm n strators To Detach Pages From The S te Temp ate
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A ow S te Co ect on Adm n strators To Custom ze Master Pages And Layout Pages
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A ow S te Co ect on Adm n strators To See The URL Structure Of The Web S te
S te co ect on adm n strators can further de egate SharePo nt Des gner erm ss on to s te owners To de egate perm ss ons to s te owners, browse to a s te p co ect on From S te Act ons, S te Sett ngs, se ect SharePo nt Des gner Sett ngs n the S te Co ect on Adm n strat on group ng S te co ect on adm n strators can then contro the same opt ons seen n Centra Adm n strat on
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Manage Features In a SharePo nt Server 2010 farm, there are d fferent eve s where features can be nsta ed farm, Web app cat on, s te co ect on, and s te In Centra Adm n strat on, App cat on Management, you can deact vate and act vate nsta ed features that are scoped to the Web app cat on To act vate or deact vate features, c ck Manage Features on the R bbon Be sure you se ect the correct Web app cat ons before mod fy ng, as seen n F gure 4-27
FIGURE 4-27 The Manage Featu es opt on on the Web app cat on R bbon.
Managed Paths From the Manage area of the R bbon on the Web App cat ons tab, c ck Managed Paths, as seen n F gure 4-28
FIGURE 4-28 The Manage Paths opt on on the Web app cat on R bbon.
If you have a med um-sca e or arger mp ementat on, g ve ser ous c ons derat on to extend ng the defau t set of managed paths A managed path s defined as the path n the Un form Resource Ident fier (URI) that s managed by SharePo nt products As an examp e, sites s the managed path n http://portal.contoso.com/sites/madison Managed paths cannot be m ted for use by spec fic secur ty groups, nor can they be targeted d rect y w th aud ences They are s mp y a way to organ ze a arge quant ty of s te co ect ons When us ng managed paths, you can have two s te co ect ons w th the same name For examp e, http://portal.contoso.com/HR/Meetings and http://portal.contoso.com/Sales/Meetings When add ng a new path, you have the opt on e ther to nc ude on y that path (exp c t nc us on) or to spec fy that path and a subord nate paths (w dcard nc us on) If the path http://portal.contoso.com/sites was spec fied as an exp c t nc us on,
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content can st be served from the WFE fi e system at http://portal.contoso.com/ sites/path When creat ng an exp c t- nc us on managed path, you can then create a s ng e s te co ect on n the root of that path If http://portal.contoso.com/sites was spec fied as a w dcard nc us on, mu t p e named s te co ect ons can be created under that path SEE ALSO For more nformat on on serv ce connect ons, see Chapter 6.
Alternate Access Mappings A ternate Access Mapp ngs s the second opt on n the Web App cat on area of App cat on Management n Centra Adm n strat on (See F gure 4-29 )
FIGURE 4-29 The Web App cat ons sect on of App cat on Management n Cent a Adm n st at on.
To access a ternate access mapp ngs, fo ow these steps 1. The account ogged nto Centra Adm n strat on must be a member of the
farm Adm n strator’s group 2. From Centra Adm n strat on, se ect App cat on Management 3. Under Web App cat ons, you w
find two nks Manage Web App cat ons and Configure A ternate Access Mapp ngs Se ect the second nk, C onfigure A ternate Access Mapp ngs F gure 4-30 shows the A ternate Access Mapp ngs configurat on page
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In th s examp e, the nterna URL a ready ex sts, but you must add an a ternate access mapp ng for the externa URL If you do not add the a ternate access mapp ng URL, the host fie d returned n an externa user’s browser w be ncorrect Therefore, an externa user wou d be returned http://portal.contoso.com, when n fact the user shou d be returned https://external.contoso.com In add t on, the embedded URLs n a ert e-ma s wou d be sent ncorrect y CAUTION Abso ute URLs (URLs that are hard coded on a Web page or document) cannot be mapped.
Configure Alternate Access Mapping You can ed t the pub c URLs from the Configure A ternate Access sett ngs under Web App cat ons found n the App cat on Management sect on of Centra Adm n strat on There are three cho ces when mod fy ng AAMs Ed t Pub c URLs, Ed t Defau t Interna URL/Add Interna URL, and Map To Externa Resources
Edit Public URLs You can ed t pub c URLs from the A ternate Access Mapp ngs page shown n F gure 4-30 By defau t, there s no AAM co ect on se ected; th s feature s for your protect on After se ect ng a co ect on, you have severa opt ons for defin ng the pub c URLs Pub c URLs fi n the URI and author ty to correspond w th the or g nat ng URL from the browser For examp e, f a user types http://portal.contoso.com, that w be the return address n the browser Converse y, f a user types https://external.contoso.com n the browser, he w be d rected to that URL If the user types a URL that does not ex st as an a ternate access mapp ng, the request w fa For examp e, f you are us ng two d fferent IIS v rtua servers to pub sh the same content database or databases and your defau t nterna URL s http://portal and your extranet URL s https://external.contoso.com, you configure a ternate access URLs as fo ows ■
The defau t nterna URL s http://portal.contoso.com
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E ther the Internet, Extranet, or Custom URL sett ng shou d be https://portal.contoso.com
When users v s t http://portal, they are assumed to be on the nterna network and w be returned content to http://portal.contoso.com Converse y, f they v s t https://portal.contoso.com, t s assumed that they are com ng from an externa network and are returned to https //porta contoso com as the correct address Th s be ng the case, your secur ty shou d not re y on AAM and zones because they mere y supp ement your firewa and router po c es
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Edit Default Internal URL/Add Internal URL To ed t the defau t URL, se ect Add Interna URL, se ect the AAM co ect on, and change the URL protoco , host, and port; however, do not change the zone A ternate y, you can s mp y se ect the hyper nk of the Web app cat on to reach the same nterface
Map To External Resources In add t on to mapp ng server farm URLs, you can a so map URLs to externa resources Most nsta at ons do not use th s feature, but t can be enab ed to a ow access, through SharePo nt, to other IIS Web app cat ons
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CHAPTER 5
Creating and Managing Site Collections ■
S te Creat on Modes 141
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Creat ng S te Co ect ons 144
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S te Sett ngs 147
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S te Co ect on Secur ty 171
C
reat ng s te co ect ons s one of the bas c funct ons performed by SharePo nt adm n strators, and somet mes, users Part of the success of M crosoft SharePo nt s the ease w th wh ch new s tes can be prov s oned, wh ch s a major advantage over bu d ng a Web s te from scratch Th s chapter w exp ore the ns and outs of s te co ect ons, part cu ar y the d fferent ways they can be created and the r management after creat on
Site Creation Modes One cr t ca dec s on that must be made by a SharePo nt Server 2010 adm n strator n the process of p ann ng a med um or arge-sca e dep oyment s how, and by whom, new s tes w be created W thout adequate thought g ven to th s ssue, a SharePo nt Server 2010 farm can qu ck y become unmanageab e The ease w th wh ch a new s te co ect on can be prov s oned necess tates a we thought-out strategy to prevent an exp os on of s tes w th no rea organ zat ona h erarchy or that are unmanageab e There are two nat ve y supported s te creat on modes adm n strat ve y contro ed s te creat on and se f-serv ce s te creat on Th s sect on c ar fies the d fferences between the two and prov des some gu dance n choos ng a s te co ect on creat on strategy
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Determining Which Mode to Use The dec s on of wh ch s te creat on mode to use s dependent on many factors re at ng to your farm arch tecture and the eve of a typ ca user’s SharePo nt Server 2010 educat on W th adm n strat ve y contro ed s te creat on, on y farm adm n strators can create new s te co ect ons and on y through Centra Adm n strat on In an env ronment where s te co ect on creat on must be t ght y contro ed, m t ng th s ab ty to farm adm n strators s preferred Power users (or anyone w th Fu -Contro or H erarchy Manager perm ss ons) can st create subs tes d rect y from parent s tes w thout need ng access to Centra Adm n strat on If certa n users need the ab ty to create s te co ect ons, poss b y for nforma or “throw-away” type use for temporary projects or other co aborat ve needs, you can enab e se f-serv ce s te creat on Th s funct ona ty a ows spec fied users to create the r own s te co ect ons n the S tes d rectory One other cons derat on n determ n ng how s tes shou d be created s the hand ng of perm ss ons S te co ect on perm ss ons must be spec fied nd v dua y, whereas subs tes can nher t perm ss ons from a parent In a s tuat on where many users need access to many d fferent s te co ect ons, perm ss ons can be d fficu t to manage w th se f-serv ce s te creat on because of the need to spec fy perm ss ons for each s te co ect on nd v dua y
Enabling Self-Service Site Creation To enab e se f-serv ce s te creat on for a part cu ar Web app cat on, there must be a s te a ready created at the root of the Web app cat on Otherw se, you w rece ve an error when attempt ng to enab e se f-serv ce s te creat on To enab e se f-serv ce s te creat on, do the fo ow ng 1. Open the Centra Adm n strat on Web s te 2. In the App cat on Management sect on, c ck the Manage Web App cat ons
nk 3. On the Web App cat ons Management tab, se ect a Web app cat on by
c ck ng on t 4. In the Secur ty sect on of the management R bbon, c ck the Se f-Serv ce S te
Creat on button, as seen n F gure 5-1
FIGURE 5-1 Se f Se v ce S te C eat on button on the R bbon.
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5. In the Se f-Serv ce S te Co ect on Management d a og box, se ect the On
opt on to enab e se f-serv ce s te creat on 6. Opt ona y, se ect the Requ re Secondary Contact check box to requ re
that a secondary contact name be supp ed when users create s tes us ng se f-serv ce s te creat on, as seen n F gure 5-2 If you’ use automat c s te de et on, requ r ng a secondary contact s recommended
FIGURE 5-2 Se f Se v ce S te Co ect on Management page.
7. C ck OK to save the sett ngs
Site Use Confirmation and Deletion S te use confirmat on and de et on prov des a method of c ean ng up the content database by de et ng s tes w th n a Web app cat on that are unused or no onger needed When not ficat ons are turned on, s te owners automat ca y rece ve e-ma messages regard ng s tes that have been unused for a spec fied number of days They can then confirm that the r s te co ect on s st n use or a ow t to be de eted f automat c de et on s enab ed IMPORTANT Outgo ng e ma must be configured for the farm n order for not ficat ons about s tes to be sent to s te contacts.
The fo ow ng steps can be used to enab e s te use confirmat on and de et on 1. Open the Centra Adm n strat on Web s te 2. On the Home page, c ck the App cat on Management head ng 3. On the App cat on Management page, n the S te Co ect ons sect on,
c ck the Confirm S te Use And De et on nk NOTE A though the Confirm S te Use And De et on nk s found under the S te Co ect ons head ng, th s sett ng s configured at the Web app cat on eve . Th s sett ng cannot be configured on a s te co ect on bas s.
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4. On the S te Use Confirmat on And De et on page, n the Web App cat on
sect on, choose a Web app cat on, as seen n F gure 5-3
FIGURE 5-3 Web App cat on sect on of the S te Use Conf mat on And De et on page.
5. In the Confirmat on And Automat c De et on Sett ngs sect on (shown n
F gure 5-4), se ect the Send Ema Not ficat ons To Owners Of Unused S te Co ect ons check box 6. Type the number of days to wa t after s te creat on or confirmat on before
send ng e-ma not ficat ons n the text box
7. Se ect the frequency and t me of day to check for unused s te co ect ons and
send not ficat ons 8. Opt ona y, se ect the Automat ca y De ete S te Co ect ons If Use Is Not
Confirmed check box, and n the text box type the number of not ces that shou d be sent before de et ng Be sure to thorough y test th s funct ona ty n your mp ementat on before enab ng t It s poss b e that a s te co ect on adm n strators cou d be not fied to keep or de ete a s te co ect on
FIGURE 5-4 Conf mat on And Automat c De et on Sett ngs sect on of New S te
Co ect on page.
9. C ck OK to save the sett ngs
Creating Site Collections A site collection s a group ng of s tes that nc udes a top- eve s te and a subs tes Subs tes are created from the top- eve s te through the S te Act ons menu and are genera y re ated to the top- eve s te as we as each other Subs tes can nher t the r secur ty sett ngs and nav gat ona scheme from the r parent, or they can define the r own
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Creating a Site Collection Through Central Administration S te co ect ons are created from the Centra Adm n strat on Web s te To create a s te co ect on, perform the fo ow ng steps 1. Open the Centra Adm n strat on Web s te 2. In the App cat on Management sect on, c ck the Create S te Co ect ons nk 3. On the Create S te Co ect on page, n the Web App cat on sect on, choose
the Web app cat on where the s te co ect on shou d be created 4. In the T t e And Descr pt on sect on, type a t t e for the s te n the T t e
text box and (opt ona y) type a descr pt on for the s te n the Descr pt on text box 5. In the Web S te Address sect on (shown n F gure 5-5), choose a managed
path for the s te and type the URL where the s te shou d be created NOTE On y the w dcard managed paths that have a ready been defined w
be
ava ab e n the drop down menu. See Chapter 4, “Bu d ng and Manag ng Web App cat ons,” for nformat on on creat ng managed paths. The sites managed path s created automat ca y when a Web app cat on s prov s oned.
FIGURE 5-5 Web S te Add ess sect on of the New S te Co ect on page.
6. In the Temp ate Se ect on sect on (shown n F gure 5-6), choose a s te
temp ate to use to create the top- eve s te n your s te co ect on NOTE The temp ates that are ava ab e w vary based on a number of factors, nc ud ng wh ch vers on of SharePo nt Products s nsta ed and whether there are any custom s te temp ates nsta ed. f you have mu t p e anguage packs nsta ed, you w
a so need to se ect a
anguage for the s te.
FIGURE 5-6 Temp ate Se ect on sect on of the C eate S te Co ect on page.
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7. In the Pr mary S te Co ect on Adm n strator sect on, type the name of the
user who w co ect on
perform the s te co ect on adm n strator dut es for the s te
8. Opt ona y, n the Secondary S te Co ect on Adm n strator sect on, type the
name of a secondary s te co ect on adm n strator
9. C ck OK to create the s te co ect on When the s te co ect on has been
c reated, you w be d rected to the Top- eve S te Successfu y Created page, where there w be a nk to the new y created s te co ect on
Creating a Site Collection Using the Self-Service URL When an adm n strator enab es se f-serv ce s te creat on, an announcement s added to the top- eve s te n the s te co ect on w th a nk to the se f-serv ce URL Th s URL can be prov ded to users for creat ng s tes as needed To create a s te co ect on, do the fo ow ng 1. Nav gate to the top- eve s te n the s te co ect on and find the se f-serv ce
s te creat on announcement n the Announcements st NOTE The Announcements st s not automat ca y shown on the Home page of the Team S te temp ate as t was n SharePo nt 2007. E ther you have to add the st v ew Web part to the home page manua y or users w
have to c ck the V ew A
S te Content nk and then c ck the Announcements nk under L sts.
2. Open the announcement 3. In the body of the announcement, c ck the nk prov ded, as shown n
F gure 5-7
FIGURE 5-7 Se f se v ce s te c eat on announcement.
4. In the T t e And Descr pt on sect on, type a t t e for the s te n the T t e
text box and (opt ona y) type a descr pt on for the s te n the Descr pt on text box
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5. In the Web S te Address sect on, type the URL where the s te shou d be
c reated On y w dcard managed paths are ava ab e outs de of Centra Adm n strat on 6. In the Temp ate Se ect on sect on, choose a s te temp ate to use to create the
top- eve s te n your s te co ect on
7. C ck Create to create the s te co ect on
8. You w
be sent to the Set Up Groups For Th s S te page, where you can c reate the groups to be used for the V s tors, Members, and Owners ro es on the s te
9. In the V s tors To Th s S te sect on, eave Create New Group se ected and
eave the defau t name n the Name text box You can add users to th s group d rect y from th s page by add ng them us ng the Peop e P cker be ow the membersh p st text box, as demonstrated n F gure 5-8
FIGURE 5-8 S te V s to s g oup membe sh p sect on of the New S te Co ect on page.
10. Add users to the Members and Owners groups as needed 11. C ck OK to save the group sett ngs
Site Settings Top- eve s tes, as we as subs tes, are managed through the S te Sett ngs page In a s te co ect on, each subs te has ts own S te Sett ngs page, and the top- eve s te has a S te Sett ngs page that app es to the s te co ect on tse f To access the S te Sett ngs page for any s te, s mp y c ck the S te Sett ngs nk on the S te Act ons menu From the S te Sett ngs page of a subs te or workspace, the s te co ect on sett ngs page can be accessed from the S te Co ect on Sett ngs sect on, where there s a nk to the top- eve S te Sett ngs page The sett ngs shown on the S te Sett ngs page are fi tered based on the user’s ro e w th n the s te co ect on TIP To manage the s te co ect on sett ngs, you must be a s te co ect on adm n strator. To manage s te sett ngs (for the top eve s te and subs tes), you must be a s te owner. f you see s te sett ngs on y n the top eve s te, and not the s te co ect on sett ngs, you are not a s te co ect on adm n strator.
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Regional Settings Reg ona sett ngs contro how a s te behaves, nc ud ng how sts are sorted and how va ues such as dates are d sp ayed Reg ona sett ngs for a s te are based on standards for a part cu ar reg on of the wor d For examp e, some parts of the wor d use a 24-hour c ock, and others, such as the Un ted States, use a 12-hour c ock as a genera ru e A so, some reg ons of the wor d use the Gregor an ca endar and other reg ons use d fferent ca endars Here are the reg ona sett ngs ava ab e to a s te ■
Locale The wor d reg on that sett ngs shou d be based on
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Sort Order The method used for sort ng
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Time Zone The standard t me zone
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Calendar The type of ca endar used, such as Gregor an or Buddh st
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Secondary Calendar An add t ona ca endar to prov de extra nformat on about the ca endar features
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Work Week The standard work ng days of the week for the reg on Th s nc udes other sett ngs, such as first day of the week and first week of the year, as we as workday start and end t mes
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Time Format Defines e ther the 12-hour or 24-hour c ock
Reg ona sett ngs for a s te can be managed through the Reg ona Sett ngs nk on the S te Sett ngs page of the s te
Creating and Managing Document Libraries Document brar es prov de a centra ocat on for stor ng and manag ng documents They can be organ zed nto fo der h erarch es as n the trad t ona network fi e share mode , but w th much better management capab t es, such as document check- n and check-out, automat c vers on ng, and ntegrated workflow
Create a Document Library To create a document brary, fo ow these steps 1. From the S te Act ons menu, c ck New Document L brary 2. Type a name and descr pt on for the document brary 3. Spec fy whether to d sp ay the new document brary on the Qu ck Launch
too bar 4. Spec fy whether to turn on vers on ng for the document brary 5. Choose a document temp ate to be used when creat ng new documents n
th s brary 5. C ck Create to create the document brary
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NOTE The document temp ate does not m t the document brary to stor ng on y a s ng e type of document. Th s s s mp y used to determ ne the type of document that shou d be created when a new document s created from the menu. Any types of documents that are not restr cted can be stored n the document brary.
Configuring Document Library Versioning Settings One of the most powerfu document management features of SharePo nt Server 2010 s vers on ng Vers on ng tracks changes to a document throughout ts fe cyc e and prov des the ab ty to go back and ook at the document as t ex sted at any prev ous po nt where a vers on was saved SharePo nt prov des the ab ty to track major and m nor vers ons of a document Document brar es can be configured to requ re documents to be checked out before they can be ed ted Check ng out the document ocks t for ed t ng to prevent mu t p e users from nterfer ng w th one another wh e try ng to ed t the fi e If check-out s requ red, a user must check n a document before another user can check t out for ed t ng To configure vers on ng and check-out requ rements for a document brary, do the fo ow ng 1. From the document brary defau t page, c ck the L brary tab n the
management R bbon 2. In the L brary R bbon, n the Sett ngs sect on, c ck L brary Sett ngs 3. On the Document L brary Sett ngs page, c ck Vers on ng Sett ngs 4. On the Vers on ng Sett ngs page, n the Content Approva sect on, se ect Yes
to turn on content approva for the document brary Th s w cause new tems and changes to ex st ng tems to rema n n a draft state unt they are approved 5. In the Document Vers on H story sect on, choose whether to mp ement
ajor vers ons, major and m nor vers ons, or no vers on ng You can a so m spec fy how many major vers ons to keep and how many of those major vers ons to keep drafts for 6. In the Draft Item Secur ty sect on, choose who shou d be ab e to v ew drafts
of documents n the brary
7. In the Requ re Check-Out sect on, choose whether to requ re documents to
be checked out before ed t ng 8. C ck OK to save the sett ngs An examp e of the Vers on ng Sett ngs page can
be seen n F gure 5-9
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FIGURE 5-9 Document b a y Ve s on ng Sett ngs page.
Configuring Document Library Advanced Settings The document brary Advanced Sett ngs page prov des a catch-a for m sce aneous sett ngs re ated to document brar es The fo ow ng st descr bes the sett ngs ava ab e on the Advanced Sett ngs page
150
■
Content Types Spec fies whether to a ow the management of content types on th s document brary Each content type w appear on the new button and can have a un que set of co umns, workflows, and other behav ors
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Document Template Spec fies the URL to the temp ate to be used for new documents If mu t p e content types are enab ed, th s sett ng s managed per content type
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Opening Documents In The Browser Spec fies the behav or that shou d be used when open ng a document, whether to open the document n the c ent app cat on or the browser If the c ent app cat on s unava ab e, the browser w a ways be used
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Custom Send To Destination Spec fies the name and URL of a dest nat on that shou d appear n the Send To context menu opt on of documents n the brary
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Folders Spec fies whether the New Fo der menu tem s ava ab e n the too bar
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Search Spec fies whether documents n the brary shou d be nc uded n search resu ts
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Offline Client Availability Spec fies whether the document brary shou d be ava ab e to offl ne c ents
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Site Assets Library Spec fies whether th s brary shou d be presented as the defau t ocat on for stor ng mages or other fi es that users up oad to the r w k pages
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Datasheet Spec fies whether datasheet mode s ava ab e for bu k ed t ng of th s document brary
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Dialogs If d a og boxes are ava ab e, spec fy whether to aunch the new, ed t, and d sp ay forms n a d a og box Se ect ng No causes these act ons to nav gate to the fu page
Configuring Other General Settings There are many other sett ngs that can be configured for document brar es The fo ow ng st descr bes the most common ones ■
Validation settings New for SharePo nt 2010, you can now enter va dat on formu as to be eva uated when documents are added to a document brary
■
Column default value settings Adm n strators can spec fy defau t co umn va ues for documents added to the brary
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Rating settings You can enab e rat ngs for documents n a document brary, wh ch w add rat ngs fie ds to the content types used by the brary and to the defau t v ew
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Audience targeting settings Enab ng aud ence target ng creates a target ng co umn for the brary, wh ch can be used to fi ter the v ew of the brary by aud ence
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Metadata navigation settings Th s page can be used to configure metadata nav gat on h erarch es and key fi ter nput contro s You can a so enab e the automat c creat on of nd ces on the brary to enhance query performance
■
Per-location view settings Th s page a ows for the management of v ews ava ab e for the brary V ews can be spec fied exp c t y here or configured to be nher ted from a parent
Managing Acceptable Document Types and Sizes SharePo nt 2010 prov des the ab ty to spec fy the document types that are a owed to be stored and created n document brar es through the use of the B ocked F e Types st Th s st s managed through the Centra Adm n strat on Web s te
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B ocked fi e types are spec fied on a per–Web app cat on bas s To add a fi e to the B ocked F e Types st, do the fo ow ng 1. Open SharePo nt 2010 Centra Adm n strat on, and c ck the Secur ty nk n
the eft nav gat on pane 2. Se ect Define B ocked F e Types n the Genera Secur ty sect on 3. Choose the Web app cat on to define b ocked fi e types for 4. Add the fi e extens on of the fi e type to be b ocked on a new ne n the st,
as seen n F gure 5-10 5. C ck OK to save the changes
FIGURE 5-10 The B ocked F e Types st.
Setting Size Limitations on Documents You cannot m t the s ze of documents from w th n the S te sett ngs or Document L brary sett ngs You can on y m t the s ze of fi es up oaded to a Web app cat on Th s sett ng s ava ab e from the SharePo nt 2010 Centra Adm n strat on Web s te and can be mod fied n the fo ow ng way 1. Open Centra Adm n strat on, and c ck Manage Web App cat ons n the
App cat on Management sect on 2. C ck the Web app cat on whose up oad s ze m t you want to mod fy 3. In the Manage sect on of the management R bbon, c ck the Genera Sett ngs
drop-down menu and choose Genera Sett ngs 4. On the Web App cat on Genera Sett ngs page, scro down to the Max mum
Up oad S ze sect on near the bottom of the page
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5. In the Max mum Up oad S ze text box, type the max mum a owed s ze for
up oads 6. C ck OK to save the sett ngs NOTE The Max mum Up oad S ze sett ng app es to any s ng e up oad, whether t’s a s ng e fi e or a group of fi es. Therefore, even f the nd v dua fi es are be ow the max mum, f the comb ned s ze of a group of up oaded fi es exceeds the max mum you w rece ve an error upon attempt ng the up oad.
Using Content Types in Document Libraries Content types were ntroduced n SharePo nt 2007 to prov de a means of encapsu at ng sett ngs and metadata for a part cu ar type of content A s ng e document brary can host one or more content types s mu taneous y When a new document brary s created, a content type ca ed Document s prov s oned w th a document temp ate based on the defau t document type of the document brary For examp e, f the defau t document type s set to be M crosoft Exce , the document temp ate for the defau t Document content type w be temp ate x s By defau t, content types cannot be managed for a document brary To perform act ons such as add ng a content type or mod fy ng the defau t content type, you must first a ow management of content types n the Advanced Sett ngs menu of the document brary sett ngs To add a content type to a document brary, perform the fo ow ng steps 1. From the document brary defau t page, c ck the L brary tab n the
management R bbon 2. In the L brary R bbon, n the Sett ngs sect on, c ck L brary Sett ngs 3. On the Document L brary Sett ngs page, c ck Advanced Sett ngs 4. On the Advanced Sett ngs page, n the Content Types sect on, choose Yes to
a ow management of content types 5. C ck OK to save the sett ngs 6. In the Document L brary Sett ngs page, a new sect on s ava ab e ca ed
Content Type C ck the Add From Ex st ng S te Content Types nk
7. On the Add Content Types page, choose Document Content Types from
the Se ect S te Content Types From drop-down st because you are add ng a content type to a document brary F gure 5-11 shows the Add Content Types page w th the Form content type be ng added to a document brary 8. Choose the new content type to add from the Ava ab e S te Content Types
st, and c ck the Add button to add t to the document brary
9. C ck OK to fin sh add ng the new content type to the document brary
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FIGURE 5-11 The Add Content Types page.
Creating and Managing Lists L sts prov de the bas c bu d ng b ocks of SharePo nt 2010 products They a ow data to be organ zed og ca y and man pu ated eas y L st creat on and management s a fundamenta concept to understand ng SharePo nt 2010 Products To create a st, fo ow these steps 1. From the s te where the st s to be created, c ck the S te Act ons menu and
choose More Opt ons 2. Choose the type of st to create For th s examp e, you w
create a new
Announcements st, so c ck Announcements 3. On the Create page, type a name for the st and (opt ona y) g ve t a
descr pt on, by c ck ng More Opt ons 4. Spec fy whether to d sp ay a nk to the st on the Qu ck Launch too bar 5. C ck Create to create the st NOTE The var ous brary types, such as document and p cture, as we as d scuss on boards and surveys are a spec a zed types of sts.
Site Columns (Field Definitions) Shared st co umns, a so ca ed site columns, prov de a co umn defin t on that can be reused among sts w thout the need to redefine the co umn n each st The s te co umn s defined once at the s te eve and saved as a temp ate from wh ch sts and content types can reference t When a s te co umn s added to a st, a oca copy of the co umn s created as a st co umn Any changes made to that co umn from the st are oca changes, app y ng on y to the st co umn There were a few prob emat c po nts n s te co umns n SharePo nt Server 2007 that have been reso ved n SharePo nt Server 2010 In SharePo nt Server 2007, there was no out-of-the-box way to spec fy that a s te co umn shou d be un que A so, there was no easy way to prov de va dat on on data entered nto a co umn These
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prob ems were so vab e us ng custom deve opment, and there were certa n y some creat ve so ut ons deve oped by the commun ty, but most IT profess ona s d d not have the t me or expert se to de ve nto the wor d of custom deve opment Furthermore, these were features that just seemed ke they shou d be ava ab e and requ re m n ma effort to mp ement In SharePo nt 2010, these features are ava ab e out of the box, as can be seen when creat ng a new s te co umn To create a new s te co umn, do the fo ow ng 1. From the s te where the co umn shou d be created, c ck the S te Act ons
menu and choose S te Sett ngs 2. In the Ga er es sect on of the S te Sett ngs page, choose S te co umns 3. On the S te Co umns page, c ck Create 4. In the Name And Type sect on, type a name n the Co umn Name box 5. Choose a type for the co umn n the type st, as seen n F gure 5-12 You w
choose S ng e L ne Of Text for th s examp e
FIGURE 5-12 Ava ab e co umn types p ov ded by defau t.
6. Choose a group for the new co umn Groups are s mp y a means of
organ z ng s te co umns to make them eas er to browse
7. In the Add t ona Co umn Sett ngs sect on, (opt ona y) type a descr pt on for
the co umn 8. Choose whether to make the co umn requ red by defau t
9. Choose whether the co umn va ues shou d be un que
10. Because you chose S ng e L ne Of Text, you are asked to spec fy the
max mum number of characters for the co umn The defau t s 255 11. You can a so prov de a defau t va ue, e ther text or some ca cu ated va ue
If th s sett ng s eft b ank, no defau t va ue w
be used
12. Opt ona y, n the Co umn Va dat on sect on, enter a formu a to be used
to va date data n the co umn Th s formu a must eva uate to True for the va dat on to pass
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If you are prov d ng a va dat on funct on for the s te co umn, you shou d a so type a user message to exp a n to those enter ng data n the co umn what s cons dered va d data 13. C ck OK to save the new s te co umn
After you have created a new s te co umn, you can now add t to a st To add a s te co umn to a st, do the fo ow ng 1. From the st where the s te co umn shou d be added, c ck the L st tab n the
L st Too s area of the management R bbon 2. In the Sett ngs sect on on the L st R bbon, and choose L st Sett ngs 3. In the Co umns sect on of the L st Sett ngs page, c ck Add From Ex st ng S te
Co umns 4. Leave the Se ect S te Co umns From drop-down st set to A Groups, and
find the co umn you want to add n the Ava ab e S te Co umns st 5. C ck on the co umn you want to add, and then c ck the Add button to add t
to the Co umns To Add st 6. In the Opt ons sect on, choose whether to add the co umn to the defau t
v ew of the st
7. C ck OK to fin sh add ng the co umn to the st
Content Types As n SharePo nt Server 2007, content types are one of the bu d ng b ocks of sts n SharePo nt Server 2010 As stated prev ous y, content types prov de a means of encapsu at ng sett ngs and metadata for a part cu ar type of content n a temp ate that can be reused and s ndependent of any part cu ar st or brary Content types can nc ude one or more of the fo ow ng ■
Content metadata, represented by co umns that w brary upon add t on of the content type
be added to the st or
■
Custom forms, used for New, Ed t, and D sp ay funct ons
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Workflows that can be des gned to start automat ca y based on some event or cond t on or manua y started by a user
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The document temp ate on wh ch to base the documents created from th s type (for document content types on y)
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Custom nformat on stored as XML fi es
Just ke s te co umns, content types are scoped at both the s te and st eve s Content types are created at the s te eve and then are ava ab e to the conta n ng s te and any subs tes beneath t When a content type s added to a st or document brary, a oca copy of the content type s created Th s s known as a st content type, and any changes made to t d rect y app y on y to the st where t res des To create a new content type, do the fo ow ng 1. From the S te Act ons menu, choose S te Sett ngs 2. In the Ga er es sect on, c ck S te Content Types 156
Chapter 5 C eat ng and Manag ng S te Co ect ons
3. On the S te Content Types page, c ck Create 4. On the New S te Content Type page, type a name for the new content type
n the Name box and (opt ona y) type a descr pt on 5. Choose the type of parent content type the new content type w
be created from, and choose the parent content type A new content types must be created from a parent content type, as seen n F gure 5-13
6. In the Group sect on, spec fy the group for the new content type You can
e ther choose an ex st ng group or spec fy a new group
7. C ck OK to save the new content type
FIGURE 5-13 New S te Content Type page.
Add ng the content type to a st can be accomp shed the same way as add ng a content type to a document brary After a content type has been added, the content type w be ava ab e on the New Item menu when creat ng new st tems F gure 5-14 shows the New Item menu of the Task st w th a custom content type ca ed Contoso Task added
FIGURE 5-14 New tem menu of the Tasks st w th the Contoso Task content type added.
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List Forms One of the great features of SharePo nt go ng back to the very beg nn ng has been the ab ty to perform Create, Read, Update, and De ete (CRUD) funct ons on sts through the user nterface (UI) w thout hav ng to actua y bu d the UI forms When a st s created, the pages for perform ng these act ons are automat ca y prov s oned Th s works great f you want your users to be ab e to ed t a of the co umns n the st when a new tem s nserted or updated But what f you want on y certa n co umns to be ava ab e through the UI, and you want other co umns to be updated through an event hand er on the st? In prev ous vers ons of SharePo nt, th s requ red some creat v ty By defau t, a co umns were ava ab e on nsert and update and there was no easy way to mod fy the forms for an nd v dua st Th s prob em has been addressed n SharePo nt Server 2010 w th the ab ty to mod fy the forms for each nd v dua st n M crosoft InfoPath Des gner 2010 InfoPath can be used to add and remove fie ds and to add p ctures, va dat on, formatted text, and more When a st s created, the defau t forms are prov s oned as n SharePo nt 2007, but an adm n strator can bu d custom zed forms to be used nstead us ng InfoPath 2010 To mod fy a task form us ng InfoPath Des gner 2010, perform the fo ow ng steps 1. From the st where the s te co umn shou d be added, c ck the L st tab n the
L st Too s area of the management R bbon 2. In the Sett ngs sect on on the L st R bbon, and choose L st Sett ngs 3. In the Genera Sett ngs sect on of the L st Sett ngs page, c ck Form Sett ngs 4. On the Form Sett ngs page, c ck OK to custom ze the defau t Tasks form
us ng InfoPath 2010 5. In the Des gn v ew for the form, r ght-c ck ns de the Predecessors row and
choose De ete and then Rows 6. Do the same for the Pr or ty row
7. C ck the F e tab, and choose Pub sh to pub sh the changes to SharePo nt
8. On the Pub sh page, choose SharePo nt L st
9. When you rece ve the message that the form has been pub shed
successfu y, c ck OK F gure 5-15 shows the defau t form for the Tasks st, and F gure 5-16 shows the ed ted form w th the Predecessors and Pr or ty rows removed
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FIGURE 5-15 Defau t Tasks fo m.
FIGURE 5-16 Custom zed Tasks fo m w th P edecesso s and P o ty f e ds emoved.
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Sandboxed Solutions SharePo nt Server 2007 ntroduced so ut ons as a way to package funct ona ty for dep oyment to a server farm When funct ona ty s dep oyed us ng a so ut on, SharePo nt automat ca y manages the dep oyment of the funct ona ty on servers that are added to the farm In SharePo nt Server 2007, however, so ut ons cou d on y be dep oyed at the farm eve by a farm adm n strator M crosoft has addressed th s m tat on by prov d ng a new feature ca ed sandboxed solutions TIP Many p aces n the U refer to sandboxed so ut ons as user solutions. They are one and the same.
Sandboxed so ut ons are so ut ons that can be dep oyed to a spec fic s te c o ect on and are m ted n scope to that s te co ect on Th s means that the so ut on s effect ve y p aced w th n a “sandbox” and can affect on y the s te co ect on where t s dep oyed Sandboxed so ut ons can a so be m ted n the amount of resources they can consume and be automat ca y d sab ed f resource consumpt on crosses the defined thresho d To dep oy a sandboxed so ut on, do the fo ow ng 1. From the s te co ect on where the so ut on w
be dep oyed, c ck the S te
Act ons menu and choose S te Sett ngs 2. On the S te Sett ngs page, n the Ga er es sect on, c ck So ut ons 3. In the So ut ons L brary, c ck the So ut ons tab n the management R bbon
and choose Up oad So ut on 4. In the Up oad Document w ndow, c ck the Browse button, find the so ut on
fi e to be up oaded, and then c ck Open 5. C ck OK to up oad the so ut on 6. On the So ut ons tab, c ck Act vate
User Alerts As the number of s tes, and presumab y the number of sts and brar es, n your SharePo nt farm grows, t w become a much more d fficu t task to keep up w th the changes to sts and brar es across var ous s tes and Web app cat ons Th s s where a erts come n A erts prov de the ab ty to be not fied by e-ma when a part cu ar type of change happens n a st or brary, so they can be created and then essent a y forgotten unt an event occurs on the st that tr ggers the assoc ated a ert act on To create an a ert, perform the fo ow ng steps 1. From the s te conta n ng the st for wh ch you want to be a erted, c ck
the persona zat on context menu n the top r ght corner of the screen, as demonstrated n F gure 5-17
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FIGURE 5-17 Pe sona zat on context menu.
2. Choose My Sett ngs 3. On the User Informat on page, c ck My A erts 4. C ck Add A ert 5. Choose a st or document brary to get a erts for, and c ck Next 6. On the New A ert page, n the A ert T t e sect on, type a descr pt ve t t e for
the a ert
7. In the Send A erts To sect on, ensure that your user name s sted
dd t ona y, add the user names of any other users who shou d rece ve the A same a ert 8. In the De very Method sect on, choose a de very method for the a ert NOTE For a erts to be sent by e ma , outgo ng e ma sett ngs must be configured for the farm. For a erts to be sent v a text message (SMS), the SMS sett ngs must be configured for the farm. A of these sett ngs can be configured n Centra Adm n strat on n the Ema And Text Messages (SMS) sect on of the System Sett ngs page.
9. In the Change Type sect on, choose the types of changes that you want
to be a erted to Choos ng A Changes w cause a erts to be sent for any add t ons, mod ficat ons, or de et ons that occur 10. In the Send A erts For These Changes sect on, choose whether to fi ter a erts
based on spec fic cr ter a, such as who made the changes, who created the or g na tem, and whether there s an exp rat on date assoc ated w th the tem 11. In the When To Send A erts sect on, choose the frequency w th wh ch a erts
shou d be sent Not ficat ons can be sent mmed ate y or on a da y or week y schedu e 12. C ck OK to save the a ert
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A erts for a user can be managed through the My A erts page, wh ch s accessed by fo ow ng steps 1 through 3 n the procedure just shown
Discussions A d scuss on st s a spec a zed st that uses the Thread and Message content types to prov de funct ona ty s m ar to a Web newsgroup or d scuss on board A new thread s created n the d scuss on st w th a subject and body, and then rep es can be added The top cs are d sp ayed by subject, but when a user c cks on a top c, the rep es can be v ewed n a flat or threaded v ew An examp e of the flat v ew s shown n F gure 5-18
FIGURE 5-18 The f at v ew of a d scuss on top c.
The same top c s shown n F gure 5-19 us ng the threaded v ew
FIGURE 5-19 The th eaded v ew of a d scuss on top c.
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To create a new d scuss on st, do the fo ow ng 1. From the S te Act ons menu, c ck More Opt ons 2. On the Create page, choose D scuss on Board from the Commun cat on
category 3. On the New page, g ve the d scuss on board a name and (opt ona y) a
descr pt on, by c ck ng More Opt ons 4. In the Nav gat on sect on, spec fy whether to show the new d scuss on board
on the Qu ck Launch too bar 5. C ck Create to create the new d scuss on board
To create a new d scuss on top c, do the fo ow ng 1. Nav gate to the d scuss on board where you want to post a new top c 2. C ck Add New D scuss on 3. Enter a subject and body for the d scuss on 4. C ck Save to save the new d scuss on top c
To post a rep y to a d scuss on top c, fo ow these steps 1. From the d scuss on board where the top c res des, c ck the top c nk 2. Choose the message to rep y to—e ther the or g na message or an ex st ng
rep y—and c ck Rep y from that message NOTE Not ce that the Subject fie d s m ss ng from the Rep y form. You cannot change the subject of a message when you rep y to t. You can on y enter text for the body of your rep y, wh ch w
be appended to the other rep es.
3. C ck Save to post the rep y
RSS (Really Simple Syndication) The dynam c nature of SharePo nt content makes t a perfect cand date for RSS RSS prov des the ab ty to mon tor changes to SharePo nt content n a s mp e and stra ghtforward way, w th the atest changes be ng automat ca y down oaded and bubb ed to the top of your chosen RSS feed reader, such as Internet Exp orer 7 or Out ook 2007 Just as n SharePo nt 2007, RSS feed creat on n SharePo nt 2010 s accomp shed automat ca y for every st created To v ew a st us ng RSS, do the fo ow ng 1. Nav gate to the st you want to v ew us ng RSS 2. C ck the L st tab n the L st Too s area of the management R bbon 3. In the Share and Track sect on of the R bbon, choose RSS Feed NOTE The content of the st w automat ca y be rendered us ng RSS, and the be formatted v a XSLT for most browsers. f you are us ng nternet Exp orer 8, or any other modern browser, you can subscr be to the feed d rect y from th s page. output w
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Site Collection Recycle Bin When an tem s purged from the end user Recyc e B n, t s moved nto the s te co ect on Recyc e B n A objects purged by users n a subs tes as we as the top- eve s te are moved here Th s second ayer of recoverab ty a ows the adm n strator to restore fi es that have been de eted by users and even purged from the r Recyc e B ns To restore an tem from the end user Recyc e B n, do the fo ow ng 1. From the home page of the s te, c ck the Recyc e B n nk n the eft
nav gat on pane 2. Se ect the box next to the tem to be restored 3. C ck Restore Se ect on as demonstrated n F gure 5-20
FIGURE 5-20 End use Recyc e B n.
Managing the Site Collection Recycle Bin The s te co ect on Recyc e B n can be managed from the top- eve s te sett ngs page There are two v ews ava ab e for th s Recyc e B n one for v ew ng tems ocated n end users’ Recyc e B ns throughout the s te co ect on, and the other for manag ng tems that have been purged from users’ Recyc e B ns and are now ocated n the adm n strat ve Recyc e B n, w th the former be ng the defau t From the s te users’ v ew, you can see a the tems de eted by users w th n the s te co ect on From here, you can de ete nd v dua tems, send ng them to the adm n strat ve Recyc e B n, or you can empty the users’ Recyc e B ns a at once by c ck ng Empty Recyc e B n Us ng e ther method, the de eted tems end up n the adm n strat ve Recyc e B n From here, they can be permanent y de eted or restored to the r or g na ocat ons
Recycle Bin Settings The Recyc e B n funct ona ty can be managed on a Web-app cat on bas s through Centra Adm n strat on Use the fo ow ng steps to manage the Recyc e B n for a Web app cat on 1. Open Centra Adm n strat on, and c ck Manage Web App cat ons n the
App cat on Management sect on of the home page 2. C ck on the Web app cat ons you want to manage Recyc e B n sett ngs for 3. In the Manage sect on of the management R bbon, c ck the Genera Sett ngs
drop-down menu and choose Genera Sett ngs
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Information Management Policies An Informat on Management Po cy s a conta ner for a set of ru es that can be app ed to a type of content Ru es w th n a po cy are ca ed policy features Informat on management po c es a ow you to contro access to nformat on w th n your organ zat on and to spec fy how ong t shou d be reta ned, what to do when the retent on per od exp res, and so on Po c es can be mp emented to enab e organ zat ona comp ance w th ega y mandated requ rements, such as the Sarbanes-Ox ey Act n the US, or nterna requ rements w th n an organ zat on Po cy features are enab ed by a farm adm n strator and, once enab ed, can be used by s te co ect on adm n strators to create and mp ement po c es Some ava ab e po cy features nc ude the fo ow ng ■
Expiration A ows for the d sposa or process ng of content based on t me, such as a spec fic date, a date based on co umns assoc ated w th the content, or a ength of t me re at ve to some act on nvo v ng the content
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Auditing A ows for ogg ng of act ons or events re ated to content, such as ed t ng or v ew ng of a document, check- n or check-out of a document, chang ng perm ss ons of a document, or de et ng a document
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Labeling Enab es abe s to be formatted and for searchab e text areas to be automat ca y assoc ated w th a document or st tem
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Barcode A ows track ng of phys ca cop es of documents us ng a barcode representat on of a un que dent fier for the document By defau t, barcodes are comp ant w th the Code 39 standard, but custom barcode prov ders can be p ugged n us ng the po c es object mode
CREATING INFORMATION MANAGEMENT POLICIES
These are the defau t po cy features ava ab e out of the box, but custom features can be deve oped or purchased from th rd-party vendors To create an nformat on management po cy, do the fo ow ng 1. C ck the S te Act ons menu, and choose S te Sett ngs from the s te co ect on
where you want to assoc ate an nformat on management po cy 2. In the S te Co ect on Adm n strat on sect on, c ck S te Co ect on Po c es 3. On the S te Co ect on Po c es page, c ck Create 4. On the Ed t Po cy page, type a name and adm n strat ve descr pt on Th s
nformat on w be seen by st managers when assoc at ng a po cy w th a st or content type 5. In the Po cy Statement sect on, type a po cy statement to be shown to users
any t me they open an tem governed by th s po cy 6. In the Retent on sect on, se ect the Enab e Retent on check box
7. C ck Add A Retent on Stage
8. In the Stage Propert es d a og, box n the Event sect on, choose Th s Stage Is
Based Off A Date Property On The Item
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9. Choose Last Mod fied + 1 Years for the t me per od
10. In the Act on sect on, choose Move To Recyc e B n 11. C ck OK The comp eted Stage Propert es d a og box s shown n F gure 5-22
FIGURE 5-22 The Stage P ope t es d a og box.
12. In the Aud t ng sect on, se ect the Enab e Aud t ng check box and se ect a of
the events to aud t 13. Leave the Enab e Barcodes and Enab e Labe s check boxes c eared 14. C ck OK to save the new nformat on management po cy
Associate an Information Management Policy with a Document Library After creat ng a po cy, you can then assoc ate t w th e ther a content type or a document brary To assoc ate an nformat on management po cy w th a document brary, perform the fo ow ng steps 1. From the document brary where the po cy w
be assoc ated, c ck the L brary tab n the L brary Too s area of the management R bbon
2. In the Sett ngs sect on of the R bbon, c ck L brary Sett ngs 3. In the Perm ss ons And Management sect on of the Document L brary
Sett ngs page, choose Informat on Management Po cy Sett ngs 4. Leave the Source Of Retent on for th s brary set to Content Types, and c ck
the Document content type 5. In the Spec fy The Po cy sect on, choose Use A S te Co ect on Po cy 6. Choose the s te co ect on po cy just created from the drop-down st, as
shown n F gure 5-23
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FIGURE 5-23 Po cy Sett ngs page fo a document content type.
7. C ck OK to accept the po cy assoc at on
SharePoint Designer Settings SharePo nt Des gner s a usefu too for des gn ng and manag ng SharePo nt s tes However, an nexper enced or ma c ous user cou d do a ot of damage usng SharePo nt Des gner, so ts use shou d be carefu y contro ed The fo ow ng SharePo nt Des gner–re ated sett ngs are ava ab e for a s te co ect on ■
Enable SharePoint Designer Contro s whether SharePo nt Des gner can be used by anyone other than a s te co ect on adm n strator If th s sett ng s enab ed, s te owners and des gners are a owed to use SharePo nt Des gner
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Enable Detaching Pages From The Site Definition Contro s whether s te owners and des gners can detach (former y referred to as unghosting) pages from the s te defin t on
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Enable Customizing Master Pages And Page Layouts Contro s whether s te owners and des gners can custom ze master pages and ayout pages for a s te co ect on
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Enable Managing Of Web Site URL Structure Contro s whether s te owners and des gners can v ew and manage the h dden URL structure of a s te co ect on
Configure SharePoint Designer Settings for a Site Collection To configure SharePo nt Des gner sett ngs for a s te co ect on, fo ow these steps 1. From any s te w th n the s te co ect on, c ck the S te Act ons menu and
choose S te Sett ngs 2. On the S te Sett ngs page, n the S te Co ect on Adm n strat on sect on,
choose SharePo nt Des gner Sett ngs 3. On the SharePo nt Des gner Sett ngs page, enab e the SharePo nt Des gner
features by se ect ng the correspond ng check box 4. C ck OK to save the sett ngs The SharePo nt Des gner Sett ngs page s shown
n F gure 5-24
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FIGURE 5-24 The Sha ePo nt Des gne Sett ngs page.
S te co ect on adm n strators w a ways be ab e to perform a of these act ons un ess proh b ted at the Web-app cat on eve by a farm adm n strator If SharePo nt Des gner s b ocked for the Web app cat on, the user w see a message s m ar to the one shown n F gure 5-25
FIGURE 5-25 Sha ePo nt Des gne Sett ngs page when t’s d sab ed at Web app cat on eve .
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Site Collection Security S te co ect on users are managed n much the same way as they were n SharePo nt 2007 S te groups are st used to manage groups of users w th s m ar pr v eges As n the prev ous vers on, secur ty tr mm ng prevents users from be ng presented w th nks to content they don’t have access to There are two ways to contro access to objects n SharePo nt 2010 ■
Perm ss ons can be spec fied for a group, and then users can be g ven those perm ss ons by be ng added to the group
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Objects can have the r own perm ss ons co ect ons, wh ch can be managed ndependent y For examp e, the perm ss ons for a st can be managed ndependent y of the perm ss ons for the s te n wh ch t s conta ned Th s a ows for more granu ar management of objects
Site Collection Administrators and Site Owners S te co ect on adm n strators are ass gned when a s te co ect on s created There must a ways be at east one s te co ect on adm n strator, and th s account cannot be an Act ve D rectory group For reasons such as dea ng w th unused s te confirmat ons and enab ng adm n strat on n the event that the adm n strator eaves, t s a ways best to define at east two s te co ect on adm n strators S te co ect on adm n strators can be managed from two d st nct ocat ons the S te Sett ngs page of a s te co ect on or the App cat on Management page n Centra Adm n strat on
People and Groups Groups are co ect ons of nd v dua users that are g ven the same perm ss ons on a part cu ar s te SharePo nt Server 2010 s tes are created w th three bas c secur ty groups by defau t ■
Owners Fu contro
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Members Can contr bute to ex st ng sts and brar es
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Visitors Read on y
Create a Custom Site Group To create a custom s te group, fo ow these steps 1. From the s te where you want to create a new group, c ck the S te Act ons
menu and choose S te Sett ngs 2. In the Users And Perm ss ons sect on of the S te Sett ngs page, c ck the
S te Perm ss ons nk 3. On the S te Perm ss ons page, on the management R bbon, choose
Create Group
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4. On the Create Group page, n the Name And About Me Descr pt on sect on,
type a name for the group and (opt ona y) a descr pt on of the purpose for the group 5. In the Owner sect on, spec fy the group owner 6. In the Group Sett ngs sect on, spec fy who can v ew and ed t group
membersh p
7. In the Membersh p Requests sect on, spec fy whether to a ow requests to
jo n or eave the group 8. A so spec fy whether to auto-accept requests WARNING f you spec fy that requests shou d be auto accepted, users w be automat ca y added to the group and granted the perm ss ons spec fied for the group.
9. Opt ona y, f requests are a owed, spec fy an e-ma address where requests
shou d be sent 10. C ck Create to create the new group The New S te Group page s shown n
F gure 5-26
View Group Permissions Somet mes t s necessary to determ ne what perm ss ons a spec fic group has across the ent re s te co ect on Th s can be ach eved n the fo ow ng way 1. From the S te Act ons menu, choose S te Perm ss ons 2. C ck on the name of the group for wh ch you want to v ew perm ss ons 3. C ck the Sett ngs drop-down menu, and choose V ew Group Perm ss ons 4. Rev ew the perm ss ons of the group for var ous s tes n the s te co ect on
The V ew Group Perm ss ons d a og box s shown n F gure 5-27 NOTE Th s page w show on y the s te co ect on root and any s tes that do not nher t perm ss ons. Th s cou d be m s ead ng f you assume that every s te the group has access to, whether perm ss ons are nher ted or not, w be sted.
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FIGURE 5-26 New S te G oup page.
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FIGURE 5-27 The V ew S te Co ect on Pe m ss ons d a og box.
Nesting Active Directory Groups in SharePoint Groups A though you can add users d rect y to a most any object, th s process becomes very d fficu t to manage and can make t near y mposs b e to manage secur ty n a s te Use the fo ow ng gu de nes when grant ng r ghts, and on y ass gn perm ss ons d rect y to s ng e users f requ red, such as for on ne presence 1. Create an Act ve D rectory group (when us ng Act ve D rectory for
authent cat on) 2. Create a match ng perm ss on eve ( f custom perm ss on eve s are requ red) 3. Create a match ng new s te group, and grant t the prev ous y created
perm ss on eve 4. Grant the new s te group access to an object, such as a document, st, or
Web page
Default Permission Levels Just as s te groups are a co ect on of users, perm ss on eve s are a co ect on of r ghts that can be ass gned to groups or nd v dua users Perm ss on eve s shou d a ways be named the same across mu t p e s tes, and you shou d never mod fy an ex st ng perm ss on eve Mod fy ng an ex st ng perm ss on eve can cause a document, st, or page owner to acc denta y grant access to unauthor zed users A ways create a new perm ss on eve , create a corre at ng group w th the same name, and popu ate that group w th users Do ng th s assures you of an easy-to-use perm ss on eve and group env ronment There are four defau t perm ss on eve s
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Full Control Can perform any act on n the s te
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Design Can v ew, add, update, de ete, approve, and custom ze content
Chapter 5 C eat ng and Manag ng S te Co ect ons
FIGURE 5-28 Ed t Pe m ss ons page fo a use .
5. Mod fy the perm ss ons of the user 6. C ck OK to save the changes
List and Library Security L sts and brar es, ke s tes, have perm ss ons that can be nher ted from the parent s te or exp c t y defined When a new st or brary s created, t nher ts the perm ss on sett ngs of ts parent s te by defau t Use the fo ow ng steps to break the perm ss on nher tance of a st 1. From the st where you want to break secur ty, c ck the L st tab n the L st
Too s sect on of the management R bbon 2. In the Sett ngs sect on of the R bbon, c ck L st Perm ss ons 3. On the L st Perm ss ons page, n the Inher tance sect on of the R bbon, c ck
Stop Inher t ng Perm ss ons, as demonstrated n F gure 5-29
FIGURE 5-29 B eak ng pe m ss on nhe tance on a st.
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Check Permissions Use the fo ow ng steps to check perm ss ons 1. From the st where you want to break secur ty, c ck the L st tab n the L st
Too s sect on of the management R bbon 2. In the Sett ngs sect on of the R bbon, c ck L st Perm ss ons 3. In the Check sect on of the R bbon, c ck Check Perm ss ons 4. In the Check Perm ss ons d a og box, type the name of a user or group to
check perm ss ons for 5. C ck Check Now to check perm ss ons for the spec fied user or group 6. Rev ew the perm ss ons for the spec fied user or group The Check
Perm ss ons d a og box s shown n F gure 5-30
FIGURE 5-30 The Check Pe m ss ons d a og box.
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CHAPTER 6
Configuring Service Applications ■
Serv ce App cat on Arch tecture 181
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Dep oy ng and Manag ng Serv ce App cat ons 183
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Serv ce App cat ons n SharePo nt Server 2010 187
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erv ce app cat ons represent the evo ut on of shared serv ce prov ders (SSPs) from prev ous vers ons of SharePo nt Shared serv ce prov ders were co ect ons of serv ces, such as Search, Profi es, InfoPath Forms Serv ces, and Exce Serv ces In SharePo nt 2007, t was d fficu t to configure a Web app cat on to consume serv ces from mu t p e SSPs Web app cat ons were rea y des gned to consume a serv ces from a s ng e SSP, and th s ack of flex b ty was a major drawback Serv ce app cat ons n SharePo nt 2010 so ve th s prob em by prov d ng an extens b e, p uggab e mode that a ows Web app cat ons to consume nd v dua serv ces as needed The serv ces that were former y prov ded by an SSP have been broken up and mp emented as serv ce app cat ons, and many new serv ce app cat ons are a so prov ded Th s comp ete redes gn prov des much greater flex b ty as we as sca ab ty go ng forward
Service Application Architecture Serv ce app cat ons are just that—d st nct app cat ons prov d ng some spec fic serv ce, such as Search or Profi es They are dep oyed to an app cat on server n a SharePo nt 2010 server farm, and then accessed through a Web server connect on The Web server m ght or m ght not be the same phys ca server as the app cat on server
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Edit Service Application Connections for a Web Application Web app cat ons connect to serv ce app cat ons through membersh p n a serv ce app cat on connect on group, a so ca ed an app cat on proxy group To manage app cat on connect on groups, you must be a member of the Farm Adm n strators group
Edit an Application Connection Group The fo ow ng steps shou d be performed to ed t an app cat on connect on group 1. On the Centra Adm n strat on home page, c ck App cat on Management 2. On the App cat on Management page, n the Serv ce App cat ons sect on,
c ck Configure Serv ce App cat on Assoc at ons 3. On the Serv ce App cat ons Assoc at ons page, se ect Web App cat ons from
the V ew drop-down st 4. In the st of Web app cat ons, n the App cat on Proxy Group co umn, c ck
the name of the serv ce app cat on connect on group that you want to change 5. In the Configure Serv ce App cat on Assoc at ons d a og box, shown n
F gure 6-3, use the check boxes to add or remove serv ce app cat on prox es from the app cat on proxy group
FIGURE 6-3 The Conf gu e Se v ce App cat on Assoc at ons d a og box.
6. C ck OK to save the app cat on proxy group sett ngs
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Chapter 6 Configu ng Se v ce A pp cat ons
Manage Administrators of a Service Application You must be a member of the Farm Adm n strators group to manage serv ce app cat on adm n strators 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck the row of the serv ce
app cat on for wh ch you want to manage adm n strators 3. On the management R bbon, n the Operat ons sect on, c ck Adm n strators 4. In the Adm n strators d a og box, add or remove users or groups 5. For users or groups you add, use the check boxes to configure perm ss ons 6. C ck OK to save the sett ngs
Delete a Service Application You must be a member of the Farm Adm n strators group to de ete a serv ce app cat on 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck the row of the serv ce
app cat on you want to de ete 3. On the management R bbon, n the Operat ons sect on, c ck De ete 4. In the confirmat on d a og box, c ck the De ete Data Assoc ated W th The
Serv ce App cat ons check box f you want to de ete the assoc ated database 5. C ck OK to de ete the serv ce app cat on
Publish a Service Application A serv ce app cat on must be pub shed for t to be access b e by Web app cat ons outs de the farm where t s runn ng To pub sh a serv ce app cat on, you must be a member of the Farm Adm n strators group 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. C ck the row of the serv ce app cat on you want to pub sh 3. In the management R bbon, n the Shar ng sect on, c ck Pub sh 4. In the Pub sh Serv ce App cat on d a og box, n the Connect on Type
sect on, choose the connect on type for the pub shed serv ce to use 5. In the Pub sh To Other Farms sect on, se ect the check box to pub sh the
serv ce and make t ava ab e to other farms 6. In the Trusted Farms sect on, you can go ahead and add a trust re at onsh p
to another farm, or you can do th s at a ater t me
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7. Make note of the URL n the Pub shed URL sect on Th s w
be the URL that
other farms use to connect to your serv ce app cat on 8. Opt ona y, prov de a descr pt on and a URL that adm n strators can use to
find out more about the serv ce app cat on or to contact you
9. C ck OK to pub sh the serv ce app cat on
Connect to a Service Application on a Remote Farm You must be a member of the Farm Adm n strators group to connect to a serv ce app cat on on a remote farm, and you w need the URL to the serv ce app cat on 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the management R bbon, n the Create sect on, c ck Connect 3. In the Connect To A Remote Serv ce App cat on d a og box, type the URL for
the pub sh ng serv ce app cat on 4. C ck OK to connect
You w see a st of pub shed serv ce app cat ons at the URL you spec fied, s m ar to F gure 6-4
FIGURE 6-4 The Connect To A Remote Se v ce App cat on d a og box.
5. C ck the row of the serv ce app cat on you want to connect to
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Chapter 6 Configu ng Se v ce A pp cat ons
6. Se ect the Add Th s Serv ce App cat on’s Proxy To The Farm’s Defau t Proxy
L st check box to add the proxy to the farm’s proxy st
7. C ck OK
8. G ve the connect on a name, and c ck OK
9. In the Success d a og box, c ck OK
Service Applications in SharePoint Server 2010 In add t on to prov d ng the serv ce app cat on framework, both SharePo nt Foundat on and SharePo nt Server prov de some defau t serv ce app cat on mp ementat ons out of the box SharePo nt Foundat on prov des some bas c serv ce app cat ons, such as Bus ness Connect v ty Serv ces and Usage And Hea th Data Co ect on Serv ce SharePo nt Server adds many more, such as the fo ow ng ■
Access Serv ces
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App cat on Reg stry Serv ce
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Exce Serv ces
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Lotus Notes Connector
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Managed Metadata Serv ce
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PerformancePo nt Serv ces
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Search Serv ce
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Secure Store Serv ce
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State Serv ce
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User Profi es Serv ce
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V s o Graph cs Serv ce
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Web Ana yt cs Serv ce
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Word Automat on Serv ce
Access Services M crosoft Access prov des a qu ck and easy too for bu d ng sma , data-dr ven app cat ons used by just a few peop e Even f t has on y a sma number of users, however, an Access app cat on p aced on a fi e share can cause a k nds of probems— ack of change management, fi e ock ng, and so forth Access serv ces so ves th s prob em by a ow ng an Access database to be mported nto SharePo nt and then accessed through the Web browser or through the c ent app cat on There m ght not be any just ficat on for an Access app cat on used by on y a few peop e to be converted to someth ng more robust, such as ASP NET and M crosoft SQL Server Now power users can take advantage of the rap d app cat on deve opment (RAD) capab t es of Access and the centra zat on and change-management benefits of a Web app cat on w thout ma nta n ng two d fferent code bases
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Configuring Access Services Perform the fo ow ng steps to configure access serv ces 1. From the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons, shown n F gure 6-5
FIGURE 6-5 The App cat on Management sect on of the Cent a Adm n st at on home page.
2. On the Manage Serv ce App cat ons page, c ck the Access Serv ces nk for
the serv ce app cat on (not the serv ce app cat on proxy) See F gure 6-6
FIGURE 6-6 The Access Se v ces tem on the Manage Se v ce App cat ons page.
3
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On the Access Server Sett ngs page, n the L sts And Quer es sect on, c onfigure the fo ow ng va ues ■
Maximum Columns Per Query Enter the max mum number of co umns that m ght be referenced n a query The defau t s 32
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Maximum Rows Per Query Enter the max mum number of rows a query shou d be a owed to return The defau t s 50,000
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Maximum Sources Per Query Enter the max mum number of sts that shou d be a owed to be used as nputs to a query The defau t s 8
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Maximum Calculate Columns Per Query Enter the max mum a owed number of ca cu ated co umns that can be used by a query or subquery The defau t s 10
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Maximum Order By Clauses Per Query Enter the max mum a owed number of order by c auses that can be used n a query
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Allow Outer Joins Spec fy whether to a ow eft and r ght outer jo ns n a query Inner jo ns are a ways a owed
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Allow Non Remotable Queries Spec fy whether to a ow quer es that cannot be remoted to the database t er to run
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Maximum Records Per Table Enter the max mum a owed number of tems that a tab e n an app cat on can have
4. In the App cat on Objects sect on, enter the max mum number of records
for an Access Serv ces App cat on og st The defau t s 3000 5. In the Sess on Management sect on, configure the fo ow ng va ues ■
Maximum Request Duration Enter the max mum a owed durat on ( n seconds) for a request from an app cat on The defau t s 30
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Maximum Sessions Per User Enter the max mum a owed sess ons for a s ng e user The defau t s 10
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Maximum Sessions Per Anonymous User Enter the max mum a owed sess ons for an anonymous user The defau t s 25
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Cache Timeout Enter the max mum t me ( n seconds) that a data cache can rema n ava ab e
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Maximum Session Memory Enter the max mum amount of memory ( n MBs) that a sess on can use
6. In the Memory Ut zat on sect on, enter the max mum number of pr vate
bytes ( n MBs) a ocated by the Access Serv ces process The defau t s –1, wh ch means the m t shou d be 50 percent of the amount of phys ca memory on the mach ne
7. In the Temp ates sect on, enter the max mum a owed s ze ( n MBs) for Access
Temp ates (ACCDT) The defau t s 30 8. C ck OK to save the sett ngs
Business Connectivity Services Bus ness Connect v ty Serv ces (BCS) represents the next vers on of the Bus ness Data Cata og (BDC) BCS has been baked nto the p atform (SharePo nt Foundat on) for th s re ease, as opposed to be ng ava ab e on y n the server product ke before It prov des an extens ve framework for nteract ng w th externa data, and SharePo nt Server has add t ona Web parts for surfac ng that data n your porta In add t on, SharePo nt Des gner makes t easy to create externa content types and sts w thout hav ng to dea w th the messy XML configurat on fi es It’s a done for you beh nd the scenes
Excel Services Exce Serv ces was ntroduced n SharePo nt 2007 as a way to secure and share Exce documents n the browser wh e ma nta n ng fu fide ty w th Exce 2007 In SharePo nt 2010, the symmetry w th Exce 2010 s cont nued and mproved, as s the SharePo nt ntegrat on
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Configuring Excel Services Perform the fo ow ng steps to configure Exce Serv ces 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck the Exce Serv ces
App cat on nk 3. On the Manage Exce Serv ces App cat on page, c ck G oba Sett ngs 4. In the Secur ty sect on of the Exce Serv ces App cat on Sett ngs page,
choose a fi e access method, e ther Impersonat on or Process Account Impersonat on w use the credent a s of the current user to access nontrusted fi e ocat ons, and Process Account w use the same account for a requests 5. Choose whether encrypt on s requ red between c ents and Exce Serv ces 6. To a ow cross doma n access, se ect the A ow Cross Doma n Access check
box
7. In the Load Ba anc ng sect on, choose a oad-ba anc ng scheme
8. In the Sess on Management sect on, spec fy the max mum number of
s ess ons a owed for a s ng e user The defau t s 25 When the max mum s exceeded, the o dest sess on w be c osed Enter –1 for un m ted
9. In the Memory Ut zat on sect on, configure the fo ow ng sett ngs ■
Maximum Private Bytes The max mum amount ( n MBs) of memory a ocated for the Exce Ca cu at ons Serv ces process The m t s 50 percent of the phys ca memory on the mach ne
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Memory Cache Threshold The percentage of the Max mum Pr vate Bytes va ue that can be a ocated to nact ve objects When the thresho d s exceeded, cached objects that are not current y n use are re eased A va ue of 0 (zero) prevents cach ng a together
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Maximum Unused Object Age The max mum t me ( n m nutes) that nact ve objects rema n n the cache Va d va ues can range from –1 un m ted) to 34,560 (24 days)
10. In the Workbook Cache sect on, spec fy the ocat on where the workbook
cache shou d be stored If th s sett ng s eft b ank, the workbook cache w be stored n the system temp d rectory 11. Spec fy the max mum s ze of the workbook cache n MBs The defau t s
40,960 (40 GB) 12. To a ow cach ng of unused fi es, se ect the Cach ng Enab ed check box under
the Cach ng Of Unused F es head ng 13. In the Externa Data sect on, spec fy the connect on fet me, wh ch s the
max mum amount of t me ( n seconds) a connect on can rema n act ve Exp red connect ons are automat ca y recyc ed You can spec fy –1 to never recyc e connect ons, but th s s not recommended
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14. Opt ona y, spec fy the unattended serv ce account to be used when
c redent a s are set to None or non-W ndows credent a s are used Th s must be an app cat on ID that ex sts n the reg stered Secure Store Serv ce app cat on 15. C ck OK to save the sett ngs
Adding a Trusted File Location Perform the fo ow ng steps to add a trusted fi e ocat on 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck the Exce Serv ces
App cat on nk 3. On the Manage Exce Serv ces App cat on page, c ck Trusted F e Locat ons 4. On the Trusted F e Locat ons page, c ck Add Trusted F e Locat on 5. On the Add Trusted F e Locat on page, n the Locat on sect on, enter the
trusted fi e ocat on Th s can be a SharePo nt Foundat on ocat on, network fi e share, or Web fo der 6. Choose the storage type for the ocat on
7. To extend trust to ch d brar es or d rector es, se ect the Ch dren Trusted
check box 8. Opt ona y, add a descr pt on of the trusted ocat on and ts purpose
9. In the Sess on Management sect on, configure the fo ow ng sett ngs ■
Session Timeout The max mum amount of t me ( n seconds) that an Exce Ca cu at on Serv ces sess on can rema n act ve Va d va ues range from –1 (un m ted) to 2,073,600 (24 days)
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Short Session Timeout The max mum amount of t me ( n seconds) that an Exce Serv ces App cat on sess on can rema n act ve Va d va ues range from – 1 (d sab ed) to 2,073,600 (24 days)
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New Workbook Session Timeout The max mum amount of t me ( n seconds) that an Exce Ca cu at on Serv ces sess on for a new workbook can rema n act ve Va d va ues range from – 1 (un m ted) to 2,073,600 (24 days)
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Maximum Request Duration The max mum durat on ( n seconds) of a s ng e request n a sess on
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Maximum Chart Render Duration The max mum t me ( n seconds) spent render ng any s ng e chart
10. In the Workbook Propert es sect on, spec fy the max mum s ze ( n MBs) for
workbooks and charts or mages n the correspond ng boxes
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11. In the Ca cu at on Behav or sect on, enter a va ue ( n seconds) for the Vo at e
Funct on Cache L fet me box Th s s the max mum amount of t me that a computed va ue for a vo at e funct on s cached for automat c reca cu at ons The va d va ues are – 1 (ca cu ated once on oad), 0 (a ways ca cu ated) and any nteger from 1 to 2,073,600 (24 days) 12. Choose the workbook ca cu at on mode for workbooks from th s ocat on If
F e s chosen, the ca cu at on mode for nd v dua fi es s used 13. In the Externa Data sect on, configure the fo ow ng sett ngs ■
Allow External Data Spec fies whether to a ow externa connect ons to trusted data connect ons, a ow connect ons to trusted and embedded data connect ons, or d sab e externa data comp ete y
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Warn On Refresh Spec fies whether to d sp ay a warn ng before refresh ng data from externa sources
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Display Granular External Data Errors Spec fies whether to d sp ay granu ar error messages for fa ures that occur n fi es w th n th s ocat on
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Stop When Refresh On Open Fails Determ nes whether to stop the open operat on on a fi e that has a Refresh On Open data connect on and cannot be refreshed wh e t’s open ng and the user does not have Open Item perm ss ons on the workbook
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External Data Cache Lifetime The max mum t me ( n seconds) that data from an externa query can be used w thout refresh ng Va ues must be spec fied for Automat c Refresh and Manua Refresh
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Maximum Concurrent Queries Per Session The max mum number of quer es that can execute concurrent y per sess on
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Allow External Data Using REST A ow requests from the REST API to refresh externa data connect ons
14. In the User-Defined Funct ons sect on, spec fy whether to a ow user-defined
funct ons to be executed n workbooks w th n th s ocat on 15. C ck OK to save the trusted fi e ocat on
Add a Trusted Data Connection Library Perform the fo ow ng steps to add a trusted data connect on brary 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck the Exce Serv ces
App cat on nk 3. On the Manage Exce Serv ces App cat on page, c ck Trusted Data
Connect on L brar es 4. C ck Add Trusted Data Connect on L brary
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5. On the Add Trusted Data Connect on L brary page, enter the address of the
data connect on brary and (opt ona y) enter a descr pt on for the new y trusted brary, as seen n F gure 6-7
FIGURE 6-7 The Add T usted Data Connect on L b a y page.
6. C ck OK to save the trusted data connect on brary
Register a User-Defined Function Assembly User-defined funct ons can be defined n assemb es (dynam c- nk brar es, or DLLs) that can then be referenced from Exce Serv ces A such assemb es must be reg stered w th the Exce Serv ces app cat on to et SharePo nt know that the assemb y s safe 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck the Exce Serv ces
App cat on nk 3. On the Manage Exce Serv ces App cat on page, c ck User-Defined Funct on
Assemb es 4. On the User-Defined Funct ons page, c ck Add User-Defined Funct on
Assemb y 5. On the Add User-Defined Assemb y page, enter the strong name or fu path
for the assemb y conta n ng user-defined funct ons If you are referenc ng an assemb y n the g oba assemb y cache (GAC), you shou d spec fy the strong name If you are referenc ng an assemb y on the fi e system, you shou d spec fy the fu path to the fi e 6. Se ect the Assemb y Locat on of the assemb y
7. Se ect the Assemb y Enab ed check box to a ow the assemb y to be ca ed
from Exce Serv ces 8. Opt ona y, enter a descr pt on for the assemb y
9. C ck OK to reg ster the assemb y w th the Exce Serv ces app cat on
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The Add User-Defined Funct on Assemb y page s shown n F gure 6-8
FIGURE 6-8 The Add Use Def ned Funct on Assemb y page.
Managed Metadata Service Managed metadata n SharePo nt 2010 refers to a h erarch ca co ect on of terms used to descr be var ous types of tems, such as documents and st tems The terms can be managed us ng the Term Store Management Too and then exposed, a ong w th content types, v a the Managed Metadata Serv ce Th s a ows mu t p e s te co ect ons, Web app cat ons, and even farms to share terms and content types The Managed Metadata Serv ce app cat on w be d scussed n more deta Chapter 10, “Enterpr se Content Types and Metadata ”
n
PerformancePoint Services PerformancePo nt Serv ces prov de too s to manage and ana yze performance n an organ zat on, such as dashboards, key performance nd cators (KPIs), and other bus ness nte gence funct ona ty Prev ous y, PerformancePo nt was a standa one product bu t on IIS, but n SharePo nt 2010 t s ntegrated nto the product n the form of a serv ce app cat on, prov d ng a the benefits descr bed ear er n the chapter
Manage the PerformancePoint Services Application Perform the fo ow ng steps to manage the PerformancePo nt Serv ces app cat on 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons
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2. On the Manage Serv ce App cat ons page, c ck the PerformancePo nt
Serv ces App cat on nk 3. On the Manage PerformancePo nt Serv ces App cat on page, c ck
PerformancePo nt Serv ces App cat on Sett ngs 4. On the PerformancePo nt Serv ces App cat on Sett ngs page, n the Secure
Store And Unattended Serv ce Account sect on, spec fy the secure store s erv ce to use and the unattended serv ce account to be stored for the PerformancePo nt serv ce app cat on 5. In the Comments sect on, se ect the Enab e Comments check box f you want
comments to be enab ed on scorecard ce s 6. Spec fy the max mum number of annotated ce s a owed per scorecard
7. In the Cache sect on, spec fy the cache exp rat on thresho d
8. In the Data Sources sect on, spec fy the t meout ( n seconds) for data source
quer es
9. In the F ters sect on, enter the amount of t me to remember user fi ter
se ect ons and the max mum members to oad n the fi ter tree 10. In the Se ect Measure Contro sect on, spec fy the max mum number of
measures to oad n a dashboard Se ect Measure contro 11. In the Show Deta s sect on, spec fy the n t a retr eva
m t when a user c cks Show Deta s You can a so spec fy the max mum retr eva m t, or se ect the rad o button to a ow the m t to be contro ed by Ana ys s Serv ces
12. In the Decompos t on Tree sect on, spec fy the max mum number of
nd v dua tems (per eve ) returned to the decompos t on tree v sua zat on 13. C ck OK to save the sett ngs
Configure Trusted Content Locations By defau t, a content ocat ons w th n SharePo nt are trusted To spec fy that on y certa n ocat ons be trusted, use the fo ow ng steps 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck the PerformancePo nt
Serv ces App cat on nk 3. On the Manage PerformancePo nt Serv ces App cat on page, c ck Trusted
Content Locat ons 4. On the Trusted Content Locat ons page, under the Trust Content In head ng,
choose On y Spec fic Locat ons 5. C ck App y
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Add a Trusted Content Location Perform the fo ow ng steps to add a trusted content ocat on 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck the PerformancePo nt
Serv ces App cat on nk 3. On the Manage PerformancePo nt Serv ces App cat on page, c ck Trusted
Content Locat ons 4. Ver fy that On y Spec fic Locat ons s se ected 5. C ck Add Trusted Content Locat on 6. In the Ed t Trusted Content Locat on d a og box, enter the address to the
trusted content ocat on
7. Choose the ocat on type Th s m ght or m ght not be se ectab e, depend ng
on the URL spec fied 8. Opt ona y, enter a descr pt on for the new trusted content ocat on
9. C ck OK to save the trusted content ocat on
Search Service Search was prov ded as part of an SSP n SharePo nt 2007, but ke other former SSP serv ces t has been mp emented as a separate serv ce app cat on n SharePo nt 2010 Some of the sett ngs for search, such as proxy server and t meout sett ngs, are managed through the Genera App cat on Sett ngs sect on of Centra Adm n strat on, but most are managed at the search serv ce app cat on eve
Add a Content Source You must be a serv ce app cat on adm n strator for the search serv ce app cat on to add a content source 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck the Search Serv ce
App cat on 3. On the Search Adm n strat on page, n the Craw ng sect on n the eft pane,
c ck Content Sources 4. On the Manage Content Sources page, c ck New Content Source 5. On the Add Content Source page, n the Name sect on, type a name for the
content source n the Name text box
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6. In the Content Source Type sect on, choose the type of content to be
craw ed
7. In the Start Addresses sect on, type the URLs from wh ch the craw er shou d
beg n craw ng n the Type Start Addresses Be ow (One Per L ne) box 8. In the Craw Sett ngs sect on, se ect the des red craw ng behav or
9. In the Craw Schedu es sect on, se ect or define a schedu e for fu craw s
and ncrementa craw s Fu craw s craw a content defined by the content source, whereas ncrementa craw s on y craw content that has changed s nce the ast craw 10. In the Content Source Pr or ty sect on, se ect the pr or ty for the content
source 11. In the Start Fu Craw sect on, se ect the Start Fu Craw Of Th s Content
Source box f you want to go ahead and start a fu craw 12. C ck OK to save the content source
Add a Crawl Rule You must be a serv ce app cat on adm n strator for the search serv ce app cat on to add a craw ru e 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck Search Serv ce App cat on 3. On the Search Adm n strat on page, n the Craw ng sect on n the eft pane,
c ck Craw Ru es 4. C ck New Craw Ru e 5. On the Add Craw Ru e page, n the Path sect on, type the path to wh ch the
craw ru e w
app y
6. To use regu ar express ons nstead of w dcard characters n the path, se ect
the Use Regu ar Express on Syntax For Match ng Th s Ru e check box
7. If you want to match the cap ta zat on when match ng the ru e, se ect the
Match Case check box 8. In the Craw Configurat on sect on, choose between the fo ow ng ■
Choose Exc ude A Items In Th s Path to exc ude tems n the path from craw s Choose the Exc ude Comp ex URLs (URLs That Conta n Quest on Marks (?)) opt on f you want to exc ude URLs that have parameters that use the quest on mark notat on
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Choose Inc ude A Items In Th s Path to nc ude tems n the path n craw s
• Choose the Fo ow L nks On The URL W thout Craw ng The URL Itse f opt on to om t the start ng URL from craw s
• Choose the Craw Comp ex URLs (URLs That Conta n Quest on
Marks (?)) opt on to nc ude URLs that have parameters that use the quest on mark notat on n craw s
• Choose the Craw SharePo nt Content As HTTP Pages opt on to use the HTTP protoco to craw SharePo nt content rather than us ng the spec a protoco norma y used If you choose th s opt on, tem perm ss ons for craw ed content w not be stored
9. In the Spec fy Authent cat on sect on ( f ava ab e), choose the authent cat on
mechan sm You have the fo ow ng cho ces ■
Use The Defau t Content Access Account
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Spec fy A D fferent Content Access Account
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Spec fy C ent Cert ficate
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Spec fy Form Credent a s
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Use Cook es For Craw ng
10. C ck OK to save craw ru e
Start a Full Crawl Perform the fo ow ng steps to start a fu craw of a content source 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck Search Serv ce App cat on 3. On the Search Adm n strat on page, n the Craw ng sect on n the eft pane,
c ck Content Sources 4. On the Manage Content Sources page, po nt to the content source you want,
c ck the arrow that appears, and then choose Start Fu Craw You can start an ncrementa craw , pause a craw , resume a craw , or stop a craw by fo ow ng the preced ng steps and choos ng the appropr ate opt on from the content source context menu
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Secure Store Service The Secure Store Serv ce represents the evo ut on of the S ng e S gn-on serv ce n SharePo nt 2007 Th s serv ce prov des a secure database for stor ng credent a s and mapp ng them to app cat on IDs, wh ch represent spec fic app cat ons that users can access Th s a ows for seam ess access to SharePo nt and other app cat ons w thout users hav ng to og on to each app cat on separate y Th s a so a ows groups of credent a s to be mapped to a s ng e app cat on ID, therefore not requ r ng each nd v dua to have an account n the app cat on
Security Token Service The secur ty token serv ce s an dent ty management serv ce used to support C a ms-Based authent cat on n SharePo nt 2010 Th s serv ce w be covered n more deta n Chapter 15, “Configur ng Po c es and Secur ty ”
State Service The State Serv ce s used by SharePo nt 2010 to save state nformat on across re ated HTTP requests w th n a SQL Server database Th s serv ce s requ red by many components of SharePo nt Server 2010, nc ud ng InfoPath Forms Serv ces and the Chart Web part The State Serv ce s configured us ng the Farm Configurat on W zard or W ndows PowerShe Us ng the Farm Configurat on W zard, the State Serv ce can be configured by s mp y se ect ng the correspond ng check box—the w zard w perform the configurat on automat ca y
Visio Graphics Service The V s o Graph cs Serv ce s a new serv ce app cat on that a ows for shar ng and v ew ng of M crosoft V s o d agrams through the Web browser In add t on to be ng v ewed, d agrams can be bound to data and updated as the under y ng data sources are updated Th s s espec a y usefu for v sua z ng workflows runn ng w th n SharePo nt 2010
Usage and Health Data Collection Service The Usage And Hea th Data Co ect on Serv ce co ects and ogs usage and hea th status data for report ng and ana ys s Th s serv ce co ects data from a w de var ety of sources, such as performance counters, event ogs, search usage data, s te co ect on and s te usage data, and so forth, and comp es t for creat ng var ous types of usage and hea th status reports
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Web Analytics Service The Web Ana yt cs Serv ce comp es some bas c ana yt cs nformat on for SharePo nt s tes—such as page h ts, search terms, browser nformat on, and so forth—that can g ve ns ght nto usage patterns for the s te and he p mprove s te des gn and search configurat on
Word Automation Service The Word Automat on Serv ce s a new serv ce app cat on n SharePo nt 2010 that prov des unattended, server-s de convers on of documents nto formats that are supported by the M crosoft Office Word c ent app cat on Tasks that used to requ re the Word c ent can now be automated on the server w thout hav ng to nsta the c ent at a The Word Automat on Serv ce supports the fo ow ng fi e formats ■
Open F e Format ( docx, docm, dotx, dotm)
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Word 97-2003 fi es ( doc, dot)
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R ch Text fi es ( rtf)
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S ng e-fi e Web pages ( mht, mhtm )
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Word 2003 XML documents ( xm )
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Word XML documents ( xm )
The Word Automat on Serv ce can save fi es n a of the formats sted, as we as Portab e Document Format ( pdf) and XML Paper Spec ficat on ( xps) formats
Configuring the Word Automation Service You must be a member of the Farm Adm n strators group to configure the Word Automat on Serv ce 1. On the Centra Adm n strat on home page, n the App cat on Management
sect on, c ck Manage Serv ce App cat ons 2. On the Manage Serv ce App cat ons page, c ck the Word Automat on
Serv ces nk 3. On the Word Automat on Serv ces page, n the Supported F e Formats
s ect on, choose wh ch fi e formats shou d be supported by se ect ng the check box next to the format 4. In the Embedded Font Support sect on, spec fy whether to d sab e
embedded fonts 5. In the Max mum Memory Usage sect on, spec fy the percentage of ava ab e
memory that shou d be used by the Word Automat on Serv ce
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6. In the Recyc e Thresho d sect on, spec fy the number of documents that
shou d be converted by a convers on process before t s recyc ed
7. In the Word 97-2003 Document Scann ng sect on, spec fy whether to d sab e
Word 97-2003 document scann ng Th s prov des added secur ty for Word 97-2003 documents, but t does ncur some overhead cost Th s feature shou d be d sab ed on y f a documents oaded by the serv ce can be trusted 8. In the Convers on Processes sect on, spec fy the number of convers on
processes created on each server used by the serv ce app cat on A d fferent convers on process must be used for each convers on that s performed s mu taneous y
9. In the Convers on Throughput sect on, spec fy the frequency ( n m nutes)
w th wh ch groups of convers ons are started, and the number of convers ons performed n each group 10. In the Job Mon tor ng sect on, spec fy the ength of t me ( n m nutes) before
convers on status s mon tored and, f necessary, restarted 11. In the Max mum Convers on Attempts sect on, spec fy the max mum number
of t mes a convers on s attempted before ts status s set to Fa ed 12. C ck OK to save the sett ngs
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PA R T I I
Configuring SharePoint Server 2010 CHAPTER 7
Web Parts, Features, and S o ut ons 205
CHAPTER 8
Configur ng the Search Serv ce App cat on 239
CHAPTER 9
Manag ng the Search E xper ence 265
CHAPTER 10
Enterpr se Content Types and Metadata 329
CHAPTER 11
Document Management 361
CHAPTER 12
Records Management 385
CHAPTER 13
Porta s and Co aborat on 405
CHAPTER 14
User Profi es and My S tes 419
CHAPTER 7
Web Parts, Features, and Solutions ■
nsta ng and Configur ng Web Parts 205
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nsta ng and Configur ng Features 215
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Manag ng So ut ons 221
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h s chapter w cover the nterre ated top cs of Web parts, features, and so ut ons Web parts are one of the pr nc pa ways of custom z ng M crosoft SharePo nt Server 2010 Web parts are reusab e contro s that a ow users to create pages to so ve bus ness prob ems us ng on y the browser Features are SharePo nt Server 2010–spec fic programm ng art facts that work as the contro pane for a host of funct ons Features configure SharePo nt Server 2010 and copy and prov s on sts and brar es They are cr t ca for contro ng the dep oyment and the funct ona ty of SharePo nt Server 2010 Solutions are the on y supported method for dep oy ng deve oper art facts cons stent y to mu t p e servers n a farm So ut ons, comb ned w th features, prov de a mechan sm for extend ng SharePo nt Server 2010 funct ona ty to meet chang ng requ rements
Installing and Configuring Web Parts Web parts are modu ar, reusab e p eces of code that a ow users to mod fy the r appearance, content, and behav or For examp e, users m ght mod fy the appearance of a Web part by adjust ng ts he ght and w dth Content m ght be mod fied for a Web part that d sp ays a tab e of data by se ect ng wh ch co umns are d sp ayed and n what order As an examp e of mod fy ng behav or, a Web part cou d d sp ay e ther a summary or deta s of certa n nformat on The Web part m ght sw tch between st ng every nvo ce for every sa es person nvo ced for the past 90 days or s mp y st ng a tota do ar amount for each sa es person Web parts are the bu d ng b ocks for SharePo nt Server 2010 Web user nterface nteract ons
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Web parts are broad y scoped; they serve as w ndows n SharePo nt Server 2010 to the broader wor d of IT They are w ndows nto externa data sources such as M crosoft SQL Server or Orac e databases Add t ona y, they a ow a g mpse nto Web serv ces or they can ntegrate w th bus ness app cat ons Pred ctab y, they serve as w ndows nto SharePo nt Server 2010 by a ow ng nteract on w th nformat on stored n sts and brar es F na y, Web parts are w ndows nto the users of SharePo nt Server 2010 They prov de a mechan sm for nteract ng w th and empower ng users to so ve bus ness prob ems
Web Part Architecture There are two types of fi es assoc ated w th Web parts an assemb y and an XML fi e A Web parts requ re a b nary assemb y, a dynam c- nk brary (DLL), wh ch conta ns the code that the Web part executes The XML fi e reg sters the assemb y, te ng SharePo nt Server 2010 that the Web part ex sts and nd cat ng what assemb y t uses, and t sets the propert es that contro how the Web part behaves Web parts have to be dep oyed us ng e ther fu -trust or sandboxed so ut ons SharePo nt Server 2010 sh ps w th many usefu Web parts that can be configured to accomp sh any number of tasks Custom Web parts, e ther ones that are purchased or Web parts created n house, w be dep oyed v a so ut on packages Dep oyment does not add the Web parts to any pages— t s mp y puts the Web parts’ requ red resources n p ace on the farm servers so that they can be added to pages For a Web part to appear as an opt on to be added to a page, ts XML fi e must be ocated n e ther a Web app cat on’s WPCATALOG fo der or the Web part ga ery of a s te co ect on Web parts dep oyed to WPCATALOG are scoped at the Web-app cat on eve and are ava ab e to a s te co ect ons conta ned n the Web app cat on Web parts added to a Web part ga ery are scoped to the s te co ect on that conta ns the ga ery A s te co ect on’s Web part ga ery can be v ewed by nav gat ng to S te Act ons, S te Sett ngs, Ga er es, Web Parts The Web part ga ery s a document brary configured to conta n Web part XML fi es As w th any document brary, tems can be created, up oaded, and de eted from the ga ery NOTE A though Web parts added to WPCATALOG are mmed ate y ava ab e for use, s te co ect on scoped Web parts requ re a feature to be act vated n order to add the copy of the Web part XML fi e to the Web part ga ery. The defau t ocat on for WPCATALOG s C:\ NETPUB\WWWROOT\WSS\V rtua D rector es\{WebAppName} {PortNumber}.
Because of the spec fic nature of the Web part ga ery, the funct on of the New button has been custom zed The Web part ga ery New Web Parts page prov des a st of Web part assemb es that can be used n the s te co ect on To be nc uded n the New Web Parts st, a Web part must be a pub c assemb y that nher ts from one of the Web part base c asses and t must be marked as safe, n a Safe Contro entry,
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n the Web app cat on’s Web.config fi e The fo ow ng s a samp e Safe Contro entry Safe Control
Safe Contro entr es funct on as gate keepers that m t the assemb es that can run n a s te co ect on to on y those that have been exp c t y marked as safe Any contro that s not marked as safe s cons dered unsafe and w not be a owed to run In add t on to mark ng contro s as safe to run, safe contro s can be usefu for deny ng a spec fic contro from runn ng Suppose the assemb y TwoParts conta ns two Web parts named GoodPart and BadPart The fo ow ng two safe contro entr es a ow GoodPart to run but exp c t y prevent BadPart from do ng so
The first entry marks a Web parts n the namespace TwoPartsNS n the assemb y TwoParts as safe The second safe contro entry overr des the first entry and exp ct y reg sters BadPart as not safe, thus prevent ng t from runn ng A Web part not marked as safe cannot be added to a page, and a Web part a ready added to a page w cease runn ng f ts safe contro status s changed
Web Parts and Pages Pages enab e re ated content to be conso dated nto a un que page that s opt m zed for a spec fic purpose For nstance, you can conso date re ated nformat on nto a s ng e page to prov de an overv ew Pages co ect and organ ze Web parts to create a custom zed ayout and custom zed funct ona ty
Creating a Content Page and Adding Web Parts In prev ous vers ons of SharePo nt Server, Web parts were arge y restr cted to be ng p aced n predefined Web part zones SharePo nt Server 2010 a ows Web parts to be p aced nto content areas and pos t oned us ng standard markup Free ng Web parts from Web part zones a ows users greater flex b ty n creat ng and customz ng presentat ons For the many nstances when s mp e predefined reg ons are suffic ent for organ z ng Web parts, the more structured Web part pages are st ava ab e A though the predefined zones of Web part pages are ess flex b e, they a so requ re ess effort to organ ze the presentat on
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There are severa ways to create the var ous pages The most read y ava ab e pproach s to se ect New Page from the S te Act ons drop-down menu The New a Page opt on from the S te Act ons drop-down menu creates a page that uses the Body Only page ayout The Body On y page ayout has a s ng e arge content area that can conta n Web parts and other markup To create a Body On y page and add Web parts to t, do the fo ow ng 1. Open the s te where you want to add the page 2. From the S te Act ons menu, se ect New Page 3. Enter a name for the new page, and c ck Create 4. C ck the Insert tab on the R bbon as seen n F gure 7-1
FIGURE 7-1 Se ect ng the nse t tab on the R bbon.
5. C ck the Web Part button 6. Se ect a category
7. Se ect a Web part
8. Se ect where to add the Web part
9. C ck the Add button
After the Web part s added to the r ch content area, you can custom ze ts ayout by d rect y ed t ng the markup of the content area You can ed t the content area’s markup by c ck ng on the Format Text tab on the R bbon and se ect ng Ed t HTML Source from the HTML drop-down menu
Creating Web Part Pages and Adding Web Parts In many nstances, the flex b ty of add ng Web parts d rect y to the content area s not necessary Web part pages come w th predefined Web part zones to prov de a defau t organ zat on for Web parts W th some creat v ty, these Web part pages can be adapted to a var ety of ayout requ rements The first th ng to know about Web part pages w th a predefined ayout s that after the ayout s chosen, t cannot be eas y a tered Therefore, the more flex b e the ayout you choose, the better off you w be The second th ng to know s that an empty Web part zone renders as noth ng If a Web part page w th three co umns s chosen and on y two are used, the page renders as two co umns The th rd, unused co umn does not use up va uab e screen 208
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rea estate Therefore, t s best to use a Web part page ayout w th as many Web part zones as poss b e The unused zones are gnored, tak ng up no page space, but they are st ava ab e for future use F gure 7-2 shows the page n ed t mode and demonstrates the absence of a Web part n Row 1 F gure 7-3 shows the same page as users wou d see t
FIGURE 7-2 Web pa t zones a e seen n ed t mode when they a e empty.
FIGURE 7-3 Use s w
not see the empty Web pa t zone.
Exper ence has shown that the Header-Footer-4-Co umns page, Left-Co umn-Header-Footer page, and R ght-Co umn-Header-Footer page are the most usefu Web part pages because they prov de the greatest number of poss b e comb nat ons To create a Web part page, do the fo ow ng 1. Open the s te where you want to add the page 2. From the S te Act ons drop-down menu, se ect V ew A S te Content 3. C ck the Create hyper nk at the top of the A S te Content page 4. Choose Page from the F ter By menu 5. C ck the Web Part Page con 6. C ck the Create button
7. Name the Web part page
8. Choose a ayout temp ate
9. Se ect the document brary to save the page n
10. C ck the Create button
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When the Web part page s created, t w automat ca y be n ed t mode ecause the page s n ed t mode, a the Web part zones on the page are d sp ayed B After the page s pub shed, on y the zones that conta n Web parts are actua y rendered Any empty zones are gnored The process for add ng Web parts to the Web part page s somewhat d fferent from the process for content pages To add a Web part, do the fo ow ng 1. C ck the Add A Web Part button n the zone where you want to add the Web
part 2. Se ect a category 3. Se ect a Web part 4. Opt ona y, se ect a d fferent zone from the Add Web Part To drop-down
menu 5. C ck the Add button
Deleting and Closing Web Parts There are two opt ons for remov ng Web parts from a page c ose and de ete A though the two have s m ar effects, they are d fferent enough that you need to understand how to use them appropr ate y De et ng a Web part de etes the Web part from the page permanent y A though the same Web part can be added to the page aga n, a custom zat on or configurat on of the de eted Web part s ost There s no Recyc e B n capab ty for Web part custom zat ons To de ete a Web part, do the fo ow ng 1. Open the page where the Web part s ocated 2. Se ect Ed t Page from the S te Act ons drop-down menu 3. C ck the Web part to be de eted 4. C ck the Web Part Too s tab on the R bbon 5. C ck the De ete Button, and then c ck OK n the warn ng d a og
C os ng a Web part preserves the Web part’s configurat on and custom zat on by mov ng the Web part to the C osed Web Parts ga ery The Web part can be returned to the page from the C osed Web Parts ga ery w th a of ts configurat on and custom zat ons ntact TIP A major mprovement n SharePo nt Server 2010 s that c osed Web parts no onger consume the same system resources as open Web parts.
As an a ternat ve, many Web parts can be exported, thus preserv ng the r c ustom zat ons w thout requ r ng them to be ma nta ned n the ga ery To c ose a Web part, do the fo ow ng 1. Open the page where the Web part s ocated 2. C ck the Web part 3. Se ect C ose from the Web part’s shortcut menu, as seen n F gure 7-4 210
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FIGURE 7-4 Se ect C ose to p ese ve the Web pa t’s custom zat on.
C osed Web parts can be returned to the page by go ng through the process to add a Web part, and then se ect ng a Web part from the C osed Web Parts category A qu ck way to see a st of a c osed Web parts on the page s to use the Web Parts Ma ntenance page The Web Parts Ma ntenance page can be opened by append ng ?contents=1 to any page that conta ns Web parts For examp e, http://portal.contoso.com/Pages/default.aspx?contents=1 wou d open the Web Parts Page Ma ntenance for the Contoso Porta home page From the Web Parts Page Ma ntenance, Web parts can be c osed, de eted, and reset The Web Parts Ma ntenance page can a so be a usefu too for remov ng Web parts that keep the page from oad ng
Web Part Connections Web parts support a connect v ty mode that a ows them to nteroperate Connected Web parts can be used to do tasks such as fi ter ng resu t sets or prov d ng re ated parent and deta s v ews of data Not a Web parts support connect ons, and some Web parts can be connected on y to certa n types of Web parts, depend ng on how the Web part was deve oped A though the Web part framework has been great y mproved to ensure type safe Web part connect ons, you can st connect Web parts n mean ng ess, but techn ca y va d, ways—for examp e, supp yng a Soc a Secur ty number n the p ace of a te ephone number Therefore, a ways test to ver fy that Web part connect ons behave n the way they are ntended To connect to Web parts, do the fo ow ng 1. Open the page that conta ns the Web parts 2. Se ect Ed t Page from the S te Act ons menu 3. C ck Connect on n the Web part’s shortcut menu 4. Se ect the type of connect on 5. Se ect the target Web part 6. Opt ona y, prov de requ red connect on nformat on
The behav or of connected Web parts vary depend ng on the types of Web parts nvo ved Some Web parts a ow un m ted connect ons, wh e others a ow on y one connect on at a t me Web parts can support mu t p e types of connect ons, but many Web parts mp ement on y a s ng e connect on type There are some
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gu de nes prov ded when deve op ng Web parts n M crosoft V sua Stud o, but a deve oper can choose to overr de them In genera , Web parts do not support b d rect ona connect ons Informat on can be passed from one Web part to another, but not back and forth Web parts typ ca y prov de an un m ted number of connect ons to other Web parts but a ow on y a s ng e consum ng connect on As an examp e, mage Web parts can be connected to brar es that conta n mages A brary can prov de a connect on to mu t p e mage Web parts, but an mage Web part consumes mages from on y one brary at a t me A though b d rect ona Web part connect ons are not supported, a Web part can be both a consumer and prov der To do so, t must prov de a connect on to one Web part and consume a connect on from a d fferent Web part After Web part connect ons have been estab shed, they can be term nated eas y To break a Web part connect on, do the fo ow ng 1. Open the page that conta ns the Web parts 2. Se ect Ed t Page from the S te Act ons menu 3. Se ect Connect ons n the Web part’s shortcut menu, as seen n F gure 7-5
FIGURE 7-5 Se ect Connect ons n the d op down menu.
4. Se ect the connect on that s to be term nated 5. C ck the connect on to be term nated
Web Part Properties and Personalization Web parts are configured and custom zed by mod fy ng Web part propert es A though Web parts have d fferent propert es, a most a Web parts share certa n common propert es To mod fy a Web part’s propert es, se ect Ed t Web Part from the Web part’s shortcut menu, as shown n F gure 7-6 Tab e 7-1 shows the common Web part propert es that most Web parts possess
FIGURE 7-6 Ed t ng the Web pa t.
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FIGURE 7-7 C ck Pe sona ze Th s Page on the We come Use cont o . ■
Private These propert es are ana ogous to Persona zed propert es, except they app y to pr vate Web parts that on y you can see
NOTE To v ew the shared v ew of the page, repeat the process but c ck Show Shared V ew nstead of Persona ze Th s Page. There s a qu rk that requ res you to ex t ed t mode to a ow you to sw tch to the shared v ew of a page.
When ed t ng a persona zed page, users shou d see a message that they are ed t ng a persona vers on of the page After users persona ze a page, they can configure Web parts for the r nd v dua needs For examp e, users can make Web parts they frequent y work w th arge, wh e m n m z ng Web parts that are of ess nterest to them Prob ems can ar se w th users nadvertent y persona z ng Web parts w th va ues that need to be shared A common ssue s that users persona ze Web parts w th connect on str ngs If a Web part that shares a connect on str ng s persona zed, the Web part cont nues to work norma y unt the va ue of the connect on str ng changes If that happens, the Web part cont nues to work for everyone but the user who persona zed the Web part Proper cod ng techn ques w prevent th s prob em from occurr ng Unfortunate y, proper cod ng techn ques are not a ways fo owed If a s ng e user has prob ems w th Web parts that no one e se has, check to make sure that the user does not have prob ems w th a persona zed page If persona zat on ssues are the prob em, use the Web Parts Ma ntenance page to v ew the persona zed copy of the page and reset the Web parts on the persona zed copy In add t on to persona z ng Web parts a ready on a page, users can add Web parts to a persona zed page These Web parts are pr vate to the user and have on y persona zed propert es Pr vate Web parts can be he pfu n a ow ng users to ntegrate nformat on of va ue to them nto the shared vers on of a page
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Installing and Configuring Features Features are SharePo nt Server 2010–spec fic dec arat ve (XML) programm ng e ements Whereas Web parts do th ngs in SharePo nt Server 2010, features do th ngs to SharePo nt Server 2010 Features configure, assoc ate, define, create, and copy Features are most common y used for the fo ow ng ■
To define the co umns that make up st types and the fie ds that the co umns are based on
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To copy Web parts and master pages to the r respect ve ga er es
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To assoc ate V sua Stud o workflows w th a st or s te
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To mod fy and extend the configurat on of the SharePo nt Server 2010 user nterface
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To serve as a contro pane that a ows code and configurat on changes to be turned on and off n the browser
NOTE Features can affect four d fferent scopes: farm, Web app cat on, s te co ect on, and s te. S te scoped and s te co ect on scoped features can be contro ed by nformat on workers, wh ch a ows farm adm n strators to de egate respons b ty for them.
Feature Architecture Features are XML fi es and must be conta ned n a fo der n C \Programs F es\ Common F es\M crosoft Shared\Web Server Extens ons\ 14\TEMPLATE\FEATURES Feature fi es not dep oyed to a subfo der n TEMPLATE\FEATURES w not be recogn zed as features and w not work Features are genera y composed of two types of fi es a feature header fi e and one or more e ement fi es Because the feature fi es are s mp y XML and because they are ocated n TEMPLATE\FEATURES, they can be eas y nspected by brows ng to the appropr ate fo der and exam n ng the contents of the fi es Feature header fi es are genera y named Feature.xml The fo ow ng s an examp e of a feature xm fi e Feature.xml (Feature Header File)
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The header fi e spec fies the ID, t t e, descr pt on, scope, and whether or not the feature s h dden If a feature s h dden, t w not be seen n the browser but can be act vated w th Stsadm exe, w th W ndows PowerShe , or programmat ca y n V sua Stud o A feature rece ver, or ts dependent features, behave d fferent y depend ng on the scope of the features nvo ved If a feature has a dependency on a h gher scoped feature, the h gher scoped feature must be act vated before the feature w th the dependency can be act vated For examp e, the s te-scoped SharePo nt Server Pub sh ng feature requ res that the s te co ect on–scoped SharePo nt Server Pub sh ng Infrastructure feature be act vated first If a feature has a dependency on a feature of the same scope, the dependent feature s automat ca y act vated H gher scoped dependenc es are genera y used to guarantee that requ red resources are ava ab e to the dependent feature S m ar y scoped dependenc es are genera y used to synchron ze the act vat on and deact vat on of a number of nterre ated and nterdependent features In the case of s m ar y scoped dependenc es, the dependent features are typ ca y h dden, thereby prevent ng the r acc denta act vat on or deact vat on
Feature Life Cycle There s a four-stage feature fe cyc e Features are nsta ed, act vated, deact vated, and un nsta ed Features can be man pu ated w th Stsadm exe, Centra Adm n strat on, and W ndows PowerShe Features are dep oyed us ng so ut on packages w th e ther fu -trust or sandboxed dep oyment mechan sms They form an essent a part of so ut on dep oyment NOTE So ut on packages bund e and dep oy SharePo nt Server 2010 art facts and use features to contro act vat on, configurat on, and rep cat on of those art facts.
Installing Features Features are dep oyed w th so ut on packages and shou d be automat ca y nsta ed when dep oyed A though t s uncommon to have to manua y nsta features, you shou d know what the nsta at on process does to nsta features To nsta a feature, the necessary feature fi es must a ready be dep oyed to the TEMPLATE\FEATURES d rectory on a servers n the farm Insta ng a feature s mp y makes t ava ab e to be act vated Any nsta ed feature that does not have the property Hidden=True can be seen and act vated through the SharePo nt Server 2010 user nterface NOTE Feature nsta at on does not cause the feature to do anyth ng. t s mp y makes the features ava ab e for act vat on and v s b e n the browser.
There s no mechan sm for nsta ng features us ng Centra Adm n strat on— Centra Adm n strat on s used on y to manage prev ous y nsta ed features Features 216
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must be nsta ed us ng e ther Stsadm exe or W ndows PowerShe Stsadm exe s ocated n C \Program F es\Common F es\M crosoft Shared\Web Server Extens ons\14\BIN To nsta a feature us ng Stsadm exe, use the fo ow ng command stsadm.exe -o installfeature {-filename | -name } [-force]
The Name parameter refers to the name of the fo der n TEMPLATE\FEATURES that the feature res des n On y features that use the nam ng convent on of Feature.xml for the r feature header fi e can be referred to by the r fo der name If a feature does not fo ow the Feature xm nam ng convent on, the fi e name parameter must be used w th a re at ve path to the header fi e n TEMPLATE\FEATURES To nsta a feature us ng W ndows PowerShe , use the fo ow ng command Install-SPFeature -Path [-AssignmentCollection ] [-Confirm []] [-Force ] [-WhatIf []] []
The Path parameter can be e ther the name of the feature’s fo der n TEMPLATE\FEATURES or a re at ve path to the feature’s header fi e The Confirm parameter asks for confirmat on before execut ng a command Use the Force parameter to force the re nsta at on of an a ready nsta ed feature
Activating and Deactivating Features A feature must be act vated for t to take effect Farm-scoped features dep oyed w th fu -trust so ut ons and s te co ect on–scoped features dep oyed w th sandboxed so ut ons are automat ca y act vated when they are dep oyed Deact vat on does not necessar y reverse the resu ts of act vat on For examp e, f act vat ng a feature prov s oned a custom st, deact vat ng the feature probab y w not de ete the st Th s behav or s ntent ona and fo ows a genera ph osophy of SharePo nt Server 2010 to do no harm As a genera pr nc p e, SharePo nt Server 2010 w not destroy or de ete nformat on un ess exp c t y nstructed to do so TIP Be aware that when you deact vate features they m ght not c ean up after themse ves and you m ght need to do the c eanup manua y.
After deact vat ng any feature w th wh ch you are unfam ar, check the resu t of the deact vat on MANAGING FEATURES FROM CENTRAL ADMINISTRATION
Un ke nsta at on, features can be act vated and deact vated through the Centra Adm n strat on nterface n add t on to us ng Stsadm exe and W ndows PowerShe The ocat on for act vat ng and deact vat ng features s d fferent for each feature
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scope To act vate or deact vate a farm-scoped feature us ng Centra Adm n strat on, do the fo ow ng 1. Browse to Centra Adm n strat on, System Sett ngs, Manage Farm Features 2. C ck e ther the feature’s Act vate or Deact vate button 3. To deact vate a feature, confirm the deact vat on
Act vat ng Web app cat on–scoped features n Centra Adm n strat on has changed cons derab y and s now accomp shed us ng the new management R bbon To act vate a Web app cat on–scoped feature, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Web
App cat ons 2. C ck the row that conta ns the Web app cat on that the feature shou d be
act vated on 3. C ck the Web App cat on tab n the management R bbon 4. C ck the Manage Features button n the management R bbon, as seen n
F gure 7-8
FIGURE 7-8 Se ect the ow of the Web app cat on, and then Manage Featu es.
5. C ck e ther the feature’s Act vate or Deact vate button 6. To deact vate the feature, confirm the deact vat on ACTIVATING AND DEACTIVATING FEATURES IN A SITE COLLECTION
If a feature has been nsta ed to the farm and scoped to a s te co ect on, a s te co ect on adm n strator can then e ther act vate or deact vate the feature To act vate or deact vate a s te co ect on–scoped feature, do the fo ow ng 1. Open the appropr ate s te co ect on n the browser 2. From the S te Act ons drop-down menu, c ck S te Sett ngs 3. C ck the S te Co ect on Features hyper nk n the S te Co ect on Adm n stra-
t on group, as seen n F gure 7-9 If the S te Co ect on Adm n strat on group conta ns a Go To Top Leve S te Sett ngs hyper nk, c ck on t to go to the top- eve s te, and then c ck the S te Co ect on Features hyper nk
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4. C ck the Act vate or Deact vate button 5. To deact vate a feature, confirm the deact vat on ACTIVATING AND DEACTIVATING FEATURES IN A SITE
If a feature has been nsta ed to the farm and scoped to a s te, a s te owner can act vate and deact vate the feature To act vate or deact vate a s te-scoped feature, do the fo ow ng 1. Open the s te n the browser 2. From the S te Act ons drop-down menu, c ck S te Sett ngs 3. C ck the Manage S te Features hyper nk n the S te Act ons group, as seen n
F gure 7-9
FIGURE 7-9 Choose to manage featu es n the e evant scope.
4. C ck the Act vate or Deact vate button 5. Confirm the deact vat on ACTIVATING AND DEACTIVATING FEATURES USING STSADM.EXE
Features can a so be act vated and deact vated from the command ne us ng Stsadm exe Act vate or deact vate features us ng the appropr ate stsadm exe command stsadm.exe -o activatefeature {-filename | -name | -id } [-url ] [-force]
Or stsadm.exe -o deactivatefeature {-filename | -name | -id } [-url ] [-force]
The Name parameter refers to the name of the fo der n wh ch the feature res des n TEMPLATE\FEATURES If the feature does not use a feature header fi e named Feature xm , the Filename parameter must be used and re at ve path to the header fi e must be spec fied In add t on to be ng referred to by name or fi e name, features can be referred to by ID W th the ID parameter, you can spec fy the feature’s GUID
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n p ace of the name and fi e name parameters If the feature s scoped at the Web app cat on, s te co ect on, or s te scopes, the URL of the Web app cat on, s te co ect on, or s te must be spec fied When you are act vat ng a feature, the Force parameter forces any custom code assoc ated w th the feature to rerun ACTIVATING AND DEACTIVATING FEATURES USING WINDOWS POWERSHELL
W ndows PowerShe uses a s ght y d fferent nam ng system than Stsadm exe and the user nterface Instead of us ng the activate and deactivate parameters, W ndows PowerShe use the verbs Enable and Disable To act vate (enab e) or deact vate (d sab e) features w th W ndows PowerShe , use the appropr ate cmd et Enable-SPFeature -Identity [-AssignmentCollection ] [-Confirm []] [-Force ] [-PassThru ] [-Url ] [-WhatIf []] []
Or Disable-SPFeature -Identity [-AssignmentCollection ] [-Confirm []] [-Force ] [-Url ] [-WhatIf []] []
When you are enab ng or d sab ng a feature, the Identity parameter must refer to e ther the name of the fo der n wh ch the feature res des n TEMPLATE\FEATURES or the feature’s un que ID The Force parameter forces the react vat on of an a ready act vated feature, therefore caus ng any custom code assoc ated w th the feature to be rerun If the feature s scoped at the Web app cat on, s te co ect on, or s te scopes, the URL of the Web app cat on, s te co ect on, or s te must be prov ded
Uninstalling Features When a feature s un nsta ed, ts feature fi es are not de eted Un nsta ng a feature causes SharePo nt Server 2010 on y to gnore the feature fi es dep oyed to TEMPLATE\FEATURES An un nsta ed feature w not be d sp ayed n the user nterface, and t cannot be act vated w th Stsadm exe or W ndows PowerShe w thout first be ng re nsta ed Th s behav or a ows you to un nsta a prob em feature to keep t from affect ng farm performance and stab ty NOTE Because features are dep oyed us ng so ut on packages, t s not a good dea to manua y de ete the feature fi es. f a feature needs to be permanent y and comp ete y removed from the farm, the appropr ate steps are to retract and de ete the s o ut on package that dep oyed the feature. f other assets from the so ut on package are st requ red, a new vers on of the so ut on package must be created and redep oyed.
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UNINSTALLING VIA STSADM
Just as w th nsta at on, features cannot be un nsta ed through the user nterface To un nsta a feature, use e ther Stsadm exe or W ndows PowerShe The appropr ate Stsadm exe command to un nsta a feature s as fo ows stsadm.exe -o uninstallfeature {-filename | -name | -id } [-force]
The Name parameter s the name of the fo der n TEMPLATE\FEATURES that the feature s ocated n If the feature does not use a feature header fi e named Feature xm , e ther the Filename or ID parameter must be used nstead Use the Filename parameter to refer to the feature by spec fy ng a re at ve path to the feature’s header fi e The ID parameter references the feature by ts un que ID Us ng the Force parameter causes the feature to be un nsta ed even f t s st act vated UNINSTALLING VIA WINDOWS POWERSHELL
Because W ndows PowerShe s rep ac ng stsadm exe, t’s a good dea to beg n adm n strat ve tasks us ng W ndows PowerShe To un nsta a feature v a W ndows PowerShe , use the fo ow ng cmd et Uninstall-SPFeature -Identity [-AssignmentCollection ] [-Confirm []] [-Force ] [-WhatIf []] []
The Identity parameter must spec fy e ther the name of the fo der n TEMPLATE\FEATURES where the feature s ocated or the feature’s un que ID The Force sw tch causes the feature to be un nsta ed even f t’s current y act vated
Managing Solutions SharePo nt Server 2010 s both a powerfu product and a flex b e and extens b e p atform Some organ zat ons w be ab e to accomp sh the r goa s us ng SharePo nt Server 2010 as the r on y product When the nat ve funct ona ty of SharePo nt Server 2010 s no onger suffic ent to fu fi an organ zat on’s requ rements, SharePo nt Server 2010 can be extended and enhanced us ng custom code Because of SharePo nt Server 2010’s mu t server arch tecture and ts ab ty to de egate adm n strat ve tasks to nformat on workers, t has some spec fic methods for dep oy ng custom deve oper art facts SharePo nt Server 2010 has two re ated techno og es for packag ng and manag ng deve oper art facts, fu -trust and sandboxed so ut ons Sandboxed so ut ons are new to SharePo nt Server 2010 and prov de a mechan sm for a ow ng nformat on workers to manage extend ng the nat ve p atform wh e contro of the process s ma nta ned by farm adm n strators Fu -trust so ut ons are d rect y managed by farm adm n strators and pr nc pa y used to dep oy and retract deve oper art facts on mu t p e servers
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Full-Trust Solutions The flex b e and sca ab e nature of SharePo nt Server 2010 prov des some un que dep oyment cha enges Mu t p e art fact types—such as Web parts, master pages, and features—need to be dep oyed to mu t p e ocat ons on mu t p e servers As the number of tems dep oyed ncreases, the number of ocat ons dep oyed to ncreases, and as the number of servers n the farm grows, manua dep oyment rap d y ceases to be an opt on It s therefore cr t ca to understand fu -trust so ut ons and how to use them Fu -trust so ut ons prov de a method for cons stent y dep oy ng art facts to a the servers n a SharePo nt farm Fu -trust so ut ons are cab net ( CAB) fi es that conta n a group of art facts to be dep oyed and an XML fi e named Man fest xm , and these fi es have .WSP added as a suffix The Man fest xm fi e defines the dep oyment ocat ons and other propert es of the art facts conta ned n the fu -trust so ut on Fu -trust so ut ons can dep oy art facts to the fo ow ng ocat ons ■
G oba assemb y cache (GAC), ocated at C \W ndows\Assemb y
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SharePo nt Root Fo der, ocated at C \Program F es\Common F es\ M crosoft Shared\Web Server Extens ons\14
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Inetpub, ocated at C \Inetpub\WWWRoot\WSS\V rtua D rector es\ [WebAppName][Port Number]
The contents of a fu -trust so ut on can be nspected us ng the fo ow ng process 1. Copy the fu -trust so ut on WSP fi e 2. Change the fi e extens on to CAB 3. Open the renamed fi e to v ew the contents 4. Extract the Man fest xm fi e to determ ne where and how the contents of the
fu -trust so ut on w
be dep oyed
Add ng a fu -trust so ut on to the store does not dep oy, act vate, or mp ement any of the so ut on package’s components The fu -trust so ut on s s mp y made ava ab e to be dep oyed across a servers n the farm n a cons stent manner After the fu -trust so ut on s added to the store, t can be dep oyed mmed ate y or at a schedu ed t me, or t s mp y can be eft n the store for future use When a fu -trust so ut on s dep oyed, t s dep oyed on a servers throughout the farm Items are cop ed to each of the servers n the farm, but they st m ght not be funct ona They must be act vated e ther v a custom code or manua y n s te and s te co ect on sett ngs Dep oyment s mp y guarantees that tems are cop ed to the r appropr ate ocat ons In add t on to prov d ng a mechan sm for cons stent y dep oyng tems, fu -trust so ut ons a so coord nate the remova of tems that have reached the end of the r fe cyc e Fu -trust so ut ons pass through the fo ow ng fe-cyc e process 1. Add ng a so ut on to the so ut on store 2. Dep oy ng the so ut on’s content
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3. Upgrad ng the so ut on 4. Retract ng the content dep oyed by the so ut on 5. De et ng the so ut on from the so ut on store
Managing Full-Trust Solutions Centra Adm n strat on, Stsadm exe, and W ndows PowerShe can a be used to manage fu -trust so ut ons, but on y Stsadm exe and W ndows PowerShe can add a so ut on to the configurat on store
Adding and Inspecting Full-Trust Solutions Using STSADM To add a so ut on to the so ut on store us ng Stsadm exe, execute the fo ow ng command stsadm.exe.exe -o AddSolution -filename [-LCID ] In pract ce, fu -trust so ut ons are often n ocat ons that requ re extreme y ong paths, wh ch are prone to typograph ca errors Exper ence has shown that the most conven ent way to add a fu -trust so ut on to the store when us ng Stsadm exe s to drag the fi e from W ndows Exp orer nto the command prompt w ndow To add a so ut on w thout manua y typ ng the path, do the fo ow ng 1. Open a command prompt 2. Type the command stsadm.exe.exe -o AddSolution –filename, mak ng
sure to p ace a [space] after the filename flag 3. Open the ocat on of the fu -trust so ut on n W ndows Exp orer 4. Drag and drop the WSP fu -trust so ut on fi e from W ndows Exp orer
nto the command ne Th s w c ommand ne
paste the fu path of the WSP fi e nto the
5. Press the Enter key to execute the command
Adding and Inspecting Full-Trust Solutions Using Windows PowerShell A though t s not poss b e to add a fu -trust so ut on to the so ut on store usng Centra Adm n strat on, t s poss b e to add a so ut on to the so ut on store us ng W ndows PowerShe To add a fu -trust so ut on to the so ut on store us ng W ndows PowerShe , do the fo ow ng 1. Open the SharePo nt 2010 Management She
ocated at Start, A Programs,
M crosoft SharePo nt 2010Products 2. Type the fo ow ng command Add-SPSolution Dragg ng the
fi e from W ndows Exp orer nto the W ndows PowerShe conso e w the path to the W ndows PowerShe command ne
copy
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You can exam ne the contents of the so ut on store from the command ne us ng Stsadm exe To see a st of the so ut ons n the so ut on store, execute the fo ow ng command stsadm.exe.exe -o EnumSolutions
You can a so d sp ay the contents of the so ut on store us ng W ndows owerShe To d sp ay the contents of the so ut on store us ng W ndows PowerShe , P execute the fo ow ng from the SharePo nt 2010 Management She Get-SPSolution
The output of Stsadm exe EnumSolutions s usefu for understand ng so ut on dep oyment and the ssues surround ng t Output from stsadm.exe.exe -o EnumSolutions
5dg00777-defb-bb2f-aaaa-1234848eabc apcsolution.wsp FALSE TRUE TRUE FALSE
Here s a summary of the key e ements ■
Id Every fu -trust so ut on must have a un que ID
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File The name of the so ut on w be the same as the fi e name and w nc ude the wsp fi e extens on The fi e names are converted to ower case when added to the so ut on store, mak ng them case nsens t ve NOTE Unfortunate y, there s no descr pt on text for fu trust so ut ons. The on y natura anguage text that s prov ded s the fi e name. Therefore, mean ngfu fi e names are he pfu for determ n ng what a so ut on does. For so ut ons that do not have mean ngfu fi e names, you shou d keep a record of what so ut on name dep oys what art facts.
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Deployed So ut on resources can be dep oyed e ther g oba y or to spec fic Web app cat ons The Deployed e ement returned by EnumSolutions sts a the Web app cat ons where the so ut on s dep oyed or FALSE f sn’t dep oyed anywhere
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WebApplicationSpecific Any so ut on that s Web app cat on–spec fic conta ns resources that w be dep oyed to the Inetpub d rectory of a Web app cat on, such as the BIN and WPCATALOG d rector es
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ContainsGlobalAssembly Fu -trust so ut ons marked True dep oy assemb es to the g oba assemb y cache The g oba assemb y cache s ocated at C \W ndows\Assemb y, and a so ut ons dep oyed to the GAC execute w th fu trust
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ContainsCodeAccessSecurityPolicy Code Access Secur ty (CAS) p o c es are ntended to “r ght s ze” the trust eve of assemb es When proper y mp emented, CAS po c es enhance secur ty by prov d ng enhanced trust that s greater than a Web app cat on’s defau t va ue but ess than the fu trust enjoyed by us ng assemb es n the GAC
Deploying Full-Trust Solutions Fu -trust so ut ons can be dep oyed us ng Stsadm exe, W ndows PowerShe , and Centra Adm n strat on When a so ut on s dep oyed, the so ut on’s Man fest xm fi e s nspected, wh ch determ nes what tems w be dep oyed and where they w be dep oyed When the fu -trust so ut on s dep oyed, t cop es fi es cons stent y to every server n the farm The fo ow ng dep oyment ocat ons are poss b e for fu -trust so ut on dep oyment ■
SharePo nt Root Fo der, C \Program F e\ \Web Server Extens ons\14
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Web App cat on D rector es, defau t C \Inetpub\WSS\V rtua D rector es\
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G oba assemb y cache, C \W ndows\Assemb y
Deploying Solutions Using stsadm.exe To dep oy fu trust so ut ons from the command ne, type the command stsadm.exe.exe -o DeploySolution, wh ch has the fo ow ng opt ons stsadm.exe -o deploysolution -name [-url ] [-allcontenturls] [-time ] [-immediate] [-local] [-allowgacdeployment] [-allowcaspolicies] [-lcid ] [-force]
The Name parameter refers to the name of the so ut on n the so ut on store If a so ut on conta ns tems scoped for a Web app cat on, e ther a URL or the AllContentURLs flag must be spec fied Assum ng Web app cat ons are created at the defau t ocat on, Web app cat on–scoped tems w be dep oyed beneath C \Inetpub\WWWRoot\WSS\V rtua D rector es\[WebAppName] Examp es of tems that are dep oyed n the Web-app cat on scope are assemb es ( DLLs), wh ch are p aced n the bin d rectory, and Web part XML fi es, wh ch are p aced n a fo der named wpcatalog If a URL s spec fied, the so ut on s dep oyed to the appropr ate IIS Web pp cat on d rectory If the AllContentURLs flag s spec fied, the so ut on’s contents a are dep oyed to a nonadm n strat ve Web app cat ons n the farm There are three opt ons for schedu ng dep oyment Time, Immediate, and Local The Time flag dep oys the so ut on at the appropr ate t me, and Immediate
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causes the so ut on to be dep oyed mmed ate y The Local flag dep oys the so ut on mmed ate y, but on y on the server where the command s be ng run The Local flag s usefu for deve opers test ng so ut on dep oyment on a s ng e mach ne but s not of pract ca , rea -wor d use Because of the potent a secur ty concerns assoc ated w th dep oyment to the g oba assemb y cache or when dep oy ng code access secur ty po c es, you must exp c t y a ow the dep oyment of both If a fu -trust so ut on conta ns e ther CAS po c es or GAC-dep oyed assemb es and the appropr ate AllowGACDeployment and AllowCASPolicies flags have not been set, a message w be returned nform ng you of the requ red flag Spec fy ng a va ue for the LCID flag causes the assemb y to be dep oyed for a part cu ar anguage pack—for nstance, 1033 Un ted States Eng sh If no va ue s spec fied, the LCID va ue s assumed to be 0 and the so ut on w be dep oyed anguage agnost ca y The Force opt on causes the so ut on to overwr te fi es dep oyed by a so ut on w th a d fferent un que ID
Deploying Full-Trust Solutions Using Central Administration Fu -trust so ut ons can a so be dep oyed us ng Centra Adm n strat on To manage fu -trust so ut ons, do the fo ow ng 1. Open Centra Adm n strat on 2. C ck the Systems Sett ngs hyper nk 3. C ck the Manage Farm So ut ons nk n the Farm Management group
The So ut on Management nterface d sp ays a st of a fu -trust so ut ons n the so ut on store If a so ut on sn’t d sp ayed, t needs to be added to the so ut on store from the command ne The summary nc udes the dep oyment status of the so ut on and some of the ocat ons where the so ut on s dep oyed For more nformat on about the so ut on, c ck on ts name to open a deta s page that sts ts dep oyment status, where t s dep oyed, the resu ts of the ast operat on performed on the so ut on, and whether the so ut on conta ns GAC-dep oyed assemb es, CAS po c es, or Web app cat on–scoped resources (See F gure 7-10 ) From the deta s page, you can a so retract and dep oy so ut ons Open Centra Adm n strat on
FIGURE 7-10 The so ut on deta s page cont o s dep oyment and p ov des dep oyment nfo mat on.
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To dep oy a so ut on us ng Centra Adm n strat on, do the fo ow ng 1. C ck the Systems Sett ngs hyper nk 2. C ck the Manage Farm So ut ons hyper nk 3. C ck the name of the fu -trust so ut on to be dep oyed 4. C ck the Dep oy So ut on hyper nk, seen n F gure 7-10 5. Set a date and t me for the dep oyment, or choose Now 6. Choose the dep oyment target, e ther A Content URLs or a Web app cat on
to dep oy to
7. Note any, warn ngs sted n red, about the fu -trust so ut on dep oy ng
tems to e ther the g oba assemb y cache or dep oy ng code access secur ty o c es p 8. C ck OK
The dep oyment process s done v a t mer jobs and m ght not execute nstantaneous y, even for mmed ate dep oyments A so, t m ght be necessary to perform IIS resets on a the servers n the farm to ensure that the so ut on takes effect mmed ate y If t s not necessary for the so ut on to take effect mmed ate y, the Web app cat on w refresh after 15 to 20 m nutes by defau t Remember, a the servers must be hand ed n the same manner; otherw se, errors w occur when servers beg n behav ng d fferent y The fu -trust so ut on dep oyment nterface s shown n F gure 7-11
FIGURE 7-11 Schedu e dep oyment n the so ut on dep oyment nte face.
Deploying Full-Trust Solutions Using Windows PowerShell Fu -trust so ut ons can a so be dep oyed us ng W ndows PowerShe Not a of the fe-cyc e names n W ndows PowerShe match the names n e ther Stsadm exe or Centra Adm n strat on When us ng W ndows PowerShe , the verb install rep aces
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the term deploy To dep oy a fu -trust so ut on us ng W ndows PowerShe , use the fo ow ng cmd et Install-SPSolution -Identity [-AllWebApplications ] [-AssignmentCollection ] [-CASPolicies ] [-Confirm []] [-Force ] [-GACDeployment ] [-Local ] [-Time ] [-WebApplication ] [-WhatIf []] []
The identity parameter s the name of the fu -trust so ut on n the so ut on store, nc ud ng the wsp fi e extens on If the fu -trust so ut on conta ns Web app cat on– scoped art facts, you must spec fy e ther AllWebApplications or WebApplication and a URL To schedu e a dep oyment, spec fy a va ue for the Time parameter; otherw se, the dep oyment w occur mmed ate y If the Local flag s spec fied, the fu -trust so ut on w be dep oyed on on y the server where the command s be ng run The Force parameter overwr tes tems nsta ed by other so ut ons To dep oy assemb es to the g oba assemb y cache or us ng code access secur ty po c es, you must use the GACDeployment or CASPolicies flags If the Confirm flag s spec fied, you w be prompted to confirm the command before t executes A though th s s not very usefu when used d rect y from the command ne, t can be usefu when scr pt ng
Retracting Full-Trust Solutions Over the course of t me, resources dep oyed w th fu -trust so ut ons need to be updated and removed Art facts dep oyed v a fu -trust so ut on can be retracted from one or a Web app cat ons where they are dep oyed n a manner s m ar to dep oy ng them Retract ng a fu -trust so ut on removes the dep oyed art facts from the servers n the farm, but t does not de ete the fu -trust so ut on from the so ut on store If a fu -trust so ut on s retracted from some, but not a , Web app cat ons where t s dep oyed, on y the Web app cat ons be ng retracted are affected by retract ng the so ut on For examp e, cons der a fu -trust so ut on that conta ns an assemb y ep oyed to the Web app cat on bin d rectory and a feature that s dep oyed to d SharePo nt Root\TEMPLATE\FEATURES For nstance, cons der a so ut on that dep oys two assemb es one to the Web app cat on bin d rectory and one to the GAC When the so ut on s dep oyed, the GAC assemb y s cop ed to the g oba assemb y cache and the bin assemb y s cop ed to the bin d rectory of every Web app cat on that t s dep oyed to If the fu -trust so ut on s retracted from a s ng e Web app cat on, on y one copy of the bin assemb y s de eted from the Web app cat on that so ut on s be ng retracted from The copy of the assemb es dep oyed to the other
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Web app cat ons and to the GAC are unaffected It s acceptab e and safe to retract a so ut on from one Web app cat on but not another
Retracting Solutions Using stsadm.exe To retract a so ut on us ng Stsadm exe, execute the fo ow ng stsadm.exe -o retractsolution -name [-url ] [-allcontenturls] [-time ] [-immediate] [-local] [-lcid ]
The name parameter s the name of the so ut on n the so ut on store, nc ud ng the wsp fi e extens on If the so ut on dep oys resources to one or more Web app cat ons, you must spec fy e ther a s ng e Web app cat on us ng the URL parameter or AllContentURLs Th s retracts the fu -trust so ut on from a Web app cat ons where t was dep oyed Use the Time flag to de ay retract ng the so ut on, or spec fy Immediate to retract the so ut on mmed ate y The Local parameter causes the so ut on to be retracted mmed ate y, but on y on the server where the Stsadm exe command s be ng run To retract the so ut on for a g ven oca ty, spec fy an LCID va ue, such as 1033 for Un ted States Eng sh
Retracting Solutions Using Central Administration So ut ons can a so be retracted us ng Centra Adm n strat on To retract a so ut on us ng Centra Adm n strat on, do the fo ow ng 1. Open Centra Adm n strat on 2. C ck the Systems Sett ngs hyper nk 3. C ck the Manage Farm So ut ons hyper nk 4. C ck the name of the fu -trust so ut on to be retracted 5. C ck the Retract So ut on hyper nk 6. Set when to retract the fu -trust so ut on, or choose Now
7. Choose wh ch Web app cat on to retract the fu -trust so ut on from, e ther
A Content URLs or a s ng e Web app cat on 8. C ck OK TIP Because a t mer job s used to retract the fu trust so ut on, t s ke y that the status of the so ut on w be shown as Retract ng for severa m nutes.
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Retracting Solutions Using Windows PowerShell You can a so retract fu -trust so ut ons us ng W ndows PowerShe Un ke Centra Adm n strat on and Stsadm exe, W ndows PowerShe uses the verb uninstall n the p ace of the term retract To retract a so ut on us ng W ndows PowerShe , execute the fo ow ng cmd et Uninstall-SPSolution -Identity -AllWebApplications -WebApplication [-AssignmentCollection ] [-Confirm []] [-Language ] [-Local ] [-Time ] [-WhatIf []] []
The Identity parameter spec fies the name of the fu -trust so ut on n the so ut on store, nc ud ng the wsp fi e extens on If the fu -trust so ut on conta ns art facts scoped at the Web-app cat on eve , you must use e ther the AllWebApplications flag or the WebApplication parameter spec fy ng the URL of a Web app cat on To schedu e a retract on, use the Time parameter; f no t me s spec fied, the retract on occurs mmed ate y
Deleting Full-Trust Solutions When fu -trust so ut ons are retracted, they are not actua y removed from the so ut on store Fu -trust so ut ons can be de eted us ng Stsadm exe, Centra Adm n strat on, and W ndows PowerShe
Deleting Full-Trust Solutions Using stsadm.exe To permanent y remove a so ut on from the so ut on store us ng Stsadm exe, execute the fo ow ng command stsadm.exe -o deletesolution n-name [-override] [-lcid ]
The Name parameter s the name of the fu -trust so ut on n the so ut on store, nc ud ng the wsp fi e extens on The Override flag removes the fu -trust so ut on from the so ut on store even though t s current y dep oyed If the Override opt on s used, you cannot retract the so ut on after t s de eted from the so ut on store For th s reason, t s best to avo d us ng the Override opt on If a va ue s spec fied for the LCID opt on, the fu -trust so ut on w be de eted for the g ven oca e
Deleting Full-Trust Solutions Using Central Administration A though you cannot add fu -trust so ut ons us ng Centra Adm n strat on, you can de ete them To de ete a fu -trust so ut on us ng Centra Adm n strat on, do the fo ow ng 1. Browse to Centra Adm n strat on, System Sett ngs, Manage Farm So ut ons 2. C ck the name of the fu trust so ut on to be de eted
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3. C ck the Remove So ut on hyper nk 4. Set when to retract the fu -trust so ut on, or choose Now 5. Confirm that you want to de ete the fu -trust so ut on by c ck ng OK
Deleting Full-Trust Solutions Using Windows PowerShell To de ete a fu -trust so ut on us ng W ndows PowerShe , use the fo ow ng command Remove-SPSolution -Identity [-AssignmentCollection ] [-Confirm []] [-Force ] [-Language ] [-WhatIf []] []
The Identity parameter spec fies the name of the fu -trust so ut on n the so ut on store The Force parameter de etes the fu -trust so ut on from the so ut on store even though art facts from t are st dep oyed If the Force parameter s used, you w not be ab e to retract (un nsta ) the fu -trust so ut on,
Upgrading Full-Trust Solutions You can a so upgrade so ut ons us ng Stsadm exe Upgrad ng the so ut on rep aces the fu -trust so ut on n the so ut on store w th a new vers on and dep oys the contents of the new fu -trust so ut on Fu -trust so ut ons can be upgraded us ng Stsadm exe and W ndows PowerShe
Upgrading Full-Trust Solutions Using stsadm.exe To upgrade a so ut on us ng Stsadm exe, use the fo ow ng command stsadm.exe -o upgradesolution -name [-filename ] [-time ] [-immediate] [-local] [-allowgacdeployment] [-allowcaspolicies] [-lcid ]
The Name parameter s the name of the fu -trust so ut on n the so ut on store, and the Filename parameter s the name of the new fu -trust so ut on that rep aces the prev ous vers on n the so ut on store Spec fy a t me to schedu e the dep oyment or use the Immediate flag to run the upgrade mmed ate y IMPORTANT The Local flag runs the upgrade mmed ate y on on y the server where the Stsadm.exe command s be ng executed. Because th s wou d break the synchro n zat on of the servers n the farm, the Local flag s ntended on y for s ng e server deve opment env ronments.
When upgrad ng a so ut on, you must exp c t y perm t the dep oyment of ssemb es to the g oba assemb y cache or code access secur ty po c es by a spec fy ng AllowGACDeployment or AllowCASPolicies, respect ve y If the LCID parameter s spec fied, the so ut on w be upgraded for a spec fic oca mach ne
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Just as w th dep oy ng art facts, you must run an IISRESET on every server n the farm for the upgrade to take mmed ate effect Unfortunate y, there s not an opt on for upgrad ng so ut ons from Centra Adm n strat on Th s means that the process cannot be accomp shed us ng a graph ca user nterface
Upgrading Full-Trust Solutions Using Windows PowerShell To upgrade a fu -trust so ut on us ng W ndows PowerShe , execute the fo ow ng cmd et Update-SPSolution -Identity -LiteralPath [-AssignmentCollection ] [-CASPolicies ] [-Confirm []] [-Force ] [-GACDeployment ] [-Local ] [-Time ] [-WhatIf []] []
The Identify parameter spec fies the name of the fu -trust so ut on n the s o ut on store and shou d nc ude the wsp fi e extens on The LiteralPath parameter s the path to the new fu -trust so ut on package fi e that w be used for upgrade To a ow e ther code access secur ty po c es to be dep oyed or assemb es to be dep oyed to the g oba assemb y cache, you must use the GACDeployment or CASPolicies flag To schedu e an update at a ater t me, use the Time parameter If no va ue for the Time parameter s spec fied, the update s processed mmed ate y Inc ud ng the Local flag causes the update to occur on on y the server where the command s be ng run The Local flag s ntended for use by deve opers n a s ng e-server env ronment
Managing Sandboxed Solutions Sandboxed fu -trust so ut ons are new to SharePo nt Server 2010 and were created to prov de new eve s of flex b ty and contro when dep oy ng SharePo nt Server 2010 art facts Instead of dep oy ng tems farmw de, sandboxed so ut ons are conta ned w th n a s ng e s te co ect on Instead of be ng stored n the so ut on store, sandboxed so ut ons are stored n the s te co ect on ga ery ke Web parts and st temp ates One advantage of scop ng sandboxed so ut ons at the s teco ect on eve s that t a ows s te co ect on adm n strators, nstead of farm- eve adm n strators, to manage so ut ons packages A though a ow ng nformat on workers to dep oy code m ght seem r sky at first g ance, sandboxed so ut ons actua y prov de a secur ty enhancement compared to fu -trust so ut ons Sandboxed so ut ons are run us ng a restr ct ve set of code access secur ty po c es and are m ted to a spec fic subset of the SharePo nt Server 2010 object mode In add t on to runn ng w th m ted trust, sandboxed so ut ons are mon tored to ensure that they do not affect server performance by consum ng too many system resources Furthermore, because sandboxed so ut ons are m ted to operat on w th n a s ng e s te co ect on, prob ems are m ted to on y that s te co ect on 232
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requ rements of runn ng sandboxed so ut ons To start the M crosoft SharePo nt Foundat on User Code serv ce, do the fo ow ng 1. Browse to Centra Adm n strat on, Systems Sett ngs, Manage Serv ces On
Server 2. Se ect a server to run the M crosoft SharePo nt Foundat on Sandboxed Code
serv ce 3. C ck the Start hyper nk for M crosoft SharePo nt Foundat on Sandboxed
Code serv ce 4. Repeat steps 3 and 4 f add t ona servers w
be used to run the Sandboxed
Code serv ce Not surpr s ng y, sandboxed so ut ons have a d fferent fe cyc e than fu -trust so ut ons Instead of be ng added, dep oyed, retracted, and de eted, sandboxed so ut ons are up oaded, act vated, deact vated, and de eted There s a so an upgrade opt on s m ar to the one prov ded for fu -trust so ut ons
Uploading, Activating, and Renaming Sandboxed Solutions To up oad a sandboxed so ut on, do the fo ow ng 1. Open the s te co ect on where the so ut on s to be added 2. Se ect S te Sett ngs from the S te Act ons menu 3. C ck the So ut ons hyper nk n the Ga er es group If So ut ons sn’t present
n the Ga er es group, c ck the Go To Top-Leve S te Sett ngs hyper nk n the S te Co ect on Adm n strat on group 4. C ck the So ut ons tab on the R bbon as shown n F gure 7-12
FIGURE 7-12 Manag ng sandboxed so ut ons us ng the R bbon.
5. C ck the Up oad So ut on button on the R bbon 6. Browse to the ocat on of the so ut on fi e
7. C ck OK
To down oad a sandboxed so ut on, c ck on the so ut on’s name To change the name of a so ut on, c ck on the ed t con Upon be ng up oaded to the ga ery, a sandboxed so ut on does not automat ca y do anyth ng; t s s mp y ava ab e to be 234
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act vated When a sandboxed so ut on s act vated, t automat ca y act vates any s te co ect on–scoped features that t conta ns S te-scoped features must be manua y act vated for every s te where they are to run To act vate a sandboxed so ut on, do the fo ow ng 1. Open the s te co ect on where the so ut on s to be added 2. Se ect S te Sett ngs from the S te Act ons menu 3. C ck the So ut ons hyper nk n the Ga er es group 4. If So ut ons sn’t present n the Ga er es group, c ck the Go To Top-Leve S te
Sett ngs hyper nk n the S te Co ect on Adm n strat on group 5. C ck the row that conta ns the fu -trust so ut on, caus ng t to be h gh ghted 6. C ck the Act vate button on the R bbon, as shown n F gure 7-13
7. C ck the Act vate button n the w ndow that opens
8. Wa t for the sandboxed so ut on to act vate and the w ndow to c ose
FIGURE 7-13 Act vat ng a sandboxed So ut on us ng the management R bbon.
Sandboxed Solution Monitoring One of the b ggest advantages to sandboxed so ut ons s the ab ty to mon tor them and term nate execut on f they consume excess ve system resources Prev ous y, the on y way to gauge the mpact of dep oyed so ut ons was by mon tor ng overa system performance and mak ng compar sons between when so ut ons were and were not dep oyed As the number of so ut ons dep oyed n the farm grew and the base ne compar sons became more outdated, p npo nt ng the source of performance prob ems became more and more d fficu t It was not uncommon to know someth ng was not perform ng we w thout the ab ty to eas y p npo nt what the prob em was To address these prob ems, sandboxed so ut ons have been moved ent re y out of the standard Internet Informat on Serv ces (IIS) worker processes and are nstead run n a separate process named SPUCWorkerProcess Usage quotas can be set for each s te co ect on, and sandboxed so ut ons that exceed the quota for a s te co ect on w not be a owed to run Because the quotas are per s te co ect on, you can ass gn d fferent va ues for d fferent s te co ect ons based on the r ntended use Th s
Web Pa ts, Featu es, and S o ut ons Chapter 7
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approach effect ve y a ows for a ba ance of d fferent sandboxed so ut on serv ce agreements for d fferent s te co ect ons n your organ zat on To manage sandboxed so ut on quotas, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Configure
Quotas And Locks 2. Se ect the s te co ect on to be configured from the S te Co ect on
drop-down menu as shown n F gure 7-14
FIGURE 7-14 The sandboxed so ut on quota management nte face.
3. C ck OK
The Sandboxed So ut ons Resource Quota va ue spec fies a max mum resource ut zat on for sandboxed so ut ons for the se ected s te co ect on The va ue s spec fied n resource po nts Resource po nts are an abstract concept and not d rect y re ated to any spec fic measure of server performance Instead, the resource components are themse ves based on a set of 14 metr cs that measure spec fic cond t ons These 14 metr cs, sted n Tab e 7-3, are then we ghted to ba ance the r overa nfluence on the resource po nt sca e There s no way to v ew the actua metr cs and the r po nt va ues w th n Centra Adm n strat on You can use the fo owng short W ndows PowerShe scr pt to d sp ay the st of metr cs and the r current we ght ng Add-PSSnapin Microsoft.SharePoint.Powershell [System.Reflection.Assembly]::Load("Microsoft.SharePoint, Version=12.0.0.0, Culture=neutral, PublicKeyToken=71e9bce111e9429c") $s=[Microsoft.SharePoint.Administration.SPUserCodeService]::Local $s.ResourceMeasures | Select-Object Name,ResourcesPerPoint
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3. Se ect the Create A New Quota Temp ate rad o button 4. Se ect a temp ate to base the new temp ate on 5. G ve the temp ate a mean ngfu name 6. Spec fy a storage m t for the s te co ect on and e-ma warn ng eve An
e-ma message w
be sent when e ther va ue s reached
7. In the Sandboxed So ut ons W th Code L m ts sect on, set the max mum da y
usage and e-ma warn ng eve s
Sandboxed Solution Load Balancing By defau t, sandboxed so ut ons run on y on servers that have the M crosoft SharePo nt Foundat on Sandboxed Code Serv ce runn ng Th s a ows sandboxed so ut on execut on to be offloaded from nd v dua Web front-end servers and so ated on one or more servers You can a so have sandboxed so ut ons execute d rect y on the Web front-end servers To change the sandboxed so ut on oad-ba anc ng scheme, do the fo ow ng 1. Open Centra Adm n strat on 2. C ck the Systems Sett ngs hyper nk 3. C ck the Manage User So ut ons hyper nk 4. Se ect e ther A Sandboxed Code Runs On The Same Mach ne As The
equest or Requests To Run Sandboxed Code Are Routed By So ut on R Affin ty 5. C ck OK
Blocking Sandboxed Solutions To prevent a tru y pern c ous sandboxed so ut on from execut ng, you can mp ement a st of b ocked so ut ons B ocked so ut ons are prevented from execut ng To b ock a sandboxed so ut on, do the fo ow ng 1. Browse to Centra Adm n strat on, System Sett ngs, Manage User So ut ons 2. Under Add New So ut on To B ock, c ck the Browse button, and se ect the
so ut on 3. Prov de a message that users w
see when attempt ng to use the b ocked
sandboxed so ut on 4. C ck the B ock button
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CHAPTER 8
Configuring the Search Service Application ■
Farm W de Search Sett ngs 240
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Manag ng Craw er mpact Ru es 241
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Creat ng the Search Serv ce App cat on 243
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Exam n ng the Search Adm n strat on Page 245
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Creat ng and Manag ng Content Sources 246
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Creat ng and Manag ng Craw Ru es 247
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Manag ng Server Name Mapp ngs 250
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Manag ng F e Types 250
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Manag ng the Search App cat on Topo ogy 252
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Manag ng Host D str but on Ru es 258
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Troub eshoot ng Search w th Craw Logs 259
A
ggregated search and ndex ng s one of the most mportant features of M crosoft SharePo nt Server 2010 Th s chapter shows you how to create a search serv ce app cat on and configure the craw process Configur ng and custom z ng the query process w be covered n the fo ow ng chapter At the heart of the search eng ne s the craw er The craw er goes out and athers from the content source the content that needs to be p aced n the g ndex After the ndex s bu t, users execute a query aga nst the ndex to rece ve a resu t set The craw er does on y what t s nstructed to do Therefore, when t craw s content, t craw s on y the content that you have nstructed t to craw , and the craw act ons occur w th n the secur ty ru e and t m ng ru es that you create manua y
239
The craw er works by connect ng to the content source and down oad ng a fi es sted to be craw ed The craw er w a so oad var ous fi e-type F ters ( ndex fi ters)—such as Word, Exce , and text—so that, once connected, the craw er can open the fi es and read the r content The F ter nstructs the craw er what port on of documents s text and what port on s formatt ng Some SharePo nt 2010 ndex ng connectors use the protoco hand er method, and some use the new connector framework After the craw er has connected to the content source and has cracked open the documents, t streams the content from the content source to the ndex process The ndexer chunks the stream nto 64-KB chunks, performs word break ng and stemm ng on the words, removes the no se words (words that you have spec fied not to appear n the ndex), and then sends the content to the ndex (the content store) and the metadata and secur ty access contro sts to the SQL search databases for the search serv ce Under the SharePo nt 2010 serv ce arch tecture, there s no onger a Shared Serv ces Prov der Each SharePo nt 2010 serv ce s managed separate y, nc udng search A though some serv ces must first be started n the Serv ces On Server Centra Adm n strat on page, the search serv ce must be started as part of creat ng a search serv ce app cat on and s managed w th n the Search Serv ce App cat on topo ogy W th the new serv ce arch tecture, a s ng e SharePo nt 2010 farm can prov de mu t p e nstances of search serv ces and app cat ons, and d fferent app cat ons can be assoc ated w th one or more of these serv ces One of the goa s of SharePo nt search n SharePo nt Server 2010 s to prov de sub-second query atency even when sca ed to 100 m on documents Toward th s goa , M crosoft has component zed the system so that bott enecks can be ndent fied and removed A though the p ann ng and sca ng of these components s beyond the scope of th s book, t s mportant to note the configurat on opt ons NOTE Because craw components do not use no se word fi es n SharePo nt 2010, they w be d scussed n Chapter 11 w th the search resu ts custom zat ons.
Farm-Wide Search Settings A though most configurat ons are un que to the search serv ce nstance, the farm-w de sett ngs are fo owed by a craw ers Some sett ngs that are dent fied as farm sett ngs are just defau t sett ngs that can be overwr tten by oca serv ces
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sett ngs The sett ngs page shown n F gure 8-1 can be accessed from the Centra Adm n strat on page by c ck ng Genera App cat on Sett ngs, and then Farm Search Adm n strat on under the Search sect on
FIGURE 8-1 Fa m W de Sea ch Sett ngs page.
Because the craw er for Web s tes s essent a y a browser, the proxy sett ngs are the same as for Internet Exp orer w th the except on of an opt on that d rects federated quer es to use the same sett ngs The defau t connect on t meouts of 60 seconds are for connect on to content sources and for wa t ng for request acknow edgments The Boo ean Ignore SSL Warn ngs cho ce contro s whether the browser w treat s tes as eg t mate even f the r cert ficate name does not exact y match If th s sett ng s not se ected, a s te w th a fau ty cert ficate w not be craw ed The nk to Mod fy Topo ogy opens the same page as the nk prov ded on the Search Serv ce adm n strat on page Because the topo ogy s “per serv ce,” t w be d scussed n serv ce adm n strat on
Managing Crawler Impact Rules Craw er mpact ru es are an opt ona mechan sm to contro the rate at wh ch the craw er ndexes a source The craw er mpact ru e s te-configurat on sett ngs are for a part cu ar craw er target regard ess of wh ch search serv ce, content source, or craw er nstance s address ng the target The Craw er Impact Ru es management page can be accessed from the Centra Adm n strat on page by c ck ng Genera App cat on Sett ngs, and then Craw er Impact Ru es, under the Search sect on It can a so be opened from Search Adm n strat on for any search serv ce, but the configurat ons are a ways farmw de On th s page, c ck Add Ru e to open the Add Craw er Impact Ru e page, shown n F gure 8-2, or se ect an ex st ng ru e to ed t
Configu ng the Sea ch Se v ce App cat on chapter 8
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FIGURE 8-2 Add C aw e mpact Ru e page.
Va d craw ru es do not define the protoco (http //, https //, or fi e //) because the ru e app es w thout regard to the connector used n the craw or the content source conta n ng the target Here are some examp es ■
S te name ‘www contoso com’
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A
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Part a ‘* contoso com’
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Mach ne name ‘WFE01’
nc us ve ‘*’
If you want to m t the number of s mu taneous requests, you can change the defau t of 8 to 1, 2, 4, 16, 32, or 64 A usefu examp e s when you must first bu d the ndex You can create a ru e for * and thrott e the requests to 1 You can a so configure the craw er to request one document at a t me and send the requests to the queue There s a arge d fference between 1 s mu taneous request and a 1-second de ay Rare y w you need to set the de ay greater than 1 second NOTE Reduc ng the craw rate can extend the craw t me so much that the craw does not comp ete before t’s t me to start aga n.
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Creating the Search Service Application L ke a serv ce app cat ons, a search app cat on s created from the Manage Serv ce App cat ons page, wh ch can be accessed from the Serv ce App cat ons sect on of the App cat on Management page of Centra Adm n strat on From the New menu, c ck Search Serv ce App cat on as shown n F gure 8-3
FIGURE 8-3 Opt on to c eate a new sea ch se v ce app cat on.
Once created, the serv ce app cat on has three d st nct pages where you w spec fy the propert es These sett ngs can be changed by se ect ng the app cat on and us ng the propert es button n the Manage Serv ce App cat ons page shown n F gure 8-3 The n t a topo ogy w th your new search serv ce app cat on w have a c omponents on one app cat on server and a databases on one database server Th s topo ogy can be changed ater us ng the Mod fy Topo ogy nk ocated on the Farm-W de Search Adm n strat on page or from the Search Serv ce management page In the first sect on of the New Search Serv ce App cat on page shown n F gure 8-4, name the serv ce accord ng to your nam ng convent on for serv ces For SharePo nt search serv ces, eave the FAST Serv ce App cat on opt on set to None You must spec fy the search serv ce account Th s account must be a managed serv ce account, and t w be the same for a search serv ces n the farm L ke other managed serv ce accounts, t can be changed from the Configure Serv ce Accounts page under the Genera Secur ty sect on of the Secur ty page n Centra Adm n strat on
Configu ng the Sea ch Se v ce App cat on chapter 8
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FIGURE 8-4 F st sect on of the New Sea ch Se v ce App cat on page.
In the next sect on, shown n F gure 8-5, configure the app cat on poo to be used by the first of two Web serv ces requ red for the search app cat on, the Search Adm n Web Serv ce Th s app cat on poo , as we as ts dent ty, can be shared w th other app cat ons or they can be un que The secur ty account used as ts dent ty must be a managed account
FIGURE 8-5 Conf gu at on sect on fo Sea ch Adm n Web Se v ce.
F na y, n the th rd sect on, wh ch s shown n F gure 8-6, you configure the pp cat on poo and credent a s for the Search Query And S te Sett ngs Web Serv ce a for th s search app cat on Aga n, these can be un que or shared w th other serv ces and requ re a managed account
FIGURE 8-6 Sea ch Que y And S te Sett ngs Web Se v ce conf gu at on sect on.
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After comp et ng the requ red nformat on on the New Search Serv ce pp cat on page, c ck OK at the bottom and the appropr ate databases and Web A serv ces w be created and configured If you w have search adm n strators who are not farm adm n strators, you need to g ve them perm ss on to manage the search serv ce app cat on From the Manage Serv ce App cat ons page shown n F gure 8-3, h gh ght your new search serv ce and c ck the Adm n strators button n the management R bbon to open the page shown n F gure 8-7
FIGURE 8-7 Conf gu e sea ch se v ce adm n st ato s.
You can add nd v dua accounts or Act ve D rectory groups on th s page For the Search Serv ce, Fu Contro s the on y perm ss on opt on Ind v dua s added here w be granted access to Centra Adm n strat on but w have nks on y to pages to manage th s serv ce
Examining the Search Administration Page From the Manage Serv ce App cat ons page shown n F gure 8-3, h gh ght your new search serv ce and c ck the Manage button n the management R bbon to open the Search Adm n strat on page Th s page presents dashboards for System Status, Craw H story, and Search App cat on Topo ogy Th s des gn of nc ud ng dashboards cont nues throughout many of the search management pages The Qu ck Launch area has nks to search management pages organ zed as Adm n strat on, Craw ng, Quer es And Resu ts, and Reports, as shown n F gure 8-8 The Search App cat on Topo ogy dashboard n the ower port on of the page s not shown n F gure 8-8 and w be d scussed ater n th s chapter Adm n strat on pages organ zed under Quer es and Resu ts and Reports w be d scussed n Chapter 11
Configu ng the Sea ch Se v ce App cat on chapter 8
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FIGURE 8-8 Sea ch Adm n st at on page.
Severa configurat on nks n the System Status dashboard are presented as nks that open d a og boxes or as togg es ■
■ ■
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The Defau t Content Access Account sets or changes the account used for authent cat on by the craw er for th s search app cat on The Contact E-ma Address app es to a search app cat ons on th s farm The Proxy Server configurat on s a farm-w de sett ng, as d scussed prev ous y The Scopes Update Schedu e opt on can be set to Automat ca y Schedu ed or On Demand Updates On y, and t app es to th s search app cat on on y By defau t, the scope update t mer job runs every 12 m nutes The Search A erts Status can be togg ed, and t shou d be d sab ed when resett ng the ndex so that users do not rece ve a erts on saved searches as ex st ng content s re-craw ed The Query Logg ng opt on can be togg ed as needed Query ogg ng s necessary for a query reports
Use the Craw H story dashboard to rev ew recent craw performance, and use the hyper nked numbers for qu ck access to fi tered ogs for successes and errors
Creating and Managing Content Sources Creat ng content sources s the first adm n strat ve task n bu d ng an aggregated search and ndex ng topo ogy Th s work s accomp shed ns de the Search Serv ce nterface To manage content sources, open the adm n strat on page for your search 246
chapter 8 Configu ng the Sea ch Se v ce App cat on
serv ce, and c ck on the Content Sources nk n the Qu ck Launch area as shown n F gure 8-8 Essent a y, a, content source s a co ect on of start addresses that are accessed w th the same type connect on and co ect ve y managed A start address s the URL ocat on where the craw er starts the process The craw sett ngs define the depth and, potent a y, the w dth for the craw process The content source types nc ude the fo ow ng ■
SharePo nt s tes
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Web s tes
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F e shares
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Exchange pub c fo ders
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L ne of bus ness data
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Custom repos tor es defined by custom connectors
The craw sett ng term no ogy var es so that the sett ngs that appear are ppropr ate for the se ected content source type To create a new content source, a c ck the New Content Source nk to open the Add Content Source page and then fo ow these steps 1. Enter a name for the content source 2. Se ect the content source type 3. Enter the start address or addresses A of them must match the content
source type 4. Se ect the craw sett ngs 5. Se ect the craw schedu e or schedu es 6. Se ect the H gh or Norma pr or ty for the content source process ng
7. Opt ona y, se ect Start Fu Craw Of Th s Content Source
8. C ck OK
Creating and Managing Crawl Rules Craw ru es a ow you to configure nc ude/exc ude ru es, spec fic secur ty contexts for craw ng that are d fferent from the defau t content access account, and the actua path to wh ch you want the ru e to app y Craw ru es are g oba to the search serv ce and are re at ve to the target s te, not a content source For examp e, you can have two content sources one each for http //WSS01/s tes/IT and http //WSS01/s tes/HR Both can be covered by one craw ru e w th a path of http //WSS01 L kew se, you can a so spec fy a craw ru e for a subset of a content source, such as http //WSS01/s tes/ ega , f http //WSS01/ was the st ng n the content source
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To manage ex st ng craw ru es or create new ones, c ck the Craw Ru es nk n the Qu ck Launch area as shown n F gure 8-8, wh ch opens the Manage Craw Ru es page shown n F gure 8-9
FIGURE 8-9 Manage C aw Ru es page.
If your search serv ce has severa craw ru es defined, use the Test button to ocate any ex st ng ru es that m ght mpact craw s of the s te where you ntend to create a new ru e Craw ru es are app ed n the order sted on the Manage Craw Ru es page In F gure 8-9, the Exc ude ru e overr des some content addressed by the Inc ude ru e that s app ed first To create a new craw ru e from the Manage Craw Ru es page, c ck the New Craw Ru e nk, wh ch opens the Add Craw Ru e page shown n F gure 8-10
FIGURE 8-10 The Add C aw Ru es nte face.
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chapter 8 Configu ng the Sea ch Se v ce App cat on
Crawl Rule Paths Enter a URL path n the Path nput box n the fo ow ng form ■
Web app cat on http //www contoso com
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Web app cat on path http //www contoso com/path
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A
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Scheme ndependent * //www contoso com
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Doma n http //* contoso com
nc us ve http //*
Craw ru e paths n SharePo nt 2010 can a so nc ude regu ar express ons (REGEX) and be case sens t ve f requ red
Exclude/Include Options You can a so set the craw nformat on to exc ude a tems n the path or to nc ude a tems n the path If you se ect Inc ude A Items In Th s Path, you a so have the fo ow ng opt ons ■
■
■
Follow Links On The URL Without Crawling The URL Itself Th s s usefu when the start ng po nt of a craw s a menu Crawl Complex URLs If you want to craw content where there s content beyond a ‘?’, se ect th s opt on Comp ex URLs are common w th SharePo nt and a so often po nt to nformat on conta ned n databases Crawl SharePoint Content As HTTP Pages If you want the craw er to gnore SharePo nt content such as secur ty and vers ons, you can se ect th s It s often des rab e to craw externa SharePo nt Server content as HTTP pages when the aud ence s the Internet Th s prevents acc denta surfac ng of pr vate nformat on regard ng secur ty and m nor vers ons, among other th ngs
Crawl Rule Authentication You can spec fy un que authent cat on v a a craw ru e The ndexer uses the defau t content access account un ess you create a craw ru e to change th s behav or S mp y enter the user name and password to access the resource You can a so restr ct Bas c authent cat on The un que account spec fied here s not nc uded n managed accounts, and the password must be manua y changed Chang ng th s account tr ggered a fu craw n the prev ous vers on You can spec fy a c ent cert ficate to access a content source Th s cert ficate must first ex st n the ndex server’s Persona Cert ficate Store for the oca computer before t w show up n the se ect on st NOTE For nformat on R ghts Management ( RM) fi es stored n SharePo nt, the craw er w be ab e to ndex the fi es. However, for RM fi es n other storage, the cert ficate for the craw er account must have read perm ss on on the fi es.
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Craw ru es a so support Forms-Based authent cat on (FBA) and cook e-based authent cat on Craw er ru es do not support FBA w th comp ex authent cat on pages that change content w thout refresh ng the page or requ re entr es or se ect on based on content appear ng on the page NOTE Be carefu sett ng these one off content source passwords of nonmanaged accounts us ng craw ru es. Remember that th s password must be manua y changed whenever the account’s password changes. Th s shou d be a documented process n your search and ndex ng ma ntenance p an, as we as n your d saster recovery p an.
Managing Server Name Mappings There m ght be s tuat ons where content needs to be craw ed us ng an address other than one of the A ternate Access Mapp ng UR s defined for user access to SharePo nt content Create server name mapp ngs to overr de how URLs are shown n search resu ts and correct the name d sp ayed to users The Server Name Mapp ng management page s accessed by c ck ng Server Name Mapp ng n the Craw ng sect on of the Search Serv ce management page of the Qu ck Launch nav gat on area shown n F gure 8-9 C ck the New Mapp ng nk to open the Add Server Name Mapp ng page shown n F gure 8-11
FIGURE 8-11 Add Se ve Name Mapp ng page.
Instances where th s m ght be requ red nc ude the fo ow ng ■ ■
The need to craw content us ng HTTP when users w
access t us ng HTTPS
It s necessary to craw w th W ndows authent cat on when the norma authent cat on method s not supported for the craw er, such as smart-card authent cat on
Managing File Types For each search serv ce app cat on, you can nstruct the craw er as to what type of fi es shou d be craw ed by us ng the Manage F e Types page shown n F gure 8-12 The craw er requests on y the fi e types that appear on the Manage F e Types screen from content sources 250
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FIGURE 8-12 Manage F e Types page.
To add a new fi e type, fo ow these steps 1. C ck on the F e Types nk n the Qu ck Launch area of the Search Serv ce
Management page as shown n F gure 8-12 to open the Manage F e Types page 2. C ck the New F e Type nk The Add F e Type page appears, as seen n
F gure 8-13 3. Enter the fi e’s extens on n the F e Extens on nput box 4. C ck OK
FIGURE 8-13 Add F e Type page.
At th s po nt, the craw er requests a fi es w th th s extens on However, f you have not nsta ed an F ter for that fi e type on your SharePo nt server or servers, t can craw on y the propert es of the fi es Because F ters are used by var ous search eng nes, they are nsta ed on the operat ng system and configured for the search
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product SharePo nt does not prov de an nterface to nd cate wh ch F ters have been nsta ed on your servers or a too for nsta ng F ters You must fo ow the setup nstruct ons from the F ter’s manufacturer to nsta and use the F ter These nstruct ons shou d a so nc ude configur ng the con for the fi e type You must a so re y on your dep oyment documentat on to nform you whether the correct F ter for that fi e type has a ready been nsta ed REAL WORLD n the SharePo nt 2010 beta, there were three th rd party F ters ava ab e for pdf fi es, w th vary ng costs and performance. FAST Search for SharePo nt nsta s w th a pdf F ter by defau t.
To remove a fi e type for a search serv ce app cat on, c ck De ete on the context menu of the fi e type st ng on the Manage F e Types page, as shown n F gure 8-14
FIGURE 8-14 De ete the f e name extens on st ng.
Managing the Search Application Topology The change n serv ces arch tecture n SharePo nt 2010 ntroduces a new area of management concern, the search app cat on topo ogy A s ng e SharePo nt 2010 farm can prov de mu t p e nstances of a search serv ce app cat on M crosoft has component zed the system so that each serv ce nstance can support mu t p e component nstances des gned for performance, for res ency, or to so ate nformat on SEE ALSO For more nformat on on p ann ng and des gn, see the “SharePo nt Server 2010 Adm n strator’s Compan on” (M crosoft Press, 2010).
The n t a topo ogy of a new search serv ce app cat on w have a components on one app cat on server and a databases on one database server Th s topo ogy can be changed us ng the Mod fy Topo ogy nk ocated on the Farm-W de Search Adm n strat on page or from the Search Serv ce Adm n strat on page The SharePo nt Search topo ogy cannot be changed n standa one nsta at ons
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The Search App cat on Topo ogy dashboard presents the current topo ogy n the ower port on of the Search Adm n strat on page, shown n F gure 8-15, wh ch d sp ays an expanded topo ogy
FIGURE 8-15 Sea ch App cat on Topo ogy page.
To make any change to the topo ogy, c ck the Mod fy button at the top of the page to open the topo ogy management page F gure 8-16 shows th s page w th the defau t topo ogy for a new search serv ce app cat on
FIGURE 8-16 Manage Sea ch App cat on Topo ogy page.
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Changes to the topo ogy are defined n the appropr ate d a og boxes New, ropert es, or De ete However, changes are not mp emented unt the App y P Topo ogy Changes button s c cked C ck ng th s button starts the SharePo nt t mer job, wh ch accomp shes the act ons requ red You can make mu t p e changes to the search topo ogy and then app y them a at once by c ck ng the App y Topo ogy Changes button Because many changes can mpact performance dur ng the r app cat on, you m ght want to choose to define the changes n the re evant search management pages but use W ndows PowerShe scr pts to schedu e the r mp ementat on To create a new component, c ck the New nk n the top, eft corner of the page and se ect the appropr ate component from the drop-down st shown n F gure 8-17
FIGURE 8-17 Se ect New context menu.
To de ete a topo ogy component, se ect De ete from the context menu of the component as shown n F gure 8-18
FIGURE 8-18 Topo ogy Component context menu.
Crawl Databases Craw databases conta n configurat ons and nstruct ons requ red by the craw er component, tab es used dur ng craw s to queue tems to be craw ed, and og nformat on used n craw ogs You m ght need to create a new craw database for performance to be used w th a new craw component or for res ency to be m rrored by SQL as a fa over database Se ect Craw Database from the New menu n F gure 8-17 to open the Add Craw Database page shown n F gure 8-19
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FIGURE 8-19 Add C aw Database page.
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The database server can be the defau t server for the farm or a separate SQL Server nstance for performance purposes Name the database accord ng to your nam ng convent ons to nd cate ts usage Choose the authent cat on requ red In most nstances, the defau t W ndows authent cat on w be used If th s database w be m rrored for res ency, assoc ate the database w th the fa over database server The Ded cated Database defau t opt on w use the auto host d str but on ru es If you se ect the box, on y the hosts spec fied n the Host D str but on Ru es area w be contro ed by th s craw database C ck OK to save the topo ogy configurat on changes
Crawl Component Add t ona craw components can be added for performance or res ency purposes, depend ng on the craw database assoc at on configurat on Se ect Craw Component from the New context menu n F gure 8-17 to open the Add Craw Component page shown n F gure 8-20
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FIGURE 8-20 Add C aw Component d a og box.
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Se ect the farm member server to host the craw component Assoc ate the component w th a craw database If mu t p e craw components are assoc ated w th the same database, a of them share the dut es defined n the database Choose the ocat on for the temporary ndex fi es A share w be created for th s ocat on because query servers pu ndex fi es w th SharePo nt 2010 nstead of us ng the push process of prev ous products C ck OK to save the topo ogy configurat on changes
Property Database Property databases conta n metadata assoc ated w th craw ed content They can be d str buted across mu t p e SQL Server nstances to reduce query bott enecks Property databases are assoc ated w th ndex part t ons, and they return any metadata assoc ated w th content n query resu ts from those ndexes We d scuss ndex part t ons ater To add a property database from the Manage Search Topo ogy page, c ck New, and then se ect Property Database to open the Add Property Database d a og box shown n F gure 8-21
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FIGURE 8-21 Add P ope ty Database d a og box.
Configure the fo ow ng sett ngs for the new property database ■
Se ect the database server to host the property database Th s can be the defau t farm SQL Server nstance or a separate server for performance
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If th s database w be m rrored for res ency, assoc ate the database w th the fa over database server Do not enter a server name nto th s fie d un ess SQL Server database m rror ng s current y configured and operat ona C ck OK to save the topo ogy configurat on changes
Index Partition and Query Component SharePo nt Server 2010 Search supports d v d ng the fu text ndex nto subsets ca ed index partitions In th s configurat on, a group of query components rece ves the query and returns search resu ts from the group’s port on of the tota ndex to the query or g nator Each ndex part t on must be assoc ated w th a spec fic property database conta n ng metadata assoc ated w th a spec fic set of craw ed content Th s ndex part t on ng reduces the query response t me by d str but ng the oad of query serv c ng across d fferent farm members To create a new ndex on the Manage Search Topo ogy page, fo ow these steps 1. Se ect Index Part t on And Query Component from the New menu, wh ch
opens the Add Query Component d a og box shown n F gure 8-22 2. From the Server drop-down st, se ect the farm server to wh ch you want to
add the first query component of the new ndex part t on 3. In the Assoc ated Property Database drop-down st, c ck the property
database w th wh ch you want to assoc ate the new ndex part t on
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4. You can opt ona y change the defau t ocat on on the server that w
be
used for storage of the ndex fi es after retr ev ng them from the craw components 5. Se ect the Set Th s Query Component As Fa over-On y check box f you want
the query component to rece ve quer es on y n the event of a fa ure of the pr mary query component n the same ndex part t on Add a fa over-on y query component to the ndex part t on on y after creat ng the first query component 6. C ck OK to add the configurat on to the job queue Add ng the first query
component a so creates the new ndex part t on
FIGURE 8-22 Add Que y Component d a og box.
Mu t p e query components can a so support the same ndex part t on to ba ance the oad of serv c ng quer es or to act as fa over servers for res ency A search serv ce app cat on must a ways have at east one ndex part t on If you remove a the query components from an ndex part t on, the ndex part t on w be removed from the farm comp ete y but a the data from the part t on w be cop ed and d str buted nto the rema n ng part t ons Th s operat on can take a ong t me and can affect farm performance
Managing Host Distribution Rules As you have seen, SharePo nt Server 2010 supports mu t p e craw databases for performance and res ency Host d str but on ru es are used to manua y ass gn spec fic content to a craw database that has been ded cated to accept these ass gnments You cannot even open the page to create a Host D str but on st unt at east one ded cated database has been created 258
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The Host D str but on Ru es management page s accessed from the Qu ck Launch menu of the search serv ce app cat on management page In the Add Host Ru e page shown n F gure 8-23, enter the host name w thout the protoco , se ect the appropr ate database and c ck OK A content from that host w be p aced n the database regard ess of what protoco was used when craw ng the content
FIGURE 8-23 Add Host Ru e page.
Troubleshooting Search with Crawl Logs The craw ogs present the resu ts of the craw efforts, nc ud ng successes, warn ngs, and errors On the search serv ce management page, the craw h story page shown n F gure 8-24 g ves you a qu ck overv ew of recent craw s, nc ud ng performance data, successes, and errors by content source
FIGURE 8-24 C aw H sto y page.
To access the Craw Logs page, from the Search Serv ce App cat on management page, c ck Craw Log n the Craw ng group of nks n the Qu ck Launch too bar to open the page shown n F gure 8-25 From here, you can c ck the Craw H story nk
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FIGURE 8-25 C aw Log page, Content Sou ce v ew.
SharePo nt 2010 has great y mproved the presentat on and ana ys s of craw ng act v t es The craw og page enab es you to do qu ck rev ews and dr downs from five nks that g ve you var ous perspect ves The first v ew, shown n F gure 8-24, g ves stat st cs by content sources The Host Name v ew shown n F gure 8-26 presents the craw resu ts for each host name or SharePo nt app cat on grouped by craw databases Th s v ew a so offers a too to fi ter by craw database and a search too to dr down nto d fferent eve s of an app cat on
FIGURE 8-26 Host Name v ew of the c aw og ana ys s.
Th s page a so presents a nk to open the Auto Host D str but on page Th s new too ana yzes the ba ance of content across craw components, recommends red str but on to mprove performance, and can automate the red str but on as shown n F gure 8-27
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FIGURE 8-27 Auto Host D st but on page.
At the top of the Auto Host D str but on page s a nk to the host d str but on ru es page, where you can manua y contro the craw ng act v ty as d scussed ear er n th s chapter Return ng to the craw og ana ys s page, the URL page shown n F gure 8-28 presents a deta ed st of craw database tems, the act ons performed, and status of the tems Th s page a so ntroduces too s to fi ter th s st by content source or URL, and t can be further refined by the crawl database used dur ng the craw Add t ona fi ters perm t refin ng the st accord ng to status, error message, and t me frame The sma
cons to the eft of st tems n F gure 8-28 v sua y nd cate the status
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The green c rc e s a success
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The ye ow tr ang e marks a warn ng that an tem cou d not be oaded
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The red d amond nd cates an error n craw ng
These reports are s gn ficant for more than just craw ng Remember that the craw er account s g ven access perm ss on v a an app cat on’s secur ty ru es If th s account cannot open an tem to craw t because of a ack of perm ss ons, fi e type, URL ength, corrupt on, or any other reason, t s reasonab e to assume that users cannot read or down oad the tems e ther
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FIGURE 8-28 C aw Log
URL page.
F gure 8-29 shows a fi tered st a ong w th the tem context menu, wh ch offers act ons that can be taken on nd v dua tems dur ng the next craw
FIGURE 8-29 Context menu of a c aw database tem.
The Craw H story v ew of the craw ogs shown n F gure 8-30 g ves a summary of act v t es usefu n determ n ng not on y the ength of t me requ red for each craw , but a so the changes w th n the corpus (a craw ed content) between craw s
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The numbers presented here m ght d ffer from other presentat ons because a s ng e tem cou d be reg stered more than once n ogs as a warn ng, an error, and an eventua success Informat on g ven n th s presentat on can be used to adjust the craw types and schedu es
FIGURE 8-30 C aw H sto y v ew of c aw act v ty ogs.
The Error Message v ew shown n F gure 8-31 presents stat st cs on the var ous errors encountered and fi ter too s for content sources and host names
FIGURE 8-31 E o Message v ew of a c aw og.
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CHAPTER 9
Managing the Search Experience ■
Configur ng the Thesaurus and No se Word F es 266
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Defin ng Author tat ve Pages 268
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Federated Quer es 270
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Creat ng and Manag ng Search Scopes 284
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Search Resu ts Remova 289
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Work ng w th Keywords and Best Bets 293
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Creat ng and Custom z ng Search Centers 297
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hen a user executes a search query, the goa s qu te s mp e—to get a resu ts set that nc udes everyth ng re evant to the search and noth ng e se Ach ev ng th s goa s not so s mp e, but th s chapter w show how to configure search so that users can eas y define and refine both the query and the resu ts The chapter s organ zed accord ng to the scope of the configurat ons start ng w th the fi e systems and then mov ng on to the search serv ces app cat on, the s te co ect on, and the search centers
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Configuring the Thesaurus and Noise Word Files M crosoft SharePo nt 2010 cont nues to prov de thesaurus and no se word fi es to man pu ate the search process, but the scope of the r usage has been changed n th s product In th s sect on, we d scuss the more common ways to configure these e ements Craw components no onger use the fi es to e m nate words from the ndex However, query components use both the no se word fi es to remove words from query terms and thesaurus fi es to mod fy quer es
Noise Word Files A noise word file s a text fi e that conta ns a the words that have tt e or no refinement va ue n a search query n your env ronment Such words often nc ude your organ zat on’s name, product names, reg stered names, and so on No se words app y on y to text content, not metadata SharePo nt Server 2010 prov des no se word and thesaurus fi es n 54 anguages They are ocated n a number of d rector es named Config The h erarchy of these d rector es s s gn ficant because the nsta at on and mp ementat on of SharePo nt Server determ ne wh ch set of fi es s used dur ng a query F es ocated n the %ProgramF es%\M crosoft Office Servers\14 0\Data\Config fo der are for SharePo nt Foundat on Server nsta at ons Th s fo der s not used n SharePo nt Server 2010 For a SharePo nt Server 2010 standa one server farm or M crosoft Search Server 2010, the fi es under %ProgramF es%\M crosoft Office Servers\14 0\Data\Office Server\config are cop ed to the M crosoft Office Servers\14 0\Data\Office Server\ App cat ons\(serv ceGUID)\Config fo der to be used at query t me When you are sett ng up a comp ete server farm, whether t conta ns one server or more, fi es under %ProgramF es%\M crosoft Office Servers\14 0\Data\Office Server\config are cop ed to a %ProgramF es%\M crosoft Office Servers\14 0\Data\ Office Server\App cat ons\(serv ce and serv ce component GUID)\Config fo ders However, on y fi es under query component GUIDs are used at query t me For cons stent query responses, a fi es under a query components on a s ervers shou d be dent ca If no se word and thesaurus fi e mod ficat ons are known before you create search serv ce app cat ons, the set of fi es n the %ProgramF es%\ M crosoft Office Servers\14 0\Data\Office Server\config fo der can be mod fied pr or to the copy process These fi es must be dent ca on a members of the farm because any member can host the search serv ce components To configure a no se word fi e, perform the fo ow ng steps 1. Go to the appropr ate no se word fi e, and open t us ng a text ed tor such as
Notepad 2. Enter the words you do not want used n quer es, one word per ne
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3. Save the fi e IMPORTANT A no se word fi e must have at east one entry n t, even f the entry s on y a per od (.) character.
Configuring the Thesaurus The thesaurus prov des a mechan sm to ass st users n construct ng a query by expand ng or rep ac ng query terms as the query s executed aga nst the ndex It d ffers from search suggest ons n that the changes are transparent to the user and are not opt ona for the user You can create expans on or rep acement sets, as we as we ght or stem the terms w th n the expans on or rep acement sets You can use thesaurus fi e entr es to correct common y m sspe ed query terms, add synonyms to quer es, or rep ace query terms Because mod fy ng these fi es requ res access to the fi e system of a Web front ends, you probab y w find the new funct ona ty of search suggest ons eas er to ma nta n The thesaurus s configured v a an XML fi e, wh ch has the format of TS XML, where XXX s the standard three- etter code for a spec fic anguage For Eng sh, the fi e name s Tsenu xm The defau t code for the fi e s as fo ows
To create new expans on sets, perform the fo ow ng steps 1. Open W ndows Exp orer, and go to the ocat on of the thesaurus XML fi e 2. Open the XML fi e us ng Notepad or some other text ed tor
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3. Enter your expans on terms w th n the tags us ng we -formed XML, as
ustrated here term1 term2 term3
4. Save the fi e 5. Restart the Mssearch exe serv ce
To create new rep acement sets, perform the fo ow ng steps 1. Open My Computer, and go to the ocat on of the thesaurus XML fi e 2. Open the XML fi e us ng Notepad or some other text ed tor 3. Enter your rep acement terms w th n the tags us ng we -formed XML Note
that the terms be ng rep aced are n the extens ons, and the term to rep ace them s n the extens on Th s s ustrated here term1 term2 term3
4. Save the fi e 5. Restart the SharePo nt Server Search 14 serv ce (Net stop/start osearch14)
Defining Authoritative Pages Search resu ts re evance sett ngs can be managed through the author tat ve pages n the search serv ce The re at onsh p of nd v dua documents or content tems to author tat ve pages s defined n terms of click distance C ck d stance s not based on URL depth If a other rank ng e ements are equa , the more c cks that are requ red to traverse from the author tat ve page to the content tem, the ess re evant that tem s for a g ven query P ac ng a nk to an object on an author tat ve page e evates that object n search resu ts, w th no regard to the actua ocat on of the object Your farm w have some ocat ons that conta n offic a , approved content for your organ zat on These ocat ons are the URLs you shou d enter nto the Author tat ve Web Pages nput boxes, wh ch are shown n F gure 9-1
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FIGURE 9-1 The Autho tat ve Web Pages nput boxes.
You can ach eve eve s of granu ar ty by enter ng pr mary, secondary, and tert ary URLs, thereby formu at ng an overa h erarch ca re evance topo ogy for your search app cat on URLs w th n the same nput box are grouped equa y, mean ng that there s no h erarch ca order mp ed by the URL st In add t on, w dcards, such as http:foo/*, are not accepted n these boxes You can a so nsert fi e shares as author tat ve page sources Use the file:// protoco scheme when defin ng fi e systems For examp e, fi e //fi eserver1/arch ve spec fies the arch ve fi e share as an author tat ve ocat on You can a so set some s tes to be the owest on the re evance sca e by p ac ng the r URLs n the S tes To Demote nput box, wh ch s shown n F gure 9-2 You shou d cons der the resource mp cat ons of reca cu at ng the rank ng of your ndexes mmed ate y rather than reca cu at ng them dur ng norma schedu es
FIGURE 9-2 The Non autho tat ve S tes nput boxes.
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To set re evance sett ngs, perform the fo ow ng steps 1. Open the Adm n strat on page for your search serv ce 2. In the Qu ck Launch area, c ck the Spec fy Author tat ve Pages nk under the
Quer es And Resu ts head ng 3. Input the URLs n the appropr ate boxes as requ red to configure re evance
sett ngs for your env ronment 4. Se ect the Refresh Now check box f you want to have the re evance sett ngs
recomputed mmed ate y 5. C ck OK
Federated Queries Federated quer es perm t end users to search for and retr eve content from an OpenSearch 1 1–comp ant search server These content sources can be enterpr se content repos tor es, other search eng nes ( nc ud ng remote SharePo nt search), or your SharePo nt Server 2010 search serv ces W th a federated query, the server sends the quer es to the federated ocat ons, retr eves the resu ts from the ocat on feed, and then formats and renders the resu ts to your users on the same page as resu ts from your craw ed content W th SharePo nt Server 2010, a quer es (nc ud ng those to the oca search serv ce app cat ons) are federated
Federated Location Management To access the management page for the federated ocat ons shown n F gure 9-3, c ck Federated Locat ons on the Search Serv ce App cat on page Th s d scuss on w focus pr mar y on act ons ava ab e from the Manage Federated Locat ons page ■
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Add a federated ocat on by us ng the prov ded New Locat on UI or by mport ng ex st ng defin t on fi es
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FIGURE 9-3 The Manage Fede ated Locat ons page.
Add New Location or Edit a Location To add and configure a new ocat on n the UI, c ck the New Locat on nk on the Manage Federated Locat ons page as shown n F gure 9-3 Th s opens the Add Federated Locat on page, where the propert es of the ocat on w be configured Ed t ng an ex st ng ocat on opens essent a y the same page except that the ocat on name cannot be changed Most, but not a , nformat on entered on th s page w be nc uded n the Federated Locat on Defin t on (FLD) fi e tse f The configurat on entr es are grouped under head ngs that can be expanded or co apsed GENERAL INFORMATION
The first three tems shown n F gure 9-4 are requ red nformat on The Locat on Name text box s used to dent fy th s ocat on, and the name c hosen must be un que w th n your organ zat on It cannot be mod fied after the FLD has been created Th s name s used on y by serv ce adm n strators and deve opers More than one FLD can connect to the same search server w th d fferent parameters as ong as each one has a un que name Th s name cannot conta n spaces or any punctuat on The name entered n the D sp ay Name text box for th s ocat on shou d a so be un que S te co ect on adm n strators w be the pr mary users of th s name, but they can choose to d sp ay th s name to end users n federated-enab ed Web parts The descr pt on entered n the Descr pt on text box w be v s b e to serv ce adm n strators, s te adm n strators, and deve opers It shou d nc ude a nformat on defin ng how the quer es w be run, such as the source (and any m tat on or refinements), who can access th s ocat on, and what tr ggers or macros are prov ded
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FIGURE 9-4 New ocat on gene a nfo mat on.
The next two tems, the Author and Vers on text boxes, are shown n F gure 9-5 Prov d ng th s nformat on s opt ona
FIGURE 9-5 New Locat on opt ona nfo mat on.
The author nformat on you prov de depends on whether the ocat on s shared externa y or on y nterna y It s s mp y a text fie d n wh ch you can enter your company name, an nd v dua ’s name, an e-ma address, and so on Th s entry does not ass gn any ownersh p or perm ss ons Informat on entered n the Vers on text box s pure y opt ona nformat on If you choose to enter a va ue, t must conta n at east one per od ( ) Th s nformat on s nc uded n the fi e and s mp y prov des a way to track change h story, because there s no way to upgrade a ocat on based on ts vers on The Tr gger configurat on shown n F gure 9-6 s very much funct ona nformat on and contro s whether the ocat on s used n a query and how much of the query term s forwarded to the search server The ocat on Web part w be d sp ayed on the resu ts page on y f resu ts are returned from the query
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FIGURE 9-6 T gge conf gu at on.
The defau t sett ng, A ways, sends a quer es to th s ocat on Bandw dth ut zat on of the traffic generated by a quer es be ng forwarded externa y and the atency of resu ts sets be ng returned shou d be cons dered before us ng th s opt on If you choose to use the Prefix tr gger, an exact match of a term sted as a prefix s requ red Use of prefixes requ res users to be tra ned The first cons derat on s that the word used as a prefix will not be forwarded to the federated ocat on search eng ne but will be used n search ng your oca content If users are proper y tra ned, however, the use of prefixes w enab e the se ect ve use of federated ocat ons contro ed by users’ query construct ons For examp e, a prefix tr gger for “med c ne” w match “med c ne Benadry ” In th s case, on y “Benadry ” w be sent to the ocat on as a search term, because the prefix s not nc uded n {searchTerms} If you want to send both “med c ne” and “Benadry ” to the ocat on, you need to use a pattern tr gger nstead A pattern query w probab y be transparent to your users Patterns are efined as NET regu ar express ons (REGEX) If the query or part of the query d matches the pattern defined, the ent re query s forwarded to the ocat on Th s pattern-match ng of regu ar express ons qu ck y parses text to find spec fic character patterns, wh ch triggers the use of the federated ocat on It can a so add the extracted str ngs to a capture group or co ect on, wh ch w store t n a named var ab e for ater use n the query temp ate For examp e, the pattern (^([\w-\.]+)@([\w-]+\.)+([a-zA-Z]{2,4})$) searches the ocat on for e-ma quer es such as
[email protected] For more nformat on on NET Framework regu ar express ons, see http://go.microsoft.com/ fwlink/?LinkId=100710 If the pattern were medicine(?.*) and the user query was medicine enadryl, the pattern wou d match medicine and store Benadryl n the capture B group (or var ab e) You cou d then configure the FDL to send on y th s capture group to the ocat on by rep ac ng {searchTerms} w th {drug} n the query temp ate Th s examp e behaves just ke a prefix tr gger n that t does not forward medicine from the or g na query n the federated query MSDN has a forum on regu ar express ons at http://social.msdn.microsoft.com/ Forums/en-US/regexp/threads
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LOCATION INFORMATION
The next sect on of configurat on sett ngs for the ocat on s grouped under Locat on Informat on, as shown n F gure 9-7
FIGURE 9-7 Locat on nfo mat on sett ngs.
The ocat on type determ nes the protoco used to connect to th s ocat on, and severa configurat on opt ons change depend ng on your cho ce ■
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Search Index On This Server Used to run a standard query to get resu ts from the oca ndex Se ect ng th s opt on w d sp ay resu ts from a predefined scope or a managed property w th a the spec fied parameters, nc ud ng tr ggers and query temp ates FAST Index Used to query a FAST server OpenSearch 1.0/1.1 Used to d sp ay resu ts from another search eng ne that can rece ve a query by us ng a URL and return resu ts as structured XML, nc ud ng remote search ndexes on other SharePo nt farms
A search query s sent to a federated ocat on as URL parameters n a format ca ed a query template Th s s ca ed the URL template n the OpenSearch spec ficat on, and the query temp ate syntax s based on the URL temp ate syntax When us ng the oca ndex as a federated ocat on, no query temp ate s requ red because the protoco uses the object mode to execute the query The defau t query temp ate s mp y nc udes the case-sens t ve {searchTerms} capture group as a var ab e, wh ch represents the keywords entered nto the search box by users As we d scussed n pattern tr ggers, you can rep ace {searchTerms} w th capture groups created by your pattern You can nc ude other parameters n the temp ate to spec fy add t ona query restr ct ons These parameters are managed propert es of the ndex that are probab y not known to your users If a parameter s opt ona , nc ude a quest on mark character (?) after the parameter name Common parameters are the fo ow ng ■
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scope: L m ts the search to a part cu ar scope Mu t p e entr es are perm tted to comb ne more than one scope type:.doc type.docx type.docm Returns M crosoft Office Word document resu ts for the keywords entered nto the Search box Other content types can be added to further refine the resu ts—for examp e, to nc ude on y contracts
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Parameters that you spec fy n the URL temp ate must be URL-encoded For examp e, a space must be represented by %20 An examp e of an OpenSearch temp ate s http://www.bing.com/search?q={searchTerms}&go=&form=QBLH&qs=n&format=rss The More Resu ts L nk Temp ate opt on spec fies the URL of the Web page that d sp ays resu ts for a search query When th s nk s configured n the Web part, a More Resu ts nk d sp ays beneath the search resu ts from th s ocat on Th s nk opens a page that presents the fu st of resu ts from the ocat on, not just the number spec fied n the resu ts Web part An examp e s http://www.bing.com/ search?q={searchTerms}
Display Information The configurat ons n th s group ng contro how the resu ts w the Web part
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M crosoft federated quer es requ re that federated ocat ons return resu ts n structured XML, wh ch must then be transformed nto HTML by XSL before t can be d sp ayed n the Federated Resu ts Web part The Top Federated Search Resu ts D sp ay Metadata sect on presents the opt ons to use the defau t XSL or to ed t t for a custom zed d sp ay of resu ts, text, and mages as shown n F gure 9-8 Propert es determ ne the metadata returned w th the search resu ts If you mod fy the defau t st of metadata n the st of returned propert es, you must a so update the XSL to d sp ay the new propert es Samp e data s nc uded so that a v sua prev ew s ava ab e when ed t ng the Federated Resu ts Web part
FIGURE 9-8 Fede ated Sea ch Resu ts D sp ay Metadata.
The Core Search Resu ts D sp ay Metadata and Top Federated Resu ts D sp ay Metadata sect ons present the same opt ons as the Federated Search Resu ts D sp ay Metadata sect on shown n F gure 9-8 except that these sett ngs app y when d fferent Web parts present resu ts from the ocat on
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RESTRICTIONS AND CREDENTIALS INFORMATION
The fina sect on contro s the usage of the ocat on and what type of authent cat on s requ red by the ocat on As shown n F gure 9-9, the Restr ct Usage sect on perm ts the search dm n strator to contro whether a s te co ect ons can use an nd v dua federated a ocat on or whether the ocat on s restr cted to a st of one or more s te co ect ons The defau t s No Restr ct on, wh ch perm ts s te adm n strators from any s te to use th s ocat on Se ect ng Use Restr ct on act vates the box for st ng by URL the spec fic s te co ect ons that can use th s ocat on W th th s opt on, you can do the fo ow ng ■
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Prov de access to the same search server configured d fferent y as un que federated ocat ons for d fferent s te co ect ons w th n your enterpr se
A sem co on must be used to separate the start addresses of URLs n the A owed S tes st For examp e, the st http://team1;http://team2 ensures that the ocat on can be used on y n s tes start ng w th http://team1 or http://team2
FIGURE 9-9 Rest ct ons opt ons.
In some nstances, authent cat on m ght be requ red Most Internet search eng nes do not requ re credent a s If Search Index On Th s Server s se ected as the Locat on Type for the federated ocat on, no add t ona authent cat on nformat on s requ red Resu ts from th s federated ocat on w be secur ty tr mmed based on user credent a s after they have been returned to the Web front-end server However, f the ocat on type se ected s FAST Index or OpenSearch 1 0/1 1, you must spec fy the authent cat on method and prov de secur ty credent a s as shown n F gure 9-10
FIGURE 9-10 Authent cat on sett ngs fo FAST o OpenSea ch ocat ons. 276
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Anonymous Access Ind cates that the ocat on does not requ re authent cat on Common Authentication Prov des a s ng e user name and password to the ocat on If you enab e th s opt on, you must se ect the authent cat on method requ red by the search server and prov de the credent a s to be used Each authent cat on method, as se ected, presents the appropr ate d a og boxes for enter ng the credent a s to be used These d a og boxes are not ustrated here User-Level Authentication Passes nd v dua user credent a s to the ocat on us ng the method that you se ect
Download and Import an FDL file You can down oad federated search connectors from the Search Connectors Ga ery at http://go.microsoft.com/fwlink/?LinkID=95798, or you can use custom connectors that you have bu t and exported to your fi e system to qu ck y mport a preconfigured connector nto your Search Server configurat on The Import Locat on nk on the Manage Federated Locat ons page opens a page where you can browse to a oca fi e system and se ect the appropr ate fld fi e After mport ng a ocat on that requ res authent cat on, you must ed t the ocat on and re-enter the credent a s that were not saved dur ng an export operat on
Copy a Federated Location The Copy Locat on opt on shown n F gure 9-3 cop es a the sett ngs of the ocat on except the name, wh ch needs to be un que Th s s the eas est way to change the name It s a so usefu when you want the same ocat on ava ab e w th mod fied parameters for d fferent s te co ect ons
Delete a Federated Location When you se ect De ete Locat on from the context menu shown n F gure 9-3, you w be g ven one warn ng If you c ck OK, a nformat on about the ocat on s de eted You m ght want to export the ocat on before de et ng t so that t w be ava ab e f you need to restore t ater
Export a Federated Location Export ng a ocat on from the context menu shown n F gure 9-3 g ves you a portab e configurat on fi e w th an fld extens on, wh ch can be used to restore the ocat on oca y or mported onto another search server However, when you export a federated ocat on to a defin t on fi e, your secur ty credent a s or sett ngs are not nc uded w th the fi e
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Managed Properties A though a search query across the fu text of a document m ght be usefu , the power of an enterpr se search query comes from ts ab ty to query attr butes or propert es of objects, whether t can craw the actua content or not The Search schema conta ns two types of propert es ■
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Craw ed propert es are automat ca y extracted from craw ed content, and the metadata fie d s added to the search schema The text va ues of craw ed propert es that are nc uded n the ndex are treated the same as text content un ess they are mapped to a managed property Managed propert es are created to group common propert es w th d ss m ar names under standard zed names and expose th s group ng to search too s Users can perform spec fic quer es over managed propert es
Craw ed propert es can be co umns on a st or document brary, metadata for a content type, or propert es w th n the propert es of a document created n a M crosoft Office app cat on If your users use custom names n these scenar os, mapp ng craw ed propert es to a managed property w be more d fficu t than f they used ex st ng propert es or co umns Determ n ng wh ch custom propert es shou d be grouped nto a managed property s frequent y a t me-consum ng research job, part cu ar y f there s no nam ng convent on estab shed The va ue n mapp ng craw ed propert es to managed propert es s that t groups metadata nto usab e un ts The metadata (craw ed propert es) are grouped nto a og ca , s ng e un t (managed propert es) Mu t p e craw ed propert es can be mapped to a s ng e managed property, or a s ng e craw ed property can be mapped to mu t p e managed propert es Managed propert es can then be used to create search scopes and enab e your users to focus the r search to a m ted port on of the corpus Managed propert es can a so be nc uded n the Advanced Search Web part nterface to narrow a query to spec fic propert es and n the Refinement Web part for focus ng on spec fic search resu ts We w d scuss these uses ater n th s chapter REAL WORLD Group ng craw ed propert es nto managed propert es s essent a for many search funct ona t es. For examp e, suppose you have three document types: document type A, wh ch sts the author n the Author metadata fie d; document type B, wh ch sts the author n the Creator metadata fie d; and document type C, wh ch sts the author n the Or g nator metadata fie d. n th s scenar o, you have (essent a y) the same metadata for three d fferent document types res d ng n three d fferent metadata fie ds. When these documents are craw ed, each metadata fie d s entered nto the property store as separate craw ed propert es. However, you can group these three craw ed propert es nto a s ng e managed property so that you can use them as a s ng e un t when query ng for author names across these three d fferent document types.
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To adm n ster metadata propert es, nav gate to the Metadata Property app ngs page shown n F gure 9-11 by c ck ng the Metadata Propert es nk under M the Quer es And Resu ts head ng of the Search Serv ce App cat on page
FIGURE 9-11 Metadata P ope ty Mapp ngs page.
Use th s page to create and mod fy managed propert es and map craw ed ropert es to managed propert es Changes to propert es of ex st ng content p take effect after the next fu craw , but they are app ed to new content dur ng ncrementa craw s On th s page, severa propert es of each managed property are d sp ayed, nc ud ng a nked name and nked craw ed propert es mapped to the managed property If you need to configure a new managed property, c ck the New Managed Property nk to open the property page shown n F gure 9-12 Ed t ng from the context menu opens essent a y the same page There are severa sect ons to configure ■
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Name And Type The name must be un que and shou d fo ow a nam ng convent on that s mean ngfu and easy to remember The data type must match that of the craw ed propert es that w be mapped to th s managed property Your cho ces are Text, Integer, Dec ma , Date And T me, or Yes/No There s a so a Has Mu t p e Va ues check box you can se ect to nd cate that the property has mu t p e va ues Mappings To Crawled Properties Th s s the co ect on of craw ed propert es that w be represented by th s managed property Th s configurat on sect on a so nc udes the opt on of nc ud ng va ues from a mapped craw ed propert es or nc ud ng va ues from a s ng e craw ed property determ ned by the order n wh ch the mapped propert es are sted Use In Scopes Th s Boo ean cho ce determ nes whether the managed property w be ava ab e n the drop-down st when defin ng search scopes
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Optimize Managed Property Storage The first of two cho ces here determ nes whether the text propert es are automat ca y treated as a hash, wh ch reduces the s ze but m ts compar sons to equa or not equa nstead of ess than, greater than, order by, and so on The next cho ce determ nes f the managed property w be added to the restr cted set of managed propert es that are shown n custom search resu ts pages
FIGURE 9-12 New (Ed t) Managed P ope ty page.
Other sett ngs for managed propert es can be configured programmat ca y s ng the Microsoft.Office.Server.Search.Administration.ManagedProperty c ass or u the W ndows PowerShe cmd ets for SPEnterpriseSearchMetadataManagedProperty ■
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MappingDisallowed Ind cates whether a craw ed property can be mapped to th s managed property Retrievable Affects whether the property can be d sp ayed, sorted, or used w th operators The two sett ngs under Opt m ze Managed Property Storage a so nfluence th s sett ng
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FullTextQueriable Governs whether th s managed property s stored n the ndex and can be used n a CONTAINS or FREETEXT c ause so that the property s spec fied through a query NoWordBreaker Contro s whether the va ues for th s managed property go through a word breaker RemoveDuplicates Determ nes whether the managed property rece ves mu t p e va ues, f there are dup cates Weight Adjusts the re evance configurat on
To see a the craw ed propert es, from the Metadata Property Mapp ngs page c ck the Craw ed Propert es nk to open the page shown n F gure 9-13 Th s page presents a v ew of craw ed propert es n a phabet ca order by name and d sp ays the type, managed property mapp ngs, whether a part cu ar property s nc uded n the ndex, and whether a part cu ar property s mu t va ued
FIGURE 9-13 C aw ed P ope t es page.
To ed t a craw ed property, se ect Ed t/Map Property from the context menu, wh ch opens the page shown n F gure 9-14
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FIGURE 9-14 Ed t C aw ed P ope ty page.
W th n th s page, you can manage the mapp ngs of the craw ed property to one or more managed propert es The Inc ude Va ues For Th s Property In The Search Index opt on contro s whether the property va ues s nc uded n quer es f the craw ed property s not mapped to a managed property Not nc ud ng the va ues reduces the s ze of the ndex and the query effic ency but mpacts the re evance rank ng For nstance, f th s opt on s not se ected and the craw ed property s author, s mp e quer es such as Smith return documents conta n ng the word Smith n the body but do not return tems whose author property s Smith However, a query aga nst the managed property w th the keyword fi ter author:Smith returns the documents The ex stence of Smith n a property s more re evant than a s ng e nstance w th n the body of a document NOTE A change n metadata does not tr gger a craw of an tem. Ex st ng tems must be recraw ed for changes to take effect, wh e new tems are affected w th the r n t a craw . A fu craw w prov de cons stent search resu ts.
Craw ed propert es are organ zed nto categor es The Categor es nk opens a page of hyper nked categor es, wh ch are shown n F gure 9-15 ■
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Basic Conta ns metadata assoc ated w th the gatherer, search, core, and storage property sets In my env ronment, there are 10 d fferent GUIDs (property sets) n the Bas c Craw ed Property Category Business Data Conta ns metadata assoc ated w th content n the Bus ness Data Cata og Internal Conta ns metadata nterna to SharePo nt
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Mail Conta ns metadata assoc ated w th M crosoft Exchange Server
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Office Conta ns metadata conta ned n M crosoft Office documents such as those created w th Word, Exce , PowerPo nt, and so on People Conta ns metadata assoc ated w th the peop e profi es n SharePo nt The major ty of th s metadata s a so mapped to var ous managed propert es from Act ve D rectory and SharePo nt nformat on SharePoint Conta ns metadata that s part of the M crosoft Office schema ava ab e out of the box Tiff Conta ns metadata assoc ated ma n y w th documents that have been scanned or faxed, a ong w th word-process ng and Opt ca Character Recogn t on (OCR) nformat on
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FIGURE 9-15 Catego es page.
Each category can be opened to expose just the craw ed propert es w th n that group You can open the page to ed t the propert es of each category from ts context menu Bu k act ons on a propert es w th n the category can be taken on the category’s property page, shown n F gure 9-16
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FIGURE 9-16 Ed t Catego y page.
Enab ng a these opt ons not on y ensures that craw ed propert es for th s category w be d scovered, but a so that managed propert es are automat ca y created when new SharePo nt co umns are created Your so ut on can use these new managed propert es to present to the user nfortunate y, the name of the automat ca y generated managed property s not U user fr end y Because SharePo nt craw ed propert es are prefixed w th ows , the auto-generated managed property s a so prefixed w th ows For examp e, f a user creates a new co umn n a document brary ca ed ostCenter, the craw ed property w be ows CostCenter and the managed property C w be owsCostCenter If the co umn name nc udes a space, as n Cost Center, the craw ed property w be ows Cost x0020 Center and the managed property w be owsCostx0020Center The programm ng effort to correct the nam ng scheme can exceed the cost of manua adm n strat on of managed propert es From the context menu or from the Ed t Category page, you can de ete an empty category New categor es can be created on y programmat ca y or w th the W ndows PowerShe SPEnterpr seSearchMetadataCategory cmd ets
Creating and Managing Search Scopes A search scope prov des a mechan sm to group tems og ca y w th n the ndex based on common e ements They are used to target a query to on y a precomp ed port on or slice of the corpus to prov de a more effic ent query and more re evant resu ts Essent a y, there are two types of scopes Authored scopes are created by search or s te co ect on adm n strators Contextual scopes are created automat ca y and presented as Th s S te or Th s L st The Th s And Re ated S tes scope ava ab e n team s tes s just a co ect on of contextua scopes
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To beg n to manage search scopes at the search app cat on eve , c ck the Scopes nk n the Quer es And Resu ts group of the Qu ck Launch area of the Search Adm n strat on page for your search app cat on Th s opens the V ew Scopes page as shown n F gure 9-17 The Peop e and A S tes scopes were created automat ca y, but they are uthored scopes and can be managed Because contextua scopes cannot be a managed, they are not d sp ayed on the V ew Scopes page However, a scopes authored at the serv ce app cat on eve or at assoc ated s te co ect ons are stored n the search serv ce database and are d sp ayed on th s page Scopes created at the serv ce app cat on eve are known as shared scopes and are ava ab e for use n any s te co ect on subscr b ng to the search serv ce app cat on Scopes created at a s te co ect on are ava ab e for use on y n that s te co ect on un ess they are cop ed as a shared scope at the serv ce app cat on eve In F gure 9-17, the Team One scope, wh ch was created at the team1 s te co ect on, presents the same context menu as scopes created at the search serv ce app cat on eve However, that scope can be cop ed on y as a shared scope at th s eve and must be managed at the or g na s te co ect on ocat on
FIGURE 9-17 The V ew Scopes page.
To create a new scope, c ck the New Scope nk, wh ch s shown n F gure 9-17 The Create Scope page, as ustrated n F gure 9-18, presents the same opt ons as the Ed t Scope page Comp ete the fo ow ng steps before c ck ng OK 1. Enter a name, n the T t e fie d, that s un que across your enterpr se and that
c ear y defines the content for users In F gure 9-18, we used Contracts 2. Enter a descr pt on that defines the usage for search adm n strators Th s fie d
s b ank by defau t 3. Ignore the Last Mod fied By fie d, wh ch cannot be ed ted 4. Change the Target Resu ts Page sett ngs f you have a custom resu ts page
for th s scope
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FIGURE 9-18 The C eate Scope page.
Because the new scope has no ru es app ed, t appears on the V ew Scopes page w th a status of Empty – Add Ru es, as shown n F gure 9-19 A scope s not funct ona unt you add ru es to define the common e ements that de neate the boundar es of the scope The Add Ru es nk shown n F gure 9-19 s ava ab e on y for add ng the first ru e
FIGURE 9-19 The V ew Scopes page w th the new scope added.
When you c ck the Add Ru es nk, the Add Scope Ru e page opens, as shown n F gure 9-20
FIGURE 9-20 Add Scope Ru e page fo the Web Add ess type.
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A scope ru e compr ses a ru e type and any defin t on of the ru e type requ red, p us the behav or of the ru e Ava ab e ru e types are these ■
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Web Address Th s type can be any ocat on addressab e w th a URL n a browser, nc ud ng Web s tes, fi e shares, pub c fo ders, and so on These addresses can be defined as spec fic ocat ons ca ed folders, any ocat ons on a spec fic host, or even a ocat ons n a spec fic doma n Property Query Th s type can be any managed property enab ed for use n a search scope The defin t on sect on of the Add Scope Ru e page changes to that shown n F gure 9-21 for property query ru es Se ect the managed property from the drop-down st, and enter the va ue for that property that w be used n the ru e In F gure 9-21, we chose ContentType, wh ch by defau t s not enab ed for use n scopes, and then entered Contract as the va ue
FIGURE 9-21 The Add Scope Ru e page w th the P ope ty Que y opt on se ected.
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Content Source Th s ru e type presents a drop-down st of content sources for the search app cat on Be carefu when choos ng th s opt on because changes to the content source cou d be made w thout regard to the r mpact on the scope ru es All Content Th s type has no add t ona configurat on opt ons
Scopes can have mu t p e ru es The Behav or configurat on of the ru e shown n F gure 9-20 defines how th s ru e w be app ed n comp ng the scope The defin t ons are stra ghtforward Both the Inc ude and Requ re opt ons nc ude content meet ng the ru e defin t on, but f the scope has mu t p e ru es a tems nc uded must meet the cond t on of the Requ re behav or ru es REAL WORLD Scopes can be qu ck y created to exc ude spec fic content. F rst create a ru e and choose the A Content opt on. Then add a ru e us ng other ru e types to exc ude the content not des red. Th s approach s somet mes much eas er than us ng a ong st of nc ude ru es. The order of ru e creat on or appearance s rre evant n scope comp at on.
After creat ng the first ru e, you must c ck the scope name n the V ew Scopes page to open the Scope Propert es And Ru es page shown n F gure 9-22 From th s page, you can manage the scope ru es and ed t the scope propert es
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FIGURE 9-22 Scope P ope t es And Ru es page.
Note n F gure 9-22 that the new scope Update Status s New Scope - Ready After Next Update (Starts In 9 M nutes) and the Item Count Tota shows “(not yet comp ed) ” Items n the ndex are matched to the r scope w th a comp at on process that s separate from the craw and ndex ng process Th s process s a schedu ed t mer job that runs every 15 m nutes by defau t, but t can be n t ated manua y from the search serv ce app cat on management page when scopes need updat ng, as shown n F gure 9-23
FIGURE 9-23 Scope update nfo mat on f om the Sea ch Management page.
Th s process can a so be changed to manua by c ck ng the Automat ca y S chedu ed nk to open the Spec fy Update Schedu e d a og box shown n F gure 9-24 and then se ect ng the On Demand Updates On y opt on The t mer job schedu e cannot be managed from Centra Adm n strat on
FIGURE 9-24 Spec fy Update Schedu e d a og box fo the scope comp at on p ocess.
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Search Results Removal If content w be craw ed by your search eng ne that shou d not be presented n search resu ts, you need to mmed ate y remove t from search resu ts Remember that search resu ts are der ved from the ndex, so remova of the content tse f s not suffic ent The nformat on must be removed from the ndex To remove content from search resu ts, open the Remove URLs From Search Resu ts page shown n F gure 9-25 by c ck ng the Search Resu t Remova nk n the Quer es And Resu ts group of the Qu ck Launch area of the Search Adm n strat on page for your search app cat on Enter the URLs of the content to be removed n the URLs, one per ne, and c ck Remove Now The URLs w be added to a fi e n the ndex that w remove them from search resu ts unt a craw can update the ndex In add t on, craw ru es w be created to prevent the content from be ng ndexed n subsequent craw s
FIGURE 9-25 Remove URLs F om Sea ch Resu ts page.
REAL WORLD Somet mes on y the perm ss ons were wrong on content that was craw ed. f the error has been corrected on the content but t has not been recraw ed, search resu ts m ght st expose nappropr ate nformat on to users even f they cannot access the comp ete documents. n th s case, remove the content from the ndex us ng the search resu ts remova too and de ete the craw ru e after the perm ss ons have been corrected. Because changes to perm ss ons tr gger a recraw even on fi e share content n SharePo nt Server 2010, the next ncrementa craw w update the ndex.
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Site Collection Search Management Most of the custom zat on w th wh ch users nteract s created and managed at the s te co ect on eve Even s tes, sts, and brar es present sett ngs that contro and affect search resu ts Th s sect on w beg n a ser es of d scuss ons on custom zat ons contro ed by oca adm n strators and users
Configuring the Master Page Query Box Control The first dec s on for the s te co ect on adm n strator s whether to use the defau t context scopes on y, such as W ndows SharePo nt Foundat on, or to use custom scopes w th a search center n the search query box that appears on a pages To change from the defau t sett ngs, open the Search Sett ngs page shown n F gure 9-26 from the S te Co ect on Adm n strat on group n S te Sett ngs Th s page s requ red because the search query box that appears on each page s a contro presented by the master pages The same configurat ons are d rect y ava ab e n a Search Query Web parts The defau t configurat on, Do Not Use Custom Scopes, executes quer es for Th s S te, nc ud ng subs tes, and presents no scope opt ons Your des gn can nc ude eav ng the defau t sett ngs for th s query box and creat ng a search center s te for enterpr se content searches The resu ts are d sp ayed on the resu ts pages defined n the S te Co ect on Search Resu ts Page sect on at the bottom of the page The defau t ocat on of the page s a gener c page n the ayouts d rectory that s common across a s te co ect ons You can create a custom search resu ts page for oca searches and d rect quer es to t n th s sect on
FIGURE 9-26 S te Co ect on Sea ch Sett ngs page.
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If you choose to use custom scopes, you must d rect the quer es to a search center The examp e n F gure 9-26 assumes a search center w th tabs, wh ch s a pub sh ng s te and has a search pages n a pages brary You can a so po nt to a s mp e search s te The entry n th s d a og box norma y s a path re at ve to the app cat on name such as /Search or /SearchCenter/pages, but t can a so be a fu path such as http //porta contoso com/Search Center/pages You do not need to nc ude the page because the query w be d rected to the appropr ate resu ts page The defau t sett ng s to not d sp ay a scope drop-down box and to use the contextua scope The other cho ces are as fo ows ■
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Do Not Show Scopes Dropdown, And Default To Target Results Page Does not d sp ay a scope drop-down st, and sends the query to the resu ts page w th no scope se ected Norma y, th s w be a custom resu ts page w th Web parts configured to use one or more scopes Show Scopes Dropdown D sp ays the scopes defined n the search dropdown d sp ay group and the contextua scopes n the scopes st Th s opt on s shown n F gure 9-27 Show, And Default To ‘S’ URL Parameter D sp ays the scopes defined n the search drop-down d sp ay group and the contextua scopes n the scopes st The se ected scope w be added to the query passed to the resu ts page us ng the ‘s’ parameter Show, And Default To Contextual Scope D sp ays the search drop-down st, and automat ca y se ects the Th s S te or Th s L st scope as the defau t Contextua scopes cannot be managed n the search drop-down st Show, Do Not Include Contextual Scopes D sp ays on y the scopes n the search drop-down st that do not nc ude Th s S te and Th s L st contextua scopes Show, Do Not Include Contextual Scopes, And Default To ‘S’ URL Parameter D sp ays on y the scopes defined n the search drop-down d sp ay group n the scopes st The se ected scope w be added to the query passed to the resu ts page us ng the ‘s’ parameter
FIGURE 9-27 Sea ch box cont o conf gu ed w th the Show Scopes D opdown opt on.
Site Collection Search Scope Management Search scopes that you create at the serv ce eve are cons dered shared scopes These scopes are ava ab e across a the Web app cat on’s s te co ect ons that are assoc ated w th the serv ce S te co ect on owners then have the opt on to use the scopes w th n the r s te co ect on
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S te co ect on scopes are managed from the V ew Scopes page, shown n F gure 9-28 To open th s page, from the S te Co ect on Adm n strat on menu n S te Sett ngs, c ck the Search Scopes nk Not ce the Unused Scopes sect on at the bottom of the page
FIGURE 9-28 The S te Co ect on V ew Scopes page.
New oca scopes are created from the V ew Scopes page by c ck ng the New Scope nk and fo ow ng the same steps as creat ng a shared scope at the search serv ce eve The on y d fferences between a oca scope and a shared scope s that a oca scope cannot conta n a ru e us ng a content source and that t can be used on y n the oca s te co ect on To se ect how both oca and shared scopes are d sp ayed n the s te co ect on, fo ow these steps 1. C ck the D sp ay Groups nk to open the page shown n F gure 9-29
FIGURE 9-29 The D sp ay G oups page.
2. C ck the d sp ay group that you want to mod fy You are then presented w th
the Ed t Scope D sp ay Group page, shown n F gure 9-30
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FIGURE 9-30 The Ed t Scope D sp ay G oup page.
3. Now you can add unused scopes by se ect ng the r check box n the D sp ay
co umn, change the order n wh ch the scopes are sted, and choose the defau t scope 4. C ck OK
Now your scope d sp ay group w contro s or Web parts
appear correct y when se ected for query
NOTE Create add t ona scope d sp ay groups by c ck ng the New D sp ay Group nk, shown n F gure 9 29, and comp et ng steps 3 and 4. When configur ng Web parts to use the d sp ay group, you have to type n the exact d sp ay group name because t w not appear n the drop down st cho ces.
Working with Keywords and Best Bets Keywords are terms dent fied and managed by s te co ect on (search) adm n strators When terms have more than one mean ng w th n an organ zat on, keywords can be used to c ar fy the r usage and mean ng More common y, they are used to d sp ay search resu ts so that the resu ts recommend the most appropr ate source of nformat on re ated to the term These recommended resu ts are known as Best Bet ocat ons When a keyword s used n a query term, both the keyword defin t on and the Best Bet ocat on appear n the Best Bet Web part on the search resu ts page Keywords and Best Bets are configured at the s te co ect on eve by the s te co ect on adm n strator They are not configured as part of the search serv ce, nor are they transferab e between s te co ect ons
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To open the Manage Keywords page, shown n F gure 9-31, from the S te Act ons menu at the root of a s te co ect on, se ect S te Sett ngs The Search keywords nk n the S te Co ect on Adm n strat on group w open the page
FIGURE 9-31 Manage Keywo ds page.
In the Qu ck Launch area are nks to three v ews A Keywords (the defau t), Exp red Keywords, and Keywords Requ r ng Rev ew Two nks to usage reports are Best Bet Usage and Best Bet Suggest ons These w be covered ater as part of the usage reports d scuss on Because the number of keywords can be qu te arge, these fi ter v ews are usefu , as s the keyword search too shown n F gure 9-32 Us ng th s too , you can ocate keywords by choos ng e ther Keyword, Synonyms, Best Bet T t e, Best Bet URL, or Contact
FIGURE 9-32 Keywo d sea ch too .
C ck the Add Keyword nk to open the Add Keyword page The first sect on of the page, as seen n F gure 9-33, manages the keyword phrase and any synonyms Any phrase entered n e ther box w return the keyword resu ts when used as a search term Synonyms shou d be separated by sem -co ons NOTE The Ed t Keyword page uses the same.aspx page as the Add Keyword page.
FIGURE 9-33 Keywo d Ph ase and Synonyms text boxes.
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The next sect on of the page, shown n F gure 9-34, manages the keyword efin t on, wh ch s the opt ona ed tor a text that w appear n the keyword resu t d Use th s r ch text ed tor contro to enter a keyword defin t on that w he p exp a n the keyword resu t n the resu t set The text can nc ude hyper nks
FIGURE 9-34 Keywo d Def n t on ch text ed to .
The d sp ay of a keyword defin t on n a search resu ts page when the keyword has no assoc ated Best Bet configured s shown n F gure 9-35 Th s defin t on s presented on the resu ts page even though there are no search resu ts to d sp ay
FIGURE 9-35 P esentat on of a keywo d def n t on on y.
The next sect on of the page, shown n F gure 9-36, manages Best Bets A k eyword can have mu t p e assoc ated Best Bets They w appear n the order spec fied n th s sect on up to the m ts determ ned by the Best Bets Web part on the resu ts page NOTE Th s screen shot was created from a prere ease vers on of the product. The b ue etters “Remo” next to the Order number se ect on box w be rep aced w th two hyper nks, Remove and Ed t, n the re eased product.
FIGURE 9-36 Best Bet management sect on of Manage Keywo d page.
C ck ng the Add Best Bet or Ed t nks opens the Best Bet management a og box shown n F gure 9-37 The URL and T t e fie ds are requ red, wh e the d descr pt on s opt ona For Best Bets, the descr pt on s a text-on y entry
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FIGURE 9-37 The Add Best Bet d a og box.
The next sect on, d sp ayed n F gure 9-38, s management nformat on for the keyword Enter nformat on for the person to be contacted on the rev ew date You must schedu e a pub sh ng date, but the rev ew and exp rat on dates are opt ona
FIGURE 9-38 Keywo d contact and pub sh ng nfo mat on.
After configur ng a keyword, you must run a fu craw of a your content ndexes so that the new keyword entry s proper y assoc ated w th content The keyword defin t on and Best Bet w be d sp ayed n search resu ts, as shown n F gure 9-39, even f no other resu ts are ocated for your search term The keyword defin t on and Best Bet d sp ay w be the same whether the search term was the keyword phrase or a synonym but, of course, the search resu ts wou d d ffer
FIGURE 9-39 Keywo d Def n t on and Best Bet
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Creating and Customizing Search Centers The ocat on and number of search centers to use are major dec s ons n your enterpr se search des gn You m ght choose to centra ze a searches at a s ng e ocat on, or an organ zat on m ght choose to custom ze and contro search w th oca search centers W th e ther scenar o, these custom zat ons w be managed at the s te co ect on eve us ng the resources prov ded by at the app cat on eve REAL WORLD n a centra zed search env ronment, you can estab sh a team ded cated to manag ng search w thout g v ng them contro over other content by creat ng a search center at the root of a separate s te co ect on. P ace the s te co ect on n the des red URL ocat on us ng an exp c t managed path.
SharePo nt Server 2010 offers three search center s te temp ates n the Enterpr se tab, as shown n F gure 9-40 ■
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Enterprise Search Center Th s was named Search Center W th Tabs n the prev ous vers on Th s pub sh ng s te requ res the Pub sh ng Infrastructure feature to be act vated for the s te co ect on, but t does not requ re that ts parent be a pub sh ng s te Basic Search Center Th s temp ate s appropr ate y named because t offers on y three bas c search pages and s more d fficu t to use f you want to add search pages FAST Search Center Th s temp ate s ava ab e even w thout FAST for SharePo nt nsta ed, but t requ res a FAST search server for funct ona ty We w not cover th s search center or ts Web parts n th s book
FIGURE 9-40 Sea ch Cente temp ate se ect ons.
Customizing the Enterprise Search Center As a pub sh ng s te, the Enterpr se Search Center s des gned for custom zat on for three s gn ficant reasons ■
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W th n the page ayouts of the search and resu ts pages s a spec a fie d contro , wh ch organ zes nks to other search pages w th n custom zab e tabs Advanced Search pages do not have a tab fie d contro The nk nformat on used by the tabs fie d contro s stored n one of two nk sts
• Tabs n Search Pages • Tabs n Search Resu ts Pages The three search pages of the Bas c Search Center (defau t, advanced, and resu ts) are Web part pages des gned ke the pub sh ng temp ates, but there s no prov s on for creat ng add t ona pages based on that des gn
Creating New Search Pages From any page of the Enterpr se Search Center, you can create a new search page from the S te Act ons menu However, do not se ect New Page because th s creates a new page w thout present ng opt ons to se ect a temp ate Fo ow these steps 1. Se ect More Opt ons, wh ch opens the Create page The presentat on of th s
page var es great y depend ng on whether you have M crosoft S verL ght nsta ed 2. Se ect Pub sh ng Page to open the Create Page page shown n F gure 9-41 3. Enter the appropr ate nformat on n the T t e, Descr pt on, and URL Name
text boxes 4. Se ect the appropr ate page temp ate 5. C ck the Create button
FIGURE 9-41 The C eate Page page.
P an your pages carefu y You w not a ways need a set of three pages for each custom zat on For nstance, a s ng e Search Box (query) page can conta n mu t p e search boxes, each po nt ng to a un que Search Resu ts page or Peop e search resu ts page A search box Web parts do not need to have a correspond ng Advanced Search page
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Creating New Tabs In the ed t page mode, the Tabs fie d contro exposes nks to management pages for add ng new tab nks or ed t ng ex st ng tab nks, as shown n F gure 9-42 In th s examp e, a custom tab has been added for a search page that returns on y contracts n the resu t set
FIGURE 9-42 Tab f e d cont o .
C ck ng Ed t Tabs opens the Tabs In Search Pages st shown n F gure 9-43, from wh ch the contro bu ds the tabs The resu ts pages a so have a tab contro that uses another st, named Tabs In Search Resu ts These sts can a so be accessed from V ew A S te Content
FIGURE 9-43 Tabs n Sea ch Pages st page.
C ck ng the Add New Item nk or Add New Tab from the contro on the page opens the page shown n F gure 9-44
FIGURE 9-44 New tem page fo the Tabs n Sea ch Pages st.
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The Tab Name fie d shou d be se f-exp anatory to users The Page fie d can po nt to an ex st ng or future custom page The Too t p fie d shou d br efly exp a n the purpose of the custom page After the custom set of search pages and tabs are created, the new query page can be accessed from ts custom tab The query Web part can then po nt to the appropr ate custom resu ts page, and the Advanced query nk can po nt to the appropr ate custom advanced query page When a query opens one resu ts page, t w be automat ca y passed to the resu ts page opened by another tab on the resu ts page Th s comb nat on of UI too s for creat ng custom search pages p us the contro that presents a ser es of tabs w th n the pages presents a search center that can be qu ck y and eas y custom zed for mu t p e search bus ness needs
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L nks p aced anywhere w th n your pages or nk sts can po nt to custom query pages Favor te nks n Internet Exp orer can be prepopu ated w th nks to custom query pages us ng Act ve D rectory group po c es Internet Exp orer and Desktop Search can be configured to use custom query pages Office app cat ons can be configured to use search pages by URL
Customizing Search Pages Because the bas c three search pages are essent a y the same n the Bas c and Enterpr se search centers, we w first d scuss custom z ng each of these pages and the r correspond ng Web parts and then d scuss the extended custom zat ons ava ab e n the Enterpr se search center
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Search Web Parts n SharePo nt 2010 are based on the federat on object mode (OM) and are used by both SharePo nt Search and FAST Search The Web parts on a page commun cate through a shared query manager dent fied n the Web parts as the Cross Web Part Query ID To add new Web parts that nteract w th ex st ng Web parts, the new Web parts s mp y need to use the same query ID Because the out-of-the-box Web parts are no onger sea ed, your deve opers can extend the r funct ona ty nstead of wr t ng a new one from scratch
Query Pages The we come page of a search centers s a bas c query page named defau t aspx A though th s page seems rather s mp e, as shown n F gure 9-45, t supports a number of custom zat on opt ons, even n the bas c search center s te
FIGURE 9-45 Po t on of the bas c que y page n ed t mode.
The page has two Web part zones but on y a s ng e Search Box Web part You can choose to add other Web parts, such as a content ed tor where nstruct ons on how to search more effect ve y can be presented Because Web parts m ght be targeted by aud ence, you can add mu t p e nstances of the same Search Box Web part on the same page custom zed for d fferent groups of users The appearance of the Preferences nk s contro ed by the Search Box c onfigurat on and opens the page shown n F gure 9-46, where users can configure persona preferences for the configurat on of the Web part Users can choose to prevent the search suggest ons from be ng d sp ayed as they type n query terms These suggest ons are retr eved from the h story of quer es executed by prev ous searches Users can a so choose to overr de the defau t behav or of search ng n the anguage of the browser and nstead choose up to five anguages to nc ude n the search resu ts From that st, they can choose the defau t anguage, wh ch s g ven a h gher re evance rank ng n the resu ts st
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FIGURE 9-46 Ed t Use P efe ences page fo the Sea ch Box Web pa t.
Search Box Web Part The search Web parts have many configurat on sect ons n common w th other Web parts Because these are d scussed n another chapter of th s book, we w not cover those sect ons The Search Box Web part s used n both search and resu ts pages and has the same funct ona ty as the search box contro on the master pages To configure the propert es of a Web part on the Search page, perform the fo ow ng steps 1. From the S te Act ons menu or the Page r bbon of the page, se ect Ed t Page 2. In the Web Part zone, c ck the sma down arrow for the Web part to expose
the context menu and se ect Mod fy Shared Web Part 3. Expand the appropr ate sect ons to configure propert es as needed 4. C ck OK 5. For pub sh ng pages, you need to save, check n, and pub sh the page
For standard pages, the act on s s mp y Stop Ed t ng The Scopes Dropdown sect on of the Search Box Web part s shown n F gure 9-47 The Dropdown mode opt ons are the same as those of the S te Sett ngs Search Sett ngs page d scussed ear er Norma y, you do not need to enter text n the Dropdown Labe box or mod fy the defau t automat c F xed Dropdown W dth sett ng (0)
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FIGURE 9-47 Scopes D opdown sect on of the Sea ch Box Web pa t p ope t es.
The Query Text Box Labe and Query Text Box Labe W dth text boxes, shown n F gure 9-48, are stra ghtforward Add t ona query terms can be added to the userentered query Th s text box s usua y empty The entered text shown n F gure 9-48 m ts the resu ts to documents Any keyword query can be p aced here, nc ud ng scope defin t ons Because these terms mod fy the query transparent y to the user, appropr ate y abe ng the query box w nform the user of ts funct ona ty The prompt str ng w appear n the query box un ess the focus s set there automat ca y or the cursor s p aced there manua y The Append Add t ona Terms To Query check box s cr t ca because the terms entered n th s sect on are not used un ess t s se ected
FIGURE 9-48 Que y Text Box sect on of the Sea ch Box Web pa t p ope t es.
The search query box, shown n F gure 9-49, d sp ays the configurat ons set n F gure 9-48
FIGURE 9-49 Custom zed sea ch que y box.
The Query Suggest ons sect on, shown n F gure 9-50, offers g oba contro over the suggest ons process, where the preferences page et users spec fy nd v dua preferences Th s sect on offers more granu ar contro of the search parameters The
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M n mum Prefix Length sett ng determ nes how many characters must be typed before suggest ons are offered The Suggest on De ay sett ng contro s the response t me, and the Number Of Suggest ons To D sp ay sett ng contro s the max mum number of suggest ons
FIGURE 9-50 Que y Suggest ons sect on of the Sea ch Box Web pa t p ope t es.
Desp te the name, the M sce aneous sect on shown n F gure 9-51 s robab y the most often used n custom z ng search The first two sw tches, Use p S te Dropdown Mode and Use S te Leve Defau ts, overr de the sett ngs n the Scope Dropdown sect on Use these opt ons to estab sh centra zed contro of mu t p e Web parts from the Search Sett ngs of the s te co ect on
FIGURE 9-51 M sce aneous sect on of Sea ch box Web pa t p ope t es. 304
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The next two sw tches contro the nks at the end of the query box You m ght choose not to offer an advanced search page for some searches, such as the Peop e Query page n the Enterpr se Search Center Obv ous y, f you d d not se ect the Show Query Suggest ons check box n the prev ous sect on, you a so m ght choose to remove the user preferences nk Remember that user preferences a so contro query anguages The next four entr es contro the Search button mages A though custom zat on of the query Web part does perm t append ng terms to the query, t does not offer the soph st cat on of an advanced query Web part, nor can t mod fy the presentat on of resu ts as the var ous search resu ts Web parts do We w cover those custom zat ons ater n th s chapter In the Advanced Search Page URL box, you can d rect the advanced search nk to the appropr ate custom page Th s text box s act ve even f the D sp ay Advanced Search L nk check box s not se ected The text d sp ayed n th s box n F gure 9-51 shows a re at ve path for a page n a Bas c Search Center The Target Search Resu ts Page URL sett ng configures the target page for the query from th s search query Because the actua work of the search query s accomp shed by the resu ts page, you m ght configure custom query pages or custom query Web parts where the on y custom zat on s the target resu ts page The D sp ay Subm tted Search check box affects on y query Web parts p aced on the resu ts page If these Web parts d sp ay the query subm tted to the page, the user can eas y mod fy the query w thout retyp ng t n ts ent rety If you need to change the scope d sp ay group, you must type the name exact y as t appears n the s te co ect on scope management page The Appearance, Layout, and Advanced sect ons are standard for SharePo nt Web parts If you need to target to aud ences, you can find the Aud ences configurat on n the Advanced sect on By hav ng mu t p e Search Box Web parts targeted to d fferent aud ences on the same page, you can have a s ng e query page custom zed to the user open ng t
Advanced Search Pages The Advanced Search page of the Bas c Search Center has on y a s ng e Web part zone, a though the advanced search pages of the Enterpr se Search Center have two add t ona zones at the top of the page In both nstances, the pages conta n the s ng e advanced search Web part shown n ts defau t configurat on n F gure 9-52
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FIGURE 9-52 Defau t Advanced Sea ch Web pa t.
A though much of the Web part can be custom zed eas y n the property UI, three cr t ca port ons requ re mod fy ng XML We w wa k through the propert es as they appear To ed t the Web part, first p ace the page n Ed t mode from e ther the S te Act ons menu or the Page r bbon Then to the upper r ght of the Web part, from the drop-down arrow menu choose Ed t Web Part The first sect on of the Advanced Search Web part s shown n F gure 9-53 These Search Box sett ngs affect the query terms A of these query terms can be entered d rect y n the bas c query box f the user knows how to construct the query Each opt on nc udes a text abe box and a se ect on to enab e t
FIGURE 9-53 Advanced Sea ch Web pa t p ope t es Sea ch Box sect on.
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The next sect on, d sp ayed n F gure 9-54, s named Scopes and contro s a ser es of query fi ters Aga n, opt ons are presented for abe s w th enab ng se ect ons A though the D sp ay Group used by the scope p cker s configured w th n th s sect on, both the Language and Resu t Type p ckers are contro ed by an XML sect on that w be d scussed ater
FIGURE 9-54 Advanced Sea ch Web pa t p ope t es Scopes sect on.
The Propert es sect on, shown n F gure 9-55, cont nues to manage query fi ters us ng managed propert es An XML str ng conta ned n the Propert es text box contro s the managed propert es ava ab e for use here, as we as the anguages exposed n the anguage p cker and the fi e types defined n the resu t type p cker To ed t th s code, p ace the cursor n the text box to expose the b ue bu der text ed tor button to the r ght of the text box Because the fi e s a s ng e ne n th s ed tor, you m ght want to copy the ent re text to your favor te XML ed tor, make the changes, and paste the mod fied text back nto the bu der for sav ng to the Propert es sett ngs
FIGURE 9-55 Advanced Sea ch Web pa t P ope t es sect on.
We w exam ne the port ons of th s fi e n the order of appearance The first sect on defines the anguages supported by search For each anguage defin t on (LangDef), the d sp ay name s g ven n quotes, and the ass gned anguage ID s g ven n quotes You do not need to mod fy th s port on A sma port on of the code fo ows
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The next sect on of the code spec fies the anguages by LangID to be d sp ayed n the anguage p cker, as shown n the fo ow ng code samp e To change the anguages d sp ayed, s mp y add or remove nes from these defau t sett ngs and save the code back to the Propert es text box
The next port on of the XML str ng s the Property Defin t on sect on, as shown n the fo ow ng code b ock These propert es must be managed propert es Add t ona property entr es must nc ude the rea managed property name, the data type, and the name to d sp ay n the Web part
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You can add other managed propert es to these defin t ons Managed propert es do not have to be des gnated for use n a scope to be used n the Advanced Search Web part After they are defined, these propert es can then be used n the resu t types fi ter defin t ons and n the managed propert es fi ters FileExtension="doc" OR FileExtension="docx" OR FileExtension="dot" OR FileExtension="docm" OR ileExtension="odt"
There are resu t types for the fo ow ng categor es ■
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You can enter new managed propert es as property defin t ons, and then create new resu t types or mod fy ex st ng ones n th s fi e After you ed t the str ng, save t back nto the Property text box The M sce aneous sect on conta ns a s ng e, but very mportant, sett ng for the target resu ts URL, as shown n F gure 9-56 In part cu ar, a custom Advanced Query Web part m ght need to po nt to a custom resu ts page where the presentat on of the resu ts Web parts has been custom zed to meet bus ness needs Th s custom resu ts page can a so conta n non-search Web parts that connect to the search Web parts
FIGURE 9-56 Advanced Sea ch Web pa t M sce aneous sect on.
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A samp e search query constructed by the advanced search Web part can be passed as the fo ow ng ALL(searchterm) (DetectedLanguage="en") (IsDocument="True") Write>=02/01/2010
A know edgeab e user can enter the search n a bas c query box as the fo ow ng and ach eve the same resu ts searchterm DetectedLanguage="en" IsDocument="True" Write>=02/01/2010
However, most users w
find the UI of the advanced search eas er to use
Results Pages The resu ts pages are the most comp ex of the three defau t search pages, w th a tota of e ght Web part zones and up to 12 Web parts, depend ng on the resu ts page type Each of these Web parts s respons b e for a d fferent v ew of the resu ts or nformat on about the resu ts F gure 9-57 d sp ays the defau t resu ts page from the Enterpr se Search Center
FIGURE 9-57 Resu ts page f om Ente p se Sea ch Cente .
The Peop e Search Resu ts page, shown n F gure 9-58, shares s x of the same Web parts, but w th d fferent configurat ons
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FIGURE 9-58 Peop e Sea ch Resu ts page.
Two Web parts are not d sp ay ng on the Peop e Search Resu ts page The S ummary Web part d sp ays on y to suggest search terms when the query conta ns a term that s on y c ose to those conta ned n the ndex, such as m sspe ed words Desp te ts name, the resu ts appear prefaced w th “D d you mean,” as shown n F gure 9-59
FIGURE 9-59 Summa y Web pa t.
The Peop e Search Resu ts page does not need th s Web part because the fuzzy og c and phonet c searches n peop e searches make the correct ons for the user In F gure 9-58, the search term “ ” retr eved peop e named “Lee” and “Low ” The Re ated Quer es Web part s ocated n the zone on the r ght of the resu ts page, and t suggests other search terms that have been used and conta ns terms w th n the current query MORE INFORMATION For more nformat on on add ng and configur ng Web parts, see Chapter 7, “Web Parts, Features, and So ut ons.”
Results Pages Functionality Core Resu ts Web parts and the r der vat ves nstant ate an object ca ed the Query Manager and send the r query requ rements to the r Query Manager These Web parts a have a Cross-Web Part Query ID property that dent fies the Query Manager that they share
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The Query Manager object executes the query for oca resu ts, rece ves the search resu ts as XML data, and passes the appropr ate resu ts to the d fferent search Web parts on the resu ts page The content and format of the XML data that s passed depends on the Web part that s rece v ng the data based upon the parameters or g na y sent to the Query Manager Each Web part then d sp ays the XML data, formatted accord ng to the XSL Transform spec fied for that Web part’s XSL property Federated Resu ts Web parts us ng OpenSearch 1 1 pass the query to the target search eng ne d rect y and format the resu ts accord ng to the XSL configured for the Web part Because these Web parts are not part c pat ng w th the Query Manager, they can oad asynchronous y
Search Web Parts Configurations Search Web parts have many configurat ons that are common to a SharePo nt Web parts Because those were covered n Chapter 7, we w not nc ude those n th s d scuss on Our focus w be the configurat ons that are un que to each Web part or that affect the funct ona ty of the Web part Because FAST Search for SharePo nt uses the same Web parts, there seem to be some opt ons that have funct ona ty on y w th that product SEARCH CORE RESULTS
Th s same Web part w th d fferent configurat ons s used n mu t p e ocat ons on resu ts pages We w show on y the propert es of the Core Search Resu ts from the Resu ts aspx and nd cate the var at ons between that and the Peop e Core Resu ts and Search Act on L nks uses ■
Location Properties Because SharePo nt Server 2010 search uses the Federated Search object mode , the first sect on s Locat on Propert es, wh ch s shown n F gure 9-60 For Core Resu ts, the ocat on s Loca Search Resu ts as defined n Federated Search Locat ons For both Peop e Search Resu ts and Search Act on L nks, the ocat on s None The Descr pt on box s popu ated from the ocat on se ected Enter the name n the Scope box f you want to fi ter the resu ts to a part cu ar scope You need to type the exact scope name because there s no drop-down st
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FIGURE 9-60 Locat on P ope t es.
The next st of check boxes appears on y f Show Act on L nks s se ected n the M sce aneous sect on By defau t, these opt ons are used n the Search Act on L nks Web part but not n others F gure 9-61 shows the resu ts of a opt ons se ected n both Web parts Two opt ons, D sp ay “Search From W ndows” L nk and A ow Users To D sp ay Language P cker, seem to have no funct ona ty n Beta code and m ght work on y w th FAST Search for SharePo nt
FIGURE 9-61 A act on nks enab ed.
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Display Properties The first s x configurat ons of th s sect on, shown n F gure 9-62, are stra ghtforward The sett ng of 4 n the Resu ts Per Page box s not the defau t; nstead, t s a mod ficat on made to produce sma er pages for the screen shots n th s chapter
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FIGURE 9-62 D sp ay P ope t es sect on.
The Use Locat on V sua zat on check box must be c eared f you need to custom ze the Web part from the defau t sett ngs defined n Federated Locat ons It s the XML str ng conta ned n the Fetched Propert es text box that defines much of the funct ona ty of the Web part These managed propert es are sent to the Query Manager as managed propert es to be retr eved for each search resu t n the resu t set The code n the Core Resu ts and Search Act on L nks Web parts fo ows
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The code for the Peop e Core Resu ts Web part code fo ows
If you add managed propert es to these sts, you must a so mod fy the XSL to spec fy how the property s to be d sp ayed There are two opt ons for mod fy ng the sty e sheet for the Web part In th s sect on, you can c ck the XSL Ed tor button to expose the XSL code w th n the Web part You w probab y find t eas er to copy the code nto your favor te ed tor for
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od ficat on and then paste the mod fied code back nto the ed tor to save m t In the M sce aneous sect on, you can enter the URL for an externa sty e sheet used by one or more Web parts F na y, the Parameters Ed tor perm ts the add t on of parameters to the Web part ■
Results Query Options The Query Language p cker shown n F gure 9-63 appears on y f the Show Act on L nks s check box s not se ected n the M sce aneous sect on The defau t sett ng, Browser Loca e, probab y shou d read “Defau t” because us ng the anguage of the browser oca e configurat on can be overwr tten by a user preference n the search box
FIGURE 9-63 Resu ts Que y Opt ons sect on.
The Cross-Web Part Query ID p cker opt ons are User Query, Query 2, Query 3, Query 4, and Query 5 As d scussed ear er n Resu ts Pages Funct ona ty, th s ID s used by resu ts Web parts to dent fy the Query Manager that they share Web parts w th the User Query opt on se ected share the query sent to the resu ts page Those w th Query IDs 2 through 5 share a F xed Keyword Query and can be p aced on any page where they process the query when the page oads Remove Dup cate Resu ts causes “dup cate” resu ts to be merged “Dup cate” n th s case does not mean exact matches, part cu ar y n the case of arge fi es, because the craw er ndexes on y the first 16 megabytes (MB) of a fi e Somet mes, f the content s the same, even a var at on n fi e name does not d squa fy a fi e as a dup cate You can se ect Enab e Search Term Stemm ng to nk word forms to the r base form For examp e, var at ons of “run” nc ude “runn ng,” “ran,” and “runs ” Stemmers are not ava ab e for a anguages When the Ignore No se Words check box s se ected, any words sted n the no se word fi e for the query anguage are e m nated from quer es In SharePo nt 2010, no se words are ndexed and can be used for searches f th s opt on s not se ected The F xed Keyword Query text box can spec fy that the query conta n any search term, nc ud ng fi ters such as managed propert es and scopes Do not enter anyth ng n th s box f us ng the User Query Cross-Web Part query 316
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ID as the entry w cause the Web part to reject the user query Core Resu ts Web parts become powerfu too s to ro up and d sp ay nformat on from across boundar es that restr ct other Web parts For examp e, a s mp e entry of “announcements 1” n the F xed Keyword Query box wou d cause the Web part to d sp ay nks to a announcements n the search app cat on ndex that the user had perm ss ons to see When p ac ng mu t p e resu ts Web parts w th F xed Keyword Query entr es, they must a use a un que Cross-Web Part query ID The va ue entered n the Append Text To Query text box d ffers from a va ue entered n the F xed Keyword Query box n that t adds the terms and fi ters to the query entered by the user Un ke the Add t ona Query Terms sett ng of the Search Box Web part, th s entry s transparent to the user because t s added on the resu ts page, not passed to the resu ts page as part of the query The More Resu ts L st Opt ons sect on (not shown) s rre evant to Resu ts Web parts on a resu ts page because the page uses the Pag ng Web part to expose other resu ts However, f t’s used ndependent y on a separate page, you m ght want to enter a nk to a fu resu ts page to rece ve the query and present a fu resu ts st The Appearance, Advanced, and AJAX Opt ons sect ons are common to a Web parts and were d scussed n Chapter 7 Remember that f you need to target a Web part to an aud ence, that configurat on s found n the Advanced sect on ■
Miscellaneous Appropr ate y named, the M sce aneous sect on, shown n F gure 9-64, conta ns some v ta configurat ons for th s Web part F rst, the defau t 1000 count for the H ghest Resu t Page sett ng s the count for pages, not tems n the resu t st G ven the defau t 10 resu ts per page, 10,000 tems n a resu t st s probab y more than any user w exam ne even w th the new Refinement Web part fi ter ng capab ty Lower ng th s number when perm ss b e w mprove performance D scovered defin t ons appear n the ower port on of the resu ts Web part as “What peop e are say ng about ” These resu ts are automat ca y extracted by the ngu st c process ng bu t nto the ndex ng process The process s seek ng any phrase that nfers a mean ng The sma er your ndex, the ess ke y you are to get a d scovered defin t on If you dese ect the Show Search Resu ts check box and configure the act on nks, you now have an Act on L nks Web part The Search Act ons L nks Web part does not have th s opt on As d scussed prev ous y, se ect ng Show Act on L nks exposes the act on nks opt ons n the Locat on Propert es sect on and h des the Query Language p cker n the Resu ts Query Opt ons sect on
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The Show Messages sett ng enab es the Web part to d sp ay error messages f an error occurs Th s sett ng s usefu when troub eshoot ng;otherw se, the Web part m ght not d sp ay at a when t has no resu ts The Samp e Data sett ng s present on y for test ng the XSL presentat on, but the XSL L nk sett ng perm ts centra z ng sty e sheets to contro the presentat on of mu t p e Web parts of the same type
FIGURE 9-64 M sce aneous
Cons der chang ng the Data V ew Cach ng T me-Out sett ng n a dynam c env ronment A though a 24-hour cache mproves performance on common quer es, t m ght not present accurate resu ts w th frequent craw s Search Web parts us ng the same Cross-Web part Query ID commun cate w th the Query Manager and not through connect ons A though the Send F rst Row To Connected Web Parts When Page Loads opt on s se ected, t s not requ red un ess you have another Web part to connect to th s one Dese ect th s opt on to mprove the performance of the Web part
Federated Result Th s Web part s s m ar to the Core Resu ts Web part, so we w d scuss on y the d fferences It s a so used as peop e matches when us ng the Loca Peop e Search Federated ocat on F rst, t s not nteract ng w th the Query Manager for oca resu ts but d rect y send ng the query to another OpenSearch 1 1–comp ant search eng ne Any configurat ons re evant to man pu at ng oca resu ts are m ss ng In F gure 9-60, a configurat ons n the Locat on Propert es be ow Descr pt on are removed In F gure 9-62, the Defau t Resu ts Sort ng sett ng s no onger contro ed by the Web part because the resu ts are rece ved a ready sorted by the search eng ne New opt ons, shown n F gure 9-65, are added
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Se ected by defau t, Retr eve Resu ts Asynchronous y perm ts the page to oad w thout wa t ng for th s Web part to rece ve and d sp ay ts resu ts Show Load ng Image s not se ected by defau t but w d sp ay the an mated g f spec fied n Load ng Image URL wh e the Web part s wa t ng for a response from the remote search eng ne If you want to change th s mage, p ace the rep acement n the same ocat on as the defau t
FIGURE 9-65 Fede ated Resu t Web pa t D sp ay P ope t es add t on.
In F gure 9-63, the on y opt ons eft n the Resu ts Query Opt ons st are F xed Keyword Query and Append Text to Query, wh ch operate the same as n the Core Resu ts Web part For the M sce aneous sect on, shown n F gure 9-64, on y the configurat on opt ons be ow Show Messages are ava ab e
Top Federated Result As shown n F gure 9-66, you can configure mu t p e federated ocat ons for th s Web part However, t d sp ays on y the resu ts from the first federated ocat on to return search resu ts Otherw se, t s a Federated Resu ts Web part
FIGURE 9-66 Top Fede ated Resu ts ocat on p ope t es.
Search Best Bets The Best Bets Web part does nteract w th the Query Manager object, but most of the configurat ons are substant a y d fferent from the Core Resu ts Web part, as shown n F gure 9-67
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FIGURE 9-67 Best Bets Web pa t.
The Resu ts D sp ay sect on has a configurat on on y for the query ID Th s Web part has no configurat on for a fixed query, but t w use the fixed query from a resu ts Web part on the page that uses the same query ID even f t s h dden or has no resu ts to d sp ay For Keywords, choose whether to d sp ay the keyword, keyword defin t ons, or both For Best Bets, you can mod fy the d sp ay w thout chang ng the sty e sheet Your opt ons are D sp ay T t e, D sp ay Descr pt on, D sp ay URL, and Best Bets L m t D sp ay ng on y the descr pt on does not g ve the user a hyper nk to access the Best Bet object Th s Web part was ca ed the H gh Confidence Resu ts Web part n prev ous v ers ons of SharePo nt Search Th s sect on s configured to d sp ay an exact match n a peop e search Much of th s funct ona ty has been rep aced and enhanced by the Loca Peop e Search Federated Locat on, wh ch s used by a Federat on Resu ts Web part
Search Paging For a search resu ts page, th s Web part extends the capab t es of a s mp e More Resu ts nk to a new page by prov d ng a ser es of pag ng nks before and after the current page of resu ts w th n the Core Resu ts Web part A though the Resu ts Web part contro s the number of resu ts n each page, the Pag ng Web part presents a common nterface for scro ng through the resu ts set The propert es, shown n F gure 9-68, are stra ghtforward and easy to understand Labe s for the Prev ous and Next nks are probab y not necessary, and f you choose to change the mages, be sure to p ace your mages n the same ocat on to avo d perm ss ons ssues The on y 320
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configurat on that seems out of p ace s the Cross-Web part query ID, wh ch s n the M sce aneous sect on Th s Web part must share the query ID of the Resu ts Web part
FIGURE 9-68 Sea ch Pag ng p ope t es.
Search Statistics The Search Stat st cs Web part s a so easy to understand and configure as shown n F gure 9-69 The d sp ay mode opt ons are One L ne or Two L nes Se ect ng D sp ay Tota Number Of Resu ts produces a d sturb ng “of about ## resu ts ”
FIGURE 9-69 Sea ch Stat st cs p ope t es.
Th s number changes f the user re-sorts the resu ts or scro s through pages of resu ts Secur ty tr mm ng of the resu ts st s performed on the resu ts page W th the defau t potent a resu ts st be ng 10,000 tems, the overhead of secur ty tr mm ng the ent re st pr or to d sp ay ng 10 tems wou d be tremendous So the
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tr mm ng s done as the tems are prepared to be d sp ayed Because the Stat st cs Web part tota number of resu ts w nc ude tems that m ght be tr mmed due to secur ty, the count cannot be accurate unt a tems are v ewed If your server response t me s rea y good, you can choose D sp ay Search Response T me Aga n, th s Web part must share the query ID of the Resu ts Web part
Related Queries Th s Web part d sp ays user quer es that conta n the term that the current query conta ns The more search s used, the more va uab e th s Query Suggest ons too becomes The configurat on opt ons are very m ted, as shown n F gure 9-70 Probab y the on y change that you m ght make w be the Resu ts Per Page sett ng
FIGURE 9-70 Re ated Que es p ope t es.
Search Summary The s mp est Web part to configure s Search Summary, shown n F gure 9-71 Other than the standard Appearance, Layout, and Advanced sect ons, there s on y a Show Messages check box and the Cross-Web Part query ID sect on Decept ve y named, th s Web part s ocated just be ow the Search Query Web part and presents terms from the ndex that are s m ar to the query term passed to the resu ts page It s probab y most usefu for correct ng m sspe ed query terms
FIGURE 9-71 Sea ch Summa y p ope t es. 322
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Refinement Panel A though the Re ated Quer es Web part presents a too to expand your query on the r ght s de of the resu ts page, the Refinement Pane on the eft s de presents dynam c opt ons to refine or dr down nto the search resu ts w thout n t at ng a new query Configurat on of th s “faceted search” Web part has both s mp e and comp ex components The s mp e, propert es p ece s shown n F gure 9-72 For the term Category, th nk Manage Property
FIGURE 9-72 Ref nement Pane p ope t es.
Th s Web part must share the query ID w th the core resu ts Web part If you prefer to use another name, type t n the Refinement Pane Capt on box We w address the F ter Category Defin t on sett ng ater The Accuracy Index sett ng determ nes how far down the resu ts st the Web part w co ect metadata to use n “facet ng” ts resu ts The Number Of Categor es To D sp ay sett ng s stra ghtforward, and the Number Of Characters To D sp ay sett ng refers to each ne n the d sp ay The character count s not exact as the e pses at the end of an ncomp ete word counts as two characters Ed t ng the F ter Category Defin t on sett ng s the more comp ex part Before beg nn ng to ed t the XML str ng, c ear the Use Defau t Configurat on check box or the Web part w not save your changes P ace your cursor n the F ter Category Defin t on text box to act vate the Bu der text ed tor b ue button C ck the button to open the ed tor It w be eas er to copy the ent re contents and use your favor te XML ed tor to make changes, and then paste the mod fied str ng back nto the Bu der text ed tor to save the changes
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The first port on of the code that spec fies a category based on fi e extens ons fo ows doc docm docx dot nws
If you have add t ona fi e types that are not nc uded n the XML, you can add them by carefu y fo ow ng the structure g ven, where CustomValue s the d sp ay name of the app cat on and the mu t p e entr es of OriginalValue are a the poss b e fi e extens ons for th s app cat on The fo ow ng str ng dent fies a spec fic managed property to be used as a facet for fi ter ng search resu ts Th s construct can be used to add any custom managed property Text managed propert es must not be stored as a hash to be used n the Refinement Web part. The managed property must a so have the Add Managed Property To Custom Resu ts Set Retr eved On Each Query opt on se ected
Fo ow ng the examp es n the defau t XML str ng, even nonprogrammers can eas y mod fy the metadata used to refine the search resu ts f t ex sts for the objects n the resu ts st Use the XSL Ed tor to custom ze the sty e sheet where needed
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Working with Query Reporting W th n the search serv ce and at the s te co ect on eve , you can v ew query act v t es to he p you understand the words and phrases used n search quer es and the usage w th n the resu ts These reports a so ass st n determ n ng what s tes and keywords to configure as Best Bets In add t on, you m ght be ab e to d scover how to better tra n your users n us ng the search features by earn ng about the r past behav or At the s te-co ect on eve , Search Web Ana yt cs reports nc ude the fo ow ng ■
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Best Bet Suggest ons Act on H story
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Search Keywords
MORE INFORMATION For more nformat on on Query Reports, see Chapter 14 n SharePo nt Server 2010 Adm n strator’s Compan on (M crosoft Press, 2010).
Local Search Configuration Options S te owners and st or brary owners have configurat on opt ons that have an mpact on search resu ts
Searchable Columns At the s te eve , any co umn created w th n the s te can be exc uded from search resu ts For the root s te of a s te co ect on, th s means a co umns can be managed except those created at a subs te eve At the subs te eve , on y co umns created at that eve can be managed There s no granu ar ty for th s sett ng The metadata conta ned n the co umn for any object w th n the s te w be affected To configure these sett ngs, from the S te Act ons menu, se ect S te Sett ngs On the S te Sett ngs page, under S te Adm n strat on, se ect Searchab e Co umns to open the page shown n F gure 9-73 Locate the appropr ate co umn, and se ect the box bes de t
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FIGURE 9-73 Po t on of the Sea chab e Co umns page.
Site-Level Crawl Rules At the s te eve , a s te owner can set “do not craw ” ru es for the ent re s te and set ru es for craw ng ASPX pages To configure these sett ngs, open S te Sett ngs for the s te and under the S te Adm n strat on head ng, c ck Search And Offl ne Ava ab ty In the page shown n F gure 9-74, configure the appropr ate ndex ng sett ngs for the s te n the Index ng S te Content sect on A though not exp c t y stated n the page documentat on, the reason that the content does not appear n search resu ts s that t s no onger craw ed
FIGURE 9-74 Sea ch And Off ne Ava ab ty page.
Frequent y, the Web parts on pages expose content from other ocat ons that a users do not have perm ss ons to see Th s content can a so be craw ed from the defau t ocat on where everyone who can access the page can see a content To prevent craw ng the same content more than once, s te owners can configure ndex ng opt ons for Web parts w th n the s te n the Index ng ASPX Page Content sect on of th s page
Crawl Options for Lists and Libraries Each st and brary can be configured w th craw ru es by users who can manage the st or brary For the st or brary, open the sett ngs page and se ect Advanced sett ngs The fourth sect on down s the Search sect on, shown n F gure 9-75 Se ect ng No n the A ow Items From Th s Document L brary (L st) To Appear In Search Resu ts w set do not craw ru es for the brary or st 326
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CHAPTER 10
Enterprise Content Types and Metadata ■
Understand ng Enterpr se Content Management 329
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Configur ng the Managed Metadata Serv ce 331
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Managed Taxonom es, Fo ksonom es, and Term Sets 342
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Enterpr se Content Types 349
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Consum ng Metadata 351
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oday, enterpr se content management (ECM) for many arge organ zat ons means manag ng document storage we nto the mu t -g gabyte range Tomorrow, t cou d mean manag ng documents and metadata we nto the petabytes and, eventua y, exabytes So how do we fi e away a those mounta ns of fi es and st be ab e to retr eve them n a mean ngfu manner? The s mp e answer s to use managed taxonom es v a enterpr se metadata and enterpr se content types The purpose of th s chapter s to he p you understand enterpr se content types and metadata and how to mp ement them n M crosoft SharePo nt Server 2010
Understanding Enterprise Content Management Enterpr se content types and metadata are the backbone of data c ass ficat on, retent on, retr eva , and consumpt on Many corporat ons today are comm tted to understand ng the data they own The ab ty to strateg ca y or tact ca y everage the nte ectua property w th n an enterpr se s paramount For an organ zat on to more effic ent y consume the data that t owns, t s cr t ca to estab sh a taxonomy structure for the c ass ficat on and organ zat on of th s nformat on Taxonomy s descr bed as the sc ence or techn que of c ass fy ng nformat on Furthermore, organ zat ons are a ow ng for the c ass ficat on of content created by users, who
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F e shares can take on aspects of e ther structured or unstructured retent on The dev at on s that fi e shares tend to be accessed by mu t p e peop e; therefore, organ zat on s the key to creat ng effect ve fi e shares Us ng th s approach, fi es are often organ zed nto mu t p e shares, us ng the shares themse ves as one form of c ass ficat on and then us ng the fi e structure as a second c ass ficat on F e shares a so prov de a sense of secur ty and he p prevent nadvertent oss of data due to fa ures on nd v dua mach nes SharePo nt ncorporates a the aspects of fi e shares, w th severa added onuses W th fi e shares, the m tat on on access s at a phys ca eve A user needs b d rect network access or v rtua pr vate network (VPN) access to use the fi es n a share W th SharePo nt, that s no onger a constra nt F e access s based ntr ns ca y on the r ghts and perm ss ons of the authent cated user and s constra ned on y by the ab ty to connect to the SharePo nt Server 2010 s te tse f In add t on to th s, SharePo nt has enab ed the expanded c ass ficat on of data Data repos tor es are organ zed nto types of data at a h gh eve , but cross c ass ficat on or nks can be created to other p eces of data Th s d rect y corre ates to the way re at ona data s managed n enterpr se databases In SharePo nt 2007, content types were managed at the s te-co ect on eve As a resu t, a g oba taxonomy methodo ogy cou d not be app ed to a s te co ect ons for an organ zat on by ed t ng one term store1 SharePo nt Server 2010 ntroduces expanded use of term sets that are managed at the serv ce-app cat on eve The resu t s that you have the ab ty to define un versa y app cab e managed term fie ds that can be used as attr butes to augment nav gat on, search, sort and fi ter, po cy, and workflow operat ons These synd cated2 metadata3 sts or c ass ficat ons can then be app ed to any of the aforement oned
Configuring the Managed Metadata Service Managed Metadata Serv ces, a so known as the term store, a ows for the rgan zat on of terms, sts, and c ass ficat ons to be everaged across mu t p e o SharePo nt Web app cat ons or s te co ect ons Managed Metadata Serv ces can be pub shed to, or subscr bed to, from another SharePo nt farm or mu t p e SharePo nt farms Managed Metadata Serv ces are access b e through Centra Adm n strat on, App cat on Management, Manage Serv ce App cat ons, Managed Metadata Serv ce The Managed Metadata Serv ces Content Type Synd cat on Hub shou d be c reated as ts own s te co ect on It can ex st n any Web app cat on, but t shou d be so ated n a ded cated Web app cat on f your hardware s suffic ent Mu t p e Content Type Synd cat on Hubs can be used to serve up d fferent subsets of content types, a ow ng for a great degree of app ed custom zat on so that they 1 2 3
A centra repos tory for h erarch ca term defin t ons. s ab e to be subscr bed to. Data that descr bes or otherw se c ass fies the context of ts object. Ente p se Content Types and Metadata Chapter 10
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fit the needs of any organ zat on On y one synd cat on hub can be enab ed per s te co ect on In add t on to prov d ng the Content Type Synd cat on Hub, each Managed Metadata Serv ces App cat on prov des a ded cated term store The term store s capab e of serv c ng one or many term set groups, and each group s ab e to host one or many term sets
Creating the Content Type Syndication Hub Web Application In th s sect on, you w create a ded cated Web app cat on and s te co ect on to serve as the Content Type Synd cat on Hub In th s examp e, the Team S te temp ate s used Perform the fo ow ng steps 1. C ck the New button on the far eft s de of the R bbon The Create New Web
App cat on d a og box appears F n the appropr ate nformat on for the new Managed Metadata Serv ces Internet Informat on Serv ces (IIS) Web s te 2. Set the appropr ate authent cat on prov der and other secur ty
configurat ons 3. Set the pub c URL Th s shou d a ready reflect the Host Header entry that
was prev ous y entered n the IIS Web s te nformat on 4. Set the appropr ate app cat on poo name, and se ect ts serv ce account, as
seen n F gure 10-1 5. Set the database server, database name, and authent cat on nformat on 6. C ck OK to create the Web app cat on After a few moments, the
confirmat on d a og box appears
FIGURE 10-1 Sett ng the app cat on poo fo Managed Metadata Se v ces and the Content
Type Synd cat on Hub.
BEST PRACTICES The Content Type Synd cat on Hub shou d be so ated n ts own app cat on poo w th n S under separate serv ce credent a s. The serv ce account must first be configured by c ck ng the Reg ster New Managed Account nk.
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Managed paths can be created to corre ate the management po c es of an organ zat on If an organ zat on has no need for mu t p e Content Type Synd cat on Hubs, us ng an exp c t nc us on path to host the Content Type Synd cat on Hub s acceptab e However, f an organ zat on wants to emp oy mu t p e Content Type Synd cat on Hubs, t wou d be more appropr ate to use a w dcard- nc us on managed path Data-retent on po c es and document temp ates are pr me examp es of why an organ zat on m ght mp ement mu t p e Content Type Synd cat on Hubs There are many regu atory reasons why organ zat ons m ght have d fferent data management po c es that app y to ndependent bod es n the organ zat on The human resources department m ght need to reta n app cat on, resume, and emp oyee records data for seven years; the Sarbanes-Ox ey Act ( n the USA) requ res that financ a data be reta ned for ten years; and for ab ty reasons, the retent on of patent and contracts data m ght need to extend for up to 20 years Market ng or bus ness deve opment departments n an organ zat on m ght have temp ates that d ffer s gn ficant y from those used by the ega department; human resources or benefits adm n strators m ght have a s gn ficant number of spec a zed document temp ates to hand e the spec a zed and somet mes sens t ve work that they hand e Sett ng up ndependent Content Type Synd cat on Hubs can prov de the ab ty to ncorporate spec a zed document-retent on po c es, auto-exp rat on po c es that prov de s gn ficant space reduct on w thout the excess ve work of manua purg ng, and custom zed and secured document types and temp ates These are examp es of why you m ght create mu t p e Content Type Synd cat on Hubs However, keep n m nd that a though the serv ce s very flex b e, you shou d keep t as s mp e as poss b e To beg n creat ng th s pa r ng of serv ce app cat on to Content Type Synd cat on Hub, you shou d create a s te co ect on n the Content Type Synd cat on Hub Web app cat on prev ous y created S te co ect ons can be created from three d fferent ocat ons w th n Centra Adm n strat on ■
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From the confirmat on d a og box that d sp ays mmed ate y after you create the Web app cat on, by c ck ng the Create S te Co ect ons nk From the Centra Adm n strat on ma n page, by c ck ng the Create S te Co ect ons nk n the App cat on Management b ock From the App cat on Management page, by c ck ng the Create S te Co ect ons nk n the S te Co ect ons b ock
The fo ow ng steps shou d be performed to create the Managed Metadata Serv ces s te co ect on 1. Us ng one of the methods just sted, open the Create S te Co ect on page 2. Se ect the Web app cat on by c ck ng the Web app cat on drop-down
arrow and se ect ng the Change Web App cat on menu tem Choose the appropr ate Web app cat on from the st of ava ab e Web app cat ons
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3. Type the t t e and descr pt on for the Managed Metadata Serv ces s te 4. Type the name of the pr mary s te co ect on adm n strator 5. C ck OK to create the s te co ect on
Depend ng on the data management po c es and processes w th n an rgan zat on, the comp ex ty of the Content Type Synd cat on Hubs can be eft to o the wh ms ca mag nat on of the bus ness systems ana ysts and ega department F gure 10-3 shows an examp e of a top- eve , data management po cy configurat on app ed to the Content Type Synd cat on Hubs Ver fy that the Content Type Synd cat on Hub s te co ect on feature has been act vated, as shown n F gure 10-4
FIGURE 10-3 Examp e of a comp ex Content Type Synd cat on Hub taxonomy.
Activating the Content Type Syndication Hub Before the new s te co ect on w funct on as the management eng ne for content types, you need to act vate the s te co ect on feature for the Content Type Synd cat on Hub NOTE The feature shou d be act vated automat ca y dur ng serv ce app cat on creat on. However, t s a ways w se to ver fy th s feature has been act vated.
To do th s, open the s te co ect on n a new w ndow and go to the S te Sett ngs page W th n the S te Co ect on Adm n strat on sect on of the S te Sett ngs page, c ck the S te Co ect on Features nk On the Features page, c ck Act ve to act vate the Content Type Synd cat on Hub feature, as shown n F gure 10-4
FIGURE 10-4 Act vat ng the Content Type Synd cat on Hub on a s te co ect on.
IMPORTANT Act vate the Content Type Synd cat on Hub w th n the new y created s te co ect on before try ng to nk t to the serv ce app cat on for Managed Metadata Serv ces. The Managed Metadata Serv ces App cat on can be created before attach ng t to a Content Type Synd cat on Hub.
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Creating the Managed Metadata Service Application To enab e the Content Type Synd cat on Hub so that the content type data t conta ns can be consumed by other s tes w th n SharePo nt, you need to prov s on the Managed Metadata Serv ce App cat on and nk t to the Content Type Synd cat on Hub The Managed Metadata Serv ce App cat on can be accessed through Centra Adm n strat on, App cat on Management, Manage Serv ces App cat on The Managed Metadata Serv ce App cat on funct ons as the pub sher for term stores and, opt ona y, content types created w th n the Content Type Synd cat on Hub Add t ona y, Managed Metadata Connect ons consume the data be ng pub shed from the Managed Metadata Serv ce App cat on Both the Content Type Synd cat on Hub’s data and the term stores’ data are pub shed by the serv ce app cat on Perform the fo ow ng steps to create a Managed Metadata Serv ce App cat on 1. C ck the New button on the far eft s de of the R bbon, and se ect Managed
Metadata Serv ce The Create New Managed Metadata Serv ce d a og box appears 2. F
n the appropr ate name It s a good pract ce to nte gent y name the Content Type Synd cat on Hub that w be nked to th s Managed Metadata Serv ce Genera y, th s s done by fi ng n the name, t t e, and descr pt on of the Content Type Hub s te co ect on
3. F
n the database nformat on A ways name the database to reflect the metadata be ng stored w th n th s serv ce
4. Se ect or create an app cat on poo to hand e the pub sh ng of content
types and metadata to the Managed Metadata Connect ons Spec fy an appropr ate user to obta n the necessary IIS serv ce so at on NOTE App cat on poo s so ate the memory space that a spec fic serv ce uses; therefore, you m ght cons der eva uat ng the ava ab e memory on the Web front end servers before configur ng these serv ces n so ated app cat on poo s.
5. Type the URL for the s te co ect on that conta ns the Content Type
S ynd cat on Hub that s to be pub shed by th s Managed Metadata Serv ce App cat on, as shown n F gure 10-5
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FIGURE 10-5 Managed Metadata Se v ce App cat on Poo sett ngs w th an opt ona hub
nk conf gu at on.
The comp eted creat on of Managed Metadata Serv ce App cat ons shou d ook ke F gure 10-6 w th respect to the s te co ect ons created and d sp ayed n F gure 10-3 Each serv ce app cat on funct ons as a pub sher of the metadata and content types conta ned w th n each Content Type Synd cat on Hub s te co ect on The Content Type Synd cat on Hub nk n each Managed Metadata Serv ce App cat on s what t es the s te co ect on’s Content Type Synd cat on Hub to the serv ce app cat on
FIGURE 10-6 L st of Managed Metadata Se v ce App cat ons.
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Modifying the Managed Metadata Service Connection A ong w th the Managed Metadata Serv ce App cat on, SharePo nt 2010 estab shes the Managed Metadata Serv ce Connect on to prov de the condu t for Web app cat ons to subscr be to both content types consumed from the Content Type Synd cat on Hub and a so the term sets stored w th n ts term store The connect on can be set as the defau t serv ce app cat on to hand e both managed keywords as we as co umn-spec fic term sets F gure 10-7 shows the management d a og box for the Managed Metadata Serv ce Connect on where these sett ngs can be configured Perform the fo ow ng steps to manage these connect ons 1. Open Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons 2. C ck the row to the r ght of the Managed Metadata Serv ce Connect on
name that you want to ed t 3. Se ect Propert es from the management R bbon
FIGURE 10-7 Ed t ng the Managed Metadata Se v ce Connect on.
Associating Managed Metadata Service Applications Web app cat ons can be d rect y assoc ated w th any and a ava ab e Managed Metadata Serv ce Connect ons A ternat ve y, each metadata serv ce app cat on can be added to the defau t serv ce connect on assoc at ons’ app cat on proxy group NOTE Dur ng the n t a Managed Metadata Serv ce configurat on, you have the opt on of add ng t to the defau t proxy group by se ect ng the check box that refer enced the defau t serv ce connect ons st (a so known as the defau t proxy group).
The st of defau t serv ce connect ons can be changed from Centra Adm n strat on, App cat on Management, Configure Serv ce App cat on Assoc at ons If you se ect the defau t nk, you are presented w th the d a og box to mod fy the se ected defau t assoc at ons
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CAUTION Be sure to exerc se caut on when chang ng assoc at ons! f you remove the assoc at on a Web app cat on had to a serv ce app cat on that was n use, you are affect ng a funct ona ty n the g ven Web app cat on. For examp e, f there were co umns that depended on the assoc ated serv ce app cat on, those co umns w cease to funct on proper y.
F gure 10-8 shows the assoc at ons enab ed for a Web app cat on Custom c onnect on se ect ons can be made for each Web app cat on You can use the assoc at ons who esa e or create a custom set of assoc at ons by spec fy ng a custom group of connect ons from the drop-down menu There are two methods that can be used to get to the assoc at ons ■
You can manage serv ce connect ons through the Manage Web App cat ons sect on of Centra Adm n strat on To accomp sh th s, do the fo ow ng
1. Se ect a Web app cat on by c ck ng t
2. Se ect Serv ce Connect ons from the R bbon
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You can access the Configure Serv ce App cat on Assoc at ons sect on through the App cat on Management page on the Serv ce App cat ons sect on of Centra Adm n strat on
1. Se ect Configure Serv ce App cat on Assoc at ons from the Serv ce
2. Se ect the app cat on n wh ch to manage the assoc at ons by c ck ng ts
App cat ons sect on name under the head ng Web App cat on / Serv ce App cat on The Configure Serv ce App cat on Assoc at ons d a og box s d sp ayed as seen n F gure 10-8 The on y way to change se ect ons s to spec fy a custom group of connect ons You can create custom groups v a W ndows PowerShe , as seen n the Append x, “Work ng w th W ndows PowerShe and SharePo nt 2010 ”
FIGURE 10-8 The Conf gu e Se v ce App cat on Assoc at ons d a og box.
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Publishing the Managed Metadata Service Application The Managed Metadata Serv ce App cat on must be pub shed before the metadata can be consumed by nterfarm Web app cat ons It s not requ red that the serv ce app cat on be consumed from a Web app cat on w th n the same farm F gure 10-9 d sp ays the pub sh ng d a og box used to extend th s capab ty To pub sh the serv ce app cat ons for nterfarm consumpt on, perform the fo ow ng steps 1. Nav gate to Manage Serv ce App cat ons n Centra Adm n strat on 2. Se ect a Web app cat on by c ck ng ts row n the wh te space to the r ght of
the app cat on name 3. C ck Pub sh on the R bbon
FIGURE 10-9 The Pub sh Se v ce App cat on d a og box.
4. Enab e the ab ty for metadata serv ces for nterfarm consumpt on by
se ect ng the Pub sh Th s Serv ce App cat on To Other Farms check box A trust re at onsh p needs to be estab shed w th the remote farm You can use the w zard to do th s, or you can spec fy the Web app cat on poo dent fy from the consum ng Web app cat on n the Serv ce App cat on Perm ss ons page Note the d fference between the Adm n strators and Perm ss ons groups on the management R bbon Adm n strators adm n ster the serv ce app cat on, wh e the Perm ss ons sect on defines accounts that can consume the serv ce app cat on
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The remote farm uses a un que pub shed URL s m ar to that shown n the fo ow ng code samp e to estab sh commun cat on w th the serv ce app cat on urn:schemas-microsoft-com:sharepoint:service:4a91f5e79b6845e2a5597b8cc 636fddd#authority=urn:uuid:2481c4f54034fbab57b3b134fec29d0&authority= https://dc01.contoso.com:32844/Topology/topology.svc
Starting the Managed Metadata Web Service After configur ng the Managed Metadata Serv ce App cat on, you must define what phys ca server w serv ce the app cat on w th n the farm Creat ng the Managed Metadata Serv ce App cat on makes the serv ce app cat on ava ab e throughout the farm, but you must next define where the process ng w occur If you do not perform th s ast step, the content types, managed keywords, and term sets w not be ava ab e to any Web app cat ons w th n the farm IMPORTANT The Managed Metadata Serv ces w not work on the SharePo nt farm unt the Managed Metadata Web Serv ce has been started on at east one server w th n the farm.
To start these serv ces, browse to Centra Adm n strat on, System Sett ngs, anage Serv ces On Server The Serv ces On Server page w be d sp ayed where M you can perform the fo ow ng 1. Se ect the server that you w
be manag ng from the Servers drop-down
menu at the top of the page 2. F nd the Managed Metadata Web Serv ce reference, and c ck the Start nk
on the r ghtmost s de of that page
Administrators for Management Metadata Services Adm n strators of the Managed Metadata Serv ce can be spec fied, as shown n F gure 10-10, by c ck ng on the area to the r ght of the Managed Metadata Serv ce App cat on name and then se ect ng Adm n strators from the R bbon By default, users added as administrators for Management Metadata Services will have limited access to Central Administration. Farm adm n strators a ready have r ghts to manage a serv ce app cat ons
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FIGURE 10-10 Add ng adm n st ato s fo Managed Metadata Se v ces.
Managed Taxonomies, Folksonomies, and Term Sets Managed taxonomies are co ect ons of term sets, managed content types, and keywords that are prov ded through the Managed Metadata Serv ces Global taxonomies can emp oy the commun ty for mod ficat on and ma ntenance of the terms w th n the term store The resu t of th s process s known as folksonomies because of the commun ty nvo vement n the management of terms Term sets are used w th n taxonom es to organ ze the terms nto mean ngfu categor es Term sets are ma nta ned as members of groups w th n the term store These groups a ow for so ated secur ty sett ngs for each term group, and therefore prov de for the flex b e ass gnment of ma ntenance tasks and contr but ng part es
Enterprise Metadata: The Term Store The term store s the centra repos tory for the h erarch ca representat on of terms that can be used through synd cat on to c ass fy data stored w th n SharePo nt Server 2010 The subscr pt on of terms can be used for data c ass ficat on, retent on, retr eva , and consumpt on The term store prov des a veh c e for the management of these terms and the r h erarch ca structure, groups, and re at onsh ps Corporate taxonom es are often not ma nta ned as a g oba po cy but rather by the commun ty haphazard y tagg ng content w th whatever terms they can th nk of at the t me Th s approach prov des a degree of separat on and a potent a y h gh degree of gaps n search resu ts To prov de for more succ nct management of terms and st prov de for commun ty nvo vement, the term store ncorporates a m x of managed taxonomy and contr buted fo ksonomy to the defin t on of the term sets
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Assigning Term Store Administrators You a so have the flex b ty of defin ng d fferent adm n strators for each term store S m ar to the perm ss ons assoc ated w th content owners or Content Type Synd cat on Hub s te owners, Term Store Adm n strators (as seen n F gure 10-11) can create new term set groups, ass gn users to the group manager ro e, and mport metadata terms Users who have been ass gned to the group manager ro e are ab e to add terms to the term store
FIGURE 10-11 Ass gn ng te m sto e adm n st ato s.
The Term Store Management Tool SharePo nt 2010 nc udes the Term Store Management Too Th s too s used to manage terms and term sets There are few bas c processes that shou d become second nature wh e work ng n the term store
Metadata Groups Term sets, a so referred to as metadata groups, are organ zed nto groups that define a h erarchy and serve as a perm ss ons hand er for the term sets that are conta ned w th n them A fo ksonomy depends on the contr but ons of an organ zat on’s genera commun ty to keep t up to date By us ng groups, you can compartmenta ze the ass gnment of r ghts, and a ow a greater degree of flex b ty to the contr but ng agents To create a new term set group, do the fo ow ng 1. C ck the Managed Metadata Serv ce nk n the Serv ce App cat ons st 2. H gh ght the Managed Metadata Serv ce Name on the eftmost nav gat on
pane of the Term Store Management Too 3. Se ect New Group from the drop-down menu The cursor focuses
utomat ca y on the new unnamed group so that you can then type the new a group’s name TIP f you do not see the drop down arrow when se ect ng an object, be sure the Centra Adm n strat on URL s nc uded n your Loca ntranet s tes.
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To de ete a term set group, h gh ght the group name and se ect De ete Group from the drop-down menu Th s s a permanent act on, so use caut on when de etng term store groups A term sets and the nc uded h erarchy w a so be de eted
Managed Term Set Term sets are ch d e ements under the term set groups There can be one or many term sets ass gned to a term set group To create a managed term set, do the fo ow ng 1. H gh ght the group name 2. Se ect New Term Set from the drop-down menu 3. To mod fy the term set propert es, c ck the term set and mod fy the
propert es on the r ghtmost pane 4. Define the stakeho ders Stakeho ders are peop e who shou d be not fied
that changes are go ng to be made to a term set 5. F na y, the subm ss on po cy can be used to prevent a term set from be ng
ed ted, w th the except on of term sets that are managed by the term store adm n strator ro e NOTE The person defined as the term set contact does not have mod ficat on perm ss ons. However, f a contact s spec fied for a term set, s te users can make suggest ons about the term set and the defined contact w
be not fied v a e ma
about the suggest on. f you do not want to use the feedback feature, eave th s fie d b ank.
Managed Terms Terms can be e ther the d rect ch d of the top- eve term set dent fier or another term The ent re term’s contextua h erarchy descr bes the mean ng of the term In the fo ow ng examp e, the term Red, by tse f, means noth ng; however, when the term s put nto context the mean ng becomes c earer F gure 10-12 shows an examp e of a contextua h erarchy that se f-descr bes the term Red
FIGURE 10-12 A te m’s contextua h e a chy.
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As you can see n F gure 10-12, the term Red can have very d fferent mean ngs! To create a new term from the user nterface, do the fo ow ng 1. H gh ght the term set or term that w
be the parent, and se ect Create Term
from the drop-down menu 2. Press Enter, or c ck anywhere on the screen
After you type text for the term’s abe , the Term Store Management Too utomat ca y beg ns to create another term as a s b ng to the one just created Th s a automated act on s ntended to a ow for the rap d creat on of terms at the same eve If you do not need to create the next new term, you can c ck on any other term, term set, group, or property area to remove the part a y created term NOTE A term can be d sab ed w th n tagg ng too s. Th s capab ty can be usefu f a term s be ng mod fied, s no onger needed, or s used on y temporar y.
Arranging Managed Terms or Term Sets into a Hierarchy Taxonomy s more than a way of organ z ng terms to c ass fy and tag data One of the most mportant aspects of managed terms w th respect to taxonomy s the ab ty to arrange them nto a cascad ng h erarchy Th s arrangement prov des a se f-descr b ng term set w th wh ch to assoc ate nav gat on, search, sort and fi ter, po cy, and workflow operat ons The fo ow ng opt ons are ava ab e for arrang ng your h erarchy ■
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To copy a term or term set, h gh ght the term or term set name and se ect the Copy Term [] from the drop-down menu The term or term set s dup cated at the same eve as ts source The name of the new term or term set s prepended w th Copy of To copy a term w th a ts ch d terms, h gh ght the term and se ect Copy Term W th Ch dren from the drop-down menu Th s dup cates a ch d terms to the new term Remember to rename the new term copy after dup cat on To search and ver fy that terms are not be ng dup cated, you can use the Reuse Term Or Term Set funct ona ty To merge terms, h gh ght the term and se ect Merge Term from the drop-down menu Do ng th s removes the term that s be ng merged, and a content that has been tagged w th th s term st references the egacy term To account for th s, the term be ng merged s added to the other abe s of the dest nat on term WARNING After terms are merged, the other abe cannot be de eted.
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To deprecate a term, h gh ght the term and se ect Deprecate Term from the drop-down menu Do ng th s d scont nues the use of the term and removes t from ava ab ty for tagg ng Th s procedure does not remove a references to the term, and the term can st be used for search and backward c ompat b ty To move a term or term set, h gh ght the term or term set and se ect Move Term [] from the drop-down menu Se ect the new parent for the term or term set for the term be ng moved, or se ect the new group for the term set be ng moved NOTE A term cannot be moved under the seventh eve terms n a term set. On y seven eve s are a owed n the term set h erarchy.
Term Synonyms The ab ty to refer to a term by another name prov des the contr butors the ab ty to tag content w th terms comfortab e to them It g ves you the ab ty to prov de a group ng w th n the synonyms for nav gat on, search, sort and fi ter, po cy, and workflow operat ons Term synonyms can be defined by do ng the fo ow ng 1. Se ect the term to mod fy, and open ts propert es 2. Locate the Other Labe s area of the propert es, and enter synonyms for the
term 3. Save the term by c ck ng the Save button at the bottom of the d a og box NOTE On y one abe can be entered per ne. Press Enter to add a new ne.
Keywords Keywords are ndependent terms that have no h erarch ca precedence As a resu t, they are who y ndependent of any term set and have no parents or ch d terms They are meant to rema n ndependent and can be added or ma nta ned on y by the term store adm n strator ■
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To create a new keyword, h gh ght Keywords and se ect New Keyword from the drop-down menu To de ete a keyword, h gh ght the keyword and se ect De ete Keyword from the drop-down menu
Converting Managed Keywords into Managed Terms You can convert managed keywords nto managed terms by mov ng them from the keywords set nto a term set Do ng th s removes the term from the keywords set and a ows t to subsequent y have ch d terms ass gned to t The term automat ca y
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TIP n the ma n Managed Metadata Serv ces management page, there s a nk to v ew a samp e mport fi e. f you are new to taxonom es, th s s a great p ace to beg n your mport fi e creat on. "Term Set Name","Term Set Description","LCID","Available for Tagging","Term Description","Level 1 Term","Level 2 Term","Level 3 Term","Level 4 erm","Level 5 Term","Level 6 Term","Level 7 Term" "Sites","Locations where the organization has offices",,TRUE,,,,,,,, "Locations",,1033,TRUE,,"North America",,,,,, "Locations",,1033,TRUE,,"North America","Washington",,,,, "Locations",,1033,TRUE,,"North America","Washington","Redmond",,,, "Locations",,1033,TRUE,,"North America","Washington","Seattle",,,, "Locations",,1033,TRUE,,"North America","Washington","Tacoma",,,, "Locations",,1033,TRUE,,"North America","Massachusetts",,,,, "Locations",,1033,TRUE,,"North America","Massachusetts","Boston",,,, "Locations",,1033,TRUE,,"North America","Massachusetts","Cambridge",,,, "Locations",,1033,TRUE,,"Europe","England","London",,,, "Locations",,1033,TRUE,,"Europe","Germany","Berlin",,,, "Locations",,1033,TRUE,,"Europe","Austria","Vienna",,,,
Enterprise Content Types Content types a ow you to separate the dec arat on of st metadata from the st tse f so that you can reuse the same metadata n mu t p e co umns L st metadata s the co ect on of fie ds assoc ated w th each co umn n the st Content types cons st of s te co umns, wh ch n turn are bound to fie ds To understand content types n the context of document management, you m ght find t he pfu to th nk of each document as an tem n a st n wh ch the st co umns map to document propert es Th s s a fundamenta concept—that document propert es map d rect y to s te co umn defin t ons SharePo nt Server 2010 uses the s te co umn defin t ons to create document propert es, to copy data to and from documents as they move nto and out of SharePo nt document brar es, to assoc ate nformat on management po c es and temp ates w th documents, and to manage the state of workflow nstances that m ght be assoc ated w th a g ven document Th s ab ty to capture workflow state extends the scope of content types to nc ude document behav or as we as stat c propert es
Creating Content Types Content types are s te-co ect on scoped In th s chapter, we are referr ng to the Content Type Synd cat on Hub s te co ect on To create a new enterpr se content type, comp ete the fo ow ng steps 1. Browse to the Content Type Synd cat on Hub—for examp e,
http://ct.contoso.com/ 2. From S te Act ons, se ect S te Sett ngs
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3. Se ect S te Content Types n the Ga er es group ng 4. C ck Create You shou d now see the New S te Content Type page as shown
n F gure 10-13
FIGURE 10-13 C eat ng a new s te content type.
5. Type a name and descr pt on for the new content type nto the appropr ate
fie ds 6. Choose an ex st ng content type as the parent by se ect ng t from the Se ect
Parent Content Type From drop-down st To ocate the parent type and then fi ter the st by group, use the Parent Content Type drop-down menu Every content type s der ved e ther from the base system content type or from one of ts ch d types Th s bu t- n nher tance mechan sm enab es one content type to extend ts funct ona ty by ncorporat ng a the co umns dec ared n ts parent NOTE f you’ use the content type n a document brary, the Document content type must be n the pr or neage. Otherw se, you w not be ab e to use the content type n a brary. For examp e, f you are nher t ng from the HR content type for a po cy temp ate, HR must be nher ted from Document.
7. To make t eas er for users to find your new content type, se ect an ex st ng
group or type the name of a new group that best descr bes how your content type s to be used 8. C ck OK to return to the S te Content Type summary page NOTE After the content type has been created, you can add the co umns that best descr be the metadata you want to use n your documents. Use the Add From Ex st ng S te Co umns nk to se ect from the ex st ng s te co umns, or create a new co umn f the ex st ng co umns do not meet your needs.
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Dealing with Content Type Dependencies Content types can be based on other content types When changes are made to a parent content type, those changes are not reflected automat ca y n ch d content types that der ve from t un ess those changes are exp c t y pushed down to the der ved content types Push ng down the changes from a parent content type to ts ch d types means that the schema assoc ated w th each ch d s overwr tten w th the new schema defined n the parent Because the Document Informat on Pane (DIP) s stored as an embedded XML document w th n the content type schema, push ng down the schema a so overwr tes any custom DIP that m ght be assoc ated w th the ch d content type You can prevent th s overwr t ng by mark ng the ch d content type as sea ed Sea ed content types are not affected by push-down operat ons To mark content type as sea ed, perform the fo ow ng steps 1. Open the S te Content Type page from Ga er es w th n S te Sett ngs 2. Se ect the content type by c ck ng ts name 3. C ck the Advanced Sett ngs nk 4. From the S te Content Type Advanced Sett ngs page, se ect the Yes opt on
button n the Read On y sect on 5. C ck OK to save the changes
Consuming Metadata Metadata s of tt e use un ess t can be consumed by SharePo nt Server 2010 at the s te-co ect on eve The most usefu taxonomy wou d be w thout mer t f not for the co umns, nav gat on, search, sort and fi ter, po cy, and workflow operat ons that make up the consumpt on of ts data Managed metadata as consumed by document brar es and sts s the embod ment of a successfu taxonomy po cy The major ty of consumpt on c rc es around s te co umns because these prov de the bas s for fi ter ng and nav gat on Tagg ng s a so pert nent to the consumpt on of metadata Search, workflow, and po cy operat ons are consumers of the co umnar and tag nformat on
Working with Site Columns SharePo nt Server 2010 sh ps w th a defau t co ect on of predefined s te co umns These s te co umns are organ zed nto groups that map oose y to the way each co umn s typ ca y used To see the ava ab e s te co umns, browse to the S te Co umns ga ery, wh ch s found under S te Act ons, S te Sett ngs, S te Co umns n the Ga er es group ng From the S te Co umns ga ery, you can v ew or ed t the defin t on of ex st ng co umns or create new co umns for the s te you are current y v ew ng The name of
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FIGURE 10-15 C eat ng the Managed Metadata s te co umn.
8. Configure the add t ona propert es, nc ud ng Descr pt on, Requ re That Th s
Co umn Conta ns Informat on, Enforce Un que Data, and Add To Defau t V ew NOTE
f you se ect Yes for the Requ re That Th s Co umn Conta ns nformat on,
the D P as we as up oaded metadata nformat on forms w
requ re that the
Metadata fie d be popu ated.
9. Make sure to se ect the A ow Mu t p e Va ues check box f you need to a ow
mu t p e va ue nputs n the metadata fie d 10. Se ect the appropr ate D sp ay va ue The D sp ay va ue can be e ther the term
abe or the ent re term h erarch ca path 11. Se ect a managed term set, as shown n F gure 10-16 The search fie d
s prov ded to a d n th s process by fi ter ng the term sets sted by the search entry parameter, as shown n F gure 10-17 On y one term set can be se ected You can a so ed t a new term set n the term store management too 12. You can a so type a defau t va ue for the co umn The cho ce st s popu ated
w th the data retr eved from the term set It s mportant to understand the s gn ficance of se ect ng the managed term sets n the Managed Metadata co umn The use of a managed term set prov des a centra ocat on where changes can be made to the co umn se ect on or tagg ng data Regard ess of wh ch st or document brary uses the co umn for c ass ficat on purposes, a data across the ent re s te w be synchron zed Th s s the fundamenta change n g oba taxonomy po c es that the term store has empowered w th n SharePo nt Server 2010 Data sn’t so ated w th n a s ng e s te co ect on; therefore, t does not need to be dup cated to ex st symb ot ca y n another s te co ect on or Web app cat on Data changes automat ca y flow across a consumer s tes w th
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m n ma adm n strat ve effort The on y step you need to take to use th s data s to se ect t for consumpt on by the Managed Metadata co umn, as shown n F gure 10-16
FIGURE 10-16 Us ng a managed te m set.
To make th s se ect on of data even eas er, the ab ty to search the ava ab e term stores for the correct term reference fi ters out a the unmatched term sets, and t m n m zes the potent a for mproper term set se ect on F gure 10-17 shows a fi tered term set resu t where Red was entered n the search fie d Red matches both the Shoes term set and the Locat ons term set, a though “Locat ons” s a part a word match NOTE Search fi ter ng returns even part a abe matches.
FIGURE 10-17 F te ed managed te m set st fo the se ect on of a te m set.
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Managed Metadata and the Document Information Panel Gather ng document metadata s an mportant part of an effect ve document management so ut on However, most users focus on the document content and not the metadata Consequent y, mportant metadata s often captured ncons stent y or not at a Document Informat on Pane s (DIPs) he p avo d th s prob em by enab ng users to enter metadata at any t me dur ng the ed t ng process and a so by enforc ng the entry of data va ues for requ red fie ds Document Informat on Pane s are d sp ayed n Profess ona and Enterpr se v ers ons of the M crosoft Office System These c ent app cat ons support ntegrated enterpr se content management features, and they automat ca y generate a defau t DIP for any document that s created or opened from w th n a W ndows SharePo nt Serv ces document brary The data fie ds n the form are der ved from the content type assoc ated w th the document SharePo nt Server adds the opt on of creat ng a custom DIP us ng M crosoft Office InfoPath 2007 A though you are m ted to one custom DIP per content type, each DIP can conta n mu t p e v ews
Using the Default Document Information Panel When you are sav ng a document to SharePo nt, the managed metadata co umns that requ re nput are d sp ayed n the up oad form These fie ds are a so part of the DIP for a documents opened from SharePo nt w th n the respect ve documents brary When a document s opened from SharePo nt that s m ss ng requ red fie ds w th n the DIP, a warn ng s d sp ayed, as shown n F gure 10-18
FIGURE 10-18 A Requ ed P ope t es wa n ng fo the Document nfo mat on Pane .
At any t me, the Ed t Propert es button can be c cked from the Requ red ropert es warn ng and the fu Document Informat on Pane w be d sp ayed P Requ red fie ds are noted w th a red aster sk F gure 10-19 shows an examp e of a managed metadata co umn that has been added to the documents brary n SharePo nt The button next to the co umn opens a se ect on d a og box where terms can be se ected from the term set be ng consumed by the document brary for tagg ng
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FIGURE 10-19 An examp e of the Document nfo mat on Pane .
Depend ng on the sett ngs w th n the Managed Metadata co umn, the se ect on d a og box a ows for e ther one se ect on or mu t p e-cho ce se ect ons The resu tng metadata can be d sp ayed as e ther the abe or the ent re abe path Perform the fo ow ng steps to se ect the appropr ate term abe s for tagg ng 1. C ck the button next to the fie d name n the DIP The d a og box shown n
F gure 10-20 opens 2. C ck the name of the term abe 3. C ck the Se ect button NOTE
f the co umn sett ngs a ow for mu t p e se ect ons, steps 2 and 3 can be
performed as many t mes as needed to appropr ate y tag the document.
4. C ck OK when you are done
FIGURE 10-20 Te m Labe Se ect on d a og box.
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The same co umns that are d sp ayed w th n the Document Informat on Pane are a so d sp ayed dur ng the fi e up oad nto the document brary, as shown n F gure 10-21 Requ red fie ds are h gh ghted w th a red aster sk
FIGURE 10-21 Document up oad p ope t es.
The document tagg ng operates s m ar y to that of the Document Informat on Pane Depend ng on the co umn sett ngs, e ther one va ue or many va ues can be se ected to tag the document F gure 10-22 s the d a og box d sp ayed wh e se ect ng term abe s to tag the document w th
FIGURE 10-22 Te m Labe Se ect on d a og box du ng f e up oad.
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Creating a Custom Document Information Panel You can create a custom DIP e ther from the SharePo nt user nterface or from w th n the M crosoft Office InfoPath app cat on To create a DIP from the SharePo nt user nterface, perform the fo ow ng steps 1. Go to the Content Type Sett ngs page for the document content type you
want to ed t C ck the Change Document Informat on Pane Sett ngs nk TIP On y the Bus ness nte gence, Document, Pub sh ng, and Page Layout content types have the Document nformat on Pane Sett ngs nk.
2. From the Document Informat on Pane Sett ngs page (shown n
F gure 10-23), nk or up oad the new InfoPath temp ate
FIGURE 10-23 The Document nfo mat on Pane sett ngs.
NOTE You have the opt on of up oad ng D P temp ates d rect y or to pub sh them to a d fferent ocat on and then nk them us ng the URL, UNC, or URN. SharePo nt Server updates the content type to reference the ocat on you choose. f you pub sh to a ocat on other than the content type resource fo der used by the Up oad procedure, add t ona secur ty restr ct ons m ght be app ed to the form that cause t to open n Restr cted mode. n that case, the data connect ons between the form and SharePo nt Server m ght not work proper y. To ensure that the form opens n Fu Trust mode, e ther d g ta y s gn the form or create a W ndows nsta er that reg sters the form on each c ent mach ne.
Metadata Navigation Settings Metadata nav gat on can be enab ed on any st n SharePo nt Th s prov des nk ng to managed terms that are be ng referenced n Managed Metadata co umns w th n the st By defau t, content types and fo ders are ava ab e for a st A Managed Metadata co umn must be enab ed on a st for the metadata to be used as a
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nav gat ona h erarchy You can configure metadata nav gat on by brows ng to Document Or L st, L brary Or L st Too s, L brary Or L st, L brary Or L st Sett ngs and se ect ng Metadata Nav gat on Sett ngs under Genera Sett ngs to d sp ay the page as shown n F gure 10-24 The Configure Key F ters area a so enab es the st to be fi tered n v ews by the metadata noted n the Ava ab e Key F ter F e ds area
FIGURE 10-24 The page fo conf gu ng metadata nav gat on and key f te s.
Managed keywords are consumed from a metadata connect ons that are subscr bed to by the s te co ect on As F gure 10-25 shows, keywords are automat ca y suggested based on nput The abe must match the data n a term store or an error w be presented
FIGURE 10-25 Tagg ng w th managed te ms.
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C HAP TE R 11
Document Management ■
Manag ng Documents n SharePo nt 2010 361
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Document Ds and Sets 365
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L st and L brary Re at onsh ps 369
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Document Vers on Contro 372
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Workflows 374
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nbound E ma 375
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ocument management s one of the most mportant processes n any organ zat on As document workspaces grow wh e organ zat ons sh ft to paper ess process ng, the mounta ns of e ectron c cop es beg n to grow exponent a y Beyond dea ng w th just the documents themse ves, organ zat ons a so face a sh ft n the way they hand e documents Document vers ons, workflows, brar es, un que IDs, document sets, co aborat on spaces, and offl ne ava ab ty must be cons dered when deve op ng the document management po c es for an organ zat on The purpose of th s chapter s to prov de you w th an understand ng of how M crosoft SharePo nt Server 2010 prov des the resources and too s to effic ent y and effect ve y manage documents
Managing Documents in SharePoint 2010 SharePo nt Server 2010 great y enhances the feature set ava ab e for co aborat on w th mprovements n document management These mprovements stem from new features such as document sets and document IDs, as we as add t ona funct ona ty to mprove the content types and co umns features Organ zat ons p ann ng to mp ement SharePo nt 2010 need to cons der these new features and eva uate how they w enhance the r e ther ex st ng or new y
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formu ated co aborat on mode s SharePo nt document management, managed metadata, and other features center on the ntr ns c methodo og es of co aborat on and commun ty contr but on
What Is Document Management? Your organ zat on m ght a ready have a document management p an Th s p an m ght s mp y be a defin t on of document types, and t cou d be as nvo ved as the ent re process fe cyc e for manag ng document contro and change management Document management s the evo ut on of p ann ng and des gn that encompasses the document fe cyc e for an organ zat on Idea y, the des gn and deve opment of a document management p an s a management funct on Th s chapter focuses on how SharePo nt 2010 can be used to mp ement a ocument management p an The fo ow ng are some key factors that shou d be d nc uded n a we -rounded document management p an ■
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Participant roles description Ident fies key part c pants for the document management processes and what the r respons b t es w be Th s descr pt on breaks down the spec fic ro es, and defines the re at onsh ps w th other ro es w th n the p an Catalog of document types An exhaust ve st of categor es that the organ zat on must ma nta n, and the spec fic po c es and requ rements that govern each type of data Document organizational taxonomy An organ zed and og ca schema for organ z ng, tagg ng, and otherw se dent fy ng the documents that w be ma nta ned w th n the document management p an The more deta ed and expanded th s taxonomy s, the greater the degree s of cross-referenc ng capab t es ava ab e for tag-based dent ficat on The fine ne here s that the taxonomy shou d not be too comp ex or cumbersome to use Document movement plan Descr bes the po c es and procedures for how documents shou d be trans t oned between servers, peop e, storage med a, and so forth Workflow plan Out nes the major steps necessary n a document fe cyc e and the re at onsh ps these steps have to the r part c pant ro e Th s p an estab shes the flow of data from end to end and encapsu ate any change-management procedures
Document management can mean d fferent th ngs to d fferent peop e These subt e d fferences are d rect y re ated to how peop e understand ts use In genera , document management s the process of app y ng organ zat ona po c es and ru es to how documents are created, where and how they are stored, how ong they are reta ned, and u t mate y when and how they are destroyed The first fundamenta step an organ zat on needs to take before t can beg n creat ng sts and brar es to store ts documents s to understand how these
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ocuments w be created and managed The sts and brar es are then bu t d around these defin ng factors For examp e, a document brary that w be used by the ega department needs to have standard temp ates for var ous ega documents These temp ates can be depos t ons, contracts, d sc osure and noncompet t on agreements, and so on The temp ates shou d be stored as content types w th n the brary for ease of creat on and a so tagg ng Documents that need to be kept shou d be sent to the retent on brary to be he d for the spec fic ength of t me for the content type These spec fic document-management requ rements determ ne how an rgan zat on approaches document management Severa attr butes make up the o framework of th s document-management approach ■
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Document Collaboration There s often a great dea of confus on between document management and document co aborat on Document collaboration s the process of two or more peop e creat ng, ed t ng, tagg ng, and nteract ng w th the document and a so commun cat ng about t A document m ght not requ re any co aborat on s mp y because a s ng e person performs a tasks re ated to ts creat on and ed t ng Co aborat on typ ca y ex sts on a document when that document s e ther be ng created or rev sed and needs the nput of two or more peop e Document management m ght a so be requ red as part of that co aborat on, but somet mes there s no need for management, just co aborat on After the document s created, t can be processed through a workflow p an so that add t ona work can be done on t At some po nt w th n the document fe cyc e, the document can be sw tched from a co aborat on document to a managed document You shou d a ways cons der the overhead of hav ng document-management f eatures turned on by defau t because these features can requ re add t ona resource nvestment n d sk space for vers on and aud t ng nformat on If bus ness needs and og c requ re these spec fic document-management capab t es, the resource requ rements for d sk space and performance shou d be ana yzed
Document Libraries Document brar es are the prem er conta ner for stor ng and manag ng documents They nc ude a the e ements requ red to enab e co aborat on and document management across documents that are stored w th n them A document brary can
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a so be saved as a temp ate so that other document brar es can be defined us ng the same predefined nformat on— nc ud ng content types, r ghts management po c es, vers on ng requ rements, workflows, and more—rather than just hav ng a b ank brary Th s method of organ zat on reduces the amount of configur ng that needs to be done to estab sh a new document brary A the prev ous funct ona ty from SharePo nt 2007 has been nc uded ■
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Sett ngs for document brar es can be changed by brows ng to L brary Too s, L brary, L brary Sett ngs n the Sett ngs sect on, wh ch d sp ays the L brary Sett ngs adm n strat on page as shown n F gure 11-1
FIGURE 11-1 Document b a y sett ngs.
L brary perm ss ons can be accessed by brows ng to L brary Too s, L brary, L brary Perm ss ons n the Sett ngs sect on F gure 11-2 shows that a brary, by defau t, nher ts perm ss ons from ts parent However, th s behav or can be d sab ed and 364
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ndependent perm ss ons estab shed nstead These un que perm ss ons on the brary or tems contro access and secur ty tr mm ng, wh ch as a resu t contro the ab ty to see the brary or content w th n t A person who does not have read access to the brary cannot see the brary because of the secur ty tr mm ng re ated to the user’s v ew The brary w a so not be d sp ayed n any of the user’s search resu ts
FIGURE 11-2 Document b a y Pe m ss on Too s tab.
NOTE Many tasks re ated to configur ng and manag ng document brar es are eft to the end user, not the SharePo nt adm n strator.
Document IDs and Sets Two new features w th n SharePo nt 2010 are the use of document IDs and document sets These two features are mportant too s for document management Document IDs prov de a un que dent fier for each document w th n a s te co ect on Document sets enab e documents to be grouped nto a vers on-capab e or d str butab e group A vers on-capab e or d str butab e group can be packaged (through the use of a z p fi e) and d str buted n ts ent rety Prev ous vers ons of SharePo nt prov ded document contro at an nd v dua document eve on y—that s, groups of documents fo ders were the on y opt on
Document IDs Another new feature n SharePo nt 2010 prov des you w th the ab ty to ass gn un que document IDs to an tem Here’s a st of the key e ements of a document ID
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Consumed by enterpr se components, sts, and brar es as we as the Records Center, Document Center, search, and workflow The Document ID Serv ce must be enab ed before document IDs can be ass gned to any documents w th n a s te co ect on To enab e the S te Co ect on feature for the Document ID Serv ce, perform the fo ow ng steps
1. Browse to S te Act ons, S te Sett ngs, S te Co ect on Features under S te
Co ect on Adm n strat on 2. C ck the Act vate button n the Document ID Serv ce sect on, as shown n
F gure 11-3
FIGURE 11-3 Act vate the Document D Se v ce s te co ect on featu e.
NOTE You can a so enab e document Ds on a s te co ect on w th n W ndows PowerShe us ng the fo ow ng command: enable-spfeature -id [idcharacters] -url [site collection URL]
After the S te Co ect on feature has been enab ed, you can configure the nam ng convent on that w be used w th n the s te co ect on, as shown n F gure 11-4 The nam ng convent on entered prefixes a document IDs w th the spec fied characters A t mer job s enab ed that automat ca y processes the new document ID to mp ement t across your s te co ect on You can a so reset a document IDs n the s te co ect on to beg n w th the entered characters
FIGURE 11-4 Document D Sett ngs page.
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The Document ID fie d s not automat ca y enab ed n a v ew, but t can be se ected from Create V ew by comp et ng the fo ow ng steps 1. Use L brary Too s, L brary, Create V ew to create a custom v ew 2. Enter a name for the custom v ew 3. Se ect the Document ID check box, as seen n F gure 11-5
FIGURE 11-5 Se ect Document D check box n C eate V ew.
As documents are created, un que IDs w be assoc ated w th each and, as shown n F gure 11-6, the Document ID fie d s a va ue that can be used n co umns and search
FIGURE 11-6 A custom document v ew that nc udes the Document D f e d.
Document Sets A document set s a content type that a ows you to group documents that can then be managed as a set The management of th s set of documents can be based on a workflow or metadata, thus mak ng the document set a perfect conta ner w th n a document brary for group ng key documents To enab e document sets w th n a document brary, you need to ver fy that the Document Sets s te co ect on feature has been act vated 1. C ck S te Act ons, S te Sett ngs 2. Under S te Co ect on Adm n strat on, se ect S te Co ect on Features 3. C ck the Act vate button n the Document Sets sect on f t s not a ready
act vated, as shown n F gure 11-7
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FIGURE 11-7 Act vate the Document Sets s te co ect on featu e.
After the s te co ect on feature has been act vated, you can start to enab e ocument sets w th n a document brary To do th s, you need to a ow for the d management of content types on the document brary by comp et ng the fo ow ng steps 1. Nav gate to the document brary by c ck ng on ts t t e 2. When you’re n the document brary, se ect L brary Too s, L brary on the
management R bbon for the document brary 3. Se ect L brary Sett ngs n the Sett ngs sect on 4. Under Genera Sett ngs, se ect Advanced Sett ngs 5. Ensure that the Content Types sect on shows the Yes opt on se ected for
A ow Management Of Content Types, as shown n F gure 11-8
FIGURE 11-8 A ow Management Of Content Types opt on n the Content Types sect on.
After you have enab ed the management of content types w th n the document brary, a Document Sets content type can be added to the document brary Th s a ows document sets to be created from the New Document menu on the Document L brary management R bbon To add a Document Sets content type to the ava ab e New Document menu opt ons, comp ete the fo ow ng steps 1. Nav gate to the document brary by c ck ng on ts t t e 2. When you’re n the document brary, se ect L brary Too s, L brary on the
management R bbon for the document brary 3. Se ect L brary Sett ngs n the Sett ngs sect on 4. Scro down to the Content Types sect on, and se ect Add From Ex st ng S te
Content Types, as shown n F gure 11-9
FIGURE 11-9 Add document sets f om ex st ng s te content types.
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IMPORTANT The Document Set content type w
not be ava ab e here unt the
Document Sets s te co ect on feature s act vated.
5. On the Add Content Types page, se ect Document Set from the Ava ab e S te
Content Types st 6. C ck Add and then c ck OK to save your changes NOTE You can change the defau t document type and menu d sp ay order us ng the Change New Button Order And Defau t Content Type nk n the Content Types sect on of the document brar es sett ngs page.
List and Library Relationships You w often need to nk mu t p e brar es or sts together w th common nformat on These re at onsh ps were poss b e w th prev ous vers on of SharePo nt; however, w th SharePo nt 2010 you have the added ab ty to enforce the re at onsh p behav or There are two opt ons that prov de an added measure of data ntegr ty one prevents referenced data from be ng removed from another st w thout the references be ng removed first, and the other opt on prov des you w th the ab ty to cascade that remova F gure 11-10 shows the two opt ons for restr ct ng the act on on de etes to one of the fo ow ng ■
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Restrict Delete If an attempt s made to de ete an tem from the st that s be ng referenced for a ookup co umn, SharePo nt d sp ays an error message nform ng the user that the row cannot be de eted because t s be ng referenced n another st Cascade Delete If an attempt s made to de ete an tem from a st that s be ng referenced for a ookup co umn, SharePo nt de etes that row from the st, as we as rows that reference t from any other st that used that va ue n a ookup co umn, as shown n F gure 11-10
FIGURE 11-10 Enfo c ng e at onsh p behav o on a ookup f e d.
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Check In/Check Out SharePo nt prov des the ab ty to hand e the Check Out For Ed t opt on w th n ts document brar es It s mportant for users to check out documents before they ed t them The newest feature s the ab ty to check n or check out mu t p e fi es at the same t me There are severa un que features that SharePo nt prov des as part of the Check Out funct ona ty These features prov de for s ng e-user ock ng, restr cted v s b ty to those w th the ab ty to check out a document, and an offl ne sandbox that reta ns the work ng copy on the user’s computer wh e the user s ed t ng the document and unt t s checked back n The Check In feature prov des the ab ty to check n a document w th comments, wh ch prov des the user the means to note what was changed w th n the document Adm n strators frequent y encounter the s tuat on where a document s checked out by an nd v dua who s not ava ab e to check the document back n or who just forgot to check the fi e back n SharePo nt prov des the ab ty to take ownersh p of an a ready checked-out fi e and e ther undo the check out or check n of the document Of course, the other person’s changes w not be saved, and that user w need to mp ement them at a ater date SharePo nt 2010 a so adds the ab ty to check n or check out mu t p e ocuments at the same t me By se ect ng the check box next to the des red tems, d a user can check n or check out a the se ected tems at the same t me, as shown n F gure 11-11
FIGURE 11-11 Check n o check out mu t p e documents at the same t me.
Content Types Document brar es store documents based on propert es set up w th n the brary’s document type source temp ate Content types are a co ect on of sett ngs, metadata, workflows, and po c es that define the source temp ate There can be 370
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more than one source temp ate document type set up for a document brary Document types can have a content type assoc ated w th them that prov de cons stent data management and workflow ru es across mu t p e documents, brar es, and s tes In SharePo nt 2010, content types can be created at many eve s n the farm, from enterpr se-w de content types to s te- eve content types Th s s fundamenta y d fferent from SharePo nt 2007, where on y s te- eve content types were ava ab e L st and brar es can make use of content types by enab ng them n the sett ngs for the st or brary To enab e content type management on a st, as shown n F gure 11-12, perform the fo ow ng steps 1. Nav gate to the document brary by c ck ng on ts t t e 2. In the document brary, browse to L brary Too s, L brary on the management
R bbon for the document brary 3. Se ect L brary Sett ngs n the Sett ngs sect on 4. Under Genera Sett ngs, se ect Advanced Sett ngs 5. In the Content Types sect on, under A ow Management Of Content Types,
se ect Yes 6. C ck OK to app y change
FIGURE 11-12 A ow Management Of Content Types sect on.
The defau t content type and the order n wh ch the content types appear n the new document drop-down st are configurab e from the st sett ngs IMPORTANT Any document type can be up oaded nto any document brary regard ess of the configured content types. Content types d ctate on y types ava ab e n the new document se ect on st.
Each content type can have ts own configurat on sett ngs, such as a un que fi e temp ate, fi e type, workflow sett ngs, document nformat on pane (DIP), nformat on management po cy, and co umn metadata va ues These content type sett ngs can be nher ted from enterpr se content types, and metadata can be everaged from the managed metadata serv ces More nformat on on enterpr se content types and metadata can be found Chapter 10, “Enterpr se Content Types and Metadata,” wh ch covers enterpr se content types and managed metadata
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Document Version Control Document brar es support vers on contro at severa eve s By defau t, vers on ng s not enab ed but s enab ed n the document brary sett ngs Vers ons are comp ete cop es of the document, not de tas To enab e vers on ng, perform the fo ow ng steps 1. Nav gate to the document brary by c ck ng on ts t t e 2. In the document brary, se ect L brary Too s, L brary on the management
R bbon for the document brary 3. Se ect L brary Sett ngs n the Sett ngs sect on 4. Under Genera Sett ngs, se ect Vers on ng Sett ngs 5. Se ect the vers on ng opt ons requ red, as shown n F gure 11-13, under
Document Vers on H story
FIGURE 11-13 Document Ve s on H sto y sett ngs.
Depend ng on the process flow and bus ness requ rements put n force by the document management p an w th n an organ zat on, document vers on ng requ rements m ght be succ nct y d fferent Some document management p ans m ght requ re approva for nc us on w th n the brary Retent on po c es m ght requ re the prun ng of o der vers ons and the remova of drafts or m nor rev s ons upon the pub cat on of a major vers on
Content Approval You can des gnate that a document or document set be approved before the vers on becomes ava ab e for consumpt on Th s requ rement m ght nc ude changes to ex st ng documents as we as the add t on of new tems Th s can be used n conjunct on w th an approva workflow to stream ne the approva process
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Major Versioning A vers ons are cons dered to be “pub shed” vers ons when major vers on ng s enab ed n a document brary The opt on s prov ded to the user dur ng check- n to dent fy wh ch vers on the fi e or document set shou d be marked w th On y who e number vers ons are created and reta ned
Major and Minor Versioning M nor vers ons that are marked w th the fract ona number n the second octet are cons dered drafts Th s opt on s des gned to support the pub sh ng mode n wh ch draft vers ons or work ng cop es are used unt a po nt n t me when pub sh ng w change the major vers on number Major vers ons are marked as “pub shed” n the vers ons st When a document s checked n, users can choose to mark t as one of the fo ow ng vers on types Ex st ng M nor, New M nor, or New Major Users can a so e ect to keep the document checked out, w th the except on of check ng t n as Major vers on, as there cou d be a workflow attached to the Major vers on pub sh ng
Version Pruning The cho ce of e ther vers on ng structure a ows for m t ng the number of vers ons reta ned by the document brary These m ts can be estab shed at both the Major and M nor vers on eve Prun ng works on the first- n, first-out bas s, w th o der vers ons be ng pruned If a major vers on s removed, a m nor vers ons re ated to that major vers on are a so removed Vers on prun ng s a s gn ficant p ann ng ssue that affects the content database s zes, quotas, and d saster recovery Because each vers on s a comp ete copy of the document, not a de ta, dec s ons regard ng prun ng can s gn ficant y affect the nfrastructure requ rements, ength of retent on, and ab ty to recover
Draft Item Security Drafts are m nor vers ons or tems that have not been approved The Draft Item Secur ty feature spec fies wh ch users shou d be ab e to v ew drafts n the document brary There are three opt ons that can be set n the Vers on ng sett ngs for the document brary, as shown n F gure 11-14 ■
Any User Who Can Read Items
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On y Users Who Can Ed t Items
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On y Users Who Can Approve Items (And The Author Of The Item)
IMPORTANT As an adm n strator, you need to understand that w thout prun ng turned on, arge numbers of document vers ons can be created, wh ch can great y ncrease the s ze of the SQL database.
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FIGURE 11-14 D aft tem Secu ty and Requ e Check Out sect ons.
If you are us ng arge fi e s zes (greater than 200 MB) and do not want to keep those tems stored n the SQL Server database, you can use Remote b nary arge object (BLOB) Storage (RBS) outs de of SQL on a fi e system
Workflows SharePo nt prov des severa defau t workflows that can be used for contro ng act ons that happen to the document at a spec fic po nt n ts fe cyc e These defau t workflows nc ude the fo ow ng ■
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Approval Routes a document for approva Users w th the correct perm ss ons can approve or reject the document, reass gn the approva task, or request changes to the document Collect Feedback Routes a document for rev ew Rev ewers can prov de feedback, wh ch s comp ed and sent to the document owner when the workflow s comp eted Collect Signatures Gathers s gnatures needed to comp ete an Office document Disposition Approval Manages document exp rat on and retent on by a ow ng part c pants to dec de whether to reta n or de ete exp red documents Three-State Workflow Can be act vated at the s te-co ect on eve to prov de a workflow for track ng the status of tems
Many organ zat ons have needs that extend beyond the capab t es of the efau t workflows The defau t workflows are not suffic ent for the comp ete bus d ness so ut on mode s of some organ zat ons; for that reason, the fo ow ng add t ona too s are ava ab e that can be used to create much more comp ex workflow des gns ■
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SharePoint Designer Des gned for the power user, t prov des the ab ty to create mu t step workflows that have many more opt ons than the defau t workflows Visual Studio Used by deve opers to create comp ex bus ness og c workflows, such as state mach ne workflows
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There are a so many th rd-party compan es that have deve oped custom orkflow too s to make the end user’s fe as easy as poss b e These too s prov de w for the des gn ng and dep oy ng of workflows w thout the need for a deve oper
Assigning Workflow Settings Workflow sett ngs can be ass gned to a document brary or st by enab ng them n the sett ngs for the st or brary To enab e a workflow on a st or brary, fo ow these steps 1. Nav gate to the document brary by c ck ng on ts t t e 2. In the document brary, se ect L brary Too s, L brary on the management
R bbon for the document brary 3. Se ect L brary Sett ngs n the Sett ngs sect on 4. Under Perm ss ons And Management, se ect Workflow Sett ngs 5. Se ect the vers on ng opt ons requ red, as shown n F gure 11-13, under
Document Vers on H story Custom workflow temp ates created through e ther SharePo nt Des gner, crosoft V sua Stud o, or a th rd-party too w be ava ab e after they have been M added to the s te co ect on Workflows are ass gned by reference to the ava ab e workflow temp ates
Inbound E-mail Enab ng nbound e-ma support n a document brary prov des the benefit of ntegrat ng SharePo nt w th e-ma E-ma s the most common method of document co aborat on used today Perhaps the s mp est and east ntrus ve way to ntroduce SharePo nt s tes to ex st ng users s to e-ma –enab e a document brary and then add the address to an ex st ng d str but on st be ng used by a team After th s s done, a documents sent by team members are cop ed nto the s te for future reference and search ng When you enab e a document brary for ncom ng e-ma , you need to ensure that the name you choose for the st e-ma address s un que n your SharePo nt farm because on y one address can be used w th a spec fic name—for examp e, stName@contoso com or stName@serverName contoso com To ma -enab e a document brary or st, comp ete the fo ow ng steps 1. Nav gate to the document brary by c ck ng on ts t t e 2. In the document brary, se ect L brary Too s, L brary on the management
R bbon for the document brary 3. Se ect L brary Sett ngs from the Sett ngs sect on 4. Under Commun cat ons, se ect Incom ng E-ma Sett ngs 5. Configure the ncom ng e-ma sett ngs for the document brary
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IMPORTANT
nbound e ma must be enab ed from Centra Adm n strat on
to be ab e to enab e nbound e ma
n the brary or st. E ma sett ngs can be
configured n Centra Adm n strat on, Systems Sett ngs, as shown n F gure 11 15.
FIGURE 11-15 E Ma And Text Messages opt ons n the System Sett ngs a ea n Cent a
Adm n st at on.
Grouping Submissions Subm ss ons can be grouped by the subject ne of the e-ma or by the sender These opt ons can he p to preserve the or g na context of the fi e, even f you choose not to arch ve the or g na e-ma message If Yes s se ected for the Overwr te F es W th The Same Name opt on, a random number s appended to the fi e name of any new documents w th the same names that are e-ma ed to the brary, as shown n F gure 11-16
FIGURE 11-16 E ma Attachments sect on.
Allowing Contributions from Outside the Organization Ma -enab ed brar es are an exce ent way to a ow users from outs de the organ zat on, who do not have access to the SharePo nt s te, to subm t fi es for rev ew nterna y To support th s feature, you must enab e the Arch ve A E-ma Regard ess Of Sender opt on Th s s enab ed n the E-ma Secur ty sect on of the document brary ncom ng e-ma sett ngs by se ect ng the Accept E-ma Messages From Any Sender opt on, as shown n F gure 11-17 376
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FIGURE 11-17 Opt ons fo accept ng e ma f om outs de the o gan zat on.
Offline Support Users often need to access co aborat on spaces wh e not on ne A pr mary examp e of th s s when a user s trave ng and on ne access s m ted SharePo nt 2010 offers the fo ow ng two methods by wh ch users can take content offl ne ■
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Out ook 2003 and ater (Out ook 2003 on y prov des read-on y content Out ook 2007 and 2010 a ow two-way synchron zat on for documents ) M crosoft SharePo nt Workspace 2010 (former y known as Groove)
Many users who work remote y from the office w apprec ate the offl ne capab t es n SharePo nt 2010 The eve of synchron zat on requ red determ nes wh ch c ent shou d be used M crosoft SharePo nt Workspace s shown n F gure 11-18
FIGURE 11-18 M c osoft Sha ePo nt Wo kspace 2010.
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The Document Center The Document Center temp ate, shown n F gure 11-19, s a ta ored s te temp ate that has many of the document management sett ngs enab ed by defau t It’s a conven ent mechan sm for organ zat ons to create a centra repos tory for documents or other nformat on that m ght no onger need to be n a co aborat ve workspace The document center temp ate shou d not be confused w th the Records Center temp ate, wh ch w be d scussed n Chapter 13, “Porta s and Co aborat on ” The records center s there to dea w th offic a fi es w th n the bus ness, such as comp ance requ rements The document center, however, s a med at creat ng a document repos tory The document center s a so a temp ate that can accommodate ed t ng of documents as we as up oad ng them, but these funct ons are contro ed through perm ss ons for key content managers
FIGURE 11-19 Document Cente examp e.
After t s created, the document center has severa funct ons turned on by defau t ■
Vers on ng major and m nor
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Drop-off brary (content organ zer)
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Document break-down Web parts (h ghest rated, newest, and mod fied by me) Up oad Document button
There are severa ways n wh ch documents can be added to the document center These nc ude but are not m ted to the fo ow ng
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V a part of a workflow us ng the offic a fi e asmx Web serv ce
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By creat ng a new document d rect y n a brary n the document center
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By be ng added through offl ne too s such as Out ook or SharePo nt Workspace
A new feature n SharePo nt 2010 s the ab ty to use the Send To funct on n comb nat on w th the content organ zer feature, wh ch a ows the same automated rout ng mechan sm to be used that’s ava ab e n the Records Center temp ate To enab e the content organ zer feature, comp ete these steps 1. C ck on S te Act ons, S te Sett ngs 2. Under S te Co ect on Adm n strat on, se ect S te Co ect on Features 3. C ck the Act vate button n the Content Organ zer sect on f t s not a ready
act vated, as shown n F gure 11-20
FIGURE 11-20 Content O gan ze featu e act vat on.
For examp e, a document brary for a ega s te s used for creat ng and pdat ng ega documents, pet t ons, mot ons, and contracts When a new docuu ment becomes a fina vers on, t s sent to the document center to be stored n the correct brary In the document center, there are severa brar es for stor ng these documents, and they are structured based on the reg ons and case number that the document s created for
Content Organizer and Send To Functionality The content organ zer feature must first be enab ed n the s te where the documents are be ng sent to After the content organ zer s te feature s enab ed, a new document brary, Drop Off L brary, w be ava ab e n the document center Th s brary acts as a rout ng mechan sm for ncom ng documents It uses content organ zer ru es to match the content type and metadata w th the correct document brary and thereby routes them to the r respect ve storage brar es In the examp e we used ear er, the ega documents are sent to the drop-off brary The Send To funct on does not remove the or g na document from the source brary; nstead, t creates a fu copy of the document n the drop-off brary The document was created us ng the var ous ega document content types These content types have severa metadata requ red fie ds, such as c ent name, case number, and reg on In the document center, a content organizer rule s created that defines the c ontent type match and the cond t on of the match that determ nes wh ch document brary the document s routed to after t arr ves n the drop-off brary To create content organ zer ru es, comp ete the fo ow ng steps 1. C ck on S te Act ons, S te Sett ngs 2. Under S te Co ect on Adm n strat on, se ect Content Organ zer Ru es
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3. C ck the Add New Item nk The d a og box shown n F gure 11-21 w
be
d sp ayed
FIGURE 11-21 Content O gan ze Ru es: New Ru es page, w th the Ru e Name, Ru e Status
And P o ty, and Subm ss on’s Content Type sect ons.
When spec fy ng a subm ss on content type to be used, you must ensure that the type a so ex sts at the target ocat on brary n the document center (See F gure 11-22 ) In the ear er examp e, the enterpr se content types for var ous ega documents must a so be ass gned to the target ocat on brary n the document center
FIGURE 11-22 Content O gan ze Ru es page, Ta get Locat on sect on.
Mu t p e cond t ons can be added to the content organ zer ru e as we , such as region=north and Report Status=Final To add more cond t ons, c ck the Add Another Cond t on nk, as shown n F gure 11-23
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FIGURE 11-23 Content O gan ze Ru es page, Cond t ons sect on.
On the s te co aborat on space where the actua documents are ocated, create a Custom Send To Dest nat on nk Th s s done v a the Advanced sett ngs n the L brary Sett ngs menu accessed v a L brary Too s on the management R bbon Fo ow these steps to create the nk 1. Nav gate to the document brary by c ck ng on ts t t e 2. In the document brary, se ect L brary Too s, L brary on the management
R bbon for the document brary 3. Se ect L brary Sett ngs n the Sett ngs sect on 4. Under Genera Sett ngs, se ect Advanced Sett ngs 5. Configure the Custom Send To Dest nat on for the document brary, as
shown n F gure 11-24
FIGURE 11-24 Custom Send To Dest nat on sect on.
NOTE On y one custom Send To dest nat on can be created per document brary, a though us ng workflow can a d n the creat on of mu t p e send to ocat ons based on bus ness og c and status of the document.
When creat ng the custom Send To ocat on, you shou d ensure that you spec fy the drop-off brary as the fina dest nat on because t s the on y brary that has the content organ zer assoc ated w th t The URL shou d be someth ng s m ar to the fo ow ng http://portal.contoso.com/DocumentCenter/DropOffLibrary.
When a document s now up oaded or sent to the drop-off brary, t w be r outed correct y A t mer job defin t on s created for each Web app cat on for process ng the content organ zer ru es NOTE By defau t, the Content Organ zer Process ng t mer job s set to Da y, so f you want the documents to be moved qu cker from the drop off brary, change the t m ngs for the defin t on ru e n Centra Adm n strat on.
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After the t mer job has successfu y run, documents w be routed to the correct brary ocat on n the order spec fied by the act ve pr or ty that was defined n the content organ zer ru es
Metadata Navigation and Filtering More and more, documents are stored n s tes ke the document center The resu t s that when peop e need to find nformat on, the r search center resu ts or v ews return far too many tems for them to effic ent y find what they need To counter th s trend, SharePo nt 2010 nc udes a new configurat on opt on n the document brary ca ed Metadata Nav gat on Sett ngs These sett ngs a ow for the creat on of custom metadata and for tag-based query Web parts to be p aced on the Qu ck Launch too bar Th s a ows the user to qu ck y sort and fi ter for documents based on attr butes defined on the Metadata Nav gat on Sett ngs page To configure the Metadata Nav gat on Sett ngs, comp ete the fo ow ng steps 1. Nav gate to the document brary by c ck ng on ts t t e 2. In the document brary, se ect L brary Too s, L brary on the management
R bbon for the document brary 3. Se ect L brary Sett ngs from the Sett ngs sect on 4. Under Genera Sett ngs, se ect Metadata Nav gat on Sett ngs 5. Configure the metadata nav gat on sett ngs for the document brary, as
shown n F gure 11-25
FIGURE 11-25 The Conf gu e Nav gat on H e a ch es sect on fo a document b a y.
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After these sett ngs are configured, the new query Web parts appear be ow the s te nav gat on area and can be used to fi ter and sort for content n the document brary When us ng fi ter and sort, a documents n the brary are returned that match the fi ter, even f the documents were n fo ders or document sets A tems match ng the sort cr ter a are returned, as shown n F gure 11-26
FIGURE 11-26 The documents w th att butes spec f ed n the Metadata Nav gat on Sett ngs a ea.
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nformat on Management Po c es 385
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rgan zat ons w a ways be faced w th the respons b ty of hand ng and ma nta n ng permanent records When those records were phys ca fi es, the poss b t es of management were rather m ted and easy to document Informat on management po c es cou d be defined based on abe ng ru es for the phys ca fi es Retr eva of those records was qu te cumbersome and potent a y requ red the manua hand ng of a records to search for a spec fic record W th M crosoft SharePo nt Server 2010, the hand ng and ma ntenance of r ecords s far more flex b e and can adhere to any eve of comp ex ty n nformat on management po c es At the same t me, records management s a so who y usab e by the co aborat ve commun ty Data that wou d otherw se not be access b e after t was dec ared as a record becomes eas y access b e w th n-p ace records management
W th records grouped and nked through a records center, cop es of a records are stored n a centra repos tory where they can be eas y quer ed when the need ar ses The pr nc p e of automat c categor ca fi ng of records s the same as us ng a document center; therefore, t prov des you w th a robust group ng of metadata w th wh ch to search and retr eve the records
Information Management Policies Informat on management po c es are a set of ru es app ed to document brar es and content types These po c es enab e adm n strators to contro how document nformat on s reta ned, aud ted, and d sposed of The task of defin ng and managng these po c es typ ca y s performed by a comp ance officer, records manager,
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or other content spec a st There are three ways that nformat on management po c es are defined ■
On a document brary, nc ud ng fo ders
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Aud t ng
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Barcodes
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Labe s
Document brar es a ways enforce po c es that are defined on the spec fic content types nc uded w th n the brary However, add t ona po c es can be chosen to define po c es at the brary eve , wh ch then affect a content types w th n the brary, nc ud ng fo ders One of the pr mary sett ngs that can be configured at the document brary– eve s the source of retent on Th s sett ng configures where a brary rece ves ts retent on schedu e from There are on y two opt ons Content Types and L brary And Fo ders To change the Source Of Retent on sett ngs for a document brary perform the fo ow ng steps 1. Nav gate to the document brary by c ck ng on ts t t e 2. After you have accessed the document brary, se ect L brary Too s, L brary on
the R bbon for the document brary 3. Se ect L brary Sett ngs from the Sett ngs sect on 4. Under Perm ss ons And Management, se ect Informat on Management Po cy
Sett ngs 5. On the L brary Based Retent on Schedu e page, c ck the Change Source nk 6. Se ect e ther Content Types or L brary And Fo ders, as shown n F gure 12-1
FIGURE 12-1 nfo mat on Management Po cy page, Sou ce Of Retent on sett ngs.
SharePo nt Server 2010 ntroduces the funct ona ty of enterpr se content types; therefore, t makes more sense to ma nta n contro of po c es v a these content types Th s approach a ows you to have centra zed contro of both the temp ates
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3. Se ect the appropr ate eve of act ons that can be performed by contr butors
and adm n strators w th n the s te co ect on, as shown n F gure 12-3 NOTE Record dec arat on ocat on ava ab ty as we as de ete restr ct ons can a so be managed w th n the Record Dec arat on sett ngs.
FIGURE 12-3 Dec a at on Ro es sect on w th n the Reco d Dec a at on sett ngs.
Records Typ ca y, after a document has been dec ared as a record t has reached a stage n ts fe cyc e where t has a ega , comp ance, or bus ness process requ rement Records have two poss b e opt ons when be ng configured 1. Use the same retent on po cy as the nonrecords 2. Define a d fferent set of retent on requ rements after t becomes a record
After a document becomes a record, t can be sent automat ca y as part of a workflow to the offic a corporate records center to become part of the aud t and comp ance requ rement of the bus ness The dec arat on of the document as a record can requ re that the document be sent to the document center, as n the case of a fina vers on of a company’s emp oyee benefits po cy, wh ch when comp eted must be ava ab e to a emp oyees n the organ zat on through the document center The determ nat on of what becomes a record s at the d scret on of the rgan zat on’s comp ance officer, records manager, or other content spec a st, and o the process s exerc sed n accordance w th the nformat on management po c es of the organ zat on
Auditing When aud t ng s enab ed, t addresses and ogs nformat on re ated to the fo ow ng act ons, and that nformat on can then be v ewed as part of an aud t tr a po cy (as shown n F gure 12-4) 1. Open or down oad documents, v ew tems n sts, or v ew tem propert es 2. Ed t tems 3. Check out or check n tems
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4. Move or copy tems to another ocat on n the s te 5. De ete or restore tems
Users can query SharePo nt to assemb e reports of aud t event nformat on as needed
FIGURE 12-4 Sett ngs fo aud t ng po cy nfo mat on.
Document Bar Codes Document bar codes are s m ar to document abe s, but nstead of text, they represent a un que dent fier rendered n a mach ne-readab e format To v ew the generated bar code, c ck the V ew Propert es command on the document drop-down st
Document Labels The document abe feature s des gned to ass st n organ z ng documents for systemat c storage and retr eva Document abe s are text abe s that SharePo nt can generate automat ca y based on a content type’s metadata Document abe s can be pr nted and attached to a phys ca copy of the document or nserted as graph cs nto the fi e Changes to a document abe can be prevented after the abe s attached to a document, as shown n F gure 12-5
FIGURE 12-5 Document abe s po cy sett ngs.
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When the nformat on management po cy has been created or updated on a content type that has been created as an enterpr se content type, the content types needs to be repub shed to force the changes down to the s te co ect ons that are consum ng that content type There s a t mer job that runs on a per od c bas s and synchron zes brar es and s tes that use the content types w th the enterpr se content types NOTE The Content Types Subscr ber t mer job can be run manua y to force changes down to the s te co ect ons.
After the po cy has been app ed, you can v ew the new deta s for the po cy by ook ng at the comp ance deta s for a document that used the content type changed w th the po cy or that ex sts n a brary that has had a po cy app ed to t To see the comp ance deta s, c ck the Comp ance Deta s command on the document drop-down st, as shown n F gure 12-6
FIGURE 12-6 Comp ance Deta s opt on n the document d op down st.
The resu t d sp ays the comp ance deta s n the Comp ance d a og box, and the new retent on stages as configured n the nformat on management po cy shou d be v s b e, as shown n F gure 12-7
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FIGURE 12-7 Comp ance deta s d a og box.
In Place Records Management Another new feature n SharePo nt Server 2010 s n-p ace records management Severa new funct ons have been made ava ab e to he p compan es arch tect a comp ance and record-dec arat on mechan sm ■
A ow ng record dec arat on at the st and brary eve
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De egat ng user contro for dec ar ng records
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Dec ar ng through a workflow
One of the common configurat on prob ems that comp ance arch tects were faced w th n SharePo nt 2007 was that the on y p ace where document dec arat on cou d take p ace was w th n the records center The obv ous prob em w th th s was that not a documents needed to ve n a records center, and many ex sted n other s tes, such as a document center or a po c es s te If for some reason t was necessary to ocate a the documents that were part of the comp ance request, do ng so was very d fficu t because they were not a n the records center To so ve these prob ems, SharePo nt Server 2010 no onger requ res that a ocument res de n the records center Instead, document dec arat on can be d carr ed out n p ace n estab shed s tes such as the document center and a ongs de nonrecord documents Th s arrangement a ows for a more flu d man pu at on of record and nonrecord documents, wh ch can coex st w th n the same document space and therefore be consumed more free y To enab e n-p ace record management, the S te Co ect on feature must first be turned on You can do that by comp et ng these steps 1. C ck S te Act ons, S te Sett ngs 2. Under S te Co ect on Adm n strat on, c ck S te Co ect on Features
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3. Act vate the In P ace Records Management feature f t s not a ready act ve,
as shown n F gure 12-8
FIGURE 12-8 n P ace Reco ds Management featu e fo s te co ect ons.
Allowing Record Declaration at the List and Library Level Offic a record dec arat on s governed by e ther a po cy or a workflow that nvokes the dec arat on You can, however, a ow records dec arat on at the st or brary eve The fo ow ng two cho ces are ava ab e when enab ng th s opt on, as shown n F gure 12-9 ■
Manua Record Dec arat on Ava ab ty
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Automat c Dec arat on
FIGURE 12-9 L b a y Reco d Dec a at on Sett ngs page.
Manual Record Declaration Users cannot manua y dec are a document as a record w th n a brary w thout th s opt on first be ng made ava ab e Th s opt on s not enab ed by defau t and takes the sett ngs from the s te co ect on To a ow the user to overr de these sett ngs, enab e Manua Record Dec arat on Ava ab ty on the brary by fo ow ng these steps 1. Nav gate to the document brary by c ck ng on ts t t e 2. After you access the document brary, se ect L brary Too s, L brary on the
management R bbon for the document brary 3. Se ect L brary Sett ngs n the Sett ngs sect on 4. Under Perm ss ons And Management, c ck L brary Record Dec arat on
Sett ngs 5. Se ect A ways A ow The Manua Dec arat on Of Records, and then c ck OK
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A new opt on named Dec are Record s ava ab e n the Documents tab on the management R bbon under L brary Too s, as shown n F gure 12-10 Se ect the document that you want to dec are, and then c ck the Dec are Record button There s a so an Undec are Record button you can c ck f the document no onger s needed as part of an offic a record storage and retr eva process
FIGURE 12-10 Opt ons to manua y dec a e o undec a e a eco d.
After the document has been dec ared, the document s ocked, as nd cated by a sma pad ock con As a ocked document, t cannot be ed ted un ess t s undec ared A so, now that t s a record, t can form part of a ho d process f a ega or comp ancy request s put nto p ace
Automatic Declaration Some sts or brar es need to have a documents become records, and a though the st or brary m ght ex st n a standard co aborat on s te, t ho ds forma records To n t ate th s process, s mp y go back to the Record Dec arat on sett ng n the brary and choose Automat ca y Dec are Items As Records When They Are Added To Th s L st, as shown n F gure 12-9 NOTE For any ex st ng tems n the brary, you need to check them out and then check them n for the ock to be put nto p ace. For a new tems, the process s automat c as you are requested to check the document n.
The Records Center In SharePo nt 2007, these funct ons were m ted to on y the temp ates, such as the records center for stor ng dec ared records W th SharePo nt Server 2010, that m tat on has been fted So the quest on now becomes why does the records center need to ex st? W th n-p ace record management, you can manage records ndependent of a centra repos tory The s mp e answer to th s quest on s re ated to the work process
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To bu d the records center, you use many of the funct ons a ready d scussed n var ous chapters of th s book, spec fica y those n the fo ow ng st ■
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Content Organizer To manage the rout ng of documents (See Chapter 11, “Document Management ”) Metadata Navigation and Filtering To a d n the d scovery process (See Chapter 10, “Enterpr se Content Types and Metadata ”) Information Management Policies To define how the tem s he d (See the “Informat on Management Po c es” sect on n th s chapter )
The rout ng mechan sm w th n the records center works the same as automated rout ng process ng does w th n the content organ zer When a records center s created, certa n s te features are automat ca y enab ed or can be enab ed to make t funct on w th n the nformat on management po cy requ rements These features nc ude the fo ow ng ■
Content Organ zer
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Metadata Nav gat on and F ter ng
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Offl ne Synchron zat on for Externa L sts
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SharePo nt Server Standard S te Features
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Team Co aborat on L sts
Most s te co ect ons do not requ re a these features to be enab ed However, most corporat ons requ re str ct secur ty, process ng, and so at on for these s tes A ways cons der g v ng the records center ts own s te co ect on or Web app cat on From a des gn and arch tectura perspect ve, t rare y makes sense to have a corporat on’s offic a records center be part of a co aborat on mode The greatest advantage of so at ng the records center n ts own Web app cat on s that t w a so have secur ty so at on It can, therefore, a so have ts own M crosoft Internet Informat on Serv ces (IIS) Web s te, wh ch can have ts own IIS app cat on poo and ndependent secur ty credent a s Adopt ng th s approach prevents other app cat on poo s or Web s tes from affect ng what happens to th s s te IIS or the server wou d need to have a prob em before t cou d be affected A spec a group, ca ed Records Center Web Serv ce Subm tters, s created n the records center s te Th s group a ows you to define the other app cat on poo IDs, wh ch a ow them to subm t tems us ng the officialfile.asmx Web serv ce When users or workflows subm t tems to the records center, the Web app cat on’s app cat on poo , rather than the user, has the job of commun cat ng and subm tt ng the records After you create the records center s te, a configurat on page s ava ab e from the S te Act ons menu that out nes the steps requ red to configure the s te and
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get t up and runn ng The pr mary steps, wh ch are shown n F gure 12-11, are as fo ows 1. Create the requ red content types 2. Create the record brar es 3. Create content organ zer ru es 4. Des gn the s te we come page
Even though enterpr se content types are configured n the farm, they st need to be subscr bed to w th n the records center s te co ect on before they can be added to the organ zer ru es
FIGURE 12-11 Reco ds Cente Management page.
As you d d w th other s tes, such as the Document Center, you create document brar es w th the spec fic nformat on management po c es ass gned to them After these document brar es are created, configure the content organ zer ru es to define wh ch content types get routed to wh ch brary You can custom ze the we come page, and you can change Web parts just as you can w th any other s te After the pr mary configurat on steps are comp eted, the next step s to define how nformat on w get routed to the records center There are severa methods you can use to make th s happen ■ ■
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By us ng the Send To funct on (wh ch uses the offic a fi e asmx Web serv ce) Through an automated workflow (wh ch uses the offic a fi e asmx Web serv ce) As part of e-ma journa ng (wh ch s configured w th M crosoft Exchange Server) By manua y subm tt ng a record (wh ch requ res users to manua y denote records)
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Configuring the Farm Send To Action The Send To funct on can be defined from e ther of two ocat ons from the advanced propert es n a document brary, or from the Farm opt on n SharePo nt Centra Adm n strat on An advantage of configur ng Send To ocat ons n Centra Adm n strat on s that after you create them, they are ava ab e to users n every s te co ect on n a Web app cat on and farm Th s approach makes t easy to dep oy the centra records store Send To ocat on regard ess of the co aborat on mode used Another advantage of us ng the Centra Adm n strat on method s that you can configure mu t p e Send To ocat ons, wh ch s usefu for an organ zat on that has more than one records center Prev ous y, n SharePo nt 2007, you cou d have on y a s ng e Send To ocat on for the ent re farm To configure the farm Send To ocat ons, perform the fo ow ng steps 1. Open Centra Adm n strat on, Genera App cat on Sett ngs, Externa Serv ce
Connect ons, Configure Send To Connect ons 2. Se ect the Web app cat on from the drop-down st for wh ch the Send To
ocat on w
show up
3. You can a so choose to a ow the s tes n the Web app cat on to send tems
outs de the s te subscr pt on, perhaps to another farm where a g oba records management system s n p ace 4. Make sure to spec fy a fr end y name n the D sp ay Name fie d Th s s the
name that users see when they se ect the document n the brary Namng convent ons are mportant, espec a y f mu t p e Send To ocat ons are ava ab e to the user n both farmw de and oca y configured ocat ons 5. Spec fy the Send To URL To create the connect on, you must spec fy the URL
of the records center s te nc ud ng the Web serv ce fi e name, officialfile. asmx —for examp e, http //server/s te ur / vt b n/offic a fi e asmx 6. You can a so choose to a ow users to manua y subm t fi es to the records
center us ng the ‘Send To’ feature on the document menu IMPORTANT f the p anned approach for offic a fi es s to have the process automated by a workflow on y, you need to c ear the A ow Manua Subm ss on From The Send To Menu check box.
7. Choose what to do w th the tem be ng sent to the records center There are
three opt ons Copy, Move, and Move And Leave A L nk 8. C ck OK to create the Send To connect on
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Configuring the Content Organizer Rules and Permissions To automat ca y route documents to the correct brary, you configure rout ng ru es that are based on content types and metadata va ues The same process app es when creat ng brar es as we as those for the document center In Chapter 11, the “Content Organ zer and ‘Send To’ Funct ona ty” sect on out nes how to create content organ zer ru es These cons st of the fo ow ng 1. Create a document brary n the Record Center s te that w
act as a drop-off brary (For deta s on creat ng a document brary, see Chapter 11 )
2. Configure the drop-off brary to a ow content types, and then add the same
content types as the source brary When spec fy ng a subm ss on content type to be used, the type must a so ex st at the target ocat on brary n the document center 3. Add any custom metadata requ red on the brary The metadata fie ds must
a so match the source document brary 4. Create the content organ zer ru es, as shown n the “Content Organ zer and
‘Send To’ Funct ona ty” sect on of Chapter 11 After the ru e s created, grant subm ss on r ghts to the app cat on poo ID that w be used by the send ng process, as shown n F gure 12-12 To grant subm ss on, r ghts, perform the fo ow ng steps 1. C ck S te Act ons, S te Sett ngs 2. Under Users And Perm ss ons, c ck Users And Groups 3. C ck on the Groups header n the eft nav gat on pane 4. Se ect the Record Center Web Serv ce Subm tters group from the st 5. Grant perm ss on by add ng the app cat on poo ID to the group C ck the
New button to add the app cat on poo ID
FIGURE 12-12 Reco ds Cente Web Se v ce Subm tte s page.
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Now that the content organ zer ru e and requ red brar es are n p ace, the new brary s ready to accept records subm tted by users The A ow Manua Subm ss on sett ng must be enab ed on the document brary tse f before the record center content organ zer ru e w be ab e to process documents subm tted w th the Send To feature The Send To feature can be configured for the s te co ect on or for an nd v dua document brary To enab e Manua Subm ss on on the s te co ect on for a document brar es other than those that have custom record dec arat on sett ngs, perform the fo ow ng steps 1. C ck S te Act ons, S te Sett ngs 2. Under S te Co ect on Adm n strat on, c ck Record Dec arat on Sett ngs 3. In the Record Dec arat on Ava ab ty area, se ect Ava ab e In A Locat ons
By Defau t to enab e the Send To menu tem to be ava ab e n a document brar es IMPORTANT Not a document brar es w need to a ow for manua subm ss on of records to the records center. Before enab ng th s at the s te co ect on, you shou d ensure that the records management po cy s adapted for th s sett ng and content organ zer ru es have been put n p ace to support document brar es as they are created.
To enab e Manua Subm ss on on the document brary, wh ch turns on the Send To menu tem n the document drop-down menu, perform the fo ow ng steps 1. Nav gate to the document brary by c ck ng on ts t t e 2. In the document brary, se ect L brary Too s, L brary n the management
r bbon for the document brary 3. Se ect Sett ngs, L brary Sett ngs 4. Under Perm ss ons And Management, se ect Record Dec arat on sett ngs 5. Configure Manua Record Dec arat on Ava ab ty to A ways A ow The
Manua Dec arat on Of Records The records center content organ zer ru e can be ver fied by send ng a document that has been created w th a match ng type from a document brary Perform the fo ow ng steps, as shown n F gure 12-13 1. Ins de a document brary, c ck a check box to se ect a document 2. C ck the document drop-down arrow, and se ect the Send To opt on 3. Se ect the records center name that you configured n the farm’s Send To
sett ngs 4. The record w
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FIGURE 12-13 Manua subm ss on of a document to the eco ds cente .
After the record has been subm tted, an Operat on Comp eted Successfu y screen s d sp ayed, as shown n F gure 12-14, un ess add t ona metadata s requ red n the dest nat on brary n add t on to the metadata a ready stored n the content type tse f
FIGURE 12-14 Subm ss on to eco ds cente comp eted successfu y.
If the subm ss on was another tem type, such as an e-ma message, a prompt appears as part of the journa ng method to prov de the metadata that was configured on the dest nat on brary If the subm ss on was part of a workflow, no manua process s requ red and the document s correct y routed at the t me the ca s made to subm t the document
Managing the Records After the records center has been estab shed for a per od of t me, certa n comp ance act ons m ght need to be taken on the documents subm tted to the records center and a so on other documents n the system that had prev ous y been dec ared as records The records center carr es certa n un que comp ance management funct ons to enab e you to do th s
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D scover and ho d records
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Generate a fi e p an report
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Generate an aud t report
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To access the three opt ons, c ck Manage Records Center n S te act ons n the Common Records Management Tasks area; you can a so find the ho d and eD scovery management sett ngs under the s te sett ngs
Discover and Hold Records At certa n t mes, an organ zat on m ght be requ red to produce a records perta n ng to a spec fic set of cr ter a Th s s true for aud ts or to meet certa n ega requ rements As part of some ega requ rements or aud ts, a records perta n ng to a spec fic contract or some other cr ter a m ght be requ red It s cr t ca to be ab e to track down a tems that match the requ rements W th the D scover And Ho d feature, you are ab e to ssue a search query to d scover the tems n quest on and ssue a ho d on those found records To d scover and ho d records as ava ab e n Record Center Management Tasks, perform the fo ow ng steps 1. Se ect S te Act ons, Manage Record Center 2. Under Common Records Management Tasks, se ect D scover And Ho d
Records 3. Enter re evant search cr ter a, and spec fy or create a re evant ho d defin t on 4. C ck the Add Resu ts To Ho d’ button to start the search
There are three configurat on opt ons for d scover and ho d records Both the search cr ter a and the re evant ho d must be spec fied before start ng the search ■
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Search Criteria Defines the URL and the search query context for d scovery Local Hold Or Export If you se ect Loca Ho d, the tems rema n n the r current ocat on and cannot be de eted even f an nformat on management po cy was defined to de ete them after a certa n per od of t me The tems rema n unt the ho d s fted If you se ect Export, you can choose another ocat on to copy a the d scovered tems to A ho d s p aced on the cop ed tems Relevant Hold Spec fies wh ch ho d to app y to the search resu ts The ho d defin t on spec fies the manager of the ho d, and any add t ona documentat on about the ho d can be attached to the ho d defin t on You can create mu t p e ho d defin t ons The records be ng p aced on ho d w have the re evant ho d assoc ated w th them
After the search has fin shed and the re evant ho d has been defined, se ect Add Resu ts To Ho d and the tems d scovered w be p aced on ho d You can spec fy that a record be he d for more than one re evant ho d at the same t me You m ght want to do th s when you have more than one ega requ rement or aud t that perta ns to a fi e In these nstances, an tem st rema ns on ho d even f one of the ho ds s fted
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Generate a File Plan Report You can create a M crosoft Office Exce fi e that out nes your fi e p an as t s current y figured n your records center, and you can export t To create the fi e p an, you need to spec fy a ocat on to store t n, as shown n F gure 12-15
FIGURE 12-15 F e P an Repo t Reco d L b a y custom zat on page.
To generate a fi e p an report perform the fo ow ng steps 1. Se ect S te Act ons, Manage Record Center 2. Under Common Records Management Tasks, se ect Generate A F e P an
Report 3. Spec fy the fi e ocat on where the report w
be stored when t s generated,
as shown n F gure 12-15 4. C ck OK
The fi e p an report s generated as an Exce document that conta ns deta ed nformat on about the configured records center fi e p an The fi e p an report conta ns the fo ow ng nformat on ■
S te deta s, such as dec arat on sett ngs and the number of tems on ho d
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Retent on deta s, wh ch you can dr down nto for more nformat on on the secondary worksheet w th n the Exce report fi e Fo der deta s, wh ch you can dr as tem tota s and secur ty
down nto for nformat on on fo ders, such
Each new report s stored separate y n the fo der spec fied, as shown n F gure 12-16
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FIGURE 12-16 Reco d b a y show ng the expo ted f e p an summa y.
Generate an Audit Report Aud t ng reports prov de the ab ty to dr down nto spec fic areas of dec ared records act v t es The reports are d v ded nto four categor es, w th each category hav ng spec fic reports ava ab e ■
Content Act v ty Reports
• • • • ■
Content mod ficat ons Content type and st mod ficat ons Content v ew ng De et on
Custom Reports
• Run a custom report ■
Informat on Management Po cy Reports
• Exp rat on and d sposa • Po cy mod ficat ons ■
Secur ty and S te Sett ngs Reports
• Aud t ng sett ngs • Secur ty sett ngs The onger the records center has been n p ace, the more nformat on you w find ava ab e to generate the reports Th s nformat on w be v ta to comp ance officers or aud tors and cou d be requ red as part of ega enqu r es Custom reports can be used to ga n a more deta ed p cture of spec fic events
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CHAP TER 13
Portals and Collaboration ■
Pub sh ng nfrastructure 405
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ne of the first th ngs many adm n strators not ce about SharePo nt Server 2010 s the ack of a fu y funct on ng porta The ack of a porta s a resu t of the expans ve feature set nc uded n SharePo nt Server 2010 There s mp y s no way to deve op a porta that w work for every organ zat on Instead, you have been prov ded w th a r ch feature set to bu d your own, d st nct porta Th s chapter d scusses the core features most adm n strators w use when bu d ng a porta
Publishing Infrastructure The pub sh ng nfrastructure of SharePo nt Server 2010 conta ns many d fferent features and a w de range of funct ona ty The major e ements of th s nfrastructure are master pages, page ayouts, and content types Before cont nu ng w th the deta s of the pub sh ng nfrastructure, here s an overv ew of the major components ■
Master pages M crosoft Office SharePo nt Server 2010 uses ASP NET master pages to define the ook and fee of the common page e ements used n a s te The use of master pages reduces a s te’s des gn and deve opment overhead by mpart ng changes made to a s ng e fi e to the ent re s te Master pages common y nc ude headers, footers, and nav gat on contro s SharePo nt Server 2010 master pages a so conta n the R bbon user nterface, wh ch was ntroduced n M crosoft Office 2007
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Page layouts Page ayouts are another key component of the SharePo nt Server 2010 pub sh ng nfrastructure Page ayouts reference a SharePo nt Server 2010 master page and contro how the content s presented to the user Page ayouts depend on content types to prov de nstruct on as to what nformat on shou d be surfaced n the page ayout Page ayouts are stored n the Master Page Ga ery and can, ke master pages, be app ed throughout a s te
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SharePoint Designer 2010 SharePo nt Des gner 2010 s a too that many adm n strators and des gners w use when custom z ng master pages and page ayouts on s tes SharePo nt Des gner 2010 s a free program; therefore, contro ng access to th s too s cr t ca to ma nta n ng contro of the content and ayout of a SharePo nt Server 2010 s te W th SharePo nt Server 2010, you now have the ab ty to eas y contro access to SharePo nt Des gner 2010 through both Centra Adm n strat on and the S te Sett ngs menu
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Themes SharePo nt Server 2010 has brought about s gn ficant change w th regard to custom z ng s te themes These changes make work ng w th SharePo nt Server 2010 themes eas er for the end user As w th many aspects of SharePo nt Server 2010, the amount of at tude g ven to the end user to custom ze a s te’s co or scheme and fonts depends on the eve of contro that s a ocated to the user
Enabling the Publishing Infrastructure Many SharePo nt Server 2010 s te temp ates do not have the pub sh ng nfrastructure enab ed To d scover whether a s te has the pub sh ng nfrastructure enab ed, open the S te Act ons menu If you do not see the Manage Content And Structure opt on, as shown n F gure 13-1, you most ke y do not have the pub sh ng nfrastructure enab ed
FIGURE 13-1 A pub sh ng nf ast uctu e S te Act ons menu.
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To enab e the pub sh ng nfrastructure, you must first act vate the feature at the s te-co ect on eve , and a so for each s te w th n the co ect on To enab e the pub sh ng nfrastructure for the top- eve s te, do the fo ow ng 1. From S te Act ons menu, open S te Sett ngs and se ect S te Co ect on
Features n the S te Co ect on Adm n strat on group ng 2. C ck the Act vate button to the r ght of the SharePo nt Server Pub sh ng
Infrastructure feature, as seen n F gure 13-2
FIGURE 13-2 C ck Act vate to enab e the featu e.
3. From the S te Act ons menu, open S te Sett ngs and se ect Manage S te
Features n the S te Act ons group ng 4. C ck the Act vate button for the SharePo nt Server Pub sh ng feature
Master Pages After enab ng the pub sh ng nfrastructure, you can add and remove master pages, and se ect the ava ab ty of those master pages w th n your s tes In SharePo nt Server 2010, you now have the flex b ty of brand ng app cat on master pages w thout mod fy ng the fi es on the Web server In prev ous vers ons of SharePo nt Server, pages w th n a s te were branded w th the s te master page, and pages on the hard
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d sk of the Web server were branded d fferent y To enab e app cat on master pages to use the s te master page, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Web
App cat ons 2. Se ect the Web app cat on you want to mod fy, and se ect Genera Sett ngs
from the Web App cat ons tab on the management R bbon 3. Scro down unt you see the Master Page Sett ng For App cat on Layouts
Pages opt on, as shown n F gure 13-3 4. Se ect Yes to reference s te master pages
FIGURE 13-3 Se ect Yes to have app cat on pages efe ence s te maste pages.
Master pages are app ed n the S te Sett ngs area There are two opt ons for master pages S te Master Page and System Master Page The s te master page s used by a pub sh ng pages, such as those n the /s tepages/ brary If you configured the ayout pages to use s te master pages, those pages w adhere to th s sett ng The system master page s the second opt on that you can configure Th s master page s used for a forms and v ew pages throughout the s te—essent a y, a pages except those n pub sh ng brar es To change the s te or system master page, do the fo ow ng 1. From the S te Act ons menu, open S te Sett ngs and se ect Master Page n the
Look And Fee group ng 2. In the drop-down menu for e ther the S te Master Page sect on or the System
Master Page sect on, se ect a master page, as seen n F gure 13-4 3. If des red, you can reset a subs tes to nher t th s master page 4. C ck OK
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Chapter 13 Po ta s and Co abo at on
FIGURE 13-4 Change the maste page v a the d op down menu
TIP Subs tes can nher t the system master page w thout act vat ng the pub sh ng nfrastructure on those subs tes. Th s reduces the page s ze and the comp ex ty of manag ng those subs tes.
You can a so up oad custom master pages that are created by your deve opers or des gners Th s a ows for greater de egat on of adm n strat on than w th a nonpub sh ng s te co ect on W thout the pub sh ng nfrastructure enab ed, a s te co ect on adm n strator cannot change or up oad master pages w thout SharePo nt Des gner 2010 To up oad a custom master page for use, do the fo ow ng 1. From the S te Act ons menu, open S te Sett ngs and se ect Master Pages
And Page Layouts n the Ga er es group ng to get to the page shown n F gure 13-5 2. Se ect Documents on the L brary Too s tab from the management R bbon 3. Se ect Up oad Document 4. Browse and se ect your custom master page 5. C ck OK
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FIGURE 13-5 Se ect Up oad Document to up oad you custom maste page.
Before master pages w work for nonadm n strat ve users, they must first be pub shed and approved n the Master Page And Page Layout Ga ery To pub sh a master page, Se ect Pub sh A Major Vers on, as seen n F gure 13-6
FIGURE 13-6 Se ect Pub sh A Majo Ve s on to make the maste page ava ab e.
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Chapter 13 Po ta s and Co abo at on
Page Layouts Page ayouts are the component of SharePo nt Server 2010 that define the ook and fee , as we as the p acement, of your content n a s te These pages define content zones, nc ud ng the p acement of Web part zones and fie d contro s, and they can a so conta n Web parts The content type and assoc ated page ayout contro the nformat on co ected for the page Th s content type a so defines what type of content, such as text or mages, needs to be co ected for the fie d Th s co ected nformat on s stored n a st and s d sp ayed on the page, accord ng to the page ayout To up oad a new page ayout, do the fo ow ng 1. From the S te Act ons menu, open S te Sett ngs and se ect Master Pages And
Page Layouts n the Ga er es group ng 2. Se ect Documents from the L brary Too s tab on the management R bbon 3. Se ect Up oad Document 4. Browse and se ect your custom master page 5. Se ect Pub sh A Major Vers on n the page ayout drop-down menu 6. C ck OK
You can contro wh ch page ayouts are ava ab e to end users n a pub sh ng s te To m t the page ayouts ava ab e to users, do the fo ow ng 1. From the S te Act ons menu, open S te Sett ngs and se ect Master Pages And
S te Temp ates from the Look And Fee group ng 2. H gh ght the a owed page ayouts, and c ck Add, as seen n F gure 13-7
FIGURE 13-7 C ck Add o doub e c ck to a ow spec f c page ayouts.
3. C ck OK
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SharePoint Designer 2010 Access SharePo nt Des gner 2010 s ava ab e to create and mod fy both page ayouts and master pages However, SharePo nt Des gner 2010 s a powerfu too and can qu ck y break your s te f an untra ned user has access To prevent SharePo nt Des gner 2010 ed t ng of master pages and page ayouts, you can d sab e SharePo nt Des gner 2010 access A farm adm n strator can m t the use of SharePo nt Des gner 2010 n a Web app cat on, and s te co ect on adm n strators can m t the use of SharePo nt Des gner 2010 n a s te, assum ng t s a owed for the Web app cat on t s conta ned n To m t SharePo nt Des gner 2010 access for a Web app cat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Web
App cat ons 2. Se ect the Web app cat on you want to mod fy 3. From the Genera Sett ngs drop-down menu, on the Web App cat ons tab,
se ect SharePo nt Des gner 4. Dese ect the type of access you want to deny n SharePo nt Des gner 2010, as
seen n F gure 13-8 5. C ck OK
FIGURE 13-8 Dese ect opt ons you do not want to have n you s te.
On y SharePo nt Des gner 2010 features that are enab ed for the Web app cat on are ava ab e to man pu ate n S te Co ect on Adm n strat on To m t SharePo nt Des gner 2010 funct ona ty w th n a s te co ect on, do the fo ow ng 1. From the S te Act ons menu, open S te Sett ngs
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Themes SharePo nt Server 2010 has undergone a drast c change when t comes to the theme eng ne for custom z ng the ook and fee of s tes The changes to the SharePo nt Server 2010 theme eng ne have made t eas er for users to custom ze the co or scheme and fonts used w th n the s te To browse ava ab e themes and change the theme for a s te, browse to S te Act ons, S te Sett ngs, S te Theme n the Look And Fee group ng You’ be presented w th a page s m ar to F gure 13-10
FIGURE 13-10 You can eas y change the theme and co o s n Sha ePo nt Se ve 2010.
In prev ous vers ons of SharePo nt Products and Techno og es, themes were c reated by a deve oper and oaded on the fi e system of the Web server In SharePo nt Server 2010, you can create theme fi es ( thmx) n Office app cat ons such as M crosoft Office PowerPo nt 2010 Many compan es may a ready have ex st ng thmx fi es that they wou d ke to use to custom ze the brand ng of the r s te These theme fi es are now stored n a theme ga ery, much ke master pages and page ayouts To up oad fi es to th s ga ery, the user must have e ther adm n strator or des gner pr v eges There are a so some other changes to the theme eng ne that make changes to themes eas er to perform You can now prev ew the theme as t w appear on the s te from S te Sett ngs when app y ng the theme to the s tes You can a so se ect to have them push the changes down to any ex st ng ch d s te or page when themes are app ed through the browser UI n S te Sett ngs
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Large Pages Library New n SharePo nt Server 2010 s the ab ty to use fo ders n pub sh ng s te brar es In SharePo nt Server 2007, fo ders were not supported n pub sh ng brar es and management of arge brar es was m ted to a s ng e eve W th th s new ab ty to use fo ders, you can organ ze the pages created for your s te nstead of hav ng them a n a s ng e brary W th th s enhancement comes the ab ty to structure pages for a s te n a nested fo der structure The ab ty to create a nested fo der structure a ows des gners to og ca y c onnect the g oba nav gat on and current nav gat on menus When new pages are created and a s te has been configured to use auto-nav gat on, the new page s added to the root of the pages brary and s automat ca y added to the G oba Nav gat on and Current Nav gat on menus If new pages are not added to the root of the pages brary, the auto-nav gat on sett ng w not work To reso ve th s, you w need to exp c t y add each tem to the G oba Nav gat on and Current Nav gat on Menus
Navigation When you act vate the pub sh ng nfrastructure for a s te, the nav gat ona opt ons are great y enhanced You have the ab ty to use both head ngs and nks to Act ve D rectory groups through the T t e and URL text boxes, as shown n F gure 13-11
FIGURE 13-11 Use the Aud ence text box to se ect the Act ve D ecto y g oup to ta get a
nav gat ona tem.
You can a so granu ar y contro head ngs and nks To add an tem to the Nav gat on menu, do the fo ow ng 1. Browse to S te Act ons, S te Sett ngs 2. In the Look And Fee group ng, c ck Nav gat on 3. For the G oba Nav gat on area, a so referred to as the Top L nk Bar, se ect
whether to d sp ay the same nav gat on tems as the parent s te If you are n the top- eve s te sett ngs, th s opt on w be grayed out
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4. Next, se ect whether to d sp ay subs tes n the current nav gat on The
c urrent nav gat on s a so referred to as the quick launch area, as shown n F gure 13-12
FIGURE 13-12 Cu ent nav gat on nc udes b a es and sts by defau t.
5. For both g oba and current nav gat on, set the max mum number of
ynam c tems to show Use caut on when ra s ng th s sett ng beyond the d defau t of 20 A ways test the nav gat on w th a oad test ng too when you ncrease th s number 6. Dec de whether to sort pages manua y or automat ca y
7. You can ed t, add, or de ete head ngs and nks Head ngs are d sp ayed
on the nav gat on page, and nks appear as fly-outs under the head ng In F gure 13-13, Payro and Recru t ng are links under the Human Resources heading TIP f you do not see your head ngs and nks n the G oba Nav gat on area, ver fy they were created under G oba Nav gat on and not under Current Nav gat on. Th s s a common m stake made by both new and seasoned adm n strators.
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Chapter 13 Po ta s and Co abo at on
FIGURE 13-13 The se ect on of nks unde the Human Resou ces head ng.
8. Dec de whether to make the Show R bbon and H de R bbon commands
ava ab e
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CHAPTER 14
User Profiles and My Sites ■
Creat on and Ma ntenance Tasks n the User Profi e Serv ce
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Serv ce Adm n strat on
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Profi e Property Adm n strat on
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Profi e Synchron zat on
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Enab ng Soc a Features for Users and Groups
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Soc a Tags and Note Boards
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My S te Sett ngs
T
he User Profi e Serv ce n M crosoft SharePo nt Server 2010 s a shared serv ce that prov des a centra ocat on to create and manage var ous features and capab t es re ated to nformat on about users n the farm The features and capab t es managed by the User Profi e Serv ce are as fo ows ■
User profi e propert es
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Aud ences
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Profi e synchron zat on
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Sett ngs spec fic to My S te
The nformat on conta ned w th n a user profi e s used as the bas s for a soc a and persona funct ons Adm n strat on of user profi es w th n M crosoft SharePo nt Server 2010 can now be de egated to a serv ce app cat on adm n strator rather than to the farm adm n strator SEE ALSO For deta ed nformat on about the User Profi e Serv ce, see http://technet.microsoft.com/en us/library/ee721050(office.14).aspx.
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Creation and Maintenance Tasks in the User Profile Service Before perform ng any of the creat on or ma ntenance steps w th n the User Profi e Serv ce, make sure the s te co ect on was created from the My S te host temp ate A so, an nd v dua must be a serv ce adm n strator to perform these steps To create a User Profi e Serv ce app cat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears, as seen n F gure 14-1
FIGURE 14-1 Manage Se v ce App cat on page.
2. On the management R bbon, n the Create group, c ck New The st of
serv ce app cat ons appears, as shown n F gure 14-2
FIGURE 14-2 The Se v ce app cat ons st on the New menu.
3. C ck User Profi e Serv ce App cat on The Create New User Profi e Serv ce
App cat on d a og box appears, as shown n F gure 14-3
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FIGURE 14-3 C eate New Use P of e Se v ce App cat on d a og box.
4. In the Create New User Profi e Serv ce App cat on d a og box enter a un que
name n the Name text box 5. A serv ce app cat on requ res the use of an app cat on poo Th s poo
dent fies the account and credent a s that w App cat on Poo sect on, do the fo ow ng
be used by th s serv ce In the
a. Se ect the Use Ex st ng App cat on Poo opt on, and choose an ex st ng
app cat on poo from the drop-down st Or se ect the Create New App cat on Poo opt on to create a new one
b. For the Se ect A Secur ty Account For Th s App cat on Poo opt on,
se ect the Predefined opt on, and choose an ex st ng predefined secur ty account from the drop-down st Or se ect the Configurab e opt on, and choose an ex st ng managed account from the drop-down st You can reg ster a new managed account by c ck ng the Reg ster New Managed Account nk, wh ch d sp ays the Reg ster Managed Account d a og box 6. The profi e database s used to reta n the user and organ zat on profi e
nformat on In the Profi e Database sect on, do the fo ow ng
a. In the Database Server text box, enter the name of the database server
on wh ch the profi e database w
be ocated
b. In the Database Name text box, enter the name of the database that w
be created n the server you spec fied n the preced ng step
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c. Se ect the W ndows Authent cat on (Recommended) opt on as the
uthent cat on method for the database when you want to use a Integrated W ndows authent cat on Or se ect the SQL Authent cat on opt on, and enter the re evant credent a s n the Account and Password text boxes that w be used to connect to the database If you want to spec fy a fa over server (used n database m rror ng) for the profi e database, enter the server name n the Fa over Database Server text box n the Fa over Server sect on
7. The profi e synchron zat on database s used to reta n configurat on and
stag ng nformat on for synchron zat on of profi e nformat on from externa sources In the Synchron zat on Database sect on, do the fo ow ng
a. Enter the name of the database server n the Database Server text box
b. Enter the name of the database n the Database Name text box Th s w
Th s s the server where the synchron zat on database w be the name of the database that w n the preced ng bu et po nt
be ocated
be created n the server spec fied
c. Se ect the W ndows Authent cat on (Recommended) opt on as the
uthent cat on method for the database when you want to use a Integrated W ndows authent cat on Or se ect the SQL Authent cat on opt on, and enter the re evant credent a s n the Account and Password text boxes that w be used to connect to the database 8. If you want to spec fy a fa over server (used n database m rror ng) for the
synchron zat on database, enter the server name n the Fa over Database Server text box n the Fa over Server sect on
9. The soc a tagg ng database s used to store soc a tags and notes created by
users In the Soc a Tagg ng Database sect on, do the fo ow ng
a. In the Database Server text box, enter the name of the server on wh ch
b. In the Database Name text box, enter the name of the database that w
c. Se ect the W ndows Authent cat on (Recommended) opt on as the
the soc a tagg ng database w
be ocated
be created n the server spec fied n the preced ng step uthent cat on method for the database when you want to use a Integrated W ndows authent cat on Or se ect the SQL Authent cat on opt on, and enter the re evant credent a s n the Account and Password text boxes that w be used to connect to the database 10. If you want to spec fy a fa over server (used n database m rror ng) for the
soc a tagg ng database, enter the server name n the Fa over Database Server text box n the Fa over Server sect on 11. From the drop-down st n the Profi e Synchron zat on Instance sect on,
se ect the mach ne n the farm on wh ch you wou d ke to run the Profi e Synchron zat on serv ce
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Chapter 14 Use P ofi es and My S tes
12. In the text box n the My S te Host sect on, enter the URL of the s te
c o ect on where you wou d ke to prov s on the My S te host Make sure the s te co ect on you have prov s oned s based on the My S te Host temp ate 13. In the My S te Managed Path sect on, enter the managed path where a the
persona s tes w be created Th s, comb ned w th the My S te Host URL, w form the URLs for My S tes—for examp e, http://// w be the URL for the persona s te for a user Three formats are ava ab e to name new My S tes ■
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■
User name (does not reso ve confl cts)—for examp e, http:////username User name (reso ves confl cts by us ng domain username)—for examp e, http://// username or …/domain username Doma n and user name (w not have confl cts)—for examp e, http://// domain username
Se ect Yes or No from the drop-down st n the Defau t Proxy Group sect on f you want the proxy of th s serv ce to be part of the defau t proxy on th s farm 14. C ck Create You can a so c ck Cance to cance out of the operat on
To ed t a User Profi e Serv ce app cat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row (See F gure 14-4 )
FIGURE 14-4 Use P of e Se v ce App cat on nk.
3. On the management R bbon, c ck Propert es The Ed t User Profi e Serv ce
App cat on d a og box appears 4. Mod fy the re evant nformat on 5. C ck OK to save the changes, or c ck Cance to cance out of the operat on
To de ete a User Profi e Serv ce app cat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row
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3. On the management R bbon, c ck De ete The De ete Serv ce App cat on
d a og box appears, as shown n F gure 14-5
FIGURE 14-5 De ete Se v ce App cat on d a og box.
4. In the De ete Serv ce App cat on d a og box, confirm that you se ected the
correct serv ce 5. Se ect the De ete Data Assoc ated W th The Serv ce App cat ons check box f
you want to de ete a the data assoc ated w th the se ected serv ce Leave t unse ected f you do not 6. C ck OK to de ete the serv ce app cat on, or c ck Cance to cance out of the
operat on
Service Administration Adm n strat on of the User Profi e Serv ce can be done by the farm adm n strator or by someone the farm adm n strator de egates the appropr ate perm ss ons to Th s serv ce app cat on adm n strator can adm n ster on y the serv ces that she has been g ven the perm ss on for Th s de egat on capab ty a ows the farm adm n strator to ass gn others the adm n strat ve respons b t es for spec fic serv ces, thereby free ng up the farm adm n strator’s t me to focus on standard farm adm n strat on tasks
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To de egate the adm n strat on of a User Profi e Serv ce from w th n Centra Adm n strat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Adm n strators The Adm n strators For
User Profi e Serv ce App cat on d a og box appears, as shown n F gure 14-6
FIGURE 14-6 Adm n st ato s Fo Use P of e Se v ce App cat on d a og box.
4. In the prov ded fie ds, enter the group or account and c ck the Add button
to add them to the st 5. Make sure any new y added account s h gh ghted n the st 6. In the Perm ss ons For Account st, se ect the Fu Contro check box
7. C ck OK NOTE De egat ng serv ce adm n strat on pr v eges can a so be done v a W ndows PowerShe by us ng the Get SPServ ceApp cat on, Get SPServ ceApp cat onSecur ty, New SPC a msPr nc pa , Grant SPObjectSecur ty, and Set SPServ ceApp cat onSecur ty cmd ets. Deta s of the re evant scr pt can be found at http://technet.microsoft.com/ en us/library/ee721057(office.14).aspx#section2.
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Profile Property Administration The Manage Profi e Serv ce page of the User Profi e Serv ce app cat on s the centra page to manage a current y ava ab e propert es and where you create new user profi e propert es Custom profi e propert es can be created to comp ement the out-of-the-box user profi e propert es to reta n add t ona nformat on re ated to persona or bus ness attr butes For examp e, custom profi e propert es can be used to he p assoc ate users w th add t ona bus ness nformat on based on those propert es, thereby a ow ng for the creat on of spec fic aud ences Hav ng th s add t ona nformat on fac tates the organ zat on of users from mu t p e bus ness perspect ves NOTE Deta ed nformat on about user profi e propert es s ava ab e at http://msdn.microsoft.com/en us/library/ms543640.aspx.
To create a new user profi e property, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears, as shown n F gure 14-7
FIGURE 14-7 Use P of e Se v ce App cat on page.
4. W th n the Manage Profi e Serv ce page, n the Peop e sect on, c ck Manage
User Propert es The Manage User Propert es page appears, as shown n F gure 14-8
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Chapter 14 Use P ofi es and My S tes
FIGURE 14-8 Manage Use P ope t es page.
5. At the top of the propert es st, c ck New Property The Add User Profi e
Property page appears, as shown n F gure 14-9
FIGURE 14-9 Add Use P of e P ope ty page.
6. In the Property Sett ngs sect on, do the fo ow ng
a. Enter the nterna name of the property n the Name text box
b. Enter the d sp ay name of the property n the D sp ay Name text box
c. Se ect the data type of the property from the Type drop-down st Note
that c ck ng the Ed t Languages button a ows you to des gnate a ternate d sp ay names n d fferent anguages for propert es
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d. Enter the max mum amount of characters a owed for th s property n
e. Se ect ng the Configure A Term Set To Be Used For Th s Property check
the Length text box box a ows you to assoc ate th s profi e property w th a managed metadata term set and se ect a term set from the drop-down st that appears
7. Se ect the Defau t User Profi e Subtype check box n the Sub-Type Of Profi e
sect on to assoc ate the defau t user profi e subtype w th th s property 8. Enter the descr pt on of the property n the Descr pt on text box n the User
Descr pt on sect on Note that c ck ng the Ed t Languages button a ows you to des gnate a ternate descr pt ons n d fferent anguages for propert es
9. In the Po cy Sett ngs sect on, do the fo ow ng
a. Se ect one of the fo ow ng opt ons from the Po cy Sett ng drop-down
b. Se ect one of the fo ow ng opt ons from the Defau t Pr vacy Sett ng
st Requ red, Opt ona , or D sab ed drop-down st On y Me, My Manager, My Team, My Co eagues, or Everyone
c. Se ect the User Can Overr de check box to a ow the user to overr de
these sett ngs 10. The Ed t Sett ngs sect on a ows you to des gnate whether or not the user
can change the va ues for th s property n h s user profi e Choose one of the fo ow ng opt ons ■
■
A ow Users To Ed t Va ues For Th s Property, to a ow users to change the va ue Do Not A ow Users To Ed t Va ues For Th s Property, to deny users the ab ty to change the va ue
11. The check boxes n the D sp ay Sett ngs sect on a ow you to des gnate the
property to do any of the fo ow ng ■
Show n the profi e propert es sect on of the user’s profi e page
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Show on the Ed t Deta s page
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Show updates to the property n newsfeeds
12. The sett ngs n the Search Sett ngs sect on assoc ate d fferent behav ors w th
the property depend ng on the searches executed
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Se ect the A as check box to des gnate the property as a ased
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Se ect the Indexed check box to des gnate the property as ndexed
Chapter 14 Use P ofi es and My S tes
13. In the Property Mapp ng For Synchron zat on sect on, c ck Remove to de ete
or change an ex st ng mapp ng 14. The sett ngs n the Add New Mapp ng sect on a ow you to set up mapp ngs
for the property when synchron z ng user profi e data To correct y use the fo ow ng sett ngs, profi e synchron zat on must be configured ■
Spec fy the Source Data Connect on by se ect ng t from the drop-down st
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Spec fy the Attr bute by se ect ng t from the drop-down st
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Spec fy the D rect on by se ect ng t from the drop-down st
15. C ck OK to create the property, or c ck Cance to cance the operat on
To ed t an ex st ng user profi e property, do the fo ow ng 1. On the Manage Profi e Serv ce page, scro down the st of propert es to find
the one you want to ed t 2. Hover the cursor over the des red property, c ck the down arrow to d sp ay
the context menu, and se ect Ed t (See F gure 14-10 )
FIGURE 14-10 P of e P ope ty context menu.
3. The Ed t User Profi e Property page appears Mod fy the nformat on des red,
and then c ck OK to save the change or Cance to cance the operat on To de ete an ex st ng user profi e property, do the fo ow ng 1. From the Manage Profi e Serv ce page, scro down the st of propert es to
find the one you want to de ete 2. Hover the cursor over the des red property, c ck the down arrow to d sp ay
the context menu, and se ect De ete 3. A confirmat on d a og box appears C ck OK to de ete the property or Cance
to cance the operat on
Profile Synchronization Profi e synchron zat on a ows you to br ng together user and group nformat on between the externa data stores and the user profi e store n SharePo nt Server 2010 Profi e synchron zat on w th n SharePo nt Server 2010 fac tates the bu k mport of nformat on from that externa store nto SharePo nt Server 2010 It a so fac tates the export of nformat on mod fied w th n SharePo nt Server 2010 back to
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the externa store Profi e synchron zat on fac tates ma nta n ng the cons stency of the user profi e w th n SharePo nt Server 2010 w th mu t p e externa data sources The externa sources supported by SharePo nt Server 2010 are Act ve D rectory Doma n Serv ces (AD DS), Bus ness Data Connect v ty (BDC) Serv ces, Nove eD rectory v 8 7 3 LDAP, and SunOne v 5 2 LDAP To create a new profi e synchron zat on connect on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the Synchron zat on sect on, c ck the Configure Synchron zat on
onnect ons nk The Synchron zat on Connect ons page appears (See C F gure 14-11 )
FIGURE 14-11 Synch on zat on Connect ons page.
5. At the top of the page, c ck the Create New Connect on nk The Add New
Synchron zat on Connect on page appears, as shown n F gure 14-12 6. Enter a name for the connect on n the Connect on Name text box
7. Se ect the type of the connect on from the drop-down st
8. In the Connect on Sett ngs sect on, do the fo ow ng
a. In the Forest Name text box, enter the name of the forest that you want
to connect to
b. Se ect e ther the Auto D scover Doma n Contro er opt on or the Spec fy
A Doma n Contro er opt on If the atter s se ected, enter the name of the doma n contro er nto the Doma n Contro er Name text box
c. Se ect the Authent cat on Prov der Type from the drop-down st
d. Enter the account credent a s of the account to connect to the doma n
e. Enter the des red port n the Port text box
contro er n the Account Name and Password fie ds
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FIGURE 14-12 Add New Synch on zat on Connect on page.
9. In the Conta ners sect on, c ck the Popu ate Conta ners button to d sp ay the
d rectory serv ce conta ners n the st, and then se ect the des red conta ners You can a so c ck the Se ect A button to se ect a the conta ners 10. C ck OK to execute the operat on, or c ck Cance to cance the operat on
To ed t an ex st ng profi e synchron zat on connect on’s connect on fi ters, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row
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3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the Synchron zat on sect on, c ck the Configure Synchron zat on
Connect ons nk The Synchron zat on Connect ons page appears 5. Hover the cursor over the re evant connect on, and c ck the down arrow to
expose ts context menu (as shown n F gure 14-13)
FIGURE 14-13 Connect on Context menu.
6. Se ect Ed t Connect on F ters The Ed t Connect on F ters page appears (as
shown n F gure 14-14)
FIGURE 14-14 Ed t Connect ons F te s page.
7. In the Exc us on F ters For Users sect on, n the Attr bute drop-down st,
se ect the user profi e property for wh ch you want to app y a fi ter, configure the fi ter parameters (Operator and F ter) for that property, and then c ck the Add button 8. In the Exc us on F ter For Groups sect on, n the Attr bute drop-down st,
s e ect the group profi e property for wh ch you want to app y a fi ter, configure the fi ter parameters (Operator and F ter) for that property, and then c ck the Add button
9. C ck OK to execute the operat on, or c ck Cance to cance the operat on
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To de ete an ex st ng profi e synchron zat on connect on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the Synchron zat on sect on, c ck the Configure Synchron zat on
Connect ons nk The Synchron zat on Connect ons page appears 5. Hover the cursor over the re evant connect on, c ck the down arrow to
expose ts context menu, and se ect De ete The Mapp ng Profi e Propert es sect on a ows you to ass gn mapp ngs between the profi e propert es and the d rectory source propert es To map profi e propert es, fo ow these steps 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the Peop e sect on, c ck the Manage User Propert es nk The Manage
User Propert es page appears (See F gure 14-15 )
FIGURE 14-15 Manage Use P ope t es page.
5. Hover the cursor over the property you want to map, c ck the down arrow to
d sp ay the menu, and c ck Ed t The Ed t User Profi e Property page appears (See F gure 14-16 )
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FIGURE 14-16 Ed t Use P of e P ope ty page.
6. In the Add New Mapp ng sect on, se ect the Source Data Connect on from
the drop-down st, se ect the Attr bute from the drop-down st, and then se ect the D rect on of the mapp ng (Import or Export)
7. C ck OK to save the mapp ng, or c ck Cance to cance the operat on
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The Configure Synchron zat on Sett ngs page (shown n F gure 14-17) a ows you to manage the sett ngs for profi e synchron zat on of users and groups
FIGURE 14-17 Conf gu e Synch on zat on Sett ngs page.
To configure the synchron zat on sett ngs, comp ete the fo ow ng steps 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the Synchron zat on sect on, c ck the Configure Synchron zat on Sett ngs
nk The Configure Synchron zat on Sett ngs page appears 5. In the Synchron zat on Ent t es sect on, se ect the Users And Groups opt on to
synchron ze users and groups across a connect ons, or se ect the Users On y opt on to synchron ze just users 6. In the Synchron ze BCS Connect ons sect on, se ect the Inc ude Ex st ng
BCS Connect ons For Synchron zat on? check box to mport your Bus ness Connect v ty Serv ce (BCS) data dur ng synchron zat on C ear th s check box f you do not want to nc ude your BCS data dur ng synchron zat on
7. In the Externa Ident ty Manager sect on, se ect the Enab e Externa Ident ty
Manager opt on to use an externa ent ty management system for profi e synchron zat on Se ect the Use SharePo nt Profi e Synchron zat on opt on to use SharePo nt profi e synchron zat on
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Enabling Social Features for Users and Groups One of the many ab t es a farm adm n strator contro s s who has access to the soc a features w th n SharePo nt Server 2010 These soc a features a ow a user to br ng nto p ay the add t ona co aborat ve aspects of soc a network ng w th n SharePo nt Server 2010 The soc a features of the User Profi e Serv ce n SharePo nt Server 2010 cons st of the fo ow ng ■
User Personal Features
• Memberships SharePo nt s tes and d str but on sts that the nd v dua s a member of
• Colleagues Informat on from the My Co eagues st and co eague recommendat ons made through SharePo nt
• My Links L nks that a user tracks n her s te • My Personalization Links L nks to s tes that are d sp ayed n the user’s
ersona s te, whose v s b ty s governed by the persona zat on po cy set p for Persona zat on S te P nn ng
• User Profile Properties The profi e propert es that make up the user’s profi e, exposed by the serv ce adm n strator
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Create Personal Site s a feature that a ows a user to create h s own My S te Web s te that nc udes a persona area, a pr vate page (My Home), and a pub ca y ava ab e page (My Profi e) Techn ca y, a My S te s a s te co ect on, and a ru es govern ng s te co ect ons app y Social Features
• Tagging Prov des the user w th the ab ty to tag an object—such as a page, document, or s te—to he p the user remember or share t
• Notes Prov des the user w th the ab ty to comment on an object
(page, document, or s te), and share those notes pub ca y w th others for v ew ng
Serv ce adm n strators can a so prevent spec fic users or groups from us ng the act vated soc a features Serv ce adm n strators can g ve access to certa n bus ness groups or users so that they can contr bute to the enterpr se taxonomy, and they can restr ct that funct on from be ng accessed by others Users and groups who do not have th s feature ava ab e to them w not see the I L ke It and Tags & Notes buttons on the management R bbon These soc a features are enab ed through e ther Centra Adm n strat on or v a W ndows PowerShe scr pts To enab e the soc a features for usage by users and groups, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row
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3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the Peop e sect on, c ck the Manage User Perm ss ons nk The
erm ss ons For User Profi e Serv ce App cat on d a og box appears, as P shown n F gure 14-18
FIGURE 14-18 Pe m ss ons Fo Use P of e Se v ce App cat on d a og box.
5. Type or se ect a user or group account n the peop e p cker, and then c ck
the Add button 6. In the Perm ss ons For Users box, se ect a the re evant soc a features you
want to enab e for the g ven user
7. C ck OK to save, or c ck Cance to cance the operat on
Social Tags and Note Boards Soc a features such as tagg ng and notes a ow users to track and remember nformat on, as we as state what nformat on they’d ke to share w th others These soc a features are enab ed by defau t To act vate or deact vate the tagg ng and notes soc a features v a Centra Adm n strat on, perform the fo ow ng 1. Browse to Centra Adm n strat on, System Sett ngs, Manage Farm Features
The Manage Farm Features page appears, as seen n F gure 14-19
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FIGURE 14-19 Manage Fa m Featu es page.
2. If the Soc a Tags And Note Board R bbon Contro s feature has an Act vate
button, c ck t to act vate the feature 3. If the Soc a Tags And Note Board R bbon Contro s feature has a Deact vate
button, c ck t, and the Deact vate Feature Warn ng page appears, as shown n F gure 14-20
FIGURE 14-20 Deact vate Featu e Wa n ng page.
4. C ck the Deact vate Th s Feature nk to confirm the act on NOTE Deact vat on of th s feature can a so be accomp shed v a W ndows PowerShe us ng the Get SPFeature cmd et. See http://technet.microsoft.com/ en us/library/ee721062(office.14).aspx#section2.
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In add t on to contro ng the soc a features at a farm eve , the serv ce dm n strator can a so manage the tags and notes d rect y Tags and notes can be a de eted for a spec fic nk or user, w th n a date range, or at the even more granu ar eve of the spec fic tag or note Funct ons ke th s can be part cu ar y usefu for mu t p e scenar os, such as when an emp oyee adds a tag that you m ght not want to be reta ned or used w th n the enterpr se To de ete a tags or notes for a spec fic user from w th n Centra Adm n strat on, perform the fo ow ng steps 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the My S te Sett ngs sect on, c ck the Manage Soc a Tags And Notes nk
The Manage Soc a Tags And Note page appears, as shown n F gure 14-21
FIGURE 14-21 Manage Soc a Tags And Notes page.
5. From the Type drop-down st, spec fy e ther Tags or Notes as the type to
search for 6. Enter a user or group to search for n the User fie d
7. Enter a URL to search for n the URL fie d
8. Enter a date range to search for n the prov ded Date Range fie ds
9. In the Tag/Note Conta ns fie d, enter nformat on about a tag or note that
you want to search for 10. C ck the F nd button The resu ts are d sp ayed n the gr d be ow the search
cr ter a, as shown n F gure 14-22
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FIGURE 14-22 Soc a Tags And Notes sea ch esu ts.
11. Se ect the check box of the ne tem that you want to de ete, and then c ck
the De ete nk 12. A confirmat on d a og box appears to confirm the de et on operat on C ck
OK to de ete the tem, or c ck Cance to cance the operat on
My Site Settings My S te Web s tes are persona Web s tes that a ow users to take advantage of the many soc a network ng features of SharePo nt Server 2010 w th n the r enterpr se A My S te Web s te cons sts of the fo ow ng ■
My Newsfeed A co ect on of act v t es re ated to the fo ow ng tems
• My Colleagues Ind v dua s a user can add to fo ow the r profi e updates, tags, notes, and the ke
• My Interests Keywords that descr be both bus ness and persona
nterests and are used to surface nformat on that s tagged w th them
• Settings Configurab e sett ngs that a ow users to d ctate what nformat on they want to see and fo ow
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My Content A page that organ zes and fac tates the management of documents, sts, p ctures, b og posts, and other types of content My Profile A page that organ zes and fac tates the management of user profi e propert es, tags, and notes
Chapter 14 Use P ofi es and My S tes
The serv ce adm n strator of the User Profi e Serv ce app cat on manages the fo ow ng sett ngs of a My S te Web s te ■
The setup of My S tes Web s tes
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The creat on and management of Trusted My S te host ocat ons
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Persona zat on s te nks
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L nks to M crosoft Office 2010 c ent app cat ons
An nd v dua ’s My Newsfeed page of a My S te Web s te s shown n F gure 14-23
FIGURE 14-23 Examp e of a new My S te Web s te My Newsfeed page.
Setup of My Sites Web Sites Configurat on of the My S tes Web s tes s accomp shed n the My S te host ocat on To configure the sett ngs of My S tes Web s tes, comp ete the fo ow ng steps 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the My S te Sett ngs sect on, c ck the Setup My S tes nk The My S te
Sett ngs page appears, as shown n F gure 14-24
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FIGURE 14-24 My S te Sett ngs page.
5. The sett ngs n the Preferred Search Center sect on a ow you to d ctate what
search center s used when a user executes a search from w th n a My S te page ■
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Enter the URL of the search center nto the Preferred Search Center text box Se ect the re evant scope n the Search Scope For F nd ng Peop e drop-down st Se ect the re evant scope n the Search Scope For F nd ng Documents drop-down st
6. The My S te Host Locat on box a ows you to spec fy a part cu ar s te to host
a the My S te Web s tes Enter the spec fic URL nto the text box
7. The Persona S te Locat on sect on a ows you to spec fy a part cu ar ocat on
n wh ch to create My S te Web s tes Enter the path nto the text box
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8. The S te Nam ng Format sect on determ nes the format of a user’s My S te
Web s te ■
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Se ect the User Name (Do Not Reso ve Confl cts) opt on to use the nd v dua ’s user name—for examp e, http:////username/ Se ect the User Name (Reso ve Confl cts By Us ng doma n username) opt on to use the nd v dua ’s user name Or, when there’s a confl ct, use the domain username format Se ect the Doma n And User Name (W Not Have Confl cts) opt on to use the domain username format at a t mes—for examp e, http:/// /domain username
9. The A ow User To Choose The Language Of The r Persona S te check box n
the Language Opt ons sect on determ nes whether users can choose the anguage of the r My S te Web s te The st of ava ab e anguages s determ ned by the anguage packs nsta ed 10. Accounts added n the Read Perm ss on Leve sect on are g ven read-
eve access to My S te Web s tes when they are created Enter the des red ccounts here a 11. The text box n the My S te E-ma Not ficat ons sect on conta ns the From
e-ma address for a My S te not ficat on e-ma messages Enter a va ue here 12. C ck OK to save the sett ngs, or c ck Cance to cance the operat on
Adding or Deleting a Trusted My Site Host Location Trusted My S te host ocat ons are typ ca y used when users requ re access across mu t p e serv ce app cat ons, and they g ve users access to mu t p e My S tes across those app cat ons To add a Trusted My S te host ocat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the My S te Sett ngs sect on, c ck the Configure Trusted Host Locat ons
nk The Trusted My S te Host Locat ons page appears, as shown n F gure 14-25
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FIGURE 14-25 T usted My S te Host Locat ons page.
5. C ck New L nk to br ng up the Add Trusted Host Locat on page (See
F gure 14-26 )
FIGURE 14-26 Add T usted Host Locat on page.
6. In the Propert es sect on, do the fo ow ng
a. Enter the URL of a trusted ocat on nto the text box
b. Enter the descr pt on of the trusted ocat on nto the Descr pt on text
box
c. Enter any target aud ences for th s ocat on (opt ona )
7. C ck OK to save the ocat on, or c ck Cance to cance the operat on
To de ete a trusted My S te host ocat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears
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4. In the My S te Sett ngs sect on, c ck the Configure Trusted Host Locat ons
nk The Trusted My S te Host Locat ons page appears 5. In the st of trusted host ocat ons that appears, se ect the check boxes of the
ocat ons you want to de ete 6. C ck De ete L nk and a confirmat on d a og box appears
7. C ck OK to confirm the de et on, or c ck Cance to cance the operat on
Personalization Site Links Persona zat on s te nks are nks that are added to the Persona L nk area at the top of the My S te page These nks that are added appear throughout a the My S te pages, a ow ng for a cons stent ook and fee To add a persona zat on s te nk, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the My S te Sett ngs sect on, c ck the Configure Persona zat on S te nk
The Persona zat on S te L nks page appears, as shown n F gure 14-27
FIGURE 14-27 Pe sona zat on S te L nks page.
5. C ck New L nk The Add Persona zat on S te L nk page appears, as shown n
F gure 14-28
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FIGURE 14-28 Add Pe sona zat on S te L nk page.
6. In the Propert es sect on, do the fo ow ng
a. Enter the address of the nk nto the URL text box
b. Enter a descr pt on n the Descr pt on text box
c. Enter a user as the owner of th s nk (Th s s opt ona )
d. Enter a target aud ence for th s nk (Th s s opt ona )
7. C ck OK to save th s nk, or c ck Cance to cance the operat on
To de ete a persona zat on s te nk, comp ete the fo ow ng steps 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the My S te Sett ngs sect on, c ck the Configure Persona zat on S te nk
The Configure Persona zat on S te L nks page appears 5. In the st of persona zat on s te nks that appears, se ect the check boxes of
the s te nks you want to de ete 6. C ck De ete L nk and a confirmat on d a og box appears
7. C ck OK to confirm the de et on, or c ck Cance to cance the operat on
Links to the Microsoft Office 2010 Client Applications SharePo nt Server 2010 and Office 2010 br ng a deeper eve of ntegrat on between the server and c ent too s than the prev ous vers ons One of those add t ona ntegrat on po nts s the ab ty to pub sh nks to SharePo nt brar es and sts down to the c ent app cat on These nks are exposed under the Favor te L nks sect on n the
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Save As d a og box of the c ent app cat on These nks offer an add t ona eve of ntegrat on when add ng or sav ng tems to SharePo nt Server 2010 To add a nk to an Office 2010 c ent app cat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the My S te Sett ngs sect on, c ck the Pub sh L nks To Office C ent
pp cat ons nk The Pub shed L nks To Office C ent App cat ons page A appears, as shown n F gure 14-29
FIGURE 14-29 Pub shed L nks To Off ce C ent App cat ons page.
5. C ck New L nk The Add Pub shed L nk page appears, as shown n
F gure 14-30
FIGURE 14-30 Add Pub shed L nk page.
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6. In the Propert es sect on, comp ete the fo ow ng steps
a. In the URL text box, enter the address of the ocat on to pub sh to
b. In the Descr pt on text box, enter a descr pt on
c. Se ect the type from the drop-down st
d. Enter a target aud ence for th s nk
7. C ck OK to save th s nk, or c ck Cance to cance the operat on
To de ete a nk to an Office 2010 c ent app cat on, do the fo ow ng 1. Browse to Centra Adm n strat on, App cat on Management, Manage Serv ce
App cat ons The Manage Serv ce App cat on page appears 2. Scro down, and n the Type co umn, c ck the User Profi e Serv ce
App cat on nk to se ect the row 3. On the management R bbon, c ck Manage The Manage Profi e Serv ce User
Profi e Serv ce App cat on page appears 4. In the My S te Sett ngs sect on, c ck the Pub sh L nks To Office C ent
pp cat ons nk The Pub shed L nks To Office C ent App cat ons page A appears 5. Se ect the check boxes of the nks you want to de ete, c ck De ete L nk n
the act on bar, and c ck OK to confirm the de et on or Cance to cance the operat on
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PA R T I I I
Operating SharePoint Server 2010 CHAPTER 15
Configur ng Po c es and Secur ty 451
CHAPTER 16
Mon tor ng, Logg ng, and Ava ab ty 489
CHAPTER 17
Upgrad ng to SharePo nt Server 2010 517
CHAPTER 18
Backup and Restore 539
CHAP TE R 15
Configuring Policies and Security ■
Server Farm Secur ty 451
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Web App cat on Secur ty 464
■
Web App cat on Po c es 481
I
mp ement ng secur ty for M crosoft SharePo nt Server 2010 s a mu t faceted exerc se A though t s mposs b e to comp ete y secure any system connected to a network, you can mp ement contro s to m t gate the most common r sks The contro s d scussed here are a bas c set of pract ces to use as you beg n your secure des gn and mp ementat on; they do not guarantee secur ty Your env ronment m ght requ re greater secur ty than d scussed here, or pract ces descr bed n th s chapter cou d poss b y break your current mp ementat on For these reasons, you shou d a ways test new access, authent cat on, and author zat on contro s n a test env ronment before mp ement ng these contro s n your product on nsta at on MORE INFO For n depth nformat on on secur ng your M crosoft servers and app cat ons, see http://technet.microsoft.com/security.
Server Farm Security At the heart of your SharePo nt Server 2010 secur ty p an shou d be your server farm For th s chapter, the server farm refers to a the configurat on data (configurat on database) and phys ca servers consum ng that data Before mov ng d rect y nto a SharePo nt Server 2010 secur ty configurat on, be sure to cons der a the dependent nfrastructure support ng your mp ementat on and how t affects your overa secur ty posture
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To see an examp e of dependent nfrastructure, cons der both the hardware and software components of a three-t ered, sma server farm, as seen n F gure 1-4 ■
Microsoft Windows Server 2008 s the foundat on of both SharePo nt Server 2010 and M crosoft SQL Server If a hacker ga ns access to any of your server farm operat ng systems, he s a very short d stance from a of your va uab e SharePo nt Server 2010 content
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Active Directory s requ red for mu t server SharePo nt Server 2010 farms and s often used for author zat on to SharePo nt Server 2010 content If you use Act ve D rectory, be aware that any doma n adm n strator can qu ck y and eas y esca ate her pr v eges to ga n adm n strator access to SharePo nt Server 2010 configurat on and content Be sure to aud t changes made to your SharePo nt Server 2010 users and groups n Act ve D rectory
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SQL Server 2005 or 2008 w host the major ty of your SharePo nt Server 2010 content The content databases that ho d s te co ect ons and s tes can be cop ed and assoc ated to a most any SharePo nt Server 2010 Web app cat on You shou d contro and aud t users who have access to the phys ca databases
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Networking infrastructure p ays a v ta ro e n SharePo nt Server 2010 ava ab ty Be sure to mon tor your hubs, sw tches, and routers to ensure SharePo nt Server 2010 ava ab ty
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Firewalls often secure part or a of a SharePo nt Server 2010 nsta at on Be sure to p an and test connect v ty before dep oy ng a product on so ut on E ther an over-contro ed firewa or under-contro ed firewa can cause SharePo nt Server 2010 outages
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Storage s rap d y mov ng toward storage area networks (SANs) for manageab ty and ava ab ty If the storage becomes unava ab e (e ther through comprom sed secur ty or a fa ure), for SharePo nt Server 2010 servers or SQL Server servers, you w ncur a comp ete SharePo nt Server 2010 outage
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Server antivirus s mportant to secure the operat ng system upon wh ch SharePo nt Server 2010 s nsta ed Comprom sed ntegr ty of the fi e system or app cat ons can resu t n a SharePo nt Server 2010 secur ty breach
TIP Be sure to exc ude the ndex fi e ocat on from your server based, ant v rus scann ng. Fa ng to do so can dramat ca y reduce the performance of the ndexer.
A though th s chapter s focused on SharePo nt Server 2010 secur ty, remember that your SharePo nt Server 2010 secur ty s on y as secure as the under y ng foundat on of your phys ca servers, Act ve D rectory, network nfrastructure, and database servers
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Farm Administrators Farm adm n strators have access to a parts of the SharePo nt Server 2010 farm A though the product s secur ty tr mmed and, by defau t, farm adm n strators don’t have access to a s te co ect ons and serv ce app cat ons, they can a ways esca ate pr v eges Essent a y, farm adm n strators have read/wr te access to a SharePo nt Server 2010 databases The most cr t ca of these databases s the configurat on database When you add a person as a farm adm n strator, you are g v ng them access to configure your farm Be very carefu who you put nto th s group To update the Farm Adm n strators group, browse to Centra Adm n strat on, Secur ty, Users, Manage The Farm Adm n strators group It w ook ke most other SharePo nt Server 2010 groups, but users n th s group have more pr v eges than just the Centra Adm n strat on s te co ect on adm n strat ve ro e For examp e, users n th s group can create Web app cat on po c es that prov de fu contro access to a s te co ect ons n the g ven Web app cat on To add a user, se ect New, Add Users NOTE Act ve D rectory groups are added us ng the same method as you do for add ng users. Se ect New, Add Users, and enter the Act ve D rectory group you want to make farm adm n strators. One downs de to us ng Act ve D rectory groups s that doma n adm n strators can eas y esca ate the r pr v eges by add ng themse ves to the Farm Adm n strators Act ve D rectory group.
By defau t, the oca server adm n strators are part of the Farm Adm n strators group Loca adm n strators nc ude the Doma n Adm n strators group The prob em w th th s s that a your doma n adm n strators are a so SharePo nt Server 2010 farm adm n strators Th s s ke y undes red n most SharePo nt Server 2010 nsta at ons that have cr t ca or spec a zed secur ty requ rements If th s s the case, you’ probab y want to ensure SharePo nt Server 2010 adm n strators have bas c tra n ng before grant ng them access to Centra Adm n strat on TIP f your SharePo nt Server 2010 farm adm n strators and doma n adm n strators are the same peop e, don’t remove BU LT N\adm n strators from the Farm Adm n strators group. Th s w ease system adm n strat on.
Password and Account Management In SharePo nt Server 2007, the ab ty to manage serv ce account passwords across a farm was a n ce add t on to the password management found n SharePo nt Porta Server 2003 It prov ded an nterface to update the farm configurat on of serv ce accounts and the r passwords These changes were then propagated to the re evant ocat ons, such as Internet Informat on Serv ces (IIS) and Document Convers ons serv ces Th s reduced the adm n strat ve effort of chang ng passwords on mu t p e servers and n mu t p e app cat ons There were st m tat ons, however F rst,
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you had to change the password n Act ve D rectory before chang ng t w th n SharePo nt Server 2007 Second, the server Farm Account’s password had to be managed from the command ne Th rd, the process n a mu t server farm was comp ex and prone to adm n strator user error SharePo nt Server 2010 ntroduces the concept and app cat on of managed accounts n add t on to serv ce accounts SharePo nt Server 2010 a so nc udes the automat c update of passwords, nc ud ng the ab ty to set ong, cryptograph c passwords
Managed Accounts Managed accounts are used for a Web and serv ce app cat on accounts n the farm Wherever these accounts are prov s oned, such as n IIS and W ndows Server serv ces, you shou d not mod fy the nstance of the accounts If you want to mod fy e ther the account name or password, you shou d always use Centra Adm n strat on or W ndows PowerShe to update the farm configurat on v a Managed Accounts adm n strat on IMPORTANT The first managed account s created automat ca y dur ng farm creat on. Th s account s referred to as the managed farm account. Th s account shou d not be used for Web app cat ons or serv ce app cat ons other than Centra Adm n strat on.
To create a new managed account, do the fo ow ng 1. Browse to Centra Adm n strat on, Secur ty, Genera Secur ty, Configure
Managed Accounts, as seen n F gure 15-1
FIGURE 15-1 A managed accounts a e shown n the Use Name st.
2. C ck Reg ster Managed Account 3. Type the serv ce account credent a s n the form DOMAIN\USERNAME 4. If you want, you can enab e Automat c Password Change ■
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Enter the number of days before the automat c change occurs
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Dec de whether you want to rece ve e-ma a erts about password change events Th s e-ma address s set on the Password Management Sett ngs page, seen n F gure 15-4
5. C ck OK TIP Most Web app cat on and serv ce app cat on creat on screens prov de the ab ty to create managed accounts. Any account created us ng these configura t on screens a so appear n Centra Adm n strat on, Managed Accounts. f you want to be better prepared for farm nsta at on and configurat on, you shou d create a necessary managed accounts pr or to creat ng Web and serv ce app cat ons.
You can a so configure ex st ng accounts by se ect ng the Ed t con, as seen n F gure 15-1 The fo ow ng opt ons are ava ab e when ed t ng a managed account ■
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Account Selection Use th s sect on to se ect the account you want to configure A ways ver fy you are mod fy ng the correct account! Credential Management You can choose to mmed ate y change a managed account’s password, generate a new password automat ca y by the system, manua y configure a password, or use the ex st ng password Note that you must know the ex st ng password to choose the Use Ex st ng Password opt on These opt ons are seen n F gure 15-2
FIGURE 15-2 Se ect the managed account you want to mod fy. ■
Account Information You can see the current status of a managed account, nc ud ng the ast password change, the next schedu ed password change, and the Web and serv ce app cat ons us ng the account If the Next Password Change va ue s shown as N/A, you do not have automated password changes enab ed
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Remov ng a managed account shou d be performed w th p ann ng, test ng, and forethought You cannot remove a managed account that s current y bound to any farm component, such as a Web app cat on or serv ce app cat on To remove an account, do the fo ow ng 1. Change the managed account b nd ng n each ocat on t s used The
nd ngs can be seen by nav gat ng to Centra Adm n strat on, Secur ty, b Genera Secur ty, Configure Managed Accounts and ed t ng the managed account At the bottom of the configurat on screen, the current b nd ngs are sted, as seen n F gure 15-3
FIGURE 15-3 Cu ent fa m component b nd ngs must be changed befo e managed account
emova .
2. From Centra Adm n strat on, Secur ty, Genera Secur ty, Configure Managed
Accounts, c ck the Remove con 3. If you everaged automat c password changes w th th s account and you
need to know the account’s password, you must change the password before remov ng the managed account from the farm Note that SharePo nt Server 2010 was prev ous y manag ng the password, and t s most ke y a ong, cryptograph c password 4. C ck OK
Password Management SharePo nt Server 2010 password management doveta s n ce y nto managed accounts Password management a ows you to change a serv ce account’s password throughout the ent re farm w thout the need to v s t every server and ocat on where t was used Password management a so a ows for automat c password changes to meet your organ zat on’s password roll po c es NOTE Password roll refers to secur ty requ rements that mandate a password be changed on a regu ar bas s, such as 90 days. The password changes, or ro s, are based on an organ zat on’s secur ty po cy.
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GLOBAL PASSWORD MANAGEMENT SETTINGS
Before de v ng nto the deta s of password management, you shou d first set the g oba password management sett ngs, found n Centra Adm n strat on, Secur ty, Genera Secur ty, Configure Password Change Sett ngs, as seen n F gure 15-4
FIGURE 15-4 Use th s page to conf gu e g oba passwo d sett ngs.
There are three opt ons when configur ng the g oba password management sett ngs ■
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Notification E-Mail Address The e-ma address shou d be an act ve, mon tored account Th s account s used for not ficat ons of managed accounts whose passwords w exp re or are schedu e for an automat c reset Account Monitoring Process Settings These sett ngs a ow you to set the defau t advance not ficat on for accounts that are not us ng automat c password management Automatic Password Change Settings Un ess a change s needed, eave the defau t sett ngs n th s sect on Depend ng on the s ze and quant ty of Web and serv ce app cat ons us ng a managed account, you m ght need to ncrease the wa t t me between the systemw de not ficat on of a password change and the actua password change act on
CONFIGURING AUTOMATIC PASSWORD CHANGES
Automat c password changes can be configured e ther when you create a managed account or by ed t ng an ex st ng managed account, as seen n F gure 15-2 To configure automat c password changes on an account, browse to Centra Adm n strat on, Secur ty, Genera Secur ty, Configure Managed Accounts On the
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Manage Account screen, ver fy you have se ected the correct account You are presented w th severa opt ons ■
Change Password Now Th s opt on a ows you to mmed ate y change a password Th s s common y done when an account s suspected of be ng comprom sed or when a SharePo nt Server 2010 adm n strator eaves the organ zat on
• If you want SharePo nt Server 2010 to automat ca y generate a new
password and synchron ze SharePo nt Server 2010 w th the new Act ve D rectory password, se ect Generate New Password
• If you want to manua y set a password, as s requ red by some
organ zat ona secur ty po c es, type the new password and confirm t
• If a password has gotten out of synchron zat on w th n the farm, se ect Use Ex st ng Password, type the ex st ng password, and c ck OK
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Automatic Password Change Use th s opt on to define a schedu e to automat ca y change passwords for the managed account Upon enab ng the opt on, you are presented w th three opt ons for configurat on
• The exp rat on po cy can detect your Act ve D rectory password po cy
and change n days before exp rat on, as defined by here Th s s seen n F gure 15-4
• Rece ve not ficat on by e-ma that the password s schedu e for change Enter the number of days n advance that you’d ke to be not fied
• Se ect the frequency of password changes Note that the opt ons change
depend ng on the scope se ected—week y or month y You have the ab ty to set password changes on a month y bas s by a g ven day, or you can define the spec fic day t shou d change
IMPORTANT There are severa facts you shou d know about automat c password changes: ■
Password changes occur n the configurat on database and affect every serv ce us ng that managed account.
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Password change management does not work between server farms.
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Bu t n mach ne accounts cannot be managed us ng automat c password changes.
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The password w
meet your Act ve D rectory po cy for m n mum password
comp ex ty and usua y exceed t. ■
The managed farm account can a so be configured to use automat c password changes.
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Managed accounts us ng automat c password changes are first contro ed by your Act ve D rectory group po cy, and then by the configurat on n Centra Adm n strat on.
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Service Account Management Serv ce accounts are accounts be ng used for Web and serv ce app cat ons Serv ce accounts are essent a y the assoc at on of a managed account used for startup w th authent cat on for Web and serv ce app cat ons, such as a Web app cat on’s app cat on poo dent ty In SharePo nt Server 2010, configurat on and assoc at on of these serv ce accounts s known as credential management You can mod fy the assoc at on of serv ce accounts and app cat ons from Centra Adm n strat on, Secur ty, Genera Secur ty, Configure Serv ce Accounts To v ew the current dependenc es of a serv ce account, se ect t from the drop-down menu, as seen n F gure 15-5 The dependenc es are shown n the dependenc es w ndow
FIGURE 15-5 Se ect the se v ce account you want to manage.
A serv ce accounts must be managed accounts Un ke SharePo nt Server 2007, you cannot create an so ated serv ce account If you dec de to change the assoc at on between a serv ce account and managed account, be sure to test pr or to mak ng the change Any custom code or th rd-party app cat on dependent on that assoc at on w most ke y fa unt t s mod fied to use the new managed account
Farm Passphrase In SharePo nt Server 2007, the farm account’s password was used to generate the farm encrypt on key (FEK) and the FEK was stored n the reg stry of the Centra Adm n strat on server and the configurat on database Each server that was added to the farm had the FEK wr tten to ts own reg stry It was common for SharePo nt Server 2007 adm n strators to nadvertent y overwr te or orphan th s FEK dur ng the password reset process NOTE The farm encrypt on key s used to encrypt secure traffic between servers of the farm and s not user configurab e.
To address th s prob em n SharePo nt Server 2010, the concept of a farm assphrase was ntroduced The farm passphrase s defined when nsta ng p SharePo nt Server 2010 and s used when jo n ng add t ona servers to the farm The farm passphrase s a so now used to generate the FEK that s stored n the configurat on database and n the server’s reg stry
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NOTE The FEK reg stry ocat on s encrypted and s access b e on y by the server farm account.
Th s des gn, us ng a farm passphrase, so ves three major prob ems w th S harePo nt Server 2007 farm account management F rst, the farm passphrase, and n turn the FEK, can be reset us ng nat ve too s SharePo nt Server 2007 requ res a ca to Customer Support Serv ces to reso ve a ost or orphaned FEK Second, fa ed synchron zat on between servers, such as happens when a server s offl ne dur ng farm updates, s now ess d fficu t to reso ve Th rd, adm n strators no onger need to know the farm account and password to jo n servers to the farm; they need know on y the passphrase There s not a graph ca user nterface to mod fy the farm passphrase To change the farm passphrase us ng W ndows PowerShe , do the fo ow ng 1. Open SharePo nt 2010 Management She from Start, A Programs, M crosoft
SharePo nt 2010 Products 2. Execute the fo ow ng cmd et Set-SPPassPhrase
3. Type the new farm passphrase 4. Confirm the passphrase
Information Policies Informat on po c es n SharePo nt Server 2010 refer to two d fferent areas of funct ona ty Informat on R ghts Management (IRM) and Informat on Management (IM) Po c es A though they sound s m ar n name, they are very d fferent n pract ce
Information Rights Management IRM s a techno ogy that a ows users to protect nformat on, regard ess of where the content s stored Based on a defined user and assoc ated cert ficate, the creator of a document can m t forward ng, copy ng, mod fy ng, pr nt ng, fax ng, cutt ng, past ng, and us ng Pr nt Screen, regard ess of where a document s stored The serv ce s a funct on of Act ve D rectory R ghts Management Serv ces (Act ve D rectory RMS) and must be configured and funct ona outs de of SharePo nt Server 2010 before you can configure t n Centra Adm n strat on A though t’s not extreme y d fficu t to mp ement, t does take p ann ng and a so requ res Enterpr se Adm n strator r ghts n Act ve D rectory It a so s m ted to your Act ve D rectory
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FIGURE 15-6 RM p otects a document based on the b a y conta ne .
To configure a st or brary to use IRM, do the fo ow ng 1. Comp ete IRM configurat on n Centra Adm n strat on 2. Go to the L st Or L brary sett ngs, w th n a s te co ect on, that you want to
enab e 3. In the Perm ss ons And Management co umn, se ect Informat on R ghts
anagement If you do not see th s opt on, IRM has not been correct y M configured n Centra Adm n strat on 4. Se ect the re evant opt ons and c ck OK
Information Management Policies Informat on Management (IM) Po c es are one of the strengths n SharePo nt Server 2010 that was not ava ab e n SharePo nt Foundat on 2007 IM Po c es a ow you to define abe s, bar codes, and retent on and aud t ng po c es w th n s te co ect ons The creat on and app cat on of po c es s at the s te-co ect on eve , but farm adm n strators can contro the ava ab ty and funct ona ty of po c es for the farm F gure 15-7 shows the IM Po cy Configurat on page n Centra Adm n strat on
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FIGURE 15-7 The cu ent status of M po c es a e shown n Cent a Adm n st at on.
As you can see n F gure 15-7, the ma n configurat on screen for IM po c es shows the status and current y configured ava ab ty of po c es To enab e or d sab e a po cy, c ck on the name of the po cy to be configured When you decomm ss on an IM po cy at the farm eve , t s no onger ava ab e n s te co ect ons F gure 15-8 shows the configurat on of a content type’s IM po cy w th the defau t sett ngs F gure 15-9 shows an examp e of the same content type IM Po cy sett ngs when abe s and bar codes have been dese ected n Centra Adm n strat on
FIGURE 15-8 The content type M po c es ava ab e by defau t.
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FIGURE 15-9 When dese ected, po c es a e no onge ava ab e to content types.
The fo ow ng opt ons are ava ab e for configur ng po c es ■
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Configure Labels You can enab e IM abe s for use w th n the farm You can decomm ss on IM abe s, but you cannot d sab e abe s that are n use Barcodes You can enab e bar code abe s for use w th n the farm You can decomm ss on bar code abe s, but you cannot d sab e bar codes that are n use You have the add t ona opt ons of se ect ng nsta ed bar code sty es and encod ng opt ons based on the sty e Auditing You can enab e IM aud t ng for use w th n the farm You can dese ect IM aud t ng, but you cannot d sab e aud t ng po c es that are n use Retention You can enab e IM retent on for use w th n the farm You can decomm ss on IM retent on, but you cannot d sab e retent on po c es that are n use
IMPORTANT f the M crosoft SharePo nt Foundat on Workflow T mer serv ce s not funct on ng correct y, SharePo nt Server 2010 w not update exp rat on dates and po cy process ng. MORE INFO See Chapter 12, “Records Management”, for deta ed nstruct ons on how to configure M po c es.
Web Application Security Web app cat ons conta n a of your va uab e user content and a so prov de the bedrock for the secur ty of your s te co ect ons There are severa areas of Web App cat on secur ty you need to take nto cons derat on
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Author zat on
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Ma c ous Software Prevent on
The fo ow ng sect on on Web app cat on secur ty covers each of these areas A so d secur ty p an for SharePo nt Server 2010 requ res some or a the top cs covered here What eve of secur ty you requ re comp ete y depends on your organ zat on’s secur ty po c es, what nformat on you are shar ng, w th whom you are shar ng the nformat on, and what eve of trust you have n the connect ng networks
SSL and Assigned IP Addresses Secure Sockets Layer (SSL) s the most common form of protect ng HTTP traffic SSL s tes can be recogn zed by the https:// prefix, contrasted w th non-SSL s tes that are prefixed w th http:// SharePo nt Server 2010 does not prov de SSL serv ces and does not store the cert ficate used to authent cate the Web app cat on To mp ement SSL, you must manage each Web app cat on nd v dua y on every Web server n the farm A though SharePo nt Server 2010 doesn’t manage SSL, t must be configured to recogn ze the URL change after enab ng SSL Last, most adm n strators w want to ass gn IP addresses when us ng SSL to avo d w dcard SSL cert ficates W dcard SSL cert ficates a ow you to secure mu t p e subdoma ns under a s ng e parent doma n name NOTE You can use host headers w th a w dcard SSL cert ficate. The cert ficate shou d be ass gned to a subnet, such as *.contoso.com. You can then use the cert ficate on any server end ng w th .contoso.com. A though th s approach reduces the expense of obta n ng SSL cert ficates, t shou d genera y be avo ded because the c ent cannot ver fy the Web app cat on dent ty. Us ng w dcard cert ficates can a so make t more d fficu t to trace network traffic us ng ntrus on detect on and firewa s.
Configuring SSL Configur ng SSL n Internet Informat on Serv ces 7 0 s performed d fferent y than n Internet Informat on Serv ces 6 0 The process w vary s ght y depend ng on whether you create your own SSL cert ficates nterna y or use an externa cert ficate author ty To create a cert ficate us ng an externa cert ficate author ty, do the fo ow ng 1. Open Internet Informat on Serv ces (IIS) Manager from Start Menu, A
Programs, Adm n strat ve Too s 2. Se ect the server name 3. Doub e-c ck Server Cert ficates, as seen n F gure 15-10
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FIGURE 15-10 C ck Se ve Ce t f cates afte chang ng the context to the se ve name.
4. From the Act ons menu, as seen n F gure 15-11, se ect Create Cert ficate
Request
FIGURE 15-11 Se ect C eate Ce t f cate Request.
5. Type the common name, us ng the fu y qua fied doma n name (FQDN)—for
examp e, porta contoso com 6. Type the organ zat on name Th s s usua y your company name
7. Type the organ zat ona un t, such as North Amer ca or E-Commerce
8. Type the c ty and state you want to assoc ate to th s cert ficate
9. Type the country, and then c ck Next
10. Se ect the cryptograph c prov der you want to use 11. Se ect the b t ength, and then c ck Next 12. Se ect the fi e ocat on where you’ store the cert ficate request, such as
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14. Depend ng on your externa cert ficate author ty, th s step w
vary Most ke y, you’ copy the contents of C \ContosoPorta CertRequest txt nto a form prov ded by your externa cert ficate author ty After the cert ficate author ty prov des you w th a cert ficate, proceed to step 15
15. From the Act ons menu (shown n F gure 15-11), se ect Comp ete Cert ficate
Request 16. C ck the e pses, and browse to the cert ficate you rece ved from your
prov der 17. C ck OK
If you’ be us ng th s SSL-secured Web app cat on nterna y and a ready have an nterna cert ficate author ty, fo ow these steps to create an nterna , doma n cert ficate 1. Open Internet Informat on Serv ces (IIS) Manager from Start menu, A
Programs, Adm n strat ve Too s 2. Se ect the server name 3. Doub e-c ck Server Cert ficates, as shown ear er n F gure 15-10 4. From the Act ons menu, shown ear er n F gure 15-11, se ect Create Doma n
Cert ficate 5. Type the common name, us ng the FQDN—for examp e, porta contoso com 6. Type the organ zat on name Th s s usua y your company name
7. Type the organ zat ona un t, such as North Amer ca or E-Commerce
8. Type the c ty and state you want to assoc ate to th s cert ficate
9. Type the country, and then c ck Next
10. Se ect the on ne cert ficate author ty for your organ zat on 11. Type a fr end y name that assoc ates th s cert ficate og ca y, such as Porta
Web App cat on Cert ficate 12. C ck F n sh TIP Be sure you se ect the W ndows Server name n nternet nformat on Serv ces Manager, not the Web app cat on name, when creat ng a cert ficate. Cert ficates are stored n the W ndows Server cert ficate store, not n nternet nformat on Serv ces.
Binding the Certificate to the Internet Information Services Site After you successfu y nsta the cert ficate, you must then b nd the cert ficate to the Web app cat on to be SSL-secured To b nd a cert ficate to a Web app cat on n Internet Informat on Serv ces, do the fo ow ng 1. Open Internet Informat on Serv ces (IIS) Manager from Start Menu, A
Programs, Adm n strat ve Too s
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2. Se ect the Web app cat on you want to mod fy under the S tes st, as seen n
F gure 15-12
FIGURE 15-12 Se ect the s te you want to mod fy and then se ect B nd ngs.
3. Se ect B nd ngs from the Act ons menu, under Ed t S te 4. C ck the Add button 5. Change Type to https 6. Se ect the IP address for th s Web app cat on IP f you prev ous y ass gned an P address, t w a ways be cached n the st, T even f the P address s ater removed from the network nterface card. A ways ver fy the P address ex sts n W ndows Server network ng before se ect ng the P address n nternet nformat on Serv ces Manager.
7. Se ect the port number Th s s a most a ways 443
8. Se ect the cert ficate, as seen n F gure 15-13
FIGURE 15-13 Se ect the p ev ous y nsta ed ce t f cate.
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9. Opt ona y, remove the http b nd ng f you’ no onger access the Web
app cat on v a HTTP 10. C ck OK, and then c ck C ose IMPORTANT Ass gn ng P addresses a ows you to use non w dcard SSL on mu t p e SharePo nt Server 2010 Web app cat ons n the same farm, and a so to configure network oad ba anc ng for h gh ava ab ty and performance. You cannot ass gn P addresses from w th n Centra Adm n strat on because each server must have a un que P address. n fact, you have to ass gn a un que P address to every S Web s te to be secured on every Web server n the farm.
Modifying Alternate Access Mappings Before you can test your SSL-enab ed Web app cat on, you must first configure SharePo nt Server 2010 to be aware of the URL change The Web app cat on was prev ous y configured as http://portal.contoso.com It now needs to be configured to nc ude the s to des gnate the change to SSL URL changes are made as A ternate Access Mapp ng changes To mod fy the http //portal.contoso.com a ternate access mapp ng, do the fo ow ng 1. Open Centra Adm n strat on, System Sett ngs Under the Farm Management
group ng, se ect Configure A ternate Access Mapp ngs 2. Se ect the Web app cat on you want to mod fy 3. Change the nterna URL to the https:// protoco scheme, as seen n
F gure 15-14 4. C ck OK
FIGURE 15-14 Change the p otoco f om http to https.
TIP Do not se ect a zone other than Defau t at th s po nt. You w not be ab e to mod fy the zone unt you define a new defau t nterna URL for the zone.
If you want to access the Web app cat on v a both HTTPS and HTTP, you can add another pub c URL mapp ng Be aware that the defau t nterna URL s used for embedded e-ma URLs such as workflows and system messages Therefore, you’ most ke y want the defau t nterna URL to be the SSL-enab ed URL so that
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hyper nks n e-ma a ways funct on, regard ess of where the user s v ew ng e-ma To add a second zone for the Web app cat on, do the fo ow ng 1. Open Centra Adm n strat on, System Sett ngs Under the Farm Management
group ng, se ect Configure A ternate Access Mapp ngs 2. Se ect Ed t Pub c URLs n the menu 3. Se ect the Web app cat on you want to mod fy, as seen n F gure 15-15
FIGURE 15-15 Se ect Change A te nate Access Mapp ng Co ect on f om the d op down
menu.
4. Change the defau t URL to https, and type a new URL us ng http, as seen n
F gure 15-15 5. C ck Save TIP f your users were prev ous y us ng W ndows ntegrated authent cat on and a so us ng nternet Exp orer’s automat c ogon w th the current user name and password, they m ght now be prompted for credent a s. Th s s because you must add the new URL to the nternet Exp orer secur ty zone to nc ude the s, as n https://portal.contoso.com.
Authentication One of the foundat ons of Web app cat on secur ty s authent cat on SharePo nt Server 2010 authent cat on s usua y prov ded by IIS v a W ndows Integrated authent cat on, but t can be prov ded by any number of sources through FormsBased authent cat on and C a ms-Based authent cat on Because Forms-Based authent cat on and C a ms-Based authent cat on are deve oper-or ented top cs, on y W ndows Integrated authent cat on s d scussed n th s chapter
Windows Integrated Authentication W ndows Integrated authent cat on prov des a transparent authent cat on mechan sm for ntranet app cat ons and some extranet SharePo nt Web app cat ons Th s process ncreases the transparency to the user because no nput 470
Chapter 15 Configu ng Po c es and S ecu ty
s requ red to v s t SharePo nt servers when used n conjunct on w th Internet xp orer’s automat c ogon funct ona ty There are two types of Integrated E authent cat on Kerberos and NTLM KERBEROS
Kerberos s the preferred authent cat on mechan sm for nterna SharePo nt Web app cat ons Because both the c ent and IIS server must see the Key D str but on Center (KDC), Kerberos does not work w th most Internet-fac ng SharePo nt Server 2010 nsta at ons To enab e Kerberos, s mp y choose the opt on dur ng Web app cat on creat on Remember that to use Kerberos you must have prev ous y configured a serv ce pr nc pa name (SPN) for the Web app cat on poo dent ty To configure an SPN, fo ow these steps 1. Ver fy the app cat on poo for the Web app cat on you want to configure In
Internet Informat on Serv ces Manager, se ect the Web app cat on and se ect Advanced Sett ngs from the Act ons menu F gure 15-16 shows an examp e of find ng an app cat on poo n Internet Informat on Serv ces Manager
FIGURE 15-16 Note the app cat on poo fo the Web app cat on.
2. On the app cat on poo noted n step 1, se ect Advanced Sett ngs and note
the app cat on poo dent ty, as seen n F gure 15-17
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FIGURE 15-17 Note the dent ty of the app cat on poo .
3. Go to the command prompt on the W ndows server that w
host the Web
app cat on to use Kerberos 4. Create the SPN n the form of setspn -a HTTP/
