DocAve 6 Cloud Connect User Guide
DocAve® 6 Cloud Connect
User Guide
Service Pack 9
Issued June 2017
DocAve 6: Cloud Connect
1
Table of Contents
What’s New in this Guide ....................................................................................................................6
About DocAve Cloud Connect..............................................................................................................7
Complementary Products................................................................................................................7
Submitting Documentation Feedback to AvePoint ................................................................................8
Before You Begin ................................................................................................................................9
AvePoint’s Testing Policy and Environment Support..........................................................................9
Supported Software Environments ...............................................................................................9
Supported Hardware ...................................................................................................................9
Supported Backup and Recovery ..................................................................................................9
Configuration ............................................................................................................................... 10
Agents.......................................................................................................................................... 10
Required Permissions.................................................................................................................... 10
Agent Account Permissions........................................................................................................ 10
Local System Permissions........................................................................................................... 11
Health Analyzer ............................................................................................................................ 13
Getting Started................................................................................................................................. 14
Launching Cloud Connect .............................................................................................................. 14
Navigating DocAve ........................................................................................................................ 15
User Interface Overview................................................................................................................ 16
Selecting Farms and Nodes............................................................................................................ 17
Advanced Search....................................................................................................................... 18
How Cloud Connect Works with SharePoint ....................................................................................... 19
Details and Best Practices for Cloud Connect Synchronization with SharePoint .................................... 20
SharePoint 2013/2016 .................................................................................................................. 20
SharePoint 2010 ........................................................................................................................... 20
Steps to Configure and Deploy Cloud Connect .................................................................................... 21
Configuring the BLOB Provider .......................................................................................................... 22
BLOB Provider Recommendations.................................................................................................. 23
Enabling the BLOB Provider ........................................................................................................... 24
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DocAve 6: Cloud Connect
Deploying the Cloud Connect Solutions.............................................................................................. 28
Activating the Cloud Connect Features............................................................................................... 30
Activating Cloud Connect through SharePoint ................................................................................ 30
Activating Cloud Connect through DocAve ..................................................................................... 31
Configuring Mapping Settings............................................................................................................ 32
Common Mapping ........................................................................................................................ 32
Property Mapping......................................................................................................................... 33
Configuring the Processing Pool ........................................................................................................ 35
Creating a Connection between SharePoint and Box........................................................................... 36
Overview...................................................................................................................................... 36
Configuring the Cloud Connect Path............................................................................................... 36
Configuring Cloud Connect Library Settings using the SharePoint Interface ................................... 41
Configuring Sync Settings .............................................................................................................. 41
Managing Inherited Cloud Connect Settings ................................................................................... 43
Site Collection ........................................................................................................................... 43
Site ........................................................................................................................................... 43
Adding Customized SharePoint Libraries to the Cloud Connect-Approved List of Templates .............. 44
Removing Cloud Connect Settings.................................................................................................. 45
Creating a Cloud Connect Library in SharePoint .................................................................................. 46
Using a Cloud Connect Library ........................................................................................................... 47
Using the Files Tab ........................................................................................................................ 47
Sharing Box Links....................................................................................................................... 49
Disabling Shared Box Links ......................................................................................................... 49
Using the Library Tab .................................................................................................................... 50
Using the Connector Tab ............................................................................................................... 51
Using the SYNC Feature ................................................................................................................. 51
Cloud Connect Media Library ............................................................................................................ 52
Specific Views for Media Library .................................................................................................... 52
Viewing All Video Thumbnails .................................................................................................... 52
Viewing All Video Details ........................................................................................................... 53
Viewing All Video Slides ............................................................................................................. 53
Using the Media Library on a Mobile Device ................................................................................... 54
DocAve 6: Cloud Connect
3
Maintaining a Cloud Connect Library ................................................................................................. 55
Manually Synchronizing the Library with the Connected Path .......................................................... 55
Manually Synchronizing an Individual File....................................................................................... 55
Managing Orphan BLOBs............................................................................................................... 56
Clearing Up Orphan BLOBs by DocAve Manager .......................................................................... 56
Clearing Up Orphan BLOBs by Synchronization Job ...................................................................... 57
Managing Stubs ............................................................................................................................ 58
Converting Stubs to Content ...................................................................................................... 58
Converting EBS Stubs to RBS Stubs in DocAve 6........................................................................... 59
Checking Cloud Connect Job Status ................................................................................................ 59
Generating Storage Reports........................................................................................................... 59
Creating a Storage Report Profile and Configure the Report Settings ............................................ 60
Managing Created Storage Report Profiles.................................................................................. 61
Viewing Collected Data Information for the Storage Report Profiles ............................................. 62
Downloading Storage Report ..................................................................................................... 63
Configuring Export Location for Storing Storage Report ............................................................... 64
Generating Inventory Reports........................................................................................................ 65
Using the Cloud Connect PowerShell to Generate Reports .............................................................. 66
Cloud Connect Tools ......................................................................................................................... 67
Cloud Connect Caveats ..................................................................................................................... 69
Stub Database Inheritance ................................................................................................................ 70
Using Hot Key Mode ......................................................................................................................... 73
Accessing the Cloud Connect Page Using Hot Keys .......................................................................... 73
Manage Feature ........................................................................................................................... 74
Common Mapping ........................................................................................................................ 74
Property Mapping......................................................................................................................... 74
BLOB Provider .............................................................................................................................. 75
Processing Pool............................................................................................................................. 76
Storage Report ............................................................................................................................. 76
Inventory Report .......................................................................................................................... 76
Using Cloud Connect SDK and PowerShell .......................................................................................... 77
Cloud Connect SDK ....................................................................................................................... 77
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DocAve 6: Cloud Connect
Cloud Connect PowerShell............................................................................................................. 77
Adding the Registered Cloud Connect Snap-In............................................................................. 77
Obtaining a List of Cloud Connect Commands ............................................................................. 78
Getting Help Information........................................................................................................... 78
Excel Metadata Feature .................................................................................................................... 80
Commands for the Excel Metadata Feature .................................................................................... 80
Command Parameters for the Excel Metadata Feature ................................................................ 81
Customizing the Metadata in Excel ................................................................................................ 82
Appendix A: Support Tables .............................................................................................................. 85
SharePoint Libraries that Can Be Converted to Cloud Connect Libraries ........................................... 85
Multi-Browser Support.................................................................................................................. 85
Video/Audio/Picture Files in Media Library..................................................................................... 87
Displaying MP4 Files in Safari and Chrome in iOS ............................................................................ 89
Making MP4 Files Play Properly in iOS ........................................................................................ 89
Appendix B: Cloud Connect Configuration File .................................................................................... 91
Appendix C: Enabling the BLOB Provider Using the Agent Tools ........................................................... 97
Enabling EBS................................................................................................................................. 97
Enabling RBS................................................................................................................................. 98
Appendix D: Synchronization Behavior............................................................................................... 99
Files That Do Not Synchronize from Storage Path to SharePoint ...................................................... 99
Synchronization Mode Behaviors in SharePoint ............................................................................ 100
SharePoint to Box Storage System Sync........................................................................................ 104
Box Storage System to SharePoint Sync........................................................................................ 104
Appendix E: SharePoint Updates...................................................................................................... 105
Updating to SharePoint 2013 ....................................................................................................... 105
Updating a SharePoint 2010 Content Database with Cloud Connect Data to a SharePoint 2013
Database ................................................................................................................................ 105
Updating to SharePoint 2016 ....................................................................................................... 108
Updating a SharePoint 2013 Content Database with Cloud Connect Data to a SharePoint 2016
Database ................................................................................................................................ 108
Notices and Copyright Information .................................................................................................. 110
DocAve 6: Cloud Connect
5
What’s New in this Guide
•
6
Updated information in the Agent Account Permissions.
DocAve 6: Cloud Connect
About DocAve Cloud Connect
DocAve Cloud Connect displays Box content in SharePoint 2010, SharePoint 2013, and SharePoint 2016
on-premises, without the need for migration. Connected content appears as normal SharePoint content,
and can be leveraged exactly as if it were residing within a SharePoint document library. All of
SharePoint’s powerful document management functionality—including permissions management,
workflows, alerts, and versioning—can be applied to connected content.
Additionally, Cloud Connect enables organizations to manage and present their audio and video files
through a dedicated SharePoint Media Library. All wmv, wma, mp3, flv, aac, vp6, mp4, mpeg, mpg, avi,
asf, aiff, au, cd, dat, divx, mov, mid, ogg, ra, rm, qt, vqf, 3gp, m4v, mts, and wav files stored in Box are
streamed and presented via SharePoint for fast delivery and data storage optimization. Connected
media content is managed with all of SharePoint's powerful document management functionality,
including permissions management, workflows, alerts, and versioning.
Complementary Products
Many products and product suites on the DocAve 6 platform work in conjunction with one another. The
following products are recommended for use with Connector:
•
DocAve Content Manager for SharePoint for restructuring or moving SharePoint
content.
•
DocAve Replicator for SharePoint for copying SharePoint content within the same
SharePoint farm or from one SharePoint farm to another.
•
DocAve Report Center for SharePoint to examine pain points in the SharePoint
infrastructure and report on SharePoint user behavior and changes.
•
DocAve Data Protection for setting backup and recovery points prior to adjusting
SharePoint governance policies in this product.
•
DocAve Preview for previewing Office files, PDF files, CAD files, and pictures in a picture
format. Refer to DocAve 6 Control Panel User Guide for more information.
DocAve 6: Cloud Connect
7
Submitting Documentation Feedback to AvePoint
AvePoint encourages customers to provide feedback regarding our product documentation. You can
Submit Your Feedback on our website.
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DocAve 6: Cloud Connect
Before You Begin
Refer to the sections for system and farm requirements that must be in place prior to installing and
using DocAve Cloud Connect.
AvePoint’s Testing Policy and Environment Support
Supported Software Environments
AvePoint is committed to testing against all major versions and service packs of SharePoint as well as the
latest versions of Windows Server and SQL Server, as Microsoft announces support and compatibility.
*Note: AvePoint does not recommend or support installing DocAve on client operating systems.
Supported Hardware
AvePoint is committed to maintaining a hardware agnostic platform to ensure that DocAve operates o n
common Windows file sharing and virtualization platforms. To ensure that DocAve is hardware agnostic,
AvePoint tests hardware that is intended to support SharePoint and DocAve infrastructure, storage
targets, and hardware-based backup and recovery solutions, as supported by AvePoint’s partnerships.
AvePoint directly integrates with the following platforms: any Net Share, FTP, Amazon S3, AT&T
Synaptic, Box, Caringo Storage, Cleversafe, DELL DX Storage, Dropbox, EMC Atmos, EMC Centera, Google
Drive, HDS Hitachi Content Platform, IBM Spectrum Scale Object, IBM Storwize Family, Microsoft Azure
Storage, NetApp Data ONTAP, NFS, OneDrive, Rackspace Cloud Files, and TSM.
All other hardware platforms that support UNC addressable storage devices are supported.
*Note: AvePoint has ended the test and development for Caringo Storage and DELL DX Storage in
DocAve since DocAve 6 SP7 CU1, as the providers of these two platforms have stopped the platform
maintenance.
*Note: Due to changes in the IBM Tivoli Storage Manager API, DocAve 6 Service Pack 6 and later
versions require that TSM Client version 7.1.2 is installed on the Control Service and Media Service
servers.
*Note: Most of the hardware partnerships referenced in this guide are intended to make use of
advanced functionality (such as snapshot mirroring, BLOB snapshots, indexing, long-term storage,
WORM storage, etc.), and are not indications that any changes to the product are required for basic
support. In most cases, hardware can be supported with no change to the product.
Supported Backup and Recovery
DocAve supports BLOB backup storage according to the list of hardware platforms above. BLOB
snapshot function, however, is currently only supported on OEM versions and NetApp hardware.
DocAve supports SQL content and Application database backups via the SharePoint Volume Shadow
Copy Service (VSS) on all Windows and SQL server platforms listed above. DocAve also supports
DocAve 6: Cloud Connect
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snapshot-based SharePoint VSS on all hardware listed above where the hardware partner has certified
support with Microsoft.
DocAve supports application and configuration server backups for all the supported software
environments listed above. DocAve 6 SP5 or later supports VM backup via Hyper-V/VMWare for the
following operating systems: Windows Server 2008 R2, Windows Server 2012, Windows Server 2012 R2,
and Microsoft Hyper–V Server 2012 R2.
Configuration
In order to use DocAve Cloud Connect, the DocAve 6 platform must be installed and configured properly
on your SharePoint farm. Cloud Connect will not function without DocAve 6 present on the farm. For
installation instructions, see the DocAve 6 Installation Guide.
Agents
DocAve Agents are responsible for running DocAve jobs and interacting with the SharePoint object
model. DocAve Agents enable DocAve Manager to communicate with the respective servers, allowing
for Cloud Connect commands to function properly. For instructions on installing the DocAve Platform,
DocAve Manager, and DocAve Agents, see the DocAve 6 Installation Guide.
*Note: The use of system resources on a server increases when the installed Agent is performing
actions. This may affect server performance; however, if the Agent installed on a server is not being
used, the use of system resources is very low and the effect on server performance is negligible.
*Note: If the license for Connector has already been applied and is working when you attempt to apply a
license to Cloud Connect, the Agent must be restarted after applying the license in order to immediately
use Cloud Connect.
Required Permissions
Review the following sections for details on required Agent Account, File Share, and Local System
permissions.
Agent Account Permissions
To install and use Cloud Connect properly, ensure that the Agent account has the following permissions:
1. Local System Permissions: These permissions are automatically configured by DocAve during
installation. Refer to Local System Permissions for a list of the permissions automatically
configured upon installation.
2. SharePoint Permissions: These permissions must be manually configured prior to using
DocAve 6 Cloud Connect; they are not automatically configured.
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DocAve 6: Cloud Connect
a. User is a member of the Farm Administrators group. Since Administrator works across
farms and on all SharePoint settings and configurations, this account is needed in order
to provide the best and most complete quality of service.
b. Full Control to all zones of all Web applications via User Policy for Web Applications.
3. SQL Permissions: These permissions must be manually configured prior to using DocAve 6 Cloud
Connect; they are not automatically configured.
•
Member has the database role of db_owner for the SharePoint Content Databases.
•
Member has the database role of db_owner for all the databases related to SharePoint
2010, including Config Database, and Central Admin Database; member has the
database role of SharePoint_Shell_Access for the databases related to SharePoint 2013
and SharePoint 2016, including Config Database, and Central Admin Database.
•
Member has the database role of db_owner for all the DocAve stub databases.
•
Member has the server role of dbcreator to SQL Server since it must create a stub
database before performing any Cloud Connect job.
*Note: The dbcreator role is only required for Windows Authentication.
•
Member has the server role of securityadmin in SQL Server for enabling RBS.
Local System Permissions
The following Local System Permissions are automatically configured during DocAve 6 Agent installation.
*Note: If the Web application pool account is not the Agent account, the Web application pool account
must have the Read permission to the …\DocAve6\Agent folder.
User is a member of the following local groups:
•
IIS WPG (for IIS 6.0) or IIS IUSRS (for IIS 7.0)
•
Performance Monitor Users
•
DocAve Users (the group is created by DocAve automatically; it has the following
permissions):
o
Full Control to the Registry of
HKEY_LOCAL_MACHINE\SOFTWARE\AvePoint\DocAve6
o
Full Control to the Registry of
HKEY_LOCAL_MACHINE\System\CurrentControlSet\Services\eventlog
o
Full Control to the Communication Certificate
o
Permission of Log on as a batch job (it can be found within Control Panel >
Administrative Tools > Local Security Policy > Security Settings > Local
Policies > User Rights Assignment)
o
Full Control permission for DocAve Agent installation directory
DocAve 6: Cloud Connect
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12
•
Local Admin (this permission is required to deploy solution files to front-end Web
servers)
•
Full Control to GAC in order to install BLOB Provider .dll files into GAC
•
Full Control to Microsoft SQL Remote Blob Storage Folder to reconfigure maintainer
configuration file
DocAve 6: Cloud Connect
Health Analyzer
AvePoint recommends using Health Analyzer to ensure you meet the DocAve Cloud Connect
prerequisites.
*Note: Only users in the DocAve Administrators group can use Health Analyzer. In addition, Cloud
Connect and Connector share the same scanning rules, so you must select Connector in the Module
Filter in the Health Analyzer profile settings to scan the environment for Cloud Connect.
For more information about Health Analyzer, refer to the DocAve 6 Installation Guide.
DocAve 6: Cloud Connect
13
Getting Started
Refer to the sections below for important information on getting started with Cloud Connect.
Launching Cloud Connect
To launch Cloud Connect and access its functionality, complete the following steps:
1. Log in to DocAve. If you are already in the software, click the DocAve tab. The DocAve tab
displays all modules on the left side of the window.
2. Click Storage Optimization to view the Storage Optimization modules.
3. Click Cloud Connect to launch this module.
Figure 1: DocAve module launch window.
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DocAve 6: Cloud Connect
Navigating DocAve
DocAve mimics the look and feel of many Windows products, making for an intuitive and familiar
working environment. While there are many windows, pop-up displays, and messages within DocAve
products, they share similar features and are navigated in the same ways.
Below is a sample window in DocAve. It features a familiar, dynamic ribbon, and a searchable, content
list view.
Figure 2: Navigating DocAve.
1. Ribbon Panes – Allows users to access the functionality of the active DocAve module.
2. Manage columns ( ) – Allows users to manage which columns are displayed in the list. Click the
manage columns ( ) button, and then select the checkbox next to the column name in the
drop-down list.
3. Hide the column ( ) – Allows users to hide the selected column.
4. Search – Allows users to search the List View pane for a keyword or phrase. You can select
Search all pages or Search current page to define the search scope.
*Note: The search function is not case sensitive.
5. Management Pane – Displays the actionable content of the DocAve module.
DocAve 6: Cloud Connect
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User Interface Overview
After clicking Cloud Connect, the Storage Optimization suite user interface launches with the Cloud
Connect tab active. This tab displays your farm and allows for quick access to a list of Cloud Connect
features. The How to Use Cloud Connect area displays brief configurations and steps for using Cloud
Connect. The Dashboard displays the synchronization schedule for the selected farm. Click View Details
to view detailed information about the synchronization schedule for the Web applications, site
collections, and sites in the pop-up window. If you are away from the Dashboard page, click the Cloud
Connect Landing Page link in the message at the bottom of your interface to go back to the Dashboard.
Figure 3: Dashboard interface.
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DocAve 6: Cloud Connect
Figure 4: Cloud Connect user interface.
1. The SharePoint tree (Scope panel) displays all content within your farms. Use this panel to
select the content that you wish to perform actions on. Selecting content often reveals new tabs
and functionality on the ribbon.
2. The ribbon shows the available actions and wizards for the selected nodes. This content is
dynamic; it will often change depending on what is selected in the SharePoint tree.
3. The workspace shows all form-based content that is used during the configuration of actions
performed in DocAve products.
Selecting Farms and Nodes
To select farms and nodes, complete the following steps:
1. From the Scope panel on the left, click the farm that contains the relevant SharePoint content.
2. Select the relevant content that you want to perform further operations on by selecting the
radio button to the left of the content.
3. After selecting content, you will be able to perform the procedures described throughout this
guide.
DocAve 6: Cloud Connect
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Advanced Search
When the node you are about to expand in a tree has more than ten thousand child nodes, DocAve
recommends using Advanced Search to narrow down the search criteria, which will display fewer nodes
on the tree and improve the performance.
To use Advanced Search, complete the following steps:
1. Right-click the node you are about to expand. A drop-down list appears.
2. Click Advanced Search in the drop-down list. The Advanced Search interface appears.
3. In the Advanced Search interface, click Add a Criterion to add a criterion that will be used to
search the child nodes. Configure the following settings:
•
Rule – Select the rule for this search. You can use the URL rule for the Web application
level. You can also use the URL rule and the Name rule for the Site Collection node, the
Sites node, the Lists node, and the Folders node.
•
Condition – Select the condition for the rule.
•
Value – Enter the value for the rule in the text box.
4. To add more criteria, click Add a Criterion, and repeat step 3. You can change the logical
relationships between the criteria by clicking the And or Or. By default, the logical relationships
are set to And. And means that the child nodes that meet all of the criteria will be included in
the search results. Or means that the child nodes that meet any criterion will be included in the
search results. The Basic Filter Condition area displays the logic relationships of filter criteria.
5. Click Search to start searching the child nodes.
The tree displays the child nodes that meet the search criteria. If the search returns more than ten
thousand results, a pop-up window will appear and recommend that you narrow the search criteria and
try again.
*Note: The displayed child nodes do not include the Include New node.
If you run a search in the selected current node, the child nodes that are excluded in the search will not
be included in the search results.
To display all of the child nodes on the tree, right-click the current node, and select Refresh from the
drop-down list.
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DocAve 6: Cloud Connect
How Cloud Connect Works with SharePoint
In Cloud Connect, there are two ways you can link to Box folders.
The first method creates a library in SharePoint based on a Connector library template, which DocAve
installs out-of-the-box. You can customize this library, save the library as a template, and reuse it. When
reusing the template, its ID for the library remains the same and is a “known and approved” template
for integration with Cloud Connect’s server API. For more information on this method, refer to Creating
a Cloud Connect Library in SharePoint.
The second method converts existing SharePoint libraries to Connector libraries and moves the content
from SharePoint to the Box location you configure through DocAve. In this case, Cloud Connect
references a known and tested list of templates. These are mostly out-of-the-box SharePoint template
IDs. For more information on this method, refer to Creating a Connection between SharePoint and Box.
The common component of both methods is the template ID for the library. This template ID is
important for two reasons:
•
When Cloud Connect converts a library, a Connector Settings link is added to the
SharePoint library’s Settings page. Cloud Connect checks the library’s template ID
against a known and tested list of templates at the time of release.
•
We have opted for a restricted model of deployment, which only allows templates that
we have verified. Each library can be customized with different features that require
Cloud Connect to adapt the way it synchronizes content. For instance, a picture library
requires that Cloud Connect upload the content first to SharePoint in order to generate
a thumbnail, while slide libraries require Cloud Connect to split storage of each .ppt into
individual slides.
*Note: For a list of the SharePoint libraries Cloud Connect can convert, refer to SharePoint Libraries that
Can Be Converted to Cloud Connect Libraries.
In some cases, you may have a highly customized library that Cloud Connect cannot convert, for
example: The customized SharePoint library’s template ID is not on the approved conversion list.
Nevertheless, there are steps you can take to add this template ID to the approved list. For more
information, refer to Adding Customized SharePoint Libraries to the Cloud Connect-Approved List of
Templates.
DocAve 6: Cloud Connect
19
Details and Best Practices for Cloud Connect
Synchronization with SharePoint
As SharePoint evolves as a platform, best practices for DocAve modules and features will continue to
emerge. In the case of Cloud Connect, AvePoint recommends enabling file checkouts for Cloud Connect
libraries and libraries that are connected to Box. Adhering to this recommendation will ensure that
collaboration on Box documents sync properly. See the sections below for additional information.
SharePoint 2013/2016
If you open a file in SharePoint 2013/2016 and create minor versions without checking out the file, the
changes will not be written to Box nor will the Box version number increase. The same is true if you edit
and save a file without any versioning enabled. In both of these cases, the changes will not be written to
Box until the next sync job or when you update the document’s properties.
If you create minor versions after checking out the file, though, then the changes will be written to Box
once you check in the file, and the Box version number will increase by how many minor versions were
created while it was checked out. This is because “check-in” is an update operation in SharePoint; thus,
SharePoint will process a synchronization for the file, and all of the versions will be externalized to the
storage location.
*Note: If a user is making changes to content on the Box side while a user is also making changes in
SharePoint, once a sync job runs, the SharePoint version will override the Box version.
Therefore, as a best practice, AvePoint recommends that administrators require file checkouts for Cloud
Connect libraries and libraries that are connected to Box.
SharePoint 2010
Changes made to files in SharePoint 2010 will be written to Box directly, without any synchronization
required. Each minor version created will also immediately create a new version in Box, regardless of
whether or not you checked out the file. On the Box side, if you have the file open for editing at the
same time as someone else is editing via SharePoint, you will receive notifications from Box that there
are updates to this document; however, saving this document from the Box side will create a version of
the file in Box.
As a best practice, AvePoint recommends that administrators require file checkouts for Cloud Connect
libraries or libraries that are connected to Box.
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DocAve 6: Cloud Connect
Steps to Configure and Deploy Cloud Connect
The following steps are required in order to properly run Cloud Connect. Click the link to jump to the
corresponding section.
1. Configuring the BLOB Provider.
2. Enabling the BLOB Provider.
3. Deploying the Cloud Connect Solution.
4. Activating the Cloud Connect Features.
5. Configuring Mapping Settings. Configuring these settings is optional, as Cloud Connect comes
with default mapping settings.
6. Configuring the Processing Pool. Configuring these settings is optional, as Cloud Connect comes
with default Processing Pool settings.
7. Using Cloud Connect functionality:
•
Creating a Cloud Connect Library in SharePoint (optional step; existing SharePoint
document libraries can be “connected” to Box as well).
•
Creating a Connection between SharePoint and Box.
8. Maintaining a Cloud Connect Library.
DocAve 6: Cloud Connect
21
Configuring the BLOB Provider
A binary large object (BLOB) is unstructured data (files, attachments, etc.) stored in SQL content
databases. By default, any file or attachment that is uploaded into SharePoint is stored as a BLOB in the
content database. By configuring the BLOB Provider, you are able to externalize BLOBs from a content
database to user-specified external storage and leave a data stub in SharePoint to point to the content.
The BLOB Provider feature intercepts SharePoint database traffic and redirects all of the BLOB traffic to
the external BLOB storage.
In order to provide transparency to SharePoint users and applications, Remote BLOB Storage (RBS) or
External BLOB Storage (EBS) is used to expose the storage contents through the SharePoint interface.
EBS is an interface provided by Microsoft SharePoint Server 2007 and 2010, and RBS is a set of
standardized Advanced Programming Interfaces (APIs) that are incorporated as an add-on feature pack
for Microsoft SQL Server. When enabled on a farm or node, the BLOB Provider creates a stub database.
*Note: EBS is not supported in a SharePoint 2013/2016 environment.
In order to use DocAve Cloud Connect, one of these two BLOB Providers must be enabled, and it is
recommended you use RBS as your BLOB Provider.
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DocAve 6: Cloud Connect
*Note: Since the DocAve RBS Provider is a third-party provider, SQL Server 2012 Enterprise Edition or
SQL Server 2008 R2 Enterprise Edition is required.
Feature
BLOB store scope
Number of providers
Interface
Migrating BLOBs from
SQL Server stores to
BLOB stores and vice
versa
SharePoint interface
RBS (for SharePoint
2010/SharePoint
2013/SharePoint 2016)
RBS can be enabled at content
database level and Web
application level. Each content
database can have its own BLOB
store. RBS is more flexible.
Multiple RBS providers can be in
the same SharePoint farm.
Managed.
RBS is a purely .NET-based
solution. From a technology
perspective, RBS fits in to .NET
quite nicely.
Windows PowerShell
EBS (not supported in
SharePoint 2013 and
SharePoint 2016)
EBS can be enabled only at
the farm level.
SharePoint 2010, SharePoint
2013, and SharePoint 2016 ship
with many Windows PowerShell
cmdlets that can be used to
manage RBS installation and
configuration.
None
Only one EBS provider per
SharePoint farm.
Unmanaged.
EBS relies on a legacy COM
interface.
Custom
BLOB Provider Recommendations
Before enabling your BLOB Provider, be sure to check the following advice for BLOB Provider
configurations. You should:
•
Start the wizard and verify RBS binaries (DocAve Agents) have been installed and
enabled on all Web front-ends in your farms.
•
For the best performance, choose a database server within the farm as your stub
database.
•
Choose to manage all stubs (pointers) for EBS or RBS at the farm level – one stub
database per farm. Apply lower-level settings when expect more than one million
objects per container.
DocAve 6: Cloud Connect
23
•
Consider configuring database inheritance when configuring stub databases at a lower
levels. See Stub Database Inheritance for additional information on stub database
inheritance.
•
Configure a schedule for enabling RBS and ensure that you have planned for a growing
farm.
•
Choose which of EBS or RBS to use based on your SQL Server version and SharePoint
version. SharePoint 2013 and beyond only support using RBS, and SharePoint 2010 can
use either EBS or RBS depending upon your SQL Server version. We provide the ability
to update from EBS to RBS at a later time, as your needs change. Refer to the DocAve 6
Control Panel Reference Guide for information on updating from EBS to RBS.
For more information related to BLOB externalization best practices, refer to AvePoint’s Optimize
SharePoint Storage with BLOB Externalization white paper.
Enabling the BLOB Provider
To enable the BLOB Provider on your servers, follow the instructions below.
*Note: In the event that you cannot enable BLOB Provider from DocAve GUI, you can use the standalone
Agent tools to enable the BLOB Provider. Refer to Appendix C: Enabling the BLOB Provider Using the
Agent Tools for more information.
1. To access the BLOB Provider, click the Cloud Connect tab > BLOB Provider in the General
Settings group. The BLOB Provider page appears in the workspace.
2. Verify RBS binaries (DocAve Agents) have been installed and enabled on all SharePoint servers
that are running Web services in your farms. This also includes all application and index servers.
*Note: All these servers must have RBS binaries installed or access to external content will fail.
•
The Install the BLOB Provider Binaries page displays information about all Web frontend servers that have a DocAve Agent installed. By default, the BLOB Provider is
installed during the Agent installation.
•
If the BLOB Provider is not installed on a particular server, Not Installed displays in the
server’s BLOB Provider Binaries column. If necessary, click Install to install the
corresponding BLOB Provider.
3. Click Next when finished. The Configure Stub Database page appears.
4. Choose the nodes you want to link to a stub database by selecting the checkbox to the left of
the node. For ease of use, it is recommended to configure one stub database for the entire
farm.
5. After selecting which nodes you want to link to a stub database, click Configure in the Manage
group on the ribbon.
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DocAve 6: Cloud Connect
6. Choose a database server within the farm for your stub database. For easy stub database
management and maintenance, it is recommended you choose the default database server used
by SharePoint Central Admin.
a. Configure Stub Database – Specify the Database Server and Database Name for the
stub database.
*Note: Once a stub database is configured and saved on a content database, the
configuration cannot be changed.
b. Authentication – Select the authentication method used to access the database.
o
Windows authentication (recommended; the default option) – Use this method
when you want the user identity to be confirmed by Windows.
o
SQL authentication – SQL server confirms the user identity according to the
configured account and password.
c. Connection String – Use this feature to create and configure stub databases using
command lines. Click Advanced to expand the advanced configuration. Select Edit
Connection String Directly to use Connection String method to create and connect the
Stub Database using Windows authentication or SQL authentication.
*Note: If you select Edit Connection String Directly, configuration a and b above will be
unavailable.
To create a stub database using Windows authentication, input the following
information:
o
Server – Enter the name of a SQL Server instance. The value must be either the
server’s name on the network, an IP address, or the name of a Configuration
Manager alias. To connect to the default instance on the local server, refer to
the following examples:
▪
Server=.;
▪
Server= IP Address;
▪
Server=localhost;
▪
Server=localDatabase\instancename;
o
Database – Enter the database name. If a database is not specified, the default
database defined for the login is used. To connect to the database, refer to the
following example: Database=Database’s name.
o
Trusted_Connection – Select the true value to use Windows Authentication
Mode for login validation.
o
DataSource – Enter the instance’s name, the Hostname, or the IP address of a
SQL Server. If this field is not specified, a connection is made to the default
instance on the local computer.
DocAve 6: Cloud Connect
25
o
Failover Partner – Enter the name of the failover server used for database
mirroring.
o
Initial Catalog – Enter the stub database’s name.
o
Integrated Security – Select the true value to accept the value “SSPI” for
Windows Authentication.
To create a stub database using SQL authentication, input the following information:
*Note: Each instruction’s key and value must be connected with an equals sign (=). The
instructions are separated using a semicolon (;).
o
Server – Enter the name of a SQL Server instance. The value must be either the
server’s name on the network, an IP address, or the name of a Configuration
Manager alias. To connect to the default instance on the local server, refer to
the following examples:
▪
Server=.;
▪
Server=IP Address;
▪
Server=localhost;
▪
Server= localDatabase\instancename;
o
Database – Enter the database name. If a database is not specified, the default
database defined for the login is used. To connect to the database, refer to the
following example: Database=Database’s name.
o
Trusted_Connection – Select the False value to not use Windows
Authentication Mode for login validation. You can specify the credentials that
will be used to connect to the database.
o
User ID – Enter the login name.
o
Password – Enter the password.
o
DataSource – Enter the instance’s name, the Hostname, or the IP address of a
SQL server. If not specified, a connection is made to the default instance on the
local computer.
o
Failover Partner – Enter the name of the failover server used for database
mirroring.
o
Initial Catalog – Enter the stub database’s name.
7. When finished, click OK to proceed to the Enable BLOB Provider page. The Enable BLOB
Provider page shows the BLOB Provider Status of the farms that have DocAve Agents installed.
8. To enable the BLOB Provider, click Configure in the Action column and proceed with the
instructions below that are pertinent to the BLOB Provider you wish to enable. Note that if you
are using a SharePoint 2010 environment, it is recommended that you enable RBS for the farm;
if you are using a SharePoint 2013 environment or SharePoint 2016, you can only enable RBS for
the farm.
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DocAve 6: Cloud Connect
To enable RBS:
•
Under Enable RBS for Farm, click the farm name to expand the tree. View the RBS status
and enable RBS on the selected content databases by selecting the checkbox in the
Enable column, if necessary.
•
Select Enable in the Include New Content Databases row to enable RBS for all newlyadded content databases (that is, content databases added after configuration of the
BLOB Provider). In order to use this function, a schedule must be configured in the
Schedule field.
•
Configure a Schedule (available when Enable RBS for Farm is selected) to check for
newly-added content databases. According to your configured schedule, Cloud Connect
runs a search on your farm for new content databases. If any new content databases are
found, Cloud Connect enables RBS on them.
*Note: The stub database rule is applied to a newly-added content database
immediately after the content database is added to the corresponding Web application.
*Note: If both EBS and RBS are enabled, RBS is used.
9. After configuring the BLOB Provider, click OK to save the configuration. Then click Next to
proceed to the Overview page.
10. The Overview page shows all stub database information for all farms.
•
If desired, click Edit in the table heading row to edit the configuration.
•
When satisfied with the configurations, click Finish and Run Now to save the
configuration and then enable/disable the corresponding BLOB Provider immediately.
*Note: To enable the RBS Provider without using a schedule, you must click Finish and Run Now to
enable it immediately. Clicking Finish immediately enables EBS, but only saves the RBS Provider
configuration without enabling the RBS BLOB Provider.
DocAve 6: Cloud Connect
27
Deploying the Cloud Connect Solutions
To use the Cloud Connect feature in DocAve, you must first deploy the DocAve Cloud Connect solutions
to your SharePoint farm.
The SP2010ConnectorContentLibrary.wsp and SP2010ConnectorMediaLibrary.wsp solutions are for
SharePoint 2010. The SP2010ConnectorContentLibrary.wsp and SP2010ConnectorMediaLibrary.wsp
solutions are for SharePoint 2013 with 2010 experience version; the
SP2013ConnectorContentLibrary.wsp and SP2013ConnectorMediaLibrary.wsp solutions are for
SharePoint 2013 with 2013 experience version. The SP2016ConnectorContentLibrary.wsp and
SP2016ConnectorMediaLibrary.wsp solutions are for SharePoint 2016. Once you install and deploy the
DocAve Cloud Connect solutions, the Cloud Connect feature will be listed in the Site Collection Feature
List. Choose the solution to deploy according to the Cloud Connect features you want to use.
•
The SP2010ConnectorContentLibrary, SP2013ConnectorContentLibrary, and
SP2016ConnectorContentLibrary solutions include the DocAve Content Library feature,
DocAve Connector Library Converting feature, and MySite Libraries feature.
•
The SP2010ConnectorMediaLibrary, SP2013ConnectorMediaLibrary, and
SP2016ConnectorMediaLibrary solutions include the DocAve Media Library feature.
*Note: Cloud Connect shares the same solutions with Connector. So when you have deployed the
solutions in Connector, you need not to deploy them again.
*Note: If you have SharePoint 2013 site collections that were created using the SharePoint 2010
template, you must install and deploy the SharePoint 2010 Cloud Connect solutions.
Follow the steps below to deploy DocAve Cloud Connect solutions.
1. Navigate to the DocAve tab > Control Panel > Solution Manager.
2. Select the target farm from the Farm drop-down list.
3. Check the following checkboxes: SP2010ConnectorContentLibrary.wsp and
SP2010ConnectorMediaLibrary.wsp for SharePoint 2010; SP2010ConnectorContentLibrary.wsp
and SP2010ConnectorMediaLibrary.wsp for SharePoint 2013 with 2010 experience version;
SP2013ConnectorContentLibrary.wsp and SP2013ConnectorMediaLibrary.wsp for SharePoint
2013 with 2013 experience version; SP2016ConnectorContentLibrary.wsp and
SP2016ConnectorMediaLibrary.wsp for SharePoint 2016. Click Install in the Actions group.
4. Once the solutions are installed on the SharePoint farm, select the checkboxes below:
SP2010ConnectorContentLibrary.wsp and SP2010ConnectorMediaLibrary.wsp for SharePoint
2010, or SP2010ConnectorContentLibrary.wsp and SP2010ConnectorMediaLibrary.wsp for
SharePoint 2013 with 2010 experience version, or SP2013ConnectorContentLibrary.wsp and
SP2013ConnectorMediaLibrary.wsp for SharePoint 2013 with 2013 experience version, or
28
DocAve 6: Cloud Connect
SP2016ConnectorContentLibrary.wsp and SP2016ConnectorMediaLibrary.wsp for SharePoint
2016. Click Deploy in the Actions group.
5. After the solutions are deployed successfully, the status of the solutions is shown as Deployed in
the Status column.
Refer to the Solution Manager section of the DocAve 6 Control Panel Reference Guide for information
on performing more operations on the solutions.
Proceed to the next section for information on activating the Cloud Connect features.
DocAve 6: Cloud Connect
29
Activating the Cloud Connect Features
Once the Cloud Connect solution is deployed, you can configure Cloud Connect settings for SharePoint
objects through the DocAve user interface.
If you want to configure Cloud Connect settings through the SharePoint user interface, the Cloud
Connect features must be activated through DocAve or SharePoint after the Cloud Connect solution is
deployed. Activating Cloud Connect in DocAve allows a user to activate or deactivate features for
multiple site collections at once, however, while in SharePoint, a user must activate or deactivate site
collections one by one.
Choose the features you want to use:
•
DocAve Content Library – Creates a Content Library for documents and other files in an
external storage location. Synchronization jobs can be performed regularly to keep the
Content Library consistent with its connected storage location.
•
DocAve Media Library – Creates a Media Library for video, music and multimedia files in
an external storage location. Media Libraries allow users to play videos online.
Synchronization jobs can be performed regularly to keep the Media Library consistent
with its connected storage location.
•
DocAve Connector Library Converting – Coverts Document Libraries, Picture Libraries,
Form Libraries, and Asset Libraries to Cloud Connect Content Libraries. Content Libraries
synchronize updates between the storage location and SharePoint to maintain data
consistency.
•
MySite Libraries – Automatically creates Content Libraries when new My Sites are
created. The created MySite library will inherit the configured storage path if the parent
Web application level has been configured with a storage path. This feature is activated
at the Web application level.
*Note: Cloud Connect shares the same features with Connector. So when you have activated the
features in Connector, you need not to activate them again.
Refer to the applicable section below to enable the Cloud Connect features.
Activating Cloud Connect through SharePoint
To activate the Cloud Connect features through SharePoint, complete the following steps:
1. In SharePoint, access the site collection that you want to activate Cloud Connect. Navigate to
Site Actions > Site Settings > Site collection features. The Site Collection Features page
appears.
2. Click Activate next to the DocAve Connector Library Converting, DocAve Content Library, and
DocAve Media Library Cloud Connect features. This enables the features for the selected site
collection.
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DocAve 6: Cloud Connect
*Note: The DocAve Connector Library Converting feature is used to convert the SharePoint
Document library, Form library, Picture library, and Asset library to a DocAve Cloud Connect
library. These four types of SharePoint libraries can have Cloud Connect settings applied to
them.
3. After activating the Cloud Connect feature, the status of the feature reads Active in the Status
column.
Activating Cloud Connect through DocAve
To activate the Cloud Connect features through DocAve, complete the following steps:
1. From the Cloud Connect tab, click Manage Feature in the General Settings group. The Manage
Feature page appears.
2. Select the Cloud Connect features, Content Library, Media Library, Library Converting, or
MySite Libraries which you wish to activate in the View group. Configure the following settings
for the selected features:
a. Tree selection – Select the target destination.
b. Expand the SharePoint farm tree to the desired node and click Activate in the Action
column to activate the Cloud Connect features on the selected node. Alternatively, click
Activate All following one node to activate the Cloud Connect features on all of the
nodes under the selected node.
3. After activating the Cloud Connect features, the status of the features on the corresponding site
collection is changed from Inactive to Active in the Status column.
DocAve 6: Cloud Connect
31
Configuring Mapping Settings
As described earlier, Cloud Connect requires several steps to configure Box folders for use in SharePoint.
Once RBS, the vehicle of delivery of content, is configured, you now need to resolve the discrepancies
that exist between SharePoint and Box.
Configured mapping settings determine how the synchronized files and folders (as well as thei r
metadata) are managed in SharePoint. Configuring these settings is optional, as the Cloud Connect
module contains default mapping settings.
In general, the most logical mappings possible have already been made. This section is intended for you
to review the default settings configured to resolve common differences between SharePoint and Box.
Common Mapping
SharePoint does not support file or folder names that are longer than 128 characters, or filenames that
contain invalid characters (such as " # % & * : < > ? \ / { | } ~). By default, files or folders with names
longer than 128 characters are pruned to 128 characters after being synchronized to SharePoint. For
filenames that contain invalid characters, the invalid characters are replaced with an underscore (_)
after being synchronized to SharePoint.
*Note: SharePoint 2016 has no limitation for the file or folder name length while the URL length
limitation is still 260 characters. SharePoint 2016 supports the following special characters in file or
folder names: ~ & { }.
DocAve applies a default common mapping named DefaultConnectorCommonSetting, which cannot be
edited or deleted. To set up new Common Mapping:
1. From the Cloud Connect tab, select Common Mapping in the General Settings group. The
Common Mapping pop-up page appears. Here, you can view all of the existing Common
Mapping profiles.
2. To create a new mapping rule, click Create in the Manage group. The Create Common Mapping
page appears in the workspace.
3. Configure the following settings for Common Mapping:
a. What would you like to call this common mapping? – Enter a name and an optional
description for the common mapping profile.
b. What is the maximum length for folder and file names? – Specify the maximum length
of the folder or filename displayed in the Cloud Connect Library. You can define the
maximum length of the folder or filename from anywhere between 1 and 127
characters. If the folder or filename exceeds the maximum length, the system
32
DocAve 6: Cloud Connect
automatically prunes the extra characters and saves the name. The folder or filename is
pruned according to the following rules.
o
Regarding filename pruning, the file extension characters are counted towards
the total number of characters. Only the filename itself is pruned. For example,
if the maximum length configured is 7, a file named abcde.exe is pruned to
abe.exe.
o
DocAve starts pruning from the middle of the filename. In the Box storage,
versions of documents are commonly identified with characters at the
beginning (“Copy of”) and characters at the end (“version1” or “_1”). By pruning
characters from the middle of the filename, DocAve ensures that these
identifying characters remain intact.
o
If there is already a file with the same name in SharePoint after DocAve prunes
the filename, a numerical suffix is added to the original name of the file/folder
after pruning.
c. How should invalid characters be replaced in SharePoint? – Replace illegal characters
in folder/filenames with legal characters when synchronizing content to SharePoint. By
default, all of the illegal characters are replaced with an underscore (_).
SharePoint 2016 supports the following special characters in file or folder names: ~ & { }.
Therefore, it is recommended to remove the rules for these four characters when
configuring illegal characters replacement settings for SharePoint 2016.
Property Mapping
While files that are uploaded to SharePoint natively lose their metadata, Cloud Connect can read the
following Box properties: Modified, Created, Description, Owned By, and Tags and present it in
SharePoint. Property Mapping allows you to configure rules that map the Box properties to SharePoint
metadata, thereby preserving the metadata.
*Note: Cloud Connect only supports the following Box properties: Modified, Created, Description,
Owned By, and Tags.
DocAve applies a default property mapping named DefaultBoxConnectorPropertySetting, which cannot
be edited or deleted. To set up a new Property Mapping:
1. From the Cloud Connect tab, select Property Mapping in the General Settings group. The
Property Mapping pop-up page appears. Here, you can view all of the existing Property
Mapping profiles.
2. To create a new property rule, click Create in the Manage group. The Create Property Mapping
page appears in the workspace.
3. Configure the following settings for Property Mapping.
DocAve 6: Cloud Connect
33
a. What would you like to call this property mapping? – Enter a name and an optional
description for the Property Mapping profile.
b. How should Box properties be mapped? – Map the Box properties to SharePoint
properties. Click either the Content Library or Media Library tabs above the table to set
the corresponding properties. By default, the Box properties are mapped to SharePoint
properties with the original property names.
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DocAve 6: Cloud Connect
Configuring the Processing Pool
The Processing Pool feature allows you to control the maximum number of synchronization jobs that
can be run simultaneously. Normally, a synchronization job is fairly resource-intensive, so running
multiple synchronization jobs simultaneously may affect the performance of the server. To avoid
performance issues, use the Processing Pool feature to limit the number of simultaneous
synchronization jobs.
Synchronization jobs that are added into the Processing Pool become threads. The number of th reads
you allow in the processing pool is the maximum number of synchronization jobs that can be run
simultaneously. The remaining synchronization jobs are placed in a queue.
Each SharePoint farm has a default processing pools: DocAve_Farm(FarmName). The number of threads
set in the default processing pool is 5.
To create a new Processing Pool, complete the following steps:
1. Click Cloud Connect tab > Processing Pool in the General Settings group.
2. Click Create in Manage group on the Processing Pool tab. The Create Processing Pool page
appears.
3. Enter a Processing Pool Name and an optional Description.
4. Select the Farm from the drop-down list.
5. Select an Agent Group from the drop-down list. The Agents in the selected Agent group are
used by this Processing Pool to perform synchronization jobs. For more information about
creating Agent groups, refer to the DocAve 6 Control Panel Reference Guide.
6. Specify the Maximum Number of Jobs that will be used for the synchronization jobs. For
example, if you enter 8 in this field, then 8 synchronization jobs can be run at the same time.
DocAve 6: Cloud Connect
35
Creating a Connection between SharePoint and Box
With DocAve Cloud Connect, you can create a connection between one or more SharePoint libraries and
one or more Box storage paths. In other words, you can “convert” an existing SharePoint
document/form/picture/asset library to a Cloud Connect library with a configured storage path. The
connection only can be made at the library level.
Only DocAve Cloud Connect libraries (Content Library/Media Library) and the four types of SharePoint
libraries (Document library/Form library/Picture library/Asset library) are actually connected to Box. In
some cases, you may want to convert an existing custom SharePoint library. DocAve references a known
and tested list of SharePoint templates available at the time of a release. These are mostly out-of-thebox SharePoint template IDs, so if you are attempting to convert a highly-customized SharePoint library,
you will need to manually add the template ID to the “approved” list. For more information, refer to
Adding Customized SharePoint Libraries to the Cloud Connect-Approved List of Templates.
Once the connection is made and a synchronization job is run, any content that is uploaded to the
SharePoint library is stored in the Box location (instead of in the SharePoint SQL database). Content in
the SharePoint library appears and functions normally; however, the content of the SQL database is a
stub, not the actual data.
Overview
The Cloud Connect settings for the Web application, site collection, and site levels are divided into two
parts: Configure Path and Configure Sync Settings.
*Note: Only Configure Path is supported at the library level. Sync settings are not configurable at the
library level, so the Configure Sync Settings option is not available for libraries.
•
In the Configure Path wizard, you can configure the storage path.
•
In the Configure Sync Settings wizard, you can configure Sync settings such as mapping
settings and schedule settings.
Configuring the Cloud Connect Path
To connect a SharePoint library to Box, complete the following steps:
*Note: The only Cloud Connect option available at the library level is Configure Path. The Configure
Sync Settings option is not available for configurations made at the library level.
*Note: If connecting an existing SharePoint Document library, Form library, Picture library, or Asset
library to a storage path, all content in the existing SharePoint library is moved to the storage path, even
the content that was uploaded to the library prior to making the “connection” to the storage path.
36
DocAve 6: Cloud Connect
The Cloud Connect settings at the library level can also be configured from SharePoint. Refer to
Configuring Cloud Connect Library Settings using the SharePoint Interface for details.
1. From the Scope panel, select the library that you wish to connect to a storage path.
2. Click the Configure Path drop-down in the Action group and select Configure Path.
3. Box is selected as the storage type. Configure the following settings for the Box storage location.
a. Root Folder Name – Enter the folder name you want to synchronize with this library or
enter a slash (/) to represent the root folder.
b. E-mail address – Enter the e-mail address to access Box.
c. Token storage location – Enter the path of the location where the token’s file resides.
For details about how to generate the token, refer to DocAve 6 Supplementary Tools
User Guide.
d. Username – Enter the username to access the token storage location.
e. Password – Enter the relevant password for the user.
f.
Enable As-User – Choose whether to use the user you specified for the root folder in
Box site to access the Box storage. Enter the e-mail address of the user that you want to
use to access the Box storage.
*Note: Enable As-User is a feature only for Enterprise Box accounts.
g. Use the client information provided by DocAve – Select this radio button and click
Retrieve Token below to use the opened site to generate the Token that is used when
configuring the Box.
h. Use my client information – If you do not want to use the client information provided
by DocAve, you can select this radio button to use the StorageTokenClient tool to
generate the token. For details about how to Use the tool to generate the token, refer
to DocAve 6 Supplementary Tools User Guide.
i.
Proxy Settings – If the server cannot connect to the internet, or if you want to connect
to the internet via the proxy server, select this checkbox and configure the following
settings:
o
Proxy host – The hostname or IP address of the proxy server.
o
Proxy port – The port used to access the proxy server.
o
Username – The username to log into the proxy server.
o
Password – The password to access the proxy server.
*Note: The username and password are optional since anonymous proxy is
supported.
DocAve 6: Cloud Connect
37
j.
Advanced – Specify the following extended parameters in the advanced settings if
necessary. If you have multiple parameters to enter, press Enter to separate the
parameters. Refer to the instructions below to add parameters.
o
RetryInterval – Customize the retry interval when the network connection is
interrupted. The default value is 30000 milliseconds. You are allowed to enter
any positive integer between 0 and 2147483646 (the unit is millisecond). For
example, RetryInterval=30 represents the interval between the network
interruption and reconnection is 30 milliseconds.
o
RetryCount – Customize the reconnection times after the network connection is
interrupted. The default value is 6. You are allowed to enter any positive integer
between 0 and 2147483646. For example, RetryCount=10 represents when the
network connection is interrupted, it can reconnect at most 10 times.
Click Validation Test to verify that the information you entered is correct.
4. How should changes be synchronized? – Select the synchronization mode that will be used:
*Note: To review synchronization mode behaviors for certain actions in SharePoint or Box, refer
to Synchronization Mode Behaviors in SharePoint and Details and Best Practices for Cloud
Connect Synchronization.
•
Sync changes made from SharePoint to the storage path and existing files in the
storage path to SharePoint – Select this option if files are only being added, modified,
or deleted through the SharePoint interface. Files added to Box will not be synchronized
to SharePoint. Deletions and modifications on the Box are not supported and could
cause loss of data in SharePoint. Refer to AvePoint’s Supplementary Tools User Guide
for instructions on cleaning up orphan stubs.
*Note: We strongly recommend that you choose Sync changes made from SharePoint
to the storage path and existing files in the storage path to SharePoint as the
synchronization mode. Microsoft insists that RBS storage locations are not modified or
accessed without risking possible inconsistencies between SharePoint and the actual
files.
•
Sync changes made from SharePoint to the storage path, existing files in the storage
path to SharePoint, and load new files from the storage path – Select this option if files
are being added, modified, or deleted through the SharePoint interface, and new files
are regularly being added to the storage location. If selecting this option, the changes
made in SharePoint will be synchronized to the storage path, and the newly added files
in the storage path will be synchronized to SharePoint.
5. Which permissions are required to run sync jobs? – Select the permission levels in order to
specify which end-users can perform synchronization. All the permission levels that are equal to
or bigger than the union of the following three permissions will be listed here: Add Items, Edit
Items, Delete Items. The end-users with any one of the listed permissions can perform a
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DocAve 6: Cloud Connect
synchronization operation. Note that Full Control and Site Collection Administrator are selected
by default.
6. Would you like to load metadata from file system? – Specify whether to load metadata from
Box while loading files and folders from it. Note that the metadata can only be loaded during the
first synchronization with SharePoint.
*Note: The metadata can only be synchronized when files or folders in the storage location are
synchronized to SharePoint for the first time. If you want to reload metadata changes from
storage to SharePoint, use the Sync-File command through Cloud Connect PowerShell. For more
help information on this command, refer to Cloud Connect PowerShell.
If you want to load metadata from storage to SharePoint in the synchronization whenever the
modify time of a file is changed in the storage side, enable the feature through the
<EnableReloadMetadata>false</EnableReloadMetadata> node in the Connector configuration
file. Refer to Appendix B: Cloud Connect Configuration File for more details on configuring this
node.
7. How should file name changes be addressed? – Specify whether to keep the file names in the
storage path consistent with those in the Cloud Connect library when the file names are
modified due to invalid characters or file name length limitation during the synchronization job.
•
Disabling this option results in the file names being modified in SharePoint during
synchronization according to the Common Mapping rules. The filenames in the storage
path will not change.
•
Enabling this option results in the filenames in the storage path being consistent with
the filenames in SharePoint (after synchronization). If file or folder names contain
special characters, enabling this option will result in the filenames in the storage path
being consistent with the filenames in SharePoint (after synchronization). The folders’
names will not be affected.
8. Would you like to bypass SharePoint file limitations? – Select Allow uploading large files
(greater than current Web application maximum upload size: 250 MB) as links to allow data
that is larger than the current Web application’s maximum upload size to be linked from the
storage device and synchronized between the storage device and SharePoint. Select Allow
uploading blocked file types as links to allow data whose type is blocked by SharePoint to be
linked from the storage device and synchronized between the storage device and SharePoint.
The basic operations (including rename, copy, move, delete, etc.) of Cloud Connect links in
SharePoint will be synchronized to the storage location.
*Note: Due to SharePoint limitations, only a link will be uploaded to SharePoint for an item over
the current Web application maximum upload size or an item with a blocked file type.
*Note: Granular backup jobs will not capture linked content.
*Note: Connector Link to a Document and Connector Link to Multimedia content types must
exist in your sites and libraries in order to bypass SharePoint file limitations. By default, these
two content types are automatically added to your site and libraries after deploying the Cloud
DocAve 6: Cloud Connect
39
Connect solutions. If the Connector Link to a Document and Connector Link to Multimedia
content types are unexpectedly missing from your libraries, manuall y add them.
Cloud Connect supports Pause and Resume operations when downloading these linked files.
Cloud Connect link files can cause any of the following issues in SharePoint:
•
Generating a version of a Cloud Connect link file results in only a link in SharePoint. The
version of this linked file is not generated in the connected path.
•
Cloud Connect linked files are not included in the index during SharePoint crawls.
•
Cloud Connect linked files’ extensions cannot be modified.
If configuring a Media Library, there are three more Cloud Connect settings to configure: Player,
Thumbnail Settings, and Rich Text Settings.
1. What player settings would you like to configure? – Configure the settings for the media
player.
•
Player size – Customize the size of the player screen.
•
Enable auto play – Enables the videos to play automatically once the video icon is
clicked.
2. Would you like to customize the thumbnail size? –Enter a size between 50 and 250 pixels.
3. Would you like to enable the rich text video player? – This feature allows you to add a button
in the column of Rich Text type to play videos. This provides a method to enable the video for
each item on the current site. The followings are the detailed steps to use this feature.
a. In the Media Library Settings page, select Enable video player in Rich Text for the
entire site. Click Save to save the setting.
b. Access a list in the target site and create a column in the list. Select Multiple lines of
text and Enhanced rich text (Rich text with pictures, tables, and hyperlinks) in the
Create Column page.
c. Select an item in the list and click Edit Item in the Manage group on Items page. The
Item Edit page appears. Click the column you just created and navigate to Format Text >
HTML > Rich Text Settings. The Player Settings page appears.
d. Configure the Rich Text settings in this page, including Video Source URL, Player Type,
and the Player Size. If you want the video to be played automatically, check the Enable
Auto Play checkbox.
*Note: This column only exists for lists; it does not exist in libraries.
40
DocAve 6: Cloud Connect
Configuring Cloud Connect Library Settings using the SharePoint Interface
It is possible to configure initial Cloud Connect settings for the library level from either the DocAve GUI
or from SharePoint.
The Cloud Connect setting options for the library level are exactly the same on both the DocAve GUI and
SharePoint. The Configuring the Cloud Connect Path section details how to configure Cloud Connect
settings for the library level from the DocAve GUI. The section below describes how to configure the
library level from SharePoint.
*Note: If a library contains configured Cloud Connect settings that were applied from the DocAve GUI,
you can edit these Cloud Connect settings from SharePoint as well.
To configure the Cloud Connect library from SharePoint:
1. Access the library that you will connect to your storage path.
2. Click the Library tab on Library page, and then click Library Settings in the Settings group.
3. Select Connector Synchronization and Settings in the General Settings column for a Document
library, Form library, Picture library, Asset library, Content Library, or Media Library. The
Connector Synchronization and Settings page appears.
4. Configure the settings for a DocAve Cloud Connect library (Content Library/Media Library) and a
SharePoint Document library, Form library, Picture library or Asset library from SharePoint.
Refer to Configuring the Cloud Connect Path for information on these settings.
*Note: If both Cloud Connect and Connector have been enabled in your environment, all of the
storage types using by both Cloud Connect and Connector will appear in the Storage type drop down list in SharePoint. Select Box from the Storage type drop-down list to configure the
storage path settings for Cloud Connect.
Configuring Sync Settings
This section describes how to configure the synchronization settings for the selected node.
*Note: To review synchronization mode behaviors for certain actions in SharePoint or Box, refer to
Synchronization Mode Behaviors in SharePoint and Details and Best Practices for Cloud Connect
Synchronization.
The default sync settings are used if you do not configure sync settings in the Configure Sync Settings
Wizard.
The Configure Sync Settings option is not available for configurations made at the library level.
DocAve 6: Cloud Connect
41
*Note: Some files and folders might not be synchronized from the storage system to SharePoint due to
Windows API or SharePoint limitations. For more details on what files are not supported, refer to Files
That Do Not Synchronize from Storage Path to SharePoint.
To configure sync settings, complete the following steps:
1. Click Configure Sync Settings in the Action group and select Configure Sync Settings.
2. Configure Sync Settings – Configure synchronization-related settings for the selected object.
•
Select a Common Mapping from the corresponding drop-down list. There is a default
common mapping profile in the drop-down list. If desired, select New Common
Mapping from the drop-down list to create new common mapping profiles. Refer to
Common Mapping for more information.
•
Select a Property Mapping from the corresponding drop-down list. There is a default
property mapping profile in the drop-down list. If desired, select New Property
Mapping from the drop-down list to create new property mapping profiles. Refer to
Property Mapping for more information.
•
Which processing pool would you like to use? – Specify a processing pool for the
synchronization process. There is a default processing pool for each SharePoint farm,
DocAve_Farm(FarmName). If desired, create new processing pools by selecting New
Processing Pool from the drop-down menu. For more information, refer to Configuring
the Processing Pool.
•
Would you like configure a schedule? – Choose whether or not to synchronize the
content between the storage path and SharePoint periodically.
o
No Schedule – Does not configure any schedule to synchronize data. If you
select this option, you must run the synchronization job manually from
SharePoint.
o
Configure the schedule myself – When you select this option, the Schedule
Settings option and Processing Pool option become available.
▪
•
Schedule Settings – Specify the start time and interval for the schedule.
Click the calendar icon or Calendar View to the Interval field to view the
interval in the calendar. Then, specify an end time for the schedule and
a date to end the schedule.
Who should receive e-mail notification? – Select a notification profile, and click View
besides the drop-down list to configure the notification setting; or select New
Notification Profile to create a new notification profile.
3. Click OK to save the sync settings; or click OK and Sync Now to save the sync settings and run
the synchronization job immediately.
42
DocAve 6: Cloud Connect
Managing Inherited Cloud Connect Settings
The site collection, site, and library levels automatically inherit Cloud Connect sync settings from their
parent nodes.
If this default inheritance logic is acceptable, then it is not necessary to configure Cloud Connect settings
(such as Sync Settings and Mapping Settings) at each level manually. Inheritance saves time by only
requiring the aforementioned settings to be configured once, as each library in a particular node inherits
the settings from its parent node.
If desired, you can break inheritance and configure unique Cloud Connect sync settings for each level. As
mentioned previously, only the Cloud Connect settings on the library level have an effect on the
connection relationship between SharePoint and the storage device.
If you want to break inheritance, select the child node beneath the configured parent node and select
Configure Sync Settings to configure unique setting for the selected node.
Refer to the descriptions below for the inheritance details of each level.
Site Collection
If an upper-level Web application has Cloud Connect settings configured on it, by default, the site
collections below it inherit the Cloud Connect settings.
•
The right pane of DocAve Cloud Connect interface displays from which node the current
site collection inherits the sync settings. To break inheritance, access the Configure Sync
Settings feature to configure unique settings for the selected site collection.
•
If the upper-level Web application does not have any Cloud Connect settings applied to
it, access Configure Sync Settings in the Action group to configure Cloud Connect
settings for the selected site collection.
*Note: Only when the managed path of a site collection is configured at the Web application level do
the site collections under the selected Web application inherit the Cloud Connect settings.
Site
If the upper-level site collection has configured Cloud Connect settings, by default the site inherits the
Cloud Connect settings from its parent site collection.
•
The right pane of DocAve Cloud Connect interface displays from which node the current
site inherits the path and sync settings. To break inheritance, access Configure Sync
Settings to configure unique settings for the selected site.
•
If the upper-level site collection does not have any Cloud Connect settings applied to it,
click Configure Sync Settings to configure Cloud Connect settings for the selected site.
DocAve 6: Cloud Connect
43
Adding Customized SharePoint Libraries to the Cloud ConnectApproved List of Templates
The “approved” list that Cloud Connect ships with does not contain templates other than out-of-the box
approved templates since AvePoint cannot guarantee support and compatibility for changes made by
customers or other vendors. Also, these template IDs are not universally unique for the entire
SharePoint ecosystem, so we must avoid unknowingly approving a template that has not been tested.
However, in anticipation of the need for converting custom libraries, Cloud Connect does provide a way
to manually add to the approved list. Before performing the steps below, it is recommended that you
archive a copy of the .config file before making changes to it. In addition, AvePoint recommends that
you test the library with all functions first (synchronization, modifications, search, workflow, and other
normal user activity) to ensure compatibility before modifying this file in your production environment.
In terms of maintenance, be sure to back up the modified .config file so that you can leverage it for all
future versions of DocAve, ensuring that your list of known and tested templates is maintained.
*Note: In the Control Load Balancing (CLB) environment, execute the following operations in every
server where the Control Service resides.
1. Open the Manager server.
2. Locate the ControlConnectorTemplates.config file in the following folder path:
\AvePoint\DocAve6\Manager\Control\Config\Connector.
3. Open the ControlConnectorTemplates.config file using Notepad.
4. For this example, assume that your template ID is 31000. Locate the following code in
the .config file, and add your library’s template ID to the list:
<ConnectorTemplates>
<Template value="109" />
<Template value="851" />
<Template value="115" />
<Template value="31000" />
</ConnectorTemplates>
5. Save the change and close the file.
After completing this configuration, you can configure further Cloud Connect settings for this library
through DocAve Manager.
44
DocAve 6: Cloud Connect
Removing Cloud Connect Settings
To remove the storage path configuration: From the Cloud Connect tab, select the target node on the
farm tree, click Configure Path in the Action group, and select Remove Path. The connected storage
path is removed from the selected node.
*Note: The Remove Path option is not available for Web application, site collection and site levels.
To remove the sync setting configuration: From the Cloud Connect tab, select the target node on the
farm tree, click Configure Sync Settings in the Action group, and select Remove Sync Settings. The sync
settings for the selected node are removed.
*Note: The Remove Sync Settings option is not available for the library level, as the library level does
not support configuration of sync settings.
*Note: To make sure the synchronization jobs configured at higher levels can run normally, AvePoint
recommends removing the storage path settings from the selected Cloud Connect library before
deleting that library. To delete the storage path settings for all of the Cloud Connect libraries inside a
site collection/site in bulk, AvePoint recommends using the Cloud Connect API. If there are both Cloud
Connect and Connector libraries in a site/site collection, the storage path settings for both of the Cloud
Connect and Connector libraries will be deleted. For more information on Cloud Connect API functions,
refer to AgentCommonConnectorAPI.chm located in the DocAve Agent installation directory, which
is …\AvePoint\DocAve6\Agent\Documents\SDK\Connector by default.
DocAve 6: Cloud Connect
45
Creating a Cloud Connect Library in SharePoint
After activating the Cloud Connect features, you can specify a storage path in DocAve or SharePoint, and
create a Cloud Connect library in SharePoint. When a Cloud Connect library is created in SharePoint, all
files uploaded to the library are automatically externalized to the configured Box location rather than
remaining in SQL storage. The two types of Cloud Connect libraries are Content Library and Media
Library. Neither library has restrictions on the file types that can be uploaded to them, but the Media
Library contains the following special functionality:
•
Media Libraries allow for the viewing of certain file type thumbnails. Refer to Viewing All
Video Thumbnails for more details.
•
The play times of video files stored in Media Library can be recorded in SharePoint’s
Audit Log. The video playing action is included in the Opening or downloading
documents, viewing items in lists, or viewing item properties event. Ensure that this
event option is selected on the Configure Audit Settings page when you are configuring
audit settings for recording play times of videos in SharePoint.
•
It is easy to locate the URL of a video file currently being played in Media Library. The
file title on the top of the player is a link; click it to jump to a webpage that will play the
current video file. The URL in the address bar of this webpage is the URL of the video file
being played. Copy this URL and paste as needed.
•
You are able to play media files that are larger than the maximum upload size of current
Web application in the Media Library. There is no size limitation to the media files that
are played in this library.
You can access the Media Library from a mobile device, such as an iPad, iPhone, or i Pod touch, etc. For
more information, refer to Using the Media Library on a Mobile Device. To create a Cloud Connect
library (Content Library/Media Library) in SharePoint, complete the following steps:
1. In SharePoint, access the site where the Cloud Connect feature is activated.
2. Click Site Actions on the upper-left corner of the page and select More Options in the dropdown list. Locate Content Library/ Media Library under the Libraries column. Select the library
you want to create.
•
Name and Description – Enter the name of the library and the optional description.
•
Navigation – Specify whether to display this library on the Quick Launch.
•
Document/Item Version History – Specify whether to create a version each time you
edit a file in this library.
•
Document Template – Select from the Document Template drop-down list to
determine the default template for all new files created in this library.
For more information, including details on specifying a default path for Cloud Connect libraries created
in SharePoint, refer to Configuring the Cloud Connect Path.
46
DocAve 6: Cloud Connect
Using a Cloud Connect Library
After creating a Cloud Connect library and synchronizing the content, access the Library page and
manage your library. The following actions can be performed:
*Note: The actions under the Files (Document in SharePoint 2010) tab and the Library tab contain basic
SharePoint Document library functions. The AvePoint Connector tab is unique to DocAve Cloud Connect
libraries.
Using the Files Tab
•
New Document – Creates a new document in this library.
•
Upload Document – Uploads one file or multiple files to this library (only SharePoint
2010).
*Note: Only a file stub exists in the SharePoint library; the uploaded files are saved to
the configured Box location. The Upload Connector Links feature is not available for Box
storage.
•
New Folder – Creates a new folder in this library.
•
Edit Document – Opens the selected document for editing.
•
Check Out – The checked-out document becomes read only and cannot be edited.
*Note: When you check out one Cloud Connect library (Content Library/Media Library)
file in SharePoint, the attribute of the corresponding file stored in the Box location is
changed to Locked. After you check in the file or discard the check-out, the original
attribute of the file is then recovered in the Box location.
•
Check In – Checks in the document that you checked out and accepts the changes made
during the check-out.
•
Discard Check Out – Checks in the document that you checked out and discards the
changes made during the check-out.
•
View Properties – Views the selected file’s properties.
•
Edit Properties – Edits the selected file’s properties.
•
Preview – Previews files in image format. Office files, PDF files, CAD files, and pictures
are supported.
*Note: This feature is only available when SP2010PreviewGUI.wsp,
SP2013PreviewGUI.wsp, or SP2016PreviewGUI.wsp is deployed on your farm according
to your farm version. For detailed information about this feature, refer to the Appendix
C: Previewing Files in SharePoint Using the DocAve Preview Feature section in the
DocAve 6 Control Panel User Guide.
DocAve 6: Cloud Connect
47
•
Version History – Views and manages the version history of the selected file.
•
Shared With (Document Permissions in SharePoint 2010) – Accesses Share (Permission
Tools in SharePoint 2010) to manage the selected file’s permissions.
•
Delete Document – Deletes the selected file from current library.
*Note: When a file is deleted in SharePoint, it is moved to the Recycle Bin. To mimic
SharePoint behavior, the corresponding file in the Box location will be placed into a
folder named _r under the .fsdl Box folder after synchronization. If you empty the
SharePoint recycle bin, the deleted files will be placed into a folder named _d under
the .fsdl Box folder.
48
•
Share – Invites people to this document. (in SharePoint 2013 and SharePoint 2016)
•
Popularity Trends – Reviews popularity trends report, which provides insight into how
and what content is being accessed. (in SharePoint 2013 and SharePoint 2016)
•
E-mail a Link – E-mails a link to the selected file. (SharePoint 2010 only)
•
Alert Me – Receives e-mail or mobile notification when things change. (SharePoint 2010
only)
•
Follow – Follows this document and gets updates in your newsfeed. (in SharePoint 2013
and SharePoint 2016)
•
Share Box Link – Shares the files and folders from SharePoint with others via URL links
of Box files and folders. The URL will take the recipients directly to the content in Box.
For details, refer to Sharing Box Links. You can also disable the shared URL feature. For
details, refer to Disabling Shared Box Link.
•
Download a Copy – Downloads a copy of the selected file to your computer.
•
Send To
o
Other Location – Moves or copies the selected file to another location.
o
Create Document Workspace – Creates a Document Workspace for the selected
file.
•
Manage Copies – Manages all linked copies of the selected file.
•
Go To Source – Navigates to the source file that is linked to the selected file.
•
Workflows – Brings you to the Workflows page to start a new workflow on the selected
document, or to view the status of a running or completed workflow.
•
Publish – Publish a major version of the selected document.
•
Unpublish –Unpublishes the current version of the selected document.
•
Approve/Reject – Approves or rejects submissions to this library.
•
Cancel Approval – Cancels approve/reject submission and unpublishes the selected
document.
DocAve 6: Cloud Connect
•
I Like It – Tags the selected item with “I Like It.”
•
Tags & Notes – Adds tags to the selected item. Also, adds notes to the item to help
clarify the item; the notes are public.
*Note: Make sure the following URLs can be access by the DocAve Agent so that Cloud Connect can
obtain data from Box to SharePoint: https://api.box.com, https://upload.box.com,
https://dl.boxcloud.com, https://www.avepointonlineservices.com, and https://www.box.com.
Sharing Box Links
To share Box links of the files or folder in SharePoint with the others, complete the steps below:
1. In the SharePoint library interface, select a file or folder.
2. Select Share Box Link on the ribbon of the Document tab of Library Tools. The Share Box Link
interface appears.
3. In the Share Box Link field, select the Share Box Link option to share the URL link of the selected
file or folder with others that will direct the recipients to the content in Box.
4. Link Access – Select Open to allow anyone with the link to access the shared file or folder. Select
Collaborators only to only allow the invited users (collaborators) to access.
5. If you select Open, you can choose whether to allow anyone with the link to download the
shared content.
6. E-mail Notification – Enter e-mail addresses separated with a semicolon to designate the
recipients, and enter an optional message to the recipients. The recipients will receive the
shared link and the message in the e-mail.
*Note: To send e-mails to the recipients, the Outgoing E-mail Settings must be configured in
DocAve Control Panel.
7. Click OK. The e-mail containing the message and the Box link of the selected file or folder is sent
to the recipients.
*Note: If selecting multiple files or folders, only E-mail Notification field is available to configure in the
Share Box Link interface, which means you will share the Box links of the selected files or folders to the
recipients as you desired.
Disabling Shared Box Links
To disable the URL link of the Box file or folder shared to the others, complete the steps below:
*Note: The Disable Box Link feature is only available while selecting one file or folder.
1. In the SharePoint library interface, select a file or folder that you want to disable its shared URL
link.
DocAve 6: Cloud Connect
49
2. Select Share Box Link on the ribbon of the Document tab of Library Tools. The Share Box Link
interface appears.
3. In the Share Box Link field, select Disable Box Link option to disable the URL link of the selected
file or folder that is shared to the others.
4. Click OK. The shared Box link is disabled, and the users with the shared URL link of the selected
file or folder cannot access the content in Box.
Using the Library Tab
50
•
View (Standard View in SharePoint 2010) – Views the items in the standard list format.
•
Quick Edit (Datasheet View in SharePoint 2010) – Views the items in the datasheet list
format.
•
New Row – Adds a new row to this list.
•
Show Task Pane – Opens task pane to access additional commands.
•
Show Totals – Displays totals under each column.
•
Refresh Data – Reloads the data to display changes made by other users.
•
Create View – Selects columns, filters, and other settings according to your
requirements to create a new view.
•
Modify View – Modifies the existing views.
•
Create Column – Adds a new column to store additional information about each item in
current library.
•
Navigate Up – Navigates to the parent folder of current folder.
•
Current View –Selects different views from the drop-down list. Click the triangles next
to the Current Page field to go to the next page or previous page.
•
E-mail a Link – E-mails a link to this library.
•
Alert Me – Receives e-mail or mobile notifications when things change.
•
RSS Feed – Goes to the selected library’s RSS Feed page to view and subscribe to its
feed.
•
Most Popular Items – Reviews popularity trends report, which provide insight into how
and what content is being accessed. (in SharePoint 2013 and SharePoint 2016)
•
Sync to SharePoint Workspace – Creates a synchronized copy of this library on your
computer using SharePoint Workspace. (SharePoint 2010 only)
•
Connect to Office – Creates a shortcut to the library in the SharePoint Sites folder of the
favorites list in the Office Save As and Open dialog boxes. You can conveniently access
commonly-used libraries from a Microsoft Office program.
•
Connect to Outlook – Synchronizes items and makes them available offline using
Microsoft Outlook.
DocAve 6: Cloud Connect
•
Export to Excel – Exports items in this library using Microsoft Excel.
•
Open with Explorer – Opens this library as a standard Windows Explorer folder.
•
Form Web Parts – Modifies the Web parts in the forms associated with this library.
•
Edit Library – Edits the current library in SharePoint Designer.
•
New Quick Step – Creates your own Ribbon button to perform a custom action on the
items in the library.
•
Library Settings – Configures the setting such as permissions, columns, and views for
current library.
•
Shared With (Library Permissions in SharePoint 2010) – Manages permissions for
current library.
•
Workflow Settings – Modifies the settings of the workflows associated with this library.
Using the Connector Tab
•
•
Synchronization Operations – Runs synchronization jobs for the current library.
o
Synchronize Current Folder – Only synchronizes the current folder.
o
Synchronize Current Folder and Subfolders – Synchronizes the current folder
and its sub-folders.
View Report – Downloads the library’s latest synchronization job report.
Using the SYNC Feature
•
SYNC –Click the SYNC button on the upper-right corner of a Connector library page to
create a synchronized copy of this document library on your computer (only available
for use with SharePoint 2013 and SharePoint 2016).
*Note: The Sync a new library feature in the OneDrive for Business sync client is not
available for Connector libraries. Use the SYNC feature on the SharePoint side to
achieve this function for a Connector library.
DocAve 6: Cloud Connect
51
Cloud Connect Media Library
Cloud Connect Media Library not only has the same features as Cloud Connect Content Library, but it
also has some additional features such as All Video Thumbnails view, All Video Details view, All Video
Slides view, and using Media Library via mobile devices. See the following sections for more details.
Specific Views for Media Library
Media Library supports All Video Thumbnails view, All Video Details view, and All Video Slides view.
Click the following links to jump to the corresponding sections:
•
Viewing All Video Thumbnails
•
Viewing All Video Details
•
Viewing All Video Slides
Viewing All Video Thumbnails
The Media Library allows you to view thumbnails for the following file types: videos, pictures, and PPTs.
Refer to Video/Audio/Picture Files in Media Library for more information on these file types. To view
video thumbnails, it is recommended to install ffmpeg and set the configuration file or install the
SMPlayer. For more information on installing and configuring ffmpeg or SMPlayer, refer to ffmpeg or
SMPlayer.
*Note: If you have not installed ffmpeg or SMPlayer before the synchronization job or you want to
reload the thumbnails of videos, use the Sync-Folder command through Cloud Connect PowerShell. For
more help information on this command, refer to Cloud Connect PowerShell.
In order to view thumbnails in the Media Library, first install and configure SMPlayer or ffmpeg.
ffmpeg
To install and configure ffmpeg on each Agent server, complete the following steps:
1. Download the ffmpeg.zip file from http://www.videohelp.com/tools/ffmpeg to the desired
location on each Agent server, and extract it.
2. Find the configuration file according to your SharePoint version. Locate the
SP2010SOConnector.config file in the following
path: …\AvePoint\DocAve6\Agent\data\SP2010\Connector, or locate the
SP2013SOConnector.config file in the following
path: …\AvePoint\DocAve6\Agent\data\SP2013\Connector, or locate the
SP2016SOConnector.config file in the following
path: …\AvePoint\DocAve6\Agent\data\SP2016\Connector.
52
DocAve 6: Cloud Connect
3. In the SP2010SOConnector.config file or the SP2013SOConnector.config file or the
SP2016SOConnector.config file, change the value of the <FFMpegPath> element to the full path
of the ffmpeg.exe file. For example:
<FFMpegPath>C:\Program Files\ffmpeg\ffmpeg.exe</FFMpegPath>
4. Navigate to Start> All Programs> AvePoint DocAve 6> DocAve 6 Agent Tools, click Agent
Restart Service Tool, and restart the Agent Service in the pop-up window.
SMPlayer
To install and configure the SMPlayer, complete the following steps:
1. Download the SMPlayer installation package from http://sourceforge.net/projects/smplayer/.
2. Choose English in the drop-down box when selecting the language.
3. Click Next and select I accept the terms of the License Agreement. Click Next.
4. Choose the Typical install type from the drop-down box and click Next.
5. Specify the destination folder, and then click Install.
6. When the installation process to completes, click Finish to finish the installation process.
Be sure to set the Player metadata column to designate which player you want to use when opening the
file.
Viewing All Video Details
The Media Library allows you to view the properties of files and their thumbnails.
In the All Video Details view, files can be opened directly by clicking the file name or the thumbnail. In
order to directly open PDFs, the Permissive Browser File Handling option must be selected. Navigate to
SharePoint Central Administration > Application Management > Manage web applications > General
Settings > General Settings to select the Permissive radio button.
Viewing All Video Slides
The Media Library allows you to view all of the files as a slide show.
DocAve 6: Cloud Connect
53
Using the Media Library on a Mobile Device
Unlike SharePoint built-in libraries that only have the Simple View and Details View modes in each view,
a Media Library on a mobile device also supports Thumbnail View. Files are displayed in the Thumbnail
View mode on a mobile device by default. However, only the files in MP4 format with H264 video codec
and AAC audio codec can be played on the mobile device. A yellow play button is displayed on the
thumbnail of these MP4 files. No button is displayed if the file cannot be played.
On a mobile device, the video file can be played without any plug-in installed and automatically
downloaded as it is playing. You can also play the file at a specific point as desired even if the download
is still in progress. The file starts to be played and downloaded immediately from the point where you
skip to. Therefore, you can enjoy video streaming conveniently and comfortably.
*Note: Controlled by the SharePoint configurations, some mobile devices do not display the Upload
Document button. To upload a file onto the Media Library using a mobile device, you need to modify
the supportsFileUploadForSharePointMobile attribute in the SharePoint configuration file.
54
DocAve 6: Cloud Connect
Maintaining a Cloud Connect Library
Now that your Cloud Connect or SharePoint library is connected to Box storage, it is important to
maintain the health of your library by ensuring that Box storage remains synched with SharePoint. See
the sections below for information on manually syncing, managing stubs, and other maintenance
actions.
Manually Synchronizing the Library with the Connected Path
If you did not set up a schedule when configuring the sync settings for your connected library, the library
and storage path need to be manually synced; this ensures that the library stubs are displaying the most
current content that exists in the storage path. You can manually synchronize the library with the
connected path in either DocAve or SharePoint.
•
Synchronize the library with the Box location in DocAve – Click Synchronize on the
ribbon of Cloud Connect homepage to run the synchronization job immediately.
•
Synchronize the library with the Box location in SharePoint – There are two ways to
perform the synchronization in SharePoint, including using the Connector
Synchronization and Settings page and the Connector tab.
Access the Connector Synchronization and Settings page in SharePoint to manually
perform the synchronization operations.
o Synchronization – Synchronizes the current library with the connected storage
path.
o
View Report – Downloads the current library’s latest synchronization job report.
This link will be shown after a synchronization job is finished.
o
Connector Settings – Returns to the Connector Synchronization and Settings
page, where you can edit the Cloud Connect settings for the current library.
Refer to Using the Connector Tab for performing the synchronization via operations
under the Cloud Connect tab.
After the synchronization completes, the stubs for the files and folders in Box are created or updated in
the library.
Manually Synchronizing an Individual File
The Sync file feature allows you to synchronize an individual file in a Connector library. This will improve
the efficiency since the synchronization of entire libraries may take a long time. For more details about
enabling this feature, refer to Displaying MP4 Files in Safari and Chrome in iOS.
DocAve 6: Cloud Connect
55
In order to have the Sync File option appear in the Callout menu, make sure the Sync File feature is
enabled and the Connector library has had the storage path configured. Select the file you want to
synchronize and select Sync File from the menu to run the synchronization job.
Managing Orphan BLOBs
If Connector stubs are removed from SharePoint, the BLOB content remains in the external storage.
There are two ways to remove the orphan BLOB content: clear up orphan BLOBs through an
independent job in DocAve Manager, or clear up orphan BLOBs through the configuration file. This
option in the configuration file is triggered automatically after you run a synchronization job.
Clearing Up Orphan BLOBs by DocAve Manager
To configure the Clean Up Orphan BLOBs function, complete the following steps:
1. Click the Cloud Connector tab > Clean Up Orphan BLOBs in the Action group. The Clean Up
Orphan BLOBs tab appears.
2. Click the farm name to expand the tree, and then select the Web applications or the databases
in which you want to configure the BLOB cleanup rules. After expanding the tree, you can select
the farm node to select all the displayed objects on the tree.
3. Click Configure. The following message appears at the top of the screen: “You can refer to the
Storage Report for more detailed information about the orphan BLOBs.”
Click Storage Report in the message and the Dashboard appears. For more details, refer to
Viewing Collected Data Information for the Storage Report Profiles.
4. Select Yes or No for the Enable Clean Up Orphan BLOBs option. Selecting No disables the Clean
Up Orphan BLOBs function for the selected scope. Selecting Yes displays the following options:
56
•
Scope Definition – Select the Include new content databases checkbox to also apply the
configured BLOB cleanup policy to newly added content databases in the selected Web
applications.
•
Large and Blocked Files – Select whether or not to delete the BLOBs for the large and
blocked files.
•
Processing Pool – Select a processing pool from the drop-down list to manage the Clean
Up Orphan BLOBs job threads for selected nodes.
•
Schedule – Configure a schedule for cleaning up orphan BLOBs.
o
Start Time – The scheduled BLOB cleanup job starts on the time specified. To
change the time zone, click the time zone under the Start time field.
o
Interval – Set an interval for recurring rules based on a schedule using the
option of Day(s), Week(s) or Month(s).
o
Click Calendar View to view all scheduled BLOB cleanup jobs in the pop-up
calendar by Day, Week, or Month.
DocAve 6: Cloud Connect
•
Advanced Settings – Set the duration for completely deleting the deleted files in the Box
storage location; the deletion can be delayed using the options Day(s), Week(s) or
Month(s).
The delay duration is 30 days by default. To mimic SharePoint behavior, files deleted
from SharePoint will be placed into a folder named _r under the .fsdl folder in the Box
storage location after a synchronization or Incremental synchronization is performed. If
files are deleted from the SharePoint recycle bin permanently, the deleted files will be
placed into a folder named _d under the .fsdl folder in the storage location after a
synchronization or Incremental synchronization is performed. After the delay duration,
the files are deleted from the _d folder.
•
Conflict Resolution – Select which action to perform when a selected node already has
BLOB cleanup settings configured.
•
Overwrite – When a conflict occurs, Overwrite replaces the previously
configured settings with the currently saved settings and applies the currently
saved settings to the selected nodes.
•
Skip – When a conflict occurs, Skip will keep the previously configured settings.
The newly configured settings will not replace the previously configured settings
and will not be applied on nodes that have applied settings. For nodes that do
not have previously configured settings, the newly configured settings will be
applied to them.
•
Click View Conflict Items to view nodes with previously configured schedules,
delayed deletion settings and alternate file settings.
5. Click OK to save the configuration or click Cancel to cancel the operation.
6. After saving the BLOB cleanup rule, the configured rule settings for the applicable nodes display
in the Schedule and Delay Deletion columns.
Clearing Up Orphan BLOBs by Synchronization Job
You can configure the ClearUpSwitch node in the configuration file to enable the Clear Up Orphan
BLOBs feature, this clear up job will be automatically triggered each time after a synchronization job
runs. Refer to Displaying MP4 Files in Safari and Chrome in iOS
for details on configuring the node.
To mimic SharePoint behavior, files deleted from SharePoint are placed into a folder named _r under
the .fsdl folder in the storage location. If deleting files from the SharePoint recycle bin permanently, the
deleted files are placed into a folder named _d under the .fsdl folder in the storage location. After the
delay duration is reached, the files are deleted from the _d folder.
By default, the delay duration is 30 days, which means after 30 days the files deleted from SharePoint
will be permanently deleted from the storage side.
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57
Managing Stubs
Refer to the sections below to manage the Cloud Connect stubs.
Converting Stubs to Content
After running a synchronization job, Cloud Connect moves the actual data to the Box storage location
and creates stubs in SharePoint in place of the original data. To convert these stubs back to data in
SharePoint’s SQL server, use the Convert Stubs to Content function.
*Note: Refer to How to Determine If the Data Is Stub or Real Content for information on identifying
stubs and content.
1. Click Cloud Connect tab > Convert Stubs to Content in the Action group. A pop-up window
appears.
2. In the pop-up window, select the scope where you want to perform the stub restore. Enter the
criteria in the textbox and click the magnifier to search for the desired object.
3. The tree can be expanded down to the item level. Click Items and all synchronized items’ stubs
are displayed in the Stub Browser area. The name of the stub, the type of the stub, and the size
of the stub’s real data are displayed.
4. Choose to convert the stubs immediately or on a specific time in the Schedule field, and then
configure the following settings.
•
Convert now – Choose this option if you want to convert the stubs to real data
immediately.
•
Configure the schedule myself – Choose this option to convert the stubs based upon a
configured schedule. If this option is selected, the following option will appear and need
to be configured:
o
Schedule Settings – Specify the start time for the schedule. You can also select a
time zone for the schedule.
5. Click OK to start the conversion and convert the selected scope’s stubs to real data.
How to Determine If the Data Is Stub or Real Content
There are no identifying markers in SharePoint for Cloud Connect stubs. Refer to the methods below to
determine if the data is a stub or real content.
58
•
If using the EBS Provider, navigate to the content database of the site collection in
Microsoft SQL Server Management Studio and locate the AllDocs table. If the
seventeenth bit of the binary number of the item’s value in the docflags column is 1,
then this item is stub. Otherwise, it is real content.
•
If using the RBS Provider, navigate to the content database of the site collection in
Microsoft SQL Server Management Studio and locate the AllDocStreams table (in the
DocAve 6: Cloud Connect
SharePoint 2013 and SharePoint 2016 environment, locate the DocStreams table). If the
value of the specified item in the Rbsld column is not Null, and the value in the Content
column is Null, then the item is a stub. If the value of the specified item in the Content
column is not null, the item is real content.
Converting EBS Stubs to RBS Stubs in DocAve 6
For more information on converting the EBS stubs to RBS stubs in DocAve 6, refer to Converting EBS
Stubs to RBS Stubs in DocAve 6 in the DocAve 6 Control Panel Reference Guide.
Checking Cloud Connect Job Status
In the Cloud Connect tab, click Job Monitor in the Statistics group to navigate to the Connector module
in Job Monitor where both Connector and Cloud Connect job information resides. Here, you can view
the status of scheduled Cloud Connect synchronization jobs.
If you have made synchronization schedules for multiple nodes, Job Monitor helps to clearly distinguish
which node a plan runs for. The SharePoint URL column displays the node for which the synchronization
plan runs, and the Level column shows the corresponding node level.
To monitor jobs or troubleshoot for errors, Job Monitor should be your first step. If a job fails, click the
Rerun with Debug Mode button to run the job again in the debug level. After the debug-level job
completes, you can download the job log to view details. For detailed information on Job Monitor, refer
to DocAve 6 Job Monitor Reference Guide.
*Note: Cloud Connect and Connector share Job Monitor.
*Note: Only scheduled Cloud Connect synchronization jobs are monitored by DocAve Job Monitor. For
synchronization jobs run manually in SharePoint, check the status by referencing the displayed progress
bar.
Cloud Connect also generates a job report that contains detailed synchronization information for each
Cloud Connect library in SharePoint after the synchronization job completes. Refer to Using the
Connector Tab and Manually Synchronizing the Library with the Connected Path for information on how
to download these job reports.
Generating Storage Reports
Storage Report collects the data information from the content databases and show these collected data
information in the storage report pane or in the report that is downloaded in the configured file system
location. The collected information of these data includes SQL data, extended BLOB, orphan stubs and
orphan BLOBs. The sections below describe how to create a profile and run the storage report to collect
the data information and also describe how to download the storage report in the configured file system
location to obtain the detailed collected data information.
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59
Creating a Storage Report Profile and Configure the Report Settings
The Report Profile Manager of Storage Report is where you configure a Storage Report profile, which
includes a data collection configuration. This allows you to instantly apply the data collection
configuration to multiple nodes, collect the corresponding data information and display the data
information in DocAve or the downloaded report.
To create and configure a Storage Report profile, complete the following steps:
1. Click Storage Report in the Report group.
2. In the Storage Report page, click Report Profile Manager in the View group on the ribbon.
Then, click Create in the Manage group. The Create Profile configuration page appears.
3. Configure the following settings:
•
Farm – In the Scope pane, select a farm and click it to expand the farm tree. Select one
or multiple nodes on the farm tree and apply the Storage Report configuration on the
selected nodes.
•
Profile Name – Enter the profile name, followed by an optional Description.
•
Optimized Report Settings – Select one or multiple options to collect BLOB and stub
information from the SQL databases.
o
Include comparison of SQL data and optimized BLOBs – Select this option to
collect both the information of SQL data that are stored in the SQL databases
and the information of BLOB data that are extended to the configured Box
location after starting the corresponding job for this created Storage Report
profile.
▪
o
60
Include stub reference details – Select this option to obtain the detailed
information of the stubs that are included in the data collection
information. The detailed information of the stubs will be displayed in
the downloaded Detail report.
Retrieve orphan stub information – Select this option to collect the orphan
stubs information from the SQL databases on the selected nodes after starting
the corresponding job for this created Storage Report profile.
▪
Include orphan stub reference details– Select this option to obtain the
detailed information of the orphan stubs that are included in the data
collection information. The detailed information of the orphan stubs
displayed in the downloaded Detail report.
▪
Select a notification profile to designate which DocAve user can receive
an orphan stub report. Click View beside the drop-down list to view
details of the notification profile, or click New Notification Profile from
the drop-down list. For information on creating a notification profile,
see the DocAve 6 Control Panel Reference Guide.
DocAve 6: Cloud Connect
o Retrieve orphan BLOB information – Select this option to collect the orphan
BLOBs information from the SQL databases on the selected nodes after starting
the corresponding job for this created Storage Report profile.
•
Alternate File Report Settings – Select this option to collect the alternate file
information after starting the corresponding job.
o
•
Include reference details – Select this option to obtain the detailed information
of the alternate files that are included in the data collection information.
Report Schedule – Select when to collect the data information configured in Report
Settings.
o
No Schedule – Start running the job of the created storage report profile
immediately after finishing the configuration.
o Configure the schedule myself – Configure a schedule yourself and run the job
of the created storage report profile according to the configured start time and
interval.
4. Click Save to save the configurations of the storage report profile on the selected nodes of the
farm tree. In the Storage Report page, select the created storage report displayed in this page
and click Run Now in the Action group on the ribbon. Or, click Save and Run Now to save and
run the job of the created storage report profile.
Managing Created Storage Report Profiles
Once created, the storage report profiles can be edited, viewed and deleted. See the sections below for
information on managing the storage report profiles.
Editing Existing Storage Report Profiles
Some storage report profiles’ settings can be modified using the Edit feature. The Profile Name, Report
Settings, Schedule, and the nodes on the farm tree can all be edited. To edit an existing storage report
profile, complete the following steps:
1. In the Storage Report page, click Report Profile Manager in the View group on the ribbon.
2. Select an existing storage report profile displayed in the Storage Report page, and then click Edit
in the Manage group on the ribbon.
3. The Edit Profile page appears; you can view the settings for the storage report profile.
Viewing Existing Storage Report Profiles
Detailed information about the created storage report profiles can be viewed using the View Details
feature. To view an existing storage report profile, complete the following steps:
1. In the Storage Report page, click Report Profile Manager in the View group on the ribbon.
2. Select an existing storage report profile displayed in the Storage Report page, and then click
View Details in the Manage group on the ribbon.
3. The View Details page appears. You can view the settings for the storage report profile, or click
Edit to edit this storage report profile.
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61
Deleting Existing Storage Report Profiles
To delete an existing storage report profile, complete the following steps:
1. In the Storage Report page, click Report Profile Manager in the View group on the ribbon.
2. Select one or multiple existing storage report profiles displayed in the Storage Report page, and
then click Delete in the Manage group on the ribbon.
3. Click OK to delete this selected profile permanently from DocAve, or click Cancel to cancel it.
Running Jobs of Existing Storage Report Profiles
When a storage report profile is created for the selected nodes on the selected SharePoint farm,
complete the following steps to run this profile:
1. In the Storage Report page, click Report Profile Manager in the View group on the ribbon.
2. Select one or multiple existing storage report profiles displayed in the Storage Report page, and
then click Run Now in the Action group on the ribbon. Then, the corresponding jobs for the
selected profiles start and are displayed in Job Monitor.
Viewing Collected Data Information for the Storage Report Profiles
After the jobs of the corresponding storage report profile complete running, the data information
collected for the selected nodes configured in the saved profiles will be displayed in the Storage Report
page. The collected data information in this page is displayed in three sections ( SQL and Optimized Data
Comparison, Orphan Stub Details and Orphan BLOB Details) according to the storage profiles’
configuration and the Data Collection Time. The storage report records the occupation percentage of
each data block and gives a basic view of the optimized storage in the SQL databases.
To view the collected data information, complete the following steps:
1. Click Storage Report in the Report group.
2. In the Storage Report page, click Dashboard in the View group on the ribbon. The data
information of the last storage report profile job will be displayed after you enter the Dashboard
interface.
3. Select an existing storage report profile from the Profile Name drop-down list and select a job
finishing time from the Data Collection Time drop-down list. Then, the data information
collected from the configured SQL databases for the nodes configured in the selected profile will
be loaded and displayed in this page.
62
•
SQL and Optimized Data Comparison – Select this option tab to view the information of
the SQL data that are stored in the SQL databases and the BLOBs that are extended
from the SQL databases. Meanwhile, the type of the extended BLOBs is recorded and
displayed in this page.
•
Orphan Stub Details – Select this option tab to view the information of the orphan stubs
that are kept in SharePoint. The bar graph shows the count of orphan stubs that are
stored in the corresponding SQL databases.
DocAve 6: Cloud Connect
•
Orphan BLOB Details – Select this option tab to view information on the orphan BLOBs
that are in the Box storage location. Meanwhile, on the Orphan BLOB Details tab, two
modes are provided for displaying the obtained data: View by content database and
View by physical device. For View by content database, the bar graph shows the size of
orphan BLOBs that are extended from the configured SQL databases. For View by
physical device, the store locations of the orphan BLOBs can be viewed by clicking the
corresponding bar in the graph.
•
Alternate File Details –Select this option tab to view the alternate file information.
You can view the alternate file count, orphan alternate file count, and orphan BLOB size
information of each content database in the displayed table. By clicking the Details link,
you can view the Farm Name, Physical Device, Clean Up Orphan BLOBs Schedule
information and can view if the Clean Up Orphan BLOBs job includes the alternate files.
Select View Orphan BLOB Information via Physical Device. A table displayed showing
the orphan file information in each physical device.
Downloading Storage Report
To view detailed information about the data information collected from the SQL databases configured in
the corresponding storage report profile, you can download the storage report to the selected file
system location.
To download a report for an existing storage profile, complete the following steps:
1. Click Storage Report in the Report group.
2. In the Storage Report page, click Dashboard in the View group on the ribbon.
3. Select an existing storage report profile from the Profile Name drop-down list and select a job
finishing time from the Data Collection Time drop-down list.
4. Click Export in the Action group on the ribbon to export the report for selected storage report
profile.
5. In the Export pop-up window, configure the following settings:
•
Report Format – Select a report type from the drop-down list.
•
Export Settings – Select an export location type for storing the report.
o
Download a local copy – Select this option to export the report to the local file
system location of the currently used server.
o
Export to a specific location – Select this option to export the report to the
location on the specified server. When selecting this option, the Export Location
field is displayed as the further configuration. Select an existing export location
from the drop-down box to store the report before exporting. Select View
beside the export location drop-down list. The View Details window appears.
Select Edit in the window to edit the export location. For more information on
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63
the export location, refer to Configuring Export Location for Storing Storage
Report.
After the configuration of the settings above, click OK to start the export operation.
Configuring Export Location for Storing Storage Report
The report for a storage profile is supported exporting to a configured export location.
Creating an Export Location
To configure an export location, complete the following steps:
1. Click Storage Report in the Report group.
2. In the Storage Report page, click Dashboard in the View group on the ribbon.
3. Click Export Location in the Action group on the ribbon. The Export Location interface appears.
4. Click Create in the Manage group on the ribbon. The Create window appears.
5. Configure the following settings:
•
Name and Description – Enter a Name and an optional description for the export
location.
•
Path – The export location can be a file share, storage area network (SAN), or networkattached storage (NAS).
o
Enter the UNC Path in the following format: \\admin-PC\c$\data or \\adminPC\shared folder.
o
Select a managed account profile from the drop-down list or click New
Managed Account Profile, and then click Validation Test. DocAve tests the path
and user information to make sure it is valid. For more information on the
managed account profile, refer to the DocAve 6 Control Panel Reference Guide.
6. Click OK in the Create window to save the changes, or click Cancel to return to the Export
Location interface without any changes.
Managing Created Export Locations
Once created, the export locations are listed in the Export Location interface. They can be edited,
viewed and deleted. See the sections below for information on managing the storage report profiles.
Editing Existing Export Locations
To edit an existing export location, complete the following steps:
1. In the Export Location interface, select an export location that you want to edit.
2. Click Edit in the Manage group on the ribbon.
3. The Edit window appears. Edit the settings according to your requirement.
4. Click OK in the Edit window to save the changes, or select Cancel to return to the Export
Location interface without any changes.
64
DocAve 6: Cloud Connect
Viewing Existing Export Locations
To view an existing export location, complete the following steps:
1. In the Export Location interface, select an export location.
2. Click View Details in the Manage group on the ribbon.
3. The View Details window appears. You can view the settings for the export location, or click Edit
to edit this export location.
Deleting Existing Export Locations
To delete an existing storage report profile, complete the following steps:
1. In the Export Location interface, select one or multiple existing export locations.
2. Click Delete in the Manage group on the ribbon.
3. A confirmation message appears. Click OK to delete this selected profile permanently from
DocAve, or click Cancel.
Generating Inventory Reports
Use the Inventory Report function to view various statistics about both Connector and Cloud Connect
libraries that have been configured under each farm/Web application, site collection or site. You can
then download the detailed reports to a desired location.
1. From the Scope panel on the left, click the farm that contains the relevant SharePoint content.
2. Expand the tree and select the desired farm/Web application/site collection/site from which you
want to perform further operations by selecting the radio button to the left of the farm/Web
application/site collection/site.
3. Click Run Report on the ribbon to collect the detailed information of the Connector and Cloud
Connect libraries configured inside the selected site collection/site.
After the job finishes, the collected information of the Connector and Cloud Connect libraries configured
inside the selected farm/Web application/site collection/site will be shown in the area on the right. Only
the report of the current job will be displayed in the area on the right. To view the historical reports,
click the Job Monitor button on the ribbon.
Click Export on the ribbon, select a report format, and click Export on the ribbon to download the
generated report in the configured format to the desired location.
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65
Using the Cloud Connect PowerShell to Generate Reports
Through the use of the Cloud Connect PowerShell, you can generate reports (in .csv format) that detail
the mapping for each Cloud Connect library.
The information generated in the report includes Farm Name, Library Title, Solution Name, Site
Collection URL, Site URL, Storage Type, Web Application URL, Library URL, Connected Path, Content
Database and Library Type. Refer to Cloud Connect PowerShell for how to call the ShowConnectedLibraries command to generate such reports.
66
DocAve 6: Cloud Connect
Cloud Connect Tools
Some tools are provided with the Cloud Connect module. Refer to the DocAve 6 Supplementary Tools
User Guide for instructions on using these tools.
•
AgentToolSP2010ConnectorCreateList Tool – Creates Cloud Connect libraries in bulk by
this tool and the libraries have the Cloud Connect paths and settings configured
according to the predefined configuration file. This tool is used for SharePoint 2010.
•
AgentToolSP2013ConnectorCreateList Tool – Creates Cloud Connect libraries in bulk by
this tool and the libraries have the Cloud Connect paths and settings configured
according to the predefined configuration file. This tool is used for SharePoint 2013.
•
AgentToolSP2016ConnectorCreateList Tool – Creates Cloud Connect libraries in bulk by
this tool and the libraries have the Cloud Connect paths and settings configured
according to the predefined configuration file. This tool is used for SharePoint 2016.
•
AgentToolSP2010Connector Tool – Provides the encrypted password to connect to the
Box location before creating any Cloud Connect libraries using the
AgentToolSP2010ConnectorCreateList tool, and generates the report of the stub status
of files and folders within the selected scope.
•
AgentToolSP2013Connector Tool – Provides the encrypted password to connect to the
Box location before creating any Cloud Connect libraries using the
AgentToolSP2013ConnectorCreateList tool, generates the report of the stub status of
files and folders within the selected scope, and updates the Cloud Connect libraries to
ensure they are available after updating SharePoint 2010 to SharePoint 2013.
•
AgentToolSP2016Connector Tool – Provides the encrypted password to connect to the
Box location before creating any Cloud Connect libraries using the
AgentToolSP2016ConnectorCreateList tool, and generates the report of the stub status
of files and folders within the selected scope, and updates the Cloud Connect libraries to
ensure they are available after updating SharePoint 2013 to SharePoint 2016.
•
AgentToolSP2010OrphanStubClean Tool – Cleans Cloud Connect orphan stubs from
SharePoint 2010.
•
AgentToolSP2013OrphanStubClean Tool – Cleans Cloud Connect orphan stubs from
SharePoint 2013.
•
AgentToolSP2016OrphanStubClean Tool – Cleans Cloud Connect orphan stubs from
SharePoint 2016.
•
AgentToolSP2010MoveStub Tool – Changes the existing stub database to another one
and copy all existing data from the old stub database to the new one , as well as move a
site collection from one content database to another within the same Web application.
This tool is used for SharePoint 2010.
•
AgentToolSP2013MoveStub Tool – Changes the existing stub database to another one
and copy all existing data from the old stub database to the new one , as well as move a
DocAve 6: Cloud Connect
67
site collection from one content database to another within the same Web application.
This tool is used for SharePoint 2013.
68
•
AgentToolSP2016MoveStub Tool – Changes the existing stub database to another one
and copy all existing data from the old stub database to the new one, as well as move a
site collection from one content database to another within the same Web application.
This tool is used for SharePoint 2016.
•
StorageTokenClient Tool – Generates the Token to allow DocAve Cloud Connect to
access data in your Box storage location. For more information about how to generate
the Token, refer to the Storage Token Client section in DocAve 6 Supplementary Tools
User Guide.
DocAve 6: Cloud Connect
Cloud Connect Caveats
After files are synchronized to a Content library, Media Library, Document library, Form library, Picture
library, and/or Asset library:
•
If the Load Metadata from File System function is enabled in Cloud Connect settings,
the Owned by attribute will be synchronized according to the Owned by attribute.
•
If the Load Metadata from File System function is not enabled in Cloud Connect
settings, the Owned by value will be the Agent Account.
In the Media Library, it is recommended that you download AVI files in order to play them.
DocAve 6: Cloud Connect
69
Stub Database Inheritance
In rare cases (records management, for example, where there will be millions of files), it may be
necessary to configure stub databases down to the Web application or content database level. Should
this be the case, refer to the information below.
Note the following stub database inheritance rules for newly-added Web applications and content
databases:
•
The stub database of the parent node will be used by the lower le vel.
•
If there is no stub database configured for the parent node, the stub database of the
grandparent node will be used.
If the stub database is not configured for a certain object when running a Cloud Connect job, the
object’s stub database will also be automatically configured using the rules above. The stub database
configuration will then be saved and displayed in DocAve. The corresponding stub database will be used
in all of the later Cloud Connect synchronization jobs performed on the selected SharePoint object.
For example, assume that you only configured a stub database for a Web application and set a Cloud
Connect rule on it. You did not configure the stub database for any of the content databases under the
Web application. When the Cloud Connect rule is triggered on a configured content database in the
Web application, the content database inherits the stub database of the Web application. The stub
database configuration is saved and is used in all of the later Cloud Connect jobs performed on this
content database.
The × in the table below indicates that the corresponding component remains not configured. If you do
not wish for a lower level to inherit the stub database of a higher level, expand the tree to the desired
level and configure a stub database for the lower level separately.
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DocAve 6: Cloud Connect
Selected Nodes
Only the Farm
Node
Only a Web
Application
Node
Only a Content
Database Node
Farm Node and
a Web
Application
Node
Farm Node and
a Content
Database Node
Web
Application
Node and a
Content
Database Node
Configuration Status of the Stub Database
Existing
Existing Web
Newly-Added
Newly-Added Content
Content
Application
Web Application
Database
Database
×
×
Inherits the
Inherits the farm’s stub
farm’s stub
database.
database.
Only the stub
×
×
If the newly-added
database of the
content database is in
selected Web
the selected Web
application node
application node, it
is configured.
inherits the Web
application’s stub
database. Otherwise, it
remains not
configured.
×
Only the stub
×
×
database of the
selected
content
database node
is configured.
Only the stub
×
Inherits the
If the newly-added
database of the
farm’s stub
content database is in
farm node and the
database.
the selected Web
selected Web
application node, it
application node
inherits the Web
is configured.
application’s stub
database. Otherwise, it
inherits the farm’s stub
database.
×
Only the stub
Inherits the
Inherits the farm’s stub
database of the farm’s stub
database.
farm node and database.
the selected
content
database node
are configured.
Only the stub
Only the stub
×
If the newly-added
database of the
database of the
content database is in
selected Web
selected Web
the selected Web
application node
application
application node, it
and content
node and
inherits the Web
database node are content
application’s stub
configured.
database node
database. Otherwise, it
are configured.
remains not
configured.
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71
Farm Node, a
Web
Application
Node and a
Content
Database Node
72
Only the stub
database of the
farm node, the
selected Web
application node,
and the content
database node are
configured.
Only the stub
database of the
farm node, the
selected Web
application
node, and the
content
database node
are configured.
Inherits the
farm’s stub
database.
If the newly-added
content database is in
the selected Web
application node, it
inherits the Web
application’s stub
database. Otherwise, it
inherits the farm’s stub
database.
DocAve 6: Cloud Connect
Using Hot Key Mode
DocAve supports hot key mode, which allows you to perform actions quickly using only the keyboard. To
access hot key mode, press Ctrl +Alt + Z (simultaneously) on the keyboard while in the Cloud Connect
interface.
The following table provides a list of hot keys for the Cloud Connect tab. To return to the top level after
accessing a lower-level interface, press Ctrl + Alt + Z on your keyboard to return to the top level. For
example, continuing to press H returns you to the Storage Optimization Home page.
Operation Interface
Storage Optimization Home Page
Realtime Storage Manager
Scheduled Storage Manager
Connector
Cloud Connect
Archiver
DocAve Home Page
DocAve Online Community
Control Panel
Job Monitor
Plan Group
Health Analyzer
Account Information
Help and About
Hot Key
H
R
S
C
B
A
1
2
3
4
5
6
9
0
Accessing the Cloud Connect Page Using Hot Keys
After you go into the Cloud Connect interface by pressing B in the top level of the Hot Key Mode, you
are able to use the functions shown on ribbon by choosing the proper hot keys. The functions on ribbon
and the corresponding hot keys are listed in the table below.
Configure Path
G
Configure Sync Settings
R
Manage Feature
Common Mapping
Property Mapping
Clean Up Orphan BLOBs
O
Convert Stubs to Content
V
Synchronize
DocAve 6: Cloud Connect
Function Name and Hot Key
Configure Path
Remove Path
Configure Sync Settings
Remove Sync Settings
Configure
Close
OK
Cancel
G
R
C
R
F
C
N
C
X
O
C
K
73
Function Name and Hot Key
Blob Provider
Processing Pool
Storage Report
Inventory Report
Job Monitor
B
P
SP
IP
J
Manage Feature
Function Name and Hot Key
Content Library
Media Library
Library Converting
MySite Libraries
Close
Manage Feature
CL
ML
LV
MS
X
F (on the Cloud Connect main interface); MF (on the Manager Feature
interface)
Common Mapping
Create
N
View Details
V
Edit
E
Delete
Close
Common Mapping
D
X
C
Function Name and Hot Key
OK
Cancel
Edit
Close
Save
Cancel
O
C
E
Save
Cancel
S
C
Save
Cancel
S
C
X
S
C
Property Mapping
Create
N
View Details
V
Edit
E
Delete
Close
Property Mapping
D
X
N
74
Function Name and Hot Key
Save
Cancel
Edit
Close
Save
Cancel
S
C
E
X
S
C
DocAve 6: Cloud Connect
BLOB Provider
Configure
Back
Next
Finish
Cancel
BLOB Provider
DocAve 6: Cloud Connect
Function Name and Hot Key
G
B
N
F
C
B
75
Processing Pool
Create
N
View Details
Edit
V
E
Delete
Close
Processing Pool
D
X
P
Function Name and Hot Key
Save
Close
O
C
OK
Close
O
C
Storage Report
Report Profile Manager P
Dashboard
Export
Export Location
Job Monitor
Close
Storage Report
D
E
L
Function Name and Hot Key
Create
N
View Details
V
Edit
E
Delete
Run Now
X
R
Create
C
View Details
V
Edit
E
Delete
Close
D
X
Save
Cancel
Edit
Cancel
Save
Cancel
O
C
E
C
O
C
Save
Cancel
Edit
Close
Save
Cancel
O
X
E
X
O
X
J
C
SP
Inventory Report
Run Report
Export Report
Job Monitor
Close
Inventory Report
76
Function Name and Hot Key
R
E
J
X
IR
DocAve 6: Cloud Connect
Using Cloud Connect SDK and PowerShell
Cloud Connect SDK
DocAve Cloud Connect implements a set of APIs that allow you to use Cloud Connect functionality. Refer
to the Cloud Connect SDK Help file AgentCommonConnectorAPI.chm for more information on using
Connector APIs. This file is located in the DocAve Agent installation path, which
is …\AvePoint\DocAve6\Agent\Documents\SDK\Connector.
Cloud Connect PowerShell
DocAve Cloud Connect registers a Snap-In in Windows PowerShell that allows you to use certain Cloud
Connect functions by running the Cloud Connect command in Windows PowerShell. The commands can
only be run on servers that have DocAve Agent installed on them.
*Note: The account used to run Cloud Connect commands in Windows PowerShell must have the
following permissions:
•
A member of local administrator.
•
A member of farm administrator.
•
Full Control to all zones of all Web applications via User Policy for Web Applications.
•
Member has a Database Role of db_owner for all databases related to SharePoint,
including Content Databases, SharePoint Configuration Database, and Central
Administration Content Database.
Adding the Registered Cloud Connect Snap-In
In order to run Cloud Connect commands in Windows PowerShell, the registered Cloud Connect Snap-In
must be added into Windows PowerShell first. Follow the steps below to add the Cloud Connect Snap-In.
*Note: You must add the Cloud Connect Snap-In to Windows PowerShell each time before running
Cloud Connect commands in it.
1. Click Start on the server has DocAve Agent installed.
2. Find Windows PowerShell, and click it to run it.
DocAve 6: Cloud Connect
77
3. Enter the following command, and press Enter to import the Cloud Connect Snap-In:
Add-PSSnapin ConnectorSnapIn
Figure 5: Adding Cloud Connect Snap-In.
Obtaining a List of Cloud Connect Commands
DocAve Cloud Connect provides several commands that perform Cloud Connect functions in Windows
PowerShell. Enter the following command to obtain general information for these Cloud Connect
commands:
Get-Command -Module ConnectorSnapIn
Figure 6: Getting Cloud Connect commands.
Getting Help Information
Viewing Help Information in Windows PowerShell
Enter the following command in Windows PowerShell to view help information on Cloud Connect
Commands. The descriptions for each command, the corresponding parameters, and some command
line examples are included.
Get-Command -Module ConnectorSnapIn | Get-Help -Detailed
78
DocAve 6: Cloud Connect
Enter the following command in Windows PowerShell to view help information on a specific command.
The descriptions for each command, the corresponding parameters, and some command line examples
are included.
Get-Help <Operation Name> -Full
For example, Get-Help Sync-Folder –Full to view all of the help information for the Sync-Folder
command.
Exporting Help Information to a .csv File
Enter the following command to export the help information to a .csv file and store it to the local
machine.
Get-Command -Module ConnectorSnapIn | Get-Help -Detailed | Out-File -FilePath
C:\Help.csv
A file with the name Help.csv is generated on the local machine after running this command.
DocAve 6: Cloud Connect
79
Excel Metadata Feature
Connector SDK provides an API that enables you to export metadata from Box to an Excel file that is
stored in the Box location. If you export the metadata from Box to an Excel file, and then enable the
Load Metadata from File System option, then metadata stored in the Excel file is loaded. This speeds up
the synchronization job dramatically. Refer to the AgentCommonConnectorAPI.chm for more
information on calling the proper API to export metadata to an Excel file.
The Excel Metadata feature exports metadata from a Box location to an Excel file that is stored in the
connected path: …\.ConnectorMetadata\Connector_MetadataFile.xlsx. After enabling the Load
Metadata from File System feature, the metadata stored in the Excel file will be synchronized to
SharePoint during the synchronization job. You can modify the Excel file to add new metadata, or
modify the existing metadata in the Excel file.
*Note: This feature only takes effect on files that are being synchronized to SharePoint for the first time.
If you want to reload metadata changes, use the Sync-File through Connector PowerShell. For more help
information on the commands, refer to Cloud Connect PowerShell.
Commands for the Excel Metadata Feature
To use the Excel Metadata Feature, run the commands using Windows PowerShell. Refer to the
following steps to run the commands.
1. Run the command Add-PSSnapin connectorsnapin to import the SP2010ConnectorCmdlet.dll
file for running the required commands for this Excel metadata feature.
2. Run the command to export metadata from a Box location to an Excel file, an example of the
command: Export-Metadata -ListUrl
http://2410vm04:1234/sites/test/media2/Forms/AllVideoDetails.aspx MaxRecordPerFile 500 -ExportAll
Figure 7: Screenshot of the command.
3. Navigate to the connected path to find the Connector_MetadataFile.xlsx file in the
automatically generated folder .ConnectorMetadata. The metadata can be modified in this
Excel file. The generated file is named in the following format:
Connector_MetadataFileNumber.xlsx. Each file’s metadata is displayed as one entry in the
80
DocAve 6: Cloud Connect
Excel file, and each Connector_MetadataFile.xlsx can save 20000 entries by default. If the
number of files exceeds 20000, a new Connector_MetadataFile.xlsx file will be generated with a
numeric.
In addition, a Connector_MetadataReport.csv file and a FolderIndex.csv file are generated
automatically under the same directory. Connector_MetadataReport.csv is a report for
exporting the metadata, which lists all of the files failed to be exported. FolderIndex.csv
provides a list to quick search and find out which metadata file a certain folder exists.
*Note: The Load Metadata from File System feature must be enabled, otherwise the
Connector_MetadataFile.xlsx file cannot be generated.
Command Parameters for the Excel Metadata Feature
Refer to the following table for the detailed information of the command parameters.
Parameter
-ListUrl
Type
Required
-MaxRecordPerFile
Optional
-ExportAll
Optional
Description
The URL of the selected Cloud Connect library which is
connected to the Net Share path from which the metadata will
be exported to an Excel file.
Set the number of the items that can be kept in one Excel file.
The number must be an integer between 100 and 20,000.
*Note: If there are more than 20,000 files in one folder, the
more than 20,000 items of the metadata can still be put into
one Excel file. That is to say, one folder can only correspond to
one Excel file, but one Excel file can correspond to several
folders when the number of the items is in the selected scope.
Whether to export all of the metadata to the Excel file. Enter
this parameter to export all of the metadata; leave out this
parameter to export only the default metadata or the
configured metadata.
*Note: When -ExportAll is not used, only the default metadata
will be exported if the Property Mapping is not used in the
Cloud Connect library, and only the configured metadata in
the Property Mapping will be exported if the Property
Mapping is used in the Cloud Connect library.
DocAve 6: Cloud Connect
81
Customizing the Metadata in Excel
After exporting the metadata in Excel, you can customize this file before synchronizing the files into
SharePoint. You can add or delete columns, change the column type, or modify the metadata values in
bulk.
Refer the table below for more usage rules for customizing the metadata.
Type
Single line of text
Column_Name:=Type
Column_name:=Text
Multiple line of
text
Choice_Checkbox
es (allow
multiple)
Choice_DropDown Menu
Choice_Radio
Buttons
Number
Date and
Time_Date Only
Date and
Time_Date &
Time
Yes/No
Person or Group
Managed
Metadata
Column_name:=Note
Example of Content Format
Random Character String, less
than 255 characters
Random Character String
Column_name:=CheckBoxChoice
Random Character String
Column_name:=DropDownChoice
Random Character String
Column_name:=RadioChoice
Random Character String
Column_name:=Number
Column_name:=DateOnly
10
12/30/2013
Column_name:=DateAndTime
12/30/2013 5:34:27 AM
Column_name:=Booleen
Column_name:=User
Column_name:=Taxonomy(Group;Ter
mSet words;AllowMultipleValues)
Lookup
Column_name:=Lookup(listUrl;colum
nName;AllowMultipleValues)
Column_name:=CurrencyNumber
Column_name:=URL
Yes
Domain\User
TermLevel1|TermLevel1;TermLev
el2|TermLevel1;TermLevel2;Term
Level3
value1 ;#value2 ;#value3
Currency
Hyperlink or
Picture
82
$100.00 or 100
http://www.avepoint.com
•
Single line of text – Allows random character string less than 255 characters. If you do
not follow the corresponding column type format to customize the column, the column
values you have added in the metadata file will be synchronized to SharePoint in the
single line of text.
•
Multiple lines of text – Allows random character string.
DocAve 6: Cloud Connect
•
Choice_Checkboxes (allow multiple :) – Allows you to specify multiple values in the
column cell and these values will be synchronized to SharePoint as choices. The format
is aaa;#bbb;#ccc.
•
Choice_Drop-Down Menu/Choice_Radio Buttons – Synchronizes the values in the
column cells as choices. The format is aaa.
•
Number – The column value can be any number larger than 1 or equal to 1, such as 1.1
or 11.
•
Date and Time_Date Only/Date and Time_Date & Time – Make sure the value is in the
same format as that in SharePoint. The values in Date and Time_Date & Time column,
and Date and Time_Date Only column, will be automatically converted into the
corresponding time, according to the time zone that the SharePoint Server is using.
•
Yes/No – If you enter yes/true or any character as the column value into this column,
after the synchronization job, in the SharePoint side the value in the file/folder’s Yes/No
column is Yes. If you enter no/false into the column or you do not enter any character
into the column, in the SharePoint side the value in the file/folder’s Yes/No column is
No.
*Note: This column is not case-sensitive.
•
Person or Group – Allows you to assign SharePoint users, SharePoint groups, and
domain groups for the file/folder when synchronized to SharePoint.
•
Managed Metadata – The field type is taxonomy which represents fixed character
strings. You are allowed to specify four values, respectively the group name, term name,
whether to allow multiple values, and the separator you want to use. If there is already
a column with the same name but in a different type existing in the SharePoint, the
assignment for this column will be invalid. If there is no column with the same name in
the SharePoint, a Managed Metadata column will be created. The column must be
named in the following format:
Column_name:=taxonomy(Group;TermSet;AllowMultipleValues)
o
Column_name – Indicates the name of the added column, also the name of the
Managed Metadata column displayed in the Connector library.
o
Taxonomy – Indicates that this field is the managed metadata and cannot be
changed by any other words.
o
Group – Indicates the name of the term group.
o
TermSet – Indicates the name of the term set.
o
AllowMultipleValues – Indicates whether multiple values can be set for this
column. It can be true or false.
Ensure that these parameters (Group, TermSet, and AllowMultipleValues) are separated
using a semicolon (;).
For example, MyManagedMetadata:=taxonomy(GroupA;TermSet01;true).
DocAve 6: Cloud Connect
83
Ensure that multiple values for the managed metadata column are separated using a
vertical line (|).
For example, TermLevel1|TermLevel1;TermLevel2|TermLevel1;TermLevel2;TermLevel3.
•
Lookup – The field type is lookup which represents fixed character strings. You are
allowed to specify two values. First one is the name of the list or library where it gets
information from. The second one is the name of column which it points to. Note that
the list or library must exist, the corresponding values of this column it points to must
exist.. The column must be named in the following format:
Column_name:=Lookup(listUrl;columnName;AllowMultipleValues)
o
Column_name – Indicates the name of the added column, also the name of the
Lookup column displayed in the Connector library.
o
Lookup – Indicates that this field is the lookup and cannot be changed by any
other words.
o
listUrl – Indicates the URL of the list where it gets information from.
o
columnName – Indicates the name of the column which it points to. This
parameter is case-sensitive.
o
AllowMultipleValues – Indicates whether multiple values can be set for this
column. It can be true or false.
Ensure that these parameters (listUrl, columnName, and AllowMultipleValues) are
separated using a semicolon (;).
For example, MyLookup:=Lookup(http://AvePoint/sites/listA;listA;true).
Ensure that multiple values for the lookup column are separated using a semicolon and
a number sign (;#). For example, value1;#value2;#value3.
•
Currency – The value can be any number or the number with the currency unit, such as
100.
*Note: In the generated metadata file, by default the Full Path column is the first row. If you delete the
entire Full Path column or clear the values of the files in the Full Path column, the files’ metadata will
not be synchronized to the SharePoint. In the following situations, the metadata will not be
synchronized to the SharePoint:
84
•
If the column value does not match with the column type, the column value will not be
synchronized to SharePoint.
•
If there were a column in the SharePoint with the same name but in different types, the
column will not be created.
•
If there is no value in an entire column, this column will not be created in the
SharePoint.
DocAve 6: Cloud Connect
Appendix A: Support Tables
The following sections list the support tables for Cloud Connect, such as supported SharePoint built-in
libraries, supported browsers, and supported file types in Media Library.
SharePoint Libraries that Can Be Converted to Cloud Connect
Libraries
DocAve Cloud Connect can convert certain SharePoint libraries to Cloud Connect libraries and apply
Cloud Connect settings to them.
√ means the library is able to be converted to Cloud Connect library.
× means the library is not able to be converted to Cloud Connect library.
SharePoint Library
Document Library
Form Library
Picture Library
Asset Library
Converting to Cloud Connect Library
√
√
√
√ (not yet supported in SharePoint 2013 and
SharePoint 2016)
×
×
×
×
Wiki Page Library
Data Connection Library
Slide Library
Report Library
Multi-Browser Support
DocAve Cloud Connect libraries support multi-browser access. Refer to the following table for more
information regarding the multi-browser support of different actions in a Cloud Connect library.
Actions in Cloud Connect
Library
Create Library
Synchronization
DocAve 6: Cloud Connect
IE
Supported
Supported
Chrome
Supported
Supported
Firefox
Supported
Supported
Safari
Opera
Supported
Supported
*Note: The
webpage
loading
stuck on
Safari when
clicking
Synchronize
in the
library.
Supported
Supported
85
Actions in Cloud Connect
Library
New Document
IE
Not
Supported
Supported
Supported
Supported
Not
Supported
Not
Supported
Not
Supported
Supported
Supported
Supported
Partially
Supported
*Note:
Real Player
does not
support
playing
videos in
Chrome.
Firefox
Not
Supported
Supported
Supported
Supported
Not
Supported
Not
Supported
Not
Supported
Supported
Supported
Supported
Supported
Safari
Opera
Not
Supported
New Folder
Supported
Supported
Check Out/In
Supported
Supported
Upload Document
Supported
Supported
Upload Multiple Documents
Supported
Not
Supported
Explorer View
Supported
Not
Supported
Edit Content (Office Files)
Supported
Not
Supported
Edit Properties
Supported
Supported
Change Path
Supported
Supported
View Report
Supported
Supported
Play Video
Supported
Partially
Supported
*Note:
Opera does
not
support
Silverlight
Player in
Windows
system.
Download Manager
Partially
Supported Supported
Supported
Partially
Supported
Supported
*Note: IE
*Note:
limitations,
Opera
IE 9 or later
limitations
versions are
about the
supported.
breakpoint
transmissio
n, Opera
12 or later
versions
are
supported.
Slide View
Supported
Supported Supported
Supported
Supported
Mobile View
Supported
Supported Supported
Supported
Supported
*Note: The Opera 12.0 and earlier browsers do not support the pause and resume function when
downloading a file in the Cloud Connect library. Please update the Opera browser if needed.
86
Supported
Chrome
Not
Supported
Supported
Supported
Supported
Not
Supported
Not
Supported
Not
Supported
Supported
Supported
Supported
Partially
Supported
*Note:
Safari does
not support
Silverlight
Player in
Windows
system.
DocAve 6: Cloud Connect
Video/Audio/Picture Files in Media Library
Refer to the following table for the video file formats that can be uploaded onto a Media Library and the
recommended player for each video format.
Format
WMV
FLV
AVI
RM
RMVB
DAT
MP4
MOV
MPEG
MPG
M4V
DIVX
QT
VP6
SWF
ASF
3GP
VOB
Recommended Player
Windows Media Player
Flash Player
Windows Media Player
Real Player
Real Player
Windows Media Player
HTML5
QuickTime Player
Windows Media Player
Windows Media Player
HTML5
Windows Media Player
Quick Time Player
Windows Media Player
Download to play.
Windows Media Player
Windows Media Player
Download to play.
Does the File Have a Thumbnail?
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
No
*Note: For Internet Explorer 8, choose the recommended player for the corresponding video type from
the table above. For Internet Explorer 9 and above, Chrome, Safari, or Firefox, HTML5 is recommended.
Refer to the following table for the audio file formats that can be uploaded onto Media Library and the
recommended player for each audio format.
Format
WAV
MID
WMA
MP3
AAC
AIFF
AU
CD
QT
RA
OGG
VQF
Recommended Player
Windows Media Player
Windows Media Player
Windows Media Player
Windows Media Player
Windows Media Player
Windows Media Player
Windows Media Player
Windows Media Player
Quick Time Player
Real Player
Windows Media Player
Windows Media Player
DocAve 6: Cloud Connect
Does the File Have a Thumbnail?
No
No
No
Yes
No
No
No
Yes
Yes
No
No
No
87
Format
FLAC
APE
Recommended Player
Not Supported, but you can download the
file
Not Supported, but you can download the
file
Does the File Have a Thumbnail?
No
No
Refer to the following table for information related to picture file formats.
*Note: The thumbnail information works for both All Video Thumbnails view and All Video Details view.
Format
BMP
EMF
GIF
JPEG/JPG
PNG
EXIF
ICO
TIFF
WMF
TIF
JPE
WDP
JFIF
DID
PCX
FPX
SVG
UFO
CDR
PCD
DXF
PSD
88
Does the File Have a Thumbnail?
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
No
No
No
No
No
No
No
Can the File be Previewed in the
Preview Field?
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes (Only supported in Safari and IE)
Yes
Yes (Only supported in Safari)
Yes
Yes (Not supported in IE)
Yes
Yes
No
No
No
No
No
No
No
No
DocAve 6: Cloud Connect
Displaying MP4 Files in Safari and Chrome in iOS
Refer to the following table for the support of different browsers for playing MP4 files with H264 codec
in iOS.
iOS Version
iOS 6.1.6
iOS 7.1.1
iOS 8.1.2
Safari
Supported
Supported
Not Supported
Mercury
Supported
Supported
Supported
Chrome
Supported
Not Supported
Not Supported
Refer to the following table for the support of different browsers for playing MP4 files with AAC codec in
iOS.
iOS Version
iOS 6.1.6
iOS 7.1.1
iOS 8.1.2
Safari
Supported
Not Supported
Not Supported
Mercury
Supported
Not Supported
Not Supported
Chrome
Supported
Not Supported
Not Supported
Refer to the following tables for the support of different browsers for playing the files that converted
into MP4 format.
*Note: The following table shows the support of playing files in Safari or Chrome after they are
converted into MP4 format.
iOS 7
Safari
Chrome
M4V
MOV
MP4
Supported Supported Supported
Not
Not
Not
Supported Supported Supported
MTS
Supported
Not
Supported
iOS 8
Safari
M4V
MOV
MP4
Not
Not
Not
Supported Supported Supported
Not
Not
Not
Supported Supported Supported
MTS
Not
Supported
Not
Supported
Chrome
FLV
Supported
Not
Supported
FLV
Not
Supported
Not
Supported
WMV
AVI
Supported Supported
Not
Not
Supported Supported
WMV
AVI
Not
Not
Supported Supported
Not
Not
Supported Supported
Making MP4 Files Play Properly in iOS
If your MP4 files cannot be played in iOS, refer to the following steps to work around this issue:
1. Log into SharePoint Central Administration, navigate to Application Management > Manage
web applications.
2. Select the desired Web application, and click Authentication Providers on the ribbon.
DocAve 6: Cloud Connect
89
3. In the Edit Authentication page, select the Enable anonymous access checkbox and deselect the
Require Use Remote Interfaces permission checkbox. Click Save to save your changes.
4. Access the desired site collection, and go to Site settings > Site permissions.
5. Click Anonymous Access on the ribbon, and select Entire Web site in the Anonymous Access
section. Click OK to save your changes.
After completing the configurations above, your MP4 files can be played properly in iOS.
90
DocAve 6: Cloud Connect
Appendix B: Cloud Connect Configuration File
DocAve Cloud Connect provides configuration files named SP2010SOConnector.config,
SP2013SOConnector.config, and SP2013SOConnector.config, which allow you to customize Cloud
Connect default settings by modifying elements in the configuration file. These files reside in
…\AvePoint\DocAve6\Agent\data\SP2010\Connector or
…\AvePoint\DocAve6\Agent\data\SP2013\Connector or
…\AvePoint\DocAve6\Agent\data\SP2016\Connector by default. Refer to the table below for
information on the functions of each element in SP2010SOConnector.config or
SP2013SOConnector.config or SP2016SOConnector.config.
Element
<FFMpegPath>C:\Program
Files\ffmpeg\ffmpeg.exe</FFMpegPath>
Function Description
This is the default path where the ffmpeg.exe file
is stored. This file is required for viewing video
thumbnails in a Media Library. If you modify this
path, be sure to place the ffmpeg.exe file that you
downloaded into the new path.
<VideoTypes>wmv,wma,mp3,flv,aac,mp4,vp6,avi,a This element contains the supported video types
sf,aiff,au,cd,dat,divx,mpeg,mpg,mov,mid,ogg,ra,rm, for generating thumbnails in a Media Library. You
rmvb,qt,vqf,wav,3gp,m4v,mts</VideoTypes>
can add new video types with extension names or
remove any existing video types from this
element.
<ImageTypes>bmp,emf,exif,gif,jpeg,jpg,png,tiff,ico, This element contains the supported image types
wmf,tif,jpe,wdp,jfif,dib</ImageTypes>
for generating thumbnails in a Media Library. You
can add new image types with extension names
or remove any existing image types from this
element.
<RealFileTypes></RealFileTypes>
This element is used to specify the file types that
will be converted to real contents.
<ConnectorProcessorReserveTime>300</Connector This element is used to control the idle time of
ProcessorReserveTime>
the Cloud Connect process
SP2010ConnectorProcessor.exe or
SP2013ConnectorProcessor.exe or
SP2016ConnectorProcessor.exe. This process
starts up when you configure any Cloud Connectrelated settings in the DocAve Manager GUI. If
there is no action being triggered after 300
seconds since the last action, this process ends
automatically. You can change the reserve time to
any positive integer. The unit is in seconds.
<ExcludedProcessNames>SP2010ConnectorProcess
or,SP2010StorageOptimizationService,SP2010Conn
ectorISync</ExcludedProcessNames>
<ExcludedProcessNames>SP2013ConnectorProcess
DocAve 6: Cloud Connect
The processes added in this node do not trigger
Cloud Connect Event Handler when they are
activated.
91
Element
or,SP2013StorageOptimizationService,SP2013Conn
ectorISync</ExcludedProcessNames>
<ExcludedProcessNames>SP2016ConnectorProcess
or,SP2016StorageOptimizationService,SP2016Conn
ectorISync,AgentToolSP2016ConnectorCreateList</
ExcludedProcessNames>
<EnableEventHandlerFlag>true</EnableEventHandl
erFlag>
<DeleteVersionsWhenDeleteSetting>false</DeleteV
ersionsWhenDeleteSetting>
<EnableCloudThumbnail>true</EnableCloudThumb
nail>
<SizeofTempFile>2</SizeofTempFile>
<MaxScheduleJobThread>5</MaxScheduleJobThre
ad>
<IncrementalSync>
<Enabled>true</Enabled>
<Interval>5</Interval>
<ThreadCount>3</ThreadCount>
<WorkingThreadTimeOut>30</WorkingThreadTime
Out>
<MaximumMovingTimes>20</MaximumMovingTim
es>
</IncrementalSync>
Function Description
This element controls whether to enable the
Event Handler while running Cloud Connect
synchronization jobs. False means that the Event
Handler is not enabled while running the
synchronization job, while True enables the Event
Handler. The default value is True.
This element controls whether to delete the
version files stored in the storage path’s .fsdl
folder when you remove the Cloud Connect
settings from a library.
This element controls whether to generate
thumbnails in the Media Library when running
synchronization jobs on cloud storage. The
default value is true.
This element controls the size of the temp file
that is downloaded from the Cloud storage and
used to get the thumbnails. The unit is MB, and
the default size is 2 MB. This element only takes
effect when the value of the
<EnableCloudThumbnail></EnableCloudThumbn
ail> node is true.
This element controls the maximum number of
threads used to perform the Cloud Connect
synchronization job. The default value is 5. It
means that at most 5 Cloud Connect libraries can
be synchronized at the same time.
This whole node is used to configure the Cloud
Connect incremental synchronization job settings.
After configuring this setting, the incremental
synchronization jobs will be performed
automatically by Cloud Connect. There are five
sub nodes in the IncrementalSync node:
• Enable or disable the Cloud Connect
incremental synchronization job
function.
•
92
The interval of two incremental jobs. The
unit is minutes. You can change the
interval time to any positive integer.
DocAve 6: Cloud Connect
Element
<CleanUpSwitch>
<Enabled>false</Enabled>
<DelayDays>30</DelayDays>
</CleanUpSwitch
Function Description
• The maximum number of threads that
can be used by an incremental job. The
value of this element must be a positive
number. There is no upper limit for the
value of this element; however, a warning
message appears in the Agent Log if the
value is larger than 100.
•
The working threads of running
incremental jobs time out if they have no
response for over 30 minutes. You can
change this value to any positive integer.
The unit is minutes.
•
The maximum number of the retry
operation when moving one file/folder
from its original location to the new
location in the storage path. The
file/folder is moved in the storage path
because the corresponding file/folder has
been moved to another location in
SharePoint.
This node controls whether or not to enable the
Clear Up Orphan BLOBs feature through
synchronization jobs. After configuring this
feature, the files deleted from SharePoint will be
completely deleted from the storage location
after the DelayDays is reached.
• Enabled – true means enable this feature,
and false means disable this feature.
•
<MySiteAutoCreation>
<MySiteLibraryName></MySiteLibraryName>
<MySiteLibraryUrl></MySiteLibraryUrl>
<MySiteAutoSync>false</MySiteAutoSync>
</MySiteAutoCreation>
This whole node specifies the advanced settings
to be used when the MySite Libraries feature is
enabled.
•
•
DocAve 6: Cloud Connect
DealyDays – Set the duration to keep files
deleted from SharePoint in the storage
location. When the duration is reached,
the files will be deleted permanently. The
duration unit is days.
The name of the automatically
created Content library. By default, it
is My Library.
The relative URL to be used by the
automatically created Content library.
For example, mycontentlibrary.
93
Element
Function Description
•
<SyncReport>
<Enabled>false</Enabled>
<UserName></UserName>
<PassWord></PassWord>
<ReportPath></ReportPath>
</SyncReport>
This whole node specifies whether to save the
report of a Cloud Connect library’s
synchronization operations in the configured
location. There are four sub nodes in the
SyncReport node:
•
•
•
•
<StorageLog>
<Enabled>true</Enabled>
<MaxFileSize>5</MaxFileSize>
<MaxFileCount>100</MaxFileCount>
94
If true, DocAve will perform a full
synchronization job after saving the
Cloud Connect library settings to the
automatically created Content library.
Otherwise, false.
Enable or disable saving the report of
a Cloud Connect library’s
synchronization operations in the
configured location.
The username of the user accessing
the selected report location. For
example, domain\user1.
The password of the user accessing
the selected report location. This
password must be one password
encrypted using the
AgentToolSP2010Connector tool or
AgentToolSP2013Connector tool or
AgentToolSP2016Connector tool. For
more information on using the tools,
refer to the DocAve 6 Supplementary
Tools user guide.
The path where you want to save the
report of a Cloud Connect library’s
synchronization operations. Both local
paths and UNC paths are supported.
Once this function is enabled, a report will be
generated each time a Cloud Connect library is
synchronized and the generated report will be
saved to the selected report location. If this
function is disabled, the report will also be
generated each time a Cloud Connect library is
synchronized and the generated report will be
saved to the .fsdl folder in the storage location of
the Cloud Connect library.
This whole node controls whether to record the
changes on the corresponding files in the
connected storage path when the files in
DocAve 6: Cloud Connect
Element
</StorageLog>
Function Description
SharePoint are processed. There are three sub
nodes in the StorageLog node:
•
•
•
Enable or disable to record the
changes on the corresponding files in
the storage location when the files in
SharePoint are processed.
The maximum size of the log file
which records the changes. The value
of this element must be a positive
number. The default value is 5 MB,
which means when the size of the log
file exceeds 5 MB, another log file will
be generated.
The maximum number of the log files.
The default value is 100, which means
when the hundredth log file reaches
the maximum file size specified in the
<MaxFileSize></MaxFileSize> node,
the most earliest generated log file
will be deleted to generate the
hundred and first log file.
<EnablePerformanceTest>false</EnablePerformanc This node controls whether to generate the
eTest>
report of synchronization performance. The
default value is false.
<EnableExceedQuota>false</EnableExceedQuota> This node specifies whether one file can be
uploaded to SharePoint when its size exceeds the
remaining free space of the storage location. By
default, the value of this node is false. It means
that the files mentioned above can be uploaded
to SharePoint normally, and the corresponding
files will be stored in the content database. If you
do not want the files mentioned above to be
uploaded to SharePoint, configure the value of
this node to true.
<ConnectorJobSendDetailInterval>5</ConnectorJob This node is used to specify the interval at which
SendDetailInterval>
the job details will be sent to the manager while
running a synchronization job. The default value
is 5 minutes.
<EnableAddSyncButtonToECB>false</EnableAddSy This node controls whether to enable the Sync
ncButtonToECB>
File feature. False means that the Sync File
feature is not displayed in the Callout menu,
while True enables the Sync File feature.
*Note: The Sync File feature only appears in the
Connector library’s Callout menu when the value
of EnableAddSyncButtonToECB is True and the
DocAve 6: Cloud Connect
95
Element
<WorkFlowsName></WorkFlowsName>
<EnableReloadMetadata>false</EnableReload
Metadata>
96
Function Description
Connector library has configured the storage
path.
This node allows triggering the configured
workflows in Cloud Connect libraries when
synchronizing files to SharePoint or uploading
files through Upload Connector Links button.
Enter the workflow names in this node, and
separate multiple names by a comma (,).
This node controls whether or not metadata
is loaded from the file system to SharePoint
in the synchronization job whenever the
modify time of a file is changed in the storage
side.
• True – Synchronize metadata during
the synchronization job when the
modify time of a file is changed.
• False – Only synchronize the
metadata when files or folders in the
storage location are being
synchronized to SharePoint for the
first time.
DocAve 6: Cloud Connect
Appendix C: Enabling the BLOB Provider Using the
Agent Tools
In the event that you encounter errors when attempting to install EBS or RBS on your farm through the
DocAve GUI, this tool can assist you in making sure this vital step can be accomplished.
This section describes the steps required to enable EBS or RBS using the .exe tools. Refer to Configuring
the BLOB Provider for more information on BLOB Providers.
It is recommended that you use the Agent Account to run the corresponding .exe tool s. Refer to
Required Permissions to review the permissions needed to run the following two .exe tools.
Enabling EBS
To enable EBS using the tool, follow the steps below.
*Note: The EBS .dll files are reloaded when you enable EBS, so an IIS restart is required.
1. Access the installation path of DocAve Agent. The default path
is …\AvePoint\DocAve6\Agent\bin.
2. Locate AgentToolSP2010StorageEBS.exe, right-click on it, and select Run as administrator.
3. The following buttons are shown in the tool:
•
•
•
In the Check EBS Status field:
o
Check EBS – Checks if EBS is enabled on the farm.
o
Enable EBS – Enables EBS on the farm. You can choose to restart the IIS now or
later in the pop-up.
o
Disable EBS – Disables EBS on the farm. You can choose to restart the IIS now or
later in the pop-up.
In the Install Blob Com field:
o
Install – Installs BLOB Com on the farm. You can choose to restart the IIS now or
later in the pop-up.
o
Uninstall – Uninstalls BLOB Com from the farm. You can choose to restart the IIS
now or later in the pop-up.
In the Check whether the Blob Com has been installed correctly field:
o
Check – Checks the status of the items listed in the left field.
DocAve 6: Cloud Connect
97
Enabling RBS
To enable RBS using the tool, complete the steps below:
1. Access the installation path of DocAve Agent. The default path
is …\AvePoint\DocAve6\Agent\bin.
2. Locate AgentToolSP2010StorageRBS.exe or AgentToolSP2013StorageRBS.exe or
AgentToolSP2016StorageRBS.exe, right-click on it, and select Run as administrator.
3. The following buttons are shown in the tool.
•
•
98
In the Remote Blob Storage Installation Status field:
o
Check – Checks the installation status of RBS in this farm.
o
Install – Installs RBS on the farm.
o
Uninstall – Uninstalls RBS from the farm.
After verifying the RBS installation status using the options above, you can perform the
following actions in the Remote Blob Storage Enable Status field:
o
Browse – Generates a tree structure of the farm. The tree is detailed down to
the content database level.
o
Check – Select some SharePoint nodes on the tree and click Check to check
whether RBS is enabled on the selected nodes.
o
Enable – Enables RBS on the selected nodes.
o
Disable – Disables RBS on the selected nodes.
DocAve 6: Cloud Connect
Appendix D: Synchronization Behavior
Files That Do Not Synchronize from Storage Path to SharePoint
Some files and folders cannot be synchronized from the storage path to SharePoint due to Windows API
or SharePoint limitations.
Error Message
The file is a system file.
Or
The folder is a system folder.
The file is hidden.
Or
The folder is hidden.
There may be the system folder
with the same name "_t" or
"_w" in SharePoint.
File Type
File, Folder
The file's URL is too long to add
to SharePoint.
Or
The folder's URL is too long to
add to SharePoint.
File, Folder
The file is 0 KB.
File
The file size exceeds the
SharePoint limitation.
File
The file has been blocked by the
SharePoint administrator.
File
File, Folder
Folder
Reason
The system files are usually generated
automatically by the system, which does not
belong to the user’s data.
Cloud Connect does not synchronize hidden
files or folders for privacy protection.
-t and _w folder are used to store the
thumbnail pictures and previewed pictures for
Media library, Picture library and Asset library.
This folder belongs to SharePoint system file.
This is a SharePoint limitation, if the file or
folder name length exceeds 127 characters, the
file or folder cannot be uploaded to SharePoint.
If the length of the file or folder URL exceeds
260 characters, the file or folder cannot be
uploaded to SharePoint.
This is a SharePoint limitation, 0 KB file cannot
be uploaded to SharePoint.
This is a SharePoint limitation, if the file size
exceeds SharePoint limitation, the file cannot
be uploaded to SharePoint.
This is a SharePoint limitation, if uploading a
file whose type is blocked by SharePoint, the
file cannot be uploaded to SharePoint.
*Note: When prompting The file size exceeds the SharePoint limitation or The file has been blocked by
the SharePoint administrator, use the Would you like to bypass SharePoint file limitations? feature to
break the limitations while configuring the library level path. For more details, refer to Configuring the
Cloud Connect Path.
DocAve 6: Cloud Connect
99
Synchronization Mode Behaviors in SharePoint
The table below displays the behaviors of each synchronization mode for certain actions in SharePoint (SP).
100
DocAve 6: Cloud Connect
Action
New files added to
SharePoint
Files updated to
SharePoint
Sync Changes Made from SharePoint to the
Storage Path, Existing Files in the Storage Path
to SharePoint, and Load New Files from the
Storage Path
BLOB written with the filename to storage
BLOB written with the filename to storage and
and a stub living in SharePoint.
a stub living in SharePoint.
BLOB written with the filename to storage
BLOB written with the filename to storage and
and a stub living in SharePoint. If versioning is a stub living in SharePoint. If versioning is
turned on, the previous version is saved to a
turned on, the previous version is saved to a
hidden folder. If versioning is turned off, then hidden folder. If versioning is turned off, then
the file remains in the _d folder under
the file remains in the _d folder under the .fsdl
the .fsdl folder in the storage location until
folder in the storage location until the specified
the configured Delay Deletion period elapses. Delay Deletion period elapses.
Sync Changes Made from SharePoint to the
Storage Path and Existing Files in the Storage
Path to SharePoint
DocAve 6: Cloud Connect
101
Timing
Real-Time
Real-Time for
SharePoint 2010
and SharePoint
2016;
Synchronization
Job for
SharePoint 2013
*Note: Files will
be synchronized
to Box
automatically in
SharePoint 2010
and SharePoint
2016, while on
SharePoint 2013,
the file requires a
synchronization
job.
Rename files/folders
in SharePoint
The file/folder is renamed according to the
modification in SharePoint.
The file/folder is renamed according to the
modification in SharePoint.
Files and folders
deleted in
SharePoint; Recycle
Bin not emptied
Files and folders
restored from
Recycle Bin
Files and folders
deleted in
SharePoint; Recycle
Bin emptied
New files added to
storage
Files updated from
storage (not
recommended)
Rename files or
folders in storage
(not recommend)
BLOB remains in the _r folder under the .fsdl
folder in the storage location.
BLOB remains in the _r folder under the .fsdl
folder in the storage location.
BLOB will be moved from _r folder under
the .fsdl folder to the storage.
BLOB will be moved from _r folder under
the .fsdl folder to the storage.
BLOB remains in the _d folder under the .fsdl
folder in the storage location until the
configured Delay Deletion period elapses.
BLOB remains in the _d folder under the .fsdl
folder in the storage location until the
configured Delay Deletion period elapses.
N/A
New items are created with the same name
that point to existing BLOB.
The existing item is updated to reflect the size
of the updated file.
Synchronization
Job
Synchronization
Job
The existing SharePoint stub will become an
orphan stub and the renamed file or folder will
be synchronized to SharePoint as a separate
link.
Synchronization
Job
102
The existing item is updated to reflect the
size of the updated file.
The existing SharePoint stub will become an
orphan stub and the renamed file or folder
will not be synchronized to SharePoint.
DocAve 6: Cloud Connect
Synchronization
Job / Incremental
Synchronization
Job (configured
in the
SP2010SOConne
ctor.config or
SP2013SOConne
ctor.config or
SP2016SOConne
ctor.config file)
Synchronization
Job/Incremental
Synchronization
Synchronization
Job/Incremental
Synchronization
Synchronization
Job
Files and folders
deleted in storage
(not recommended)
N/A
DocAve 6: Cloud Connect
N/A
Synchronization
Job
103
SharePoint to Box Storage System Sync
The table below displays the data types that are supported and unsupported when synchronizing from
SharePoint to Box.
Sync from
SharePoint Library
to External Storage
File
Folder
Metadata
Supported
Supported
Partially Supported
Permissions
Unsupported
Box
Comment
Office file metadata is contained in the file content
and can therefore be synchronized to Box. For the
files with metadata that is separate from file
content, metadata cannot be synchronized to Box.
Box Storage System to SharePoint Sync
The table below displays the data types that are supported and unsupported when synchronizing from
Box to SharePoint.
Note that the metadata of a file and folder can only be synchronized to SharePoint when the file or
folder is first synchronized to SharePoint. If and when you modify the metadata or permissions, either in
SharePoint or in Box, the metadata is not synchronized during the synchronization jobs. If you want to
reload the metadata changes from Box to SharePoint, use the Sync-Folder command for permissions
and the Sync-File command for metadata through Cloud Connect PowerShell. For more help
information on the commands, refer to Cloud Connect PowerShell.
Sync from Box
Storage to
SharePoint Library
File
Folder
Metadata
Supported
Supported
Unsupported
Permission
Unsupported
104
Box
Comment
The synchronization speed is seriously impacted
when synchronizing any Office file metadata.
DocAve 6: Cloud Connect
Appendix E: SharePoint Updates
Updating to SharePoint 2013
If you are running Cloud Connect with SharePoint 2010 and plan on updating to SharePoint 2013, take
the following information into consideration when planning your update:
•
Customers who have deployed EBS for SharePoint 2010 will not be able to update their
databases to SharePoint 2013. Because Microsoft no longer supports EBS, databases
marked as having externalized content in EBS will not be able to connect. Customers
using EBS must update first to RBS using the Converting EBS Stub to RBS Stub
functionality in the Control Panel. Refer to DocAve Control Panel Reference User Guide
for more details. In cases where the database server does not support RBS, users will
also need to update the database server to Enterprise Edition (or other compatible
versions of SQL Server).
•
Customers who have deployed Cloud Connect to their SharePoint 2010 environments
using RBS will be able to update to SharePoint 2013:
o
Customers will need to install DocAve Agents in the SharePoint 2013 farm prior
to attaching any SharePoint 2010 RBS databases.
o
Customers will need to configure the RBS provider for the SharePoint 2013
environment.
o
Customers will need to deploy the new SharePoint 2013 Cloud Connect
solutions prior to being able to update the connected libraries.
o
When an old SharePoint 2010 content database is attached and updated in a
new SharePoint 2013 farm, the user will only need to enable RBS for the
updated content database and assign (or copy) the previous stub database to
the new content database. This can be accomplished directly via the stub
database configuration wizard in the product.
*Important: Microsoft’s best practices recommend setting the 2010 environment to a read-only state
prior to updating to 2013. The reason this is imperative for an RBS update is that the 2010 and 2013
farm will both leverage the same underlying BLOB storage layer. You must follow this step to prevent
corrupting data (that is, updating storage locations, running garbage collection, or tampering with BLOBs
without updating the stub and content databases).
Updating a SharePoint 2010 Content Database with Cloud Connect Data to
a SharePoint 2013 Database
*IMPORTANT: Before continuing with the following steps, make sure your SharePoint 2010 content
databases contain the Cloud Connect libraries. Otherwise, please follow the Upgrade databases from
SharePoint 2010 to SharePoint 2013 article provided by Microsoft when updating your SharePoint 2010
to SharePoint 2013.
DocAve 6: Cloud Connect
105
Prerequisites
1. DocAve 6 SP4 CU3 or a later version is required. If you are running a previous version of DocAve,
update your DocAve version to SP4 CU3 or a later version first.
2. If the SharePoint 2010 content databases contain EBS stubs, those content databases cannot be
updated to SharePoint 2013. This is because SharePoint 2013 does not support the EBS
provider.
3. The SharePoint 2010 farm and SharePoint 2013 farm must use the same DocAve Control Server.
4. After the update, make sure the updated content databases still use the same stub databases.
Otherwise, the stubs cannot be accessed after the update.
5. Before the update, DocAve Agents must be installed in the SharePoint 2013 farm and the Cloud
Connect solutions must be deployed in the SharePoint 2013 farm.
6. If you want to use the SharePoint 2010 style sites after the update,
SP2010ConnectorContentLibrary.wsp, SP2010ConnectorMediaLibrary.wsp,
SP2013ConnectorContentLibrary.wsp and SP2013ConnectorMediaLibrary.wsp must be
deployed and the corresponding features must be activated. Otherwise, you only need to
deploy SP2013ConnectorContentLibrary.wsp and SP2013ConnectorMediaLibrary.wsp and
activate the corresponding features. For the detailed steps on deploying the Cloud Connect
solutions and activate the corresponding features, refer to Deploying the Cloud Connect
Solution and Activating the Cloud Connect Features.
106
DocAve 6: Cloud Connect
Detailed Update Steps
1. Attach the SharePoint 2010 content databases to the SQL Server of the SharePoint 2013
environment. For more information, refer to Attach a Database.
2. Mount the attached content databases to a selected Web application using the PowerShell
command Mount-SPContentDatabase.
For example, Mount-SPContentDatabase
“MyDatabase” -DatabaseServer "MyServer" -
WebApplication http://webapplicationurl.
*Note: For more information on step 1 and step 2, refer to Upgrade databases from SharePoint
2010 to SharePoint 2013.
3. If the customers need to update the UI style of SharePoint 2010 site collections in the attached
content database to the SharePoint 2013 UI style, run the Upgrade-SPSite command. Otherwise,
please neglect this step and the step below.
For example, Upgrade-SPSite
http://<site name>/sites/testsite
–VersionUpgrade
4. Run the AgentToolSP2013Connector.exe tool to update the Cloud Connect libraries in the
configured site collection.
For example, AgentToolSP2013Connector.exe
-o UpgradeConnectedLibrary -url
http://server/site
For more information, refer to the Operation –o UpgradeConnectedLibrary (SharePoint 2013
Only) section in the DocAve Supplementary Tools User Guide.
*Note: If the customers continue to use the SharePoint 2010 style sites after the update, please do not
run the AgentToolSP2013Connector.exe tool. However, when the customers decide to update the UI
style of SharePoint 2010 site collections, step 3 and step 4 must be performed accordingly.
DocAve 6: Cloud Connect
107
Updating to SharePoint 2016
If you are running Cloud Connect with SharePoint 2013 and plan on updating to SharePoint 2016, take
the following information into consideration when planning your update:
•
Customers will need to install DocAve Agents in the SharePoint 2016 farm prior to
attaching any SharePoint 2013 RBS databases.
•
Customers will need to configure the RBS provider for the SharePoint 2016
environment.
•
Customers will need to deploy the new SharePoint 2016 Cloud Connect solutions prior
to being able to update the connected libraries.
•
When an old SharePoint 2013 content database is attached and updated in a new
SharePoint 2016 farm, the user will only need to enable RBS for the updated content
database and assign (or copy) the previous stub database to the new content database.
This can be accomplished directly via the stub database configuration wizard in the
product.
*Important: Microsoft’s best practices recommend setting the 2013 environment to a read-only state
prior to updating to 2016. The reason this is imperative for an RBS update is that the 2013 and 2016
farm will both leverage the same underlying BLOB storage layer. You must follow this step to prevent
corrupting data (that is, updating storage locations, running garbage collection, or tampering with BLOBs
without updating the stub and content databases).
Updating a SharePoint 2013 Content Database with Cloud Connect Data to
a SharePoint 2016 Database
*IMPORTANT: Before continuing with the following steps, make sure your SharePoint 2013 content
databases contain the Cloud Connect libraries. Otherwise, please follow the Upgrade databases from
SharePoint 2013 to SharePoint 2016 article provided by Microsoft when updating your SharePoint 2013
to SharePoint 2016.
Prerequisites
1. DocAve 6 SP4 CU3 or a later version is required. If you are running a previous version of DocAve,
update your DocAve version to SP4 CU3 or a later version first.
2. The SharePoint 2013 farm and SharePoint 2016 farm must use the same DocAve Control Server.
3. After the update, make sure the updated content databases still use the same stub databases.
Otherwise, the stubs cannot be accessed after the update.
4. Before the update, DocAve Agents must be installed in the SharePoint 2016 farm and the Cloud
Connect solutions must be deployed in the SharePoint 2016 farm.
108
DocAve 6: Cloud Connect
Detailed Update Steps
*Note: Due to a SharePoint 2016 update bug, you must disable the RBS settings on the SharePoint 2013
environment before updating it to SharePoint 2016; otherwise, you must install the following two
SharePoint 2016 updates before the database update: https://support.microsoft.com/enus/kb/3118289 and https://support.microsoft.com/en-us/kb/3118295.
1. Attach the SharePoint 2013 content databases to the SQL Server of the SharePoint 2016
environment. For more information, refer to Attach a Database.
2. Mount the attached content databases to a selected Web application using the PowerShell
command Mount-SPContentDatabase.
For example, Mount-SPContentDatabase
“MyDatabase” -DatabaseServer "MyServer" -
WebApplication http://webapplicationurl.
3. Run the AgentToolSP2016Connector.exe tool to update the Connector libraries in the specified
site collection.
For example, AgentToolSP2016Connector.exe
-o UpgradeConnectedLibrary
-url
http://server/site
For more information, refer to the Operation –o UpgradeConnectedLibrary (SharePoint 2013
Only) section in the DocAve Supplementary Tools User Guide.
*Note: As SharePoint 2016 does not support SharePoint 2010 mode site collections, you must upgrade
all SharePoint 2010 mode sites to SharePoint 2013 mode on the existing 2013 farm before you mount
the database on the new SharePoint 2016 farm.
DocAve 6: Cloud Connect
109
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While reasonable efforts have been made in the preparation of this publication to ensure its accuracy,
AvePoint makes no representation or warranty, expressed or implied, as to its completeness, accuracy,
or suitability, and assumes no liability resulting from errors or omissions in this publication or from the
use of the information contained herein. AvePoint reserves the right to make changes in the Graphical
User Interface of the AvePoint software without reservation and without notification to its users.
AvePoint, Inc.
Harborside Financial Center, Plaza 10
3 Second Street, 9th Floor
Jersey City, New Jersey 07311
USA
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