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Community
Forum |
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Total Members:
1672 |
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Newest Member:
lwilliamsbatman |
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Total Topics: 70 |
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Total Posts: 228 |
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| Knowledge
Base Articles |
1.
My Document Library Web Part does not have a popup edit menu
| To show the Edit menu you must configure the web part
to display the appropriate column. Note that not all users
have access to change a web part’s columns. If you
don’t have the necessary access ask your system administrator
to customize the web part.
How a web part is customized depends on whether you are
using SharePoint Portal Server or Windows SharePoint Services.
The following description is for the default portal of a
SharePoint Portal Server. Refer to the SharePoint documentation
for more information.
To add the Edit menu to your document library web part:
1. On
the page that displays the document library web part
make sure that you are in Edit mode by clicking on
Edit Page under Actions. |
2. In
the drop down menu for the Document Library Web Part,
click Modify Shared Web Part. The
Web Part’s properties pane appears.
|
3. Under
the List Views heading click the
Edit the current view hyperlink.
The Edit View Page is displayed.
|
4.
In the Columns section, select the
checkbox next to Name (linked to document
with edit menu) and clear the existing Name
checkbox. |
5. Under
Position from Left, select the order
in which you want the column to appear. |
6. At
the bottom of the page, click OK. |
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2.
The ‘Declare as a Record’ menu item is not in the
Edit menu
The ‘Declare as a Record’ menu item currently
only appears in the Edit menu of Document Library web
parts that are on the same page as a Retention Server
web part. |
|
3.
Declaring Records and Permissions
| Using the 80-20 Retention Server
web part, any one who has read access to a document
in SharePoint, i.e. has been assigned a reader role
to the SharePoint site which the document lives, can
declare the document as a record. By declaring a SharePoint
document as a record, a copy of the document is stored
as a record in the Retention Server. The permissions
applied to the record in Retention Server are as
follows:
1. The
user who declared the record
is assigned full access to
the record which means he/she can subsequently
change the title, record classification and
schedule of the record. In Retention Server
only users assigned full access
can modify the title,
record classification and schedule
of the record. Such users can naturally search
and view the record. |
2. All
users and groups that have been assigned an
Administrator role within the
SharePoint site will also be assigned full
access to the record Retention Server
which means they can subsequently change the
title, record classification and schedule of
the record, as well as search and view the record.
|
3. All
users and groups that have been allocated a
Contributor or Web Designer
role within the SharePoint site will be assigned
Read/Write access to the record. Users assigned
read/write permissions to a
record in Retention Server can search
and view the record but not
modify the title, record classification
or schedule of the record.
|
4.
All users that have been allocated a Reader
Role within the SharePoint site will
be assigned Read Only access
to the record in Retention Server. Users assigned
Read Only permissions to a record in Retention
Server can search and
view the record but not modify
the title, record classification and schedule
of the record. |
5.
Finally a default set of permissions
are applied to a record in Retention Server
which apply to all other users not specifically
covered by the above four cases. The default
permissions is dependent on an option SharePoint
provides that determines the default role for
authenticated SharePoint users.
a. If
no default role for authenticated
users is defined in SharePoint,
the default permissions applied to the
record is No Access,
i.e. the user can not search, view the
record or modify the record properties. |
b. If
the default role for
authenticated users in
SharePoint is set to Reader,
then the default permissions applied to
the record is Read Only Access.
|
c. If
the default role for
authenticated users in
SharePoint is set to Contributor
or Web Designer, then
the default permissions applied to the
record is Read/Write Access.
|
d.
If the default role for
authenticated users in
SharePoint is set to Administrator,
then the default permissions applied to
the record is Full Access.
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It should be noted that the
permissions applied to a record are based on
the role settings of SharePoint at the time
of declaration. If a user’s role is changed,
the permissions on the records in Retention
Server will not be changed, i.e. they will remain
as defined at the point of record declaration.
For example, a user that was assigned an administrator
role at the point of declaration will have full
access to the record in Retention Server. Therefore
if a new user is assigned an Administrator role,
this user will not have automatically full access
to existing records in Retention
Server. Rather this user will be provided full
access only to all records that are subsequently
declared.
|
Questions and Options
The above behavior raises a number
of questions for discussion:
1. Once a record is declared,
should the original document existing in SharePoint
be disposed of immediately? I.e. should the
act of declaring a document in SharePoint as
record have the effect of moving the document
out of SharePoint into Retention Server? Should
this be set as a configurable option in Retention
Server? |
2.
Should any user who has the effective role of
a reader in SharePoint be able to declare a
document as a record? Or should this be reserved
for users that have Contributor, Web Designer
and Administrative roles only? Should this setting
be provided as a configurable option in Retention
Server?
|
3. If one or more user’s
roles’ in SharePoint change, should the
effective permissions applied to records in
Retention Server be updated? Should this setting
be provided as a configurable option in Retention
Server? |
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4.
How do I Configure Retention Server for a new portal
I have just created?
|
Step1: Re-deploy the Retention server
web part
Use the STSADM to delete the RS web pack and install it again (this
will make sure all the portals have the RS web part):
stsadm -o deletewppack
-name "RetentionServerWebPartsCab.CAB"
|
stsadm -o addwppack -filename
"C:\Program Files\80-20 Retention Server\WebPartCabs\RetentionServerWebPartsCab.CAB"
-globalinstall -force |
| (path to the cab should
be changed depending on the location
where the product was installed) |
Screenshot:
Step2: Configuring Retention Server
as an application
From IIS navigate to the website that is hosting your new portal (in our example below its called Web2)
Right click on the RetentionServer folder and click Properties:
Under Application settings, click the Create
button and specify a name (for example RetentionServer2).
Run it under the same application pool that
Sharepoint is running off, (which in our case
is MSSharePointPortalAppPool):
Click Apply, OK. Now you will notice that the
RentionServer has a gear icon instead of a folder icon:
Step3: Add the retention server
web part in the portal
(This is also documented in the configuration guide)
Drag and drop the Retention Server web part onto your page:
And you are done!
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Copyright
© 1997-2006 80-20 Software Ltd. All rights reserved. 80-20 Retention
Server is a trademark of 80-20 Software. All other trademarks acknowledged.
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