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Metalogix ControlPoint 8.2 - User Guide

Preface Getting Started with ControlPoint Using Discovery to Collect Information for the ControlPoint Database Cache Searching for SharePoint Sites Managing SharePoint Objects
Accessing SharePoint Pages Viewing Properties of an Object within the SharePoint Hierarchy Creating Dashboards for Monitoring Statistics within Your SharePoint Farm Setting Object Properties Managing Site Collection and Site Features Managing Audit Settings Creating and Managing SharePoint Alerts Setting ControlPoint Alerts Managing Metadata Copying and Moving SharePoint Objects (Version 8.0 and Earlier) Moving a Site Collection to Another Content Database Deleting Sites Deleting Lists Archiving Audit Log Data Before Moving or Deleting a Site Collection Duplicating a Workflow Definition from one List or Site to Others Removing a Workflow from One or More Lists (or Sites)
Using ControlPoint Policies to Control Your SharePoint Environment Managing SharePoint User Permissions Data Analysis and Reporting
Specifying Parameters for Your Analysis Analysis Results Display Generating a SharePoint Summary Report Analyzing Activity Analyzing Object Properties Analyzing Storage Analyzing Content Generating a SharePoint Hierarchy Report Analyzing Trends Auditing Activities and Changes in Your SharePoint Environment Analyzing SharePoint Alerts Analyzing ControlPoint Policies Analyzing Users and Permissions The ControlPoint Task Audit Viewing Logged Errors
Scheduling a ControlPoint Operation Saving, Modifying and Executing Instructions for a ControlPoint Operation Using the ControlPoint Governance Policy Manager (SharePoint 2010 and Later) Using Sensitive Content Manager to Analyze SharePoint Content for Compliance Using ControlPoint Sentinel to Detect Anomalous Activity Default Menu Options for ControlPoint Users About Us

Creating a Managed Metadata Column from a Text Column (SharePoint Server)

The Create Managed Metadata action lets you map an existing text column in a SharePoint Server 2010 or 2013 list or library to a Managed Metadata term.  You can:

·map the text column to a Managed Metadata column that is already used by the list/library


·create a new Managed Metadata column using a term set that has been defined either within the current site collection or in the Managed Metadata Service Application.

NOTE:  If ControlPoint creates the Managed Metadata column, it will do so on the list-level Content Type. If you have defined a Content type at a higher level (such as the site collection or site) you may want to manually update the shared definition, and then use this action to populated the values of that column.

You can also run a simulation of how the operation will be carried out before committing to the action.  This can be valuable, for example, to identify exactly which items would be changed.


A SharePoint document library has a text field called Office, which identifies the Metalogix regional office that has ownership of a document.  

Create Managed Metadata BEFORE

The SharePoint administrator wants to map that column to a new Managed Metadata column entitled Metalogix Office, populate the new column with only valid Managed Metadata, and rename the original column, which is retained for reference or cleanup.

Create Managed Metadate AFTER

To create Managed Metadata from a text column:

1Select the object(s) for which you want to create Managed Metadata.

2Choose Automation > Create Managed Metadata.

Create Managed Metadata

3Use the information in the following table to determine the appropriate action to take.

If the scope of your selection ...

Then ...

·is at the site level or above


·includes more than one list

go to the next step.

NOTE:  Before you can select a list column, you must first choose from available Content Types.

consists of only one list

you may go to Step 7.

NOTE:  It is not necessary to choose a Content Type for a single list.  The Column drop-down will automatically populate with all of the columns used by that list.

4If you want to filter source column content types by a specific text string, complete the Content Type Contains field.

Create Managed Metadata CONTENT TYPE CONTAINS

5To populate the Content Type drop-down with relevant content types, click [Get Content Types].

6Select a source column Content Type from the drop-down.

Create Managed Metadeata SOURCE COLUM DROPDOWN

NOTE:  If you have selected objects above the list level (for example, Web applications, site collections, and/or sites), the drop-down will be populated with all Content Types that are available for use by lists and libraries within the scope of your selection.  If you have selected multiple lists, only Content Types that are currently in use by those lists will be available for selection.

7Select the Source Column Name of the column whose value you want to use in setting the Managed Metadata field.  (This drop-down is populated with all of the text columns within the scope of your selection that match the selected Content Type.)

Create Managed Metadeata SOURCE COLUM DROPDOWN

NOTE:  If your selection includes more than one list, custom columns will only appear in the drop-down if they have been added to the Content Type at the site level. If a column was added directly to a particular list (or to a Content Type on the list), it will appear in the drop-down if your selection consists of only that list.  

8If you want to give the source column a new name, complete the Rename source column to field.  ( If you want to use the same name for the target column, then you must rename the source column.)

Create Managed Metadata RENAME COLUMN

9Complete the Select a Target Managed Metadata section as follows:

a)For Target Column Name and Description:

§If the Managed Metadata column already exists for the Content Type, select it from the drop-down.

NOTE:  When you select an existing Managed Metadata column, the remaining fields will be grayed-out, and the existing column definition will be used.


§If you want to create a Managed Metadata column for the Content Type, enter a name for the new column in the drop-down then enter a Description.

Create Managed Medtday TARGET COLUMN

NOTE:  If you are creating a new Managed Metadata column, complete the remaining fields as you would if you were creating it in SharePoint.

10Check the options that you want to apply to the target column.

Create Managed Metadata TARGET COLUMN OPTIONS

11Complete the Target Column Options section as follows:

a)For If source value does not match term, specify how to proceed if a source value does not match a valid term within the selected term set. Use the information in the following table for guidance.

Create Managed Metadate TARGET OPTIONS

If the source value does not match a valid term within the selected term set and ...

Then ...

you want to retain the existing value in the target Managed Metadata column

select Leave target column as is.

NOTE:  If you are creating a new target Managed Metadata column and select this option, when a non-matching value is encountered the target column value will be left blank.

you want the value in the target column to be blank (and blank is a valid value per the column definition)

select Use Blank in target column.

you want the default value that has been specified for the target Managed Metadata column to be used

select Use Default value (term) in target column.

b)If the target Managed Metadata column already exists and you want to Overwrite existing values, check this box.

NOTE:  If you leave this box unchecked and a value already exists in that column for an item, the existing value will be retained.  If you selected a Managed Metadata column that allows multiple values, you also have the option to Append to existing values.  

Now you can either:

·run a simulation of the action (by clicking [Run Simulation])

·run the action immediately (by clicking [Run Now]),


·schedule the action to run at a later time


·create an xml file with instructions for the analysis that can be executed at a later time (by clicking [Save Instructions]).  

If you click [Run Simulation], ControlPoint runs through the process without actually making changes.  A Task Audit will be generated with a description of what ControlPoint would have done if the action had been carried out.  Text in the task description identifies it as a simulation.

If you chose the Run Now, option, after the action has been processed:

·a confirmation message displays at the top of the page, and

·a ControlPoint Task Audit is generated for the action and displays in the Results section.

If you schedule the action, a link to the Task Audit is included in the scheduled action notification email.

See also Auditing ControlPoint Administrator Tasks.


Copying and Moving SharePoint Objects (Version 8.0 and Earlier)

If ControlPoint was first installed prior to version 8.1, you can use Copy and Move actions as one-time, self-contained operations for copying or moving a single SharePoint object, either within the same farm or to a different farm.  You can choose whether or not to copy/move:

·descendants (site only, site with lists and libraries, entire site—including subsites)


·if you are copying subsites, navigation and navigation inheritance.

In addition, you can

·"promote" a site so that it become a site collection in the destination location

·"demote" a site collection so that it becomes a site in the destination location

·in the case of a move, create a backup (.CAB file) of the object before it is deleted from the source location

·overwrite an object at the destination (and optionally, create a backup .CAB file of the destination site collection/site before it is overwritten).

You can also copy an object to multiple locations within the same destination farm. (You can only move an object to a single destination).

A separate action, Move Site Collection to a Different Content Database, lets you move a site collection to another content database associated with the Web application, while preserving the url of the site collection.

In a multi-farm environment, you can initiate a copy/move action for a site collection or site in the home farm only.  (You can, however, specify a different farm as the destination as part of the operation).

IMPORTANT: Copy/Move actions are not available if ControlPoint was first installed with version 8.1 or later.  However, Quest offers other tools to help you migrate SharePoint content. Contact Quest for details.


Copy/Move Process Overview

ControlPoint Copy/Move vs. stsadm

ControlPoint Copy and Move actions are based on the same underlying API that supports the stsadm command line tool's export and import operations.  However, ControlPoint copy and move offers several advantages over stsadm:

·the interactive GUI allows you to:

§select source and destination urls without having to look them up and re-type them

§promote a site to a site collection or demote a site collection to a site more easily

§copy or move across farms without manually performing multiple steps

·you have the option of overwriting a destination site or list and backing up the site being overwritten

·for a move operation you can have the source site automatically deleted, either immediately or after a specified number of days, and have source backed up before deletion

·other ControlPoint value-added features include:

§the ability to run the copy or move operation on a schedule basis

§having a record of the copy/move operation in the ControlPoint Task Audit

Summary of the Copy/Move Process

ControlPoint performs the following copy/move operations:

A.Exports the selected object (site collection, site, list, or library) to one or more .CAB files using the API that underlies the stsadm -o export command.

B.Optionally, uses the export to .CAB file operation to make a backup copy of:

§objects being copied/moved at the source location


§if applicable, objects being overwritten at the destination location.

A.If you requested that the destination site be overwritten, deletes that site and all of its children.

B.Creates the destination object (in the case of a site collection, a destination root site) using either a blank template or the same template and creation language as the source site). Default lists, content, groups, and permissions consistent with the template are created.

C.Imports content from the Temporary Location to the destination using the API that underlies the stsadm -o import command.

NOTE:  ControlPoint carries out some steps associated with the creation of a new site (such as granting permissions to the account taking the action, and recording an event "announcing" the new site).

D.If the operation is a move, deletes the object from the source location either immediately or after a specified number of days.


Factors to Consider Before Performing a Copy or Move

Please review the following information about what to expect before performing a copy or move.

For further detail, refer to the document CopyMoveDetails in the ControlPoint install directory documentation folder (typically, C:\Program Files\Metalogix\ControlPoint\Support\Documents.


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