Connector for Microsoft Office SharePoint Server. ados.com Therefore Corporation, all rights reserved.

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1 Connector for Microsoft Office SharePoint Server ados.com

2 CREDITS All rights reserved. No parts of this w ork may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - w ithout the w ritten permission of the publisher. Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective ow ners. The publisher and the author make no claim to these trademarks. Canon is either a registered trademark or trademarks of Canon Inc.in the United States and/or other countries. UniFlow Output Manager is either a registered trademark or trademark of NTWare in the United States and/or other countries. Microsoft, Outlook, SQL Server, SharePoint, NT, Excel, Internet Explorer, Vista and Pow erpoint are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Window s Explorer, SharePoint, Office, Window s, Exchange and Microsoft MAPI Editor screen shots reprinted w ith permission from Microsoft Corporation. SAP and R/3 are the trademarks or registered trademark of SAP AG in Germany and in several other countries. Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective ow ners. IBM, DB2 and Lotus Notes are trademarks of International Business Machines Corporation in the United States, other countries, or both. Kofax Capture, Ascent, VirtualReScan and Adrenaline are the trademarks or registered trademarks of Kofax, Inc., in the United States and other countries. ecopy, ShareScan and ecopy Desktop are the trademarks or registered trademarks of ecopy, Inc., in the United States and other countries. Adobe is either a registered trademark or trademark of Adobe Systems Incorporated in the United States and/or other countries. While care has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: August 2009 Contact: [email protected]

3 Table of Contents Connector for Microsoft Office SharePoint Server 1. Sy st em...7 Requirement s 2. Inst allat...8 ion 3. Basic...10 Configurat ion 3. 1 Therefore Doc ument... Navigat or Therefore Workflow... for SharePoint Configuring...11 a Therefore Workflow 4. 1 Adding t he Therefore... Doc ument Navigat or Connec t ing a Doc... ument Library t o Therefore Applicat...22 ion 5. 1 Manually Saving... a doc ument t o Therefore Reference Adding Index Fields... t o a SharePoint Doc ument Library Therefore Connec... t or Regist ry Keys 27

4 Connector for Microsoft Office SharePoint Server The Therefore Connector for Microsoft Office SharePoint Server allows for the seamless integration of Therefore with Microsoft Office SharePoint Through the SharePoint interface, users have direct access to documents saved in the Therefore system via the Therefore Document Navigat or. The solution can be configured so that specific documents, and their associated index information, are sent to Therefore and automatically deleted from SharePoint: thereby effectively reducing the size of the SharePoint system. This manual assumes the user is familiar with SharePoint concepts. Please refer to Microsoft documentation for detailed information on the SharePoint product. Communicat ion concept For Microsoft Office SharePoint Server users to store, search and view documents in Therefore there are two fundamental requirements: 1. It must be possible to open a communication channel to the therefore system. This is usually this is done via a DCOM or XML connection. Typically the account Network Service or a domain account is used for running the SharePoint system. This user account must be configured to have the proper rights (see configurations below for details). 2. The user accessing the SharePoint system must have rights to read and/or store documents to Therefore. Figure 1. Communic at ion Conc ept 4

5 Configurat ion 1 The Therefore Server with Web Access is installed on the same server as Microsoft Office SharePoint Server. In this case the Therefore Connector can simply be installed on this same server. Please note: If you choose Basic Inst allat ion, Microsoft Office SharePoint is installed on a SQL Server Express. In this case you can use this database server also for your Therefore system, simply insert '. \OFFICESERVERS/Therefore' as database name. For DCOM connectivity the account running the SharePoint system must be a member of group: Distributed COM Users. Figure 2. Configurat ion 1 Configurat ion 2 The Therefore Server is installed on a different server to Microsoft Office SharePoint Server. Therefore Web Access is also installed on the Microsoft Office SharePoint Server. In this case the Therefore Connector must be installed on the Microsoft Office SharePoint Server. In addition Install a Therefore Server Setup on the Microsoft Office Server and choose Open DB to obtain the license from the Therefore server. The license is loaded from the Therefore system and the setup is automatically connected to your Therefore system. Choose 'Therefore WebAcces' from the feature list and continue. Please note: Therefore WebAccess is installed to the default web site. Because Microsoft Office SharePoint is installed on this server, the default website needs to be reconfigured to use another port address than the SharePoint system. For DCOM connectivity the account running the SharePoint system must a domain account and be a member of the group: Distributed COM Users on the Therefore Server. Figure 3. Configurat ion 2 55

6 Configurat ion 3 All components are installed on different servers. In this case the Therefore Connector must be installed on the server with Microsoft Office SharePoint Server. In addition the Connector needs to connect to the Therefore Server via the Therefore API. For 32-bit Microsoft Office SharePoint Server systems a Therefore Client can provide connectivity and for 64-bit systems a Therefore Server needs to be installed and the license information must be obtained using Open DB on the license information dialog. For connectivity no additional features are required, but we recommend to install at least Therfore Navigator, which is useful to verify connectivity to the Therefore server. For DCOM connectivity the account running the SharePoint system must a domain account and be a member of the group: Distributed COM Users on the Therefore Server. Figure 4. Configurat ion 3 6

7 System Requirements 1. System Requirements It em Requirement s Therefore Edition Therefore Business Edition Microsoft SharePoint Microsoft Office SharePoint Server

8 Installation 2. Installation Each server running in a Microsoft Office SharePoint Server 2007 farm can have different tasks. For the Therefore Connector only the server(s) running Windows SharePoint Services Web Application are of interest. Install the Therefore Client or Server with at least ActiveX Objects, Navigator and Viewer on each of the servers you want to connect to Therefore In addition, on each of the servers install the Therefore Connector for SharePoint. Note: If installing Therefore Connector for Microsoft Office SharePoint Server 2007 on a 64-Bit operating system with a Therefore server, you need to use the Therefore Server x64 setup to install the Therefore 64-bit components. In this case, make sure, that you install the setup using the OpenDB functionality to obtain the license from your existing Therefore server. 1. Run the setup file from the installation DVD (see Therefore installation manual for more details). The installationshield Wizard will open. Click Next. 2. Once you have agreed with the license click Next. 8

9 Installation 3. If required click Change... to alter the installation folder. 4. Click Inst all to begin the installation. 99

10 Basic Configuration 3. Basic Configuration 3.1 Therefore Document Navigator The Therefore Document Navigator allows Microsoft Office SharePoint Server users to access documents that have been transferred to Therefore. On each of the SharePoint servers that should be connected to Therefore it is necessary to edit the "web.config" file. 1. In a text editor open "web.config" found in "C:\Inetpub\wwwroot\wss\VirtualDirectories\<PORT>\" <PORT> is the actual port number of the relevant SharePoint SharedService web application. Typically this is Find the last line of the <SafeControls> section, the section ends with the closing tag </SafeControls> 3. Add a new SafeControl statement before the closing tag. (Note: there are no line breaks). <SafeControl Assembly="Therefore.SharePoint.WebPart.DocLookup, Version= , Culture=neutral, PublicKeyToken=69b6b d5" Namespace="Therefore.SharePoint.WebPart" TypeName="*" Safe="True" /> 4. Save and close "web.config". For configuration 2 and 3 the account running the SharePoint system must a domain account and be a member of the group: Distributed COM Users on the Therefore Server. 3.2 Therefore Workflow for SharePoint Therefore Workflow needs to activated for each of the SharePoint servers that will connect to Therefore. For a default installation, the installation script "Install.cmd" provided by Therefore in "C: \Program Files\Therefore\SharePoint" can be used. For an advanced or multi-server installation the Therefore workflow needs to be activated manually: 1. Open a command prompt and change to the following directory: "C:\Program Files\Common files\microsoft Shared\Web Server Extensions\12\bin" 2. Execute the following command on each of your web application servers. stsadm -o InstallFeature -filename SendToTherefore\feature.xml 3. Execute the following command for each of your Shared Services you want to use with Therefore : stsadm -o ActivateFeature -filename SendToTherefore\feature.xml -url <HOST>[:<PORT>] <HOST> is the host name and <PORT> is the port number of the relevant SharePoint web application. 4. Restart the Microsoft Internet Information Server (e.g. Run "iisreset" from the command prompt). 10

11 Configuring a Therefore Workflow 4. Configuring a Therefore Workflow 4.1 Adding the Therefore Document Navigator 1. Open the Microsoft Office SharePoint Server and select a page for the Therefore Document Navigator to be added to (e.g. Legal). Select the Sit e Act ions drop-down menu and then Edit Page

12 Configuring a Therefore Workflow 2. Click the Add a Web Part banner where you would like to add the Therefore Document Navigator. 12

13 Configuring a Therefore Workflow 3. Click the Advanced Web Part gallery and opt ions link. (Once you have defined this once the Therefore Document Navigator will appear in the All Web Part s list)

14 Configuring a Therefore Workflow 4. The Add Web Part s dialog will close and your web browser will refresh with an Add Web Part s section on the right side of the page. Click the Browse banner and select the Import menu-item from the drop-down list. 14

15 Configuring a Therefore Workflow 5. An Import dialog with a Browse button is displayed. Select the Browse button and browse to the Therefore Connector (by default: "C:\Program Files\Therefore\SharePoint\TheDocLookup.dwp"). Then click the Upload button

16 Configuring a Therefore Workflow 6. Once uploaded, the item Therefore Document Navigat or will be visible below Uploaded Web Part. Drag and drop this item to the position where you would like to add the Therefore Document Navigat or. 16

17 Configuring a Therefore Workflow 7. The position, as well as the look and feel of the new web part can be customized in the same way as any other SharePoint web part. (Please see the SharePoint documentation for more details). Once done, click the Exit Edit Mode link. The Therefore Document Navigator can now be used to search and view documents saved to Therefore. 4.2 Connecting a Document Library to Therefore It is possible to connect a SharePoint document library to Therefore and thereby transfer documents from SharePoint to Therefore. The transfer process can be triggered manually or automatically. Once documents have been transfered to Therefore they are deleted from SharePoint which reduces the load on the SharePoint database. However, if required it is also possible to leave a copy of the document in SharePoint

18 Configuring a Therefore Workflow Navigate to the document library that should be connected to Therefore. Select Set t ings, and then Document Library Set t ings.

19 Configuring a Therefore Workflow 2. The Cust omize Document s web page is displayed. Select the Workflow set t ings link under Permissions and Management

20 Configuring a Therefore Workflow 3. The Add a Workflow web page for this document library is displayed. Select the Send Document t o Therefore workflow template and give the workflow a name. The saving of documents to Therefore can be triggered automatically or manually. In this case it has been configured to manual triggering which allows the user to determine which documents should be saved and at which point in the document life-cycle this should occur. 20

21 Configuring a Therefore Workflow 4. Clicking on next will open the second page of workflow settings. By default the document is saved Here the time when the document is moved, can be set. This can be immediate or after a certain period. If Move document from SharePoint t o Therefore is selected, then documents will be deleted from SharePoint and stored only in Therefore. Note: only the latest version of the document is transfered to Therefore. A category to which the documents will be saved must be selected; after this all index fields for the selected category will be listed. Define associations between Therefore and SharePoint. (In this case we have added an index field called Client Mat t er No. to the document library). Delete unnecessary associations with the X and then click OK when done. Note: only non-mandatory fields can be deleted, all mandatory fields must have correct associations to ensure that the workflow functions. You can add multiple workflows to the same document library to save different document types to different Therefore categories

22 Application 5. Application 5.1 Manually Saving a document to Therefore The SharePoint workflow that transfers documents from SharePoint to Therefore can be set to automatic or manual. When it is manual the user must trigger the workflow for a specific document. Manual triggering also works for automatic workflows. How do I manually save document s t o Therefore? 1. Go to a document library that is connected to Therefore e.g. Right-click on the specific document and choose Workflows from the context menu. 22

23 Application 2. Select the workflow, in this case: Transfer t o Therefore

24 Application 3. The document will now be transferred from SharePoint to Therefore and also removed from SharePoint based on the setting we chose previously. The document can then be searched for in SharePoint using the Therefore Document Navigator. The document can be viewed by clicking on the link. Note: if the result list does not contain links, then the administrator must check the registry settings. 24

25 Reference 6. Reference 6.1 Adding Index Fields to a SharePoint Document Library It is possible to add index data fields to document libraries and then match these to index fields in Therefore. 1. Select Set t ings, and then Creat e Column

26 Reference 2. Give the column a name that matches the index data you want to add to the document. Repeat this procedure to add other index fields. When you are done click OK. 26

27 Reference 6.2 Therefore Connector Registry Keys You can change the runtime behavior of the Therefore SharePoint Connector with the following registry keys. Key Descript ion Default Example WebClientUrl (STRING) Link to Therefore Web Access Empty (required for displaying results), if a link is missing, results will be shown but can not be opened in Therefore Web Access. ThereforeWebAccess MaxRows (DWORD) Number of result rows the Therefore Document Navigator will show at once. 25 WFUser (STRING) This user name will be used for Empty connecting to Therefore during the execution of a SharePoint Workflow. If the user name is not set, the user running the SharePoint Service will be used (normally NetworkService) DEMO\SP_User WFPW (STRING) Encrypted password for the user in Empty WFUser, use Therefore Encryption Tool to generate a valid password. The Encryption Tool can be found in C:\Program Files\Therefore\SharePoint\TheEncryp tion.exe. Encrypted Password (lots of numbers) LogFileName (STRING) Path and file name of a log file. If this Empty value is not empty a log will be written into this file. Please make sure, that the user which is used for running SharePoint has proper rights to the directory C:\Logs\Logfile.txt LogLevel (STRING) Log level which is used for writing the ERROR log file, valid values are ERROR, WARN, INFO WARN 10 Enabling of log file writing slows down the Therefore Connector