sharepoinTony

@info – The practical side of SharePoint

Archive for January, 2011

SharePoint 2010 iFilters and PDF setup

Posted by sharepoinTony on January 31, 2011

About iFilters

IFilters are components that allow search services to index content of specific file types, letting you search for content in those files. They are intended for use with Microsoft Search Services (Sharepoint, SQL, Exchange, Windows Search).

This post pulls together information and steps to do what I consider the typical “pdf setup”.  I find that most often I am asked to setup a SharePoint 2010 system to not only display the pdf icon, but also to enable search, and to allow the pdf’s to open in the browser window.   I am writing this because I haven’t found a step-by-step guide that includes all 3 of these behaviors together.

There are several different things to do to implement the use of PDF’s in SharePoint.   You have to add the icon to display;  you have to adjust General Settings to allow pdf’s to open in the browser, and you enable SharePoint to search for pdf’s by installing the iFilter.

You may also want to Download and install the Microsoft Office 2010 iFilter Pack: http://www.microsoft.com/downloads/en/details.aspx?FamilyID=5CD4DCD7-D3E6-4970-875E-ABA93459FBEE

Let’s get started.

These steps should be completed on the SharePoint “application server” (primary SP server

  1. Download AND Install Adobe’s 64-bit PDF iFilter http://www.adobe.com/support/downloads/detail.jsp?ftpID=4025 (Make sure you get the 64-bit version – iFilter 9)
  2. Download the Adobe PDF icon (select Small 17 x 17) – http://www.adobe.com/misc/linking.html
    1. Give the icon a name or accept the default: ‘pdficon_small.gif’
    2. Save the icon (or copy to) C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\TEMPLATE\IMAGES

Note: Some say that you may need to use the specific file name “pdf16.gif” for the icon to display correctly in the next step.  I have not experienced any issues that confirm this SharePoint hearsay.

  1. Steps to Edit the DOCICON.XML file to include the PDF icon
    1. Per Microsoft support (http://support.microsoft.com/kb/832809 ) Stop IIS by running IISRESET /Stop
    2. Start NotePad, Run as Administrator, and then navigate to C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\TEMPLATE\XML to open/edit the DOCICON.XML file
    3. Scroll down to the <ByExtension> section of the file, skipping past the <ByProgID> section
    4. Within the <ByExtension> section, insert <Mapping Key=”pdf” Value=”pdficon_small.gif” OpenControl=””/
    5. Save and close the file
    6. Go back to your cmd prompt window and run IISRESET /Start

The easiest way is to copy an existing entry – just copy any “Mapping Key” line that has the OpenControl attribute… and replace the parameters for Key and Value.  It is better to copy from within the xml file than to copy the above line for pasting because the double quotes may not be correct.  Make sure you use the correct image name that was placed in the images directory.

Check the SharePoint site to see that the PDF icon is now displayed.

  1. Add PDFto the list of supported file types within SharePoint (to enable Search)
    1. In the web browser, open SharePoint Central Administration
    2. Under Application Management, click on Manage service applications
    3. Scroll down the list of service apps and click on Search Service Application
    4. Within the Search Administration dashboard, in the sidebar on the left, click File Types
    5. Click ‘New File Type’ and enter PDF in the File extension box. Click OK
    6. Scroll down the list of file types and check that PDF is now listed and displaying the pdf icon.
  2. Navigate back to Central Administration/Application Management (to allow PDF’s to open in the browser)
    1. Select the appropriate web application (you may have to repeat these steps if you have multiple web apps) then click on General Settings in the Ribbon
    2. Scroll down to “Browser File Handling” and set this to Permissive
    3. Click the OK button.  (Repeat the last two steps for additional web apps)
    4. Close the web browser
  3. Stop and restart Internet Information Server (IIS) – IISRESET
  • Perform a full crawl of your index.  SharePoint indexes file names with the extensions listed under File Types and ignores everything else. When a new file type is added, you  have to perform a full crawl to force SharePoint to identify all files with the ‘new’ file extension.

Additional Note: there are some reports that the Adobe iFilter installation will not properly update the Registry in some environments.  Check the Adobe iFilter installation information or search online to find possible Registry edits if the above steps do not achieve the desired behavior for PDF files in SharePoint.

UPDATE: Found a nice white paper on this topic by Dave Coleman that is a good reference: http://www.sharepointedutech.com/2010/09/14/adobe-pdf-setup-for-sharepoint-2010/

Advertisements

Posted in Install and Configure, SharePoint 2010, Tips and Tricks | Tagged: , | 4 Comments »

Information Management Policy Label limitations

Posted by sharepoinTony on January 28, 2011

I can’t say this is how it will work in your environment…I can only tell you that the following is what I experienced when testing Labels in MY ENVIRONMENT.

What am I talking about?

Well, in SharePoint 2010 Server I enabled a number of document management & records management features. I also setup a content type using some custom site columns. Then within a Records Center document library I configured a Retention schedule in the Information management policy settings.

One of the options presented to you in the policies screen is “Labels”.  The description given is

“You can add a label to a document to ensure that important information about the document is included when it is printed.”

When you check the Labels checkbox the option expands to allow you to enter the text or properties you want to display, the font and font size, the general placement of the label (left, right, or middle), and a Refresh button that allows you to see the label that you are generating for your documents.

After applying the label, and saving my work, I thought I would test to see how the label is applied and where it prints.  This is where I found these limitations:

  • Labels are only added to documents created within the SharePoint library (using “New Document”).  Uploaded documents are ignored by this feature.
  • Labels are only applied to the default document type, which typically is a MS document. 
    • Labels are NOT applied to PDF, JPG, TIFF, etc.
    • I only tried a few doc types, but it appears Labels will be applied only to Word and Excel files.
  • Labels are located at the top of the document, you have no option to place it elsewhere, including the header or footer.

If you need this feature to meet a requirement in your environment, then you may want to test before you assume the feature will do what you need it to do.

Posted in SharePoint 2010, Tips and Tricks | Tagged: | Leave a Comment »

2010 in review

Posted by sharepoinTony on January 2, 2011

The stats helper monkeys at WordPress.com mulled over how this blog did in 2010, and here’s a high level summary of its overall blog health:

Healthy blog!

The Blog-Health-o-Meter™ reads Wow.

Crunchy numbers

Featured image

The average container ship can carry about 4,500 containers. This blog was viewed about 14,000 times in 2010. If each view were a shipping container, your blog would have filled about 3 fully loaded ships.

In 2010, there were 33 new posts, growing the total archive of this blog to 84 posts. There were 5 pictures uploaded, taking up a total of 306kb.

The busiest day of the year was January 6th with 153 views. The most popular post that day was Calendar Reminder (Part 2).

Where did they come from?

The top referring sites in 2010 were google.com, community.sharepointproconnections.com, sharepointproconnections.com, twitter.com, and google.co.in.

Some visitors came searching, mostly for sharepoint calendar reminder, sharepoint calendar reminder email, sharepoint calendar reminders, sharepoint calendar alerts, and moss 2007 file size limit.

Attractions in 2010

These are the posts and pages that got the most views in 2010.

1

Calendar Reminder (Part 2) April 2009
80 comments

2

“Conference” Room Manager for SharePoint June 2009
10 comments

3

Poor Folk’s Calendar Reminder (part 1) April 2009
2 comments

4

MOSS 2007 size limits – and List Item Attachments June 2009
2 comments

5

Fab 40 Help Desk Template screen shots November 2009

Posted in SharePoint 2007 | Leave a Comment »