Our content database for WSS is growing out of control. I'd like to be able to do some reporting that will show which sites are using the most space, as well as what documents or document libraries are using the most storage space. These types of features doesn't appear to be built into Windows Sharepoint Services so I'll need a tool or some way to query for this information.
Thanks for any ideas.
There are multiple ways of getting the information, one of the easiest is most probably via this tool: SharePoint Space Monitor
(the link I had is now dead, but you can still find the software online)
Related
Is Sharepoint my best option to replace an aging network of fileshares? There's approx 1TB of data residing among 3 fileshares (1 DFS, 2 NAS boxes). A document management system is in place for new things - the file shares are now just read-only archives/legacy. Our users would simply need to be able to search for and open the documents.
Users are finding it difficult to locate their documents in the file shares and windows search does not often help. Sharepoint was suggested as something which would play nicely with Office documents (99% of the content) and have a good search facility.
Not being a Sharepoint Developer or having had any training on it, I'm getting a little lost. I have set up a test server to try it out using SP2013. I have managed to index each of my file shares and have created a search page. However, results aren't consistent with the indexted items. I assume I need to somehow get the relevant metadata from the files but I have no idea how to go about this.
Could anyone suggest some resources for help on this subject (my searches have mainly turned up paid-for Sharepoint addons or outdated blogs) and any experience of doing something similar? Also happy for any suggestions on ways to achieve this using other software/platforms.
I went with Microsoft Search Server 2010 in the end.
Sharepoint is basically optimized to be a document manager. I think you don't need to buy or donwload addons.
For your problem, metadata are the key! You need to properly specify the metadata.
I give you the theory of a plan document management in SharePoint 2013 :
https://technet.microsoft.com/en-us/library/cc263266.aspx
A nice introduction to metadata :
http://fr.slideshare.net/gzelfond/document-management-in-sharepoint-without-folders-introduction-to-metadata
Be careful to use the Microsoft documentation for the beginning. From my experience, its difficult to start with this documentation because you have several things in it. There is also good books/ebooks that you can find easily to start well, and probably more simplified than MS documentation.
I am building a publicly facing website that does the following.
Users log in.
And then view a list of their customers.
They click on a customer to view their past purchases, order them, change them etc.
This is not a shopping site by the way.
It is a simple look up tool.
Note that none of the data accessed by the website is in anything other than a SQL database - no office documents. Also, the login does not use users Windows credentials on a VPN or something like that.
Typically I would build this using a standard ASP.NET MVC website.
However the client says they want to use Sharepoint.
As I understand it, Sharepoint is used for workflow and websites that are collaboration tools such as the components you can see here http://www.sharepointhosting.com/sharepoint-features.html
Here are my questions:
Would I be right in saying that WSS is completely inappropriate for this task as it comes with an overhead that provides no benefits?
If I had to use it, would I need WSS or MOSS?
If I had to use it, would I be right in saying the site would consist of :
List item
a) Web Parts
b) And a custom site layout. How do I create one of these?
Addendum:The book Professional SharePoint 2007 Web Content Management Development looks like a good start
1.) I agree that SharePoint would be quite inappropriate for this task. A few reasons:
It costs thousands of dollars to license SharePoint for use on the open Internet
SharePoint will use a lot of resources (SQL Server, IIS, Active Directory...) that are unnecessarily demanding for your task
SP will give you very little flexibility to develop a solution in your way -- it sounds like you would need to create a database-connected Web Part in ASP.NET anyway (so that could be entirely independent of SP)
SharePoint has it's place--it can be remarkably helpful as a company's internal document management, intranet, and workflow/approval system--but it is not well suited for custom code nor Internet use.
2.) I believe MOSS would be required for the Internet license (as in the link above).
3.) SP development is not like typical relation database systems (for example, it uses flat, unnormalized tables). If your SQL matched the SharePoint way of thinking, you might be able to connect to your database as an external List using SharePoint Designer. More likely you would need to use Visual Studio to create a custom Web Part in ASP.NET.
Hopefully this'll be a few reasonable arguments you can use to help the customer see how SharePoint is inappropriate for the task... In fact, I expect just the first point (the cost of licensing) will turn them.
You can technically use WSS for this task but MOSS has more features aimed at building public facing websites. The publishing infrastructure comes to mind. It has has the CQWP which enables you to build custom interfaces which perform well in SharePoint. With SharePoint there are potentially challenges around scalability. If you know the platform well then doing something like what you have suggested would be a pretty quick task. If you don't know SharePoint and the underlying system well you could face challenges.
You do not want to approach building the final application with SharePoint Designer. It has behavior which can cause major problems with scalability. You want to create a SharePoint Solution comprising a number of features which can be easily deployed to SharePoint. Going this route does not alleviate performance problems but you are going to be closer to the right solution. You can package up the custom user interface elements as CQWPs or write Web Parts. I personally prefer to write Web Parts.
You do the overall site design in a Master Page. Pages within a site are then inheriting from this. If you have MOSS then you can create what are called publishing pages which contain your Web Parts. These are not available in WSS which is why people recommend against it for public websites.
To decide whether SharePoint (any version) is worth it, you need to find out if they are going to use any of the core features. If everything is going to be custom and you are not going to make use of any workflow or document management features in your deployment then I would stay away. To see whether you want to go further with SharePoint from a development perspective, take a look at the WSS developer labs. I recently ran an intro course at my employer using the materials from that site. They are dated, and need more info on best practices but they provide a quick way for you to dip a toe in the water and decide whether you want to go any further.
1) For the core functionality as you describe it SharePoint isn't going to add anything, BUT if you build it on SharePoints premisses it allows your client to add a lot of functionality outside the core for "free" like:
They can add Content Editor WebParts to pages where they can add descriptions, and messages
They can add lists where the customers can enter requests/comments/... and automatically have new entries mailed to anyone in the organisation subscribing to changes
The functionality you develop can be reused on their intranet
Any future small "web apps" can be included in the same site
...
So all in all unless you have a better framework to use then use SharePoint
2) WSS is all you need for now
3) Your main deliverable for now would be:
a feature with some Site Pages and a few Web Parts
a feature with a custom masterpage and corresponding css
True. Well not inappropriate but it doesn't add anything either.. but maybe in the future?
WSS is enough
You'd need web parts to expose your data, yes. The custom site layout is not necessary. If you want your own look and feel a SharePoint Theme may suffice. Even if you want some real custom layout tweaks you probably don't need a site template but you can get away with using just SharePoint Designer to edit the pages or master page.
I want to use a CMS that can be accessed by my clients via the internet. All SharePoint usage I have seen is for intranet sites only. What I am looking to do:
Landing page for all clients, with general information.
Client login to client specific portal page with client specific information.
Accessible via the internet. The clients may or may not have SharePoint.
General and client specific wikis.
I won't be hosting this myself. I would be looking for a hosting provider as well.
I am also looking at using DotNetNuke, which has a lower cost of entry. I am open to suggestions of other CMSs, but my skills are built around C# and ASP.NET.
Before going down the SharePoint path, I wanted to make sure these things are possible.
Thanks!
Update:
Thanks to all that have given me some points to ponder. In summary, here is what I have decided to do (given my current skill set):
SharePoint can be used for my needs (my initial question). Many great example sites.
DotNetNuke as my CMS. I realize other good CMSs are available, but I prefer to stick to the Microsoft stack.
Branding will be easier in DotNetNuke.
The site will not be very big and not used by many. SharePoint will be overkill at this point.
Many of the 'modules' I am looking to use (wiki, forum, ...) seem to have more options/maturity using DotNetNuke.
Biggest Deciding Factor
Integrating a CMS solution with my software product and then installing/implementing this solution for individual clients will have a much larger cost with SharePoint. DotNetNuke will allow me to 'leave behind' the solution with the client without having them to invest heavily in SharePoint if they do not already own it.
Thanks to all!
Ed
Everything you require is supported by Windows SharePoint Services 3.0, which is included at no additional cost with a Windows Server license. However, SharePoint does have an administrative and development overhead that you could avoid using a different platform. It doesn't sound like you would really be leveraging any of SharePoint's particular strengths (document management, Office client integration, ad hoc collaboration sites, etc), so it's probably not worth the extra effort.
So in short, the answer to your question is "Yes", but it's probably not your best option with these specific requirements.
Check out the Top 17 case studies for Microsoft Office SharePoint Server 2007 and several new MOSS-based web sites. There are some nice Internet websites too.
there are heaps of SharePoint sites out there facing the internet. There’s a great list of over 1,000 of them on the WSS Demo site here: http://www.wssdemo.com/Pages/websites.aspx
All of the requirements you’ve listed are achievable with the externally facing SharePoint model. There’s an obvious cost impact of going down the SharePoint path versus DotNetNuke but it’s certainly achievable in terms of functionality.
Kentico offers SharePoint Connector which allows to publish SharePoint content to external sites: http://www.kentico.com/cms-asp-net-features/sharepoint.aspx
All the things you mentioned are possible. Note that hosting a SharePoint server can be expensive. Most hosting providers charge you a dedicated server hosting plan.
Also I'm not impressed with the default wiki solution in SharePoint. You might want to consider a 3th party wiki tool and point your SharePoint Search towards it so that the results are shown in your search results. Drawback is that you loose the security trimming.
You might also be interested in the BPOS solution. A (kind of) hosting service for SharePoint that Microsoft is offering.
We have a heavily customised SharePoint publishing (WCM) site that uses no web parts in order to meet with XHTML and (AA) accessibilty guidelines. The trouble is that the search functionality is not generating any usage statistics (Usage reports within Search Administration in the SSP). We know this is down to our customisations because we have a couple of the OOTB team sites in the farm which are generating search statistics. We are not sure where/how we need to fix this. It seems we may need to wire up a call to the search.asmx web service but I'm not sure. Perhaps we need to call something from within the SharePoint API as part of our call to the search service? I'm not sure.
Has anyone out there built a heavily customised SharePoint site (no web parts) and are logging search statistics, can you comment on how you did it? Or can anyoone provide insight into how the staistics are generated?
If it helps we are running a medium sized farm with 2 WFEs, 1 Index server and 1 SQL Server box. All Windows 2003 R2 SP2, 32-Bit. MOSS 2007 SP1 (plus December CU) Enterprise Edition.
Thanks,
James.
have you checked Usage Reports in the CA-->Operations tab ?
Our (intranet) site is heavily customized and the Search Usage Reports are turned on (they should be by default). You do have to enable ALL usage reporting options though, both in the SSP as in CA, the key one being "Enable search query logging.", in the SSP -> Usage reporting. I have also found that disabling / reenabling this option will sometimes help if it is already supposed to be running.
P.S. I will vote to move this question to serverfault as that is where this question belongs.
The SharePoint search statistics is only gathered when you use the standard search webparts (SearchBoxEx, CoreResultsWebPart). This is because they use an internal hidden object to perform the searches, which, in turn, logs to the statistics. AFAIK there is no way (except possibly reflection) to write to these logs when using a custom search webpart.
We have had SharePoint where I work for a little while now, but we've not done a lot with it. We have an intranet with hundreds of ASP/ASP.Net applications and I'm wondering what kind of things can be done to integrate with SharePoint to make a more seamless environment? We put documentation and production move requests and so on in SharePoint now, but it pretty much feels like it's own separate system rather than an integrated tool on our intranet.
I've searched around to see what other people are doing with SharePoint but I've been finding a lot of useless information.
A great idea for you would be move your most used asp.net apps to run within the SharePoint site. Each app can be added either as a control directly on a pagelayout or integrated into a webpart (use the webpart to load child controls).
This would allow you to use the flexible moss interface to move the asp.net app into a unified information architecture so people can find the app easily.
SharePoint is really easy to roll out something that works, but creating a seamless intranet does require a bit of thinking outside of SharePoint itself (i.e. what should go where, which users need to see what, navigation structure...)
That is really a lot of work and requires lots of input from people outside the IT area.
A typical intranet portal segments functionality by department. Each department will probably have some custom web-based apps that you might have historically implemented in ASP.Net, and linked to from the intranet portal. With sharepoint you can start bringing the useful bits of those custom web-apps in as modular parts, so that the business owner of the portal can have more control as to how information is structured and displayed to his/her users.
Think dashboards, populated with custom metrics that only make sense to individual departments. That's one of the most obvious places to start. HR, accounting, IT, they all have metrics they want to track and display. They all have legacy systems that they might want to correlate information from. All this can be done in reusable web-parts. Since Sharepoint gives the end-user the control over layout, display, audience control, etc, you don't end up reinventing wheels all day.
SharePoint was designed to be a collaboration portal and document repository. If you have other business processes wrapped up in other internal web sites, you may not get much benefit from converting these sites into SharePoint sub-sites.
However, if there is signifcant overlap in your applications (contact lists, inventory, specs, etc.) you may want to make the investment to combine.
If you have InfoPath, you can create online forms. You can share your docs and edit them online. You can start an approvement workflow on these docs. You can create polls. You can create work groups.
Basically SharePoint is a giant and robust document store, but you can do anything what you can do in any ASP.NET web application. You can create e.g. custom workflows to automate business processes. We've worked for several customers to create corporate intranets and sometimes internet sites, so it really works. :)
But sometimes it's very hard to implement the requested features (a lot of workarounds).
Really its an intranet in a box. We pretty much run all of our day to day development tasks off of it. We keep documentation, track defects, manage people's time off etc. You can migrate your asp.net and asp applications to run under the sharepoint site. In the adminstration section you can set up web applications to run under the same site, but outside of sharepoint's control. That would probably help with the "feel" of it being completely seperate.
Sharepoint is really a shift in the way people have to think about web development and that's the key. You're no longer developing a standalone application, you're adding on to an existing framework. I would put it akin to having "silos of data" vs. a centralized database system which houses all the company's data. Once people realize that everything is connected, it will feel more like a seemless integration. My advice is to actively try and create applications in sharepoint and think about how to migrate existing apps on to it.
How about BI and reporting from an ERP?
When we know IE is uncapable to handle a page with 10000 table rows (without pagination)
Many don't realize but the success of a reporting tool depends on the performance of the grid object used - Excel and the SpreadSheet obj from the defunct Office Web Components are still the #1 in user's (accountants, managers, ceo) choice.
I think it depends on your environment. In our environment, we setup each department with their own pages and we use it for basic information, surveys, and the employee's homepage. We've built Google/Live Search and Weather.com widgets and roll RSS feeds using Tim Huer's RSS control.
One thing you can do is to create web parts to provide access to data from existing applications. Initially they could simply be read-only views, but depending on your experience they could be fleshed out to allow writes.
Another idea is to add links between SharePoint and your applications (assuming they're web based); that will at least allow a flow between them.
I haven't done it, but you could also theoretically skin SharePoint to look like the rest of your intranet.
Create libraries
Form libraries, documents libraries, slide libraries
Create standard or custom lists
Standard lists - announcements, tasks, contacts
Custom lists - suppliers, contractors, inventories, orders
Setup secure team discussion areas
Build shared team calendars
Create simple workflow processes on documents and lists