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KL Imaging for SharePoint

KL Imaging for SharePoint. KnowledgeLake Imaging 4.x Basics. In This Presentation Overview Requirements Installation KnowledgeLake Index KnowledgeLake Search Center KnowledgeLake Viewer KnowledgeLake Scan. Overview. About KL Imaging for SharePoint.

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KL Imaging for SharePoint

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  1. KL Imaging for SharePoint

  2. KnowledgeLake Imaging 4.x Basics • In This Presentation • Overview • Requirements • Installation • KnowledgeLake Index • KnowledgeLake Search Center • KnowledgeLake Viewer • KnowledgeLake Scan

  3. Overview

  4. About KL Imaging for SharePoint • KnowledgeLake Imaging for SharePoint is a powerful suite of applications that enhances Microsoft SharePoint 2010 to create an Enterprise Content Management (ECM) solution. • The components of Imaging 4.1 enhance native SharePoint capabilities for capturing, searching, viewing, and retrieving content.

  5. Product Highlights • KnowledgeLake Content Type Behaviors • Provides automatic indexing, requirement sets, and external lookups associated with SharePoint content types • KnowledgeLake Search Center • Works with FAST or SharePoint search provider • Creates keyword and/or metadata searches • Creates saved searches using KnowledgeLake Web Parts • Allows users to filter, sort and group search results • Silverlight Viewer • Displays images, PDFs, and Office documents • Provides document printing and workflow interaction • Displays and allows users to edit document metadata

  6. Capture Connect Scan paper documents Release to SharePoint Electronic documents Release to SharePoint Client Client KnowledgeLake Imaging for SharePoint Branch Capture Server Store and forwardfrom remote locations Auto Index Search Center Collaboration Client Viewer Web Management Content Doc Mgmt Content Document Mgmt Capture Server Scan Portal Print Workflow Offload processing Release to SharePoint Workflow Integration Business Intelligence Server Server

  7. Requirements

  8. System Requirements • Supported Server Systems • Microsoft SharePoint Server (“SharePoint 2010”) • Microsoft SharePoint Foundation (“SharePoint 2010”) with Search Service Express installed • Microsoft Windows Server 2008 64-bit Standard, Enterprise, Data Center, or Web Server with Service Pack 2 (SP2) • Microsoft Windows Server 2008 R2 64-bit Standard, Enterprise, Data Center, or Web Server • Microsoft SQL Server 2008 x64 with Service Pack 1 (SP1) and Cumulative Update 2 • Microsoft SQL Server 2008 R2

  9. System Requirements • Server Hardware Requirements • 64-bit, four cores • 8 gigabyte (GB) RAM • 80 gigabyte (GB) hard disk space • For more details refer to the Microsoft TechNet Library page on Hardware and software requirements (SharePoint Server 2010). • Client Workstation Requirements • Silverlight-enabled web browser

  10. Account Permissions Requirements • The account used to perform the Imaging installation must be a SharePoint Farm Administrator who is also a member of the local Administrators group. • Adhere to Microsoft guidelines for account permissions with these exceptions (refer to Microsoft | TechNet): • “Account permissions and security settings (SharePoint Server 2010)” • http://technet.microsoft.com/en-us/library/cc678863.aspx • “Administrative and service accounts required for initial deployment (SharePoint 2010)” • http://technet.microsoft.com/en-us/library/ee662513.aspx

  11. Installation Notes • Product Upgrade from 3.x to 4.1 • An upgrade utility is coming soon for those moving from Imaging 3.x to 4.x. • Installing Imaging 4.x does not upgrade Imaging 3.x automatically. Contact KnowledgeLake to obtain the upgrade utility. • Product Upgrade from 4.0 to 4.1 • The installer will handle in-place upgrades of 4.0 to 4.1 • For more information on Imaging 4.1 requirements, see the Imaging for SharePoint 4.1 Release Notes

  12. Installation Notes • The KnowledgeLake Search Center will not function in a site collection that was created from a SharePoint publishing template. • KnowledgeLake products require activation to function correctly. • Contact KnowledgeLake Support if you do not have a valid activation key.

  13. Pre-Installation Settings • Enable Logging • Central Administration Monitoring (on sidebar) Review Job Definitions • Click Diagnostic Data Provider:Event Log • Set an appropriate recurring schedule  Click Enable • Click Diagnostic Data Provider:Trace Log • Set an appropriate recurring schedule  Click Enable After Imaging is installed, the KnowledgeLake Log Viewer is available for use. The Log Viewer is a Silverlight application that provides an easy method for administrators to view the Unified Logging Service (ULS) SharePoint log files and the KnowledgeLake log files. Before using the KnowledgeLake Log Viewer you must first enable The Diagnostic Data Provider: Event Log and the Diagnostic Data Provider: Trace Log.

  14. Pre-Installation Settings • Set Search Administrators • Central Administration  Manage Service Applications highlight the Search Service Application (do not click it, just highlight it) • Click Administrators(on the ribbon)  Add the SharePoint Application Pool Identity Account and give it full control • Click Permissions(on the ribbon)  Add the SharePoint Application Pool Identity Account and give it full control

  15. Pre-Installation Settings • Set Automatically Generate Managed Properties • Central Administration  Manage service applications  Search Service Application  Metadata Properties (on sidebar)  Categories (top right) SharePoint drop down for Edit Category • Check the box for “Automatically generate a new managed property…”  OK

  16. Pre-Installation Settings • SharePoint Columns and Content Types • Put data in all columns of all content types • Full Crawl and Schedules • Central Administration  Manage Service Applications  Search Service Application  Content Sources (on sidebar) Local SharePoint sites drop down for Edit Under Crawl Schedules, Edit schedule  Create appropriate schedules • Perform an Index reset if the upcoming full crawl is not the first one. • Run a full crawl

  17. About SharePoint Search Settings • Automatically Generate Managed Properties • The next time a crawl is run, a managed property will be created for each newly crawled property. If a crawled property already exists that does not have a managed property, you will need to manually create a managed property. • In order for a managed property to be created for a new crawled property, data must exist in the SharePoint column. Therefore, before running a crawl it is recommended you save documents to SharePoint and populate all the SharePoint columns with metadata.

  18. Installation

  19. Installation • A complete installation of KnowledgeLake Imaging 4.1 is a process that will involve: • Installation • Solution deployment • Configuration

  20. Installation • KnowledgeLake Imaging will determine the correct installation based upon the type of SharePoint deployment available • Standalone Server (no other WFEs) • Activation occurs during installation • Farm Installation (either single server or part of a bigger farm) • Activation occurs through a timer job • Prompt for Central Administration to deploy the Imaging solutions

  21. Installation • To begin the Imaging installation: • On the server that hosts your Central Administration site, run the Imaging setup file (KLImaging_Setup.exe) • On the splash screen, click Install Imaging

  22. Installation • For a comprehensive guide on how to install, deploy, and configure KnowledgeLake Imaging for SharePoint 4.1, consult the Imaging for SharePoint 4.1 Administrator Guide, pp 6-47

  23. Client Access Policy File • If users attempt to view metadata from different web applications using either the KnowledgeLake Search Results or the KnowledgeLake Viewer, they may encounter security errors • A solution to this issue is to create a clientaccesspolicy.xml on all web front ends • There is a timer job you can enable to create a clientaccesspolicy.xml file on all web front ends

  24. Index

  25. Content Type Behaviors • Requirement Sets • Either/Or combinations • Automatic Indexing • Database lookup • Uses key fields and populated fields • Business Connectivity Services • Column Behaviors • Database lookup • Business Connectivity Services • Internal lookup • Data validation

  26. Requirement Sets • Requirement Sets allow an administrator to specify a set of columns to be used for alternative requirements • At least one of the columns in the set must contain a value when a user saves a document or modifies a document’s properties • Multiple Requirement Sets can be configured for one content type

  27. Automatic Indexing • Auto-populate document properties by defining a Key Field • After a user populates the Key Field with a value, an auto-lookup occurs to automatically populate values of other fields • These fields are called Populated Fields • To configure Automatic Indexing, you can use either SharePoint’s Business Connectivity Services (BCS) or leverage a KnowledgeLake Database Automatic Index Set • When using the Database Automatic Index Set, you can perform a lookup with an ODBC, OLEDB, Microsoft SQL Server, or Oracle source

  28. Database Automatic Index Set • Click Add Database Automatic Index Set • Use the drop-down to choose a Data Source, or create a new Data Source • If you want to edit the selected Data Source, click Edit • If you want to create a new Data Source click New • Use the drop-down and choose the Database Table containing the columns that has the data you want to use for auto indexing. • Click Add Columnto create a Key Field and Populated Fields • For more information on KnowledgeLake Content Type Behaviors, see the Imaging for SharePoint Administrator Guide, pp 57-72

  29. Search

  30. The KnowledgeLake Search Center • The KnowledgeLake Search Center is used to create and save queries • Search Builder and result set • Users can also run ad-hoc searches by constructing their own queries • Two types of searching from the Search Builder: • Keyword - Global • Properties - Scoped by site, library, metadata • Silverlight Result set allows: • Filtering, grouping and sorting

  31. Search Center Interface Keyword Search Box Multiple View Property Search Results Set Columns Choose Results Set Columns Scopes New Search Tab

  32. Keyword Search • Results are returned if the words being searched are contained in the SharePoint Search Index • They must be complete words.  • KnowledgeLake Search searches only for documents. Other SharePoint items, such as folders, are not included in the Results Set • A wildcard (*) can be used to complete a word, but not start a word • If searching for Hypnotic Baroque: • Hyp* will return results • *notic will not return results

  33. Keyword Search – Multiple Keywords • When searching multiple words, you must specify if you want to conduct an AND search or an ORsearch • Conducting an AND search returns results only if a document contains all the words in the Searchbox • Conducting an OR search returns results if a document contains any of the words in the Searchbox • If you wish to not display documents that SharePoint determines as a duplicate, select Trim Duplicates

  34. Scopes • Scopes allow you to specify what document libraries to search • To add document libraries to a Scope, start by clicking the Edit button for Scopes • To see the document libraries, click the Expand button • Highlight a document library, then use the arrow buttons to put the library into the Scopes Included box

  35. Results Columns • In the Results Columns section you choose the columns you want displayed in the results set • Click the Edit button to select columns • You can organize columns in the Columns Included box by using the up and down arrows

  36. Property Search • A Property Search searches the metadata of documents • If you want to search on properties only, ensure the Keyword Search box is blank • A Keyword Search and a Property Search can be run simultaneously • You can only search columns that have been configured as a managed property

  37. Property Search Operands

  38. Property Search • In order to perform a property search using the KnowledgeLake Search Builder, the property must be a SharePoint managed property • To use a Like, Begins With, or Is Not Null property search on a column, you must modify the settings for each managed property with which you want to use these operands • In the Optimize managed property storage section, select Reduce storage requirements for text properties by using a hash for comparison • Perform an Index Resetand run a full crawl

  39. SharePoint Managed Properties • Some built-in SharePoint managed properties may not function as expected • To perform a property search on ContentType, a new managed property must manually be created that maps to the same crawled properties as ContentType • After doing so, you must initialize a full crawl • Decimal type managed properties that are auto-generated by the SharePoint search crawler will not include the decimal portion of the number • We recommend deleting the managed property and creating a new one. After doing so, initialize a full crawl

  40. Keyword & Property Searches • When you run a Keyword Search and a Property Search simultaneously, it is always an OR search • This means the Results Set will consist of documents meeting the Keyword Search criteria as well as the Search Properties criteria

  41. Search Results Pane • Silverlight Results Pane allows for: • Editing via the Inline Property Form • Viewing and navigation of documents via thumbnails • Sorting columns • Filtering columns • Grouping columns

  42. Saving a Search • Title • Default Query Checkbox • Description • Save/Save As • Search Visibility Window • Edit

  43. Search Web Parts • Must have a saved search created • Add the KnowledgeLake Search web parts to an existing or new SharePoint page • This will alleviate users from having to conduct commonly run searches from the KnowledgeLake Search Center • Add and connect both the Search Builder and the Search Results • For more information on the KnowledgeLake Search Center,see the Imaging for SharePoint Administrator Guide, pp 81-88

  44. Viewer

  45. Purpose and Functionality • KnowledgeLake View provides end-user access to view edit and work with files that exist in a SharePoint library or are discovered and shown in the Search Result Set • KnowledgeLake View supports: • TIFF, JPG, PNG, BMP and GIF • PDF, PDF/A, PDF Encrypted • Microsoft Word (DOC and DOCX) • Microsoft Excel (XLS and XLSX) • Microsoft PowerPoint (PPT and PPTX) • Microsoft Outlook Files (MSG)

  46. Viewer Interface Quick Menu Ribbon Bar Tabs Index Pane Status Bar View Pane Thumbnail Pane

  47. Ribbon Bar • Most features of KnowledgeLake View are accessed using the ribbon bar • The ribbon bar is separated into four tabs: • File Menu • Home • Annotations • View

  48. File Menu • Save • Encryption Passwords • Print • Help • About

  49. Home Tab • Check In/Out – Check Out/Check In/Discard Check Out • Manage – Download/Properties/Edit Properties • Bookmarks – Select/Navigate/Copy • Email – Attachment/Link • Search – Related Documents/Document Set Explorer • Workflow – Start/Tasks

  50. Starting Workflow • Use the Start button for the workflow you wish to start • SharePoint Start Workflow page presented to the user

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