Posts Tagged ‘group’

Manage SharePoint Taxonomies with MetaVis Migrator

July 19, 2010

One of the most powerful features in SharePoint 2010 is Managed Metadata Columns. These columns allow users to pick values for a custom field from large list of values using easy and efficient GUI with hierarchical selections, filtering and type-ahead capabilities right at the tip of the mouse. For the best utilization of the managed metadata columns power they should rely on the hierarchical lists of values called taxonomies. Taxonomies could be created by administrators or power users, librarians or taxonomists. Taxonomies could be also created by the content authors tagging content with new metadata. In this later case managed metadata columns may be configured to accept new values from the users. These values will be inserted into taxonomies at the time the content gets tagged.

Taxonomies are defined in a Term Stores. Term Store is one of the objects managed by SharePoint 2010 new Managed Metadata Service. Term stores as well as terms inside them are shared between multiple site collections on the same server farm. This feature allows managed metadata columns from different site collections refer to the same terms. Term stores contain taxonomy groups. Groups allow administrators to set up term set security governing permissions for managers and contributors for all terms in the group. Each group may contain several Term Sets. Each Term Set may define certain topic and contain a hierarchy of terms. A term is a basic building block of SharePoint 2010 taxonomies. A term defines a value that could be selected by a user with managed metadata column. Terms may also contain hierarchies of other terms.

SharePoint 2010 provides pretty good administration for taxonomies in Central Administration site. Taxonomy management screen is also accessible from the site properties panel. Taxonomy management in SharePoint 2010 even includes Approval workflow for terms with delayed publishing or certain term hierarchies at the given time. However there is no easy way to re-organize different branches of the taxonomy hierarchy, merge several branches in one or copy term trees between term sets. The need to do this often arises when taxonomies got collected by the power users using editable managed metadata columns and then need to be re-organized by administrators to present best selection hierarchies for the regular authors or content taggers to use. The other need that often arises when managing taxonomies is to copy term sets or parts of the term set tree to completely different SharePoint server farm.

After realizing that these basic copy operations with terms will be useful for SharePoint 2010 community we added term store manager in MetaVis Migrator for SharePoint . Below is the picture of MetaVis view of SharePoint 2010 Term Store. You can see there a Term Store with Term Groups underneath, Term Sets like Cameras or Countries with term hierarchies. MetaVis allows to copy any of these objects from the term group and down the hierarchy and paste it to any other object inside the same hierarchy, to the other server or in the middle of the taxonomy tree of the other server farm.

Compare SharePoint content (items and documents) and other objects between sites using MetaVis side-by-side compare feature

May 13, 2010

There were several updates made recently to MetaVis Live Side-by-Side Site Compare dialog worth to mention today. First, it becomes possible to compare actual content: items and documents in SharePoint lists. Here is how the difference report looks like. Copy from left to right button would start the copy operation.

There are several objects types added to the side-by-side compare report besides content. Among them are list views, site permissions, permission levels and security groups. Here is the example how security groups compare in this report. As usual, all differences could be synchronized between sites using Copy button.

Manage SharePoint Site Security: Permission Levels, Permissions, Security Groups and Users with MetaVis

May 13, 2010

One of MetaVis for SharePoint features often overlooked by its users is embedded SharePoint site security manager. Site security manager allows to browse and copy site permission levels, permissions, groups and users between SharePoint security groups, sites, site collections and even SharePoint farms, view site permissions inheritance status, break it or restore it – all in an intuitive Windows Explorer style user interface.

MetaVis Site Security Manager is embedded in to MetaVis Migrator. It does not require any additional server side components which makes it easy to try.

To start browsing security objects right click at any site of the site collection hierarchy in MetaVis Navigation Tree and select one of the security related item:

  • Show Permissions
  • Show Permission Levels
  • Show Groups

Below is the screen shot of the typical site permissions setup. The green flag in the top right corner of the list is the indicator whether permissions set is inherited from the parent site. Red flag means that permissions set is inherited. In this case the copy permissions to this site would not be allowed.

SharePoint icon next to inheritance flag opens a browser pointing to the site permissions screen.

Note that permission records on this screen are like any other MetaVis objects: they could be dragged and dropped to the other site (possibly from the other site collection of SharePoint farm) or they could be copied to the clipboard with the consequent paste to the other site. Many permission records could be selected at once to be copied in batches.

Below is the screen shot listing site permission levels. As was discussed earlier, the green flag in the top right corner is the indication that permission level inheritance from the parent site is broken for this selected set. As was discussed earlier, permission level records could be dragged and dropped or copied and pasted to the other site individually or in bulk.

Below is an example of the screen displaying security groups and users for the selected site. This screen allows to browse site groups and users in these groups. Like with other lists, it is possible to select several objects on this screen using familiar Ctrl-Click, Shift-Click shortcuts. The screen supports features like

  • Drag and drop (copy / paste) users between groups of the same site (right on this screen)
  • Drag and drop (copy / paste) users to the groups in the other site, possible in the other site collection or even server farm
  • Drag and drop (copy / paste) the whole group to the other site or site collection

Maintaining Created / Modified properties while copying or tagging documents in SharePoint

December 18, 2009

Each SharePoint item and document has special Created By, Created At, Modified By and Modified At properties that can be seen on the item’s View Properties screen. These properties are not editable with SharePoint GUI but sometimes it is desirable to keep these properties while copying document from one location to the other one, uploading a file from file system or re-classifying the document with new content type or field values.

Below are some typical cases that would benefit from maintaining original values for these “core” properties at the time of moving, copying or uploading an item:

  • Created At property could be used to enforce document retention policy. During its life-cycle document may travel from file system to a list in SharePoint and to an other SharePoint site. In this case it would be nice to keep the created date of the original document instead of the date of moving to its last location.
  • Created By property could be used in a navigational list view with grouping that include original document author. Unless this property will be preserved during document copy, the document would not be found in the author category it belongs.
  • Modified At property could be an indicator of items that have been recently changed. The change would trigger a special workflow for an item or cause a notification. In case of maintenance (not business related) changes such business related activities should be waved. These maintenance changes may include mass enhancement of metadata of simple copying items to another location.

MetaVis Classifier and Migrator products optionally allow user to maintain Created By, Created At, Modified By and Modified At properties during item tag, copy or file upload to SharePoint. To enable this functionality a special product called MetaVis Core Properties Service has to be installed on the destination SharePoint server – the one where these properties values should be maintained.

After MetaVis Core Properties Service has been installed on the destination SharePoint server, MetaVis Classifier and Migrator products detect it automatically during items copy. In this case MetaVis displays all four created / modified properties on the Copy Wizard Properties screen. By default these properties are set up to keep original value they had on the source item but there are several other possibilities listed below for defining their values during items copy or tag. Note that any of these cases could be applied to any of four core properties independently.

  • Copy value to the property from the same property of the source item (Create At to Create At, Modified By to Modified By, etc). This is the default choice on the Properties screen of the Copy Wizard. This choice maintains the original created / modified property value as it was in the source item whether it was located in other SharePoint site or on file system.
  • Copy value to the property from the other property of the source item. This option allows to set Modified At field to the value of the Created At field of the original item or to copy a value from a custom Person or Group column to a Created By field.
  • Let SharePoint set this property. This option does not copy any values. After the item copy, Created At and Modified At properties of a newly copied items will be set to the current time, Created By and Modified By fields will be set to the current user. After tag or copy to the new version only Modified properties would be set to current time and user.
  • Set certain value for this property. A user for Created By or Modified By fields could be selected from the list of users. Date and time for Created At or Modified At fields could be selected using calendar control.

When bulk list or site copy is performed instead of item level copy MetaVis Migrator will preserve all four created / modified properties from the original source item. MetaVis Migrator will also preserve all four created / modified properties if “Keep Original Content Type” option is selected on the Properties screen of the Copy / Tag Wizard during item level copy.

These flexible choices allow to plan each copy or tag process with respect to the intended use of a document or an item during its life-cycle.