SharePoint 3.0: Error: Calculated Site Column, Formula Contains a Syntax Error

Description:

When attempting to create a new calculated site column...



...inside the formula, you reference a column name in brackets, such as Year[created]...




...and you are unable to save the new site column, instead you receive an error.

Error:
The formula contains a syntax error or is not supported.
Troubleshoot issues with Windows SharePoint Services.

Solution:

Use parentheses around the brackets. E.g. Year([Created])

SharePoint 3.0: Error: The specified name is already in use

Description:

Site Collection > Site Settings > Site Collection Features

When attempting to activate the following:
Office SharePoint Server Publishing Infrastructure
Provides centralized libraries, content types, master pages and page layouts and enables page scheduling and other publishing functionality for a site collection.

Error:
The specified name is already in use. Please try again with a new name. Troubleshoot issues with Windows SharePoint Services.



Solution:

When publishing features are enabled, SharePoint automatically creates a bunch of objects on the site. It is possible that before you attempted to activate publishing on your site, you had already created an object, such as a library, list, site column, or content type using a name that SharePoint uses. With publishing deactivated, SharePoint does not enforce naming contstraints on these names so it is possible for you to create, for example, a library called Pages (creating a future conflict) not knowing that SharePoint will automatically create a Pages library when you activate publishing.

If you can, audit the SharePoint site comparing it with another site that already has publishing enabled to see if you can find a conflict.

If you are unable to locate the conflict, and you need to activate publishing features, you can force the activation by running the following command:

stsadm.exe -o activatefeature -filename publishing\feature.xml -url http://%URL% -force
stsadm.exe -o activatefeature -filename publishingresources\feature.xml -url http://%URL% -force
stsadm.exe -o activatefeature -filename publishingsite\feature.xml -url http://%URL% -force
stsadm.exe -o activatefeature -filename publishingweb\feature.xml -url http://%URL% -force
stsadm.exe -o activatefeature -filename publishinglayouts\feature.xml -url http://%URL% -force
stsadm.exe -o activatefeature -filename navigation\feature.xml -url http://%URL% -force

Links: Foxit PDF IFilter 64 Bit

Foxit PDF IFilter 64 Bit
http://www.foxitsoftware.com/pdf/ifilter/

SharePoint Magazine

SharePoint V3: Error: Failed to activate feature 'PublishingPrerequisites'

Description:

Receiving error when attempting to activate the Office SharePoint Server Publishing Infrastructure, site collection feature:

Error: Failed to activate feature 'PublishingPrerequisites'





Solution:

- Run IISReset on the front end web servers
Start > Run > CMD > iisreset /noforce

- Activate the feature
Site Actions > Site Settings > Site Collection Features > Office SharePoint Server Publishing Infrastructure > Activate

SharePoint V3: Search: “The search request was unable to connect to the Search Service”

Description:

Error: “The search request was unable to connect to the Search Service”

Event Log has errors referencing a corrupt index.


Solution:

* Reset index
SSP Administration > Search Settings > Reset all crawled content

* Perform a full crawl
SSP Administration > Search Settings > Content Sources > Perform a full crawl

SharePoint V3: How to Rename and Migrate a Content Database From a SQL Express Farm to a SQL Server SE or EE Farm

Here are the steps to follow if you need to migrate (SQL upgrade would be a different approach from this) a SharePoint content database from one farm which has SQL Server Express 2005 to a separate farm which has SQL Server SE or EE 2005.

* Verify the number of site collections in the content database you are planning to migrate
- Launch SharePoint Central Adminsitration from the SQL Express Farm
- SharePoint Central Administration > Application Management > Content Databases > contentdb_old > Current Number of Sites >
The number of site collections will appear. Note this number.

* If the SQL Express Farm is active, notify the users of maintenance

* Stop services
- Control Panel > Services > Stop the following services:
WWW Publishing Service
SQL Server Service

* Copy the data and log files from the source database server's data directory to destination database server's data directory
E.g.
Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Data\contentdb_old.mdf
Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Data\contentdb_old_log.ldf

* Rename the data and log files
E.g.
Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Data\contentdb_new.mdf
Program Files\Microsoft SQL Server\MSSQL.1\MSSQL\Data\contentdb_new_log.ldf

* Attach the databaseSQL Server Management Studio > right click databases node > select "Attach"
-Attach a Database > Click "Add"Browse to the SQL data file > Select contentdb_new.mdf
-Attach Databases > Databases to Attach > Attach As column> Modify the "Attach As" name to contentdb_new
-Attach Databases > Databases to Attach > Owner column > Modify the "Owner" name
-Attach Databases > Database Details > Current File Path > Modify the data file location and name (contentdb_new.mdf)
-Attach Databases > Database Details > Current File Path > Modify the log file location and name (contentdb_new_log.ldf)
-Click "OK"

* Create a new SharePoint web application on SQL Server SE or EE farm
- SharePoint Central Administration > Application Management > Create or Extend Web Application
- Configure the web application directory location and IIS application pool names according to naming convention
- Name the default content database "deleteme" as it will be deleted in the next step

* Delete the default content database
-SharePoint Central Administration > Application Management > Content Databases > Click the "deleteme" content databaseManage Content Database Settings for "deleteme" > Click "Remove Content Database" > Click "OK"
-SQL Server Management Studio > Databases > right click "deleteme" database > Click "Delete"
-Check "Delete backup and restore history information for databases"
-Check "Close existing connections"
-Click "OK"

* Configure alternate access mappings for the new web application
- SharePoint Central Administration > Operations > Alternate Access Mappings > Add all of the necessary AAM's to the new web application, make sure the default URL is fully qualified

* Configure DNS
- Active Directory > DNS > Configure the necessary host (a) records or alias records

* Configure IIS Host Headers
-IIS Management > Right Click Web Site > Properties > Web Site Tab > Click "Advanced"
-Add the appropriate host headers to match the alternate access mappings

* Attach migrated content database to the new web application
- Start > Run > CMD > Type the following:

C:\Program Files\Common Files\Microsoft Shared\web server extensions\12\BIN> Stsadm.exe -o addcontentdb -url http://webapplication -databasename contentdb_new -databaseserver servername

* Run IISReset
- Start > Run > CMD > Type the following:
iisreset /restart

* Verify the number of site collections in the content database that has been migrated
- Launch SharePoint Central Adminsitration from the SQL Express Farm
- SharePoint Central Administration > Application Management > Content Databases > contentdb_new > Current Number of Sites
You will now see the content database you migrated. The number of sites should match the number of sites in the source content database.

* Perform follow up tasks
- Since the migration is now complete, it is ok to start the WWW Publishing and SQL Server services on the SQL Express farm
- Verify the new web application by navigating the its URL
- Recreate audiences on the new farm's SSP and then re-configure audiences accordingly on web parts used throughout the migrated site collection
- Verify and update hyperlinks throughout the migrated site collection
- Notify users that the web application has been migrated and that it has a new URL

SharePoint V3: Disk Cache

One performance configuration available in MOSS 2007 is BlobCache. Consider caching files on the front end web servers to improve performance. Open the web.config for the web application and review the BlobCache settings.

BlobCache location="C:\blobCache" ...

References:

Configure disk-based cache settings
http://office.microsoft.com/en-us/sharepointserver/HA101762841033.aspx

Custom Caching Overview
http://msdn.microsoft.com/en-us/library/aa589700.aspx

SharePoint V3: Error: The path specified cannot be used at this time.

Description:

When attempting to create a web application, receiving error:
"Error: The path specified cannot be used at this time."

Solution:

1. Central Administration > Application Management > Delete a Web Application: Delete the web application that errored upon creation

2. Start > Run > iisreset /restart
3. Attempt creating the web application again

Links: Microsoft TechNet: White papers for MOSS 2007

Microsoft TechNet: White papers for Office SharePoint Server 2007
http://technet.microsoft.com/en-us/library/cc262733(TechNet.10).aspx

SharePoint 3.0: Default Search Relevance by File Type

The Search engine in SharePoint 3.0 considers certain file types more relevant than others. Below is a list of file types in sequence of most relevant to least relevant.

• Web Pages
• PowerPoint Presentations
• Word Documents
• Emails
• XML Files
• Excel Files
• Text Files
• SharePoint List Items

SharePoint V3: Error: No results matching your search were found

Description:

When performing a contextual search (WSS Search) from a SharePoint 3.0 site, no results are returned. Error: No results matching your search were found.





Are you using SSL?
Are you using a network load balancer?
Are there multiple domains in the environment?
Are the web applications accessible from outside the organization?



Solution:

Central Administration > Operations > Alternate Access Mappings

* Ensure that the Pubic URL for the web application if fully qualified

* Ensure that all possible URLs for the web application are configured in the default (or appropriate) zone

e.g.
https://sharepoint.domain.com
http://sharepoint.domain.com
https://sharepoint
http://sharepoint

SharePoint V3 Error: Absolute path information required

Description:

When attempting to create a new web application from Central Administration, Error: Absolute path information required

Solution:

Jai's SharePoint Blog: The dreaded ‘Absolute path information required’ - Some light in the darkness http://sharepoint.jai-world.com/archives/6

Download and run the utility. It is intuitive and effective.

SharePoint V3: How to Delete a Master Page from Master Page Gallery

Description:

When attempting to delete a master page from the master page gallery, error: "This item cannot be deleted because it is still referenced by other pages"

Error from browser


Error from SharePoint Designer



Solution:

* Site Actions > Site Settings > Master Page Gallery
* Windows Explorer
* File > New > Folder > Name Folder
* Copy master page to folder
* Right Click on Folder > Delete Folder
* Delete folder from Recycle Bin

Fundamental Productivity through Cultural and Technical Progress

A decent information taxonomy (referring to the concept of classifying and organizing content such as web site structure, web content, documents, etc.) aligned with the proper technology, in an adaptive culture breeds some real value. When information is consistently produced, named, categorized, and published throughout a work place, workers naturally become more adept at sharing, using, and reusing information.

Research based activities are the most obvious targets for streamlining because there are often lengthy windows of unproductive time associated with research. Consider a technical support analyst's work as an example. Here is a person who spends his or her day solving problems for other people. The job includes receiving and interpreting a problem, communicating and clarifying the symptoms, assessing the potential cause, and applying and testing solutions. Each forward thought process towards a resolution is linked and in some cases limited to the analyst's own prior knowledge and previous experiences.

Imagine if the analyst has access to a knowledge base and colleagues regularly publish solutions to their problems to the knowledge base. Day in and day out analysts are solving problems and taking time to write up detailed articles describing the cause of the problem and the solution. Articles in the knowledge base are all formatted a similar way, with an id number, a title, an author, keywords, a description, and a solution. The knowledge base tool provides search functionality which is tuned to allow filtering on a these structured fields of information. With this type of tool available, the analyst is able to quickly parse through an abundance of prior knowledge and past experiences to find answers quickly.

The idea of being organized and productive is not limited to support analysts. This ideal can be applied to a wide range of occupations and business scenarios.

What does it take to achieve hyper productivity?

Vision; a big picture strategy with an underlying grasp of an organization's detailed business processes.

Leadership; dynamic thought leaders empowered to make decisions about how to manage other people's content.

Acceptance; an acceptance of a the current work place culture as it relates to collaboration.

Inclusion; motivating employees to be excited about being productive can also be challenging, which is why it necessary practice inclusion. Ideas that derive from within and grow organically are far more inspirational than any mandate received via corporate email blast.

Balance; what will work best for all stakeholders vs what each individual stakeholder holds important.

Technology; essential, yes, but most companies who are realizing benefits from a corporate portal, knowledge management system, or collaboration web site may already know that the technology deployment is often times the easiest part.

SharePoint V3: Administrator Reports; Utility

I often get asked about how to obtain useful administrator reports for SharePoint. Here is one inexpensive utility to evaluate:

Admin Report Kit for SharePoint 2007
http://www.vyapin.com/products/enterprisenetworktools/arksp2007.htm

Pros:
- Low cost
- Hierarchical reports
- Can export reports to several different formats
- Reports can save you a lot of time if you try to write in TSQL

Cons:
- Doesn't support rdl publishing to Reporting Services
- Doesn't provide join to AD object enumeration (expand AD members per securable)

SharePoint V3: Search Considerations for Choosing Yes No Column Type

I was working on a search customization a while back, displaying search results in a grid view. I encountered a design decision that required that I step back and change the column type I was using for some of the Yes/No columns in the site collection.

One lesson I learned is that when you are deciding on a which column types to use, especially Yes/No columns, keep search close at mind because it will impact search downstream. Ideally, if your columns will be leveraged by managed properties and used in search scopes to help users fine tune their queries, then keep in mind how users think.

For example, I had some Yes/No columns that I originally set up as Yes/No Checkboxes. I created managed properties for these columns but then realized...nobody is going to search on 0 and 1, they are going to search on yes and no. E.g. Give me all my ice cream sundae options where vanilla ice cream = yes...not where vanilla ice cream = 1.

Anyway, there are at least four common ways to achieve Yes/No in a SharePoint column:

Choice Radio
Choice Drop Down
Choice Checkbox
Yes/No Checkbox

The table below compares each of these:



As a result of doing this comparison, I have been using choice drop down more often than not in lists and libraries where Yes/No values are required for metadata. Even though the Yes/No checkbox may more appealing to users filling out the metadata, I think the drop down wins when you weigh in the search considerations.

Windows Live SkyDrive

I was playing around with my Hotmail account and I stumbled on Windows Live Sky Drive. I have been subscribing to a paid, online file share service because these days it is necessary to keep certain files up there in the clouds for easy access at all times or to always have a place to share photos with other people. SkyDrive is one useful, free tool that I will be definitely using. Maybe I can even phase out my paid service.

MSSQL 2005: Example BCP Query to Text File

Prerequisites:

- MSSQL 2005
- AdventureWorks DW

Steps:

1. Enable xp_cmdshell on the SQL instance
- Start > Programs > Microsoft SQL Server 2005 > Configuration Tools > SQL Server 2005 Surface Area Configuration
- Surface Area Configuration for Features > MSSQLSERVER > Database Engine > xp_cmdshell
- Enable xp_cmdshell: Check

2. Prepare your query
- Start > Programs > Microsoft SQL Server 2005 Management Studio
- New Query

3. Execute your query using BCP
- Start, Run, CMD
- Change Directory: C:\Program Files\Microsoft SQL Server\90\Tools\Binn
- bcp "select firstname, lastname from dbo.dimcustomer" queryout c:\awdwcustomer.txt -T -C RAW -t ","

4. Review your output
- C:\awdwcustomer.txt

e.g.
Jon,Yang
Eugene,Huang
Ruben,Torres
Christy,Zhu
Elizabeth,Johnson
Julio,Ruiz
Janet,Alvarez
Marco,Mehta

SharePoint V3: Error: There has been an error creating the personal site

Description:

When attempting to create a new My Site in MOSS 2007, you receive the error:

"There has been an error creating the personal site. Contact your site administrator for more information."



Solution:

Set a Personal Site Location for the SSP

* Shared Services Administration > User Profiles and My Sites > My Site Settings
* Personal Site Location > Location: personal (e.g. http://portal.domain.com/personal/personal_site/)

SharePoint V3: Terminology Related to URLs

Web Application: http://portal.domain.com

Site Collection: http://portal.domain.com

Top Level Site Collection: http://portal.domain.com/sites/site

Top Level Site: http://portal.domain.com/sites/site

First Level Sub-Site: http://portal.domain.com/site/subsite

SharePoint V3: Site Features: Error: A duplicate name "Report" was found.

Description:

Unable to activate the "Office SharePoint Server Enterprise Site Features."

The following error is returned, " Error. A duplicate "Report" was found."

Solution:

There was a custom content type on the site collection called, "Report." When the Enterprise Features are enabled, a system generated content type called "Report" is created. Since the custom content type was present, this created a conflict and prevented the Enterprise Features from activating.

A work around to this to rename the existing, custom content type from Report to something different, such as "Report Document."

* Site Actions > Site Settings > Site Content Types > Report > Name, Description, and Group

* Edit Name: e.g. Report Document

* Click OK

SharePoint V3: Error: Excel Services: Excel Web Access: An Error Has Occurred.

Description:

After adding an Excel Web Access Web Part to a SharePoint page, you receive the following error message:

"Excel Web Access. An error has occurred. Please contact your system administrator if this problem persists."


Solution:

* SharePoint Central Administration > Operations > Services on Server > Excel Calculation Services
* Start the service

Links: SharePoint GearUp

A very good resource to examine during initiation of a SharePoint project:

SharePoint GearUp
http://sharepoint.microsoft.com/gearup/Pages/default.aspx

SharePoint V3: Business Data Catalog, Setting Up Application Definition

Business Data Catalog, Setting Up Application Definition (Not Creating Application Definitions)


Service Accounts

Microsoft Single Sign-On & SharePoint Single Sign-On Service Account
* Minimum:
-Domain account -Central Administration, Farm Administrators Group
-SQL Server, Security Administrators Role
-SQL Server, DB_Creator Role
Enterprise Appliction Administrator Account
* Minimum:
-Domain Account
-Central Administration, Read Permissions


Microsoft Single Sign-On

Control Panel > Administrative Tools > Computer Management > Services and Applications > Services
* Microsoft Single Sign-On Service > Properties
-General, Startup type: Automatic
-General, Service Status: Start
-Log On, This Account: SSO Service Account


SharePoint Single Sign-On

Central Administration > Operations > Security Configuration > Manage Settings for Single Sign-On
* Server Settings > Manage Server Settings
-Account Name: SSO Service Account

* Server Settings > Enterprise Application Definition Settings > Manage settings for enterprise applciation definitions
-Account: SSO Service Account


SSP Permissions

SSP Administration Site > Site Actions > Site Settings > Users and Permissions
* Site Collection Administrators
-Site Collection Administrators: SSP Service Account
* Advanced Permissions > New > Add Users
-Users/Groups: SSP Service Account
-Give Permission: Full Control


Business Data Catalog Permissions

SSP Administration Site > Business Data Catalog > Business Data Catalog Permissions
* Manage Permissions > Add Users/Groups
-Choose Users: SSP Service Account
-Choose Permissions: Edit, Execute, Select in Clients, Set Permissions
* Manage Permissions > Add Users/Groups
-Choose Users: (add users as needed)
-Choose Permissions: (use permissions below, as appropriate)

Permissions

Edit: Select this permission to enable users to import application definitions and add, edit, or delete application definitions, business data types, and data fields for business data types.

Execute: Select this permission to enable users to change the properties of business data.

Select in Clients: Select this permission to enable the user to refer to business data types and fields in SharePoint lists, Web Parts, sites, and client applications.

Set permissions: Select this permission to enable the user to configure permissions for other users.

(Taken from Microsoft TechNet)


Register Enterprise Application Definitions

* Create application definition
* Import application definition
* Configure application definitino for Single Sign-On


SharePoint Single Sign-On for Application Definition

Central Administration > Operations > Security Configuration > Manage Settings for enterprise application definitions
* Server Settings > Enterprise Application Definition Settings > Manage account information enterprise applciation definitions
-Enterprise Application Definition, Account Information:
-Group Account Name: Group having Read Access to Application
-Enterprise Application Definition, Update account information: SSO Service Account


References:

Configure access to business data
http://technet2.microsoft.com/Office/en-us/library/a0d973ae-038d-491b-b76d-25dbf745d8931033.mspx

Configure single sign-on (Office SharePoint Server)
http://technet.microsoft.com/en-us/library/cc262932.aspx

Register business applications in the Business Data Catalog
http://technet2.microsoft.com/Office/en-us/library/97d1a614-84e7-45c2-9327-5749d5fc50111033.mspx

Keyboard Shortcuts

LOCAL SYSTEM

ALT + Space Bar : Display Windows menu
ALT + F : Display file menu
Alt + Tab : Toggle between open windows
ALT + Underlined Letter : Display the corresponding menu
CTRL + A : Select all
CTRL + C : Copy
CTRL + ESC : Display Start menu
CTRL + P : Print
CTRL + S : Save
CTRL + V : Paste
CTRL + X : Cut
CTRL + Z : Undo
CTRL + Shift + Arrow Key : Select a block of text
CTRL + Shift + ESC : Display Task Manager
Shift + Delete : Delete files permanently
Shift + End : Highlight from current cursor position to the end of the line
Shift + Home : Highlight from current cursor position to beginning of the line
CTRL + Home : Put cursor at beginning of the document
Windows Key + E : Display My Computer folder
Windows Key + F : Find files or folders
Windows Key + F1 : Display Help and Support
Windows Key + L : Lock the keyboard
Windows Key + M : Minimize window
Windows Key + Shift + M : Restore minimized window
Windows Key + R : Display user command line

REMOTE DESKTOP

CTRL + ALT + END : Task Manager
ALT + Page Up or ALT + Page Down : Toggle Windows
CTRL + ALT + "+" : Screen Print of Remote Desktop (Local Clipboard)
CTRL + ALT + "-" : Screen Print of Remote Desktop (Remote Desktop Clipboard)

SharePoint V3: Records Center: Created

When you send a document from a SharePoint site to a MOSS 2007 Records Center document library, the "Created" date reflects the date and time that the document was received by the Records Center document library, not the date and time the document was originally created in its native document library.

SharePoint V3: Search: “The search request was unable to connect to the Search Service”

Description:

Error: “The search request was unable to connect to the Search Service”


Solution:

Step 1

* Central Admin > Application Management > Office SharePoint Server Shared Services > Create or Configure this farm's shared services
* Shared Services Provider (drop down) > Edit Properties
* Edit Shared Services Provider > Index Server: Verify the index server is set

Step 2

Single Server Farm

On the MOSS 2007 server:
* Start > Run > CMD > stsadm.exe -o osearch -action stop
* Start > Run > CMD > stsadm.exe -o osearch -action start -role queryindex

Multiple Server Farm

On the MOSS 2007 Front End Web/Query server:
* Start > Run > CMD > stsadm.exe -o osearch -action stop

On the MOSS 2007 Index server:
* Start > Run > CMD > stsadm.exe -o osearch -action stop

On the MOSS 2007 Index server:
* Start > Run > CMD > stsadm.exe -o osearch -action start -role index

On the MOSS 2007 Front End Web/Query server:
* Start > Run > CMD > stsadm.exe -o osearch -action start -role query

SharePoint V3: When To/When Not To Use Content Types

Content types allow you to structure documents and list items in a SharePoint portal. They give the functional ability to define and enforce uniformity throughout a portal. There is no question that content types greatly enrich SharePoint as a content management product. However, in determining when to use content types in a portal, there are several considerations.

Desire
Is there a knowledge management champion who can coordinate the effort of unifying a business unit or entire company?

Executive Sponsorship/Authority
Do the resources who have the desire to standardize content also have the authority within a department (or broader scope) to make descisions and execute changes (or the backing of an executive sponsor)?

Culture
Is there a sense of unity amongst business units or are they segmented?
Are the business units of the organization integrated in their nomenclature (or even individuals within a business unit)?
How easy is it to communicate ideas accross business units or within a buisness unit?

Resources Allowed for Design
Does the organization have the people and intellectual bandwidth, and focus to figure out how to categorize document and list types, provide name for content types, determine format of each content type?

Governance
Is there a system of checks and balances, perhaps a design committee, in place for change management to ensure that pros and cons have been properly weighed prior to making design changes?

Organizational Adoption
Will the producers and consumers of the content accept a consistent structure for their content, or will they shy away or complain about it?
Will the users understand the content if it is categorized?

Skill
Are the content producers and their supporting power users familiar with SharePoint enough, and trusted enough by peers to create content types, associate templates, and add the content types to libraries?

...these represent some of the overarching ideas that come into play when trying to determine when to use content types.

Here are some of the technical considerations:

Site Structure
Does the portal design include one site collection or many?
Do the content types span accross site collections?
Content types work well within a site collection. But, when your content types span several site collections then it becomes a little tedious keeping the content type definitions in synch with each other.

Portability
Since templates and site exports (.cmp) can rely on content types, which means you need to set up the content types on multiple site collections.

Orphaned Data
Custom List or Document Library W/Multiple Content Types + DataSheet View + Unique Columns on View = Users can apply values to metadata columns that don't actually exist for a content type, and the metadata actually gets stored (no hard damage, just not clean)

Benefits of Content Types
* Allows you to name types of content
* Makes consistent metadata structure for each type of content
* Allows you to associate a unique document template
* New button shows the name of the content type instead of generic New Document or New Item
* Allows you to define parent/child relationships, allowing you to create a logical tree structure for taxonomy design
* Allows you to easily provision a new custom list or document library, the columns are already defined in the content type, just add the content type
* IE Script Error (mentioned above)
* Orphaned Data (mentioned above)
* No easy way to synchronize accross site collections (can use PowerShell to export/import)
* No security gains, not able to secure content types, still done at item or library level

Site Columns Without Content Types
* Great middle of the road, save time by predefining columns in a site collection, but avoid some of the technical issues with content types
* Limits you to one document template per library (back to the generic new button)
* Limits you in that all items or documents in a list or library now must have the same columns as each other

SharePoint V3: Move Web Application's Virtual Directory Location

Description:

You do not like the location of a MOSS web application's virtual directory. For example, maybe it was originally configured in a default location (e.g. C:\Inetpub\WWWRoot\WSS\VirtualDirectories\). Whatever the case, you would like to move a MOSS web application's virtual directory to a new location.

Solution:

* Backup the source web application and associated site collections (e.g. SQL backup, stsadm site collection backup)
* Create a new web application
Central Admin > Application Management > Create or Extend Web Application
* In the "Create New Web Application" screen, configure the IIS Web Site path to point to the desired location (e.g. D:\VirtualDirectories\)
* Give the new web application a temporary URL (e.g. http://server:port).
* Migrate the content database of the source web application, or restore the site collections of the source web application to the new web application
* Remove the IIS host headers from the source web application, give the source web application a temporary URL (e.g. http://server:port).
* Remove the External URL and alternate access mappings of the source web application.
* Configure IIS host headers on the new web application.
* Configure External URL and alternate access mappings on new web application.
* Delete the source web application.

At this point the web application is restored and has the desired virtual directory file location.

SharePoint V3: Error: Creating Web Application Error

Description

Central Admin > Application Management > Create a Web Application

Error: The path specified cannot be used at this time. (Exception from HRESULT: 0x80070094)

Solution

Start > Run > iisreset /noforce

SharePoint V3: Content Type Cons

Ok, so I have spent the last week recreating a SharePoint business application and corresponding Records Center because there still isn't a post SP1 hotfix for the MOSS2007/ContentTypes/Office 2003 compatibility issue.

One thing I did learn in this process is that if you are trying to work around this issue, then removing content types from your libraries is not the way to go. If you disable content types from your document libraries, you will still get the IE script error. You actually have to create new document libraries and leave content types disabled. This means adding site columns directly to the libraries. It also means recreating all the views.

I guess the silver lining to going no content types is at least you are able to template your libraries again. I'm beginning to shift my opinion about content types. They still sound great in a whiteboard design session, but in my recent experiences, they are more trouble than they are worth.

Content Types Cons:
* Cause document libraries to be incompatible with Office 2003
* In a sense, invalidate (or at least limit) document library templates in a multi site collection environment because templates taken are dependant on Content Type which are tied to site collection
* Allow datasheet view users to apply meta data to metadata columns that don't exist
* Are not securable (as sites, web parts, items are)

Links: CodePlex SPSReport

CodePlex SPSReport Releases
http://www.codeplex.com/spsreport/Release/ProjectReleases.aspx?ReleaseId=5706

Quick Instructions
* Download SPSReport
* Install
* Run
* Select your version of SharePoint
* Select option 4 to capture all events

Links: Microsoft Process Monitor

Microsoft TechNet Process Monitor v1.26 http://www.microsoft.com/technet/sysinternals/processesandthreads/processmonitor.mspx

SharePoint V3: Preparing for MOSS 2007 Service Pack 1

As I am about to begin testing MOSS 2007 SP1 in some environments ahead of production deployment, I began to ask myself some questions so that I could be more prepared:

Q. What version number is WSS 3.0 SP1 and MOSS 2007 SP1?
A. 12.0.0.6219


Q. Are there any known issues with MOSS 2007 SP1?
A.

KBAlertz.com: After you install the 2007 Office System Servers SP1 or Windows SharePoint Services 3.0 SP1 on a server that has the Foxit PDF IFilter installed, .pdf document types are not indexed
http://kbalertz.com/944447/After-install-Office-System-Servers-Windows-SharePoint-Services-server-Foxit-IFilter-document-types-indexed.aspx

KBAlertz.com: Error message when you try to install 2007 Office System Servers Service Pack 1 (SP1) on a computer that also has Project Server 2007 installed
http://kbalertz.com/944446/Error-message-install-Office-System-Servers-Service-computer-Project-Server-installed.aspx

KBAlertz.com: After you install SharePoint Server 2007 Service Pack 1, the maximum disk space that is used on a query server or on an index server increases to 2.85 times the physical size of the index
http://kbalertz.com/943105/After-install-SharePoint-Server-Service-maximum-space-query-server-index-server-increases-times-physical-index.aspx

Links: SharePoint V3: Performance, Configuring Caching

Microsoft TechNet: Additional performance and capacity planning factors (Office SharePoint Server)
http://technet2.microsoft.com/Office/en-us/library/9f3cfe3f-01b5-406e-8615-04735ae422861033.mspx?mfr=true

Microsoft Office Online: Configure object cache settings
http://office.microsoft.com/en-us/sharepointserver/HA101577831033.aspx

MSDN: Object Caching
http://msdn2.microsoft.com/en-US/library/aa622758.aspx

Links: Microsoft Network Monitor

Download Microsoft Network Monitor 3.1
http://www.microsoft.com/downloads/details.aspx?FamilyID=18b1d59d-f4d8-4213-8d17-2f6dde7d7aac&displaylang=en

Microsoft Help and Support: How to use Network Monitor to capture network traffic
http://support.microsoft.com/kb/812953

Microsoft Help and Support: How to capture network traffic with Network Monitor
http://support.microsoft.com/kb/148942

Bryce Canyon

There is a place for those who cannot find all of their answers on the Internet. It is called Bryce Canyon and the drive from Las Vegas is almost as exhilarating as the destination.

SharePoint V3: Modify Advanced Search Box Result Types

Description:

By default, the Advanced Search Box offers a Result Type filter that allows users to select which type of documents they want returned in their search query.

By default, the options are:
* All Results
* Documents
* Word Documents
* Excel Documents
* Presentations





You would like users to be able to query for PDF Documents, too.


Solution:

* Site Actions > Edit Page > Advanced Search Box > Edit > Modify Shared Web Part
* Expand the Properties node > Click on Properties elipses
* Open Visual Studio > File > New File > XML File
* Copy the XML into Visual Studio
* Locate the Result Type node for Word Documents, Copy it, Modify it for PDF

* Copy the XML back into the Advanced Search Box Properties Editor, Click OK
* Publish the page

Links: Public SharePoint Web Sites

Here is a link to a list of public web sites hosted on SharePoint:
http://www.wssdemo.com/Pages/websites.aspx

Links: Arx CoSign Electronic Signature Flash Demos

Arx is a digital signature solution vendor.

This link provides some demonstrations on the Arx CoSign product: http://www.arx.com/products/cosign_flash_demos.php

SharePoint V3: Error: IE Script Error When Saving Docs With Office 2003

Background/Environment:

Server: Microsoft Office SharePoint Server 2007
Client: Microsoft Office Professional 2003
Other: MOSS 2007 document library configured with content types


Description:

A MOSS 2007 document library is configured to use content types. A client machine with MS Office 2003 saves a document to the library and receives a script error (shown below):

" Internet Explorer Script Error, An error has occurred in the script on this page. Error: ‘length is null or not an object’. "

After continuing to save beyond the script error, changes to the content of the document are saved, however, document library metadata values are reset.



Steps to Re-Create Issue:

* From a computer which has Office 2003, browse to a SharePoint Server 2007 document library which has content types
* Open the document in Edit mode
* Make an edit to the document
* File, Save
* Script error appears
* Click yes to the error until it disappears
* Open the document, notice the changes to the document were saved
* Open the document properties, notice the metadata values have been reset


Solutions:

No "fixes" are currently available, but there are a few workarounds:

1. Upgrade to Office 2007
2. Don't use content types
3. Wait for a hotfix (possibly in the February 2008 time frame)


Reference:

MSDN Discussion
http://207.46.236.188/msdn/rss.aspx?postid=2105089&forumid=1202&siteid=1

Links: Visio Stencils for Designing Sites, Processes, SharePoint

Visio Stencils for Information Architects
http://www.nickfinck.com/stencils.html

Visio stencils for designing Sharepoint sites
http://demiliani.com/blog/archive/2006/01/23/3398.aspx

Visio template and stencil for designing SharePoint sites (beta) http://blogs.msdn.com/roberdan/archive/2006/03/05/543967.aspx

SharePoint V3: Adjusting Maximum Upload Size

How to adjust the maximum upload size for a web application:

Central Administration > Application Management > Web Application General Settings > Maximum Upload Size (Default is 50MB, Maximum is 2047MB)

SharePoint V3: How to Change the Site Access Requests Recipient Email Address

How to change the recipient of site access requests at the site collection:

Change recipient email address:
Site Actions > Site Settings > Modify All Site Settings > Advanced Permission > Settings > Access Requests
"Allow requests for access" - Select Yes/No
"Send all requests for access to the following email address" - (Provide Email Address)


How to change the recipient of site access requests at the sub-site:

1.
Break inheritance to enable the Settings menu:
Site Actions > Site Settings > Modify All Site Settings > Advanced Permission > Actions > Edit User Permissions

2.
Modify the recipient email address for access requests:
Site Actions > Site Settings > Modify All Site Settings > Advanced Permission > Settings > Access Requests

SharePoint V3: How to Locate the Recycle Bin Settings for a Web Application

How to Locate the Recycle Bin Settings for a Web Application

Central Administration > Application Management > Web Application General Settings

Recycle Bin

Recycle Bin Status:
On
Off

Delete Items in the Recycle Bin:
After X Days
Never

Second Stage Recycle Bin:
Add X percent of live site quota for second stage deleted items
Off

SharePoint V3: Error: Shared Services Provider creation failed

DESCRIPTION:

When creating a new Shared Services Provider in a MOSS 2007 farm, the SSP creation results in an error:

"Failure! Shared Services Provider creation failedReason: Timed out waiting for Shared Services Provider 'SSPName' provisioning timer job to startCheck the event log for details. Note: SSP provisioning will be retried periodically. If you correct the error that caused this failure, provisioning will subsequently succeed. To stop provisioning from being retried, delete the SSP."



The SSP remains in "Provisioning" status.


SOLUTION:

Exam the event viewer for errors.

Refer to Microsoft KB article number 934838,
http://support.microsoft.com/kb/934838. If the failure error is being caused by a service account login failure, then use stsadm.exe to update the password of the service account.

Once the underlying issue is resolved, SSP will complete the provisioning process automatically.

SharePoint V3: Patches: KB934525 (WSS V3), KB937832 (MOSS 2007)

MS07-059: Vulnerability in Windows SharePoint Services 3.0 and in SharePoint Server 2007 could result in elevation of privilege within the SharePoint site
http://support.microsoft.com/kb/942017

Downloads:
** 32 Bit
KB34525: Security Update for Windows SharePoint Services 3.0 (KB934525)
KB937832: Security Update for Microsoft Office SharePoint Server 2007 (KB937832)
** 64 Bit
KB34525: Security Update for Windows SharePoint Services 3.0 (KB934525)
KB937832: Security Update for Microsoft Office SharePoint Server 2007 (KB937832)

INSTRUCTIONS
Shane Young; Please install the SharePoint updates on your server
http://msmvps.com/blogs/shane/archive/2007/10/18/please-install-the-sharepoint-updates-on-your-server.aspx

Andrew Connell; Update your SharePoint servers with KB934525 (WSS v3) and KB937832 (MOSS 2007) http://andrewconnell.com/blog/archive/2007/10/20/Update-your-SharePoint-servers-with-KB934525-WSS-v3-and-KB937832.aspx

Joel Oleson; SharePoint FAQ on DST and October 9th Public Update
http://blogs.msdn.com/joelo/archive/2007/10/16/sharepoint-faq-on-dst-and-october-9th-public-update.aspx

SharePoint V3: Error: Your Client Does Not Support Opening This List In Windows Explorer

DESCRIPTION:

SharePoint V3: Error: Your Client Does Not Support Opening This List In Windows Explorer



Users who are running IE 6 are are unable view SharePoint document libraries in Windows Explorer view. Users who have IE 7 do not have this problem.

SOLUTION:

IE 6 doesn't support Windows Explorer View when the URL is more than 100 character URLs. If it is not feasible to upgrade to IE 7, there are a couple KB articles that explain the details and provide instructions to obtain a patch that remedies this issue.

KB 923906
When you try to open a folder in a Windows SharePoint Services 3.0 document library in Explorer View, the folder does not open
http://support.microsoft.com/kb/923906

KB 325355
You cannot access Word documents by using Outlook Web Access on a server that is running SharePoint Portal Server
http://support.microsoft.com/kb/325355/

SharePoint V3: Recover Site Collection from SQL DB Backup

Here are the steps to follow if you need to recover a deleted site collection from a SQL database backup. For purposes of covering various scenarios, I tried to outline related IIS and AAM configurations to be aware of during the process.

* SharePoint Central Administration > Operations > Backup and Restore
Perform a full farm backup

* SharePoint Central Administration > Application Management > Create or Extend Web Application

* Create a new Web Application
It doesn't matter what you name this database, it will be deleted in a later step

* SharePoint Central Administration > Application Management > Content Databases
You will see that the number of sites is 0 because there are no site collections associated with this web application yet

* SQL Management Studio

* Locate the content database backup which contains the site collection you would like to restore

* Restore this content database, overwriting the one you created for your new web application
Here is where you want to be concious of the name you give the restored database. I like to name the first content database for a web application WSS_WebApp_WebAppName and subsequent content databases for the web application as WSS_SiteCollection_SiteCollectionName.

* Attach the restored content database to the new web application
C:\Program Files\Common Files\Microsoft Shared\web server extensions\12\BIN> Stsadm.exe –o addcontentdb –url http://servername –databasename databasename –databaseserver servername

* SharePoint Central Administration > Application Management > Content Databases
You will now see the content database you restored. The number of sites should be 1 if there was originally 1 site collection in that database when it was backed up.

* Navigate to the URL of the new web application. Verify that the site collection was restored and is
functioning properly

* IIS Management
Note all IIS settings for the original web application including host headers and ip addresses of the IIS web site

* SharePoint Central Administration > Operations > Alternate Access Mappings
Note all of the AAM's for the original web application

* SharePoint Central Administration > Application Management > Delete Web Application
Delete the original web application

* SharePoint Central Administration > Operations > Alternate Access Mappings
Add all of the necessary AAM's to the new web application, make sure the default AAM is fully qualified

* IIS Management
Update the IIS web site for the new web application with all necessary host headers. If the original web application had its own unique, internal ip address asssigned to it, then assign that ip address to the new web application

* Test the URLs for the restored site collection

SharePoint V3: Stsadm.exe Backup Script

Create Backups Directory
Create a backup directory for storing the scheduled SharePoint backups (e.g. c:\backupsharepoint)

Create Bat File Directory
Create a directory for storing the backup script file (e.g. c:\scriptssharepoint)

Create Bat File
Create a bat file using the code below, modified for your environment. Use UNC paths when using in a server farm environment.

@echo off
echo ====================================================
echo Backup Script For Office SharePoint Server 2007
echo ====================================================
cd \program files\common files\microsoft shared\web server extensions\12\bin
@echo off
stsadm.exe -o backup -url http://servername -filename c:\backupssharepoint\backupsharepoint.dat -overwrite
@echo off
echo completed

Schedule bat file
Schedule the backup to run frequently, during off peak hours.

Open Start > Programs > Accessories > System Tools > Scheduled Tasks
Add a Scheduled Task
Scheduled Task Welcome Screen, Click Next
Click the program you want Windows to run, Click Browse
Select the backupsharepoint.bat file you created (e.g. c:\scriptssharepoint\backupsharepoint.bat)
Name the task, Schedule it (e.g. Daily)
Start Time, Frequency, Start Date
Username and Password (use a domain user account that has proper permissions and non expiring password )
Finish

Verify Backups
Keep the backup directory secure. Monitor the job to ensure the job is running properly. Perform test restores from the backup files.


Click Here if you need similar instructions for SharePoint Portal Server 2003.

Microsoft Download Center: 2007 Office System Document: Developer Posters

Microsoft Download Center: 2007 Office System Document: Developer Posters
-Developer Roadmap for the 2007 Microsoft Office System
-Microsoft Office InfoPath 2007 Managed Object Model Poster
-Developer Map for SharePoint Products and Technologies Poster

SharePoint V3: Basic Backup Plan Using Out of Box Tools

Backup

1.
Using the SharePoint Central Admin Backup/Restore Utility, perform a full farm backup after each time you make configuration changes to the SharePoint farm. This backup will protect most of the farm configurations.

2.
Schedule an stsadm.exe backup script to run at least daily on each site collection. These backups will protect the site collections and their content.

3.
Create a SQL Server maintenance plan to backup all databases and transaction log filres on a regular schedule. SQL database backups can be also used to recover site collections. SQL backups also protect farm configurations.

Restore

To test a full restore, you can first restore the farm using the SharePoint Central Administration Backup/Restore Utility. Next, you can restore each site collection from the latest backups using stsadm.exe. This should get you to to a healthy state, as of the time of your latest site collection backup.

You may also want to test restoring a content database by creating a new web application on the farm, restoring a content database backup in SQL, then running the stsadm.exe command for attaching the content database to the new web application. Run iisreset /noforce then try hitting the restored site collections from the browser.

SharePoint V3: 64 bit PDF iFilter

Here is a link for a 64 bit PDF iFilter http://www.foxitsoftware.com/pdf/ifilter/.

SharePoint V3: Technique for Creating Branded Site Template

The process of creating a custom master page and CSS file to brand a site is often necessary. When creating a portal with multiple site collections, I like to template the branded site first and then create subsequent site collections using the template.

I start by creating the first web application and site collection. Next, I create the custom master page and CSS file. I upload the necessary images and logos to the publishingimages or sitecollectionimages directories of the site collection.

Once I have the site collection looking the way I want, then I use stsadm to backup the site collection. Then, I create a new web application and restore the sts backup. Now I don't have to brand the second site collection manually.

SharePoint V3: Pros and Cons of Managing Users and Groups

Here is a whiteboard dump from a session I had earlier today.

Provisioning SharePoint sites using Active Directory users:

Pros:
* Site Members web part displays the names of the users
* Provisioning can be delegated to site owners instead of IT
* User names and respective permission levesls are visible on Permissions screen

Cons:
* Portals with large memberships require a lot of maintenance
* Sub-sites that do not inherit security from parent require a lot of maintenance
* Adding and Removing members requires constant maintenance


Provisioning SharePoint sites using Active Directory groups:

Pros:
* Administration can be done completely from Active Directory
* Mail-enabled security groups provide a way to delegate group membership to people who are not AD administrators (they can manage memberships through Outlook global address book)
* Can nest AD groups within other AD groups to automate the process of provisioning users in SharePoint sites

Cons:
* Site members web part will display group names but not user names
* It isn't possible to view user membership from the SharePoint site permissions page, only group names appear
* Detailed security audit requires parsing multiple queries to Active Directory and SharePoint

SharePoint V3: Out of Box Options for Backing MOSS 2007 Farm Configurations

This post is about backing up farm configurations. Backing up web applications, site collections, and sites is a different subject.

1.
SharePoint Central Administration Backup/Restore Utility
Central Admin > Operations > Backup and Restore

Caveats:
Cannot be scheduled

2.
STSADM.EXE
Program Files > Common Files > Microsoft Shared > Web Server Extensions > 12 > Bin > stsadm.exe

a. Identify the components you would like to backup
stsadm.exe -o showtree

b. Perform Backup Operation
stsadm.exe -o backup -directory file://servername/backup_share_name -backupmethod full -item farm -backupthreads 1

Caveats:
Cannot backup the following:
Configuration Database
Central Administration web application
Shared Services Provider web application
Shared Services Provider database
User Profile Application
Shared Services Index
Shared Services Provider Search database
Search Instance
WSS Search database