Ok

Cancel

Apply Help

Figure 16.11 - Use the Approval page to set approvers and the type of approval routing. Using Categories

Categories provide another means of classifying and searching for documents in a Sha re Point Portal Server workspace. The North wind workspace is used to store and search for documents that are related to a company item in the Northwind Contact Management application. The Company form has a Company Category user-defined field that allows users to characterize a company according to a list of categories defined in the CRM Administration form in the Setup subf older of the Companies folder. A user can pick only one category per company item using the drop-down control on the Company form. The Company Category field on the Company form is actually a Text type user-defined field, and it cannot store multiple values. A Keywords field for the company category on the Company form could provide this functionality but can be implemented only in a ListBox control. The drop-down ComboBox control on an Outlook form does not support MultiSelect for Keywords type values.

SharePoint Portal Server category is analogous to a Keywords field on an Outlook form. You can establish categories by using the Web folders interface and giving the default Category 1, Category 2, and Category 3 names that suit your application. For example, you might want to establish the categories Marketing, Research, and Executive Briefing. Each of these categories can in turn have subcategories. You can then add the Categories field to the Northwind Document Profile so that users can categorize documents when they publish them to the document library. To make categorization mandatory, you can specify that a user must select a value for categories when the Northwind Document Profile is completed.

To add categories to a document profile

1. Open the Web folder for the workspace.

2. in the Management folder, open the Document Profiles subfolder.

3. Right-click the document profile with which you want to work, and then click Properties on the Shortcut menu.

4. Click the Properties page on the Document Profile Properties sheet, and then click the Select Properties button.

5. in the Properties list box, check the Categories box. You can enforce categorization by clicking the Edit button and checking the Require Users To Enter A Value For This Property box.

6. Click OK twice.

When you categorize a document, it appears in the category folders to which it belongs. While the document is not actually stored in its category folder or folders, it is displayed in those folders to simplify document searches. In the Dashboard portal, click the Categories tab to view the documents within their respective categories. With the Web folders interface, just navigate to the correct category to see all the documents in that category.

Content Indexing and Searches

One of the most powerful features of SharePoint Portal Server is its ability to search the workspace document library and additional content sources. A content source provides a starting point for crawling a file system, database, or Web site in order to include content in an index. In addition to the content of the workspace itself, the following content sources are available:

• External and internal Web sites

• Local and network file system folders

• Exchange 5.5 and Exchange 2000 Server public folders

• Other SharePoint Portal Server computers

• Lotus Notes databases

Establishing the Default Content Access Account

Before you establish a content source to search, you should use the SharePoint Portal Server Administration console to establish a Default Content Access account. To set the Default Content Access account

1. On the computer where SharePoint Portal Server is installed, log in as an administrator and click Start.

2. On the Programs menu, click Administrative Tools and then click SharePoint Portal Server Administration.

3. In the SharePoint Portal Server Administration console, right-click the SharePoint Portal Server computer in the Tree view and select Properties on the Shortcut menu.

4. Click the Accounts page on the <ComputerName> Properties sheet.

5. Select Default Content Access Account as shown in Figure 16-12, and then click Configure to supply the account and password for the Default Content Access account. This account should have at least read permission on content sources. Click OK after you have supplied the account and password.

6. Click OK to save your settings.

Figure 16.12 - Establish a Default Content Access account for indexing content sources. Indexing Exchange Public Folders

In the Northwind workspace, you must set up a content source for the Northwind Contact Management application in the Exchange public folder hierarchy. Depending upon whether you installed the Northwind Contact Management application in Public Folders on an Exchange 2000 server or an Exchange 5.5 server, add a content source using the Web folders interface. The following instructions detail how to set up a content source for the Northwind public folders. These instructions assume that you have installed the Northwind Contact Management application described in Chapter 12 in the public folder hierarchy on an Exchange 2000 server. Before following these steps, create a Web folder that points to the Northwind workspace. You must have the Coordinator role assigned to you before you can administer the workspace.

To set up a content source on an Exchange server public folder hierarchy

1. Open the Web folder for the Northwind workspace.

2. Double-click the Management folder.

3. Double-click the Content Sources folder.

4. Double-click Add Content Source to launch the Add Content Source Wizard.

5. Click Next to view the Content Source Type page of the wizard shown in Figure 16-13. Select Exchange 2000 Server and click Next.

Add Content Source Wizard

Content Source Type

What type of content source would you like to add?

Select the type of content source to be created.

Types:

Name

Description

Web Site File Share

ShareP'i!r!>. Pot tal Se rve r

Index content by following links in web pages Create an index of a file share and optional subfolders Create an index of a SharePoint Portal Server workspace

lExchanae I2000 Server

Create an ¡¡ldex fee Exchange 2GQ0 Server public folders

Exchange 5,5 Server Lotus Notes

Create an index of Exchange 5.5 Server public folders Create an index of a Locus Notes database

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Cancel

Figure 16.13 - Select Exchange 2000 Server as a content source in the Add Content Source Wizard.

6. Enter the URL to the Northwind Contact Management application public folder on your Exchange 2000 server, as shown in Figure 16-14. Then click Next. Be sure to select the This Folder And All Subfolders option to search all application subfolders. The Public Folder virtual root on Exchange 2000 Server is http://<server/7ame>/public. If you installed the Northwind Contact Management application as described in Chapter 12, the correct URL to enter is http://<servername>/public/Northwind Contact Management Application.

Figure 16.14 - Enter the URL to the Northwind Contact Management application public folder.

7. Enter a name for your content source, or accept the proposed name and click Next.

8. Click Finish to complete the Content Source Wizard.

If you are indexing an Exchange 5.5 server public folder hierarchy, you must install Collaboration Data Objects (CDO) 1.21 on the SharePoint Portal Server computer. Do not install a version of CDO on the SharePoint Portal Server computer that contains the Outlook E-Mail Security Update.

Scheduling Updates

That's all there is to creating a content source. Now you will be able to use the powerful search engine in SharePoint Portal Server to search a public folder hierarchy. Unlike searching an Outlook public folder (which does not let you search subfolders), you can search the subfolders of your content source. To ensure that your content source index is refreshed periodically, you can establish a schedule for an incremental update or a full update. Full updates include all content in the content source, while incremental updates include only content that has changed.

To schedule content source indexing

1. Double-click the content source you just created for the North wind Contact Management application in the Content Sources Web folder.

2. Click the Scheduled Updates tab, and check the Incremental Updates box. Checking the Incremental Updates box should open the Schedule page on the Incremental Updates Properties sheet. Otherwise click the Schedule button to open the Schedule page on the Incremental Properties sheet.

3. On the Schedule page of the Incremental Update Properties sheet shown in Figure 16-15, set the frequency and other properties for the incremental update.

4. When you click OK to accept the properties for the incremental update, you will be prompted for an account and a password. The account should have at least read permission in order to crawl the public folder hierarchy.

When the indexing of the content source has completed, you can inspect the results in the Content Sources Web folder, as shown in Figure 16-16. If the update fails, you can click the Detailed Log link at the bottom of the Content Sources pane in the Windows Explorer Web folder to obtain additional information. You can also use the event viewer to examine the application log on the Sha re Point Portal Server computer for additional details about indexing activities.

Searching the Northwind Workspace

After the indexing of the Exchange 2000 Public Folder has completed successfully, you can search the Northwind workspace for items in the public folder hierarchy. Remember that the power of using SharePoint Portal Server to search lies in its ability to scan an entire public folder hierarchy rather than a single public folder. For example, assume that you want to search for the name Antonio Moreno. On the Search page of the Northwind site, type Antonio Moreno in the Search box and then click Go. Allinstances of the name Antonio Moreno appear in the Matching Documents Web Part. Figure 16-17 illustrates the results of this search.

Figure 16.15 - Schedule full or incremental updates to ensure that your content source index is current.

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