contentcrawler SharePoint 2007 Versioning Guide

Transcription

1 DocsCorp contentcrawler SharePoint 2007 Versioning Guide November 2012

2 Contents CONTENTS WHAT THIS DOCUMENT COVERS SHAREPOINT 2007 LIBRARY VERSIONING CONFIGURATION SETTINGS NO VERSIONING No Versioning Save flowchart MAJOR VERSIONING Major Versioning Save flowchart MIXED VERSIONING MAJOR/MINOR AND PUBLISHED DOCUMENTS Mixed Versioning (Major/Minor and Published) Save Flowchart MAXIMUM VERSIONING Maximum Versioning Save Flowchart IMAGE FILE TYPE HANDLING IMAGE File Type Save Flowchart CREATING A NEW OCR PROCESS USING THE WIZARD... 15

3 1 What this document covers This document highlights the SharePoint 2007 versioning configuration settings and the impact they have on contentcrawler Save workflows. Also includes detailed flowcharts on versioning scenarios, workflows and expected results. 2 SharePoint 2007 Library Versioning Configuration Settings SharePoint 2007 offers a number of Library versioning configuration options. Screenshot of the available configurable options in SharePoint No Versioning The option No versioning set on a SharePoint 2007 library restricts the number of versions per document to 1. Any new document imported as a new version of an existing document will result in SharePoint 2007 replacing the existing document with the new document as version 1.0 How does this affect contentcrawler? This will affect the contentcrawler save workflow in the following scenarios Save option has been set to New Version in the OCR Service. If a PDF or MSG documentˆ is found to be non-text searchable contentcrawler will OCR the document and attempt to save the OCR d document as a New Version of the original source document. If No versioning has been set on the Source document library, SharePoint 2007 will Replace the original source document with the new OCR d document provided by contentcrawler. Important: As a safeguard contentcrawler will take a backup of the original source document before deletion by SharePoint 2007 and will store this in the backup location which has been specified in the OCR Service

4 Save option has been set to Replace Original in the OCR Service. If a PDF or MSG documentˆ is found to be non-text searchable contentcrawler will OCR the document and will Replace the original source document with the new OCR d document. Important: As a safeguard contentcrawler will take a backup of the original source document before replacing and will store this in the backup location which has been specified in the OCR Service ˆNote: Image file types are handled differently in all scenarios, please refer to Image File Type Handling on page 13

5 2.1.1 No Versioning Save flowchart

6 2.2 Major Versioning The option Create major version set on a SharePoint 2007 library allows the creation of multiple major versions of a document. A limit to the number of Major version per document can also be set, refer to Maximum Versioning How does this affect contentcrawler? This will affect the contentcrawler save workflow in the following scenarios Save option has been set to New Version in the OCR Service. If a PDF or MSG documentˆ is found to be non-text searchable. contentcrawler will OCR the document and save the OCR d document as a New Major Version of the original source document. o Example Original document is v1.0, contentcrawler will save the OCR d document as V2.0 Save option has been set to Replace Original in the OCR Service If a PDF or MSG documentˆ is found to be non-text searchable, contentcrawler will OCR the document and will Replace the original source document with the new OCR d document. Important: As a safeguard contentcrawler will take a backup of the original source document before replacing and will store this in the backup location which has been specified in the OCR Service ˆNote: Image file types are handled differently in all scenarios, please refer to Image File Type Handling on page 13

7 2.2.1 Major Versioning Save flowchart

8 2.3 Mixed Versioning Major/Minor The option Create major and minor (draft) versions set on a SharePoint 2007 library allows the creation of multiple major and minor (draft) versions on a document. Also note documents set as a Major version can also be marked as Published. How does this affect contentcrawler? This will affect the contentcrawler save workflow in the following scenarios Save option has been set to New Version in the OCR Service. If a PDF or MSG documentˆ is found to be non-text searchable contentcrawler will OCR the document and save the OCR d document as a New Version of the original source document. If major and minor versioning has been set on the Source document library, contentcrawler will follow SharePoint 2007 standard versioning and apply the following rules: o Rule #1 Source document version is Major (1.0) contentcrawler will create a New Major version (2.0) Note: contentcrawler will also mark a new Major version Published if the Original source version is set to Published o Rule #2 Source document version is Minor (0.1) contentcrawler will create a New Minor version (0.2) Save option has been set to Replace Original in the OCR Service If a PDF or MSG documentˆ is found to be non-text searchable, contentcrawler will OCR the document and will Replace the original source document with the new OCR d document. Important: As a safeguard contentcrawler will take a backup of the original source document before replacing and will store this in the backup location which has been specified in the OCR Service Save option has been set to Replace Original in the OCR Service AND the Original Source document is Published If a PDF or MSG documentˆ is found to be non-text searchable, contentcrawler will OCR the document and will attempt to replace the original source document with the new OCR d document. BUT if the original source document is set to Published, SharePoint 2007 does not permit Published versions to be replaced, contentcrawler will save the new OCR d document as a New Minor Version for the Original Major Published version. o Example Original Publish document is v1.0, contentcrawler will save the OCR d document as v1.1 - Minor version cannot be published in SharePoint 2007 ˆNote: Image file types are handled differently in all scenarios, please refer to Image File Type Handling on page 13

9 2.3.1 Mixed Versioning (Major/Minor) Save Flowchart

10 2.4 Maximum Versioning The option for Maximum versioning provides the ability to restrict the maximum number of historical versions per document in a SharePoint 2007 library. There are 2 types of version limits which can be set. The limit for major versions and the limit for major versions with drafts (i.e. minor versions). The first limit restricts the total number of historical major versions. And the second one sets the total number of major versions, which are allowed to have drafts. If the library has the following versioning settings, this will mean that any document can have up to 6 major versions (i.e. the current version and 5 historical major versions) and only the last 2 major versions can have drafts. How does this affect contentcrawler? This will affect the contentcrawler save workflow in the following scenarios Save option has been set to New Version in the OCR Service. If a PDF or MSG documentˆ is found to be non-text searchable contentcrawler will OCR the document and attempt to save the OCR d document as a New Version of the original source document. If the maximum number of versions is reached on the original source document the save as new version will be successful. However SharePoint 2007 will automatically delete the oldest version of the original source document. o Example #1. A document has v1.0, v2.0, v3.0, v4.0, v5.0 and v6.0. If v7.0 is created, v1.0 will be deleted by SharePoint silently. o Example #2. A document has v1.0, v1.1, v1.2, v2.0. If v3.0 is created, v1.1 and v1.2 will be deleted by SharePoint silently. Important: As a safeguard contentcrawler will take a backup of the document(s) before deletion by SharePoint 2007 and will store this in the backup location which has been specified in the OCR Service Save option has been set to Replace Original in the OCR Service If a PDF or MSG documentˆ is found to be non-text searchable, contentcrawler will OCR the document and will Replace the original source document with the

11 new OCR d document. Important: As a safeguard contentcrawler will take a backup of the original source document before replacing and will store this in the backup location which has been specified in the OCR Service ˆNote: Image file types are handled differently in all scenarios, please refer to Image File Type Handling on page 13

12 2.4.1 Maximum Versioning Save Flowchart

13 2.5 Image File Type handling SharePoint 2007 does not support document version with different file types e.g. a PDF document being saved as a new version of an image document. How does this affect contentcrawler? This will affect the contentcrawler save workflow in the following scenarios The original source document is an IMAGE file and the Save option has been set to New Version in the OCR Service. If an IMAGE document is found to be non-text searchable contentcrawler will convert the IMAGE to an OCR d PDF file and attempt to save the OCR d document as a New Version of the original source document. As the original source document type is IMAGE and the New Version is PDF SharePoint 2007 will not allow the new OCR d PDF file to be created as a new version against the original. In this scenario contentcrawler will save the new OCR D PDF as a New Document in the original source location with default inherited permissions applied (inherit from parent folder or library). Any explicit permission applied to the original image file will not be applied to the new PDF document. The original source document is an IMAGE file and the Save option has been set to Replace Original in the OCR Service. If an IMAGE document is found to be non-text searchable contentcrawler will convert the IMAGE to an OCR d PDF file and attempt to replace the original source Image document with the OCR d PDF. As the original source document type is IMAGE and the New Version is PDF. SharePoint 2007 will not allow the original source image file to be replaced with the new OCR d PDF file. In this scenario contentcrawler will save the new OCR D PDF as a New Document in the original source location with default inherited permissions applied (inherit from parent folder or library). Any explicit permission applied to the original image file will not be applied to the new PDF document. o Delete Original Image File As contentcrawler is unable to replace the original Image document, an additional option can be set to have contentcrawler delete the original Image Document (including any versions) from SharePoint 2007 Important: As a safeguard contentcrawler will take a backup of the original source document before deletion and will store this in the backup location which has been specified in the contentcrawler Service

14 2.5.1 IMAGE File Type Save Flowchart

15 3 Creating a New OCR Process using the Wizard Creating a New OCR Process using the Wizard To create a new service, go to the File menu - > New and select New as shown against the OCR Backlog function or OCR ActiveMonitoring function The Service Wizard will then prompt you with a series of questions Content Repository Connection Settings Content Repository - Select the brand of Content Repository (Document Management System) SharePoint 2007 Site URL Enter the SharePoint 2007 URL Manage Use the manage button to select if there are specific sub-sites that are to be excluded from processing. By default all sites and sub-sites are automatically selected. You can choose to ignore certain sites and sub-sites, by unchecking the relevant folder in the tree

16 Authentication Windows Authentication or Forms Authentication Credentials (User name & Password) - you should specify a full administrator user name and password that provides FULL CONTROL permissions to access all document libraries and documents in your SharePoint 2007 Content Repository. Click Next to proceed to the next step in the Add Service Wizard Search and Assess Settings Document Types specify the types of documents you would like to search for and assess for non-searchable content. You must select at least one type o Image (BMP, PNG, TIFF, JPEG) See notes on image file type handling o MSG (Outlook s) - contentcrawler will check if these s have any attachments that are nonsearchable. It will also check if any of these s have attachments which are also Outlook s, and then look in those attachments to see if they are non-searchable o PDF

17 Search Dates choose the documents you want to assess and process based on the dates they were edited. OCR ActiveMonitoring Process o Lasted Edited on or after any documents that were modified in any way on or after the date shown here. OCR Backlog Process o o Edited on and before any documents with a last edited date on or before this date Edited between any range of dates Include Minor Versions Select to include Minor version in the search PDF Assessment In some cases you may have PDF documents (either profiled separately or as attachments to s) that have non-searchable content but also have text. For example, you may have a scanned page from a photocopier which has had a page number applied to it. In this example the document does have text (the page number) but certainly the rest of the document is not textsearchable. To cover these types of documents, you can specify the minimum average number of characters per page which must be found by the contentcrawler assessing tool for the document to be classified as text-searchable. The default is an average of 20 characters per page. If the document has 10 pages, and you set this limit as 20 characters, that means there must be more than 200 characters in the document. The assessing tool will start analysing the document at page 1, on a page by page basis, and as soon as the total number of characters exceeds 200, the document will be classified as not requiring OCRing. Hold for Review With this option selected, the documents will be held for review by the contentcrawler Administrator, before the OCR process is run on those documents that are assessed as needing OCRing. It is recommended that you select this when first installing and testing contentcrawler so that you are comfortable that the software is working as required. Click Next to proceed to the next step in the Add Service Wizard OCR Settings Hold for Review With this option selected, the documents will be held for review by the contentcrawler Administrator, before the result of the OCR process is re-profiled back into your Content Repository. This again allows the Administrator to review the original source document, the result document after OCRing and compare the output, prior to allowing contentcrawler to proceed to save the document.

18 Note: If the contentcrawler license key indicates you have a trial mode of contentcrawler, a maximum of 100 documents assessed as needing to be OCR d can be passed through the OCR process. Click Next to proceed to the next step in the Add Service Wizard Content Repository Save Settings Save As You must select how you want to re-save the document after the OCRing has been completed. o SharePoint 2007 you may choose; New Version Replace Original Save As New Version Backup Location used by contentcrawler safeguard in scenarios whereby a backup of the original source document will be taken before deletion by SharePoint 2007

19 Credentials (User name & Password) - you should specify a full administrator user name and password that provides FULL CONTROL permissions to access the backup location. Should be specified with the domain name in the format domain name\user name. Save As Replace Original Service Settings Delete Original Image Version This option only applies to image files processed by contentcrawler, if checked the image file, including all previous versions will be deleted. contentcrawler will back-up the image file and all previous versions prior to the deletion. Backup Location used by contentcrawler safeguard in scenarios whereby a backup of the original source document will be taken before deletion by SharePoint 2007 or replacing by contentcrawler Credentials (User name & Password) - you should specify a full administrator user name and password that provides FULL CONTROL permissions to access the backup location. Should be specified with the domain name in the format domain name\user name. Name Specify the name for this Service. You can provide any name you wish. Start service now Select this checkbox if you wish to start the OCR service immediately you can later switch on this service from the Dashboard.

20 Trial Mode (only available for Backlog) If the license key you have recorded is a trial version, or if you wish to only audit your documents but not process them, you may select the Trial Mode Enabled option. Once selected you can specify the amount of time that contentcrawler will spend assessing your documents. This assessment is completed by randomly sampling documents in your DMS so that not every single document has to be tested. It is recommended that if you have more than 100,000 documents approximately, leave the percentage of documents at 10% and you will quickly get a clear percentage assessment of how many documents require OCRing. Alternatively you can specify the percentage of documents or how long you want the testing to occur for. Click Finish to complete the creation of the Service.