DocAve 6 Administrator

Transcription

1 c DocAve 6 Administrator User Guide Service Pack 6, Cumulative Update 1 Issued December

2 Table of Contents What s New in this Guide... 7 About DocAve Administrator for SharePoint... 8 Complementary Products... 8 Submitting Documentation Feedback to AvePoint... 9 Before You Begin AvePoint s Testing Policy and Environment Support Hardware Backup and Recovery Configuration Agents Required s Administrator for SharePoint On-Premises s Administrator for SharePoint Online s Local System s Getting Started Launching Administrator for SharePoint User Interface Overview Navigating DocAve Selecting Farms and Nodes Configuring Export Creating an Export Location Managing Export Locations Viewing and Searching Content Viewing Site Collection Lists Viewing Users and s Performing an Admin Search using Admin Search Wizard Performing an Admin Search using Admin Search Form Mode Performing a Security Search using Security Search Wizard Performing a Security Search using Security Search Form Mode Using a Predefined Search

3 Managing Content Creating Site Collections and Content Databases Creating Host-Named Site Collections Creating an Individual Host-Named Site Collection Creating Multiple Host-Named Site Collections in Bulk Defining the Maximum Number of Subsites that can be Created in a Site Collection Extending Web Applications Moving Site Collections across Content Databases Allowing Site Owners to Use Security Web Part Checking for Broken Links Searching Web Parts Additional Operations in Job Monitor Changing Item Metadata Changing Item Metadata Online Changing Item Metadata Offline Searching Alerts Deleting Web Applications Deleting Orphan Sites Running the Orphan Site Scan as a Job and Saving the Plan for Later Use Scanning For Orphan Sites Now Additional Operations for Deleting Orphan Sites in Job Monitor Searching for Duplicate Files Right-Click Operations on Each Level Managing Security Granting Users Temporary s Searching User Temporary s Cloning User s Cloning Site s Using Deactivated Account Cleaner Using Plan Mode Using Scan Mode Additional Operations in Job Monitor

4 Exporting, Editing, and Importing Configuration Files Exporting Configuration Files Modifying an Exported Configuration File Importing a Configuration File Breaking Inheritance for Sub-nodes Breaking Inheritance for Selected Node Pushing Inheritance to Sub-nodes Security Web Part Deploying the Security Solution Activating the Security Features Using the Security Web Part Monitoring and Controlling Actions and Changes in SharePoint Configuring the Policy Enforcer Database Deploying the Event Receiver Solution Configuring the Source Collection Policy Configuring Defined Groups Configuring a Policy Enforcer Profile Creating a Policy Enforcer Profile Using Profile Manager Managing Existing Policy Enforcer Profiles Managing Rules in Policy Enforcer Profile Customizing Rules with Policy Enforcer SDK Applying a Policy Enforcer Profile Inheriting and Stopping Inheriting Stopping Inheriting Profiles Inheriting Profiles from Parent Nodes Configuring Conflict Resolution Generating Reports of Violations Identified by Policy Enforcer Downloading Search Reports Downloading Admin Search Reports Downloading Security Search Reports Downloading Reports in the Download Result Page Administrator for SharePoint Online

5 Administrator Caveats Using Hot Key Mode Tab Admin Search Wizard Mode/Delete Orphan Sites Search Web Parts/Search Duplicate Files Configuration Tab Security Tab Security Search Wizard Mode Break Inheritance for Sub-nodes/Push Inheritance to Sub-nodes Tools Search Result Tools Tab for Security Search Export Tab Policy Enforcer Tab Create or Apply Profile Profile Manager Source Collection Policy Policy Enforcer Database Generate Report Plan Manager Tab View Details Edit DocAve Administrator for SharePoint Use Cases Security s Search Employee Shuffling and s Cloning Solution to a Database Becoming Too Large Appendix A: Table of Filter Conditions Table of Most Filter Conditions Table of the User and Group Filter Condition Appendix B: DocAve Administrator and SharePoint Operations Comparison Farm Level Operations Web Application Level Operations Site Collection Level Operations

6 Sub-Site Level Operations List/Library Level Operations Folder Level Operations Item Level Operations Appendix C: Actions that can Be Performed on Security Search Results Appendix D: Feature Updates in DocAve when Specifying Nodes on the SharePoint 2013 Farm Appendix E: Advanced Configurations Modifying Search Duplicate Files Editing File Extensions that Appear in the Include File Extension Only Drop-down List Editing Files that Appear in the Exclude File Drop-down List Configuring the AdminWebUtility.config Configuration File Appendix F: and List of DocAve Administrator Functions for SharePoint Online Site Collection Level Operations Site Level Operations List/Library Level Operations Folder Level Operation Item Level Operation Item Version Level Operation Security Search Results Operation Functionalities for Office 365 or Remote Farms Options for Office 365 and Remote Farms Admin and Security Search Filters for Office 365 or Remote Farms Appendix G: List of Policy Enforcer Rules for SharePoint On-premises and SharePoint Online Appendix H: Out-of-the-Box Policy Enforcer Rules Configuration Tab Security Tab Tab Appendix I: Customize the Interval Function for Event-Driven Mode in Source Collection Policy Notices and Copyright Information

7 What s New in this Guide The following list details the Administrator User Guide updates for Service Pack 6: Added Allowing Site Owners to Use Security Web Part. Updated information about how to activate the security management features in Activating the Security Features. 7

8 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 or SharePoint 2013 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. 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 8

9 Submitting Documentation Feedback to AvePoint AvePoint encourages customers to provide feedback regarding our product documentation. You can Submit Your Feedback on our website. 9

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 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, IBM Storwize Family, FTP, Amazon S3, AT&T Synaptic, Dropbox, Box, Caringo Storage, Del DX Storage, EMC Centra, HDS Hitachi Content Platform, Rackspace Cloud Files, TSM, Network File System, and Windows Azure Storage. All other hardware platforms that support UNC addressable storage devices are supported. *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. Backup and Recovery DocAve supports BLOB backup storage according to the list of hardware platforms above. BLOB snapshot functionally, 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 the supported software environments listed above. DocAve 6 SP5 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. 10

11 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 s 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 s To install and use Administrator for SharePoint on the SharePoint on-premises environment properly, ensure that the Agent account has the following permissions: 1. Local System s: These permissions are automatically configured by DocAve during installation. Refer to Local System s 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 s: 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. 11

12 Full Control to the User Profile Service Application related to the Web application where the personal site resides. 3. SQL s: These permissions must be manually configured prior to using DocAve 6 Administrator; they are not automatically configured. Member has a Database Role of db_owner for all the databases related to SharePoint, including Content Databases, Config Database, and Admin Database. Server Role of dbcreator and securityadmin in SQL Server. Administrator for SharePoint Online s To install and use Administrator on the SharePoint Online environment properly, the Agent account and the account specified when adding the SharePoint Online or on-premises site collections to SharePoint Sites Group has the following permissions: Agent account permissions: Local System s: The permissions are automatically configured by DocAve during the installation. Refer to Local System s 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. *Note: If the registered site collections are SharePoint Online site collections, the Agent account is on the Agent machine that has network connection or has configured Agent Proxy before registering SharePoint Online site collections. If the registered site collections are on-premises site collections, the Agent account is on the Agent machine that will run the Administrator job. Site Collection user permissions: Member of the Site Collection Administrators group of each site collection where you want to use Administrator Migration. Managed Metadata Service Term Store Administrator *Note: If using the Scan Mode to add the site collections to the SharePoint Sites Group in Control Panel, make sure that the Office 365 account has the Global Administrator permission in the specific SharePoint admin center site or the SharePoint account has the Full Control permission for All Zones in the Web application where the site collections reside. Local System s The following Local System s are automatically configured during DocAve 6 installation: 12

13 User is a member of the following local groups: IIS WPG (for IIS 6.0) or IIS IUSRS (for IIS 7.0) Performance Monitor Users 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 of Log on as a batch job (it can be found within Control Panel > Administrative Tools > Local Security Policy > Security > Local Policies > User Rights Assignment) Full Control for DocAve Agent installation directory Local admin permission 13

14 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: 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. From the DocAve tab, click Administration to view the Administration functions. Click Administrator to launch Administrator for SharePoint. Figure 1: DocAve module launch window. 14

15 User Interface Overview The Administrator user interface launches with the 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. 15

16 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. *Note: The search function is not case sensitive. 7. Pane Displays the actionable content of the DocAve module. 16

17 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 the 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. 17

18 Configuring Export The Export 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 tab to access the Export interface, and click Export Location on the ribbon to access the Export terface. The sections below provide detailed instructions on creating and managing export locations in the Export terface. Creating an Export Location To create an export location, complete the steps below: In the Export terface, click Create on the ribbon, the Create Export Location interface appears. In the Name and Description section, enter a Name for the new export location and an optional Description for future reference. 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 dropdown 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 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 18

19 Each site in selected scope checkbox and enter the 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. 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 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 terface. Make the necessary changes, and then click OK to save the changes, or click Cancel to return to the Export terface without saving any changes. 19

20 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 terface without deleting the selected export locations. Close To exit the Export terface, click Close on the ribbon to return to the Export tab. 20

21 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: That 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 tab. 3. Navigate to a Site Collection List on the ribbon. The Site Collection List appears, displaying information such as Site Collection Title, Database Name, URL, and Primary Administrator. The site collection URL is linked to the corresponding SharePoint site collection; it takes you to the SharePoint site directly by clicking the site collection URL. This functionality also exists within SharePoint 2010 and SharePoint 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. Viewing Users and s 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 Users and s. 3. Select either People and Groups or Site s. The applicable list appears. This functionality also exists within SharePoint 2010 and SharePoint 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. 21

22 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 stepby-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 > 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 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. Click Next on the ribbon. The Search Filter screen appears. 5. Use the drop-downs 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 the 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 terface 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 the dropdown list. For details on creating a new export location, refer to Creating an Export Location. 8. Click Next on the ribbon. The Schedule Selection interface appears. 9. Select a scheduling option. 22

23 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 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 > 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. 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 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. 23

24 Click Check 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. Click Next on the ribbon. The s screen appears. 5. Enter the User and Group 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 User and Group field, all of the users or groups under the specified nodes are searched. 6. Click Advanced 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. 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. 7. Configure the to limit the users or contents searched according to the permissions assigned to them. Has s Limit the search result based upon the permission; these include Search for Any, Full Control, Design, Edit,, Read, View Only, and Limited Access. After selecting the relevant permissions, click Details to view the detailed information of this permission. 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. 24

25 *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. 8. When finished, click Next on the ribbon. The Search Filter screen appears. 9. 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. Limiting the search scope by Search Level will greatly improve Security Search Performance and provide more accurate results. 10. Use the drop-downs 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. o o And The content that meets all the 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. 11. When you re finished setting up filter rules, click Next on the ribbon. The Export Location interface appears. 12. 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 the drop-down list. For detailed on creating a new export location, refer to Creating an Export Location. 13. Click Next on the ribbon. The Schedule Selection interface appears. 14. 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. 25

26 15. When finished, click Next on the ribbon. The Notification screen appears. 16. 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 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. 17. When finished setting up notifications, click Next on the ribbon. The Overview screen appears. 18. 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. 19. 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 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 newlyspecified scope. To start a predefined search, complete the following steps: Select the Scope of the content, as described in Selecting Farms and Nodes. Click or Admin or Security Search > Start with a Predefined Search. The predefined search screen appears. Select a predefined search profile from the drop-down list. The information for the selected search job displays in the Summary section. Click Search from the lower-right section of the screen to start this search job. 26

27 *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. 27

28 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: Select the Web application to create a new site collection/content database in, as described in Selecting Farms and Nodes. Click the tab. Click New > New Site Collection or New Content Database. The applicable configuration screen appears. This functionality also exists within SharePoint 2010 and SharePoint 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. 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: Select the Web application where you want to create the host-named site collection as described in Selecting Farms and Nodes. Click the tab. Click New > New Host-Named Site Collection. The New Host-Named Site Collection interface appears. In the Create Site Collections section, choose the Create one host-named site collection option. In the Title and Description section, enter the title and description for the top-level site of the site collection you want to create. 28

29 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, *Note: You must ensure that the DNS name in the site URL can be properly resolved to an IP address. 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: Select the Web application where you want to create the host-named site collection as described in Selecting Farms and Nodes. Click the tab. Click New > New Host-Named Site Collection. The New Host-Named Site Collection interface appears. In the Create Site Collections section, choose the Create multiple host-named site collections option. The configuration table appears below. Click the Add button above the configuration table. The Add Host-Named Site Collections window appears. In the Title and Description section, enter the title and description for the top-level site of the site collection you want to create. 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. For example, *Note: You must ensure that the DNS name in the site URL can be properly resolved to an IP address. 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. 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. To create more site collections, repeat steps 5 to 9. 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. 29

30 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. 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: Select the farm or node to add content to, as described in Selecting Farms and Nodes. By default, the No Limit option is selected. To create sites without the limit of maximum depth. Click Configuration > Deploy Site Maximum Depth. Select the Maximum Depth radio button. 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. 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: Select the Web application to extend, as described in Selecting Farms and Nodes. Click the tab. Click Extend. The Extend configuration screen appears. This functionality also exists within SharePoint 2010 and SharePoint For more information on extending Web applications, refer to SharePoint Help. To view tables presenting operations that are 30

31 shared between DocAve and SharePoint at various levels, refer to Appendix B: DocAve Administrator and SharePoint Operations. *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 > 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 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 Read-only. 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 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. 4. Click OK to start the job. Access Job Monitor to view job details. 31

32 Allowing Site Owners to Use Security Web Part Use the Web Part Security Control to allow members of the site owners group to access and use Security Web part. To use the Web Part Security Control, complete the following steps: 1. Select one or more nodes on the site collection level, as described in Selecting Farms and Nodes. 2. Navigate to > Web Part Security Control. The Web Part Security Control page appears. 3. Select the Allow site owners to access and use security management Web parts option. 4. Click OK to apply the setting. Checking for Broken Links The Check Broken Link feature searches for the 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: Select the scope of the content (i.e. site collection level and site level), as described in Selecting Farms and Nodes. Click > Check Broken Link. The Check Broken Link screen appears. Enter a Plan Name for the plan. A default plan name in the format Check Broken Link HH:MM:SS YYYY-MM-DD is provided. Click Check 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. Select the desired Link Type Selection to search. *Note: The Check Broken Link feature only scans pages for broken links. It does not scan documents, files, or lists. Enter the number of times that DocAve Administrator will attempt to verify that a link is broken in the Retry Count Limit field. If DocAve Administrator fails to access the link after retrying the specified number of times, the link is regarded as broken. 32