Create Site Collection in Separate Content Database in SharePoint

Problem:

When a “Site Collection” is created in a web application, then the proceeding Site Collections created in the same “Web Application” will use the Same Content DB.

This creates problems in the following scenarios:

1. Size of the one Site Collection grows large then it will affect the other Site Collection too. The
reason being maximum size of a Content DB for a Site Collection with good performance is 200 GB
(referred some MSDN articles).

2.  During migration/archival/splitting of content DB.

Solution:

The solution for the above problem is to “Create Site Collections with Separate Content DB for each Site Collection”.

But by default SharePoint allows you to create new site collections in the Same Content DB which is used by the web application (one created first – Top Level Site Collection)

Using Central Administration page:

1.   Suppose that we have created a Top Level Site Collection with content DB named “WSS_Content_1000”. Now our scenario is to create a new site collection in the same web application with different content db.

2. Now navigate to Central Admin -> Application Management -> SharePoint Web Application Management -> Content databases

3. By using the option Add a content database in the menu, create a new content DB named “WSS_Content_1050”

 6. Now, you can see the database (WSS_Content_1000) in the stopped state: 

 7. Now, try creating a new Site Collection in the same web application. “Your new site collection will be forced to create in the Content DB which is available in the web application” (in our case it is WSS_Content_1050).

8. Now, change the status of the first content db to Ready state.

9. Now to check whether our new site collection is created in different db’s go to Central Administration -> Application management -> Site collection list. “You can see two site collections in two different databases” as shown below:

     ØTop level site collection created in WSS_Content_1000 db

     ØTop level site collection created in WSS_Content_1050 db

10. As shown in the above screenshot, we are able to create a new site collection with a new Content DB using the above method.

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Event ID 28721 in Source cannot be found

Problem:I have faced this problem when I tried to upload a document one of my document library in SharePoint. Neither the upload is successful nor no errors while uploading.
Event Log:I was unable to view any errors with respect to the document upload in the event log. I could see only the following logs in the event viewer:
Event Type: Error
Event Source: Windows SharePoint Services 3
Event Category: General
Event ID: 28721
User:  N/A
Description:The description for Event ID ( 28721 ) in Source ( Windows SharePoint Services 3 ) cannot be found. The local computer may not have the necessary registry information or message DLL files to display messages from a remote computer. You may be able to use the /AUXSOURCE= flag to retrieve this description; see Help and Support for details. The following information is part of the event: #960013: Antivirus scanner timed out.

Following are the investigations done for fixing the errors:
1. Checked the file size limit in the web application general settings – but I have tried to upload only a few KB text file.
2. Checked the SQL server logs and there is enough space for the upload.
3. Created a new document library and tried attaching a new document which is unsuccessful.
4. Created a new list and added an item which is successful. But when tried attaching a document (or text or small file) it is unsuccessful.
Hence, I have concluded that there is no problem with SharePoint or any corruption of document library or list definition.
Looking at the event log carefully, I finally came to an idea that Antivirus is blocking something and it is where the problem is arising.

Solution:1. I have tried changing the Antivirus settings in the Central Administration 
2. Go to -> Central Administration -> Operations -> Antivirus -> Antivirus Settings -> I have unchecked the option Scan Documents on Upload -> Clicked save

3. Now, I have tried uploading the documents in the document library which is successful. Hence, concluding that the problem is due to the Microsoft Fore Front Security Antivirus.
4. Note: But we cannot make this option as default, since without antivirus scan, unwanted files (viruses, malwares, spywares, etc.,) may be uploaded which would be threat to the SharePoint environment.
5. Finally, updated the Antivirus definitions and license for the Fore Front antivirus. Then onwards, the upload is successful and secured one.

Microsoft Fore Front Security Antivirus1.  It is an antivirus provided by Microsoft dedicated to SharePoint environment. It will protect the SharePoint environment from the virus, spywares and other treats being uploaded.
2.  To know about the Microsoft Fore Front Security Antivirus click on this link

http://sharepoint.microsoft.com/en-us/product/Related-Technologies/Pages/Forefront-Protection-2010-for-SharePoint.aspx
3.  In the central Administration -> Operations -> Antivirus -> Antivirus Settings -> Scan documents on upload is set, then all the documents being uploaded will be scanned by the for front and then only uploaded into the SharePoint environment.

Happy Sharing!

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Parser Error Data at the root level is invalid. Line 1, Position 1

I have got this error message suddenly in a (WSS 3.0) SharePoint site. The site is working as expected and it does not throw any errors before.
The error screen shot is below:

From the error message, I could understand that there is a problem with the browser comapatibility.
Solution:
I have navigated to the SharePoint site in the IIS and then explored the files in the IIS.
Then navigated to APP_Browsers folder, there I could see there is a  sub folder named _vti_cnf  inside I could see a file compat.broswer in it. This file (file which mentions the compatible browsers for loading the SharePoint site.) is already present in the root directory.
I have deleted this file (compat.browser) which is inside the _vti_cnf folder and refreshed the site, it worked as before.
Happy Sharing!

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Workflow using SharePoint designer 2007

To know about the basics of the Work flows in SharePoint, read this article.

In this article, we will learn how to create a designer workflow in SharePoint designer 2007.

Scenario:

1.   Create a workflow in SharePoint designer 2007

2.   This workflow should be automatically triggered when an item is created or updated in a SharePoint Document library

3.   When the workflow is initiated, then the document created or updated in the document library should be copied to another document library

4.   Also, we will have parameter (flag) in the document library whether to move or not in the document library.

Solution:

We will create two document libraries named, “Draft Library” and “Publish Library”.

In the Draft Library we will create an additional column named Move to Publish Library of type Choice menu (YES or NO)

When a document is uploaded or updated in Draft Library with the flag value equals to yes, then the workflow should be triggered which will copy the item to the Publish Library.

Steps:

Open the SharePoint site in the designer and click on File -> New -> Workflow

Give the name of the workflow and Select the document library for the workflow to be associated (Draft Library in our case). Then Select two options Automatically starts the workflow when an item is created or change and click on Next.

In the Step1, click on the conditions and select Compare Draft Library field

Now, select the Move to Publish Library column and Value equals to Yes as shown below

Now we will apply the action for the workflow. Click on Actions -> Copy List Item. 

Now select Draft Library to Publish Library in the values as shown below

Once you click on finish, then the workflow will be associated to the “Draft Library”.

Navigate to the SharePoint Document library and when you check the workflow settings, and then you will see the MoveDocuments workflow associated with the Draft document library.

Now, we will test the workflow. Go ahead and upload a document into the “Draft Library”. Select YES in the Move to Publish Library option as shown below:

Now, our workflow will be initiated and you will see the status of the workflow (completed) in the document library as shown below:

Click on the completed in the document library where you will be navigated to the workflow information as shown below:

Now, navigate to the publish library, you will see the document being copied as result of the workflow as shown below:

Now, at the end of this article we have learned the following from this article:

1. Creating a Designer workflow in SharePoint using SharePoint designer 2007.

2. Used workflow to copy an item form one document library to another document library.


To know about the new features added in SharePoint Designer 2010, read this article.

Free to comment if this article helps you!

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Workflows in SharePoint

What is a Workflow in SharePoint?

Ø  In simple words, we can say workflow is a serious of activities occurs in steps which will produce an output at the final step.

Ø  In SharePoint, workflow is an automated movement of documents or items through a sequence of actions or tasks that are related to a business process. 

Ø  Business process is a sequence of steps that occurs on a document or a task or an item and finally produces a result as an outcome.

Types of Workflows

Basically, there are two fundamental types of workflows in the SharePoint:
                       

   1.   Sequential workflow

It represents the steps that execute in order until the completion of last activity. It is represented graphically in flowchart with start, end and all the sequential activities in between.

Example

   
  2.   State-Machine workflow

It represents a set of states, transitions and actions. As sequential workflows, it does not have prescribed execution flow and need not have an end. It can have any number of states and transition and it can any items related to any transition.

Example

The different types of workflow in the various versions of SharePoint present by default are listed below:

Ways for creating workflows in SharePoint

The different ways of creating the workflows in SharePoint are as follows:

    1.   In SharePoint site directly

    2.   SharePoint Designer

    3.   Microsoft Visual Studio with workflow extensions installed (WWF- Windows Workflow Foundation) – basically called custom workflows

    4.   Third party tools like K2 Black Perl, Nintex, etc.,

What are the pre-requisites for creating a workflow in SharePoint?

    1.  There should be a at least one list or document library to create and associate a workflow.

    2.   If you do not have a single list or document library in your site, you will be prompted for creating a list or library.

    3.   If you want your workflow to be associated with custom columns or settings in the site, then those changes should be made before you create the workflow so that it will be available in the designer.

Advantages

 Ø  Allow the business activities to be automated, enabling actions such as document review, approval, issue tracking and signature collection.

 Ø  Allow the document to be routed to one person to another for approval by assigning a task to each person. This is followed by analysis, review, and approval and finally the document is published. Hence making the document management easier.

 Ø  Also improves the collaboration in an enterprise.

To know about creating a designer workflow in SharePoint using SharePoint designer 2007, read this article.


To know about the new features added in SharePoint Designer 2010, read this article.

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The Parameter is incorrect crawl error Search Server

In this article, we are going to discuss about a strange issue with Microsoft Search Server.

Scenario:

Usually with the SharePoint, we will install Microsoft Search Server for providing the users a search function.

We will configure the content source in Search Server Admin page and crawler indexes the contents and will display the results in the search depending upon the user query.

The below figure shows the Search Server Overview:

Content Sources – The link where the SharePoint site is configured for crawling

Crawl Log – The logs of the crawler

Sometimes we will get the “The Parameter is incorrect” in the crawl log and then onwards, the search server stops crawling the new contents and no results will be displayed in the search result.

Root Cause:

This is due to a limit that a SharePoint user group cannot have more than 1000 users in a single SharePoint group.

Resolution:

The only way is to either decrease the number of users in the group which has exceeded the 1000 users or to split the user groups (Check the reference article below).

The reason behind is

During the indexing process, the system stores the ACE of each user who was added to a SharePoint group instead of the ACE of the SharePoint group itself. This process supports approximately 1000 users per access control list (ACL), after which the "Parameter is incorrect" error causes crawling to fail.

Reference Article:

http://technet.microsoft.com/en-us/library/cc850696.aspx

Thanks for reading. Share your feedback!

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How to Insert a Web Part in the NewForm, EditForm and DisplayForm.aspx in a list without using SharePoint Designer

In this article, we are going to know very useful and tricky tip in SharePoint.

We have options for inserting the web parts in the home page or any libraries in the SharePoint using Site Settings -> Edit Page -> Insert Web Part

What will you do for inserting a web part in the New/Edit/Display forms in the list?
So, we will go to SharePoint designer and edit the list page and insert the web part. This is the usual way.

Suppose that, I want to insert webpart without using the SharePoint designer. Is it possible? Yes. 

Here is the trick!

Steps:

Go to the list page -> Click New for adding the item as shown below

This is the URL, we will get we click New Item in the List.

http://sitename/Lists/Regions/NewForm.aspx?RootFolder=%2FLists%2FRegions&ContentTypeId=0x0100D296A516EE3F4F4EA21125EB1E562502&Source=http%3A%2F%2Fservername%2FLists%2FRegions%2FAllItems%2Easpx

Here, we use TOOLPANEVIEW concept in the SharePoint to implement the same.

After the “NewForm.aspx” part of the URL, erase everything and replace it with “?toolpaneview=2” (without quotes) and press enter. This will open the page where you can add the web parts easily.

Now, the new URL will be:

http://sitename/Lists/Regions/NewForm.aspx?PageView=Shared&ToolPaneView=2

Now, you will see the following, where you can add the web part from the Add Web Parts option as shown below:

Note:

If you need to keep the URL parameters in the URL for some reason i.e., if you wanted to make changes to only a single item, keep the URL parameters and add the following to the end of the URL: “&toolpaneview=2″ (without quotes).

Similarly, if you want to add it for EditForm or DisplayForm pages, you can merge it as shown below.

http://{SiteName}/Lists/ListName/EditForm.aspx?PageView=Shared&ToolPaneView=2

http://{SiteName}/Lists/ListName/DispForm.aspx?PageView=Shared&ToolPaneView=2

To know how to insert a web part into New/Edit/Display form.aspx in SharePoint 2010, read this article.

Hope this helps you. Please feel free to comment and share this post.

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Lookup columns in SharePoint

In this article, we are going to discuss a simple and useful feature of SharePoint which is called lookup columns.

What are Lookup columns in SharePoint?
Ø  In simple words, it is a referential integrity between the lists in SharePoint (It is something like relating the two columns in a table in the database using queries).
Ø  We will create lookup columns, when we need to create relationship between two lists.
Ø  To create a relationship between two lists, in the source list, you create a lookup column that retrieves one or more values from a target list if those values match the value in the lookup column in the source list.

Advantages of Lookup columns

Ø  Easily create relationships between the lists without using calculated fields

Ø  Creates multiple relations between the lists

Lookup columns in WSS 3.0 and MOSS 2007
We have two custom lists created named Asset Details and Operating Systems
In Operating Systems list I have the following columns
ID                                   - Default column
Title                                - Single Line of Text
Release Version               - Number

The Operating System list is shown below

In Asset Details I have the following columns

Machine Name                - Number

Location                          - Single Line of Text

Operating System           - Lookup column

The below is the screenshot which shows how the lookup column is created for the Operating System column in the asset details list

Now, I will add a new item to the Asset details list

Hence, here for the operating system column, you will get the lookup values from the operating systems list as shown above.

Once created, when you click on the Windows 7 in the list, you will be navigated to the windows which shows the properties of the Windows 7 as shown below

Now I have added 3 values in the asset details list as shown below

Now, I will delete the Windows Vista data from the Operating Systems List as shown below

Now, we have deleted the Windows Vista item from this list, which is integrated or mapped in the Asset details list. Either, it should not allow us to delete or should show some warning about it. But it is deleted.

There’s no referential integrity between the two.

When we go and see the asset details list, the value is left empty as shown below

This disadvantage has been resolved in the SharePoint 2010. Read this article to know about lookup columns in SP 2010.

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How to hide the download a copy option (Context Menu) in the Document Library

In the document library we have an option of downloading the document as shown below.

If the user wants to hides or remove this option for all the users. The following steps will explain the same.

1. First locate the following path C:\Program Files\Common Files\Microsoft Shared\web server extensions\12\TEMPLATE\LAYOUTS\1033

2. Find the file named “CORE.js”. This is the file which will run the scripts downloading option for the document library.

3. Open the core.js file in best .js file editor and search for the function 

        AddSendSubMenu(m,ctx)

        Where you can see

        menuOption=CAMOpt(sm, L_DownloadACopy_Text, strAction, "");
        menuOption.id="ID_DownloadACopy";

These lines of code which will display text "Download A Copy" and call the menu operation.

So, comment the code and save the file.

4. Now when you search the context menu (Download a copy) option will be hidden as shown in the following figure.

Disadvantage

The above solution will affect all the document libraries of the SharePoint Server.

So, how to do it a particular document library or one web collection?

Hence the solution is as follows:

1. Open the default.master page in the designer.

2. Locate the core.js in the master page

<SharePoint:ScriptLink language="javascript" name="core.js"                  Defer="true" runat="server"/>

3.   So we can create our own (with the modifications as shown above) .js file (example named customcore.js) and save it in the following location

C:\Program Files\Common Files\Microsoft Shared\web server extensions\12\TEMPLATE\LAYOUTS\1033

4.   Now we can add the reference as shown below.

<SharePoint:ScriptLink language="javascript" name="customcore.js" Defer="true" runat="server"/>

5.   Now it won’t affect all the document libraries in the SharePoint server.

Bingo. We are done. We have restricted users to download the documents from the SharePoint Document library.



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Displaying Multiple Document Libraries in a Single WebPart

A frequent requirement in the Share Point Projects is Displaying Multiple Libraries together in a single web part. It can be achieved by various methods but I am going to create it through Share Point Designer 2007.
In this article we will come to know how it can be done step by step.

1. The Important thing here to be noted is, whatever may be the number of Document Library going to be merged here, and it should contain the same number of columns and name.
2. If not, this web part won’t work.
3. Create two document libraries (Example : Test1,Test 2)
4. I have created 4 columns such as Type, Title, Name, and Created by in both document libraries.
5. Now, we are going to use the designer 2007 here to proceed.
6. Open the site in designer –> create an .aspx page.
7. In the right side of the designer -> go to Data Source Library -> Linked Sources

8. In the Linked Sources click -> create a New Linked Source.

9. We have Three Tabs here ,
General
a. In General -> Give the Name of the web part
b. In Description-> Give  the Description of your web part
c. In Key Words -> Give the Keywords if u like
Source
a. Click Configure Linked Source -> Pop up window will Show all the  Available Data Sources  as shown below

b. Under the SharePoint Libraries -> add the two document libraries created (Test1,Test 2)
c. Click Next Button

d. Leave the default option (Merger the contents of the data sources….)
e. Click Finish and it show it as shown below.

f. Click ok.
10. Now open the page where you want to add the web part in the designer. Then click “Click to insert a web part” option in the page.
11. In the Data Source Library under Linked Sources you will see the created (here I gave it as Multiple Document Libraries in Single List) the linked source as shown below.

12. Click on the Drop Down in the created Linked Source and click Show Data which will show the “Data Source Details” as shown below.

13. You will see all the columns present in the Document Libraries.
14. Press CTRL and select the columns which you want to display in the Web Part.
15. Then Click on the Insert Selected Fields as…  -> Select Multiple Item View

16. I have selected Name for Use in Forms, Created by and Path from the columns and inserted it in the site which is as follows.

17. We have to format this view so that it looks good to view.
a. First Column is formatted so that select the Format as with Label

b. Then second column  created by in the same way select Format as with Label
c. Finally third column select Format as with hyperlink and give the following the pop-up window.
     Address: /{@FileDirRef}
     Label: {@FileDirRef}
18. We have completed creating the web part. Finally it will look as shown below.

So we are now able to list and view the documents from two document libraries as shown below !!!

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