SharePoint components - business processes without development, InfoPath, SharePoint Designer or workflows. SharePoint Services, SharePoint Foundation & SharePoint Server 2010-2016.

July 2010
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Using electronic signatures in SharePoint

By: Vladi Gubler | Comments [31] | Category: Products | 7/31/2010

Hi,
In this post I'm going to go over the feature of our Electronic Signature field and how it can help you make your SharePoint-based system become compliant with federal (or other) regulations, such as FDA 21 CFR Part 11.

SharePoint is a great tool for managing all kinds of data: documents, business processes, you name it. Coupled with a Single Sign-on, entering data is a breeze, you don't even need to authenticate yourself, your SharePoint automatically recognizes you based on your Windows login information, which is called Windows Integrated Authentication. But what if you are required by regulations to enter username/password combination each time you need to enter data? Of course you can disable Windows Integrated Authentication, but then you will need to enter your password each time you need to check someone's phone number in the SharePoint people search, your users will certainly not like that. And what about the production floor with multiple employees sharing a single PC, do you really expect them to log off/log on each time they want to update a batch status?

This is exactly why we developed our Electronic Signature field. As any other field it can be added to any document library or list and then attached in its settings to some or all of the other fields there.

Add signature field

Then you can enter your username and password combination while entering data, the combination will be validated online against the Active Directory and a hashed value of the signed fields, your identity, item version and time of signing will be added to the item.

Add a signature

You will be able to see the signature in both views and display/edit form and even validate it in real time.

Signature in list view

If you click on the green mark you can validate the signature in real time by recalculating the hash value and comparing it to the stored one.

Signature validation

If one of the signed fields is changed by you or any other user, the signature field (together with the accompanying background event receiver) notices the change and causes the signature to become invalid, unless a new, fresh signature is added. As I mentioned, we have the event reciever running in the background, which catches all updates, even those not made directly using the SharePoint UI, such as updates using web services for those integrated systems you might have.

Try it our now, we have a 30-day fully-functioning version available for download!

 

How to create a business process in minutes with Smart List Pro

By: Vladi Gubler | Comments [10] | Category: Products | 7/22/2010

I would like to demostrate the ease with which you can build a pretty complex multistage business process using plain old SharePoint together with our own Smart List Pro. The process is a software version approval, where a developer submits a new version, the QA authorize it and the IT department approves its installation. Of course, this could be any other process as well, depending on your business needs.

Smart List Pro extends the capabilities of a regular SharePoint list forms, including tabbed interface, permissions on tabs and/or individual columns, advanced validation and much more.
We can also use our Electronic Signature field that allows you to electronically sign some or all column values, so that it's plain to see whether the values have been changed since being entered by the responsible party.

The process uses 3 tabs: Dev, QA and IT. When entering a new process application, only the Dev tab is visible. When editing the item, the Dev tab becomes read-only and the QA tab is editable. Once the QA decision is made, the QA tab becomes read-only and the IT tab is editable. Once the IT decision is made, all tabs become read-only.

We start with creating a regular custom list. The following columns need to be added to the list:

  • Product (text, choice or lookup field) - name of the software we want to approve
  • Version (text) - version number
  • Dev Team Leader (user) - name of the development team lead
  • Dev signature (Infowise Signature field, optional) - signs the above column to make sure they have not been altered
  • QA Approval (choice: n/a, Approved, Rejected, default: n/a) - indicates QA department approval status
  • QA Approval Date (date) - the date/time when the QA decision was made
  • QA Comments (multiline text) - general QA comments
  • QA Team Leader (user) - name of the QA team lead
  • QA signature (Infowise Signature field, optional) - signs the QA columns to make sure they have not been altered
  • IT Approval (choice: n/a, Approved, Rejected, default: n/a) - indicates IT department approval status
  • IT Approval Date (date) - the date/time when the IT decision was made
  • IT Comments (multiline text) - general IT comments
  • IT Team Leader (user) - name of the IT team lead
  • IT Signature (Infowise Signature field, optional) - signs the IT columns to make sure they have not been altered

Form fields

Once done, you can move to creating the tabs and permission. Make sure Smart List Pro is installed and the feature is activated in the site collection scope. Go to List Settings and click on Tabs and tab permissions, which one of the options Smart List Pro adds.

  • Create 3 tabs by enterin tab names and clicking on Add. The tabs are Dev, QA and IT (the tab names do not matter of course)
  • Select the Dev tab and assign the following columns to it: Title, Product, Version, Dev Team Leader and Dev Signature (if you choose to use it)
  • Select the QA tab and assign the following columns to it:QA Approval, QA Approval Date, QA Comments, QA Team Leader and QA Signature (again, if you choose to use it)
  • Select the IT tab and assign the following columns to it:IT Approval, IT Approval Date, IT Comments, IT Team Leader and IT Signature (again, if you choose to use it)

Tab settings

 

  • Now we handle the permissions:
    • Select the Dev tab, select Write under Permissions and check only the New form, add the rule
    • Select Read permission and the check Edit and Display forms, add the rule
    • Select the QA tab, select Deny under Permissions and check only the New form, add the rule
    • Select Write permission, check the Edit and Display forms and add under conditions that QA Approval equals to n/a
    • Select Read permission, check the Edit and Display forms and add under conditions that QA Approval does not equal to n/a
    • Select the IT tab, select Deny under Permissions and check only the New form, add the rule
    • Select Write permission, check the Edit and Display forms and add under conditions that QA Approval equals to Approved and IT Approval equals to n/a
    • Select Read permission, check the Edit and Display forms and add under conditions that IT Approval does not equal to n/a

Tab permissions

This is it! In 10 minutes you've got a pretty compex form for one of those ubiquitous business needs, something you would spend days building in ASP.NET or InfoPath. You can obviously expand the form, for instance, including permissions based on user identity, create a workflow in SharePoint Designer to send email to the parties and so on, but the lion's share of work is already done.

Try it out for yourself, just download the trial version of Smart List Pro or use our free (but limited in the number of rules) version - Smart List Lite

 

 

 

 

Microsoft DPM - The best backup/restore solution for SharePoint 2010

By: Ethan Bach | Comments [2] | Category: Administration | 7/21/2010

We’ve all been in this situation – after a good long SharePoint based portal implementation – we start scratching our head to figure out what's the best way to back up the SharePoint farm and drown in the multitude of options – SharePoint native backup, stsadm or 3rd party products like AvePoint or EMC.
Now, Microsoft makes our life very easy by announcing Data Protection Manager as the main backup/restore application for SharePoint 2010.
Well, you might think that’s just another one of the many methods to protect SharePoint 2010 but DPM hides under its hood some pretty cool features which make it the #1 backup/restore application for SharePoint 2010. Here are some of them:

  • Application Awareness – it is probably one of the most important features of DPM, DPM is aware that it's backing up SharePoint and not any other solution when backing up SharePoint databases. The meaning of this is that DPM works hand in hand with SharePoint and as the result of that the backed up data is more consistent as DPM makes sure that all the transactions that are occurring during the backup are taken into consideration.
  • Item Level Recovery – DPM enables to recover a single object out of a full farm backup of a wide variety of SharePoint objects, such as documents, lists, document libraries, sites and sites collections.
  • Protects SharePoint Search. In a large farm the search index can get rather big. In these situations - backing up search is crucial as in a case of disaster it could take very long time, even days, to index the farm again.
  • Better Performance – DPM runs a very light agent which almost does not affect the farm production environment, with very low I/O, as it scans memory blocks to track changes in real -time.
  • Self-Healing Backup Process – during the backup, if one of the backup objects, such as server or database, goes offline – DPM will proceed with the backup as planned and try to self-heal and add the offline object during the next planned backup.
  • Reduce Storage Costs – DPM aims to use disks as the main backup storage and tapes for archiving. It's very understandable as disks are cheaper and more common than tapes and it's very easy and quick to restore data from them.
    Furthermore, DPM reduces storage costs by minimizing backed up data by backing up only the changed blocks of data, meaning that every backup after the first full backup is approximately 5% (average daily data change on a SharePoint farm) of the whole farm data. That saves about 75% of storage space comparing to differential SharePoint native backup over a one month period.
  • Search for Content (across Recovery Points). DPM enables to search the backed up data. It's very helpful if we want to perform an item level recovery, DPM search makes it very easy to locate an item to recover when needed and the time factor is crucial.

 

DPM is a great SharePoint 2010 backup/restore solution. And the fact it comes from Microsoft is a big advantage over other solutions as it integrates well with SharePoint within the backup/restore processes.
It very important to mention that DPM actually is the main Microsoft backup/restore solution for other Microsoft products such as Active Directory, Exchange, SQL, Virtual Server, file shares, System State and more. So it’s a great new backup/restore product family from Microsoft.

For more information – http://www.microsoft.com/dpm
Try it! There's also a 180 days evaluation download.

 

System.Security.SecurityException - Access denied when registering SPJobDefinition

By: Vladi Gubler | Comments [2] | Category: Development | 7/20/2010

While testing some of our products on SharePoint 2010 I came across an annoying problem. Some of our products use custom timer jobs, and when trying to register such a job, say using feature receivers, caused a completely unexpected Access denied exception. I tried to run the code with elevated privilegies, no use.

It took me some time, but I finally got it - in SharePoint 2010 you must register the timer jobs only in feature receivers scope to the farm or web application level. Although I can see some logic in it, I still find it extremely annoying that something that used to work smoothly under MOSS would be completely broken under 2010, no matter what the reason is.

 

What’s New in SharePoint 2010 Capacity Planning

By: mor | Comments [2] | Category: Administration | 7/19/2010

Originally posted on "http://www.sharepointjoel.com/"

Whether you are upgrading or deploying a new SharePoint 2010 farm, the capacity boundaries are one of the the most important thing you need to understand to have a successful deployment.
When designing a farm, people need to be educated about how best to scale. These links below contain a lot of word docs, essentially you may find it more difficult to find the guidance you’re looking for, but there is actually already way more information published at release than in the earlier version.
New TechNet documentation and Whitepapers have just became available:
  • Capacity management and sizing for SharePoint Server 2010 – Kelley Vice (Thanks for gathering this, there’s guidance here that is applicable even to 2007)
  • SharePoint Server 2010 performance and capacity technical case studies (Includes one example of Collab and one of Publishing)
  • SharePoint Server 2010 performance and capacity test results and recommendations (Various documents including: Access Services, Large Lists max performance, Divisional Portal, Infopath, Performance Point, Search, Web Application Services, Web Content Management, Workflow)



    • Designing Large Lists and Maximizing Performance
    • Estimate performance and capacity requirements for Access Services
    • Provides guidance on how using Access Services impacts topologies running SharePoint Server 2010.
    • Capacity Planning and Sizing for SharePoint Server 2010-based Divisional Portal
    • Provides guidance on performance and capacity planning for a SharePoint 2010 based divisional portal.
    • Designing Large Lists and Maximizing List Performance
    • Provides guidance on performance of large document libraries and lists. This document is specific to SharePoint Server 2010, although the throttles and limits that are discussed also apply to Microsoft SharePoint Foundation 2010.
    • SharePoint Server 2010 Capacity Management for InfoPath Solutions
    • Provides guidance on the footprint that usage of InfoPath Forms Services has on topologies running SharePoint Server 2010.
    • Estimate performance and capacity requirements for PerformancePoint Services
    • Provides guidance on the footprint that usage of PerformancePoint Services has on topologies running SharePoint Server 2010.
    • Estimate performance and capacity requirements for Search in SharePoint Server 2010
    • Provides capacity planning information for different deployments of Search in SharePoint Server 2010, including small, medium, and large farms.
    • SharePoint Server 2010 Capacity Management for Web Content Management Deployments
    • Provides guidance on performance and capacity planning for a Web Content Management solution.
    • Word Automation Services 2010 Capacity Planning Guidance
    • Provides capacity planning guidance for Word Automation Services in SharePoint Server 2010.
    • Estimate Performance and Capacity Requirements for Workflow in SharePoint Server 2010
    • Provides guidance on the footprint that usage of Workflow has on topologies running SharePoint Server 2010.
  • Databases That Support SharePoint 2010 Products
  • Topologies for SharePoint Server 2010
Note: I highly recommend digging into these docs to better understand what these various “limits” are. There is much more information on new types of limits. Essentially there are now boundaries, thresholds, and supported limits. Much of these limits come down to testing. “The capacity planning information in this document provides guidelines for you to use in your planning. It is based on testing performed at Microsoft, on live properties. However, your results are likely to vary based on the equipment you use and the features and functionality you implement for your sites.” My personal recommendation is to be cautious. There are very few of these limits I’d recommend passing or even getting close to passing.
I was interested in providing a comparison of how things have changed based on the SharePoint 2007 capacity boundaries and 2010 capacity boundaries document. Here are some of my observations in differences that are worth noting. There is more the same than different when it comes to capacity planning. Don’t throw out all of your knowledge of SharePoint with what you find that’s new. A lot of the best practices are the same. Here’s my list of SharePoint 2007 key capacity planning blogs and articles.
The biggest key changes…
SharePoint 2007
(recommended max)
SharePoint 2010
(recommended max)
Items per view 2000 5000
Documents per library 5 million 10 million
Database size 100GB 200GB (up to 1TB for workloads)
Simultaneous Doc Editors 1 (no Multi user editing of Word, Excel, PPT) 10 (max at 99)
Column 2000 per doc lib, 4096 per list with (rowOrdinal) New Row Wrapping (8,000 bytes)
Content Databases per Web App 100 300
App Pools per web server 8 10
Indexed (Crawl Count) 50 Million items per SSP 100 Million per search Application
Site Collections per Web App 50,000 500,000
Items per view
If there was one thing that was a focus it was list scale. Not only is the list itself much more scalable, and better designed, but also the actual rendering of the lists is more flexible and more manageable. I’ve discussed the list threshold throttling limits where you can control how much is returned in a view. In 2007 we had a recommended limit of 2000. This 2000 number found itself as a key designing principal. Now the default is 5000 and this is as well the recommended max for a view more than doubling the previous limit. I’ve seen examples where this was increased and still the list rendering had much better performance than in 2007. … “Maximum number of list or library items that a database operation, such as a query, can process at one time, outside of the daily time window set by the administrator during which queries are unrestricted.”
Documents per list

Column Limits
What seems like a decent investment is row wrapping. SharePoint Server 2010 data is stored in SQL Server tables. To allow for the maximum number of possible columns in a SharePoint list, SharePoint Server will create several rows in the database when data will not fit on a single row. This is called row wrapping. Six rows are recommended as a maximum.
Site Collection Sizing
25 to 100GB “A site collection should not exceed 100 GB unless it is the only site collection in the database. Certain site collection actions, such as site collection backup/restore or Move-SPSite, cause large Microsoft SQL Server® operations which can have performance impact or fail if other Site collections are active in the same database.”
Database
Published recommendations go from 2007 as 100GB content databases and in SharePoint 2010 looking at 200GB with possibilities of up to 1TB with careful non collaborative workloads like documents and records repositories. “We strongly recommended limiting the size of content databases to 200 GB to help ensure system performance. Content database sizes up to 1 terabyte are supported only for large, single-site repositories and archives with non-collaborative I/O and usage patterns, such as Records Centers.”
Storage
While structurally the blobs are better managed and more scalable, the fundamental storage story has changed a bit. We had EBS support with SharePoint 2007 SP1, but implementing anything was complex and many cautions against doing anything unless you had support with a vendor and even then, proceed with extreme caution. With SharePoint 2010 and SQL 2008 R2 we have a better story with RBS (Remote Blob Storage) essentially handled transparently by SQL. SharePoint 2010 is happy to have SQL store its blobs on external storage using a provider mechanism.
Databases per Web App & App Pools per Server
Knowing people are using 64 bit hardware you’ll see a few recommendations simply based on better scale with SQL and IIS. Examples of this is the numbers of databases per web app and the number of app pools per server which totally depends on the RAM on the box. SharePoint 2010 by default does not use less memory than SharePoint 2007. For example with App Pools, “This limit is dependent largely upon: 1) The amount of RAM allocated to the front end server 2) The workload that the farm is serving – the user base and the usage characteristics (the process of a single highly active application pools can reach 10 GB or more)”
Index Sizing
“SharePoint Search supports index partitions, which each contain a subset of the entire search index. The recommended maximum is 10 million items for a given partition. The overall recommended maximum number of items: e.g., people, list items, documents, Web pages, etc., is 100 million.”