Thủ thuật Sharepoint 2010 part 86 potx

Content Organizer  635 CONTENT ORGANIZER Information routing, or content routing, is a very powerful capability. Those of you who are familiar with and use Outlook are very familiar with content routing. Outlook’s rule capability enables the automatic routing of different types of e-mail messages to different folders. This is extremely efficient for organizing and managing your Outlook Inbox. In SharePoint 2007, the Records Center site template has a routing engine that routes records to the proper location within the Records Center site collection. The Content Organizer feature in SharePoint 2010 is a new routing feature that extends, enhances, and makes more broadly available the routing engine used in the Records Center site template from SharePoint 2007. The Content Organizer automatically routes documents that users upload to libraries and folders based on rules that are defined by site administrators. Document routing is based on content types and the metadata within those content types. The following list summarizes the Content Organizer features: The Content Organizer feature must first be activated to provide this capability. This feature  is installed and visible at the site level by default, not the site collection level, but it is not activated. Once the feature has been activated, site administrators can configure both the organizer settings and the organizer rules. Organizer settings determine whether to route documents and rules determine where the documents are routed. Feature activation also creates a special document library called the Drop Off Library (DOL).  This library acts as location where users can upload content, where content that needs to be routed is temporarily stored, and where content that needs to be routed but does not contain all the necessary metadata can be stored. For example, when users upload multiple documents at the same time, the documents are stored in the DOL until metadata is defined and the documents are checked-in. The organizer only routes documents that are based on the Document content type or are  derived from the Document content type. Therefore, it cannot be used to automatically orga- nize and manage lists. Documents can be automatically routed to different libraries, and folders within those libraries.  This is accomplished without user intervention. It can be used to control the number of documents in a specific folder, and create a new folder  when the document limit has been met. This is yet another way that SharePoint 2010 works to ensure that large lists (in this case, libraries) are appropriately managed as were discussed in Chapter 3. The user who uploads a new document is notified that the document has been routed and  given the URL to the document’s location so that it can be found in the future. Configuring the Content Organizer Configuring the Content Organizer involves choosing options for both the organizer settings and the creation of rules. Because each of these has several different options, the configuration discus- sion is divided into two sections, one for settings and one for rules. 636  CHAPTER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010 Organizer Settings The first step in configuring the content organizer is to configure the settings. 1. You first need to activate the Content Organizer feature at the site level. The Manage site features link is located in the Site Actions section on the Site Settings page. Click the Activate button on the Site Features page to activate the organizer feature, as shown in Figure 21-21. FIGURE 2121 Feature activation adds two new menu items, or links, to the Site Administration section of your Site Settings page: Content Organizer Settings and Content Organizer Rules, as shown at the bottom of the list in Figure 21-22. The settings determine whether to route documents that are added to the site collection based on rules. Any changes made here affect routing for the entire site. Rules are used to route indi- vidual documents based on metadata attributes, which are configured by the site administrator. Also added is the new Drop Off Library document library, described earlier. The link to the DOL should be added to the Documents sections on the left-hand navigation pane of the site. It is just a standard SharePoint document library with a timer job that processes out- standing items. This library is used for several different purposes. Essentially, this library is a temporary location for documents that will eventually be moved to the correct library or folder. Once their metadata have been filled out, files uploaded to this library are automatically moved according to rules created by the site owner or administrator. Users can upload their documents to this library when they are unsure where they go, and this library can be used as a staging area for documents that do not have all the required metadata. The document’s properties need to be edited and all required metadata filled out in order to have the routing rules applied. If none of the rules apply, then the document remains in the DOL and the user who uploaded the document receives a message indicating that. In addition, the site owner is notified that a new rule may need to be created. Items that remain in the DOL generate e-mails to those individuals defined as rule managers in the Content Organizer settings page. Those e-mails are only sent, however, if the Content Organizer Settings page is properly configured — for example, the options to send e-mails when submissions do not match a rule, and/or send e-mails when content has been left in the DOL for three days have been enabled. FIGURE 2122 Content Organizer  637 Because the DOL is a standard SharePoint document library, it has all the features available to a library. Therefore, the following features can be used with automatic document routing: SharePoint workfl ow and content approval, check in and check out, alerts, and permissions. 2. The next step is to confi gure the organizer’s settings. Several different options are available for confi guring the organizer. This will be accomplished over the next several steps. Navigate to the Settings page and review the different options. This page is partially shown in Figure 21-23, and the options are summarized in Table 21-4 (which appears at the end of this section). FIGURE 2123 The Settings page contains confi guration options that will affect document routing for the entire site. The Redirect Users to the Drop Off Library option is enabled by default. Leave this option enabled so that all users will be required to use the organizer for this site. 3. Enable the Allow rules to specify another site as a target location option. Doing so enables you to see what confi guration needs to be done to support this option. You will see the benefi t of this option when you confi gure the organizer’s rules in the next section. Navigate to the Central Administration home page, click the General Application Settings link, and then click the Confi gure send to connections link, which will reveal the page shown in Figure 21-24 (only the bottom half of the page is shown in the fi gure). Note that Send To connections are created and confi gured on a per-Web-application basis. We will focus on creating a new connection, so review the Connection Settings section. Enter the title Test into the Display name textbox. For the Send To URL value, you need to confi gure another site for organizer 638  CHAPTER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010 use, as shown previously. Once you have done this, the URL you will need is shown at the bottom of the Settings page in the Submission Points section. Copy this value to the Send To URL textbox and click the option Click here to test to ensure you have copied a URL that is an accessible location. Note the format of this URL, and that the reference is calling a Web service: http://sharepoint2010/_vti_bin/OfcialFile.asmx The general format of this URL is shown below. You will not be allowed to add a URL to a site in which the organizer feature has not been activated: http://server/site/_vti_bin/OfcialFile.asmx Select the Move option for the Send To action. Once complete, click the Add Connection button, which will add the Test connection to the Send To Connections textbox on the same page. Select Test and click the OK button at the bottom of the page. You will then be returned to the Settings page. FIGURE 2124 4. From the Settings page, enable Folder Partitioning by selecting the checkbox. Set the number of items in a single folder to a value of 1. This option enables administrators to manage libraries with a large number of items. For SharePoint 2007, it was recommended to limit the number of items in a single container or view to fewer than 2,000. This was managed Content Organizer  639 through the use of folders, but it had to be implemented manually. The Content Organizer in SharePoint 2010 can automate this process. In SharePoint 2010, the recommendation is to limit a container or view to fewer than 5,000 items. Farm administrators can use the organizer and list throttling to help manage this on a per-Web-application basis. 5. For the Duplicate Submissions section, leave the Use SharePoint versioning option enabled. 6. Enable the option for Preserving Context. This option is especially important when using Records Center websites so that you retain all of the historical information about an item. When retained, you can click Compliance Details from the View Properties page of an item to review this information. 7. Keep the remaining options with their default configuration settings, and click the OK button at the bottom of the page to save the options configured for the organizer. This completes the configuration. Table 21-4 reviews the Content Organizer settings. TABLE 214 Content Organizer Settings OPTION DESCRIPTION Redirect Users to the Drop O Library This option requires users to use the Content Organizer. If this option is enabled, then all document uploads are automatically placed in the DOL regardless of which library the user initially chose in the site for their upload. If this option is not checked, documents can still be routed but users have to upload their documents directly to the DOL. Once uploaded, they will be routed according to the organizer’s rules. Sending to Another Site This option allows rules to be created that will route documents in the current site to another site that also has the Content Organizer feature enabled. Rules utilize a Send To connection, which is configured in Central Administration, so the site owner may need to work with a farm administrator to complete this process. Folder Partitioning This option enables the Content Organizer to automatically create subfold- ers once the target location exceeds a pre-defined size. Site owners can provide two additional parameters: the maximum number of items per container before a new one is created, and the format of the folder name that will be automatically created. Duplicate Submissions This option controls what the Content Organizer does when a submitted item has the same name as a document already in the destination library. Administrators can either use SharePoint versioning or append unique char- acters to the end of duplicate filenames. continues 640  CHAPTER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010 OPTION DESCRIPTION Preserving Context This option ensures that the original audit logs and properties of the document are retained after the item is routed. Rule Managers Users who will create, edit, and manage rules need to be added here. These users also need the Manage Web Site permission in order to modify rules. You can also configure whether to e-mail the rule managers either when content has been added to the DOL and not moved out of it, or when an item was moved there during upload but an applicable routing rule was not found to apply to it. In that case, after it sits in the DOL for three days, an e-mail will be sent to all rule managers informing them that items are still in the DOL. Submission Points The URL provided is used for configuring Send To connections so that other sites can send documents or e-mail to this site. Organizer Rules The final step in configuring the content organizer is to define the rules used by the organizer to route the content. 1. Click the Content Organizer Rules link on the Site Settings page to display the Content Organizer Rules: Group by Content Type page. This page is a standard SharePoint list that uses the custom Rule content type. Notice that the Group by Content Type heading is actu- ally a drop-down list containing several options for displaying the items in the list, as shown in Figure 21-25. The items in this drop-down menu represent different views of the list. The Group by Content Type view is the default view because content types are the primary criteria upon which rules are based. There is an All Items view, and a Group by Target Library view, plus several other items for modifying, configuring, and creating a new view. FIGURE 2125 TABLE 214 (continued) Content Organizer  641 Each rule contains all of the criteria used to determine where new items should be routed. Rules provide a wide array of configuration options to ensure that you can develop a routing plan for almost any situation. A summary of the options available for creating rules are shown in Table 21-5 at the end of this section. 2. Now it’s time to create a new rule. Click the Add new item link or the New Item button in the Ribbon to reveal the Content Organizer Rules: New Rule dialog, shown in Figure 21-26. Only a portion of the New Rule web page is shown in the figure. FIGURE 2126 3. Assign a name to the rule, such as “My First Rule” or similar. In general, you should adopt a naming convention that describes the function of the rule so that its function can be dis- tinguished from other rules, since multiple rules will usually be present. Leave the status and priority at their default values of Active and 5. 4. You need to make a few choices in the Submission’s Content Type section, where you make selections in two drop-down lists. First, for the group content type, choose Document Content Types or any other group you prefer. The Group drop-down list contains the content type group names that are being used in the site collection and the current site. Once you pick a group name, the values in the Type drop-down list are filtered to show only those content types that are part of the selected group. Routing in the Content Organizer feature works only for Document content types or content types that inherit from the Document content type. If a group doesn’t contain any content types that inherit from Document, then it won’t be included in the Group drop-down list. As you might expect then, if a content type 642  CHAPTER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010 is not Document or inherit from Document, it will not show up in the Type drop-down list. Choose the Document content type for the Type value. You can also use content type aliases, as used in Record Center sites in SharePoint 2007. Aliases are alternative names for content types that may exist in other sites. These can be also be configured in this section. 5. The two remaining sections on the New Rule page are Conditions and Target Location. These sections are not shown in Figure 21-26 so you will have to browse to the New Rule web page and scroll to the bottom of the page to view these sections. You can specify up to six different conditions in the Conditions section. This is a very powerful option that governs whether a submitted document matches the rule and will be routed according to the rule’s target location. The Property drop-down list contains all of the properties associated with the content type selected previously in the Content Type section. To create a new property-based filter, you select the property on which you want to filter. Use the Operator drop-down list to define how you want to interpret the property value when evaluating an incoming document. You can choose from is equal to, is not equal to, is greater than, is less than, is greater than or equal to, is less than or equal to, begins with, does not begin with, ends with, does not end with, contains, and does not contain. For this example, choose the begins with operator. The Value box lets you type in the value you want to compare against when the rule is processed. Enter a value of Sales into the Value box. 6. The final section is the Target Location. This option defines where a document will be routed once it meets the rule conditions. Note the first radio button in the section, Another content organizer in a different site, and the value appearing in the drop-down window. If you fol- lowed along in the previous Organizer Settings section and configured a test Send To connection, and enabled the Sending to Another Site option, then it will show up in this list; otherwise, this list will be empty. It is this option that enables you to route documents to other sites. Otherwise, if you want to route the document within the site, choose the radio button “A library or folder in this site:” and click the Browse button. This will open a built- in picker-type dialog from which you can select from a list of document libraries in the current site. For this exercise, choose another document library you have created previously, such as Enterprise Content. After you’ve made your selection it is plugged into the Edit box in a URL format that is relative to the specific site collection. For example, if you are in the top-level site and you are routing to a library called Enterprise Content, the value in the Edit box would be /Enterprise Content. You can also choose to have folders created automatically for items based on one of the properties of the content type. To do so, enable the “Automatically create a folder for each unique value of a property:” checkbox. It also has a drop-down list of properties associated with the content type. However, unlike the drop-down list used in the property-based filters above, this drop-down contains only properties required by your content type. This prevents adding folders that have no values for a property. You can also specify a format for the folder name. By default, it is “%1 — %2”, where %1 is replaced with the name of the property, and %2 is replaced with the value of the property. There is no need to make any other additions to the rule for our testing purposes, so this completes the rule configuration. At this point, click OK, and the new rule is added as shown in Content Organizer  643 Figure 21-27. Whenever a new rule is created, the Content Organizer checks whether that specific content type has been added to the DOL. If it hasn’t, then the content type is added to the library so that when the edit form is displayed after an item has been uploaded, users can select any one of the content types used in the routing rules. FIGURE 2127 7. Add a second rule called “My Second Rule” or similar and configure the Group and Type content types to be Document Set Content Types and Document Set, respectively. Configure the condition to use the Name property, the ends with operator, and a value of “IT.” Route all documents to a different library called Enterprise Document Sets. If your target library does not have the content type specifically chosen in the rule, you will receive the message shown in Figure 21-28 and the new rule will not be saved. Therefore, you need to add this content type to the Enterprise Document Sets library and then re-create the rule. Once you have successfully created the rule, confirm that the Document Set content type has been automatically added to the DOL Content Type list. 8. To test the functionality, upload a Word document called Sales Brochure to the Enterprise Content library. You will see the dialog shown in Figure 21-29. Choose the Document content type and click the Submit button. The dialog shown in Figure 21-30 will appear. This dialog informs the submitter that the uploaded document has been saved to its final location and provides a URL for the location. Confirm that it was successfully routed to the Enterprise Content library. FIGURE 2128 644  CHAPTER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010 FIGURE 2129 FIGURE 2130 9. Upload a Word document titled Sales Business Rules to the Enterprise Document Sets library, and configure Document as the content type. Confirm that the document was routed to the Enterprise Content library; but notice that the confirmation dialog indicates that a folder was created, as shown by the link in Figure 21-31. You can confirm this by navigating to the Enterprise Content library, as shown in Figure 21-32. The folder appears exactly as you configured it in the Organizer Settings earlier. 10. You can confirm that an uploaded document of content type Document Set was routed to the Enterprise Document Sets library. This completes the configuration and testing of the Content Organizer routing capability. [...]... introduced several new content management features of SharePoint 2010, including managed metadata, document sets, document IDs and the Content Organizer The focus has been on understanding each of these tools, the different options available for each tool, and how to configure them These features have broad-scale application to a large number of uses for SharePoint websites, so administrators should take... conditions Uploaded documents that match this rule will be assigned this content type when they are routed to the target location continues 646 ❘ Chapter 21 New Content Management Capabilities in SharePoint 2010 Table 21-5 (continued) Option Description Conditions This defines the conditions for matching the rule An uploaded document’s properties must match all of the specified property conditions . folders, but it had to be implemented manually. The Content Organizer in SharePoint 2010 can automate this process. In SharePoint 2010, the recommendation is to limit a container or view to fewer. Organizer feature in SharePoint 2010 is a new routing feature that extends, enhances, and makes more broadly available the routing engine used in the Records Center site template from SharePoint 2007. The. can either use SharePoint versioning or append unique char- acters to the end of duplicate filenames. continues 640  CHAPTER 21 NeW coNteNt maNagemeNt caPaBilities iN sharePoiNt 2010 OPTION DESCRIPTION Preserving

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