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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

Special Consideration for Copying or Moving Across Farms

General Requirements

·In order to perform a cross-farm copy or move, both farms must:

§normally, be in Active Directory domains that have a two-way trust relationship

§NOTE: If you are performing a cross-farm copy/move operation and a two-way trust does not exist, the operation can be performed if the domains have a one-way trust relationship  See "Copying/Moving Between Farms with a One-Way Trust Relationship," following, for account requirements

§use a domain account as the Service Account

§either:

§use the same Service Account for the Web application that hosts the ControlPoint Configuration Site collection

OR

§if using different Service Accounts, each account must be in the ControlPoint RSAADMIN group in the other farm.  See ControlPoint User Groups.

·You can copy/move objects from a WSS-only farm to a MOSS farm; however, the operation will fail if you attempt to copy/move objects from a MOSS farm to a WSS-only farm.

·As covered in "How Content is Handled," above:

§the operation may fail if Web Parts used in pages in the source have not been installed on the destination farm

AND

§the operation will fail if any active features used in the source have not also been installed and activated on the destination farm. (You may circumvent the issue by deactivating features on the source site before performing the copy/move.)

·The operation may fail if the source farm has a later Service Pack version than the destination farm.  For example, it is usually not possible to copy/move a site from a system with Service Pack 1 to a system with Service Pack 2.

·You cannot copy/move between farms running different versions of SharePoint.  Copying/moving sites from an earlier version of SharePoint to a later version should be treated as a migration.  (Quest offers tools to facilitate the migration process.)

Copying/Moving Between Farms with a One-Way Trust Relationship

If you are performing copy/move operation between domains that have a one-way trust relationship:

·the accounts used by the administrator(s) requesting the copy and the service accounts being used by the Web application that hosts the ControlPoint Configuration Site collection on both farms are in the domain that is trusted (often referred to as the "user" domain)

·the temporary location specified in copy operation can be accessed by the ControlPoint application pool process on both the source and destination server.  Ideally, this should be in the in the trusting domain (often referred to as the "resource" domain)

·on the appropriate ControlPoint page you will need to provide credentials (domain, account and password) for an account that can be authenticated within the trusting domain (either source or destination).

NOTE:  If the source is the trusting domain, the account must be in the ControlPoint Remote Service Account Administrators (RSAAdmin) group..

 

Copy/Move Backup and Temporary Locations

\\One of the parameters that must be specified for a copy or move operation is a Temporary Location.  The Temporary Location is the location to which the site containing the object(s) being copied/moved are exported from the source location, then subsequently imported to the destination location to complete the operation.  This location must be accessible to both the source and destination Web front-end servers, but it does not necessarily have to be accessible to the ControlPoint user's workstation.  

If you are moving SharePoint objects, you also have the option of specifying a Backup Location from which you can restore an object, if necessary.

NOTE:  It is a best practice to already have current backups of objects to be moved initiating the copy or move operation.

Both the Temporary Location and Backup Location(s) must meet the following requirements:

·The location must be a folder (not file) path, normally a UNC specification of a network shared folder (for example, \\server_name\share). You may use a local path (such as c:\temp) for the Backup Location (and, if both source and destination are within a farm, for the Temporary Location; if source and destination are in different farms, you must use a UNC specification).  ControlPoint Application Administrator may have also specified a default temporary location to use.

·The account you are using to perform the operation (and in the case of cross-farm operations, the Service Account(s) of both the source and destination farm) must have Full Control access to each location, both to the folder itself and to the share.  If are performing a cross-farm operation between farms in domains with a one-way trust relationship, it is generally best to place the share in the resource (i.e., trusting) domain.  Exported files are automatically deleted from the Temporary Location (but log files are retained) once the operation has been carried out.

The available disk space on both the source and destination web front ends and the destination SQL server must be several times larger than the size of the site containing the objects being copied/moved.  This is necessary in order to accommodate the way in which the SharePoint API performs the export operation.

TIP:  For ease of management, it is recommended that you specify different locations for the Temporary and Backup files.

 

Copying a Site Collection or Site

The ControlPoint Copy Site action lets you copy the configuration, content, and/or permissions of a site collection or site from one location to another, either within the same farm or across farms.

REMINDER: Copy/Move actions are available only if ControlPoint was first installed prior to version 8.1.

Before you copy a site collection or site:

Be sure to review Factors to Consider Before Performing a Copy or Move.  

To copy a site collection or site:

1In the SharePoint Hierarchy, select  the site collection or site you want to copy.  (Note that you can only copy one site collection or site at a time.)

2Right-click and choose Content > Copy Site.

3Use the information in the following table to determine the appropriate Source Site Content Settings option to select.

If you want to copy the site collection or site's ...

Select ...

·configuration (that is, properties that have been defined for the site, such as theme, templates, and default lists)

·site content (lists and libraries, documents and list items), and

·child sites

All Content.

configuration and site content (not child sites)

Limited Content.

configuration only

No Content.

4Specify the following Destination Settings:

a)For Temporary Location, specify the folder path to which you want to export source files.  (ControlPoint Application Administrator may have also specified a default temporary location to use.)  

b)REMINDER:  The account you are using to perform the operation (and in the case of cross-farm operations, the Service Account(s) of both the source and destination farm) must have Full Control access to the Temporary Location, both to the folder itself and to the share.  

c)If you are performing a cross-farm operation:

§ select a Destination Farm from the drop-down

OR

§enter the location of the destination farm in the format http://<server_name>:<port_number> or <hostname>

where port_number is the port number used for the ControlPoint Web application.  1818 is the ControlPoint default.

NOTE:  You can perform cross-farm operations only if both farms are managed in ControlPoint.  For additional requirements and considerations, see Special Consideration for Copying or Moving Across Farms.

d)Click the Destination Url: [Select] button to open the Destination Selection page.

5Select a location in the Destination Farm Tree.  Use the information in the following table for guidance.

NOTE:  Remember that you can promote a subsite (that is, make it a site collection in the destination location) or demote a site collection (that is, make it a subsite in the destination location).  You can also select multiple destination sites and/or subsites.

If you want to ...

Then in the Destination Farm Tree ...

And ..

create a site collection in the destination location

select the Web application under which you want to add the site collection

accept the default selection Copy under [Web_App_Name].

 

Note that if you choose this option:

·the Overwrite option is disabled, and

·you can only select one Web application.

overwrite the site collection in the destination location(s)

select the site collection(s) you want to overwrite*

select Overwrite selection and its children.

create a subsite in the destination location(s)

select the site collection(s) and/or subsite(s) under which you want the site collection to be added*

select Copy under selection.

overwrite a subsite in the destination location(s)

select the subsite(s) that you want to overwrite*

select Overwrite selection and its children.

* To multi-select, hold down the [Ctrl] key

6 If you selected a Destination Farm that is different than the source farm and you want to select a different user account to carry out the portion of the operation that occurs in the destination location, use the Sign in as Different User option in the upper-right corner of the Destination Selection page.  (Note that this option will not be visible if the source and destination are within the same farm.)

Copy Move Destination User

7Use the information in the following table to determine the appropriate actions to take.

REMINDER: Make sure you are familiar with How Security Settings are Handled at the Copy/Move Destination.

If you chose to ...

Then ...

create a site collection

·Enter the URL path for the new site collection.

·If you want to carry security settings over from the source site, check the Carry Source Permission Settings box.

Create New Site Collection

overwrite a site collection or site

·If you want to carry security settings over from the source site, check the Carry Source Permission Settings box.

·If you want to back up the destination site collection or site to a CAB file before overwriting it:

§check the Backup Destination Before Overwrite box,  and

§enter the UNC path to the folder  to which you want to export the destination site collection/site before it is overwritten.

It is strongly recommended that you always back up destination site collections/sites that are to be overwritten.  If an error occurs during the operation, the import of the source site will be rolled back, but the deleted/overwritten site will have to be restored manually.

Overwrite Site Collection

The Backup Location you specify becomes the default backup location for future copy and move operations that you perform (that is, it is a user-specific location).  You can restore sites from the backup location using standard stsadm import procedures.

create a subsite

·Enter the Destination Site URL path

·Select the appropriate option for Security Settings; either:

§Inherit from [site_name] (if you select this option, all child sites, lists, and libraries will inherit permissions from the destination parent, even if they had unique permissions on the source site),

OR

§Carry from source and create unique permissions (if you select this option, all permissions from the source site (both inherited and unique) will be carried over and set as unique permissions on the destination site.)

·Check each of the Navigation Settings you want to carry over to parent and child sites.

Copy Under Site

8If the source and destination are in different domains with a one-way trust relationship and the source domain does not trust the destination:

a)Expand the Advanced Settings section.

b)Check the If one-way trust box.

c)Enter the Source Domain name, Login Name, and Password.

NOTE:  If the destination domain does not trust the source, you will need to complete corresponding fields on the main page.

opyMove List Advanced Settings DEST

9If you are creating or overwriting a site collection and more than one content database is attached to the Web application, select the content database that you want to use from the Select Content Database drop-down.

Copy Move CONTENT DATABASE SELECT

NOTE:  The drop-down displays content databases that are currently online and for which the Maximum Number of Sites has not been reached.  If you do not want to specify a database, accept the default value Let SharePoint Choose.

10Click [OK] to return to the Copy Site main page, with the Other Settings section populated with the options you selected.

11If the source and destination are in different domains with a one-way trust relationship and the destination domain does not trust the source:

a)Expand the Advanced Settings section.

b)Check the If one-way trust box.

c)Enter the Destination Domain name, Login Name, and Password.  (Remember that the account you use must be in the ControlPoint Remote Service Account Administrators (RSAA) group.)

NOTE:  If the source domain does not trust the destination, you will need to complete corresponding fields on the Destination Selection page.

CopyMove Advanced Settings SOURCE

Additional options in the Advanced Settings section may be used in special circumstances.  For example:

§If you want to Compress content during export, check this box.  

NOTE:  If your selection includes one or more exceptionally large documents or list items an attempt to perform a copy/move operation may result in Out of Memory exception as files are being exported.  (Compression of exceptionally large list items may consume a lot of memory.) This is why the Compress option is unchecked by default.  

§If the site contains certain kinds of dependencies (such as a reference to another site), and you want those dependencies to be included at the destination, uncheck the Exclude Dependencies box.

NOTE:  If you choose not to Exclude Dependencies, you may encounter an error when the export process attempts to capture the content being referenced.  This is why Exclude Dependencies is checked by default.

§By default, ControlPoint does not copy workflows.  If you want to Include workflows associated with selected content, check this box.

NOTE:  For information on workflow components that ControlPoint will and will not copy or move, see How Content is Handled When Copied or Moved.

§By default, ControlPoint copies all versions of lists or libraries.  However, compatibility issues may exist with old versions. For example, if an old version of a Web Part page contains a Web Part that no longer exists on the system, you may encounter an error.  You can choose, instead, to copy only the Current version, Last Major, or Last Major and its Minor.

Now you can either:

·run the operation immediately (by clicking the [Run Now] button)

OR

·schedule the operation to run at a later time or on a recurring basis.

OR

·save the operation as XML Instructions that can be executed at a later time.

If you choose to run the action immediately, an Action Verification dialog displays with a summary of the options you chose.  Review these options, then click [OK] to continue.

When the process has completed, one of the following messages displays on the Action Verification dialog:

§Process Completed -

ControlPoint completed the operation without errors.

§Process Completed with Some Errors -

ControlPoint completed the operation, but with some errors; for example, an orphaned user was found in a group that was copied.

§[error_message_text]

An error occurred that prevented ControlPoint from completing the operation.  

NOTE:  If you chose to overwrite an object and an error occurs during the backup (export) of the destination site, ControlPoint will stop processing the operation regardless of the nature of the error, to prevent the destination site from being deleted before the problem can be corrected.

Click [OK] to generate a ControlPoint Task Audit, which provides detail about the progress of the operation, including any errors that have occurred.

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.

 

Moving a Site Collection or Site

The ControlPoint Move Site action lets you move the configuration, content, and/or permissions of a site collection or site from one location to another, either within the same farm or across farms.

Once a site collection is deleted from the source content database, any activity and audit log data associated with it remains but becomes "orphaned."  If ControlPoint audit log archiving has been set up for the farm, audit log data can be archived—and purged from the database— before the site collection is deleted.  See Archiving Audit Log Data Before Moving or Deleting a Site Collection .  The site collection in the source content database will display as a deleted site collection in Site Collection Activity results only if it was active during the period covered by the analysis.

REMINDER: Copy/Move actions are available only if ControlPoint was first installed prior to version 8.1.

Before you move a site collection or site:

Be sure to review Factors to Consider Before Performing a Copy or Move.  

To move a site collection or site:

1In the SharePoint Hierarchy, select the site collection or site you want to move.  (Note that you can only move one site collection or site at a time.)

2Right-click and choose Content > Move Site.

3Use the information in the following table to determine the appropriate Source Site Content Settings option to select.

If you want to copy the site collection or site's ...

Select ...

·configuration (that is, properties that have been defined for the site, such as theme, templates, and default lists)

·site content (lists and libraries, documents and list items), and

·child sites

All Content.

configuration and site content (not child sites)

Limited Content.

configuration only

No Content.

4Specify the following Destination Settings:

a)For Temporary Location, specify the folder path to which you want to export source files.  (ControlPoint Application Administrator may have also specified a default temporary location to use.)  

REMINDER:  The account you are using to perform the operation (and in the case of cross-farm operations, the Service Account(s) of both the source and destination farm) must have Full Control access to the Temporary Location, both to the folder itself and to the share.  

b)If you are performing a cross-farm operation:

§ select a Destination Farm from the drop-down

OR

§enter the location of the destination farm in the format http://<server_name:port_number> or or <hostname>

where port_number is the port number used for the ControlPoint Web application.  1818 is the ControlPoint default.

NOTE:  You can perform cross-farm operations only if both farms are managed in ControlPoint.  For additional requirements and considerations, see Special Consideration for Copying or Moving Across Farms.

c)Click the Destination Url: [Select] button to open the Destination Selection page.

5 If you selected a Destination Farm that is different than the source farm and you want to select a different user account to carry out the portion of the operation that occurs in the destination location, use the Sign in as Different User option in the upper-right corner of the Destination Selection page.  (Note that this option will not be visible if the source and destination are within the same farm.)

Copy Move Destination User

6Use the information in the following table to determine the appropriate actions to take.

REMINDER: Make sure you are familiar with How Security Settings are Handled at the Copy/Move Destination.

If you chose to ...

Then ...

create a site collection

·Enter the URL path for the new site collection.

·If you want to carry security settings over from the source site, check the Carry Source Permission Settings box.

Create New Site Collection

overwrite a site collection or site

·If you want to carry security settings over from the source site, check the Carry Source Permission Settings box.

·If you want to back up the destination site collection or site to a CAB file before overwriting it:

§check the Backup Destination Before Overwrite box,  and

§enter the UNC path to the folder  to which you want to export the destination site collection/site before it is overwritten.

It is strongly recommended that you always back up destination site collections/sites that are to be overwritten.  If an error occurs during the operation, the import of the source site will be rolled back, but the deleted/overwritten site will have to be restored manually.

 

The Backup Location you specify becomes the default backup location for future copy and move operations that you perform (that is, it is a user-specific location).  You can restore sites from the backup location using standard stsadm import procedures.

create a subsite

·Enter the Destination Site URL path

·Select the appropriate option for Security Settings; either:

§Inherit from [site_name] (if you select this option, all child sites, lists, and libraries will inherit permissions from the destination parent, even if they had unique permissions on the source site),

OR

§Carry from source and create unique permissions (if you select this option, all permissions from the source site (both inherited and unique) will be carried over and set as unique permissions on the destination site.)

·Check each of the Navigation Settings you want to carry over to parent and child sites.

Copy Under Site

7If the source and destination are in different domains with a one-way trust relationship and the source domain does not trust the destination:

a)Expand the Advanced Settings section.

b)Check the If one-way trust box.

c)Enter the Source Domain name, Login Name, and Password.

NOTE:  If the destination domain does not trust the source, you will need to complete corresponding fields on the main page.

CopyMove Advanced Settings SOURCE

8If you are creating or overwriting a site collection and more than one content database is attached to the Web application, select the content database that you want to use from the Select Content Database drop-down.

Copy Move CONTENT DATABASE SELECT

NOTE:  The drop-down displays content databases that are currently online and for which the Maximum Number of Sites has not been reached.  If you do not want to specify a database, accept the default value Let SharePoint Choose.

9Click [OK] to return to the Move Site main page, with the Other Settings section populated with the options you selected.

10Complete the Delete Source Settings section as follows:

a)If different from the default (10 days), enter the number of days after the move that you want the site collection/site deleted from the source location.

NOTE:  If you are moving an active site collection or site, it is recommended that you either lock the site collection to prevent changes or delete it within a day of a successful move because any changes to the source after the move is carried out will not be replicated to the destination.

b)If you want to back up the source site collection or site to a .CAB file before it is deleted:

§make sure the Backup Before Delete box is checked, and

§specify a network folder path to which you want to export the backup file.

It is strongly recommended that you make a backup of the source, especially if security settings will be changed and/or content will be overwritten.  You must have Full Control permissions to the Backup Location you specify, and it becomes the default location for future move operations that you perform (that is, it is a user-specific location).  You can restore sites from the backup location using standard stsadm import procedures.

11If the source and destination are in different domains with a one-way trust relationship and the destination domain does not trust the source:

a)Expand the Advanced Settings section.

b)Check the If one-way trust box.

c)Enter the Destination Domain name, Login Name, and Password.  (Remember that the account you use must be in the ControlPoint Remote Service Account Administrators (RSAA) group.)

NOTE:  If the source domain does not trust the destination, you will need to complete corresponding fields on the Destination Selection page.

CopyMove Advanced Settings SOURCE

Additional options in the Advanced Settings section may be used in special circumstances.  For example:

§If you want to Compress content during export, check this box.  

NOTE:  If your selection includes one or more exceptionally large documents or list items an attempt to perform a copy/move operation may result in Out of Memory exception as files are being exported.  (Compression of exceptionally large list items may consume a lot of memory.) This is why the Compress option is unchecked by default.  

§If the site contains certain kinds of dependencies (such as a reference to another site), and you want those dependencies to be included at the destination, uncheck the Exclude Dependencies box.

NOTE:  If you choose not to Exclude Dependencies, you may encounter an error when the export process attempts to capture the content being referenced.  This is why Exclude Dependencies is checked by default.

§If you want to Include workflows associated with selected content, check this box.

NOTE:  For information on workflow components that ControlPoint will and will not copy or move, see How Content is Handled When Copied or Moved.

By default, ControlPoint copies all versions of lists or libraries.  However, compatibility issues may exist with old versions. For example, if an old version of a Web Part page contains a Web Part that no longer exists on the system, you may encounter an error.  You can choose, instead, to copy only the Current version, Last Major, or Last Major and its Minor.

Now you can either:

·run the operation immediately (by clicking the [Run Now] button)

OR

·schedule the operation to run at a later time or on a recurring basis.

OR

·save the operation as XML Instructions that can be executed at a later time.

If you choose to run the action immediately, an Action Verification dialog displays with a summary of the options you chose.  Review these options, then click [OK] to continue.

When the process has completed, one of the following messages displays on the Action Verification dialog:

§Process Completed -

ControlPoint completed the operation without errors.

§Process Completed with Some Errors -

ControlPoint completed the operation, but with some errors; for example, an orphaned user was found in a group that was copied.

§[error_message_text]

An error occurred that prevented ControlPoint from completing the operation.  

NOTE:  If you chose to overwrite an object and an error occurs during the backup (export) of the destination site, ControlPoint will stop processing the operation regardless of the nature of the error, to prevent the destination site from being deleted before the problem can be corrected.

Click [OK] to generate a ControlPoint Task Audit, which provides detail about the progress of the operation, including any errors that have occurred.

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.

 

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