I was given a task, a list of 3k+ mailboxes DBs on it. They want me to review the list if it can be deleted and will not affect any DBs/Apps we're supporting(about 20). Any advice on how to do this w/o going through all the 3k+ DBs?
Like if I check this one DB/App, I can see if there are any mailboxes DBs connected to it? Thanks.
You can easily list databases in the mail subdirectory, but that's hardly definitive. (A mail database can be in any subdirectory.) You can also create a list of databases that use the Mail template. That's hardly definitive either (any database can use the Mail template.) You can go through the Names.nsf (and any secondary address books) and look at the databases listed in the various Person documents, but that's about it.
Further, there's no concept of "connected". The code in one database can try to open another, but chances are that "connection" is fleeting and during runtime. And the code can be #Formula, LotusScript, Java, or even a Web service.
So as I see it, you have two options, 1) Comb through all the design synopses of all the databases and find all of them that reference the mail databases, or 2) Perform the "Scream" test. Make the mail unavailable and see who screams.
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I am looking to develop an app that is to be used by a fairly small number of people and which has to store and recall data from a cloud database. Users should have various access levels in that some can create stuff, some just read, others modify, some can do anything etc. Just like you would do on a file system.
I am currently considering Azure (very new to it) and thinking what would be the components involved in the project. Obviously, a mobile app (Xamarin.Forms) would be front end. Some kind of Cosmos DB or another database in the cloud. Blob storage too for the media files created by users. But my main question is how to implement the control of what user can do what actions to which data.
A simple way would be to do it within the app itself, but that is counter intuitive and a security risk. Even though this is internal app used by people in the same or sister organizations, it really sounds bad.
Best option would be if that's handled by database itself, but I am not aware of existence of such mechanism. Hopefully, this actually exists and someone will point me in the right direction.
Only other way I see is having some kind of mid layer, still on the back end but just before database. However that also seems clunky and am also unaware of how to even implement it "in cloud".
What would be my actual options?
To clarify, it's about having permissions assigned based on certain columns of a table, for example, and not about having different tables with different user that share parts of data.
That's why it is "Architecture decisions" question, and not "how do i give read permissions to user X of my database Y".
An answer might be "Database X" has what you want. Or, least favourably, "There's no way to offload that to DB. You will have to keep all data separately, so that users can only operate on their set of data, and then collate stuff on the backend". Or something in between, perhaps.
I'm not knowledgeable with Azure or any of that other stuff, but every DBMS will have user accounts that enable different permissions, eg for Apache Derby, MySQL, etc.
I would never implement authentication on the client side.
I am new to share point and still learning all the best practices, but I have a parent site called "Clients" and a sub site for the each of the clients i.e. Walmart, Kmart, Target. Is it a best practice to have a unique document library for each of the sub sites and the parent site. Or to use just one library for all of them. And if I were to use just one how would I set that up?
Thanks
Sites and Pages are not the same!!!
I wish that was more clear. In this case I want a SITE with the customers. Then each customer will have its own page. This way I can use the same apps across all the customers. I will probably need to learn how to create a customer template next.
to start with you need to answer few questions first, and these questions will help you to decide on an approach.
Do you have unique documents per client
will you control access to your users, that is each subsite will have unique permission, users for one client say for instance walmart should not access documents of Kmart
what would be tentative size of each documents and how much will that grow over the year
above are few question which will help you to get started, being said that, I will start creating a site and if the look and feel are the same for my other clients with little changes, then save the site as template.
This template will be my base for other client subsites/ sites.
will also create a global document library, which will store relavant documents which can be sharable across subsites
If required, each client will have their own subsites and own libraries for maintainabilty. this will also help to move subsite to its own site collection if there is hugh growth in data for a particular client.
You can also plan to use search, and webparts like content search query webpart to mashup data from subsites.
Another area to explore is metadata and Information architecture.
When you ask "Is it best practices" for the multiple Libraries or a single Library. From what you have described and Ramakrishnaraja was trying to say, you need to figure out what would work best for the situation. I don't know if you mean to have a different group called "customers" or if that is the same as "Clients" I'm going to respond assuming you mean both parties are the same.
Ramakrishnaraja points out that you have one central log on page "Clients- 'Main'" which leads to the other pages. If you want to the users to be divided into groups that have access only to the documents within their repective page then you should create multiple Document libraries. If you want the users to have access between the sub pages and use/edit files between the sites then best practices would be to have one Library for the Site.
I hope this helps you. Ramakrishnaraja makes a lot of good points and approaches it from a design overview rather than a specific response to your situation so try to use his post from that perspective.
Is there a way to monitor statistics on usage of documents within a database?
I have a lotus notes database hosted on a local server. I know I can get some info from 'User Detail...' in Info tab of Database property (right click on the database from domino designer), which basically shows me which user accessed database and which CRUD action was performed, but I was looking for something more in depth i.e. which document in particular is read the most and by who.
Since this is StackOverflow, not SuperUser or ServerFault, I'm going to treat this as a programming question. (On those other sites, they would tell you that tracking actions at the document level is not built into Notes and Domino's functionality, but there are some 3rd party add-on products that can do it for you.)
You can implement tracking features down to the document level in Notes and Domino using the Extension Manager API portion of the Notes C API. There is also a free package on the OpenNTF.org web site, called TriggerHappy, which provides a framework for using the Extension Manager features to call Java agents when events that you want to track occur. This can make it significantly easier to accomplish what you want, but it will not scale as well for large user bases.
You should also bear in mind that since Notes and Domino are designed for use in a distributed environment in which users can do their work in local replica databases, a tracking mechanism that is based on an Extension Manager plugin running on the server may not see changes at the moment that users make them. Instead, it might see them when those changes replicate from the user's computer to the server -- and replication does not guarantee that order is preserved, so the server might see some things happen in a different order than what the user actually did.
Have a look at the activity trends, see notes help.
If you need more details, you have to implement it by yourself.
Entity has a custom field based on which, some security roles should have access to records of that type and some should not.
Javascript can be used to close form after checking roles. But I'm looking for back end solution that will disabled access to this records in workflows and searches too.
For example, product should viewable by everyone if manufacturer is our company and only by Competitor Products Specialist if other.
You might be able to write a plugin that would automatically share the record with the appropriate Users/Teams. When somebody updates that field, the plugin would run and share/unshare the record according to your business logic.
Disclaimer: I haven't actually tried this before, and there may be performance issues if you have lots of records (and therefore lots of sharing records).
I ended up writing the plugin that works on pre-Retrieve event and modifies retrieve query by adding additinal filter by field.
Is there an out of the box solution to check the validity of documents? Let's say when a document has been in a document library for 1 year, the author should get a warning, an e-mail for example, to revise the document.
I didn't find this in SharePoint. So I was thinking of creating my own feature for this:
A timer job which runs every night and check all the documents in the site collection
The timer job can be configured through an admin page in the central admin, for example to configure on which site collections in a web application the job should run.
My concern is, when running this in a heavily used environment, doesn't it burden the servers too much? Let's say for example an environment with 100.000 documents spread out over 5 site collections. And how about looping through all those document libraries in various SPWebs, use an SPSiteDataQuery to retrieve all those documents and loop through that collection? Because opening each document library in each SPWeb in 5 SPSites...
Or is there an other option to accomplish this? With workflows? Because in the end, the owner of the document receives a warning and he needs to confirm if the document is still valid. I haven't touched workflows much to be quite honest.
I would like to hear your thoughts about this.
Maarten.
This SO Question may give you some ideas - workflow/timer jobs/3rd party etc as in essence your requirement for email alerts when documents are 1 year old is basically the same as 'a task is overdue'
Dated reminders in sharepoint calendars
Re: Load - well I can't give you specifics as every situation is different but you've got the ability to run this overnight so I can't imagine that it would really be much of a problem.
Also Remember your not actually retrieving/parsing the documents themselves, just the record containing the documents meta-data such as title, location, modified date, assigne to etc.
this sounds like a job for powershell.
write a little script that queries the document lib's for documents that are older than one year.
then send a email alert or create a task for the user to update the document.
also i would not worry about having 1000's or workflow runing. WFF is an enterprise product. i have had over 60000 running without any problems.