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SharePoint Configuration (most popular use)

  Asked By: Vasudev    Date: Apr 27    Category: Sharepoint    Views: 1096

We recently acquired the SharePoint software for evaluation. How do most
you use this software in your office environments? It seems pretty tedious
for managing all the different file shares we have. A manager was thinking
of using it as a front end for different departments. So, can different
users in different groups see have a dashboard for their department.



8 Answers Found

Answer #1    Answered By: Gobinda Navalagi     Answered On: Apr 27

Doc Management is a wonderful tool to be able to allow for various groups  to
access documents, version documents as depts go through revisions, and maintain
a central location for group information and access. For SPS specifically, you
do not have to migrate any data in order to try it out. You can simply create
content sources in "Network Places / <workspace name> / management". After you
create the content sources and they index, users can then access all of the
documents through the portal and they can keep up with the departmental or
company wide information while they are there as well. It takes only a couple
hours to configure it all and it adds tons to their productivity. Once you see
the ROI on your potential investment, you can then decide about using it for
more than evaluation. After that, you can and add custom web parts so that it
can be the central intranet portal for your company, migrate and tag metadata to
documents so users have more ways to search for information, provide for
approval routing within the system, etc...

Answer #2    Answered By: Rose Silva     Answered On: Apr 27

That was very helpful for initial configuration. Is
there a trick for after you create the content sources and they index,
exactly how the users can access them. I'm trying to look up how I add it
to the portal front-end. That's great that you don't have move any files
over - they use their current reference points. Any info. is
appreciated..I'm still trying to learn this new tool.

Answer #3    Answered By: Maegan Ellison     Answered On: Apr 27

When you configure the content source, I would recommend that you use a UNC path
for access. The hyperlinks that the users will see when they have search results
will be the same as what you use on the server by default (SPS does allow for
them to be changed but probably not necessary here). For instance, my lab has 5
servers. One is a SPS portal and document server (call that one LARRY). One is a
SPS Dedicated Content Indexer (DCI) server (Call that one BOB). One is a file
server (Call that one JUNIOR) and two others have SQL, Exchange, DHCP, Domain
controller, etc...

BOB indexes JUNIOR with a content source of \\junior\files$. BOB indexes some
news web sites with content sources of http://www.objectivenews.com and the
like. BOB then propogates that index to LARRY. A user would then access SPS by
typing in http://LARRY/Knowledge. They coule then request a search query from
the main portal page. Search results on LARRY return links to docs such as
\\junior\file$\bubba.doc or http://www.objectivenews.com/topstory.html. If a
user searches for something like OSAMA, the news links come up with a lot of
hits in recent weeks. If the user wants to save that search query for later,
they select "Subscribe to this search". From then on, every time a content
source reindex a remote server or news web site, the notifications are added to
the users personal subscription results and all they have to do is click on a
link and it will take them to the new doc that has been indexed.

Answer #4    Answered By: Yahaira Shannon     Answered On: Apr 27

I kinda get want you mean - but maybe if I explain my setup better I can get
a clearer understanding of how to configure the content source.

We have a main file  server w/ many different shares  for different
departments. And then the departments create folders under the shares to
better organize the files. The file server is a NT4.0 server. I will call
this server NT4. All the different users are mapped to their network shares

I then have my Windows2000 server, called W2K, that is the server I am
testing this Portal stuff out on. We hope to upgrade all our NT Server 4
boxes to Windows 2000 next year. I created a content source and indexed it
off the NT4. I can access my portal by typing http://W2K/SPS

I tried to do a search for the documents I indexed, but I got nothing. I
must be missing something.

Answer #5    Answered By: Doris Leach     Answered On: Apr 27

So when you created the content source, did you use \\nt4\marketing as the
location in the content source?

Answer #6    Answered By: Sumitra 2004     Answered On: Apr 27

Yes, I did. And it was indexed - and there are no errors. What's the next
step to getting it into the portal front-end? Can it kind of be used
similar to a windows explorer resource, but it organizes the separate

Answer #7    Answered By: Bhairavi Damle     Answered On: Apr 27

If you have configured a "file share content" source with a UNC path, once it
completes, it request to start a full index. If you allow it to do so, then
highlight the content source, you should see on the left hand side a progress
meter and listing of:

Failed to Index
Excluded by Rule

Once the full completes, the "Health" meter should also show a number (hopefully
close to 100%). In this case, after the content source has been built, you
should be able to right-click on the content source and perform a full index....
and accomplish the same thing.

Of the 3 categories above, what do they say? The 3 numbers added together should
be somewhat equal to the number of objects in the file  server file share... and
the number indexed should be the number of objects you should be abel to search
on and get positive results. If there are not any that appear under "Indexed"
after a full index, then the "Click here for detailed log" should show each item
that failed and why it did so.

Errors of "Failed to load document" should only occur on documents where they
are of a type that is not provided for in the IFilters (AutoCAD files by default
are not indexed for example). Errors of "Access Denied" denote permission
problems on the UNC share for the account used to index content sources.

Answer #8    Answered By: Leeann Hull     Answered On: Apr 27

I ended up having to go into the Additional Settings and add the files type
since the files were .pdf and they were being excluded by the rule. Now the
Indexed shows 6 files - which is correct. And the Health meter shows 100%.
Now, how can a show a listing of the available files in an explorer-type
view. I would like to create a sub-dashboard for each department  that will
show there different network shares  and all of the file. Let me know what
the next step would be.

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