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DocAve 6 Administrator User Guide · policies, control site sprawl, and easily view and edit...

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  • DocAve® 6 Administrator User Guide

    Service Pack 10, Cumulative Update 1 Issued April 2018

    The Enterprise-Class Management Platform for SharePoint® Governance

  • DocAve® 6 Administrator 1

    Table of Contents What is New in this Guide .............................................................................................................................................. 6

    About DocAve Administrator for SharePoint ............................................................................................................ 7

    Complementary Products ............................................................................................................................................... 8

    Submitting Documentation Feedback to AvePoint ................................................................................................. 9

    Before You Begin ............................................................................................................................................................ 10

    AvePoint’s Testing Policy and Environment Support ..................................................................................................... 10 Supported Software Environments .................................................................................................................................. 10 Supported Hardware ............................................................................................................................................................. 10 Supported Backup and Recovery ...................................................................................................................................... 11

    Configuration ................................................................................................................................................................................. 11

    Agents ............................................................................................................................................................................................... 11

    Required Permissions ................................................................................................................................................................. 11 Administrator for SharePoint On-Premises Permissions ......................................................................................... 11 Administrator for SharePoint Online Permissions ...................................................................................................... 13 Local System Permissions .................................................................................................................................................... 15

    Getting Started ................................................................................................................................................................. 17

    Launching Administrator for SharePoint ............................................................................................................................ 17

    User Interface Overview ............................................................................................................................................................. 18

    Navigating DocAve ...................................................................................................................................................................... 19

    Selecting Farms and Nodes...................................................................................................................................................... 20

    Configuring Export Settings ......................................................................................................................................... 21

    Creating an Export Location..................................................................................................................................................... 21

    Managing Export Locations ..................................................................................................................................................... 22

    Viewing and Searching Content .................................................................................................................................24

    Viewing Site Collection Lists .................................................................................................................................................... 24

    Viewing Users and Permissions .............................................................................................................................................. 24

    Performing an Admin Search Using Admin Search Wizard ........................................................................................ 25

    Performing an Admin Search Using Admin Search Form Mode ............................................................................... 26

    Performing a Security Search Using Security Search Wizard ...................................................................................... 27

  • DocAve® 6 Administrator 2

    Performing a Security Search Using Security Search Form Mode ............................................................................ 30

    Using a Predefined Search ........................................................................................................................................................ 30

    Managing Content .......................................................................................................................................................... 32

    Creating Site Collections and Content Databases .......................................................................................................... 32

    Creating Host-Named Site Collections ................................................................................................................................ 32 Creating an Individual Host-Named Site Collection ................................................................................................. 32 Creating Multiple Host-Named Site Collections in Bulk.......................................................................................... 33

    Defining the Maximum Number of Subsites that can be Created in a Site Collection .................................... 34

    Extending Web Applications .................................................................................................................................................... 34

    Moving Site Collections Across Content Databases....................................................................................................... 35

    Checking for Broken Links ........................................................................................................................................................ 36

    Searching Web Parts ................................................................................................................................................................... 38

    Changing Item Metadata .......................................................................................................................................................... 39 Changing Item Metadata Online ...................................................................................................................................... 39 Changing Item Metadata Offline ...................................................................................................................................... 40

    Searching Alerts ............................................................................................................................................................................ 42

    Deleting Web Applications ....................................................................................................................................................... 43

    Deleting Orphan Sites ................................................................................................................................................................ 43 Running the Orphan Site Scan as a Job and Saving the Plan for Later Use .................................................... 44 Scanning for Orphan Sites Now ........................................................................................................................................ 45 Additional Operations for Deleting Orphan Sites in Job Monitor ....................................................................... 46

    Searching for Duplicate Files ................................................................................................................................................... 46

    Right-Click Operations on Each Level .................................................................................................................................. 49

    Managing Security .......................................................................................................................................................... 51

    Granting Users Temporary Permissions .............................................................................................................................. 51

    Searching User Temporary Permissions .............................................................................................................................. 52

    Cloning User Permissions.......................................................................................................................................................... 52

    Cloning Site Permissions ........................................................................................................................................................... 54

    Using Deactivated Account Cleaner ..................................................................................................................................... 55 Using Plan Mode ..................................................................................................................................................................... 56 Using Scan Mode .................................................................................................................................................................... 57 Additional Operations in Job Monitor ............................................................................................................................ 59

    Exporting, Editing, and Importing Configuration Files .................................................................................................. 60 Exporting Configuration Files ............................................................................................................................................. 60

  • DocAve® 6 Administrator 3

    Modifying an Exported Configuration File .................................................................................................................... 61 Importing a Configuration File........................................................................................................................................... 62

    Breaking Inheritance for Sub-nodes ..................................................................................................................................... 63

    Breaking Inheritance for Selected Node ............................................................................................................................. 64

    Pushing Inheritance to Sub-nodes ........................................................................................................................................ 65

    Security Management Web Part ............................................................................................................................................ 66 Deploying the Security Management Solution ........................................................................................................... 66 Activating the Security Management Features ........................................................................................................... 67 Using the Security Management Web Part .................................................................................................................. 68

    Monitoring and Controlling Actions and Changes in SharePoint ..................................................................... 74

    Configuring the Policy Enforcer Database ......................................................................................................................... 74

    Deploying the Event Receiver Solution ............................................................................................................................... 75

    Configuring the Source Collection Policy ........................................................................................................................... 76

    Configuring Defined Groups .................................................................................................................................................... 78

    Configuring a Policy Enforcer Profile .................................................................................................................................... 80 Creating a Policy Enforcer Profile Using Profile Manager ....................................................................................... 80 Managing Existing Policy Enforcer Profiles ................................................................................................................... 82 Managing Rules in Policy Enforcer Profile..................................................................................................................... 83 Customizing Rules with Policy Enforcer SDK ............................................................................................................... 85

    Applying a Policy Enforcer Profile.......................................................................................................................................... 85

    Inheriting and Stopping Inheriting ........................................................................................................................................ 89 Stopping Inheriting Profiles ................................................................................................................................................ 90 Inheriting Profiles from Parent Nodes ............................................................................................................................ 91 Configuring Conflict Resolution ........................................................................................................................................ 91

    Generating Reports of Violations Identified by Policy Enforcer ................................................................................ 92 Hiding Out-of-Policy Nodes from the Generate Report Page .............................................................................. 94 Managing Hidden Out-of-Policy Nodes ........................................................................................................................ 94 Viewing Hidden Out-of-Policy Nodes ............................................................................................................................ 94 Changing Expiration Date .................................................................................................................................................... 95 Unhiding Out-of-Policy Nodes .......................................................................................................................................... 95

    Downloading Search Reports ...................................................................................................................................... 96

    Downloading Admin Search Reports ................................................................................................................................... 96

    Downloading Security Search Reports ................................................................................................................................ 96

    Downloading Reports in the Download Result Page ..................................................................................................... 97

    Administrator for SharePoint Online ......................................................................................................................... 98

  • DocAve® 6 Administrator 4

    Creating SharePoint Online Site Collections ..................................................................................................................... 98

    Configuring External Sharing Settings ................................................................................................................................. 99

    Administrator Caveats .................................................................................................................................................. 101

    DocAve Administrator for SharePoint Use Cases ................................................................................................ 102

    Security Permissions Search ................................................................................................................................................... 102

    Employee Shuffling and Permissions Cloning ................................................................................................................ 103

    Solution to a Database Becoming Too Large ................................................................................................................. 103

    Appendix A: Table of Filter Conditions ................................................................................................................... 105

    Table of Most Filter Conditions ............................................................................................................................................ 105

    Table of the User and Group Filter Condition ................................................................................................................ 143

    Appendix B: DocAve Administrator and SharePoint Operations Comparison ............................................ 146

    Farm Level Operations ............................................................................................................................................................. 146

    Web Application Level Operations ...................................................................................................................................... 155

    Site Collection Level Operations .......................................................................................................................................... 163

    Sub-Site Level Operations ...................................................................................................................................................... 176

    List/Library Level Operations ................................................................................................................................................. 188

    Folder Level Operations ........................................................................................................................................................... 201

    Item Level Operations .............................................................................................................................................................. 208

    Appendix C: Actions That Can Be Performed on Security Search Results .................................................... 213

    Appendix D: Feature Updates in DocAve When Specifying Nodes on the SharePoint 2013 Farm ....... 217

    Appendix E: Advanced Configurations .................................................................................................................. 220

    Modifying Search Duplicate Files Settings ....................................................................................................................... 220 Editing File Extensions that Appear in the Include File Extension Only Drop-down List .......................... 220 Editing Files that Appear in the Exclude File Drop-down List ............................................................................. 220

    Configuring the CentralAdminWebUtility.config Configuration File ..................................................................... 221

    Appendix F: Supported and Unsupported List of DocAve Administrator Functions for SharePoint Online .............................................................................................................................................................................. 223

    Site Collection Level Operations .......................................................................................................................................... 223

    Site Level Operations ................................................................................................................................................................ 227

  • DocAve® 6 Administrator 5

    List/Library Level Operations ................................................................................................................................................. 231

    Folder Level Operation ............................................................................................................................................................. 233

    Item Level Operation ................................................................................................................................................................ 236

    Item Version Level Operation ................................................................................................................................................ 237

    Security Search Results Operation ...................................................................................................................................... 237

    Unsupported Functionalities for Office 365 or Remote Farms ................................................................................ 241 Unsupported Options for Office 365 and Remote Farms ..................................................................................... 241 Unsupported Admin and Security Search Filters for Office 365 or Remote Farms .................................... 241

    Appendix G: Supported List of Policy Enforcer Rules for SharePoint On-premises and SharePoint Online .............................................................................................................................................................................. 243

    Appendix H: Out-of-the-Box Policy Enforcer Rules ........................................................................................... 247

    Configuration Tab ...................................................................................................................................................................... 247

    Security Tab .................................................................................................................................................................................. 248

    Management Tab ....................................................................................................................................................................... 251

    Appendix I: Customizing the Interval Function for Event-Driven Mode in Source Collection Policy ... 255

    Notices and Copyright Information ........................................................................................................................ 256

  • DocAve® 6 Administrator 6

    What is New in this Guide • General improvements for enhanced functionality.

  • DocAve® 6 Administrator 7

    About DocAve Administrator for SharePoint As deployments expand and evolve, organizations must find ways to enforce governance policies, control site sprawl, and easily view and edit permissions across entire Microsoft SharePoint 2010, SharePoint 2013, or SharePoint 2016 environments. DocAve Administrator for SharePoint gives organizations the agility and control they require to easily meet these critical management Administrator for SharePoint challenges. Perform tasks on a single farm or hundreds of farms to ensure that SharePoint fulfills your specific business needs.

    • From a single interface, view, search, manage, report on, deploy, and replicate configurations, securities, and content across all SharePoint assets.

    • Maintain compliance with SharePoint governance policies for SharePoint content, configurations, and customizations for enhanced lifecycle management.

    • Apply the same level of administration and replication to all content externalized with DocAve’s RBS provider.

  • DocAve® 6 Administrator 8

    Complementary Products Many products and product suites on the DocAve 6 platform work in conjunction with one another. The following products are recommended for use with Administrator for SharePoint:

    • DocAve Content Manager for SharePoint for restructuring or moving SharePoint content

    • DocAve Report Center for SharePoint to examine pain points in the SharePoint infrastructure and report on SharePoint user behavior and changes

    • DocAve Data Protection for setting backup and recovery points prior to adjusting SharePoint governance policies in this product

  • DocAve® 6 Administrator 9

    Submitting Documentation Feedback to AvePoint AvePoint encourages customers to provide feedback regarding our product documentation. You can Submit Your Feedback on our website.

    http://www.avepoint.com/resources/documentation-feedback/?flush=1

  • DocAve® 6 Administrator 10

    Before You Begin Refer to the sections for system and farm requirements that must be in place prior to installing and using DocAve Administrator for SharePoint.

    AvePoint’s Testing Policy and Environment Support

    Supported Software Environments AvePoint is committed to testing against all major versions and service packs of SharePoint as well as the latest versions of Windows Server and SQL Server, as Microsoft announces support and compatibility.

    *Note: AvePoint does not recommend or support installing DocAve on client operating systems.

    Supported Hardware AvePoint is committed to maintaining a hardware agnostic platform to ensure that DocAve operates on common Windows file sharing and virtualization platforms. To ensure that DocAve is hardware agnostic, AvePoint tests hardware that is intended to support SharePoint and DocAve infrastructure, storage targets, and hardware-based backup and recovery solutions, as supported by AvePoint’s partnerships. AvePoint directly integrates with the following platforms: any Net Share, FTP, Amazon S3, AT&T Synaptic, Box, Caringo Storage , Cleversafe, DELL DX Storage, Dropbox, EMC Atmos, EMC Centera, Google Drive, HDS Hitachi Content Platform, IBM Spectrum Scale Object, IBM Storwize Family, Microsoft Azure Storage, NetApp Data ONTAP, NFS, OneDrive, Rackspace Cloud Files, and TSM.

    All other hardware platforms that support UNC addressable storage devices are supported.

    *Note: AvePoint has ended the test and development for Caringo Storage and DELL DX Storage in DocAve since DocAve 6 SP7 CU1, as the providers of these two platforms have stopped the platform maintenance.

    *Note: Due to changes in the IBM Tivoli Storage Manager API, DocAve 6 Service Pack 6 and later versions require that TSM Client version 7.1.2 is installed on the Control Service and Media Service servers.

    *Note: Most of the hardware partnerships referenced in this guide are intended to make use of advanced functionality (such as snapshot mirroring, BLOB snapshots, indexing, long-term storage, WORM storage, etc.), and are not indications that any changes to the product are required for basic support. In most cases, hardware can be supported with no change to the product.

  • DocAve® 6 Administrator 11

    Supported Backup and Recovery DocAve supports BLOB backup storage according to the list of hardware platforms above. BLOB snapshot function, however, is currently only supported on OEM versions and NetApp hardware.

    DocAve supports SQL content and Application database backups via the SharePoint Volume Shadow Copy Service (VSS) on all Windows and SQL server platforms listed above. DocAve also supports snapshot-based SharePoint VSS on all hardware listed above where the hardware partner has certified support with Microsoft.

    DocAve supports application and configuration server backups for all supported software environments listed above. DocAve 6 SP5 or later supports VM backup via Hyper-V/VMWare for the following operating systems: Windows Server 2008 R2, Windows Server 2012, Windows Server 2012 R2, and Microsoft Hyper–V Server 2012 R2.

    Configuration In order to use DocAve Administrator for SharePoint (hereafter referred to as Administrator), the DocAve 6 platform must be installed and configured properly on your farm. Administrator will not function without DocAve 6 present on the farm. For installation instructions, see the DocAve 6 Installation Guide.

    Agents DocAve Agents are responsible for running DocAve jobs and interacting with the SharePoint object model. DocAve Agents enable DocAve Manager to communicate with the respective servers, allowing for Administrator commands to function properly.

    *Note: The use of system resources on a server increases when the installed Agent is performing actions. This may affect server performance. However, if the Agent installed on a server is not being used, the use of system resources is very low and, therefore, the effect on server performance is negligible.

    For instructions on installing the DocAve Platform, DocAve Manager, and DocAve Agents, see the DocAve 6 Installation Guide.

    Required Permissions Refer to the section below for the required permissions for installing and using DocAve Administrator on SharePoint on-premises and SharePoint Online environments.

    Administrator for SharePoint On-Premises Permissions To install and use Administrator for SharePoint on the SharePoint on-premises environment properly, ensure that the DocAve Agent account has the following permissions:

    http://www.avepoint.com/assets/pdf/sharepoint_user_guides/DocAve_6_Installation_Guide.pdfhttp://www.avepoint.com/assets/pdf/sharepoint_user_guides/DocAve_6_Installation_Guide.pdfhttp://www.avepoint.com/assets/pdf/sharepoint_user_guides/DocAve_6_Installation_Guide.pdf

  • DocAve® 6 Administrator 12

    1. Local System Permissions: These permissions are automatically configured by DocAve during installation. Refer to Local System Permissions for a list of the permissions automatically configured upon installation. If there are no strict limitations within your organization on the permissions that can be applied, you can simply add the DocAve Agent Account to the local Administrators group to apply all of the required permissions.

    2. SharePoint Permissions: These permissions must be manually configured prior to using DocAve 6 Administrator; they are not automatically configured.

    • User is a member of the Farm Administrators group. Since Administrator works across farms and on all SharePoint settings and configurations, this account is needed in order to provide the best and most complete quality of service.

    • Full Control to all zones of all Web applications via User Policy for Web applications.

    • Full Control to the User Profile Service Application related to the Web application where the personal site resides.

    3. SQL Permissions: These permissions must be manually configured prior to using DocAve 6 Administrator; they are not automatically configured.

    • The permission for all databases related to SharePoint, including Content Databases, Configuration Database, and Central Administration Database.

    For SharePoint 2010, the Database Role of db_owner is required.

    For SharePoint 2013 and 2016, the Database Role of SharePoint_Shell_Access is required.

    *Note: The Agent account should have the Database Role of db_rbs_admin for the Content Database if RBS is enabled for this Content Database; however, when the DocAve Agent account has the SharePoint_Shell_Access role for Content Databases, Administrator has some limitations on moving site collection cross content databases and deleting orphan sites. For more information, see the following Knowledge Base article: http://www.avepoint.com/community/kb/limitations-for-docave-6-products-if-docave-agent-account-has-the-sharepoint_shell_access-role. AvePoint recommends that you assign the db_owner Database Role to the Agent account.

    *Note: The SharePoint_Shell_Access role can only be assigned via SharePoint 2013 Management Shell. For instructions on how to assign this role to a user, refer to the following Microsoft technical article: https://technet.microsoft.com/en-us/library/ff607596.aspx.

    http://www.avepoint.com/community/kb/limitations-for-docave-6-products-if-docave-agent-account-has-the-sharepoint_shell_access-rolehttp://www.avepoint.com/community/kb/limitations-for-docave-6-products-if-docave-agent-account-has-the-sharepoint_shell_access-rolehttp://www.avepoint.com/community/kb/limitations-for-docave-6-products-if-docave-agent-account-has-the-sharepoint_shell_access-rolehttps://technet.microsoft.com/en-us/library/ff607596.aspx

  • DocAve® 6 Administrator 13

    • Database Role of db_owner for FBA database if forms based authentication (FBA) is enabled in SharePoint Web applications.

    • Server Role of dbcreator and securityadmin in SQL Server.

    Administrator for SharePoint Online Permissions To install and use Administrator on the SharePoint Online environment properly, ensure the following permissions are met:

    Registered SharePoint On-Premises Site Collections

    The following permissions are required for an Administrator to manage registered SharePoint on-premises site collections.

    Local System Permissions for DocAve Agent Account

    The DocAve Agent account is on the Agent machine that will run the Administrator job. The DocAve Agent account must have proper Local System permissions.

    The permissions are automatically configured by DocAve during the installation. Refer to Local System Permissions for a list of the permissions automatically configured upon installation. If there are no strict limitations within your organization on the permissions that can be applied, you can simply add the DocAve Agent Account to the local Administrators group to apply all of the required permissions.

    Required Permissions for the Account Used to Register SharePoint On-Premises Site Collections

    The account that is used to register SharePoint on-premises site collections via Control Panel > Manual Object Registration > Scan must have the following permissions:

    • Full Control permission to all zones of all Web applications via User Policy for Web Applications.

    • Member has a Database Role of db_owner for all of the databases related to SharePoint, including Content Databases, SharePoint Configuration Database, and Central Admin Database.

    • User Profile Service Application:

    o User Profile Connection Permission: Full Control

    o User Profile Administrator

    • Managed Metadata Service:

    o Term Store Administrator

  • DocAve® 6 Administrator 14

    The account that is used to manually add a single SharePoint on-premises site collection or import site collections in batch via Control Panel > Manual Object Registration > Manage Objects must have the following permissions to each site collection:

    • Member of the Site Collection Administrators group of each site collection where you want to use Administrator.

    • User Profile Service Application:

    o User Profile Connection Permission: Full Control

    o User Profile Administrator

    • Managed Metadata Service:

    o Term Store Administrator

    Registered Office 365 Objects

    The following permissions are required for Administrator to manage registered SharePoint Online site collections, OneDrive for Business, and Office 365 group team sites.

    Local System Permissions for DocAve Agent Account

    The DocAve Agent account is on the DocAve Agent machine that has network connection or has configured Agent Proxy Settings before Office 365 objects are registered. The DocAve Agent account must have proper Local System permissions.

    The permissions are automatically configured by DocAve during the installation. Refer to Local System Permissions for a list of the permissions automatically configured upon installation. If there are no strict limitations within your organization on the permissions that can be applied, you can simply add the DocAve Agent Account to the local Administrators group to apply all of the required permissions.

    Required Permissions for the Account Used to Register Office 365 Objects

    The required permissions for the Office 365 account that is used to register Office 365 objects via Control Panel, vary with registration methods and object types. Refer to the tables below for the details.

    Method: Scan Office 365 Objects via Manual Object Registration/Dynamic Object Registration

    Object Type Office 365 Account Role

    Other Permissions

    SharePoint Online Site Collection

    SharePoint Administrator

    • Managed Metadata Service: Term Store Administrator.

  • DocAve® 6 Administrator 15

    Method: Scan Office 365 Objects via Manual Object Registration/Dynamic Object Registration

    OneDrive for Business

    Global Administrator • Permissions for User Profile Service: Follow People and Edit Profile.

    Office 365 Group Team Site

    SharePoint Administrator

    Method: Manually Add Office 365 Objects via Manual Object Registration > Manage Containers

    Object Type Permissions

    SharePoint Online Site Collection

    • A member of the Site Collection Administrator group.

    • Managed Metadata Service: Term Store Administrator.

    • Permissions for User Profile: Follow People and Edit Profile.

    OneDrive for Business

    Office 365 Group Team Site

    Local System Permissions The following Local System Permissions are automatically configured during DocAve 6 installation:

    • User is a member of the following local groups:

    o IIS WPG (for IIS 6.0) or IIS IUSRS (for IIS 7.0)

    o Performance Monitor Users

    o DocAve Users (the group is created by DocAve automatically; it has the following permissions):

    Full Control to the Registry of HKEY LOCAL MACHINE\SOFTWARE\AvePoint\DocAve6

    Full Control to the Registry of HKEY_LOCAL_MACHINE\System\CurrentControlSet\Services\eventlog6

    Full Control to the Communication Certificate

    Permission of Log on as a batch job (it can be found within Control Panel > Administrative Tools > Local Security Policy > Security Settings > Local Policies > User Rights Assignment)

  • DocAve® 6 Administrator 16

    Full Control permission for DocAve Agent installation directory

    o Local admin permission

  • DocAve® 6 Administrator 17

    Getting Started SharePoint and the DocAve platform modules have common functionality. While some of this shared functionality is covered in this guide, the primary focus of this document is the functionality that is specific to the DocAve module.

    For information on the shared functionality not covered in this document, refer to SharePoint Help. To view tables presenting operations that are shared between DocAve and SharePoint at various levels, refer to Appendix B: DocAve Administrator and SharePoint Operations Comparison.

    Refer to the sections below for important information on getting started with Administrator.

    Launching Administrator for SharePoint To launch Administrator and access its functionality, complete the following steps:

    1. Log in to DocAve. If you are already in the software, click the DocAve tab. The DocAve tab displays all modules on the left side of the window.

    2. From the DocAve tab, click Administration to view the Administration functions.

    3. Click Administrator to launch Administrator for SharePoint.

    Figure 1: DocAve module launch window.

  • DocAve® 6 Administrator 18

    User Interface Overview The Administrator user interface launches with the Management tab active. This tab displays your farm environment and allows for quick access to a list of Administrator features.

    Figure 2: Administrator landing page.

    1. The SharePoint tree (Scope panel) displays all content within your farms. Use this panel to select the content that you wish to perform actions on. Selecting content often reveals new tabs and functionality on the ribbon.

    2. The ribbon shows the available actions and wizards for the selected nodes. This content is dynamic; it will often change depending on what is selected in the SharePoint tree.

    3. The workspace shows all form-based content that is used during the configuration of actions performed in DocAve products.

  • DocAve® 6 Administrator 19

    Navigating DocAve DocAve mimics the look and feel of many Windows products, making for an intuitive and familiar working environment. While there are many windows, pop-up displays, and messages within DocAve products, they share similar features and are navigated in the same ways.

    Below is a sample window in DocAve. It features a familiar, dynamic ribbon, and a searchable, content list view.

    Figure 3: Navigating DocAve.

    1. Ribbon Tabs – Allows users to quickly navigate between major DocAve modules.

    2. Ribbon Panes – Allows users to access the functionality of the active DocAve module.

    3. Manage columns ( ) – Allows users to manage which columns are displayed in the list. Click the manage columns ( ) button, and then select the checkbox next to the column name in the drop-down list.

    4. Filter the column ( ) – Allows users to filter the information in the List View. Click the filter the column ( ) button next to the column and then select the checkbox next to the column name.

    5. Hide the column ( ) – Allows users to hide the selected column.

    6. Search – Allows users to search the List View pane for a keyword or phrase. You can select Search all pages or Search current page to define the search scope.

  • DocAve® 6 Administrator 20

    *Note: The search function is not case sensitive. 7. Management Pane – Displays the actionable content of the DocAve module.

    Selecting Farms and Nodes To select farms and nodes, complete the following steps:

    1. From the Scope panel on the left, click the farm that contains the relevant SharePoint content. You can input a keyword into the Search box above the farm tree to filter out the relevant SharePoint content.

    2. Select the relevant content from which you want to perform further operations by clicking the checkboxes to the left of the content.

    3. After selecting content, you will be able to perform the procedures described throughout this guide.

    *Note: Nodes on different SharePoint farms cannot be selected at the same time. SharePoint Online site collections in both SharePoint 2010 and 2013 will be displayed in a SharePoint Online farm.

    *Note: Use Security Trimming to limit which objects specific users can see when browsing the farm tree. Security Trimming allows the user to view the site collections on the tree for which the user is a SharePoint user. This allows the user to expand the corresponding site collection node and perform actions on all SharePoint objects inside it. However, the user cannot perform actions at the Web application and farm levels. For details on configuring a SharePoint site with Security Trimming, refer to the DocAve 6 Control Panel Reference Guide.

    http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdf

  • DocAve® 6 Administrator 21

    Configuring Export Settings The Export Settings tab allows you to configure export locations for storing exported reports and configuration files in a designated location through a universal naming convention (UNC) path or in a specified SharePoint Document library.

    To configure export locations, click Export Settings tab to access the Export Settings interface, and click Export Location on the ribbon to access the Export Location interface. The sections below provide detailed instructions on creating and managing export locations in the Export Location interface.

    Creating an Export Location To create an export location, complete the steps below:

    1. In the Export Location interface, click Create on the ribbon, the Create Export Location interface appears.

    2. In the Name and Description section, enter a Name for the new export location and an optional Description for future reference.

    3. In the Location Type section, select the type of the export location you want to create from the drop-down menu.

    • UNC Path – Select UNC Path from the drop-down menu. The Path configuration area appears. Configure the following settings for the export location you are about to create.

    i. UNC path – Enter the UNC path of this export location.

    ii. Select a managed account profile – Select a previously created managed account profile from the drop-down list or create a new one to retrieve the account credentials to access this path. For more information on configuring a managed account profile, refer to DocAve 6 Control Panel Reference Guide.

    iii. Click Validation Test to check that the entered information is correct.

    • SharePoint Document Library – Select SharePoint Document Library from the drop-down menu. The SharePoint Document Library configuration area appears. Complete the following steps:

    i. Choose one of the following options:

    To store the exported files in one Document library, select the Specify a Document library checkbox, select the farm where the desired library resides from the Farm drop-down list, and enter

    http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdfhttp://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdf

  • DocAve® 6 Administrator 22

    the site URL and library name of this library into the Document library field.

    To store the exported report about each site in the selected scope to the document library in the corresponding site respectively, select the Each site in selected scope checkbox and enter a Document library name into the Document Library Name text box to specify the Document library where the exported files will be stored in each site. You can also use the default library name: DocAve Administrator Reports. A new Document library with the entered name will be created in each site in the selected scope.

    *Note: This configuration is only effective when you export reports to site collection level nodes or site level nodes.

    ii. Rules – Choose one of the following actions to handle the conflict when the Document library already contains a file using the same name as the file to be exported:

    Select Overwrite Previous Reports from the drop-down menu to overwrite the previously exported file stored in the library.

    Select Create a New Report File to create a new file without overwriting the previous one. DocAve will first rename the previously exported file by adding a time stamp as a suffix of the file name, and then export the new file using the specified name.

    iii. File Name – Designate the file naming convention for the exported files or manually enter a file name.

    Use the default file naming convention – By default, this option is selected and the exported files will be named based on the report type.

    Enter file name – To manually enter the file name, select this option and then enter the desire name into the text box.

    4. Click OK to save the configurations and create the export location, or click Cancel to close this interface without saving any changes.

    Managing Export Locations In Export Location, all of the previously created export locations are displayed. You can perform the following actions to manage the export locations:

    • View – Click View on the ribbon to open the View Details interface to view the detailed configuration of the selected export location. If you want to make any

  • DocAve® 6 Administrator 23

    changes, click Edit on the ribbon. Click OK to save the changes, or click Cancel to go back without saving any changes.

    • Edit – Select the export location, and then click Edit on the ribbon to open the Edit Export Location interface. Make the necessary changes, and then click OK to save the changes, or click Cancel to return to the Export Location interface without saving any changes.

    • Delete – To delete the export locations you no longer need, select the export locations and click Delete on the ribbon. A confirmation window pops up and asks if you are sure you want to proceed with the deletion. Click OK to delete the selected export locations, or click Cancel to return to the Export Location interface without deleting the selected export locations.

    • Close – To exit the Export Location interface, click Close on the ribbon to return to the Export Settings tab.

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    Viewing and Searching Content Administrator provides an accurate and thorough search tool that uses multiple search criteria in a large scope. After performing a search, Administrator operations can be performed on multiple items in the search results.

    See the topics below for information on viewing and searching for content in your farms.

    Viewing Site Collection Lists To view a list of site collections within a selected Web application, complete the following steps:

    *Note: You can only view site collection lists for one Web application at a time.

    1. Select the Scope of the content, as described in Selecting Farms and Nodes.

    2. Click the Management tab.

    3. Navigate to Site Collection List on the ribbon. The Site Collection List interface appears, displaying information such as Site Collection URL, Site Collection Title, Database Name, and Primary Administrator. The site collection URL is linked to the corresponding SharePoint site collection; it takes you to the SharePoint site collection directly by clicking the site collection URL.

    This functionality also exists within SharePoint 2010, SharePoint 2013, and SharePoint 2016. For more information on viewing site collection lists, refer to SharePoint Help. To view tables presenting operations that are shared between DocAve and SharePoint at various levels, refer to Appendix B: DocAve Administrator and SharePoint Operations Comparison.

    Viewing Users and Permissions To view a list of user permissions for people and groups or a list of site permissions, complete the following steps:

    1. Select the Scope of the content, as described in Selecting Farms and Nodes. This feature is supported on site collection and site levels.

    2. Click Security > Users and Permissions.

    3. Select either People and Groups or Site Permissions. The applicable list appears.

    This functionality also exists within SharePoint 2010, SharePoint 2013, and SharePoint 2016. For more information on viewing users and permissions, refer to SharePoint Help. To view tables presenting operations that are shared between DocAve and SharePoint at various levels, refer to Appendix B: DocAve Administrator and SharePoint Operations Comparison.

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    Performing an Admin Search Using Admin Search Wizard Admin search is useful to report on and manage all site collections, sites, lists, libraries, and items that meet given criteria (typically based on metadata, settings, or configurations). Use the Wizard for step-by-step instructions on configuring an admin search.

    *Note: The list view of an Admin Search result displays a maximum of 20,000 search result nodes. Download the results to view all of the search result nodes.

    To perform an admin search using the Wizard, complete the following steps:

    1. Select the Scope of the content, as described in Selecting Farms and Nodes.

    2. Click Management > Admin Search > Admin Search Wizard Mode. The Wizard Mode tab appears.

    3. Enter a Plan Name for the plan. A default plan name in the format Admin Search HH:MM:SS YYYY-MM-DD is provided.

    • Click Check next to the plan name to check whether the specified plan name is available. A green check mark indicates that the specified plan name is available. A warning message appears if the specified plan name already exists and some suggested plan names are listed beneath.

    • Add an optional Description.

    4. Click Next on the ribbon. The Search Filter screen appears.

    5. Use the drop-down lists to add a filter rule specifying which objects or data within each SharePoint level will be searched. Click Add to add the rule to the list. For more information related to search filters, refer to Appendix A: Table of Filter Conditions.

    • Change the logical relationship between two or more filter rules by clicking And or Or to the right of the list entry.

    And – The content that meets all rules is displayed.

    Or – The content that meets one of the rules is displayed.

    • The Basic Filter Conditions field lists the logical relationship between the filter rules.

    • If desired, click the down arrow beside the filter rule number to reorder filter rules of the same level.

    6. When finished setting up filter rules, click Next on the ribbon. The Export Location interface appears.

    7. Select an Export Location from the drop-down list, which is where this plan's search result reports will be stored. To create a new export location, select New Export

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    Location in the drop-down list. For details on creating a new export location, refer to Creating an Export Location.

    8. Click Next on the ribbon. The Schedule interface appears.

    9. Select a scheduling option.

    • No Schedule – Select this option to run an Admin Search without a schedule.

    • Configure the Schedule Myself – Select this option to configure a customized schedule, and run the admin search by schedule. Fill in the parameters according to your desired schedule. After configuring the schedule for the search, click Calendar View to view the scheduled search by day, week, or month.

    When finished configuring the schedule, click Next on the ribbon. The Notification screen appears.

    10. Select a previously-created user notification profile from the Notification drop-down list, or select New Notification to configure a new user notification. Refer to the User Notification Settings section in the DocAve 6 Control Panel Reference Guide for instructions on configuring user notification.

    *Note: Click View to the drop-down list to view the detailed information of the selected user notification profile.

    11. When finished setting up notifications, click Next on the ribbon. The Overview screen appears.

    12. Review and edit the plan selections. To make changes, click Edit to the right of the row. This links to the corresponding setting page, allowing you to edit the configuration.

    13. Click Finish or Finish and Run Now on the lower-right section of the screen. The admin search plan is now listed in Plan Manager.

    Performing an Admin Search Using Admin Search Form Mode Admin Search Form Mode offers the ability to run a quick admin search by providing a truncated version of all of the Search Wizard screens on one page. Click Management > Admin Search > Admin Search Form Mode to access this mode. For detailed information about how to configure an admin search condition, refer to Performing an Admin Search Using Admin Search Wizard.

    *Note: If you are unfamiliar with this feature, it is not recommended that you use this search mode to run an admin search.

    http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdf

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    Performing a Security Search Using Security Search Wizard Use the wizard for step-by-step instructions on configuring a security search. To perform a security search using the wizard, complete the following steps:

    1. Select the Scope of the content, as described in Selecting Farms and Nodes.

    2. Click Security > Security Search > Security Search Wizard Mode. The Wizard Mode tab appears.

    3. Enter a Plan Name for the plan. A default plan name in the format Security Search HH:MM:SS YYYY-MM-DD is provided.

    • Click Check next to the plan name to check whether the specified plan name is available. A green check mark indicates that the specified plan name is available. A warning message appears if the specified plan name already exists and some suggested plan names are listed beneath.

    • Add an optional Description if desired.

    4. Select an Agent group from the Specify an Agent group drop-down list to execute jobs for this plan.

    5. Click Next on the ribbon. The Permission screen appears.

    6. Configure the User Type to define the user types that you would like to include in your security search.

    *Note: The User Type is only supported for SharePoint Online.

    • SharePoint Users and Groups – Search the existing users and groups in SharePoint.

    • External Users – Search the users out of SharePoint.

    • Users with Guest Links – Search the users that access documents in the selected node using a guest link.

    7. Enter the Users and Groups for which to search. Click the Check Names icon to verify the inputted names, or click the Browse icon to browse through a list of names.

    *Note: If no users or groups are specified in the Users and Groups field, all of the users or groups under the specified nodes are searched.

    8. Click Advanced Settings to configure the relevant search conditions.

    *Note: Only the Show members of SharePoint groups that appear in results option is supported for SharePoint Online sites.

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    • Search for deactivated users – Searches all deactivated users (excluding deactivated users with no permissions) under the selected scope and marks the users with Deleted or Disabled.

    • Show members of SharePoint groups that appear in results – Shows all members of the SharePoint groups.

    • Show members of Active Directory group or of Form-based Authentication roles that appear in results – Shows the members of the groups according to the following criteria:

    All members – Shows all of the users in the groups, including sub-groups.

    Limit search depth to … levels – Limits the search depth and only shows the members within the specified levels.

    Exclude the following group(s) – Enter the specific groups to exclude their members in the search results.

    9. Configure the Permission Settings to limit the users or contents searched according to the permissions assigned to them.

    • Has Permissions – Limit the search result based upon the permission; these include Search for Any Permission, Full Control, Design, Edit, Contribute, Read, View Only, and Limited Access. After selecting the relevant permissions, click Details to view the detailed information of this permission. To search for customized permission levels, select the Customized Permission Levels option, and then enter the names of the permission levels into the text box below separated by semicolons.

    • Exact permission – Match the search result with the exact permission selected, while Exact permission or better matches the search result with users or content whose permission is no less than the selected permission.

    • Include SharePoint users and groups with no permissions – Select whether or not to search the SharePoint users and groups with no permissions. By default, they are excluded.

    *Note: Advanced options are not supported for Office 365 sites.

    • Include inherited permissions – Select this option to include the users and groups permissions for those SharePoint objects inheriting permission settings from their parent nodes. Selecting this option will provide a result of all of the permission levels accords the SharePoint objects you select for this plan.

    *Note: Selecting this option will slow down the search speed.

    10. When finished, click Next on the ribbon. The Search Filter screen appears.

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    11. Configure Search Filter to designate the SharePoint object levels where you want to search for specific permissions by selecting the corresponding checkboxes. Only the permissions for the selected levels will be included in the search result.

    12. Configure Search Level to limit the search scope, and choose whether or not to Exclude System Lists from the search results. This will greatly improve Security Search performance and provide more accurate results.

    13. Use the drop-down lists to add a filter rule specifying which objects or data within each SharePoint level will be searched. Click Add to add the rule to the list. For more information related to search filters, refer to Appendix A: Table of Filter Conditions.

    • Change the logical relationship between two or more filter rules by clicking And or Or to the right of the list entry.

    And – The content that meets all rules is displayed.

    Or – The content that meets one of the rules is displayed.

    • The Basic Filter Conditions field lists the logical relationship between the filter rules.

    • If desired, click the down arrow beside the filter rule number to reorder filter rules of the same level.

    *Note: If no filter policy is specified in the Search Filter pane, all objects or data under the specified nodes are searched.

    14. When you’re finished setting up filter rules, click Next on the ribbon. The Export Location interface appears.

    15. Select a previous created export location for storing the search result reports of this plan from the Export Location drop-down list. After a job of this plan is finished, the search results will be exported to a report file and stored in the selected export location. To create a new export location, select New Export Location in the drop-down list. For detailed on creating a new export location, refer to Creating an Export Location.

    16. Click Next on the ribbon. The Schedule interface appears.

    17. Select a scheduling option:

    • No Schedule – Select this option to run a security search without a schedule.

    • Configure the Schedule Myself – Select this option to configure a customized schedule, and run the security search by schedule. Fill in the parameters according to your desired schedule. After configuring the schedule for the search, click Calendar View to view the scheduled search by day, week, or month.

    18. When finished, click Next on the ribbon. The Notification screen appears.

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    19. Select a previously-created user notification profile from the Notification drop-down list, or select New Notification to configure a new user notification. Refer to the User Notification Settings section in the DocAve 6 Control Panel Reference Guide for instructions on configuring user notification.

    *Note: Click View to the drop-down list to view the detailed information of the selected user notification profile.

    20. When finished setting up notifications, click Next on the ribbon. The Overview screen appears.

    21. Review and edit the plan selections. To make changes, click Edit to the right of the row. This links to the corresponding setting page, allowing you to edit the configuration.

    22. Click Finish or Finish and Run Now on the lower-right section of the screen. The security search plan is now listed in Plan Manager.

    Refer to Appendix C: Actions That Can Be Performed on Security Search Results for a table of actions that can be performed after a security search.

    Performing a Security Search Using Security Search Form Mode Security Search Form Mode offers the ability run a quick security search by providing a truncated version of all of the Search Wizard screens on one page. Click Security > Security Search > Security Search Form Mode. For detailed information about how to configure a security search condition, refer to Performing a Security Search Using Security Search Wizard.

    *Note: If you are unfamiliar with this feature, it is not recommended that you use this search mode to run a security search.

    Refer to Appendix C: Actions That Can Be Performed on Security Search Results for a table of actions that can be performed after a security search.

    Using a Predefined Search Start with a Predefined Search offers the ability to apply a predefined search profile on a newly-specified scope. To start a predefined search, complete the following steps:

    1. Select the Scope of the content, as described in Selecting Farms and Nodes.

    2. Click Management or Security > Admin or Security Search > Start with a Predefined Search. The predefined search screen appears.

    3. Select a predefined search profile from the drop-down list. The information for the selected search job displays in the Summary section.

    4. Click Search from the lower-right section of the screen to start this search job.

    http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdf

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    *Note: Ensure that the predefined search profile is applied on a scope level no lower than the top filter level specified in the search profile. For example, if you have set up search filter rules on the site collection level and site level in a predefined profile, the node level for starting with a predefined search must be equal to or higher than site collection level.

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    Managing Content Refer to the topics below for information related to SharePoint content management. Content management in Administrator focuses on the centralization of content-related operations (existing ones in SharePoint and new functions implement in DocAve).

    Creating Site Collections and Content Databases To create a site collection or content database in DocAve Administrator, complete the following steps:

    1. Select the Web application to create a new site collection/content database in, as described in Selecting Farms and Nodes.

    2. Click the Management tab.

    3. Click New > New Site Collection or New Content Database. The applicable configuration screen appears.

    This functionality also exists within SharePoint 2010, SharePoint 2013 and SharePoint 2016. For more information on creating content databases, Web applications, site collections, sites, lists/libraries, folders, files, and items, refer to SharePoint Help. To view tables presenting operations that are shared between DocAve and SharePoint at various levels, refer to Appendix B: DocAve Administrator and SharePoint Operations Comparison.

    Creating Host-Named Site Collections Host-named site collections allow you to assign a unique DNS name to site collections. Using the New Host-Named Site Collection feature, you can either create individual host-named site collections or multiple site collections in bulk within one Web application.

    Creating an Individual Host-Named Site Collection To create an individual host-named site collection, complete the following steps:

    1. Select the Web application where you want to create the host-named site collection as described in Selecting Farms and Nodes.

    2. Click the Management tab.

    3. Click New > New Host-Named Site Collection. The New Host-Named Site Collection interface appears.

    4. In the Create Site Collections section, choose the Create one host-named site collection option.

    5. In the Title and Description section, enter the title and description for the top-level site of the site collection you want to create.

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    6. In the Web Site Address section, enter the URL for the top-level site of the site collection you want to create. You can assign a unique DNS name to the site collection. For example, www.Contoso.com.

    *Note: You must ensure that the DNS name in the site URL can be properly resolved to an IP address.

    7. Configure the rest of the settings, which are the same as settings for creating a path-based site collection using the New Site Collection feature. For information on those settings, refer to Creating Site Collections and Content Databases.

    Creating Multiple Host-Named Site Collections in Bulk To create multiple host-named site collections within one Web application in bulk, complete the following steps:

    1. Select the Web application where you want to create the host-named site collection as described in Selecting Farms and Nodes.

    2. Click the Management tab.

    3. Click New > New Host-Named Site Collection. The New Host-Named Site Collection interface appears.

    4. In the Create Site Collections section, choose the Create multiple host-named site collections option. The configuration table appears below.

    5. Click the Add button above the configuration table. The Add Host-Named Site Collections window appears.

    6. In the Title and Description section, enter the title and description for the top-level site of the site collection you want to create.

    7. In the Web Site Address section, enter the URL for the top-level site of the site collection you want to create. You can assign a unique DNS name to the site collection. For example, www.Contoso.com.

    *Note: You must ensure that the DNS name in the site URL can be properly resolved to an IP address.

    8. Configure the rest settings below for creating the site collection, which are as same as creating a path-based site collection using the New Site Collection feature. For details, refer to Creating Site Collections and Content Databases.

    9. Click OK to save the settings and return to the New Host-Named Site Collection interface. The newly configured site collection is added to the configuration table.

    10. To create more site collections, repeat steps 5 to 9.

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    • To edit the settings for a site collection in the configuration table, select the corresponding checkbox and click Edit above the table and then edit the previously configured settings in the Edit Host-Named Site Collection window.

    • To delete the previously configured settings for creating specific site collections in the table, select the corresponding checkboxes and then click Delete above the table.

    11. Click OK to create all of the site collections listed in the configuration table.

    Defining the Maximum Number of Subsites that can be Created in a Site Collection Use the Deploy Site Maximum Depth feature to set up the maximum number of subsites that can be created in a site collection. Limiting the number of subsites can help reduce the amount of content sprawl within a database.

    To deploy a site maximum depth, complete the following steps:

    1. Select the farm or node to add content to, as described in Selecting Farms and Nodes.

    2. By default, the No limit option is selected. To create sites without the limit of maximum depth. Click Configuration > Deploy Site Maximum Depth.

    3. Select the Maximum depth radio button.

    4. Define the maximum depth of the selected site collection by inputting a positive number into the field.

    For example, assume the number inputted is 2. If SiteCollection1 has a sub-site named Site1, and then you attempt to create a site under Site1, an error occurs with a prompt.

    *Note: The number entered cannot be less than the current site depth.

    5. Click OK to apply the setting.

    Extending Web Applications Extend an existing Web application if you need to have separate IIS Web sites that expose the same content to users. This option is typically used for extranet deployments where different users access content using different domains. It reuses the same content databases from the selected Web application.

    To extend a Web application, complete the following steps:

    1. Select the Web application to extend, as described in Selecting Farms and Nodes.

    2. Click the Management tab.

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    3. Click Extend. The Extend configuration screen appears.

    This functionality also exists within SharePoint 2010, SharePoint 2013, and SharePoint 2016. For more information on extending Web applications, refer to SharePoint Help. To view tables presenting operations that are shared between DocAve and SharePoint at various levels, refer to Appendix B: DocAve Administrator and SharePoint Operations Comparison.

    *Note: The site collection can be created in the specified content database through DocAve, but it cannot be directly created in the specified content database in SharePoint.

    Moving Site Collections Across Content Databases Use the Change Content Database feature to move a selected site collection from its own content database to another content database. At least two content databases are required to use this functionality. This is useful in ensuring you conform to Microsoft’s recommended guidelines for content database sizes, and provides alternatives for restructuring environments that have been deployed with poor information architecture or sizing guidelines.

    To move a site collection to another content database, complete the following steps:

    1. Select a node on the site collection level, as described in Selecting Farms and Nodes.

    2. Click Management > Move. The Move configuration screen appears.

    3. Configure the following options:

    • Move to Another Database – Select the destination content database. In this field, view the selected Site Collection URL and the detailed information of available content databases.

    • Advanced Settings – If desired, select Allow Shallow Copy and specify a provider name. If you select this option, the stubs in the source site collection remain stubs after moving the source site collection to another content database. If you do not select this option, the stubs in the source site collection become real data after moving the source site collection to another content database. This means that the data is stored in SQL instead of stored in the external storage.

    • Schedule Selection – Choose whether or not to use a schedule. If configuring the schedule yourself, input a start time. This operation does not take the sites offline. When performing this operation, DocAve locks the sites as No Access.

    • Notification – Select a previously-created user notification profile from the Notification drop-down list, or select New Notification to configure a new user notification. Refer to the User Notification Settings section in the DocAve 6 Control Panel Reference Guide for instructions on configuring user notification.

    http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdfhttp://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdf

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    *Note: Click View to the drop-down list to view the detailed information of the selected user notification profile.

    4. Click OK to start the job. Access Job Monitor to view job details.

    Checking for Broken Links The Check Broken Link feature searches for broken links that cannot be accessed in SharePoint. We recommend running this rule following restructuring, replication, or any other type of content migration to ensure the integrity of data. This can also be run proactively as a “good housekeeping” job to ensure SharePoint users have the best experience in navigation. It then generates a job report, which includes information such as searched pages, searched URLs, and broken links.

    To check broken links, complete the following steps:

    1. Select the scope of the content (i.e. site collection level and site level), as described in Selecting Farms and Nodes.

    2. Click Management > Check Broken Link. The Check Broken Link screen appears.

    3. Enter a Plan Name. A default plan name in the format Check Broken Link HH:MM:SS YYYY-MM-DD is provided.

    • Click Check next to the plan name to check whether the specified plan name is available. A green check mark indicates that the specified plan name is available. A warning message appears if the specified plan name already exists and some suggested plan names are listed beneath.

    • Add an optional Description.

    4. Page Check – Select the page version where you want to search for broken links, and then select the link types that will be checked.

    • Select the page version that will be checked – Select a page version where you want to search for broken links.

    • Select the link type that will be checked – Select link types that will be checked.

    *Note: The Hyper Links/Image Links/Links in the page contents (script, css…) link types only scan pages for broken links.

    5. List/Library Check – Select which kind of SharePoint content in the list or library will be searched to check whether or not the URL of this kind of SharePoint content is broken.

    • Link to a Document – Select this option to search for URL of the SharePoint content in the library with the Link to a Document content type.

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    • Link – Select this option to search for URL of the SharePoint content in the list with the Link content type.

    6. Retry Count Limit – Enter the number of times that DocAve Administrator will attempt to verify that a link is broken. If DocAve Administrator fails to access the link after retrying the specified number of times, the link is regarded as broken.

    • Internal links depth limit – Enter a positive number to limit the internal links depth. Internal links point to SharePoint content.

    • External links depth limit – Enter a positive number to limit the external links depth. External links point to non-SharePoint content.

    7. Select the URL Filter policy for the URL scan.

    • No Filter – Select this option to check all links’ URLs.

    • Include URLs that match the criteria – Select this option and enter the URL of the links that you want to check. In the displayed area, enter the full URL or keywords of the links to specify the checking scope before performing the broken links checking job. If entering a keyword, all URLs that contain the keyword will be associated.

    • Exclude URLs that match the criteria – Select this option and enter the URL of the links that you do not want to check. In the displayed area, enter the full URL or keyword of the links to specify the checking scope before performing the broken links checking job. If entering a keyword, all URLs that contain the keyword will be associated.

    8. Select a scheduling option.

    • No Schedule – Select this option to manually run jobs of this plan without a schedule.

    • Configure the Schedule Myself – Select this option to configure a customized schedule, and run jobs of this plan by schedule. Fill in the parameters according to your desired schedule. After configuring the schedule for the search, click Calendar View to view the scheduled search by day, week, or month.

    9. When finished configuring the schedule, click Next. The Notification screen appears.

    10. Select a previously-created user notification profile from the Notification drop-down list or select New Notification to configure a new user notification. Refer to the User Notification Settings section in the DocAve 6 Control Panel Reference Guide for instructions on configuring user notification.

    You can click View to the drop-down list to view the detailed information of the selected user notification profile.

    http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdf

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    11. Click Save and Run Now or Save on the lower-right section of the screen. The broken link search plan is now listed in Plan Manager.

    Searching Web Parts The Search Web Parts feature allows you to search a specified Web part and perform further operations on the search results.

    To search Web parts, complete the following steps:

    1. Click Management > Search Web Parts. The Search Web Parts page appears.

    2. Enter a Plan Name. A default plan name in the format Search Web Parts HH:MM:SS YYYY-MM-DD is provided.

    • Click Check next to the plan name to check whether the specified plan name is available. A green check mark indicates that the specified plan name is available. A warning message appears if the specified plan name already exists and some suggested plan names are listed beneath.

    • Add an optional Description.

    3. Add a Search Filter rule to select specific objects or data within Web application level, site collection level, and site level.

    Rule Condition Value Result

    Title Contains len The Web part whose title contains len is displayed.

    Equals Announcements The Web part whose title is Announcements is displayed.

    Template Name

    Contains DataAssociation The Web part whose template name contains DataAssociation is displayed.

    Equals AuthoredListFilter.webpart

    The Web part whose template name is AuthoredListFilter is displayed.

    Page URL Contains AnalyticsReports The Web part whose page URL contains AnalyticsReports is displayed.

    Equals http://test:2000/Reports List/AllItems.aspx

    The Web part whose page URL is http://test:2000/Reports List/AllItems.aspx is displayed.

    4. Schedule Selection – Choose whether or not to use a schedule.

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    • No Schedule – Run the plan without a schedule.

    • Configure the Schedule Myself – Select this option to configure a customized schedule, and run the Web parts search by schedule. Fill in the parameters according to your desired schedule. After configuring the schedule for the search, click Calendar View to view the scheduled search by day, week, or month.

    5. Select a previously-created user notification profile from the Notification drop-down list or select New Notification to configure a new user notification. Refer to the User Notification Settings section in DocAve 6 Control Panel Reference Guide for instructions on configuring user notification.

    You can click View to the drop-down list to view the detailed information of the selected user notification profile.

    6. Click Save or Save and Run Now. The plan is now available in Plan Manager.

    If a Search Web Parts job completes successfully, access Job Monitor to perform additional operations:

    1. Select the Web part job you wish to work with. The Tools ribbon group appears in the ribbon.

    2. Click Tools > Web Part Management.

    3. Select the Web part that you want to perform further options upon; the following operations will be enabled.

    • Remove Web Part – Delete the selected Web part.

    • Reset Web Part – Reset the selected Web part.

    • Close Web Part – Close the selected Web part.

    Changing Item Metadata The Change Metadata feature allows you to change the metadata of the items in a list/library. You can also change the specified item’s metadata by using the online or offline method.

    Changing Item Metadata Online When using the online method to change the item’s metadata, the changed metadata in DocAve will be synchronized to the corresponding item in SharePoint.

    To change the metadata of items included in a list/library online, complete the following steps:

    1. Select the Scope of the content, as described in Selecting Farms and Nodes. The list and library, folder, and item levels are supported for the Change Metadata feature.

    http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdf

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    2. Click Management > Change Metadata > Online. The Change Metadata (Online) screen appears.

    3. In the Update Column Value field, select an existing SharePoint column from the drop-down list, click OK, and click Add to add this column for changing its value.

    4. When the column is added, enter the new value in the New Value text box to replace the original value of the specified column.

    5. In the Filter Policy field, select a filter policy from the drop-down list to filter the items within the selected scope. To create a new filter policy, select New Filter Policy. Refer to the Configuring Filter Policies section in the DocAve 6 Control Panel Reference Guide for more information on creating a new filter policy.

    *Note: Only folder, item, and document level criteria in the filter policy are supported for filtering items.

    6. Click OK to complete changing the column metadata and synchronize the change to the corresponding item in the SharePoint list/library.

    Changing Item Metadata Offline When using the offline method to change the item’s metadata, you can export the metadata information of the selected items as a file to the specified file system location. After completing the modification of the metadata in the exported file, you can import the modified file back into DocAve.

    To change the metadata of the items included in a list/library offline, complete the following steps:

    1. Select the Scope of the content, as described in Selecting Farms and Nodes.

    *Note: The list, library, folder, and item levels are supported for the Change Metadata feature.

    2. Click Management > Change Metadata > Export Configuration File. The Change Metadata (Export Configuration File) screen appears.

    • Select Columns – Select the existing SharePoint columns from the drop-down list to export the metadata.

    • Filter Policy – Select a filter policy from the drop-down list to filter the items within the selected scope. To create a new filter policy, select New Filter Policy. Refer to the Configuring Filter Policies section in the DocAve 6 Control Panel Reference Guide for more information on creating a new filter policy.

    *Note: Only folder, item, and document level criteria in the filter policy are supported for filtering items.

    http://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control_Panel_Reference_Guide.pdfhttp://www.avepoint.com/assets/pdf/sharepoint_user_guides/Control

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