Monthly Archives: May 2012

How do I – Resolve the issue where I cannot upload files to SharePoint that are larger than 50 MB through Explorer View or WebDAV

Ever tried uploading a file larger than 50 MB to SharePoint and it fails, even though your file upload size limits for the SharePoint web app is set to a value larger than the default of 50 MB? This one can be particularly annoying at times. Under SharePoint 2010, Microsoft has made it even easier for users to connect to their SharePoint libraries via Windows Explorer. Many users love to make use of this method, but there are some pitfalls. Windows Explorer leverages WebDAV to access SharePoint content. As such, it is constrained by the FileSizeLimitInBytes registry settings of the local computer’s web client properties. If you are trying to move or copy files to a SharePoint library via Windows Explorer or Explorer view and you encounter the following error, this is probably the issue:

Cannot Copy <filename>: Cannot read from the source file or disk

To be clear, this has absolutely nothing to do with the file upload size limits that are set by your administrator for each web application within SharePoint. This is a local client machine limitation. To solve this, follow these steps:

  • Start REGEDIT
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  • Expand the following registry key:
  • HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\WebCLient\Paramters
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  • Note the value of the FileSizeLimitInBytes key which should be 0x02faf080 or 50,000,000 bytes by default.
  • In the detail window on the right, right click the FileSizeLimitInBytes key.
  • On the popup menu, click "Modify".
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  • Enter the new value you wish to use. NOTE: This value is in BYTES i.e. 1024 bytes per KB and 1024 KB per MB and 1024 MB per GB.

  • The maximum value you can use is 7fffffff which represents 2147483647 bytes or 1 byte shy of 2 GB.
  • Click OK.
  • Close REGEDIT.
  • Reboot your computer.

To make it easier, you can simply copy the following into Notepad and save it with a .reg extension and then double click the entry to import it into your registry:

<—CUT AFTER THIS LINE—>

Windows Registry Editor Version 5.00

[HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\services\WebClient\Parameters]
"FileSizeLimitInBytes"=dword:7fffffff

<—CUT BEFORE THIS LINE—>

http://www.cjvandyk.com/blog/Lists/Posts/Post.aspx?List=744536f4-127e-4c4a-bcff-b85408e7e7e5&ID=348&Web=70a3e89c-d7de-44f0-9cd7-cf99e224b81a

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Forefront 2010 Protection for SharePoint

Most people will be be familiar with Forefront Endpoint Protection (FEP) for Windows clients and servers, but with FPSP installed on your SharePoint servers you can benefit from the following features.

  • Stops malware more effectively through integration of multiple industry-leading scanning engines
  • Blocks dangerous attachments from being posted or downloaded with file filtering
  • Prevents the upload or download of out-of-policy content with keyword filtering

In essence FPSP sits in-between your SharePoint service and its content and can scan content on upload and download, and this can can have an impact on both server performance and content upload and download times, it does this by installing its own API (VSAPI) ISAPI filter into IIS.

Another thing to be aware of is that the service account used by FPSP has some specific permission needs

1) Member of local Admins on each SharePoint server

2) Member of Farm Administrators

3) Member of the SQL Sysadmin role on the database server.

Watch out for number 3 as your DBA’s might have something to say.

By default FPSP installs with 4 scanning processes (this can be changed).

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The scanning process show up in Task manager as FSCRealtimeScanner.exe, and they can consume quite a lot of memory.

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and by default SharePoint will create 10 AntiVirus threads (again this can be changed) for each w3wp process SharePoint creates.

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So if SharePoint is using 3 W3wp processes there will by default  be 30 threads of execution served by 4 in memory processes, so you may need to play with these numbers to if you are seeing some performance issues.

 

Also don’t forget to add the appropriate folder exclusions in FEP for your SharePoint servers. If your using using SCCM to control FEP policies the following exclusions will be added automatically.

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These are okay for a standard SharePoint 2007 or 2010 install, but if your install uses other locations don’t forget to add these.

A full list of location exclusions please see this article

http://ghamson.wordpress.com/2012/05/28/forefront-2010-protection-for-sharepoint/

SharePoint 2010 – How to change the approval workflow e-mail messages with SharePoint Designer

In SharePoint Designer 2010 you have the option to attach and customize an approval workflow to a list or library. The workflow will send out multiple e-mails to initiator and approver(s). These e-mails can be modified. Let’s take a look!

The following e-mail is sent to the approver of the workflow:

2012-05-25-ChangeApprovalWorkflow-01.png

Customers are often not happy with the text of the e-mail because they want to make it more personal. I agree with this so we often change it. In this article I want to show you how this works.

In my example I attached an approval task to a document library:

2012-05-25-ChangeApprovalWorkflow-02.png

Click Approval:

2012-05-25-ChangeApprovalWorkflow-03.png

Now you have the option to change the configuration of the approval workflow! Not only the e-mail messages but you can also create multiple outcomes. To change the e-mail to the approver you have to click on Change the behavior of a single task:

2012-05-25-ChangeApprovalWorkflow-04.png

Click Current Task:Assigned To:

2012-05-25-ChangeApprovalWorkflow-06.png

Do you recognize the text? This is the e-mail message sent to the approver! We can start changing the text. Let’s make it more personal. Delete all the text above To complete this task and create the following text:

Dear “Full name of the approver”,

You are assigned by “Full name initiator” to approve the document: “Name document”.

Let’s start building this new e-mail.

 Full name of the approver
Click Add or Change lookup and a pop-up will appear:

2012-05-25-ChangeApprovalWorkflow-05.png

You can now look for a value you want to use in the e-mail, in our case we want to show the display name of the Approver. Let’s select the following:

2012-05-25-ChangeApprovalWorkflow-07.png

Instead of Display Name you can also pick e-mail address or login name but display name is more user friendly.

 Full name initiator
Click Add or Change lookup and select the following:

2012-05-25-ChangeApprovalWorkflow-08.png

“Name document”
Click Add or Change lookup and select the following:

2012-05-25-ChangeApprovalWorkflow-09.png

The e-mail sent to the approver contains a button Open this task. This will open the following menu:

2012-05-25-ChangeApprovalWorkflow-10.png

Sometimes this form won’t open so I always like to add a link to the SharePoint URL to open the form in the browser. You have to do the following:

Click this button 2012-05-25-ChangeApprovalWorkflow-10A.png and:

2012-05-25-ChangeApprovalWorkflow-12.png

The e-mail will contain a hyperlink to the online approval form:

2012-05-25-ChangeApprovalWorkflow-11.png

Pretty cool right? You can also change the look and feel of the approval form with InfoPath. Go to the theForms section of the workflow settings and change this. I will show this in another article.

You are now ready to publish the workflow and you can test the changes by uploading a new document and checking the e-mail.

We only changed one e-mail but there are many more:

  • Approval e-mail to the approvers
  • Cancellation of the task
  • Completion of the task

To change these you have to go through the the following options:

2012-05-25-ChangeApprovalWorkflow-13.png

My advice is to first receive one of these e-mails and then look for them in an e-mail action in one of the options of the screenshot!

https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-2010-How-to-change-the-approval-workflow-email-messages-with-SharePoint-Designer.aspx

SharePoint: How to Create Multiple Cascade Drop Downs Using InfoPath 2010

Today, I will walk you through the steps to create an AV Asset form using InfoPath 2010 with multiple cascading drop downs. The form will contain the following information:

2012-05-18-CascadeDropDown-01.png
InfoPath 2010 AV Asset Form

In this AV form Equipment Type, Manufacturer and Model number are interdependent lists. If a user picks equipment type from equipment combo box, the list of manufacturers’ combo box should only show manufacturers which are related to this equipment type.

For Example when we the select equipment type Analogue Project, It will only show the manufacturers Kodak, Elmo, Simda and Sennhesiter.

2012-05-18-CascadeDropDown-02.png
SharePoint 2010 Equipment List

At next level when users select Manufacturer name then the Model list will show only the model number related to the selected Manufacturer and Equipment type.

For Example, a user selects Equipment Type=” Analogue Project” and Manufacturer = “Kodak” then only the model number, related to this equipment type and Manufacturer, will appear in Model list.

2012-05-18-CascadeDropDown-03.png
SharePoint 2010 Model List

Let’s start to implement our scenario.

Step 1:

Create custom Equipment Type List in SharePoint. This will look like the following list.

2012-05-18-CascadeDropDown-04.png
SharePoint Equipment List

Step 2:

Create a custom Manufacturer List in SharePoint. In this list we will use an equipment list as a look up field. When a user enters a manufacturer name, he must pick an equipment type. Basically in this list we are storing the relationship between manufacturer and equipment type.

2012-05-18-CascadeDropDown-05.png
SharePoint Manufacturer list

Our Manufacturer list will look like this.

2012-05-18-CascadeDropDown-06.png
Manufacturer list view

Step 3:

Create a custom Model List in SharePoint. This is where we will store model numbers against equipment type and manufacturer name.

In this list there are two lookup fields, one for equipment type and another for manufacturer’s name. We have also implemented a cascading drop down condition based on equipment type. E.g. when a user picks equipment type, the manufacturer list will be automatically filtered based on selected equipment type.

2012-05-18-CascadeDropDown-07.png
SharePoint 2010 Model list

To implement cascading, select list and click on List Tools in the bread crumb menu then click on the Customize Form with InfoPath icon button.

2012-05-18-CascadeDropDown-08.png
SP 2010 list bread crumb

In InfoPath the form will look like this: When we open the form in InfoPath there is already a default data connection created. But we need to create an extra secondary data connection for the manufacturer combo box, so we can bring in the equipment type field which we need to apply a filter to.

2012-05-18-CascadeDropDown-09.png
SP 2010 Model list design

Step 3.1

Create a secondary data connection. Click on Data Menu, Data Connections and Add Data Connection to receive data from a SharePoint list or library then chose the manufacturer list which we created earlier and select the following fields.

2012-05-18-CascadeDropDown-10.png
InfoPath data connection wizard

Finish and close this wizard.

Step 3.2

Click on Drop Down List Properties of the Manufacturer combo box and change the data source to the newly created data connection.

2012-05-18-CascadeDropDown-11.png
InfoPath combo box properties

Click on select X Path button next to the entries box.

2012-05-18-CascadeDropDown-12.png
X Path entries

Click on the Filter Data button and then on the Add button to specify filter conditions. The hierarchy of opened windows will look like this.

2012-05-18-CascadeDropDown-13.gif
SP 2010 Drop Down List Box filters

In the Specify Filter Condition form we are specifying conditions based on the equipment type field which is in the Manufacturer DS (which is our secondary data source that we created earlier) is equal to the equipment type field in our main data connection. This is the selected equipment type combo box’s value on this form:

2012-05-18-CascadeDropDown-14.gif
InfoPath list design

Save your changes and publish your changes to SharePoint. Now you can see that the cascade drop down condition is implemented on the Model list.

2012-05-18-CascadeDropDown-14.png
Model list after publish

Step 4:

Create an AV Asset form in InfoPath 2010.

2012-05-18-CascadeDropDown-15.png
InfoPath Asset Form

Here we are going to implement a cascading condition on the Manufacturer and Model combo box, whose values will depend on the equipment type combo box.

Step 4.1

We need to create three data connections to receive data from our SharePoint lists. This data connection will receive data from

  1. Equipment Type List (This will be the data source of the equipment data type combo box)
  2. Manufacturer List (This will be the data source of the Manufacturer combo box)
  3. Model List (This will be the data source of the Model combo box)

Our three data connections will look like this:

2012-05-18-CascadeDropDown-16.png
Data connections

Step 4.2

Change the data source of the equipment type Combo Box:

Right click on the equipment type combo box and click on Combo Box Properties.

2012-05-18-CascadeDropDown-17.png
Equipment Combo Box Properties

The Combo Box Properties windows will open, from the list box choices section we need to select get choices from an external data source.

2012-05-18-CascadeDropDown-18.gif
Equipment Data Connection

The Data Source Combo Box will be enabled. From the drop down combo box select the data connection which we created for equipment type SharePoint list.

Step 4.3

Using steps mentioned in step 4.2 change the data source for the Manufacturer combo box

Step 4.4

Using steps mentioned in step 4.2 change the data source for the Model combo box.

Now click on the preview button and verify all three combo boxes are displaying the right values from your SharePoint list.

2012-05-18-CascadeDropDown-19.png
Combo box with filters

Step 5

Implement cascading filters, so when we select equipment type we can see all relevant manufacturers of select equipment types and when values of equipment type and manufacturer are selected, the model combo box should show only relevant model numbers.

Step 5.1

Click on the properties of the Manufacturer combo box and click on select X Path button next to the entries box.

2012-05-18-CascadeDropDown-20.png
X Path entries

Click on the filter data button and click on Add button to specify filter conditions. The hierarchy of opened windows will look like this.

2012-05-18-CascadeDropDown-21.png
Combo Manufacturer Filter

In the filter data box we have mentioned a filter condition. Select only those records where equipment type in the manufacturer data source is equal to the equipment type selected from the equipment combo box in our form.

Now when we select the equipment type value from the combo box, it will only show relevant manufacturer names in the manufacturer combo box.

2012-05-18-CascadeDropDown-22.png
Equipment values

Step 5.2

To implement a cascading filter condition on the Model combo box we need to follow the same steps mentioned in step 5.1, apart from filter condition. In this case our filter condition will be like this:

2012-05-18-CascadeDropDown-23.png
Specify filter conditions

Here we are selecting all model numbers from the model source data connection where equipment type in the model data source is equal to the equipment type selected on the form and Manufacturer name in the model data source connection is equal to manufacturer name selected on the form.

Note: Model data source is a SharePoint List which contains all the information about models, equipment types and manufacturers.

2012-05-18-CascadeDropDown-24.png
SharePoint 2010 Model List

After applying above mentioned filter conditions, the Model combo box will show only relevant model number related to equipment type and manufacturer.

 2012-05-18-CascadeDropDown-25.png
Final list

Step 6:

Save changes and publish form to the SharePoint document library.

2012-05-18-CascadeDropDown-26.png

https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-How-to-Create-Multiple-Cascade-drop-downs-using-InfoPath-2010.aspx

How do I – Add an Approval Workflow to my SharePoint list

Approval workflows come with SharePoint 2010 as an Out of the Box workflow that allows for some quick, customizable management of approval processes. Here’s how to activate and use these powerful workflows:

  1. Navigate to your target list.
  2. On the ribbon, click the "List" tab.
  3. Depending on your screen resolution, the "Workflow Settings" option should appear to the far right of the ribbon. On lower resolution screens, the wording may not appear and instead only a small version of the icon would be visible. If you are unable to locate "Workflow Settings in the ribbon at all, navigate to it via the "List Settings" option instead.
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  5. Click "Workflow Settings".
  6. On the Workflow Settings page, click the "Add a worflow" link under the "Workflows" section.
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  8. If you notice a limited number of workflows like "Three-state" and possibly "Disposition Approval", but no "Approval" workflow, then it means that your site collection workflow Feature is not enabled.
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  10. Click "Site Actions" on the ribbon in the top left of the page.
  11. On the dropdown menu, click "Site Settings".
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  13. On the Site Settings page, click "Site collection features" under the Site Collection Administration section.
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  15. Scroll all the way to the bottom of the Features list.
  16. Locate the Workflows Feature.
  17. The button to the right of the Feature should say "Activate".
  18. Click the "Activate" button.
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  20. Once the Feature has been activated, the button should say "Deactivate".
  21. There should also be a label to the right of the button that reads "Active".
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  23. With your site collection Feature now activated, navigate back to your list in question.
  24. Navigate back to the workflow settings of the list in question.
  25. [***TIME SAVING TIP***] You can simply use your browser’s back button to navigate directly to the page titled "Workflow Settings".
  26. Now click the "Add a workflow" link again.
  27. This time you should see more workflows in the "Select a workflow template:" section.
  28. Scroll down and select the "Approval – SharePoint 2010" workflow.
  29. In the name field, type a name for your new workflow. NOTE: This name will be used as the column name for status values in the list view so you don’t want this name to be too lengthy.
  30. In the Task List field, by default, SharePoint will select the "Tasks" list for you. This list was created when you activated the Workflows Feature on the site collection in Steps 10-22. You can change this selection through the provided dropdown or you can even create an entirely new tasks list via the dropdown. The choice is yours.
  31. In the History List field, by default SharePoint will select the "Workflow History" lists for you. As was the case with the Tasks list, this list was automatically created when you activated the Workflows Features on the site collection. Again, you have the option of selecting a different workflow history list or creating an new one via the dropdown.
  32. In the Start Options section, the "Allow this workflow to be manually started by an authenticated user with Edit Item permissions." option is checked by default. This option simply means that anyone who can modify items in this list, can manually start an approval workflow on an item. In many cases, you may with to disable this by unchecking the box.
  33. The secondary check box titled "Require Manage List Permissions to start the workflow." allows you to limit manual starting of the workflow only to list managers/designers. This allows the workflow to still be manually started, but normal users who can only modify items in the list, would not have the required permissions to do so.
  34. The next check box titled "Start this workflow to approve publishing a major version of an item." will be disabled (grayed out) unless you have Version History configured on the list with both major and minor versions.
  35. The next check box titled "Start this workflow when a new item is created." is the most frequently used. When this is checked, any creation of a new item, will result in the workflow being started.
  36. The next check box titled "Start this workflow when an item is changed." allows the workflow to be terminated if something is modified in the item while the workflow is running, and then restarting the workflow from the top. It is a good idea to check this box in most workflow cases.
  37. Once you have configured your options on this page, click the "Next" button at the bottom.
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  39. On the final configuration page, we get to configure the who and when of the workflow.
  40. In the Approvers section, you can add people/groups to who the approval task is assigned. Since people change jobs and responsibilities all the time, it’s a good idea to create a site security group for the approvers here. In our example, we are using a security group called "My Approvers List". The members of the group would be all the people who can approve items in this list. NOTE: In addition to the approvers configured here, anyone with administrator or owner rights over either the list, the site on which the list resides or the collection in which the site on which the list resides, will also have the ability to approve tasks in this workflow directly. That is why best practices dictate that administrators should be carefully selected and careful consideration should be given any time the number of administrators exceed two.
  41. By default, the "Expand Groups" check box is checked. This is only applicable when you are adding security groups to the Approvers list above and it means that if our security group contains three people, each person would be assigned the approval task.
  42. The "Request" field contains custom text you wish to have appear in the task assignment email that is sent to the approvers.
  43. The "Due Date for All Tasks" field is very seldom used due to its fixed nature and it allows you to select a specific due date for tasks.
  44. The "Duration Per Task" and "Duration Units" fields work together and is the preferred way to configure task due dates. In our example, we are giving task assignees 3 days to act on the tasks.
  45. The CC field allows you to copy managers or interested parties on the assignment emails.
  46. The "End of First Rejection" check box controls what happens if any one of the approvers rejects the item. When checked, it will terminate the workflow in a rejected state.
  47. The "End on Document Change" check box which is also checked by default, terminates the workflow if any changes is made to the item while in a pending state.
  48. The "Enable Content Approval" check box functions in cooperation with the Content Approval settings on the list or library. When checked, the new item or document will automatically become visible to all users if the approval completes.
  49. Once you’ve configured the workflow behavior, click the "Save" button.
  50. image

http://www.cjvandyk.com/blog/Lists/Posts/Post.aspx?List=744536f4-127e-4c4a-bcff-b85408e7e7e5&ID=347&Web=70a3e89c-d7de-44f0-9cd7-cf99e224b81a

Web Content Management: Document Conversion in SharePoint

SharePoint 2010 has out of box converters that convert Word, InfoPath, and XML documents to Web Pages in SharePoint.

Using document conversion to create a web page from the uploaded document in library is a simple and easy way for content authors. They do not have to worry about complexity in creating a web page and adding content to it.

Because the converter is associated with Content Types, the content author is not limited to any specific document library.

Setup Document Conversion


Following are the steps we will follow in this blog:

  1. Enable services in Central Administration.
  2. Enable Document Conversion on Web Application.
  3. Convert the document to web page.
  4. Configuring Document Converter Settings

Enable services in Central Administration.

To Enable Document Conversion you need to start following two services in central administration:

  • Document Conversions Load Balancer Service: It manages the availability of document converters and it has to be started first.
  • Document Conversions Launcher Service: It launches the document conversions on an application server.

Now, let’s get into the action and enable the services.

  1. Go to Central Administration –> System Settings –> Manage Services on Server 

  1. Start Document Conversions Load Balancer Service first and then Document Conversions Launcher Service.

Enable Document Conversion on Web Application.

Document Conversions should be enabled for each web application.

  1. In Central Administration. Go to : General Application Settings –>Configure document conversions (under External Service Connections)

Using the settings on the page you can choose the Web Application, Conversion Schedule and customize the installed converter settings.

Convert Document to Web Page:

  1. Upload document into document library on your site.
  2. Right Click the document and choose Convert Document.

  1. You will be redirected to ‘create page from document’ page .Fill the required fields and click OK.

  1. A web page from the document will be created for you.

Configuring Document Converter Settings:

Document Converters are associated with the Content Types (as stated earlier in the blog). To see

  1. Go to the site settings of your site collection.
  2. Under Galleries –>Click Site Content types
  3. Click any content type to open Content Type Settings Page.
  4. Under Settings, Click Manage document conversion for this content type.

  1. You can configure converter settings by clicking Configure click before each converter. Using these settings you can set Page Layout, location and processing settings for the converter.

http://www.sharepointblog.co.uk/2012/05/web-content-management-document-conversion-in-sharepoint/