Connector for Microsoft SharePoint 2013, 2016 and Online Setup and Reference Guide

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1 Connector for Microsoft SharePoint 2013, 2016 and Online Setup and Reference Guide Published: 2018-Oct-09

2 Contents 1 Microsoft SharePoint 2013, 2016 and Online Connector Products Supported features SharePoint 2013 Connector Limitations Limitations for crawling SharePoint item versions SharePoint 2013 Connector Prerequisites Create a Data Source Crawl Modes Native Access Service Native Access Service for Axcelerate Native Access Service for Decisiv Search SharePoint Information Needed to Connect Authentication Issues Start URI for SharePoint 2013 Data Sources Timeout and Retries Which SharePoint Elements are Indexed? SharePoint Item Versions Deleted Elements Handling Get Relevant Tag Names Define Data Scope Display of SharePoint HTTP Content Specify Fields Used as Document Content Attachment Splitting for SharePoint Data Sources Configure the SharePoint 2013 Connector Start URIs Enable (SharePoint 2013 Connector) Cache Directory Page Size Maximum number of retries for HTTP errors Maximum number of retries for throttled requests Timeout in milliseconds Is SharePoint Online Site Collection URL User Name User Password NTLM Domain Use proxy server 23 Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 2

3 Proxy hostname Proxy port Use proxy authentication Proxy authentication user name Proxy user password Includes Excludes Index empty fields Index sites, libraries, lists and folders Index versions Index content flagged as 'hidden' Index content flagged with 'NoCrawl' Fetch user profiles Use search service to fetch user profiles Included Content Types Excluded Content Types Included List Template Types Excluded List Template Types HTTP Content Types Content Tags 32 2 SharePoint Security Modules SharePoint SharePoint 2013 Login Module Configuration Active Directory Login Module Configuration SharePoint Online SharePoint 2013 Login Module for Online Configuration Change Username Module Configuration Mapping file Mappping Module for Security Groups Configuration Mapping file 43 3 Contact Us 45 4 Terms of Use 46 Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 3

4 1 Microsoft SharePoint 2013, 2016 and Online Connector This document describes how to configure and use the connector. It also describes security modules that are only required for Decisiv. This connector also supports Microsoft OneDrive. 1.1 Products This document applies to the following OpenText products and versions: Axcelerate Cloud: Axcelerate 5.14 and up (Microsoft SharePoint Online only) On Premise: Axcelerate (Microsoft SharePoint 2013 and Online only, no specific principal for viewing user profiles) Axcelerate 5.11 and up. Decisiv 8.0 and up Some product versions may require a patch. Ask Customer Support for details. 1.2 Supported features Feature Product Versions Support Full Crawl Incremental Crawl (with modification date and checksum) Deletion for incremental crawls All supported product versions All supported product versions All supported product versions Y Y Y Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 4

5 Feature Folder Security (ACL) Versions NAS Support (NAS Support does not cover SharePoint container elements that may be desired in Decisiv) Exception Handling Retries and configurable timeout Product Versions Only for full crawls. Axcelerate 5.14 and up Decisiv 8.2 and up Axcelerate 5.13 and up Decisiv 8.1 and up All supported product versions Axcelerate 5.13 and up Decisiv 8.1 and up Support N Y Y Y Y 1.3 SharePoint 2013 Connector Limitations Load balanced URLs are not supported. SharePoint farm level is only supported for the User Profile crawl. SharePoint 2013 Foundation does not offer user profiles. Therefore, the connector does not support any user profile-related feature for this SharePoint product. In SharePoint, it is possible to locate webs and sub webs on different ports, but this configuration is not supported Limitations for crawling SharePoint item versions Incremental crawls do not support versions When an incremental crawl is started with the versions feature enabled, the crawl will be aborted with a FatalCrawlError. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 5

6 Item list entry versions can only be retrieved from Sharepoint Online Due to limitations of the Sharepoint REST API, item list entry versions cannot be retrieved for SharePoint OnPremise installations. Versions are not indexed for document library entries of type ASPX The SharePoint REST API does not allow to retrieve content for these versions. Documents that are published or unpublished may be crawled twice In case of a SharePoint publish or unpublish action, the most recent version number changes. When a crawl is done before and after such a change, two documents will be indexed, although this is the same sources document. It is not possible to retrieve content from properties or HTML content for versions. SharePoint does not provide this information for older document versions. It is available for the most recent version only. Version filenames and title are always derived from the most current version. Sharepoint does not provide this information for previous versions. 1.4 SharePoint 2013 Connector Prerequisites If you want to crawl user profiles using the SharePoint search service, the SharePoint search service must be enabled for the user account used for crawling. Related: "Use search service to fetch user profiles" on page Create a Data Source To create a data source with the SharePoint 2013 connector enabled, 1. In the Axcelerate Ingestion module, on the Data Sources tab, click Add new data source. 2. In the Define template type for data source step, select System template and click Next. 3. In the Define the data type of the data source step, select SharePoint and click Next. 4. In the Template selection step, select SharePoint Axcelerate 5 only: In the Collection storage details step, Copy natives to Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 6

7 Collection storage at crawl time is selected by default. If you do not want to copy at crawl time, but during publishing, disable Copy natives to Collection storage at crawl time. You additionally need to configure the Native Access Service in the index engine configuration. 6. Follow the wizard. Tip: The settings that follow can be changed after data source creation. 7. In the last step, do not choose Start immediately. You need to enter at least some information that allows to connect to SharePoint. 1.6 Crawl Modes You can use incremental and full crawl modes. For Axcelerate 5, full crawl mode is typically used. For Decisiv, incremental crawl modes are typically used. This connector supports deletion. Content that was deleted in the data source is removed during incremental crawls. Important: If you already loaded data with incremental crawl mode, but then changed data source configuration, use full crawl mode to make sure that all content is loaded. 1.7 Native Access Service Native Access Service provides access to native files after the data load process. This is an alternative to native file access during data load. Note: You can only use one type of native file access for a data source. To use Native Access Service, add the field that contains the native file URI to the index engine configuration. Index engine configuration Before data load, 1. In the Native files > Native file access node, click to add a new line. 2. In the Text type name column, enter rm_native_uri. 3. Deactivate the check box in the Crawler storage column. 4. Click OK to save and restart the index engine. Note: This setting is required for most data sources, but not for file crawls. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 7

8 Caution: If you load or reload data, make sure that users do not access any native file from the respective data source, using Native Access Service Native Access Service for Axcelerate 5 For Axcelerate, this service allows to copy native files at publish time instead of at crawl time. This works for most data sources. It does not work, for example, for CSV load. Native file copy during a publish has this advantage: You only need storage space for the files that you decided to actually publish. This reduces storage space. But there is also a disadvantage: The system needs to access the files twice, one time for indexing and another time for copying files. This is more time-consuming than one-time collection (that is, copying and indexing during data load) that only needs one access for both. To enable native access service, set or confirm these settings: Data source creation wizard: Deselect Copy natives to Collection In the data source creation wizard, in the Collection storage details step, deselect Copy natives to Collection storage at crawl time. This disables onestep collection. Tip: If you decide to use Native Access Service for all data sources of an application, you should predefine this for new data sources. When creating an application, deactivate the option Preselect "Copy natives to Collection storage at crawl-time" setting for new data sources. Or open the configuration of an existing application. Go to the Meta parameters node, and, in the Default data source parameters area, deactivate Copy natives at crawl time default. Copy Options Configuration Wizard: Copy 'Not Copied' natives Before a publish, make sure this copy option is set: On the Matters tab, select the matter and click Saved searches. Select one or more saved searches and click Configure copy options. Select Copy 'Not Copied' natives. This fills the Copy target column for the saved searches with Collection storage and starts the copy process. To check whether copies during publish were successful: see the Copied column and the Copy error column for the matter on the Matters tab. use the Native Status Smart Filter. After the publish, it should show published documents as Copied. Before the publish, they are shown as Not Copied. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 8

9 1.7.2 Native Access Service for Decisiv Search Users need the Native Access Service to open native files in the source location from the Decisiv Search user interface. 1.8 SharePoint Information Needed to Connect After data source creation, enter this information in the Crawler Connectors > DMS Connectors > SharePoint 2013 > General Settings node of the data source configuration: URL of the SharePoint site collection to be crawled Example: For Axcelerate 5: SharePoint 2013/2016/Online: User account with Read permission, as specified for user groups on the SharePoint Site Permissions page. Microsoft OneDrive: User account with Edit permission,. For Decisiv: User account with Site Collection Administrators permission, as specified for user groups on the SharePoint Site Permissions page. This allows to crawl all sub sites, no matter if permission inheritance is used or not. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 9

10 or User account that is a member of a group with an appropriate permission level. Sites for which inheriting of permissions is disabled will not be crawled if the permission is not explicitly granted. To set up the permission level and assign it, 1. in SharePoint, go to Site settings > Permission Levels > Add a permission level. 2. Enter a name for the permission level, for example, Crawler Permissions, and activate the following permissions: List Permissions View Items Open Items View Versions Site Permissions Browse Directories View Pages Enumerate Permissions Browse User Information Use Remote Interfaces Open 3. Create a SharePoint group and assign it the new permission level. Any user who is member of this group can be used for crawling the site collection. 4. In addition, if permission inheritance is disabled for sub sites, navigate to these sites and explicitly grant the permission: Go to Site settings > Grant Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 10

11 permission. Enter the new SharePoint group and, under Show Options, select the new permission level. Account user name The user name you need to enter into the data source configuration is the user's login name. For SharePoint Online, this is usually an address, such as Password for the user account If you want to connect to SharePoint Online, in the data source configuration, activate the Is SharePoint Online option. Optional: Proxy host name and port if you access SharePoint via a proxy. Optional: Proxy authentication user name and password. Connection settings in the General Settings node Authentication Issues For authentication against the Microsoft SharePoint API, the connector follows the approach described in this Microsoft support article. In case of authentication issues with the connector, we recommend to try the Power- Shell script described in the article. If authentication with this script also results in an error, the cause is likely not a connector issue but rather a general Microsoft SharePoint administration issue. If the script fails as well, contact your SharePoint administrator and potentially, Microsoft support. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 11

12 Related: "Enable (SharePoint 2013 Connector)" on page 20 "Is SharePoint Online" on page 22 "Site Collection URL" on page 22 "User Name" on page 22 "User Password" on page 22 "Use proxy server" on page 23 "Proxy hostname" on page 23 "Proxy port" on page 23 "Use proxy authentication" on page 24 "Proxy authentication user name" on page Start URI for SharePoint 2013 Data Sources Start URIs for the SharePoint 2013 connector use this URL by default: sharepoint2013://anything. Multiple SharePoint start URIs are not supported. To enter the start URI: 1. In CORE Administration, open the data source configuration. 2. Go to Dataset definition > Dataset. 3. In the Start URIs field, add a new row. 4. Enter the start URI. Note: Enter the actual SharePoint URL in the Site Collection URL field. Related: "Site Collection URL" on page Timeout and Retries Timeouts may occur when the HTTP connection is down, or when the data source crawler sends too many requests to the Microsoft SharePoint database. You can configure the timeout, and the number of retries after a timeout. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 12

13 If the maximum number of retries is reached, and retries are still not successful, the system will throw an exception of exception class System and exception type Database process. Related: "Maximum number of retries for HTTP errors" on page 21 "Maximum number of retries for throttled requests" on page 21 "Timeout in milliseconds" on page Which SharePoint Elements are Indexed? Content types All content types are indexed. Fields All non-empty fields of SharePoint list items are indexed. They appear as tags in the indexed XML with the SharePoint field name preceded by ows_. For example, the SharePoint field wikifield appears in the indexed XML document as ows_wikifield tag. Some fields are additionally mapped to existing CORE fields. Documents Documents in SharePoint Libraries are indexed together with their metadata fields. Attachments Files attached to SharePoint items (for example, to Calendar entries) are indexed. Containers If files are copied at crawl time, container elements, such as sites, libraries, lists or folders are not indexed by default. If Native Access Service is used for copying files, container elements cannot be indexed at all. The actual indexing result depends on the connector configuration. Optionally, these elements can be indexed, too: hidden content or content flagged with NoCrawl container elements which are usually filtered, such as sites, libraries, lists and folders as separate documents, independently from content user profiles Note: The optional settings can differ, depending on your product. Always check them before starting the data source. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 13

14 1.12 SharePoint Item Versions For full crawl mode, you can configure the connector to index versions. Then the connector retrieves all versions of documents stored in SharePoint, and each version will be handled as an independent document. Note: If you change the Index versions setting in the data source configuration, all URIs are changed. In user interfaces, you can recognize versions by their URI that contains the string version and the version number. Example If the Index versions check box in the data source configuration is selected, the URIs look like this: Initial version Second version If the Index versions check box is cleared, the URI for the same document looks like this: sharepoint2013://recommind.sharepoint.com/sites/integrationtest/includedsite/subsite/list/1/version/1.0 sharepoint2013://recommind.sharepoint.com/sites/integrationtest/includedsite/subsite/list/1/version/2.0 sharepoint2013://recommind.sharepoint.com/sites/integrationtest/includedsite/subsite/list/1 CORE also provides other fields containing version information: ows_iscurrentversion Contains true if the document is the most recent version and false if it is an older version. ows_versionlabel Contains the version number. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 14

15 Related: "Index versions" on page 28 "SharePoint 2013 Connector Limitations" on page Deleted Elements Handling The connector supports deletion. During incremental crawls, an element that was deleted in SharePoint will be removed from the CORE system. Each time a site, list or folder is deleted, all contained lists, items, etc. are removed, too Get Relevant Tag Names You can run a test crawl with the option Index empty fields enabled. In contrast to a production crawl that ignores XML tags without values, the indexed documents contain all tags available for the respective content type, including those with no values. This is useful for displaying selected XML tags as searchable content in document views for getting the correct internal names for fields that you want to configure, for instance, as sortable, or as Smart Filter. for debugging Tip: To reduce the collection size for test crawls, use the Includes or Excludes list to specify the collection scope. Related: "Index empty fields" on page 27 "Specify Fields Used as Document Content" on page 18 "Includes" on page 24 "Excludes" on page Define Data Scope By default, the system indexes the complete content, as seen by users. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 15

16 Filter content You can include the content of certain sites, lists or folders. You can exclude the content of sites and lists. If you exclude and include content, exclusion always takes precedence. Example: If you indicate the same site in the Includes and Excludes list, this site is not indexed. If you indicate nothing in the Includes list and a list in the Excludes list, then the complete site collection is indexed, except for this list. Hidden content, You can decide whether hidden content is indexed. NoCrawl content You can decide whether content flagged as NoCrawl is indexed. For Axcelerate 5, this option is usually enabled, as this content may contain valuable information. Containers Elements containing the actual content, such as sites, libraries, lists and folders, are not indexed by default. You can choose to index them too. Then the system creates a document for each of them. User profiles User profiles are not indexed by default. However, if you use SharePoint data for a Decisiv application with a People tab and activate the Fetch user profiles option, the user profiles display on this tab. Content types Tip: Use the SharePoint search service to fetch user profiles faster. By default, all SharePoint content types, that is, the default content types and custom content types, are indexed. Also, list template types are included. If you specify Included Content Types in the configuration, only these are indexed. All other content types, and all list template types that are not explicitly specified as Included List Template Types are not indexed. You can also exclude content types that you do not want to index. If you use exclusions, these take precedence over inclusions. Examples You do not specify anything in the Included Content Types list. Additionally, Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 16

17 you add a custom content type called Mycontent to the Excluded Content Types table. Then all content types are indexed, except Mycontent. You specify the Mycontent content type both in the Included Content Types list and in the Excluded Content Types list. Then Mycontent is not indexed. List template types Lists that do not have a content type, for example, surveys, can be specified using their list template types. List template types are specified in addition to content types. If list template types are specified, they do not exclude any content type. Important: If you specify Excluded List Template Types, you have to enter at least one Excluded Content Type. If you do not want to exclude an existing content type, enter an arbitrary value that does not match a content type name. Examples for combining content type and list template type settings If no Included Content Types are specified, there is no need to specify any list template types as all list items will be included. If Included Content Types are specified, you additionally have to specify all list template types you want to include. If you specify Excluded Content Types and Included List Template Types, items in the included list that have the excluded content type are not indexed. Related: "Includes" on page 24 "Excludes" on page 26 "Index content flagged as 'hidden'" on page 28 "Index content flagged with 'NoCrawl'" on page 28 "Fetch user profiles" on page 29 "Use search service to fetch user profiles" on page 29 "Included Content Types" on page 29 "Excluded Content Types" on page 30 "Included List Template Types" on page 30 "Excluded List Template Types" on page Display of SharePoint HTTP Content By default, these content types display in Recommind document views as they would be shown in a browser: Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 17

18 Basic Page Wiki Page You can specify additional SharePoint HTTP content types that you want to display in the same way. Related: "HTTP Content Types" on page Specify Fields Used as Document Content The searchable document content can be extracted from different SharePoint fields or attached files. For each content type you can specify additional fields from which searchable content can be extracted. Content tags By default, the connector looks for these SharePoint fields to extract searchable content: body content, wikifield publishingpagecontent They are mapped to these CORE XML tags: ows_body, ows_content, ows_wikifield, ows_publishingpagecontent If the connector finds content in any of these XML tags, the actual content is moved to the body CORE XML tag (which cannot be configured in the document model), and the ows_ tag's content is replaced with: value moved to content. If the connector does not find any content in these tags, it tries to download the content from a file associated with the SharePoint item. Example for default behavior A document library contains document metadata and attachments, such as Microsoft Word documents. The connector extracts the metadata and, as it does not find any of the content XML tags, extracts content from the attached document. This is default behavior, and no additional configuration is needed in the Content Tags list. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 18

19 Example for required configuration : calendar entries A list contains a calendar entry as attachment. Neither of them contains a content field. To move information for this calendar entry in the CORE body XML tag, you have to specify those tags that you want to see in the CORE body tag as content for the list content type. To make sure that no content in other lists is omitted, you also have to enter the default content tags ows_body, ows_content, ows_wikifield, ows_publishingpagecontent in the Content Tags list. Related: "Included Content Types" on page 29 "Excluded Content Types" on page 30 "Content Tags" on page Attachment Splitting for SharePoint Data Sources If attachment splitting is desired for Microsoft SharePoint items, you add the respective MIME types to the Attachments node in the data source configuration. These MIME types, following the pattern sharepoint/x-<content_type_ name>, can be added: sharepoint/x-0x00e6861e364baabe418f9606fd41a6a058 (This pattern is used for surveys.) sharepoint/x-category sharepoint/x-community-member sharepoint/x-composed-looks sharepoint/x-contact sharepoint/x-event sharepoint/x-item sharepoint/x-link sharepoint/x-workflow-history 1.19 Configure the SharePoint 2013 Connector The configuration settings in CORE Administration are listed in the order in which they appear in the user interface. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 19

20 Start URIs Start URIs can trigger the use of a specific connector. For some connectors, the Start URI is the access point to the data to be loaded. Some connectors require additional connection information. Besides URIs, certain common file path syntaxes are allowed. Note: Look for connector-specific start URI information in the first part of this documentation. Example URIs are file:///d:/data/, d:\data for files in Windows file systems; /home/usr/data/, file:///home/usr/data/ for files on a UNIX file system; csv:///d:/data for CSV load files; and for the Web. For access to a database using an ODBC bridge, use jdbc:obdc:odbcdatasource; and for a generic JDBC data source, use the appropriate JDBC connection string. Location: Data source: Dataset definition > Dataset Allowed values: anything allowed in URIs or file paths None Enable (SharePoint 2013 Connector) When enabled, this connector will be started and can process the specified URL > General Settings Allowed values: true false true (if SharePoint 2013 data source was created) Cache Directory The directory used for storing temporary data and data that is persisted across crawls. Note: Do not modify! 2013 > General Settings Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 20

21 Allowed values: folder name../crawl Page Size Number of documents to retrieve in a request. Note: Do not modify! 2013 > General Settings) Allowed values: integer Maximum number of retries for HTTP errors Maximum number of retries for HTTP errors that disturb network communication with the SharePoint server > General Settings) Allowed values: integer Maximum number of retries for throttled requests Maximum number of retries if requests are sent faster to SharePoint than it can process them. The retry only applies to the requests to which SharePoint did not respond > General Settings) Allowed values: integer Timeout in milliseconds Indicates the time to wait for a response from the SharePoint server before starting the first retry > General Settings) Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 21

22 Allowed values: integer Is SharePoint Online Activate this check box if a SharePoint Online system is crawled. Deactivate it for a SharePoint 2013 on-premise system > General Settings > Connection Allowed values: true false false Site Collection URL The URL of the site collection. Example: > General Settings > Connection Allowed values: string none User Name The user name to use for crawling the given SharePoint site collection. This is the user's SharePoint login name. For SharePoint Online, this is usually an address, like: first.last@yourdomain.onmicrosoft.com 2013 > General Settings > Connection Allowed values: SharePoint user name none User Password The password of the user to use for crawling the given SharePoint site collection. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 22

23 2013 > General Settings > Connection Allowed values: string none NTLM Domain If an NTLM Domain is used for authentication, enter it here > General Settings > Connection Allowed values: string none Use proxy server Activate this check box if a proxy server is used for the communication between the connector and the SharePoint server > General Settings > Proxy Settings Allowed values: true false false Proxy hostname The host name of the proxy server. Examples: proxy.example.com, > General Settings > Proxy Settings Allowed values: string none Proxy port The port number of the proxy server. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 23

24 2013 > General Settings > Proxy Settings Allowed values: Use proxy authentication Activate if authentication is used for the proxy server > General Settings > Proxy Authentication Allowed values: true false falses Proxy authentication user name User name to use for authentication at the configured proxy server > General Settings > Proxy Authentication Allowed values: string none Proxy user password Password to use for authentication at the configured proxy server > General Settings > Proxy Authentication Allowed values: string none Includes Indicates the crawl scope inside the site collection. All documents below the indicated entities are crawled. If nothing is given, the root site is used as starting point. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 24

25 Examples: Specify the site marketing below the root site. Site List Folder Regex marketing Specify the list pricelists in the site products that is sub site of marketing. Site List Folder Regex marketing/products pricelists Specify the folder specialoffers in the list pricelists. Site List Folder Regex marketing/products pricelists specialoffers Specify the list pressreleases contained in the root site. Site List Folder Regex pressreleases 2013 > Scope and Filtering Site Indicates a site. Nested sites can be given via their hierarchical name, such as mysite/mysubsite. An empty value indicates the root site. Enter the unencoded URL name (not the title). Allowed values: string none List Indicates a list. Enter the unencoded list name. Allowed values: string none Folder Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 25

26 Indicates a folder. Always specify folders together with the containing list. Enter the unencoded URL name. Allowed values: string none RegEx Activate this check box if you use regular expressions to define the entries. Allowed values: true (regular expression) false (exact match) false Excludes Indicates the sites and lists to exclude from crawling. Each entry indicates either a site or a list to exclude. Leave empty if no sites or lists shall be excluded. Note: The order of the table entries has an effect on the crawl scope. Examples: Specify the site marketing below the root site. Site List Regex marketing Specify the list pricelists in the site products that is sub site of marketing. Site List Regex marketing/products pricelists Specify the list pressreleases contained in the root site. Site List Regex pressreleases 2013 > Scope and Filtering Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 26

27 Site Indicates a site. Nested sites can be given via their hierarchical name, such as mysite/mysubsite. An empty value indicates the root site. Enter the unencoded URL name (not the title). Allowed values: string none List Indicates a list. Enter the unencoded list name. Allowed values: string none RegEx Activate this check box if you use regular expressions to define the entries. Allowed values: true (regular expression) false (exact match) false Index empty fields If this check box is activated, all SharePoint fields will be indexed. Otherwise, only fields containing a value will be indexed > Scope and Filtering > Additional Filtering Allowed values: true false false Index sites, libraries, lists and folders When checked, sites, libraries, lists and folders will be indexed. Otherwise only SharePoint items and documents will be indexed 2013 > Scope and Filtering > Additional Filtering Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 27

28 Allowed values: true false false Index versions Select this check box to index available older versions of a document. If this check box is cleared, only the most recent version is indexed. This setting is not compatible with incremental crawls > Scope and Filtering > Additional Filtering Allowed values: true false false Index content flagged as 'hidden' If this check box is activated, the content of lists that are flagged as hidden will be indexed. Otherwise hidden lists will be ignored. Lists can be flagged as hidden, for example, in SharePoint Designer under Settings : Hide from browser > Scope and Filtering > Additional Filtering Allowed values: true false false Index content flagged with 'NoCrawl' If this check box is activated, the content of sites and lists that are flagged with the NoCrawl attribute will be indexed. Otherwise they will be ignored. You can flag sites as NoCrawl in SharePoint by setting Site Settings > Search and Offline Availability > Allow this site to appear in search results? to No. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 28

29 This flag affects the site including its sub sites. Lists can be flagged this way in SharePoint by setting Advanced Settings > Search > Allow items from this document library to appear in search results? to No > Scope and Filtering > Additional Filtering Allowed values: true false Axcelerate Ingestion: true Decisiv: false Fetch user profiles If this check box is activated, the available user profiles will be indexed.otherwise, they won't > Scope and Filtering > Additional Filtering Allowed values: true false : false Use search service to fetch user profiles Use the SharePoint search service to fetch user profiles. Note: The search service must be enabled for the SharePoint account used for crawling > Scope and Filtering > Additional Filtering Allowed values: true false false Included Content Types If empty, all default and custom content types, and all list template types are indexed. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 29

30 If not empty, only content types given here are indexed. All other content types, and all list template types that are not listed as Included List Template Types are filtered out > Scope and Filtering > Additional Filtering Allowed values: SharePoint content type names none (= all content types are indexed) Related: "Define Data Scope" on page 15 "Included List Template Types" below Excluded Content Types The content types given here are not indexed. This filter has precedence over the content types in the Included Content Types list > Scope and Filtering > Additional Filtering Allowed values: SharePoint content type names none (= no content type is excluded) Related: "Define Data Scope" on page Included List Template Types List template types to be indexed. This setting allows you to additionally include lists that do not have a content type, for example, surveys. Note: If Included Content Types are specified, you have to specify all list template types you want to include. Find an enumeration of standard list template types here: > Scope and Filtering List Template Type Enumeration Value Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 30

31 List template type number. Example: 102 Allowed values: integer none Comment Optional explanation, for example, the list template type's name. Example: Survey Allowed values: string none Related: "Define Data Scope" on page 15 "Included Content Types" on page 29 "Excluded Content Types" on the previous page Excluded List Template Types The specified list template types will not be indexed, if there is at least one Excluded Content Type. Exclusions have precedence over inclusions. Example: If a list template type is mentioned in the inclusion and the exclusion list, it is excluded. Find an enumeration of standard list template types here: > Scope and Filtering List Template Type Enumeration Value List template type number. Example: 109 Allowed values: integer none Comment Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 31

32 Optional explanation, for example, the list template type's name. Example: Picture Library Allowed values: string none Related: "Define Data Scope" on page HTTP Content Types Content types for which the HTTP SharePoint content shall be fetched and indexed > Content Types Position The order of HTTP Content Types is not important. Allowed values: number automatically set Content Type Name Full content type name Allowed values: string Basic Page Wiki Page Content Tags The content of the CORE XML tags in this list is used as searchable document content in the order the tags occur in the configuration. By default, if nothing is specified here for a certain content type, the tags 1. ows_body, 2. ows_content, 3. ows_wikifield, 4. ows_publishingpagecontent are used in exactly this order for content creation. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 32

33 Note: If you specify a CORE tag here, only this tag is used for displaying content for the respective SharePoint content type. If you also want to use the default tags, you have to specify them > Content Types Content Type Name Content type for which a tag is used as document content. Allowed values: content type name none (= all ingested content types) Property Name Name of the CORE XML tag. Allowed values: tag name none (= default content fields) Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 33

34 2 SharePoint Security Modules 2 SharePoint Security Modules For Decisiv, you have to configure a login module and other security modules to ensure that logged-in users can see exactly those documents they have permission to see. The security configuration is different for SharePoint 2013 and SharePoint Online. 2.1 SharePoint 2013 These principal types are required for each user: User principal Always starts with sp2013:. Example: sp2013:recommind\tlb SharePoint group principals You need a principal for each SharePoint group the user is member of. Principals always start with sp2013:. Examples: sp2013:mysite Owners, sp2013:project XY Security group principals You need a principal for each security group the user is member of. In SharePoint 2013, the security groups are ActiveDirectory groups. Principals always start with sp2013:. Examples: sp2013:recommind\g_engineers, sp2013:recommind\g_ staff_all This principal type is optional: Principal for viewing User profiles The access to user profiles is restricted to users with this principal: sp2013:rm:user_profil These principals are granted through the SharePoint 2013 login module: User principal SharePoint group principals Principal for viewing user profiles The security group principals are granted through the Active Directory login module SharePoint 2013 Login Module The login module grants user and SharePoint group principals. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 34

35 2 SharePoint Security Modules Configuration 1. In CORE Administration, open the meta engine configuration. 2. Go to Security > Configuration. 3. In the Module setup area, enter a name and click As Module type, select SharePoint Make sure these settings are correct: Site Collection URL Points to the same site collection as the SharePoint connector. User Name / User Password The user is used to find the site collection users and their group memberships. The user does not necessarily be the same as the one specified for the connector. But the user needs the same permissions as the user specified for the connector, in order to be able to extract ACLs. Active Directory Domain Enter the domain used for SharePoint users. This information is case-sensitive. It must be written in the same way as SharePoint does. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 35

36 2 SharePoint Security Modules Where can I see the domain name? You can see the exact domain name in the SharePoint list of site users. To view the site users list, use this API request: <sitecollectionurl>/_api/web/siteusers Example: api/web/siteusers In this file, find a LoginName tag. The domain is the part of the login name that follows the pipe character. Example: <d:loginname>i:0#.w recommind\tts </d:loginname> In this example, the domain name is recommind. Related: "Site Collection URL" on page Active Directory Login Module The Active Directory login module grants Security group principals. Decisiv often uses an Active Directory login module. If this is the case, you can add the connector-specific settings to the existing module. You may also have to create a new Active Directory login module: 1. In CORE Administration, open the meta engine configuration. 2. Go to Security > Configuration. 3. In the Module setup area, enter a name and click As Module type, select Active Directory. Tip: For Active Directory configuration settings not described here, see the Decisiv Administrator Guide Configuration In the meta engine configuration, go to Security > Configuration > Module setup > <custom name for Active Directory module > ActiveDirectory. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 36

37 2 SharePoint Security Modules Make sure that this setting is correct: Use SID Principals Do not activate this check box! In the meta engine configuration, go to Security > Configuration > Module setup > <custom name for Active Directory module > Internal settings. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 37

38 2 SharePoint Security Modules Make sure this setting is correct: Parameters Change the value for key internal.prefix to sp2013:<domain>\. The domain is the domain specified for the SharePoint 2013 login module. This entry is not case sensitive, since principals are lowercase anyway. 2.2 SharePoint Online These principal types are required for each user: User principal Always starts with sp2013: Example: SharePoint group principals You need a principal for each SharePoint group the user is member of. Principals always start with sp2013: Examples: sp2013:mysite Owners, sp2013:project XY Security group principals You need a principal for each security group the user is member of. In SharePoint Online, the security groups are Office365 / Microsoft groups. Principals always start with sp2013:sec: Examples: sp2013:sec:engineers, sp2013:sec:human Resources Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 38

39 2 SharePoint Security Modules The user principal and the SharePoint group principals are granted through the SharePoint 2013 login module. For correct matching of user names, the Change Username module may be needed, too. The security group principals are granted through the Mapping module SharePoint 2013 Login Module for Online The login module grants user and SharePoint group principals. User accounts are Office365 accounts, which are composed of the user name, for example, tim.test, and the general domain, such as recommind.onmicrosoft.com. When the user name that is used to log into Decisiv matches the one used for the Office365 accounts (such as tim.test), the login module is sufficient. Otherwise you need to tell the login module which user names match the Office365 account names. To do so, you need to create a Change Username module Configuration 1. In CORE Administration, open the meta engine configuration. 2. Go to Security > Configuration. 3. In the Module setup area, enter a name and click As Module type, select SharePoint Make sure these settings are correct: Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 39

40 2 SharePoint Security Modules Is SharePoint Online Check box is activated. Site Collection URL Points to the same site collection as the SharePoint connector. User Name / User Password The user is used to find the site collection users and their group memberships. The user is not necessarily the same as the one specified for the connector. But the user needs the same permissions as the user specified for the connector, in order to be able to extract ACLs. SharePoint Online Domain Enter the domain used for SharePoint users. This information is case-sensitive. It must be written in the same way as SharePoint does. When users log into Decisiv, this domain is added to the Decisiv user name. If this combination matches the Office365 login name, you do not need to configure the Change Username module, otherwise you have to. Where can I see the domain name? You can see the exact domain name in the SharePoint list of site users. To view the site users list, use this API request: <sitecollectionurl>/_api/web/siteusers Example: recommind.sharepoint.com/ sites/ Recommi ndspo2013/ _api/ web/ siteusers In this file, find a LoginName tag. The domain is the part of the login name that follows the pipe character. Example: <d:loginname>i:0#.f membership\aci@recommind.o nmicrosoft.com</d:loginname>, In this example, the domain name is recommind.onmicrosoft.com Change Username Module If the Decisiv user name/the SSO user name and the user name that is part of the Office 365 account don't match for one or multiple users, you need to create a mapping file and reference it. Important: If this module is used, place it before the SharePoint login module in the configuration! Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 40

41 2 SharePoint Security Modules Configuration 1. In CORE Administration, open the meta engine configuration. 2. Go to Security > Configuration. 3. In the Module setup area, enter a name and click As Module type, select Change Username Mapping file 5. In the Mapping file field, reference the mapping file. The file contains two columns. The first column contains the user names as they are used by Decisiv, the second one the Office365 user names. Required format: ASCII TXT file Extension is TXT. Columns are separated by tabulator Rows are separated by line breaks. Example: TTS [TAB] tim.test Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 41

42 2 SharePoint Security Modules EDD [TAB] erika.doodling jsm [TAB] john.smith Note: It is also possible to use for example the full Office365 login name (for example tts is mapped to if you use the default configuration that drops the additional part via a regex substitution. The regex substitution is configured in the Internal settings node belonging to the ChangeUser module, in the User name pattern field. This default is not compatible with multiple domains Mappping Module for Security Groups Security groups for SharePoint Online (that is, Office365 groups) are not resolved by the SharePoint 2013 login module. If the SharePoint system uses security groups, and you want users to see all documents that they are entitled to see due to group membership, use the security module of type Mapping together with a file that maps Decisiv principals to the security group principals. Important: If this module is used, place it after the SharePoint 2013 login module in the configuration, as it might use the output of the login module Configuration 1. In CORE Administration, open the meta engine configuration. 2. Go to Security > Configuration. 3. In the Module setup area, enter a name and click As Module type, select Mapping. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 42

43 2 SharePoint Security Modules Mapping file 5. In the Mapping file field, reference the mapping file. The file contains two columns. The first column contains one of the following: the Decisiv user name, for example, tts the user principal granted by the SharePoint 2013 login module, for example, a SharePoint group principal granted by the SharePoint 2013 login module, for example, sp2013:acl Visitors any other principal granted by another way The second column contains the principal for the Office365 group. It consists of the prefix sp2013:sec: followed by the name of the Office365 group. Required format: ASCII TXT file File extension is CSV Columns are separated by semicolon. Rows are separated by line breaks. If a user is member of several SharePoint security groups, add a row for each group. Connector for Microsoft SharePoint 2013, 2016 and Online - Setup and Reference Guide 43

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