Criticality Matrix Automated SharePoint Backup with the New DocAve 5 Platform

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1 Quick Start Guide Criticality Matrix Automated SharePoint Backup with the New DocAve 5 Platform This document is intended for anyone wishing to familiarize themselves with the basic functionality of the DocAve Automation Center module v5. It is not intended to be used for advanced installation, configuration, or troubleshooting. All other modules and topics are covered in the User Guides located on: guides/ Page 1

2 Before You Begin The Criticality Matrix is capable of automating your SharePoint backup by categorizing your content by modification frequency and business importance. For more information on categorizing your SharePoint data for effective backups, please refer to the whitepaper Best Practices for SharePoint Backup and Recovery. In order to configure your SharePoint environment to work with the Automation Center, please refer to the sections below. Defining Templates Templates can be thought of as backup plans without the content. The Criticality Matrix will automatically fill in the content, but the plans must be set up ahead of time. These templates are very easy to configure and can be set in the Data Protection > Template Builder tab. These templates can be defined according to the steps outlined in the Quick Start Guide Granular Backup and Recovery. One important step is that these templates must be marked as Active plans, meaning that they must be given a color to allow them to be used in the matrix. All templates defined here will provide item level granularity on restore. Defining Importance The DocAve Critiality Matrix will automatically track SharePoint activity for any sites with Business Importance defined. This importance can be set via a Web Part, or conviniently in batch through the DocAve Administrator module. Business Importance can be set from 1 to 10 (a setting of zero will remove a site or site collection from the matrix). Whether configuring importance settings yourself, or allowing end users to set the permissions of their own, we recommend drawing up guidelines based on the overall distribution of your company. For instance, a MySite may be ranked as 1, but the Legal Department may be given a rating of 10. Using the Web Part All users, whether you have a license for the SharePoint Administrator module or not, will be able to deploy the SharePoint Web Part as a feature using the DocAve Administrator module. 1. Navigate to the Administration > SharePoint Administrator > Admin Central tab. 2. You will be able to browse your farm from here. Expand each node down to the site collection you would like to deploy this feature to and use the checkbox to select this. 3. Select Install Importance Feature from the menu on the right. This will open a pop up allowing you to deploy this feature. 4. After installing, open any site within this site collection, choose Site Actions, and select Define Site Importance. (You can also set the site collection level importance using the Site Settings option, and defining the settings for the top level site.) 5. Set the importance using the slider or number and click OK. Page 2

3 Using the SharePoint Administrator You can use the DocAve SharePoint Administrator module to set the site and site collection importance quickly and easily in bulk. Using the SharePoint tree select the content you wish to define importance for and choose the Define Site Importance option. If more than one site or site collection is selected, setting the importance will apply in bulk. Building the Matrix The Criticality Matrix can be scaled to fit your SharePoint deployment depending on your business needs. A separate matrix is created to manage each farm. By default, the matrix is set in a basic 3x3 format. You can add additional rows or columns (up to 6x6) or edit the column values to suit your business needs, but setup should be sufficient for most uses. Any advanced steps are described in the DocAve v5 User Guide. Navigation and Information The matrix has many helpful tools for viewing information about the Criticality Matrix: Clicking on this globe within a cell will allow you to privew all the contents currently categorized by this cell. You can view information regarding this cell by clicking the information button. This will bring up the Cell Details window, showing the template information and last run job details. Farm View The farm view in the lower right corner of the GUI will allow you to browse your SharePoint farm, viewing which template is covering each site. These will be indicated by colored squares to the left of each node. Templates The templates box located in the upper right corner of the GUI show all active templates defined in the Template Builder. You can view the colors by hovering over the names. Matrix Management The basic requirements for setting up a matrix are described in the sections below. Basic Configuration The matrix can either either categorize content by the site collection level or by the site level (set using the Manage Level drop down). Choose the Manage Level that best suits the organization of your SharePoint contents. For instance, if each department in your organization recieves its own Site Collection, you may wish to manage on this level for a general backup strategy. However, for more granular control in managing contents (including project workspaces or sub organizations of each department), choose the Site level. The Modification Frequency In Last field shown above the matrix specifies the interval to take the average modifications over. This will allow you to define the frequency of updates to the matrix, and sets the time that the modifications will be divided across for the y axis. DocAve will automatically categorize your SharePoint content and assign it a cell in the matrix after the steps in the sections above have been completed. Page 3

4 Applying Templates When the matrix is first loaded, no templates are applied and all cells appear dark gray. In order to apply templates, simply use the checkboxes in each cell you wish to manage and drag the template to the matrix. You can also double click on the template to apply it to the checked cells. The Undo button will undo the last template application. Viewing the Results The backup jobs defined by the templates will appear in the Job Monitor > Granular Backup view. The plan name will show the coordinates for each cell in the matrix, whether it is High*High for the upper right corner, or Low*High for the upper left corner. Any cells that have no content at the time of the backup will appear as Skipped jobs in the Job Monitor. Congratulations! Once the cells have templates associated with them, the backups will proceed according to the pre defined schedules. Content will automatically be assigned to each cell, and therefore will be backed up according to the appropriate schedule. We recommend continuing to read the DocAve v5 User Guide for more details on the Automation Center, especially to configure the Rule Engine tab to make the most of this powerful tool. Page 4

5 Copyright 2008 AvePoint, Inc. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written consent of AvePoint, 3 Second Street, Jersey City, NJ 07311, USA Trademarks AvePoint DocAve, AvePoint logo, and AvePoint, Inc. are trademarks of AvePoint, Inc. Microsoft, MS DOS, Internet Explorer, Microsoft Office SharePoint Servers 2007, SharePoint Portal Server 2003, Windows SharePoint Services, Windows SQL server, and Windows are either registered trademarks or trademarks of Microsoft Corporation. Adobe Acrobat and Acrobat Reader are trademarks of Adobe Systems, Inc. All other trademarks are property of their respective owners. Changes The material in this document is for information only and is subject to change without notice. While reasonable efforts have been made in the preparation of this document to assure its accuracy, AvePoint assumes no liability resulting from errors or omissions in this document or from the use of the information contained herein. AvePoint reserves the right to make changes in the product design without reservation and without notification to its users. AvePoint 3 Second Street Jersey City, NJ USA Page 5