In The Mix

As a SharePoint architect I have the business behind me and the Developers and IT Pro on my shoulders.

Online Backup for free May 28, 2008

Filed under: Backup,Online storage — fmuntean @ 1:55 pm

I am writing this blog as I still find people who do not backup their documents and important files from their computer.

I personally have had few disasters in the past and have helped others to recover the files from floppies or hard drives. None of them were 100% successful and the process was quite painful.

I have used online backup for my important files for over a year now on a daily basis and I think that this is the most reliable way for a home user to keep their files safe. Even with this system in place, I still back-up my files few times a year on DVDs or HDD and keep them as a second line of defense.

Right now it is easy to get 2Gb of space online for backup for free.

Following is my review of few online backup solutions:

  MOZY iDrive Carbonite xDrive SpiderOak Diino
Set&Forget

X

X

X

 

 

 

Encryption

X

X

X

 

X

 

Backup History

X

X

?

 

X

 

Free Space

2Gb

12Gb

0Gb

5Gb

2Gb

2Gb

Easy Restore

X

X

?

 

 

 

Open Files Backup

X

X

X

 

 

 

And the winners are:

MOZY:

  • It is a “set and forget” way to backup your files.
  • Keeps full history of backups.
  • All files are encrypted locally and then transferred.
  • Open Files support (backup of the outlook files).
  • Get 2Gb for free.
  • A Referral mechanism allows for 250Mb per referral. Many people don’t know but I found out that currently MOZY gives 250Mb to both the referee and the referrer making it very attractive. If you plan to test it or use it you can use my referral code https://mozy.com/?code=MEF5GC thus giving each of us 250Mb for free. Don’t worry, by using this code, I would not have access to you files.
  • For a $5 per computer per month you can get unlimited backup.
  • There are multiple options for restoring from mounting the backup as a virtual disk to receiving one or more DVDs by mail.
  • You can’t backup network drives.
  • The free version can’t be installed on a Windows 2003 server, use the Pro version for this.

iDrive:

  • Another “set and forget” online backup.
  • All files are encrypted locally and then transferred.
  • Only keeps the last 30 versions of a file. The history counts to the quota.
  • Performs reliable backups of open/locked files like Outlook files.
  • Supports mapped drives and works on a windows 2003 server machine.
  • E-Mail notification.
  • Get 2Gb for free and another 10Gb free by refering 5 friends.
  • For a $5 per month you get 150Gb of storage.

If you know of any other options let me know so I can review them.

 

Increase File Size crawling May 22, 2008

Filed under: SharePoint — fmuntean @ 12:17 pm

… Or how to fix the warnings “The file reached the maximum download limit. Check that the full text of the document can be meaningfully crawled” in the Crawling log.

By default, SharePoint Portal Server 2007 can crawl and filter a file with a size of up to 16 MB. After this limit is reached, SharePoint Portal Server enters a warning in the gatherer log “The file reached the maximum download limit. Check that the full text of the document can be meaningfully crawled.”

To change the limit of 16 MB, you must add in the registry a new entry MaxDownloadSize.

  1. Start Registry Editor (Regedit.exe).
  2. Locate the following key in the registry:
    HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Office Server\12.0\Search\Global\Gathering Manager
  3. Open Edit – New – DWORD Value. Name it MaxDownloadSize. Double-click, change the value to Decimal, and type the maximum size (in MB) for files that the gatherer downloads.
  4. Restart the server.
  5. Start Full Crawl.

Use this technique at your own risk! 🙂 Note: Increasing the file size may cause a timeout exception because the crawler can timeout if the file takes too long to crawl/index (because of its size). To increase timeout value:

  1. In Central Administration, on the Application Management tab, in the Search section, click Manage search service.
  2. On the Manage Search Service page, in the Farm-Level Search Settings section, click Farm-level search settings.
  3. In the Timeout Settings section change Connection and Request acknowledgement time.

  1. The key for WSS3 is HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Shared Tools\
    Web Server Extensions\12.0\Search\Global\Gathering Manager

We can control how much the indexer will index on a single document based on registry keys on the indexerunder the regkey HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Office Server\12.0\Search\Global\Gathering ManagerMaxGrowFactor * MaxDownloadSize = max size of a file that can be indexed In MB.

MaxDownloadSize = 64MB (default = 16MB) MaxGrowFactor = 4, allows index filter to produce up to 256MB (64 x 4) of text from a file. (Defaults of 16MB * 4MB= 64MB of text)

References:

MOSS and ECM Class Notes and Questions

Specifying the Maximum File Size That MOSS Can Crawl

 

Tiny URL in SharePoint May 12, 2008

Filed under: SharePoint — fmuntean @ 6:11 am

If you have converted some or all of your organization’s paper forms into SharePoint forms (i.e. not an InfoPath form but the data entry form that is generated by a SharePoint list or library), there may be times when you want to link to one of these from a SharePoint links list.  For example, a popularly-used form like a time-off request or help desk ticket could have a link on your portal’s home page. 

The problem is that the URL for a SharePoint form is very long, and can surpass the character-length limit in the URL field of a Links list.  We have seen a consistent issue where linking to a form from a cut-off URL  will take the user to the desired form, but then produce a page error when they click OK or Cancel.

The simple workaround is to link to the list itself and teach the users to click the New button; however this isn’t the most user-friendly option.  You could try creating a smaller link at www.tinyurl.com, but this won’t work well if the link is for an https:// environment. 

If you have access to IIS then there is an easy way to create your own Tiny URLs as you like, plus they will work over https.

How? You would configure the IIS virtual server for the SharePoint Web Application  and create virtual directories with redirection.  

For example, you create a Virtual directory named TinyURL to store all the virtual directories used for TinyURL in your application. Under this you will start creating virtual directories with redirection to the long and complex URL inside SharePoint. Now instead of using the long URL you can type just the short one, e.g.  https://sharepoint/TinyUrl/Link1  

Detailed steps:

1. On your SharePoint web server, open IIS.

2. Expand to the current web site.

3. Right-click the current web site and choose New -> Virtual Directory

4. The wizard will pop up; click Next

5. In the Alias field, type your desired name (e.g. TinyUrl), and click Next

6. In the Path field, you need to choose an empty directory.   You can create this anywhere, but I recommend the path:

[drive]\InetPub\wwwroot\wss\virtualdirectories\[your site]\ – browse to this, click Make New Folder, then enter [your desired folder name]

7. Click OK, then click Next

8. Accept the default permission, Read, and click Next, then Finish.

9. This creates the root folder for your tiny URLs.

Now we can add the URLs.

10. On the TinyURL virtual folder you just created, right-click and choose New -> Virtual Directory.  Follow the steps shown above to go through the wizard; this time for the alias field enter your first link name (i.e. Link1) and the same path as before.  We will create the redirection in the next step.

11. After you click Finish, right-click on the folder name you just created (Link1), and choose Properties.

12. Choose “A redirection to a URL,” enter your very long link name in the Redirect to: field, and then select “A permanent redirection for this resource,” as shown below:

tinyurl1

 

Note: If you have multiple Web Front End Servers in your farm you will need to configure this for all of them and all the settings need to match.

Another approach would be to create a custom http module for the redirection and deploy this as a solution, but it will require code.

 

For people with a MOSS and publishing enabled there is a page named RedirectPage.aspx that can be created inside a page library.  This can only be used for one URL per page, and the end-user has to visit the page in order to see the redirect link.  This would be useful at times when you want the user to be aware of the redirection, for example from a discontinued website to a newly-released replacement.