contentcrawler SharePoint 2010 & 2013 Versioning Guide
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1 DocsCorp contentcrawler SharePoint 2010 & 2013 Versioning Guide March 2013
2 Contents CONTENTS WHAT THIS DOCUMENT COVERS SHAREPOINT 2010 LIBRARY VERSIONING CONFIGURATION SETTINGS NO VERSIONING No Versioning Save flowchart MAJOR VERSIONING Major Versioning Save flowchart MIXED VERSIONING MAJOR/MINOR Mixed Versioning (Major/Minor) Save Flowchart MAXIMUM VERSIONING Maximum Versioning Save Flowchart CREATING A NEW OCR PROCESS USING THE WIZARD... 11
3 1 What this document covers This document highlights the SharePoint 2010/2013 versioning configuration settings and the impact they have on contentcrawler Save workflows. Also includes detailed flowcharts on versioning scenarios, workflows and expected results. 2 SharePoint 2010/2013 Library Versioning Configuration Settings SharePoint 2010/2013 offers a number of Library versioning configuration options. Screenshot of the available configurable options in SharePoint 2010/ No Versioning The option No versioning set on a SharePoint 2010/2013 library restricts the number of versions per document to 1. Any new document imported as a new version of an existing document will result in SharePoint 2010/2013 replacing the existing document with the new document as version 1.0 How does this affect contentcrawler? This will affect the contentcrawler save workflow in the following scenarios Save option has been set to New Version in the OCR Service. If a document is found to be non-text searchable contentcrawler will OCR the document and attempt to save the OCR d document as a New Version of the original source document. If No versioning has been set on the Source document library, SharePoint 2010/2013 will Replace the original source document with the new OCR d document provided by contentcrawler. Important: As a safeguard contentcrawler will take a backup of the original source document before deletion by SharePoint 2010/2013 and will store this in the backup location which has been specified in the OCR Service Save option has been set to Replace Original in the OCR Service. If a document is found to be non-text searchable contentcrawler will OCR the document and will Replace the original source document with the new OCR d document.
4 Important: As a safeguard contentcrawler will take a backup of the original source document before replacing and will store this in the backup location which has been specified in the contentcrawler Service No Versioning Save flowchart
5 2.2 Major Versioning The option Create major version set on a SharePoint 2010/2013 library allows the creation of multiple major versions of a document. A limit to the number of Major version per document can also be set, refer to Maximum Versioning How does this affect contentcrawler? This will affect the contentcrawler save workflow in the following scenarios Save option has been set to New Version in the OCR Service. If a document is found to be non-text searchable, contentcrawler will OCR the document and save the OCR d document as a New Major Version of the original source document. o Example Original document is v1.0, contentcrawler will save the OCR d document as V2.0 Save option has been set to Replace Original in the OCR Service If a document is found to be non-text searchable, contentcrawler will OCR the document and will Replace the original source document with the new OCR d document. Important: As a safeguard contentcrawler will take a backup of the original source document before replacing and will store this in the backup location which has been specified in the OCR Service
6 2.2.1 Major Versioning Save flowchart
7 2.3 Mixed Versioning Major/Minor The option Create major and minor (draft) versions set on a SharePoint 2010/2013 library allows the creation of multiple major and minor (draft) version on documents. Also note documents set as a Major version can also be marked as Published. How does this affect contentcrawler? This will affect the contentcrawler save workflow in the following scenarios Save option has been set to New Version in the OCR Service. If a document is found to be non-text searchable, contentcrawler will OCR the document and save the OCR d document as a New Version of the original source document. If major and minor versioning has been set on the Source document library, contentcrawler will follow SharePoint 2010/2013 standard versioning and apply the following rules: o Rule #1 Source document version is Major (1.0) contentcrawler will create a New Major version (2.0) Note: contentcrawler will also mark a new Major version Published if the Original source version is set to Published o Rule #2 Source document version is Minor (0.1) contentcrawler will create a New Minor version (0.2) Save option has been set to Replace Original in the OCR Service If a document is found to be non-text searchable, contentcrawler will OCR the document and will Replace the original source document with the new OCR d document. Important: As a safeguard contentcrawler will take a backup of the original source document before replacing and will store this in the backup location which has been specified in the contentcrawler Service
8 2.3.1 Mixed Versioning (Major/Minor) Save Flowchart SharePoint 2010 & 2013 Major & Minor Versioning enabled Save Option: New Version Save Option: Replace Original New Version created following SharePoints major/minor versioning rule* *If Original version is Major, a new major will be created If last version is Minor, a new minor will be created YES Is the Original version Published? NO Original Version Replaced as expected and marked as Published Original Version Replaced as expected Backup: contentcrawler will perform a backup of the original version before deletion and will stored in the contentcrawler backup location. Backup: contentcrawler will perform a backup of the original version before deletion and will stored in the contentcrawler backup location.
9 2.4 Maximum Versioning The option for Maximum versioning provides the ability to restrict the maximum number of historical version per document in a SharePoint 2010/2013 library. There are 2 types of version limits which can be set. The limit for major versions and the limit for major versions with drafts (i.e. minor versions). The first limit restricts the total number of historical major versions. And the second one sets the total number of major versions, which are allowed to have drafts. If the library has the following versioning settings, this will mean that any document can have up to 6 major versions (i.e. 1 current version and 5 historical major versions) and only the last 2 major versions can have drafts. How does this affect contentcrawler? This will affect the contentcrawler save workflow in the following scenarios Save option has been set to New Version in the OCR Service. If a document is found to be non-text searchable, contentcrawler will OCR the document and attempt to save the OCR d document as a New Version of the original source document. If the maximum number of versions is reached on the original source document the save as new version will be successful. However SharePoint 2010/2013 will automatically delete the oldest version of the original source document. o Example #1. A document has v1.0, v2.0, v3.0, v4.0, v5.0 and v6.0. If v7.0 is created, v1.0 will be deleted by SharePoint silently. o Example #2. A document has v1.0, v1.1, v1.2, v2.0. If v3.0 is created, v1.1 and v1.2 will be deleted by SharePoint silently. Important: As a safeguard contentcrawler will take a backup of the document(s) before deletion by SharePoint 2010/2013 and will store this in the backup location which has been specified in the OCR Service Save option has been set to Replace Original in the OCR Service If a document is found to be non-text searchable, contentcrawler will OCR the document and will Replace the original source document with the new OCR d
10 document. Important: As a safeguard contentcrawler will take a backup of the original source document before replacing and will store this in the backup location which has been specified in the contentcrawler Service Maximum Versioning Save Flowchart
11 3 Creating a New OCR Process using the Wizard Creating a New OCR Process using the Wizard To create a new service, go to the File menu - > New and select New as shown against the OCR Backlog function or OCR ActiveMonitoring function The Service Wizard will then prompt you with a series of questions Content Repository Connection Settings Content Repository - Select the brand of Content Repository (Document Management System) SharePoint 2010/2013 and Above Site URL Enter the SharePoint URL Manage Use the manage button to select if there are specific sub-sites that are to be excluded from processing. By default all sites and sub-sites are automatically selected. You can choose to ignore certain sites and sub-sites, by unchecking the relevant folder in the tree
12 Authentication Windows Authentication or Forms Authentication Credentials (User name & Password) - you should specify a full administrator user name and password that provides FULL CONTROL permissions to access all document libraries and documents in your SharePoint 2010/2013 Content Repository. Click Next to proceed to the next step in the Add Service Wizard Search and Assess Settings Document Types specify the types of documents you would like to search for and assess for non-searchable content. You must select at least one type o Image (BMP, PNG, TIFF, JPEG) See notes on image file type handling o MSG (Outlook s) - contentcrawler will check if these s have any attachments that are non-searchable. It will also check if any of these s have attachments which are also Outlook s, and then look in those attachments to see if they are nonsearchable o PDF Search Dates choose the documents you
13 want to assess and process based on the dates they were edited. OCR ActiveMonitoring Process o Lasted Edited on or after any documents that were modified in any way on or after the date shown here. OCR Backlog Process o o Edited on and before any documents with a last edited date on or before this date Edited between any range of dates Include Minor Versions Select to include Minor version in the search PDF Assessment In some cases you may have PDF documents (either profiled separately or as attachments to s) that have non-searchable content but also have text. For example, you may have a scanned page from a photocopier which has had a page number applied to it. In this example the document does have text (the page number) but certainly the rest of the document is not textsearchable. To cover these types of documents, you can specify the minimum average number of characters per page which must be found by the contentcrawler assessing tool for the document to be classified as text-searchable. The default is an average of 20 characters per page. If the document has 10 pages, and you set this limit as 20 characters, that means there must be more than 200 characters in the document. The assessing tool will start analysing the document at page 1, on a page by page basis, and as soon as the total number of characters exceeds 200, the document will be classified as not requiring OCRing. Hold for Review With this option selected, the documents will be held for review by the contentcrawler Administrator, before the OCR process is run on those documents that are assessed as needing OCRing. It is recommended that you select this when first installing and testing contentcrawler so that you are comfortable that the software is working as required. Click Next to proceed to the next step in the Add Service Wizard OCR Settings Hold for Review With this option selected, the documents will be held for review by the contentcrawler Administrator, before the result of the OCR process is re-profiled back into your Content Repository. This again allows the Administrator to review the original source document, the result document after OCRing and compare the output, prior to allowing contentcrawler to proceed to save the document.
14 Note: If the contentcrawler license key indicates you have a trial mode of contentcrawler, a maximum of 100 documents assessed as needing to be OCR d can be passed through the OCR process. Click Next to proceed to the next step in the Add Service Wizard Content Repository Save Settings Save As You must select how you want to re-save the document after the OCRing has been completed. o SharePoint 2010/2013 you may choose; New Version Replace Original Save As New Version Backup Location Location used by contentcrawler safeguard in scenarios whereby a backup of the original source document will be taken before deletion by SharePoint 2010/2013
15 Credentials (User name & Password) - you should specify a full administrator user name and password that provides FULL CONTROL permissions to access the backup location. Should be specified with the domain name in the format domain name\user name. Save As Replace Original Service Settings Backup Location Location used by contentcrawler safeguard in scenarios whereby a backup of the original source document will be taken before deletion by SharePoint 2010/2013 or replacing by contentcrawler Credentials (User name & Password) - you should specify a full administrator user name and password that provides FULL CONTROL permissions to access the backup location. Should be specified with the domain name in the format domain name\user name. Name Specify the name for this Service. You can provide any name you wish. Start service now Select this checkbox if you wish to start the service immediately you can later switch on this service from the Dashboard.
16 Trial Mode (only available for Backlog) If the license key you have recorded is a trial version, or if you wish to only audit your documents but not process them, you may select the Trial Mode Enabled option. Once selected you can specify the amount of time that contentcrawler will spend assessing your documents. This assessment is completed by randomly sampling documents in your DMS so that not every single document has to be tested. It is recommended that if you have more than 100,000 documents approximately, leave the percentage of documents at 10% and you will quickly get a clear percentage assessment of how many documents require OCRing. Alternatively you can specify the percentage of documents or how long you want the testing to occur for. Click Finish to complete the creation of the Service.
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