Archive Manager SharePoint Edition version 5.2

Transcription

1 Metalogix Software Administrator s Manual for Archive Manager SharePoint Edition version 5.2 for Microsoft Windows XP/7/2003/2008 All Rights Reserved, including all rights concerning reproduction, copying or any other use or transmission of this document and its contents or parts of it. No part of this publication may, no matter in what form, be reproduced without written permission by Metalogix Software, passed on to third parties, edited by electronic retrieval systems, copied, distributed or used for public presentations. Metalogix Software reserves the right to change and update the content at any time. All data shown on screenshots is solely for demonstration purposes of the software, Metalogix Software is not responsible for this content. Trademark Archive Manager SharePoint Edition Microsoft, Microsoft Windows NT and the names of other Microsoft products are registered trademarks of Microsoft Corporation. All Rights Reserved. Other product names are being used for identification purposes of products and can be registered trademarks of the according manufacturers.. [email protected] Metalogix Software 1 / 102

2 Table of Contents ABOUT THE DOCUMENTATION... 4 ARCHIVE MANAGER SHAREPOINT EDITION FEATURES... 4 Supported MS SharePoint Portal web parts... 5 Supported MS SharePoint Portal metadata... 5 ENTERPRISE MANAGER... 6 How to manage more Archive Manager servers... 7 How to copy server settings... 8 How to configure connection settings Interface Manager icons and Undo button How to start using Enterprise Manager SharePoint tab Restrictions tab Extensions tab How to exclude certain file types from archiving Settings tab General tab Creating a new retention category Notification tab File compression tab How to set compression criteria with regard to the file size How to exclude certain file types from compressing User management tab Scheduler tab Jobs tab How to define a job How to assign a job to a folder How to start the job immediately Filters tab How to create a filter How to assign a filter to a folder Reports tab Overview tab Archive tab Archive-Restore Recursive and non-recursive selection Non-recursive folder selection Recursive folder selection How to archive a folder/document manually How to restore a folder/document How to restore a desired version of a document How to mark a version for deletion How to remove deletion mark from a version How to display documents deleted from SPP How to restore a document deleted from SPP Context menu in Enterprise Manager MARKING FOR DELETION and REMOVING DELETION MARKS from versions of all documents residing in a folder How to mark for deletion versions created during a specific time period How to restore a specific version Archive view Search & Export Post Processing tab How to apply a post processing plugin [email protected] Metalogix Software 2 / 102

3 Post processing server settings Statistics tab TROUBLESHOOTING It is not possible to connect to a SharePoint server or site collection Auto-restore is not working Context menu in SPP does not open OTHER FUNCTIONALITY Filtering for log files SharePoint context menu ADDENDUM Description of the Archive Manager SharePoint Edition registry values [email protected] Metalogix Software 3 / 102

4 About the documentation Introduction This manual gives an introduction to Archive Manager SharePoint Edition Enterprise Manager further referred to as Enterprise Manager the managerial tool for document archiving and backup and explains how to work with it. It is a user-friendly application of Archive Manager SharePoint Edition. Prerequisite knowledge Working knowledge of Microsoft Windows Server 2003/2008 is required. Archive Manager SharePoint Edition features With Enterprise Manager the managerial tool for SharePoint archiving and backup - the administrators can set many global and useful criteria for automated document archiving from MS SharePoint Portal (SPP) 2007 (SP1 or above) / 2010 SP1. Along with administrators, even individual users can archive their documents manually, provided they have been given such rights. All SharePoint operability remains unchanged for the end user. Archived documents in the application are still available to the user in the same way as before. Our software allows transparent archiving of documents, while preserving the existing structure folders and files on SharePoint Portal 2007 (SP1 or above) /2010 SP1 untouched. It provides full version management with a possibility to restore any of the versions. Archived documents are replaced with a shortcut, thus not taking up so much space on the disk, yet documents are available for working with them as usual. Documents may be also restored back. Even restoring of deleted documents is possible. Further, with Archive Manager SharePoint Edition you may easily increase capacity on fast and expensive storage media by using cheaper slower ones. Archive Manager improves the system performance by reducing the SharePoint production database when it replaces SPP documents with shortcuts. The backup time for SharePoint environment is thus shorter. All document metadata (including internal document IDs) are preserved. Standard SharePoint Search works both for archived and non-archived content. Workflow functionality is not affected by archiving. Moreover, users still access archived documents directly from the SharePoint Portal. HSM as a storage mechanism allows storing of data (even all company data) on one or more fileservers. Furthermore, it ensures that documents with identical contents are stored only once regardless of location of their respective original document (single instance storage). It is possible to use a shared store as well. NOTE: It is also possible to use OEM store instead of the HSM store. The system is fully automated. The user has to specify attributes of its behavior only. It enables centralized search through company data. This solution is faster and more efficient than searching through different machines/systems. There are no special settings necessary to allow archiving from SharePoint. With Archive Manager you can archive documents in supported web parts of MS SharePoint either manually or automatically. Automatic archiving is done via scheduled tasks jobs. [email protected] Metalogix Software 4 / 102

5 Supported MS SharePoint Portal web parts Supported SharePoint web parts can be accessed and archived with Archive Manager SharePoint Edition: Web part Announcements Asset Library Calendar Contacts Data Connection Library Discussion Board Document Library Form Library Issue Tracking Links Picture Library Project Tasks Report Library Slide Library Survey Tasks Translation Management Library Wiki Page Library SharePoint 2007 N/A SharePoint 2010 N/A NOTE: Personal sites are also supported. It is possible to archive documents from them. The user running the Remote service (usually the SharePoint admin) has to be a Site Collection Administrator in the corresponding personal site. Generally, Archive Manager SharePoint Edition is able to archive from sites where the user running the Archive Manager services is a Site Collection Administrator. Supported MS SharePoint Portal metadata Following properties of SharePoint documents are archived: SharePoint Portal Document s URL Author who created the document Document creation date and time Recent user having modified the document Document modified date and time Display document name title Comments Document version number Custom columns in document libraries to the appropriate MOSS folder o Preserving the value of user defined columns of Text, Note, Choice, Number, Integer, Date and User type o Lookup and Choice, simple ones and more advanced, connected to external data source o Multi-choice and Picture (URL) [email protected] Metalogix Software 5 / 102

6 Enterprise Manager Enterprise Manager is an administrative application of Archive Manager SharePoint Edition. With this application you may set many useful criteria for manual and automated document archiving (such as global and specific settings for automated archiving processes, e.g. you may specify when, in what way, and which folders will be archived automatically). On the other hand, archived documents can be restored anytime. IMPORTANT NOTE: It is important to have Archive Manager installed on every SPP front-end server (computer) whose documents you plan to archive. However, Enterprise Manager can be installed elsewhere to control the processes remotely! Furthermore, there can be several Enterprise Managers running in parallel. Run Enterprise Manager (click Start /Programs /Metalogix /Archive Manager SharePoint Edition /Enterprise Manager or run it from: Disk / Program Files /Metalogix /MAM4Share / FilePamManager, depending on its installation location). This will open the Enterprise Manager window. When running Enterprise Manager for the first time on a computer where Archive Manager is installed as well, the local computer is automatically displayed in the list box, and its corresponding tab is displayed next to the Home tab on the upper bar. As you may have noticed, the protocol of this local computer is by default set to TPC, and its port is by default set to [email protected] Metalogix Software 6 / 102

7 How to manage more Archive Manager servers More Archive Manager SharePoint Edition servers of the local network can be managed from one Enterprise Manager. They just need to be added first: 1. In the Enterprise Manager window, click on the Home tab. 2. Click on the Add server button. 3. Upon clicking the Add server button, the Select Computers window appears. 4. Enter the name of the desired computer (Archive Manager server) in the text box. Then click the Check Names button. Metalogix Software 7 / 102

8 5. Confirm by clicking OK. 6. The respective Archive Manager server appears in the list in the Enterprise Manager window, as shown below. Moreover, a tab with the respective server name appears on the upper bar. Now you are ready to configure connectivity settings for the respective Archive Manager server. NOTE: The upper bar in the Enterprise Manager window serves as a switcher between different Archive Manager servers. To manage a desired Archive Manager server, simply click on its tab. How to copy server settings You can use the Copy settings button on the right-hand side to copy settings of one Archive Manager server to another. Select the server which settings you want to copy. This will be the source. After clicking the Copy settings button, the wizard opens offering the following options: [email protected] Metalogix Software 8 / 102

9 Manual this mode of the operation allows you to copy specific settings of the source Click Next to select settings which you want to copy, e.g. file compression settings as you can see on the screenshot below. Automatic this mode of the operation will copy all settings of the source to the servers selected in the next dialog On the following dialog select the destination servers and click Next. When the process is finished, you can choose to save the log of the operation by clicking the respective button. Finally click Close. Metalogix Software 9 / 102

10 How to configure connection settings To specify connection settings for a specific Archive Manager server: 1. In the Enterprise Manager window click on the Home tab. Select the desired server in the list. Then click on the Configure button. 2. In the Connection settings window, change the network protocol by clicking on the button located at the right (select either HTTP or TCP). 3. To change the communication port, simply click on the arrows or enter a digit in the Communication port text box. 4. Click OK to confirm. After adding an Archive Manager server (computer) in the list and upon specifying its connection settings, you may start managing it. To start managing it, click on its corresponding tab located on the upper bar. Sometimes, after clicking on the respective tab you might get a warning message (see the screenshot below). This shouldn t happen normally. This means that the MAMfsaRemoteServerSv service is not running on the desired Archive Manager server (the MAMfsaRemoteServerSv service is responsible for remote connection to the respective server). Then you need to start this service on the remote server manually. [email protected] Metalogix Software 10 / 102

11 To make sure that MAMfsaRemoteServerSv service is started on the remote server, check it: 1. Click Start /Settings /Control Panel /Administration Tools /Services 2. Make sure that the Status column for the MAMfsaRemoteServerSv service is Started. If it is not started, then right-click that service and in the context menu select Start. When the connection settings for the desired server are set and the MAMfsaRemoteServerSv service is started there, you may click on the desired Archive Manager server s tab located on the upper bar to open that computer, i.e. to start managing it. [email protected] Metalogix Software 11 / 102

12 Enterprise Manager then displays an interface through which documents can be archived, jobs can be scheduled etc. However, the SharePoint server (site) which you plan to manage has to be configured on the SharePoint tab (see SharePoint tab ). Metalogix Software 12 / 102

13 Interface The layout of the interface is split into different sections. In the left you can see five main tabs: Archive, Scheduler, Restrictions, Settings, Post Processing and Statistics. The upper bar serves as a switcher between different Archive Manager servers. At the bottom there are Archive, Restore and Clear selection buttons, and the Versions bar, which can be unfolded by clicking on the arrow on the right. NOTE: If no folders or SharePoint nodes are displayed, the given SharePoint server (site) is probably not specified on the SharePoint tab (see SharePoint tab ). After clicking on the arrow on the Versions bar, it unfolds as shown below. It displays version information on document selected in the right pane. You can see there also the original SharePoint version number, who created the document and modified the document the last time. NOTE: The original SharePoint version number and other information are not available for documents archived with Archive Manager version 4.2 or below. [email protected] Metalogix Software 13 / 102

14 Manager icons and Undo button You may find the Refresh icon ( ) and Show deleted items icon ( ) at various places in Enterprise Manager. These icons are always located in the upper right corner (see the screenshot below). The Refresh icon is used to update the screen with recently saved information, i.e. whenever the Apply button is clicked. It is useful to click on it whenever you need to refresh the status on your screen. When you click the Show deleted items icon, items of the selected folder which have been deleted from the SharePoint Portal will be displayed in the list view. Such items will have an icon with small red cross attached to it:. NOTE: Different icon with a red sign attached to it ( ) denotes files that are not archivable in general or at the present moment; they are e.g. used by another program. The Undo button may be found as well at various places throughout Enterprise Manager. It is always located in the lower part of the window ( discard all changes having been made since the Apply button ( ). By clicking on this button you will ) was last clicked. [email protected] Metalogix Software 14 / 102

15 How to start using Enterprise Manager 1. First of all you need to specify SharePoint servers (sites) which you plan to archive. When the Manager is started for the first time, it will ask you to configure the SharePoint connection in the pop-up dialog (see the SharePoint tab section). Specified connections will be listed on the SharePoint tab. Only those connections can be further managed e.g. on the Archive or Scheduler tabs. 2. Before anything is archived (either manual or automated) please specify first your restrictions related settings. You may do that on the Restrictions tab. For SharePoint Portal (SPP) archiving you can set which type of documents will not be included in archiving. 3. Other important things to consider before archiving are the general settings. You should specify them at the beginning, before any arching is done. Simply click on the Settings tab create default retention category and set your criteria (see the section Settings tab ). 4. Next proceed to Scheduler tab. There you can schedule jobs and filters for automated archiving (see the section Scheduler tab ). Metalogix Software 15 / 102

16 SharePoint tab All SharePoint servers (sites) which you plan to manage have to be listed on this tab. If the SharePoint server (site) is not listed here, it is not displayed on the Archive tab, i.e. it cannot be archived. To add your SharePoint servers (sites) click Add. In the pop-up dialog enter the SharePoint URL in the Address text box. Select the correct Target type SharePoint site or SharePoint server. Under Connect as choose to connect to the SharePoint either with current user or different user. The user must be Site Collection Administrator. Click Next. Metalogix Software 16 / 102

17 In the following dialog define which SPP versions of the documents (Minor and/or Major) should be archive by Archive Manager. Check the Replace the latest version with shortcut if you want to create shortcut for the latest version of the archived document as well. If the check box is not selected the latest version of the document won t be replaced by the shortcut. This version will not be displayed in the Manager as archived. Finally click Finish. The SharePoint server (site) will be displayed on the SharePoint tab. Its configuration can be changed when you double-click the given icon or select the icon and click Configure. [email protected] Metalogix Software 17 / 102

18 Restrictions tab Under the Restriction tab you can specify: all file extensions that are to be excluded from SPP archiving (Extensions tab). This means that none of the file types specified on this tab will be archived by Archive Manager. Extensions tab When clicking on the Extensions tab for the first time, both lists Restricted file types and Registered file types are empty (see the screenshot below). The left side (under Restricted file types) can be filled in manually, but that would be inefficient and time consuming. A much easier way is to build up a list of all file types located on the computer, and subsequently exclude those that should not be archived. How to exclude certain file types from archiving To exclude certain file types from archiving: 1. Click on the Restrictions tab. 2. Click on the Extensions tab. 3. Click on the Build list button. [email protected] Metalogix Software 18 / 102

19 4. After clicking on the Build list button, all file types located on that computer will be displayed under Registered file types. Metalogix Software 19 / 102

20 5. To add some of the registered files types among restricted ones, simply select them, and then click the Select from list button. Selected files types will be moved under Restricted file types. NOTE: Add files types to restricted ones also by double clicking the three dots and entering extension name (without the dot!) 6. To confirm, click Apply. NOTE: If you have decided to archive certain already restricted file types, simply select them in the Restricted file types list, and then click on the Remove selected button (see the screenshot below). Metalogix Software 20 / 102

21 Settings tab Before any archiving (either manual or automated) it is suitable to specify your settings regarding: o retention categories (different time spans for which archived items will be kept in the HSM store even if you mark them for deletion), the backup time (the time interval allocated during the day for making the backup of the database) and audit log on the General tab o notification on the Notification tab o compression of files on the File compression tab o permissions for users on the User management tab General tab On this tab you may specify backup time, audit log, and different retention categories determining document lifecycle, i.e. archiving method, retention time etc. License information is also available here. WE STRONGLY RECOMMEND setting the Backup time first. This time is reserved for the database backup. During the backup period no information can be stored or requested; archiving process is stopped and will continue afterwards. Select the Backup time check box and then enter the desired period in the two text boxes. Please pay attention to this period, so that it is not set during working hours. If you want to get information about license validity, click the License information button. [email protected] Metalogix Software 21 / 102

22 Audit log If Auditing feature was installed, you need to enable it on this tab. To enable auditing, check Audit log check box. In the Auditing Server enter the name of the machine where the Auditing feature is installed and specify the Server Port (the default port is 7783). All actions made in the Enterprise Manager console create a log entry in the auditing database (except the ones made on the SharePoint tab). The audit logs can be viewed in the ArchiveWeb. The Auditing tab is visible just for permitted users. NOTE: For more information on Auditing see the Auditing manual. Retention categories In the Retention categories section different retention categories for document archiving can be set. Various types of documents require different ways of archiving. The time for which they need to be stored and retrievable can differ as well. You can create retention category for short-term documents, retention category for long-term documents etc. In the following lines we discuss the usage of retention categories, their description and management. The retention categories which are created here can be assigned to jobs on the Scheduler/Jobs tab. They can be also used at manual archiving (see the Archive tab section). Retention categories are defined through the following range of settings: Settings related to documents in the archive: Retention time the archived document is not delete-able from the HSM Store for the defined time period. Retention time is thus the MOST CRUCIAL feature of Archive Manager related to law regulations. Documents deleted in file system are still actually residing in the archive until this retention time expires. Keep-alive time it is the time period after document deletion, during which the deleted document can be turned back to the file system. Document expiration time the document, although not marked for deletion, is automatically deleted (by the Delete job) from the archive after the expiration of the defined time period. It is the MAXIMAL time for which the document resides in the HSM Store. This time period cannot be smaller than the retention time. Settings related to documents/shortcuts in the file system: Keep the original document document is archived but it is not modified in any way (no icon, no shortcut, keeps residing in the system). This option is used just for backup. Delete original document the document is REMOVED from the SharePoint system immediately after archiving; no shortcut is created; it is NOT ACCESSIBLE from the SharePoint; such unreferenced documents are accessible only in Enterprise Manager / Archive tab when you click the Show deleted items icon (right upper corner) or in ArchiveWeb. Create shortcut the document is archived and it is replaced with a shortcut. This type of archiving saves the space and at the same time enables the user to work with the archived document just as with a non-archived one. Document can be replaced with the shortcut immediately or it is kept without changes for the defined time period and only after its expiration shortcut is created ( Delay shortcut creation by option). [email protected] Metalogix Software 22 / 102

23 o Delete shortcut after a time the document shortcut is automatically removed from the SharePoint after the expiration of the defined time period (user cannot reach it any longer in file system). However the document still resides in HSM Store. The shortcut has its pros and cons. Shortcuted documents save space in SharePoint. However, with often accessed documents the original file is retrieved frequently and the network traffic is high. With often accessed documents we recommend keeping no shortcut in SharePoint, but the file itself. It is important to balance high network traffic against fast file accessing. This task is effectively managed via Archive Manager shortcut lifecycle settings: Create shortcut immediately shortcut is created at the time of archiving Delay shortcut creation document is archived but still remains also in the SharePoint; only after a defined time period (when it is not eventually accessed so often any more) it is replaced by a shortcut Create shortcut if the document was not used at least for similar as above: document is archived but still remains also in the SharePoint. Shortcut is created only after the document was not accessed for the defined time period. Further settings define the shortcut lifecycle: Keep shortcut forever shortcut is left in the file-system Delete shortcut after shortcut is deleted after the defined time period; keep in mind that after the shortcut is deleted, the document in NOT accessible from the file-system The Delete shortcut after a time feature can be used to reduce the number of redundant shortcuts left in the SharePoint after a specific number of days, months or years. Archived document lifecycle: In addition to default retention category created during installation the administrator is able to create any number of retention categories satisfying specific criteria of the enterprise. Different retention categories are then assigned to different jobs. The retention category consists of a name, a description, the above mentioned retention settings and of the HSM scheme. It is fully manageable from Enterprise Manager. Creating a new retention category Retention categories created on the Settings / General tab can then be assigned to jobs on the Scheduler / Jobs tab. In this way various retention policies are applied. 1. On the Settings / General tab click the Create button. [email protected] Metalogix Software 23 / 102

24 2. In the pop-up window enter the Category name, Description (optional) and select the Target schema in the dropdown box. In the HSM system you may define different HSM Schemas, which are virtual categories for documents. (One HSM Schema has been created at the installation of Archive Manager and you may have created more HSM Schemas, each with a particular number assigned to it.) Click Next. 3. In the next dialog define the document lifetime in the archive: Retention time - during this period none of the documents in the HSM store (archived via this retention category) can be removed from the archive; documents can be only marked for deletion before this time elapses and such documents will be deleted only after this defined time period It is possible to select: - Fixed period (set the desired period) - Indefinite period (the retention time is not set specifically but can be defined later) - Infinite period (retention is everlasting) Document lifetime begins with select the document lifetime starting point; this will be the outset of Retention time and other defined time periods; it may be the Files creation time, Archiving time or Last modification time Keep alive time this is the time period (after the retention period) for which the document will be still kept in the HSM Store although it was marked for deletion and is ready to be deleted. It is a security feature which enables administrator to recall the deletion if necessary. It can be set in days, months, years. Enable document expiration after check the check-box if you want to COMPLETELY DELETE archived documents whose retention time has elapsed from the archive. Define the expiration time here which has to be longer than the [email protected] Metalogix Software 24 / 102

25 Retention time. If the expiration time is not set, documents NOT marked for deletion keep residing in the archive Limit the number of archived versions select if you want to set how many versions of a document the system should keep in the archive; then set the number of versions (x); if x+1 version is created, the oldest version is marked for deletion and replaced by the new one Click Next. NOTE: For more information see the preceding section - Retention categories. 4. Shortcut lifetime dialog incorporate file-system side settings: Keep the original document documents will be just copied to the archive; no change in the SharePoint Delete the original document documents will be moved to archive and will not be accessible in the SharePoint Create shortcut the document will be archived and replaced with a shortcut In case you have selected the Create shortcut option, further settings become available and you can adjust shortcut behavior to meet your needs. You can choose if the shortcut creation will follow immediately after archiving of the document (Create shortcut immediately radio button) or will be delayed for the specified period of time (Delay shortcut creation by radio button). Moreover, you can decide whether you want to keep the shortcut in the SharePoint until the user deletes it (Keep shortcut forever option) or the shortcut will be deleted automatically after the defined time (Delete shortcut after a time option). Click Next. NOTE: For more information see the preceding section - Retention categories. [email protected] Metalogix Software 25 / 102

26 5. Additional settings dialog is displayed. If the Set the retention category as default is checked, this category will be used at manual archiving in SharePoint or Enterprise Manager. If the Enable automatic deletion of unreferenced documents check box is selected, documents archived via this category will be marked for deletion whenever the Synchronization job cannot find the reference (shortcut) to the document in the SharePoint. If the check-box is not selected, Synchronization job will not mark eventual unreferenced documents for deletion (see the section How to define a job ). Click Finish. Example: I. Documents are archived by a retention category with Enable automatic deletion of unreferenced documents checked and shortcuts are left in the SharePoint II. You delete shortcuts from SharePoint documents become unreferenced III. The Synchronization Job runs unreferenced items are marked for deletion IV. Items marked for deletion are deleted from archive when their Retention (and Keep alive) time elapses and the Delete job runs [email protected] Metalogix Software 26 / 102

27 Notification tab The notification feature helps you to be always informed about your scheduled jobs and receive s with up-to-date data regarding job running. For this purpose you need to: 1. configure the notification settings on the Notification tab 2. enable notification for jobs about which you wish to be notified. This is done on the Scheduler / Jobs tab in the Job properties section. (See How to define a job.) The notification contains the basic Job(s) properties and a note if any errors occurred during the job running. The report is sent as an attachment. [email protected] Metalogix Software 27 / 102

28 Check Enable notification check box to allow notification. Use the Send s about job status switcher to choose between Daily, Weekly or Immediate notifications. Should you choose the Immediately option, the notifications will be send just after the job stops running. In the following text boxes specify the day of the week for weekly notifications and the time for daily/ weekly notifications. The notification will be send at the specified time. Check Compress daily/weekly logs larger than 100kB, too. Archive Manager will try to pack the huge summaries with ZIP in order to reduce the size of the sent . To do so, you will need Microsoft Visual J# Version 2.0 Redistributable Package installed on the server. If you experience any problems using this feature, e.g. the mail is not sent, please try installing the above mentioned package or simply uncheck the check box. In the last section enter the SMTP server, port, account - user name and account - password in the respective text boxes. NOTE: The SMTP server can be your Exchange Server. To confirm, click Apply. Finally click on the Send test mail button to test the connection and the data you have entered. The addressee defined should receive a test mail in a few seconds depending on the SMTP server. [email protected] Metalogix Software 28 / 102

29 File compression tab On this tab the administrator may specify files, with regard to their size, which will be compressed during archiving process. It is also possible to exclude certain file types from compression. How to set compression criteria with regard to the file size 1. Click on the Settings tab. 2. Click on the File compression tab. 3. Select the Compress files by default check box. (This is crucial otherwise no compressing will take place.) 4. Select the Compress files by size check box. 5. Enter values in the Compress files if their size is between n bytes and n kilobytes boxes. IMPORTANT: Providing that the Compress files by default check box is unselected, no compressing will take place. How to exclude certain file types from compressing 1. Click on the Settings tab. 2. Click on the File compression tab. 3. Click on the Build list button. [email protected] Metalogix Software 29 / 102

30 4. After clicking on the Build list button, a list of all file extensions gets displayed in the right list box. Select the desired ones and then click on the Add button. After clicking on Add, the respective file extensions are moved in the Do not compress file types list box. NOTE: The administrator may also double-click the three dots and then enter the desired file extensions (without a dot!). [email protected] Metalogix Software 30 / 102

31 User management tab 5. Click Apply to confirm. NOTE: Should you wish to include for compressing some already excluded file types, simply select the respective file extensions in the Do not compress file types list box and then click on the Remove button. On this tab the administrator may specify users permissions for Enterprise Manager features. This means that individual users can be given permissions to archive/restore documents, to restore versions, to mark versions for deletion, to change jobs etc. All such rights should be specified individually for each machine. New machines / users can be added onto this tab (in order to manage users permissions) simply by using the Add button. To enable rights: 1. Click on the Settings tab. 2. Click on the User management tab. 3. Select the desired user account in the left pane. 4. In the left pane select the user account whose permissions you want to manage. Then in the right pane Allow or Deny individual Archive Manager features and functions for the selected user, e.g. to enable a user to mark archived files in the HSM store for deletion, allow Mark for deletion/remove deletion mark from a version. NOTE: To allow or deny all settings at once use the Allow All and Deny All check boxes. 5. To confirm, click Apply. NOTE: By clicking on the Undo button you will cancel all changes that have been made since you last clicked Apply. In other words, by clicking Undo you will restore what has been recently changed. [email protected] Metalogix Software 31 / 102

32 Scheduler tab This tab is used for configuring purposes, in other words the administrator may schedule jobs that would automatically archive different folders/disks with predefined settings and retention. Jobs, of course, need to be created up-front, and only then they can be assigned to supported folders on SharePoint Portal. Should you wish to archive documents for instance with regard to their extension, create filters and apply them to folders/disks. All those specifications can be defined on the Jobs and Filters tabs as described further. Jobs tab As mentioned above, jobs need to be created up-front. After clicking on the Jobs tab you will see it split in five parts (sections): Scheduler jobs, Job properties, Folders, Filters and Filter properties. When running Enterprise Manager for the first time, there are no jobs specified, that s why this tab is empty (as shown below). Later, when jobs have been defined, they would be displayed under Scheduler jobs. Following sections deals with job creation. The process is as follows: 1. Job is defined and its properties are set. 2. Job is assigned to folders which should be processed. 3. Then a filter can be created and assigned to a folder. [email protected] Metalogix Software 32 / 102

33 How to define a job 1. Click on the Scheduler tab. 2. Click on the Jobs tab. 3. Click on the Create button. 4. In the Create new job window enter a name for your job in the Job name text box. Then select the type of the job in the Job type drop-down box. Afterwards click OK. NOTE: There can be defined several types of jobs: Archive, Delete, SPRestore, SPSynchronization, SPShortcutConverter and ShortcutCreator. As mentioned above, several types of jobs can be created. First two types apply to SharePoint: [email protected] Metalogix Software 33 / 102

34 Archive - does archiving with specified settings Delete main features: deletes documents marked for deletion in the HSM store (archive), if their retention period and keep alive time has expired deletes documents from the archive if their expiration time elapsed for both above mentioned cases, the job deletes also shortcuts from the file system when the corresponding document is deleted from the archive (optional feature; default it s ON) deletes shortcuts after a defined time where Delete shortcut after feature was enabled (see the section Retention categories ) Delete job can run on folder basis, i.e. process just specified folders. It can run in different modes, too: o Reporting no action is taken, just a report is generated. The report contains the list of files which are going to be deleted. The report can be checked and modified if necessary. It can be found under <installdir>\metalogix \MAM4Share \fsapamlogs \delete \ delete.report o Process report mode files from the previously generated (and modified) report are processed o Process immediately mode processing files without any report (not recommended) SharePointRestore - does restoring (moving back archived files into the SharePoint content database) with specified settings. This feature is useful mostly in cases if you would like to change the archiving policies. For example, in the past everything older than 6 months has been archived to EBS. The new policy is archiving all documents older than 12 months. With this job you copy all documents having the age from 6 to 12 months back to the SharePoint content database. ShortcutCreator creates delayed shortcuts; some documents may have been archived with retention category where the Delay shortcut creation by or Create shortcut if the document was not used option was selected; such items were copied to archive but the shortcuts are created after a defined time period SharePointSynchronization this job crawls the Archive Manager database compares it to the selected SharePoint sites and folders and can mark files and versions which have been deleted from SharePoint for deletion. SharePointSynchronization job can run on folder basis, i.e. process just specified folders. It can run in different modes, too: o Reporting no action is taken, just a report is generated. The report contains the list of files which are going to be deleted. The report can be checked and modified if necessary. It can be found under <installdir>\metalogix \MAM4Share \fsapamlogs \ \Synchronization job\synchronization job.report o Process report mode files from the previously generated (and modified) report are processed o Process immediately mode processing files without any report (not recommended) [email protected] Metalogix Software 34 / 102

35 NOTE: Keep in mind that the job processes all files twice, once it crawls the database, second it goes through the SharePoint. The performance rate is around docs/sec, depending on server capability and load. It can take days to run it on millions of archived/non-archived files, so, plan the schedule carefully. You may experience high disk and database load. SharePointShortcutConverter In case you are upgrading from Archive Manager 4.2 or older, running this job once is mandatory. The job converts all old Archive Manager shortcuts into new EBS shortcuts. Otherwise it can happen that old SharePoint shortcut files won t be restored after opening. Further we describe how to specify job properties and explain individual features. Please note that not all settings apply to every type of job. 5. In the Job properties section you need to specify details about particular job (e.g. retention period; schema ID; you may turn a job on / turn a job off, etc.). To turn a job on, click on the Enabled field. Click on the down arrow to unfold the down-drop box and select True. Job will be turned on. Number of threads field specify the number of threads in which the given job run. It is accessible for Archive job. This feature can fasten up archiving and is recommended to be used. The default value for a new job is 4, the maximum value for one job is [email protected] Metalogix Software 35 / 102

36 6. In the Notification section you can activate notification for the given job. Click on the notification field and in the down-drop box select True. Archive Manager will be sending notifications about this job as configured on the Settings/ Notification tab. In the Notification type field choose either Detailed type of notification or Summary for summarized notification. 7. In the Retention category field assign a retention category to the job. Retention categories define the document lifecycle. This setting is available for Archive jobs. NOTE: Retention categories are created on Settings / General tab. 8. The Operation section is available just for the Delete and SPSynchronization job to specify its settings. Click on the Operation mode field. Then click on the down arrow and select the operation mode: o Reporting mode - no action is being taken just a report is generated. This is useful as administrators first have a report on what is going to be done. The report can be checked and modified if necessary. o Process report mode files from the previously generated report are processed. Administrator is able first to check and modify the list of files going to be processed (i.e. deleted) o Process immediately mode processing files without any report (not recommended) The Report file field displays the path to the generated report (e.g.<installdir>\metalogix \MAM4Share \fsapamlogs \delete \ delete.report). Settings for Delete job: If the Delete shortcuts field is set to true, files which are going to be deleted from the archive will also have its shortcuts deleted from the file system. [email protected] Metalogix Software 36 / 102

37 9. To schedule archiving, click on the Start at field. Then click on the down arrow and select a day on the calendar; select the desired month by clicking on the side arrows; and specify the desired time in the text box. To enter the last day when the job should run, click on the End at field. Afterwards click on the down arrow to open the calendar and select the desired month and day. NOTE: Should you select the Infinite check box, job would be running infinitely. Then press Enter. [email protected] Metalogix Software 37 / 102

38 10. To specify how long the job should run, click on the Run interval field. Click on the down arrow to open the drop-down box and then specify the period in minutes, hours or days. To specify the maximum time span during which the job will be running, click on the Maximum run time field and specify your requirements (e.g. enter 3 and the job will be allowed to run for a maximum of 3 hours.). If you leave Unspecified, then there is no limitation as to time span. [email protected] Metalogix Software 38 / 102

39 Created jobs can now be assigned to folders to automate folder archiving. NOTE: To change the properties of the job, it has to be stopped first. How to assign a job to a folder To automate folder archiving, assign jobs to them. 1. Click on the Scheduler tab. 2. Click on the Jobs tab. 3. Select a desired job in the list in the Scheduler jobs section. 4. Select a desired folder, either recursively or non-recursively, in the Folders section. [email protected] Metalogix Software 39 / 102

40 5. Click Apply. NOTE: By unfolding the Folder overview tab you may see what folders the currently selected job is assigned to. How to start the job immediately Job starts running automatically as it is set in Job properties (see the previous section). However, you can start the job manually any time: 1. On the Scheduler / Jobs tab select the relevant job in the Scheduler jobs section. 2. Click the Start button below the list view. The job starts running immediately. NOTE: You can also stop the job by using the Stop button. IMPORTANT NOTE: If the job was stopped, it remembers which document was the last processed document. When it is started again, the job starts processing documents from this last processed document. [email protected] Metalogix Software 40 / 102

41 Filters tab By using filters you may specify which of the documents will be archived and in what way. Before using any filters they need to be created on the Filters tab. When you switch to this tab, you will see the window split in two parts. On the left, there is a list of all filters displayed (when Enterprise Manager is running for the first time, the list is empty!). On the right you will see their properties. How to create a filter 1. Click on the Scheduler tab. 2. Click on the Filters tab. 3. Click on the Create button to open the Create new filter window. [email protected] Metalogix Software 41 / 102

42 4. In the Create new filter window enter the name in the Filter name text box. Then click OK. 5. After clicking OK the following window is displayed. Metalogix Software 42 / 102

43 NOTE: Exclude attributes field does not apply for SharePoint. 6. Click on the Include file types field. Then click on the down arrow to unfold the dropdown box. Here you may specify the type of files to archive. Simply double-click the three dots and enter the desired extension (without a dot!). Then press Enter. NOTE: If you leave this field empty, all file types will be archived. 7. Click on the Maximum size field. In the adjacent field enter the maximum size of documents (in kilobytes) to be processed. NOTE: Should you enter Unspecified, then there are no limitations regarding the size of documents to be processed. [email protected] Metalogix Software 43 / 102

44 8. Similarly, click on the Minimum size field, and in the adjacent field enter the minimum size of documents (in kilobytes) to be processed. 9. Click on the Older than field. Then click on the down arrow to unfold the dropdown box. You may filter documents according to time of their creation/uploading or modification. Should you enter Unspecified, then there are no limitations regarding time. NOTE: For the SharePoint documents: last access date or last modification date is a date of last modification of the document 10. And finally, in the Filter name field you may change the name of the filter anytime. 11. SharePoint section: In the Include versions field define which SPP versions of the documents (Minor and/or Major) should be archive. These settings override version archiving set at the SharePoint tab. If Undefined is selected, SharePoint tab settings are applied. In the Replace the latest version with shortcut field specify if you want to create shortcut for the latest document version at archiving. If No is selected the latest version of the document won t be replaced by the shortcut. This version will not be displayed in the Manager as archived. These settings override settings at the SharePoint tab. If Default is selected, SharePoint tab settings are applied. [email protected] Metalogix Software 44 / 102

45 To specify your settings, click on the respective text box. Then click on the down arrow which appears on the left and from the down-drop box select the desired option. 12. In the Wildcard filters section you can define files or folders filtering based on the regular expression, i.e. you can define files/folders archiving based on their names. Basically, you define expressions using wildcards and specify whether they will be applied to folder name or file name or both. It is possible to include or exclude folders/files matching the defined criteria. All steps are explained in detail further. NOTE: It can happen that a file/folder matches criteria both for include wildcard filtering as well as exclude wildcard filtering. In that case it will NOT be archived. Exclude is stronger than include. [email protected] Metalogix Software 45 / 102

46 It is possible to define Exclude as well as Include wildcard filters. In the following lines we describe how to specify the Exclude wildcard filter. This filter defines which files/folders should be excluded from archiving (based on their names). The Include wildcard filters are defined similarly. To define the criteria for Exclude wildcard filtering: Click on the Exclude wildcard filter field. Then click on the downward arrow. In the pop-up dialog you will define and test the wildcards. Write the desired expression in the Wildcard text box. Then click Add to add it to the Wildcards list. In case there are more expressions defined in the Wildcards list, the filter will be applied to the file/folder if its name matches at least one expression. Metalogix Software 46 / 102

47 NOTE: The rest of the dialog is only for the testing purposes. You can test how the defined expression will be applied and if it will match the files/folders which you wish. Simply: select the expression in the list In the Sample path text box enter the path for which you want to apply the filter In the Applied to combo box choose if you want to apply the expression to file name, folder name or both The Result shows you if the selected expression matches the specified path, i.e. if the filter with the given wildcard applies to that path After you have defined the expression(s) in the Exclude wildcard filter, click the Excluding applied to text box. Click the down arrow and in the down-drop box select whether you want to apply the filter to filename, folder or both. 13. To save, click Apply. NOTE: In the case you want to delete a filter, simply select the desired filter in the list in the left pane and then click on the Delete button. But be careful when removing any filter, because if such a filter was already assigned to a job, no filter will be considered! After having created filters on this tab, you may assign them to folders. [email protected] Metalogix Software 47 / 102

48 How to assign a filter to a folder 1. Create a filter on the Filters tab, if it is not created yet. (See the section How to create a filter ) 2. Click on the Jobs tab. NOTE: To display recently created filters, click on the Refresh button located in the upper right corner in the Filters section. Use this button especially if several Enterprise Manager applications are running simultaneously. 3. In the Scheduler jobs section select the job which is already archiving the desired folder(s) or which you want to use for archiving the desired folder(s). NOTE: You can only assign a filter to a folder if the folder is processed by a job. (See the section How to assign a job to a folder.) 4. Click on the upward arrow on the Folder overview tab to unfold it. By unfolding the Folder overview tab you will see all folders/disks the respective job is assigned to. [email protected] Metalogix Software 48 / 102

49 5. In the Folder overview section select the folder for which you wish to apply filter(s). Metalogix Software 49 / 102

50 6. For the folder selected in the Folder overview section select the desired filter/filters in the Filters section. NOTE: If multiple filters are attached to a folder, the files in it have to fulfill all the criteria in all filters. If the file does not match one of the defined criteria, it will not be processed. Example: 1. One filter is defined to process.doc and.txt files. In this case if the file has the extension.doc or.txt, it will be archived. 2. Two filters are set for a folder, one to process only.doc files, the second one to process only.txt files. In this case processed file should have both.doc and.txt extension, which is impossible. Two such filters will cause that no file will be processed by the job in that folder. This is a wrong configuration. 7. Click Apply. [email protected] Metalogix Software 50 / 102

51 Reports tab In the Jobs section of this tab you will see a list of all jobs. Select the desired job and its reports will be displayed in the Reports section. Reports on documents processed by jobs are created automatically whenever archiving by the relevant job is finished. To display the desired report: 1. Click on the Scheduler tab then switch to the Reports tab. 2. Select the desired job on the Jobs section to list its reports. 3. In the Reports section double-click the report with the relevant date and time. 4. Now select which report data you wish to display in the Report content section. Every report includes: Job overview general information on job and its settings Summary count of successfully processed, failed, skipped and archived documents; number of created shortcuts etc. NOTE: Successfully processed documents include documents which were just archived or archived and replaced with a shortcut, or, if there was no new version, just replaced with a shortcut depending on the settings. Failed documents which failed to be processed and their details Skipped documents which were skipped and their details Succeeded successfully processed documents Skipped folders folders not processed, e.g. because of the permission issues; the reason for skipping is listed under the Reason column [email protected] Metalogix Software 51 / 102

52 5. There can be a lot of documents listed e.g. in the Succeeded section. To make the list more transparent, you can set the number of rows to be displayed per page in the Report content. To do so, unfold the Page size down-drop menu and select 20, 50 or 100. Use the arrows to switch between pages. [email protected] Metalogix Software 52 / 102

53 Overview tab On this tab you may see daily overview of jobs activity. You may select any day using the calendar in the Scheduling overview section (i.e. the upper part of the window). The chart next to calendar shows the past or scheduled behavior of jobs during the selected day. The red color indicates the period for which the jobs are scheduled. The vertical brown lines mark the exact time when the job starts running. The period for database backups is marked in light blue. Jobs are stopped during this backup time and are resumed afterwards. All activities taken by jobs are listed in the lower pane, in the Events section. You may see there the date and time of each job s action, along with action s description. [email protected] Metalogix Software 53 / 102

54 Archive tab Archive tab is basically designed for manual archiving/restoring of documents (Archive-Restore tab), browsing the archive (Archive view) as well as searching and exporting of documents (Search & Export tab). Archive-Restore This view of the Archive tab is reserved for manual archiving/restoring of documents/folders from supported libraries of MS SharePoint (see the section Supported MS SharePoint Portal web parts ). In the left pane you will see a list of all disks displayed. Simply click on the plus (+) sign to unfold the folder structure of the SharePoint. The content of a folder selected in the left pane is displayed in the right pane. NOTE: Advanced functions are accessible on this tab via Archive Manager context menu (see the section Context menu in Enterprise Manager ). To archive with Archive Manager you just need to select the desired document or select the desired folder either recursively or non-recursively. Then click the Archive button. The SharePoint document is archived and replaced with a shortcut. When a document is archived, all its SharePoint versions are archived, too. Recursive and non-recursive selection Folders can be selected in two ways: [email protected] Metalogix Software 54 / 102

55 recursively - not only documents residing in that folder are selected but subfolders as well. non-recursively - no sub-folders are selected, only documents residing in that folder. The two main questions are: 1. How to recognize recursive selection from a non-recursive at a first glance? Next to each folder you will see check boxes. There are three cases: an empty check box (not checked) (e.g. folder Announcements); a selected check box (checked), filled with grey color (e.g. folder Calendar); a selected check box (checked), filled with white color (e.g. folder Doc Lib) An empty check box indicates no selection. A selected check box filled with grey color indicates non-recursive selection. A selected check box filled with white color indicates recursive selection 2. And how to select folder either recursively or non-recursively? The check box next to a desired folder is used as a switcher: when empty, then there is no selection; when you click on the check box once, it becomes selected and filled with grey color, and the folder becomes selected non-recursively; when you click on the check box for the second time, it becomes selected and filled with white color, and the folder becomes selected recursively NOTE: To remove selection, simply keep clicking on the check box until it is empty. [email protected] Metalogix Software 55 / 102

56 Non-recursive folder selection 1. Click on the Archive tab. 2. In the left pane, click on the plus (+) sign next to the desired disk to unfold its structure. 3. Locate the desired folder in the left pane and then click on it to display its content in the right pane. On the screenshot below you may see that none of the documents are selected. 4. To select that folder non-recursively: in the left pane click ONCE on the check box next to it. After clicking on the check box of the desired folder, all documents residing there become selected. NOTE: You may notice that the check box of the parent folder is filled with grey color. A selected check box filled with grey color is typical for non-recursive selection. [email protected] Metalogix Software 56 / 102

57 Metalogix Software 57 / 102

58 Recursive folder selection 1. Click on the Archive tab. 2. In the left pane, click on the plus (+) sign next to the desired disk to unfold its structure. 3. Locate the desired folder in the left pane and then click on it to display its content in the right pane. 4. To select that folder recursively: in the left pane click TWO TIMES on the check box next to it to. After clicking on the check box of the desired folder for the second time, everything down the path becomes selected (i.e. all its subfolders as well as documents). NOTE: You may notice that the check box of the parent folder is filled with white color. A selected check box filled with white color is typical for recursive selection. NOTE: To select a specific document you just need to unfold the folder structure and locate the relevant folder in the left pane of the Archive-Restore tab. Its content gets displayed in the right pane. Then select the desired document(s) in the right pane, simply by clicking on their respective check boxes. [email protected] Metalogix Software 58 / 102

59 How to archive a folder/document manually NOTE: It is possible to archive documents also form within the SPP. For more information see the section SharePoint context menu. 1. Click on the Archive tab. 2. Locate the desired folder/document in the left pane. 3. Select the check box of the desired folder, either non-recursively or recursively (see the sections Recursive and non-recursive selection ); or select the check boxes of a desired documents in the right pane. 4. Then simply click on the Archive button located in the lower right corner. 5. In the pop-up Archive options window you can choose which retention category will be used at archiving. Then click Archive. [email protected] Metalogix Software 59 / 102

60 6. During archiving a popup window may be displayed informing you that archiving is in progress. When archiving is over simply click Close to close the window. 7. You may notice that archived documents are displayed with an icon, indicating that they were replaced with a shortcut. NOTE: To clear selection when archiving is over, simply click the Clear selection button. [email protected] Metalogix Software 60 / 102

61 How to restore a folder/document Archived documents in SharePoint can be restored: automatically, i.e. if an end-user opens an archived document in SPP, Archive Manager recognizes whether the document is archived and this document is restored automatically. The user works with it as usual. The whole solution is transparent, there is no need of additional user interaction to restore the document. NOTE: If a user opens an archived document from a version list in SPP, this document is not auto-restored. It opens as a read-only. on the Archive tab of the Enterprise Manager using the context menu (see the section SharePoint context menu ) NOTE: It is also possible to restore a specific version of the document (see the section How to restore a desired version of a document ). To restore the document on the Archive tab of Enterprise Manager: 1. Click on the Archive tab. 2. Select the desired folder either recursively or non-recursively; or select the desired archived document. NOTE: Should recursive selection be chosen, then all documents along with all subfolders of the respective parent folder will be restored. Should nonrecursive selection be chosen, then all documents of the respective parent folder would be restored; its sub-folders would not. 3. Click on the Restore button. [email protected] Metalogix Software 61 / 102

62 4. During retrieving a pop-up window may be displayed informing that retrieving is in progress. When retrieving is over simply click Close to close the window. 5. Restored documents will be displayed without an icon, yet selected. To clear selection, simply click on the Clear selection button. [email protected] Metalogix Software 62 / 102

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64 How to restore a desired version of a document Our software offers versioning capability. This means that the HSM store keeps versions of modified documents. Due to this capability, it is easy to restore any of the versions that are in the HSM store and work with them. In the Version section you can see there also the original SharePoint version number, who created the document and modified the document the last time. NOTE: The original SharePoint version number and other information are not available for documents archived with Archive Manager version 4.2 or below. NOTE: Version restoring with advanced settings can be done on a folder level via Archive Manager context menu (see Context menu in Enterprise Manager ). To restore a desired version of a document: 1. Click on the Archive tab. 2. Locate the desired document. 3. Click on the upward arrow on the Versions tab. 4. After clicking on the upward arrow on the Versions tab, it unfolds as shown on the following screenshot. Select the desired version and then click on the Get version button. [email protected] Metalogix Software 64 / 102

65 5. In the Get version window confirm by clicking OK. 6. Click OK. Metalogix Software 65 / 102

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67 How to mark a version for deletion Marking documents for deletion is applicable only in the HSM store. It doesn t mean that documents marked for deletion would be irretrievable. Documents marked for deletion are kept in the HSM store and they can be restored during their retention period as specified on the Settings tab (see the section Retention categories ). However, upon expiration of retention period documents marked for deletion are considered useless and are therefore deleted from the HSM store to free up space. NOTE: Marking for deletion could be done on the folder level also via Archive Manager context menu (see the section Context menu in Enterprise Manager ). To mark a specific version of a document for deletion: 1. Click on the Archive tab. Locate the desired folder in the left pane. 2. Locate the desired document in the right pane and then click on the upward arrow on the Versions tab to unfold it. 3. Upon clicking on the upward arrow on the Versions tab, the tab unfolds. Select the desired version in the lower pane and then click on the Mark for deletion button. [email protected] Metalogix Software 67 / 102

68 4. Click OK. The document will be displayed red, indicating that it is marked for deletion in the HSM store. NOTE: The document is not deleted yet, and will be kept physically in the HSM store until the retention time and eventually the keep alive time expires. Metalogix Software 68 / 102

69 How to remove deletion mark from a version NOTE: Removing deletion mark could be done on the folder level also via Archive Manager context menu (see Context menu in Enterprise Manager ). 1. Click on the Archive tab. Locate the desired folder in the left pane. 2. Locate the desired document in the right pane. 3. Click on the upward arrow on the Versions tab. 4. After clicking on the upward arrow on the Versions tab, the tab unfolds. Select the desired version which is marked for deletion (highlighted in red) and then click on the Remove deletion mark button. 5. Click OK. [email protected] Metalogix Software 69 / 102

70 How to display documents deleted from SPP With Enterprise Manager it is possible to display documents physically deleted from SPP. Documents deleted from SPP are displayed with a red cross. To display documents deleted from SPP: 1. Click on the Archive tab. 2. Locate the desired folder in the left pane. 3. Click on the Show deleted items icon located in the upper right corner (see below). 4. Documents deleted from the respective folder are displayed with a red cross. By selecting any of them you may display its versions. NOTE: Restoring of deleted items is described in the next section. [email protected] Metalogix Software 70 / 102

71 How to restore a document deleted from SPP Documents archived from SPP and then deleted from SPP can be restored to their original location along with their original properties: 1. Click on the Archive tab. 2. Click on the Show deleted items icon located in the upper right corner. 3. Locate the desired folder in the left pane. 4. Select the desired document in the right pane. 5. Click on the upward arrow on the Versions tab to unfold the tab. 6. Select the desired version in the lower pane and then click on the Get version button. 7. In the Get version window click OK. 8. Click OK. NOTE: The same can be done also via Archive Manager context menu (see further). [email protected] Metalogix Software 71 / 102

72 Context menu in Enterprise Manager Since a new version is created automatically whenever a modified document is archived, a large number of versions from a single document may be created. At some points you may want to mark for deletion some of the versions so that they could be physically deleted from the HSM store upon expiration of the retention period. The context menu is used preferably for: marking versions for deletion, removing deletion marks, retrieving a specific version a document Context menu is used on the folder level and all tasks can be executed even recursively. NOTE: Archived documents (i.e. their versions) having been marked for deletion are still retrievable with Enterprise Manager. MARKING FOR DELETION and REMOVING DELETION MARKS from versions of all documents residing in a folder The context menu on the Archive tab offers you five basic possibilities: Mark for deletion mark for deletion all, oldest, latest versions of all documents residing in a folder or versions created during a specific period Mark for deletion recursively mark all, oldest, latest, or specific versions of documents for deletion recursively, i.e. the deletion mark is applied to the versions of documents residing also in the subfolders of a given folder Remove deletion mark remove deletion mark from all, oldest, latest or specific versions of the documents Remove deletion mark recursively remove deletion mark from all, oldest, latest or specific versions of documents recursively, i.e. the deletion mark is removed from the versions of documents residing also in the subfolders of a given folder Get version restore specific versions of documents (see How to restore a specific version/shortcut ) Only the first option Mark for deletion will be described in detail. The procedures for the next three options are similar. The Get version option is described in How to restore a specific version/shortcut To mark versions of all documents residing in a folder for deletion: 1. Click on the Archive tab. 2. Locate the desired folder in the left pane and right-click it. 3. In the context menu, select Mark for deletion and then All versions to mark for deletion all versions of the folder s documents Oldest version to mark for deletion the oldest version of all documents Latest version to mark for deletion the most recent version of all documents NOTE: Advanced option is described further in How to mark for deletion versions created during a specific time period. [email protected] Metalogix Software 72 / 102

73 NOTE: You can also mark for deletion a specific version of a single document (see the section How to mark a version for deletion ). 4. In the respective dialog-box click Yes to confirm. NOTE: Now you may check what you have done: Simply select any of the documents in the right pane (under the respective folder), and then click on the arrow on the Versions tab to unfold it. Versions which you have marked for deletion will be displayed red, indicating that they are marked for deletion in the HSM store. (In our example five versions are marked. See the screenshot below.) [email protected] Metalogix Software 73 / 102

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75 How to mark for deletion versions created during a specific time period 1. Click on the Archive tab. 2. Locate the desired folder in the left pane and right-click it. 3. In the context menu, select Mark for deletion and then Advanced. 4. In the Mark for deletion window, select the Mark for deletion versions created between switcher and then specify the desired time period. Click OK. NOTE: In this window you may also choose to mark for deletion several oldest versions or several most recent versions. [email protected] Metalogix Software 75 / 102

76 How to restore a specific version In some cases you may want to replace documents(s) residing in a folder with a specific version. Since Archive Manager keeps the existing structure of disks and folders, this can be done even recursively. To replace document(s) residing in a folder with a specific version: 1. Click on the Archive tab. 2. Locate the desired folder and right-click it. NOTE: Specific version retrieving can be done also for a single document (see the section How to restore a desired version of a document ). 3. In the context menu, select Get version. 4. In the Get version window you may specify your requirements as follows: You can restore the Latest version, Previous version or select the Version number switcher and enter the desired version in the adjacent text box (the digit 1 stands for the 1 st, i.e. the oldest version). IMPORTANT NOTE: In the case that the desired version does not exist, no replacement specified by the following settings will be made. [email protected] Metalogix Software 76 / 102

77 Select the Replace shortcuts check box, should you wish to replace shortcut(s) of the folder with the version having been specified. Select the Replace files check box, should you wish to replace document(s) of the folder with the version having been specified in the text box. Select the Restore deleted files check box, should you wish to restore specified version even for documents deleted from the folder. Select the Recursively check box to apply the defined operation to subfolders, too. In the Run in x threads box you may specify the number of threads you wish to run the more threads, the faster retrieving. 5. Click OK to confirm. Then click Close. Archive view This tab gives the administrator the ability to view the archive created by Archive Manager SharePoint Edition. Any document with all its versions archived by Archive Manager can be located in the archive, even if it is marked for deletion. The archive preserves the structure of disks, folders and documents as it was at the moment of archiving. [email protected] Metalogix Software 77 / 102

78 The Archive view tab is divided into three panes in the same way as Archive-Restore tab. The left pane displays folders in the tree view and the right pane displays the archived content of the folder selected on the left. The bottom pane is unfolded after clicking on the upward arrow on the Versions bar. This pane contains version information of the selected file. Here the administrator can manage versions in the same way as in the Archive-Restore tab: Mark for deletion, Remove deletion mark and Get version buttons are accessible (see the Archive-Restore section). The context menu is also implemented for the folders in the tree view (see the screenshot below). The context menu offers the same functionality as on the Archive-Restore tab: Mark for deletion Mark for deletion recursively Remove deletion mark Remove deletion mark recursively Get version (For more information see the Context menu in the Enterprise Manager section as described for Archive-Restore tab.) Metalogix Software 78 / 102

79 Search & Export The Search & Export tab allows you to search in the archive, even in the files which are marked for deletion. In the search query various search criteria can be specified you can search for files with specific file size, archived at particular time interval or by a specific user etc. The defined search criteria can be saved as a template to be used later in the future. Search results can be exported to a local folder. Exporting of the search results list and saving it in different formats is also possible. To search in archived files follow the next steps: 1. On the Archive tab click Search & Export. 2. In the left pane you can specify various search criteria: Search for section In the text box enter the name of the file or folder which you want to look for. As default the Archive Manager will look for any files/folders containing the defined string. The name can include special characters, for instance?. (wildcard for any character), * (wildcard for any number of characters). Check the File name check box to look for files the name of which contains the defined string. Check the File path check box to apply the search also to file path. Check Match the whole word to search just for files/folders matching exactly the defined string. Check Include deleted docs to search also in documents marked for deletion. [email protected] Metalogix Software 79 / 102

80 In the Max result count you can restrict the number of found results. Only the defined number of results will be displayed. To look for and display all archived files/folders matching the defined criteria enter -1. Further you can specify additional search criteria: a. Date and time of archiving (When was it archived section) b. Size of the file/folder (What size it is section); -1 in the From / to text box stands for any size c. Who archived the file (user or job) d. Who created the file 3. After you have specified the search criteria, click Search. Search results will be listed in the right pane. The data grid containing the search results can be modified. To do so, right-click inside the list view and in the Show menu select the columns you want to display. [email protected] Metalogix Software 80 / 102

81 4. Each file found in the search can be restored to a local folder with all its versions. Just right-click the desired file in the list. From the context menu select Get Version(s) to and in the pop-up dialog specify the folder where you want to restore the file(s). 5. The Templates button allows you to save the search criteria so that you can execute the same search later. After clicking the button, Template list pops up. Click Save current to enter the name for the template and save it. Templates are stored on the server side, so they can be managed from each Enterprise Manager connected to the server. NOTE: To execute search with the already saved template click Templates button. In the pop-up Template list select the desired template and click Load. [email protected] Metalogix Software 81 / 102

82 6. The search results list can be exported and saved. Click Export. In the pop-up select the fields which you want to include in the report document. Then click Next and save the report. Archive Manager allows you to save the report in several formats (XLS, PDF, XML, RPT, HTML) Metalogix Software 82 / 102

83 Post Processing tab Post Processing allows running customer specific tasks over archived documents. This feature was primarily developed to meet additional clients requirements. Clients using other software programs who wish to process archived documents within those software programs may do so via the Post Processing. IMPORTANT: If you have installed Archive Manager Search as a fulltext engine, you need to upload and enable the appropriate post-processing plugin. With this plugin configured, you will be able to fulltext search in the file archive. The plugin is called PFPostProcessLuceneIndexPlugin and can be found in C:\Program Files \ Common Files \ Pam \ Services \ PamPostProcessing \ Plugins. After connecting to Post Processing server on the Post Processing tab, click Add. Plugin will be added to the list in the Installed plugins section. NOTE: Do not start post processing service on multiple servers for the same database. Starting the post processing service on multiple servers is not recommended, since that can cause conflicts in bookmarking. The same database should not be indexed by more than one post processing service. How to apply a post processing plugin By a customer plugin we mean a customizable component used for processing of documents and their attachments that have been archived by Archive Manager. It is a code which is a section of an assembly that is developed specifically to customer requirements. Upon receiving a plugin, take the following steps: 1. Make sure that the post processing service (MamPostProcessingSv) is started. 2. In the Enterprise Manager click on the Post processing tab. [email protected] Metalogix Software 83 / 102

84 3. In the Post Processing server section specify connection settings for a Post Processing server, i.e. server where the post processing service is installed: In the Server name text box enter the name of the post processing server Specify the Port number and Protocol (select HTTP or TPC protocol by clicking on the button located at the right) Click Apply, then Connect. NOTE: More Post Processing server settings can be configured after clicking the Details button. For more information see the Post processing server settings section. 4. After connecting to Post Processing server, the Installed plugins section becomes available. Click Upload to upload a plugin from the local machine to the Post Processing server. The Upload Plugins dialog pops up. In the Source path text box enter the path to the desired plugin or use the Browse button to locate it. Then click Upload. NOTE: Use Add button to look for plugins in the Post Processing server s configured plugins directory. As the default it is C:\Program Files \ Common Files \ Pam \ Services \ PamPostProcessing \ Plugins. 5. The plugin will be displayed in the list view. Its properties will be displayed in the right pane. Make sure that the plugin status is Enabled: True so that the plugin is allowed to operate. [email protected] Metalogix Software 84 / 102

85 6. Each plugin is loaded by default with the initial Bookmark date. As the default it is 1/1/1900. It means that the plugin processes documents having been archived after this initial bookmark date. If post processing should begin from some other bookmark date, then make sure to reset the initial bookmark date in the Bookmark date text box in the right pane. Metalogix Software 85 / 102

86 Post processing server settings The administrator can configure advanced settings of Post Processing server after clicking the Details button on the Post Processing tab of the Enterprise Manager. Settings available in the Post processing server settings pop-up window: General settings Max thread count Database timeout Max. count attempts Check Interval Maximum thread per plugin Document max runtime Thread abort time Max. count doc. per round specifies the maximal number of threads which can be used by Posta processing timeout for database in seconds defines how many times the post processing will attempt to process one document interval (milliseconds) in which post processing checks whether there are documents to be processed specifies the maximal number of threads to be used by one plugin defines how long a document can be processed (in milliseconds) specifies how long a batch of documents can be processed (in milliseconds) specifies maximal number of documents in a batch [email protected] Metalogix Software 86 / 102

87 Debug Debug plugins Active if checked, post processing is writing debug outputs if checked, stand alone plugins are writing debug outputs this check box is checked by default; if unchecked, post processing is deactivated Some recommended values: Check Interval Maximum thread per plugin 10 Document max runtime Thread abort time Max. count doc. per round 500 every 10 seconds the post processing service checks the status checkinterval if the plugin is idle, it will load 500 documents (max. count doc. per round) to memory the processing of the 500 documents will be started in 10 threads (Maximum thread per plugin) if there is a document which is taking longer to process, it will be aborted (and marked as error) after 310 seconds (Thread abort time) Note: even if you reset the bookmark back to beginning (and you have already processed documents) then it will go through 500 docs every 10 seconds: docs per hour. In this case you can set the checkinterval to even smaller value. Common mistakes: I will increase the Maximum thread per plugin to 30 or higher, so it will be faster. >> Wrong. Some plugins are quite limited. If you have more threads, you end up with a bunch of errors and you will not be able to index everything in time. I will decrease the Thread abort time ( Document max runtime ) so it will recover faster. >> Wrong. If the plugin is calling a COM component or a web server/service, then aborting the thread does not return immediately, however a new thread is started. This can once again reach the limits described above. I will use 3 plugins and the Maximum thread per plugin will be 20. >> Wrong. You will soon exhaust your server since each plugin has 20 threads -> 60 threads is more than enough. Plan carefully. If you have an older plugin in the Plugins folder, please move it OUTSIDE the Plugins folder! You are slowing EnterpriseManager down. I will change the settings and all changes are applied immediately. >> Wrong. The changes are applied only after 1 minute. If you want a real refresh, restart the service. Database settings This section displays Archive Manager database connection parameters. Post processing is reading documents to be processed from this database. To configure the database, click the Start configuration wizard button. Plugin reading proc. procedure which reads plugins [email protected] Metalogix Software 87 / 102

88 Doc. reading proc procedure which reads documents to be processed NOTE: One Post processing server can process documents from one archive database only. Metalogix Software 88 / 102

89 Statistics tab This tab was designed to give the administrator fast, reliable and comprehensive information about archived and restored documents. The number of documents, their size as well as space saved on the disc at archiving all these essential data can be sorted by folder, user and time period. Exporting the statistics to chosen folder is also possible. As a first step, in the Type down-drop box choose whether you want to generate statistics for Archived or Restored documents. Then select the statistics specification in the Statistics down-drop box: All - returns data on saved space and number and size of all archived documents Yearly statistics - returns data on saved space and number and size of archived documents for the chosen sequence of years Monthly statistics - returns data on saved space and number and size of archived documents for the chosen sequence of months Daily statistics - returns data on saved space and number and size of archived documents for the chosen sequence of days Hourly statistics - returns data on saved space and number and size [email protected] Metalogix Software 89 / 102

90 of archived documents for the chosen sequence of hours Additional statistics are available for Archived documents ( Archived is selected in the Type down-drop box): User based statistics Folder based statistics - returns data on saved space and number and size of documents archive by the selected user or all users (including jobs) - returns data on saved space and number and size of documents archived in the selected folder NOTE: All the above mentioned statistics types DO NOT take into consideration versions of archived documents. Only data for the current versions of the archived documents are collected. In case of archived documents it is possible to get statistics also for their versions. To generate the statistics for versions (not including the actual version) select Archived yearly statistics versions, Archived Monthly statistics versions etc. After specifying your desired statistics click the Generate button ( ). Depending on the chosen type of statistics you will be asked to specify the time span for the statistics, user or folder. Example: To set the period for which you want to generate the statistics use the down arrows to open the calendar. Then select the date. You can also simply rewrite the values. Then click OK. Statistics get displayed in the Results pane. [email protected] Metalogix Software 90 / 102

91 Click Export ( your desired location. ) should you wish to export the statistics as an.rpt,.html, PDF or.xls to [email protected] Metalogix Software 91 / 102

92 Troubleshooting It is not possible to connect to a SharePoint server or site collection When trying to set up a connection to SharePoint site collection or server you may encounter connection problems. These are usually related to lack of SharePoint permissions granted to the Archive Manager core services user. Please, check whether the service user has the necessary access rights according to the pre-requisites document. These are: User running Archive Manager services needs access to the SharePoint Configuration and Content databases: o Read, write and execute permissions for the SharePoint Configuration database o Read, write and execute permissions for every SharePoint Content database which is going to be in the scope of archiving The account used for configuring a SharePoint connection on Archive Manager SharePoint Edition needs access to the target Site Collection or Server, including listing, read and write. It is recommended to add this user to the Site Owners group or to Site Collection administrators The most typical connection problems are: 1. The Web application at cannot be found. In this case usually the services user does not have the necessary database rights. If you open the Event viewer, you can see entries under Application events similar to the below ones: [email protected] Metalogix Software 92 / 102

93 and Metalogix Software 93 / 102

94 To resolve the problem give read, write and execute permissions to the Archive Manager service user for both SharePoint Configuration and Content databases. Once made so, the following Effective permissions should be listed CONNECT, DELETE, EXECUTE, INSERT, SELECT, UPDATE (see the screenshot below). 2. System.UnauthorizedAccessException: Access Denied Metalogix Software 94 / 102

95 This error message pops up, when the connecting user has no rights to list the SharePoint structure you are trying to connect to. The user account also needs read and write permissions on the target site/server in order to be able to offload and archive data and also create shortcuts. The best way to assign the necessary rights is to make the connecting user a Site owner or a Site Collection Administrator on the target which will be the scope of archiving. Auto-restore is not working Ensure that the Application pool user for the SharePoint web sites in IIS has the necessary DCOM rights for the fsapamhandlersv object. This user is usually the Network Service. The DCOM settings should be configured the following way: 1. Locate fsapamhandlersv in DCOM configuration 2. Open the Launch and Activation properties dialog [email protected] Metalogix Software 95 / 102

96 3. Allow launching for the Application Pool user Metalogix Software 96 / 102

97 Context menu in SPP does not open If the context menu in SPP does not open and the Internet Explorer displays the following message This page is accessing information that is not under its control. This poses a security risk. Do you want to continue? you can solve the issue when following the steps described below. 1. On the menu bar of Internet Explorer window choose Tools/ Internet Options. 2. Switch to the Security tab in the Internet Option dialog box. Select Local intranet and click Custom Level button. [email protected] Metalogix Software 97 / 102

98 3. The Security Settings dialog opens. Scroll down to find Access data sources across domains switcher. Click Enable, then OK. 4. In the pop-up window click Yes. Now you can close the window. Metalogix Software 98 / 102

99 Other functionality Filtering for log files It is possible to considerably shorten log files accessible in the Enterprise Manager on the Scheduler / Reports tab by not including less important information into them, i.e. log entries for Already archived messages will be filtered out. To activate filtering, a new key LogIsArchived has to be added to the registry under HKEY_LOCAL_MACHINE\SOFTWARE\Heilig & Schubert\fsaPAM Right-click inside the right pane, choose New > DWORD value and set this new created LogIsArchived key to 0. To apply the changes, all MAMfsa services have to be restarted in Start / Programs / Administrative tools / Services. SharePoint context menu Archive Manager SharePoint Edition context menu in SharePoint Portal is an optional feature of Archive Manager. When deployed, users are allowed to archive/restore documents directly in SharePoint user interface. The tool has to be started on the SharePoint web front end. First connect to the local SharePoint server, then you can install/remove the context menu on the selected libraries and lists. To deploy Archive Manager SharePoint Edition context menu: 1. Open Start / All Programs / Metalogix / Archive Manager SharePoint Edition / Archive Manager SharePoint Edition web part installer. 2. Click Connect. 3. Your SharePoint lists will be displayed in the list view. Unfold the tree. Check the libraries and lists for which you want to install the context menu. NOTE: Double-click for recursive selection. 4. Then click Register context-menu web parts. [email protected] Metalogix Software 99 / 102

100 Your users will be then allowed to archive/restore directly in the defined SharePoint sites using the context menu. Metalogix Software 100 / 102

101 Addendum Description of the Archive Manager SharePoint Edition registry values These values are defining the basic behavior of our product and can be found in the Windows registry (32bit) under the path: HKEY_LOCAL_MACHINE\SOFTWARE\Heilig & Schubert\fsaPAM AllowRemoteDrives whether the Storage tab is enabled in the manager AutoRetNumOfThreads used just for the kernel driver, the number of threads indicates the maximum number of concurrent autoretrieving process AutoRestore kernel driver on/off CachePoolSize not used anymore DBCommandTimeout overrides the default timeout for DB command used in handler service (in seconds); values less than 30 will configure the system to use 30s dbconnectionstring database connection string dbconnectionstringado database connection string used by the Handler service dbpassword encoded database password, machine dependent dbschema Archive Manager database schema dbtype database type dbuser database user, account used when creating database connections dbversion Archive Manager database version DebugOutputFlags set by the FilePamDbg.exe application, used for gathering debug information DefWaitTimeOut sets the restore timeout for the kernel driver DenyForeignOfflineFlags used by the kernel driver; if set to 1, no other applications can set the offline flag on a file fsalogdir base path of the job log files fsapamconfig not used anymore fsapamguardtimer defines, when the Guard service should restart the other services. Value entered is in minutes after midnight. If set to 0xffffffff, the services won t be restarted in the night. Recommended to set the value to 0xffffffff HSMServer indicates the HSM server CheckFileTimeOut not used anymore LicencePath the path to the license file LogFilePathName the path of the log file used by the Archive Manager core service to store information about current archive and restore processes LogIsArchived flag, by default set to 1. This registry entry is not created automatically. If set to 0, the job logs will not contain information about files, which were not being archived because they were already shortcuts LogSize not used anymore LogUser not used anymore [email protected] Metalogix Software 101 / 102

102 NetAppBackupUsers MaxLogFiles MinSizeToShortcutB RunServices defines one domain user for which the screen requests from NetApp will not retrieve the file back to the original location on filer; supported format: <Domain>\<User> not used anymore defines the minimum size of a file, which can be replaced with a shortcut after archiving tells the Guard service, which other Archive Manager services to start. The value is a bitmask: 1 - Handler service, 2 - Remote server service, 4 - Archiver service. If set to 7, all other services will be started not used anymore SafeMode ScriptPath the path to the database scripts SendMetaData used when Exalead support is turned on. If set to 1, Archive Manager collects and sends additional meta information about the files to HSM SeparatorString ShortcutXMLTag SparseGlobal SparseHTML StartServicesAfter StartServicesByGuard TempDir WebServicePrefix not used anymore used in the case of kernel type shortcuts (not HTML, NetApp or Celerra), if set to 1, the information stored in the reparse point is written into the content of the shortcut. Recommended to set the value to 1 indicates whether the file size faking feature is turned on (1) or off (0) globally for all shortcut types. Some customers using quota management software might have problems with size faking (see Size faking feature ) The same functionality focused just on HTML shortcuts. If set to 1, the HTML shortcuts will have the same logical size of the shortcut as the original file had (see Size faking feature ) tells the Guard service, how long to wait before starting the other Archive Manager services. Value defined in milliseconds indicates whether the other Archive Manager services should be started by the Guard service directory, where the Handler service stores temporary files which are created during the restore process. This registry entry is not created automatically, by default the service user s temporary directory is used used when generating HTML shortcuts. Defines the basic URL of the FilePamWebService, which is responsible for auto-retrieving HTML shortcuts Mail Support: Metalogix makes every effort to perform comprehensive testing but cannot guarantee, due to environmental differences, that all functions will work in every environment. It is always recommended that testing be conducted within your own environment to confirm functionality and compatibility. [email protected] Metalogix Software 102 / 102