contentACCESS documentation – version 4.0

When the SharePoint setting are configured in the contentACCESS Central Administration for the very first time, SharePoint Archive must be activated:

All SharePoint settings that are necessary to set to create a SharePoint archive job can be found on the SharePoint Settings page (SharePoint Archive tab => Settings group).

The administrator configures here the:

• Databases

This is a list of MS SQL database connections configured for your tenant. These databases can be further selected on the archive job’s configuration page. You can either configure an already existing database connection (option “configure exiting”) or add a new database on the “All databases” page (System tab => Tenants group => All databases)

• System settings

The main system database for the SharePoint Archive is selected here. All the root connections (and its settings) are kept in this database.
Select the database connection to be applied from the dropdown list (deploy it by clicking “Deploy” in the warning message if needed) and save your settings.

• Retentions

Retentions define the time period, during which the data are stored in the archive storage; for more information abouthow to create retentions to be applied refer to chapter Retentions of this guide.

• Storages

The administrator must set here the SharePoint Archive storage for the binaries; for detailed information about how to create a new storage connection refer to chapter Storages of this guide.

• Root connections

In this section the administrator configures the connections to the SharePoint sites that will be archived. The root connections define the start point of the SharePoint site to be archived. Every item in the SharePoint hierarchy, that can be archived, can be defined as a root connection as well. These archivable SharePoint items and their sample URLs (to be defined in the root connection) are:

• a site collection – with URL like: http://sharepointserver.com/sites/testcompany
• a subsite of the site collection like http://sharepointserver.com/sites/testcompany/hr
• a SharePoint library (SharePoint document libraries, picture libraries, lists, tasks, contacts etc.) like
  http://sharepointserver.com/sites/testcompany/hr/testlibraryA
• a SharePoint folder like http://sharepointserver.com/sites/testcompany/hr/testlibraryA/testfolderA

The URL cannot be a parent URL or a sub URL of an existing connection.
Example: If you’ve got a root connection with URL http://sharepointserver.com/sites/testcompany/hr then you’re not allowed to add another root connection with URL http://sharepointserver.com/sites/testcompany or http://sharepointserver.com/sites/testcompany/hr/division1. This feature prevents the users from archiving the same content into two different databases/storages. If the user wants to add a root which already exists in the system database, he will be prompted about this.

When you’re adding a new root connection, you need to specify the following parameters:

• Url: URL of the site collection, subsite, library or folder you want to archive
• Use integrated authentication: If the checkbox is checked, the user’s current Windows identity will be sent to the SharePoint server and used for authentication. The next three textboxes will be disabled.
• User name: The name of the user who’s got the rights to access the site collection, subsite, library or the folder
• Password: The password of the above specified user
• Confirm password: Re-enter the password
• Database connection: The database where the archived data will be stored
• Storage name: The storage where the binaries will be stored



Note: It is recommended to add a site collection or subsite as a root connection, the libraries, folders etc. can be specified later as a relative URL on the respective archive jobs’ configuration page.

To view the details and archive statistics of the selected root connection, click on Details in its context menu.
Details:

URL – URL of the root connection
User – the username used when connecting to the SharePoint site
Store – store assigned to the connection
Database – database assigned to the connection
Index zone – index zone assigned to the connection

Statistics:
Statistics show archived folders count, document count and total size of the files that were archived.



• Schedules: The schedules automatizing the archive process must be set here.

There are 4 available SharePoint job types in contentACCESS:

• SharePoint Archive job
• SharePoint recovery job
• SharePoint Publishing job
• SharePoint Provisioning job

• Provisioning settings: The job that creates and updates contentACCESS users and assigns contentACCESS roles to them based on information gathered from SharePoint.

Each job type, together with its configurations, will be detailed in the following chapters of the guide.