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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

Copying List Items

The ControlPoint Copy List Item(s) action lets you copy items and folders (and optionally, security settings) from one SharePoint list or library to another, either within a site, across sites, or across farms.

Before you copy list items:

Be sure to review Factors to Consider Before Copying/Moving List Items.  

To copy list items:

1In the SharePoint Hierarchy, select the list whose item(s) you want to copy.

2Choose Content > Copy List Item(s).

3In the Selection section, select the list items that you want to include in the operation.

4If versioning is enabled for the source list or library, Select Version(s) to Copy from the drop-down.  (This option will not be visible if versioning is disabled.)

List Items VERSION DROPDOWN

NOTE:  The most recent version copied from the source will become the current version at the destination.  If you choose to copy multiple versions, all will be copied if versioning is enabled at the destination.  

5Specify 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_numbe> 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.

6Click the Destination Url: [Select] button to open the Destination Selection page.

7From the Destination Farm Tree, select the list to which you want to copy items.

Copy List Items DESTINATION

REMINDER:  You can only copy items to a list that uses the same template as the source.

8 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

9Use the information in the following table to determine the appropriate Security Settings option to select.

If ...

Then ...

you want to carry the permission settings of the source item(s) to the item(s) in the destination list

 

(which will give the item(s) unique permissions within the destination list)

check the Carry source list security settings to destination box.

NOTE:  If you check this box, a user group and its members will be carried over only if the group does not already exist in the destination site collection.   This option is not available if you are copying/moving between claims-enabled and non-claims-enabled Web applications.

you do not want to carry permissions settings of the source item(s) to the destination list

leave the Carry source list settings to the destination box unchecked.

 

NOTE:  If you leave this box unchecked and an item of the same name already exists in the destination list and has unique permissions, security settings will depend on the Overwrite Option option you select in the next step.

10If applicable, select the appropriate Overwrite Option from the drop-down.  Use the information in the following table for guidance.

NOTE:  This option is available only for document library items (which can be uniquely identified by file name) or lists whose items have the same IDs (for example, if a list was copied from one farm to another and IDs were retained).  

If you want the operation to ...

Select ...

create a new version of any items that are the same in the destination list

Append (save as a newer version).

NOTES:

·The most recent version that is copied will become the current version at the destination.  If you choose to copy multiple versions, all will be copied, if versioning is enabled at the destination.  

·If the item on the destination site had unique permissions, those permissions will be retained.

skip any items that are the same in the destination list

Ignore (if same item exists, don't copy).

overwrite any items that are the same in the destination list

Overwrite.

NOTE:  Any item that had unique permissions will be overwritten with an item that inherits permissions from the parent list or folder.

11If 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.

 

12Click [OK] to return to the Copy List Item page, with the Other Settings section populated with the options you selected.

13If both the source and destination list contain columns of the same data types but different internal and/or display names, use the Column Mapping drop-down(s) to map columns in the source list to those in the destination list.

Copy List Items COL MAPPING

NOTE:  Only columns of the same data type that exist on both the source and destination list can be mapped to each other.  The operation will not create a column in the destination list.  If you do not specifically map a column for which display and/or internal names are different, it will not be carried over to the destination.

14If 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 ITEMS

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 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 List Items

The ControlPoint Move List Item(s) action lets you move items and folders (and optionally, security settings) from one SharePoint list or library to another, either within a site, across sites, or across farms.

Before you move list items:

Be sure to review Factors to Consider Before Copying/Moving List Items.  

NOTE:  When a list or list items are moved, the entire site is exported to the Backup Location.  The SharePoint user interface does not provide a mechanism for exporting/importing selected lists/list items.  If you need to restore objects that have been overwritten as part of a copy/move operation, you can import the site to an interim location using standard stsadm import procedures, then copy the object(s) back to the original site using the ControlPoint action for copying lists or list items.

To move list items:

1In the SharePoint Hierarchy, select the list whose item(s) you want to move.

2Choose Content > Move List Item(s).

3In the Selection section, select the list items that you want to include in the operation.

4If versioning is enabled for the source list or library, Select Version(s) to Copy from the drop-down.  (This option will not be visible if versioning is disabled.)

Copy List Items COL MAPPING

NOTE:  The most recent version copied from the source will become the current version at the destination.  If you choose to copy multiple versions, all will be copied if versioning is enabled at the destination.  

5Specify 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 <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.

6From the Destination Farm Tree, select the list to which you want to move items.

Copy List Items DESTINATION

REMINDER:  You can only move items to a list that uses the same template as the source.

7 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

8Use the information in the following table to determine the appropriate Security Settings option to select.

If ...

Then ...

you want to carry the permission settings of the source item(s) to the item(s) in the destination list

 

(which will give the item(s) unique permissions within the destination list)

check the Carry source list security settings to destination box.

NOTE:  If you check this box, a user group and its members will be carried over only if the group does not already exist in the destination site collection.   This option is not available if you are copying/moving between claims-enabled and non-claims-enabled Web applications.

you do not want to carry permissions settings of the source item(s) to the destination list

leave the Carry source list settings to the destination box unchecked.

 

NOTE:  If you leave this box unchecked and an item of the same name already exists in the destination list and has unique permissions, security settings will depend on the Overwrite Option option you select in the next step.

9If applicable, select the appropriate Overwrite Option from the drop-down.  Use the information in the following table for guidance.

NOTE:  This option is available only for document library items (which can be uniquely identified by file name) or lists whose items have the same IDs (for example, if a list was copied from one farm to another and IDs were retained).  

If you want the operation to ...

Select ...

create a new version of any items that are the same in the destination list

Append (save as a newer version).

NOTES:

·The most recent version that is copied will become the current version at the destination.  If you choose to copy multiple versions, all will be copied, if versioning is enabled at the destination.  

·If the item on the destination site had unique permissions, those permissions will be retained.

skip any items that are the same in the destination list

Ignore (if same item exists, don't copy).

overwrite any items that are the same in the destination list

Overwrite.

NOTE:  Any item that had unique permissions will be overwritten with an item that inherits permissions from the parent list or folder.

10If 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.

11Click [OK] to return to the Move List Items main page, with the Other Settings section populated with the options you selected.

12If both the source and destination list contain columns of the same data types but different internal and/or display names, use the Column Mapping drop-down(s) to map columns in the source list to those in the destination list.

Copy List Items COL MAPPING

NOTE:  Only columns of the same data type that exist on both the source and destination list can be mapped to each other.  The operation will not create a column in the destination list.  If you do not specifically map a column for which display and/or internal names are different, it will not be carried over to the destination.

13Complete 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 object deleted from the source location.

NOTE:  If you are moving an active object, it is recommended that you 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 to a .CAB file before it is deleted:

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

§specify either a network folder (not file) path or url to which you want to export the backup file.

It is strongly recommended that you make a backup of the source site, 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).  Remember, you can restore sites from the backup location to an interim location using standard stsadm import procedures, then restore the object(s) to the source site using the ControlPoint Copy List or Copy List Item(s) action.

14If 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.

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 ITEMS

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.

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 to Another Content Database

The Move Site Collection to Another Content Database action enables you to move a site collection to a different content database within the same Web application while preserving the site collection's url.

You can use this action in conjunction with the Content Database Storage analysis to help you effectively monitor and manage content storage among databases.

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.

To move a site collection to another content database:

1From the SharePoint Hierarchy, select the site collection that you want to move to another content database.

(Note that you can only move one site collection at a time.)

2Right-click and choose Content > Move to Another Content DB.

3From the Pick from Available Content Databases drop-down, select the database to which you want to move the site collection.

Move to Content DB DROP-DOWN

NOTE:  The drop-down lists all other content databases associated with the Web application that are currently online and for which the Maximum Number of Sites has not been reached.

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.

NOTE:  Only one copy/move operation can run at a time.  Any additional copy/move operations either submitted via the Run Now option or scheduled to run within the same timeframe will begin processing after the previous operation has completed.

See also Auditing ControlPoint Administrator Tasks.

 

Deleting Sites

The ControlPoint Delete Sites action lets you delete one or more sites from your SharePoint farm.  You also have the option of "backing up" the sites by exporting them to an external directory.

If you delete an entire site collection (by deleting its root site) 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.  A deleted site will continue to be included in activity and storage analysis results if it was active during the period covered by the analysis.

About Exporting Site(s) Before Deletion:

The ControlPoint Export Before Delete option uses the same options and export format as the stsadm command for exporting site collections and sites.

ControlPoint allows you to specify:

·whether to include security

·whether to compress content into a CAB file

ControlPoint uses the following stsadm default options:

·includes all versions (current, last, major, last major, and minor)

·exports all content (not just changes)

Instead of auto-generating file names using stsadm parameters, ControlPoint generates a file name that consists of:

site_name (first 25 characters) site_guid time_stamp (dd_mm_yy_mm_ss format)

NOTE:  If you are planning to export the site(s) before deleting them, make sure the directory to which you want to export has been created and that you know the path to it.

To delete one or more sites from your SharePoint farm:

1Select the site(s) that you want to delete.

NOTE: If you want to delete a an entire site collection—and have permissions to do so— select the root site (which, by extension, includes all of its subsites).

2Choose Content > Delete Site.

Delete Site BLANK

 

3If you want to export the site(s) before deletion, complete the Parameters section as follows:

a)Make sure the Export Before Delete box is checked.  (If you do not want to export the site(s), uncheck this box and continue with Step 4.)

NOTE:  If you choose to Export Before Delete, the delete action will not be carried out unless the export is successful.

b)Specify whether you want to Include Security by selecting the appropriate option (All or None) from the drop-down.  

NOTE:  Security data includes time stamps, security information, and user data.

c)If you do not want the entire site to be compressed into a CAB file (with a .cmp extension), uncheck the Content Compression Using CAB box.  

d)Enter the Export Path to the directory to which you want the content to be exported.

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 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.

 

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