sharepoinTony

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Archive for the ‘Document Library’ Category

SP 2007 Audience Limitations

Posted by sharepoinTony on December 28, 2009

Using Audiences in SharePoint 2007 helps you to provide content in a more customized manner.  Your defined audience will see the content while others that are outside of that audience may not see the content.   As the SharePoint 2007 “Help and How-to” puts it:

By using target audiences, you can display content such as list or library items, navigation links, and entire Web Parts to specific groups of people. This is useful when you want to present information that is relevant only to a particular group of people.  For example, you can add a Web Part to the legal department’s portal site that contains a list of legal contracts that is visible only to that department.

 

Targeting specific list or library items to audiences works in a slightly different manner than when targeting entire lists or libraries.   To target a web part to an audience you simply Edit the page, Modify the Shared Web Part and specify the Target Audience under the Advanced section.  Only members of the specified audience will see the web part on the page.

 

To target a list item for example, you must enable audience targeting on the list, specify the audience on the item and then present the item in a web part, usually a Content Query Web Part.  Displaying the content in this way will allow filtering to occur.  If you complete all of these steps except the last, presenting the item in a web part, then the specified audience will not filter the view of the item in the list.  SharePoint list and library views do not allow filtering by Audience, and the list or library will display all items in the view regardless of the specified audience

 

So be cautious, if your users have access to a list or library you will have to control visibility through permissions and obscurity rather than the use of audience targeting.  That is, hide the list from common users and always display the content via web parts.  Presenting content in this way is not always feasible, especially when you may have people from different audiences updating the list or library.  The best option is to simply segregate the items into different lists or libraries by audience.

 

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Posted in Document Library, Lists, SharePoint 2007 | Tagged: , , , | 2 Comments »

Enabling e-mail in a Document Library

Posted by sharepoinTony on September 23, 2009

There are many reasons why you might want to e-mail enable a Document Library in SharePoint.  One of them could be simply because some manager doesn’t want to navigate to the library to upload a file.  Another, better reason is because they are traveling and want to post a document  on your Intranet without having to VPN into your network.  Regardless of the reason, the steps to make this happen are easy so let’s get started.

Step 1 – Know what you want

  • Do you want the documents to all go into the root library or into folders?
  • Do you want anyone in the world to post files to this library?
  • Will your e-mail system allow incoming email to route to SharePoint? (not sure, see references below)

I will assume you get those questions answered and are ready to go now.

Step 2 – Navigate to the Document Library you want to e-mail enable.  I will use “Shared Documents” for this example.

Step 3 – Select Settings > Document Library Settings

Select Document Library Settings from the Settings drop-down

Select Document Library Settings from the Settings drop-down

Step 4 – Select Incoming email settings from the Communications section of the Library Settings page

Select Incoming e-mail settings

Select Incoming e-mail settings

Step 5 – Enable Incoming e-mail

  • Allow the document library to receive e-mail – yep, that is why we are here.
  • Enter an e-mail name for users to send files to this library.  You may want to use some form of the document library name.  Since this is a test run for me, I used ‘testtony’ and plan to change it once I know it is working fine.  Note that the full email address contains “@sharepoint” dot your company domain.  This is something you may have to ensure your e-mail system will allow.  You also may have to setup a specific e-mail box and use that address here to allow it to work.  See the references at the end of this post.
  • Select the appropriate options for E-Mail Message, and Meeting Invitations (if you are not sure just say No, it is likely the best option).
  • Read the Caution under E-Mail Security and set the E-mail security policy.
Incoming E-mail Settings screen

Incoming E-mail Settings screen

Step 6 – Click OK and Test

Send an email to the address defined and see if it post to the Document Library.  In my case I am using the Subject line as the folder, so I am making sure that works by sending several emails with different subject lines/folder names.


REFERENCES:

Planning for Incoming E-Mail: http://technet.microsoft.com/en-us/library/cc263260.aspx

Reference this article for details on configuring your SharePoint SMTP services:

http://technet.microsoft.com/en-us/library/cc262947.aspx


Posted in Document Library | Tagged: , , , | 1 Comment »

Document Library Read Access

Posted by sharepoinTony on September 12, 2009

A user reports that they cannot see any files in a document library.  They have Read access, what is going on?  Yep, there are files in the library.  Here is the nitty gritty:

No ERROR will display, however a user with Read access to a document library (or folder or specific files depending on how permissions are enabled and if inheritance is broken) may not be able to see files in the library/folder.
If a Library has Versioning turned on, then by default files that are uploaded are marked as Draft’s.  Also by default people with Read access cannot see Draft documents.

Resolution options:

  1. Turn Versioning off if it is not really needed for that library.
  2. Change the versioning settings to allow draft’s to be seen by Readers.
  3. Approve the draft document.

Additional Info about versions in SharePoint Document Libraries:

Versioning On – If approvals are setup, then a draft can be Approved and become visible to people with Read access – even if the versioning setting to view drafts is not set for readers.

When in the Versioning Settings screen for a Document Library, follow the link “Learn about specifying who can view and edit drafts” in the Draft Item Security section to learn more about these settings and how the permissions are impacted.

When content approval is required:

  • You can specify whether files that are pending approval can be viewed by people with permission to read, people with permission to edit, or only the author and people with permission to approve items.
  • If both major and minor versions are being tracked, the author must publish a major version before the file can be submitted for approval.
  • When content approval is required, people who have permission to read content but do not have permission to see draft items will see the last approved or major version of the file.

Posted in Document Library, SharePoint 2007 | Tagged: , , | Comments Off on Document Library Read Access

Document Library Permissions

Posted by sharepoinTony on February 26, 2009

This is a true story where the names where changed to protect the innocent. That doesn’t make it a valuable story. I will let you decide what makes it valuable to you, I already got my value out of it.

The Beginning
A site owner went to their SharePoint Site Collection Administrator (SCA) with a problem. The owner had multiple document libraries and had created multiple folders in each library. She set permissions on each library and on each folder in each library by ‘breaking’ inheritance from the site and granting permissions to individuals and groups appropriately.

The site owner granted Read permissions to a specific user on each of the libraries. She also gave that user Read permissions to several specific folders within each of the libraries.

[Before anyone gets excited, you should know this department handles personnel files, awards & bonuses, reviews, new positions, etc. In this environment it is appropriate to create this structure because it allows staff to maintain all of these documents in one general area while also allowing segregation of information and the application of proper security for various people with varying needs.]

The Problem
The user with Read permissions reported that he could see all of the libraries and the folders he expected to see, but could not see the files in several of the folders. He could see the files in one folder in one of the document libraries.

The Questioning
The SCA verified what the user could see and not see specifically. Learned that the user could see everything that was expected, based on permissions, in the one library. He also learned that this user could browse through the site to the other libraries and see the appropriate folders in each. The user appeared to be ‘in’ a folder with a message saying there were “no items to display” just as when you navigate into a folder with no files.

The First Attack
The SCA checked the permissions at the Document Library and Folder levels. He checked the files within the libraries folders to see that the user in question did in fact have Read permissions within the folders. After checking and comparing the permissions between the library where the user could see the files with those “that didn’t work”, he went up a level and checked permissions for the site.

Everything seemed correct.

The Second Attack
The site owner said she had only added this user at the Library and Folder level, maybe the ‘auto-addition’ of the user at the site level was somehow corrupting something. (When you add a user to a Document Library that did not previously have access to the site housing the library, that user gets “Limited Access” permissions set on the site). Maybe we just need to start fresh. Yeah, let’s just remove all of this users permissions and try again very methodically and carefully. That didn’t improve anything.

The Third Attack
Maybe a test is called for. This is a permissions problem isn’t it? The SCA found a user who did not have access to any of these libraries, who could be temporarily trusted to see the files contained there. Adding this new user with Read permissions, exactly as had been done with the ‘problem user’ would be a good test. If the new user could see the files as expected then there must be something outside of the application of permissions causing this behavior. If the behavior was the same, then we swear quietly and dig in further.

Swearing Completed
So the same exact behavior befell the new user. What is missing…hmm, lets look at all of the settings for these Libraries. So the SCA set about to systematically look at every setting in the “good” Document Library and catalog the ‘notable’ items. Moving on to the other Libraries and comparing the settings he finds one significant difference. Versioning is turned on for the Libraries where the user cannot see the files as expected.

Hmm, let’s see what happens if we check that little radio button that tells us it will allow anyone with Read access to see Draft documents. Whattayaknow, the test user can suddenly see those files.

The Learning
When Versioning is on, your uploaded files are considered Drafts until you either Approve them if approvals are enabled, or Publish a Major Version. All of the files were uploaded and left as Drafts. Clicking the helpful link to “Learn more” about drafts will provide a very helpful explanation of how the process works and the impact on permissions.

Drafts are not visible to people with Read permissions, only to those with Contribute or Edit permissions for that Document Library/Folder/File.

This makes sense. If you are working on a document you probably don’t want everyone to see it while it is a draft. Once you are ready you make it available to the viewing public (Readers) by publishing it. Handy, if you know that is how it works. Neither our site owner or SCA knew of this feature, but they do now.

The wrap-up consisted of determining a) if versioning really was needed or not and b) if versioning was going to be used, then did they want Readers to see Drafts or would they learn to publish a major version and turn off the option selected during the test.  If versioning wasn’t truly needed, then simply turning off versioning would solve the problem.

Posted in Document Library, Permissions, SharePoint 2007 | Tagged: , | Leave a Comment »