sp archive manual

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SP Archive V1 Manual www.kalmstrom.com

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SP Archive V1 Manual

Content

1 INTRODUCTION ..................................................................................................................................... 2

1.1 LANGUAGES ............................................................................................................................................. 2 1.2 SYSTEMS ................................................................................................................................................. 2

2 INSTALLATION ....................................................................................................................................... 2

2.1 INTRODUCTION ......................................................................................................................................... 2 2.2 PROCESS ................................................................................................................................................. 2 2.3 SITE SELECTION ......................................................................................................................................... 6

2.3.1 Local SharePoint IE settings .......................................................................................................... 6

3 WORKING WITH SP ARCHIVE ................................................................................................................ 7

3.1 OPEN SP ARCHIVE .................................................................................................................................... 7 3.2 THE SETTINGS DIALOG ............................................................................................................................... 8

3.2.1 Security ........................................................................................................................................ 10 3.3 THE ARCHIVE DIALOG .............................................................................................................................. 10

3.3.1 Selection ...................................................................................................................................... 10 3.3.2 Attachments ................................................................................................................................ 12 3.3.3 SharePoint Libraries .................................................................................................................... 12 3.3.4 Filter ............................................................................................................................................ 12

3.3.4.1 The 5000 limit ...................................................................................................................................... 13 3.3.5 Delete archived items .................................................................................................................. 13 3.3.6 Export to Excel ............................................................................................................................. 14 3.3.7 Stop Options ................................................................................................................................ 14

4 ARCHIVING OPTIONS .......................................................................................................................... 15

4.1 ACCESS DATABASE ................................................................................................................................... 16 4.1.1 Permissions ................................................................................................................................. 16

4.2 SQL SERVER DATABASE ............................................................................................................................ 16 4.2.1 Permissions ................................................................................................................................. 16

4.3 SWITCH TO ANOTHER DATABASE ................................................................................................................ 16 4.4 FORMATTING ......................................................................................................................................... 17

5 UPGRADE ............................................................................................................................................ 17

6 REGISTRATION AND TRIAL .................................................................................................................. 17

7 SUBSCRIPTION .................................................................................................................................... 18

8 SUPPORT ............................................................................................................................................. 18

9 CONTACT ............................................................................................................................................ 19

10 UNINSTALLATION ............................................................................................................................ 19

http://www.kalmstrom.com/

http://www.kalmstrom.com/products/SPArchive/




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1 INTRODUCTION

SP Archive is a solution that archives all kinds of SharePoint list items. The items are archived to an Access or SQL Server database, and they may also be exported to Excel. There is a choice to remove them from SharePoint automatically, so SP Archive can be used for both archiving and

backup. SP Archive gives a possibility to choose exactly which items and which fields should be archived to the database. Several databases may be used with SP Archive.

1.1 LANGUAGES

SP Archive takes the same language as your Windows when that language is Danish, Dutch,

English, French, German, Italian, Norwegian, Portuguese, Spanish or Swedish. If you have another Windows language, English will be used.

1.2 SYSTEMS

SP Archive works with:

Microsoft Windows Vista, 7 and 8 (32 and 64 bit)

Microsoft SharePoint 2010, 2013 and Office 365 SharePoint

All versions of Microsoft Access and SQL Server

Office 2007 and above, (32 and 64 bit) for the Excel export

2 INSTALLATION

2.1 INTRODUCTION

SP Archive must be installed either on every PC where it should be used or on a virtual machine that can be accessed by all users.

SP Archive is designed to be easy to install. The installation file, SPArchiveSetup.msi, is available at the kalmstrom.com website. Download it and save it at any location on your computer.

2.2 PROCESS

These are the installation steps:

1. Click on the file SPArchiveSetup.msi to start the installation. An installation wizard will be

shown.






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2. Click Next.

3. Now you are asked to accept the License Agreement. If you don’t do that the installation will be cancelled. When you check the box for the License Agreement it will be possible

to click Next again.






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4. Select installation folder – or use the default one under Program files.

5. When you have chosen or accepted the installation folder, click Next and then Install to

start the installation. Now the actual installation takes place.






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6. When you have clicked Install you will probably be asked by your computer’s User Account Control to allow the installer to make changes to your computer. Make sure that the Publisher name is Kalmstrom Enterprises AB, the company behind the brand kalmstrom.com Business Solutions.

7. When you have allowed the installation it will be quick, and after the installation a new screen will be shown. Check the ‘Start SP Archive’ box if you want SP Archive to start automaically when the installation is finished. Click Finish to exit.






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8. (If the “Start SP Archive” box was left unchecked, click on the desktop shortcut to start SP Archive.)

2.3 SITE SELECTION

When you open SP Archive for the first time, you will be presented with a Login dialog for selection of SharePoint site. Enter the path to the SharePoint site which has the lists and items you want to archive and your login details for that site.

When you have entered your login details, you can click on the Test button to check whether the

connection is succesful or not.

Click OK, and SP Archive will connect to the SharePoint site and then show The Settings Dialog.

2.3.1 LOCAL SHAREPOINT IE SETTINGS

When you have a local SharePoint installation and the Internet Explorer intranet setting remembers the login credentials, you only have to enter the path to the SharePoint site.

To make Internet Explorer remember the login details, select Internet Options in the settings >Security tab >Internet >Custom level >User Authentication. Select "Automatic logon with current user name and password". Then login and check the box for remembering the credentials.






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3 WORKING WITH SP ARCHIVE

3.1 OPEN SP ARCHIVE

There are several ways to open SP Archive:

Click on the shortcut on the desktop.

Run the file SPArchive.exe in the kalmstrom.com >SP Archive folder under Programs.

Click on SP Archive under All programs (Windows 7) or in the Metro (Windows 8)

When you open SP Archive a Start dialog will be displayed. It has button to reach the Archive and the Settings dialogs. (If SP Archive has not been registered yet, there is also a License

button.)






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3.2 THE SETTINGS DIALOG

The Settings dialog is opened automatically the first time you have

connected SP Archive to a SharePoint site. After that you can reach the settings dialog via the Settings button in the Start page.

When you have several SharePoint sites added to SharePoint, select one of them in the dropdown on top. If you have been working with one site and then want to start working with another site, click OK in between so that the changes you made for the first site will be saved.

In the left column of the Settings dialog all lists from the selected SharePoint site are shown in alphabetic order. In the right column of the Settings dialog you should add the lists that you want to archive items from.






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The Settings dialog has three buttons for site management:

The Plus button will open an empty Login dialog, so that you can add more sites.

When you click the Edit button you will be shown the Login dialog with the credentials for the selected SharePoint site, so that you can edit them.

Use the Delete button in the Settings dialog to delete sites from SP Archive.

The Settings dialog also has two buttons for list management:

Select the lists you want to archive items from and click on the Add button to move them to the right column.

When you have several SharePoint sites, select the next site and move lists from that site also to the right column. All the lists in the right column will show up in alphabetic order (regardless of site) in The Archive Dialog, where you do the actual archiving.

To remove lists from SP Archive selet them in the right column and click on the “Remove” button.

When you click OK in the Settings dialog, The Archive Dialog will be displayed.






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3.2.1 SECURITY

All lists on the selected site will be shown in the settings dialog, but users can only see items in lists they have access to.

3.3 THE ARCHIVE DIALOG

This is the dialog you will normally be working with when you archive SharePoint list items. The Archive dialog will be shown each time when you click OK after changes in the Settings dialog, and you

can also reach the Archive dialog via the Archive button on the Start page. In the archive dialog you can select list, fields and items for the

archiving, and you may also decide if you want to export the archived items to Excel and if you want to delete them from SharePoint after archiving.

3.3.1 SELECTION

In the Archive dialog you can select what you want to archive by selecting

List – lists from all the sites entered in the settings will be shown in the Select List dropdown.






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Fields – when you have selected list, all the

fields in that list will be shown. By default all are checked and will be included in the archiving. Uncheck the fields you don’t want to include.

SP Archive will remember which fields have been unchecked in each list and will show them as unchecked the next time SP Archive is used.

Order – in the Sequence column you can

change the display order of the fields you want to archive. SP Archive will remember the order the next time.

Items – when you have selected fields, all items in the selected list will be shown under

Display Data. Only the selected fields will be displayed there. All items are checked by default. Uncheck the ones you don’t want to archive this time.






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3.3.2 ATTACHMENTS

Not only the text in the SharePoint list items can be archived but also any attachments. If you use an Access database to archive, all the attachments will be saved into the directory

where the Access database file is placed. For the SQL Server database, all attachments will be saved into the database itself in binary format. The next version of SP Archive will support archiving of inline images in the same way as

attachments. In the current version this is only possible when you archive lists belonging to two other kalmstrom.com Solutions: KBase and HelpDesk OSP.

3.3.3 SHAREPOINT LIBRARIES

Items from SharePoint libraries can also be archived. They will be saved as attachments in the database, in the same way as list item attachments, see above.

However, the current version of SP Archive does not keep the folder hierarchy for items and attachments, and the archiving is slow. Version 2 of SP Archive will have enhanced library archiving.

3.3.4 FILTER

When you have a list with many items you can filter them in various ways. This is done under the Set filter tab in the Archive dialog. This filter is applied to the items in the list you selected and is dependent on the fields you chose to include. SP Archive will remember how each list has been filtered and show that filter next time.






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Click on the green plus sign to add more filters and on the red minus sign to have less filter

options.

3.3.4.1 THE 5000 LIMIT

When a SharePoint list has more than 5000 items it is high time to archive it, as SharePoint cannot return and display more than 5000 items in a query. However, when this limit has been

exceeded, SP Archive will fail to archive if the user applies a filter with non-indexed fields.

To archive items from lists with more than 5000 items, you should either filter by ID (which by default is an indexed field) or not filter at all. Then you can archive without problems even if the list has more than 5000 items. This is the only options for Office 365 SharePoint Online. For a local SharePoint there are two more alternatives: to change the settings and set the List View Threshold value to a higher value than the default 5000 or to index more fields. On the

kalmstrom.com website there is a FAQ about these options.

3.3.5 DELETE ARCHIVED ITEMS

You can select to either delete the

archived items from SharePoint after they have been exported to the database or keep them in SharePoint as well.






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Check the box to delete them from SharePoint. Note that the data will be available in the SharePoint recycle bin for 30-45 days after deletion. The "Delete" box will be unchecked each time you open SP Archive or change list.

3.3.6 Export to Excel

The list items may be exported to an Excel sheet when they are archived. The "Export" box will be unchecked each time you open SP Archive or change list.

3.3.7 STOP OPTIONS

Data is loaded into SP Archive and archived in bunches of 100 items, and by using the STOP button in the progress bar you can stop the loading or archiving after each bunch. Loading items to display






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Archiving items

4 ARCHIVING OPTIONS

When you click on the Archive button the first time, you will be asked where the items should be stored.

SP Archive supports all versions of Access and SQL Server. If you select the SQL Server option, your organization needs to have its own SQL Server, in-house or hosted. If you select the Access database, SP Archive can create the database for you. When a database option has been defined, this database will be used for archiving until you change database by clicking on the Archive To button and selecting another database, refer to

Switch to another database.






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4.1 ACCESS DATABASE

With the Access alternative SharePoint list items will be exported to an Access database. When you select this option, you may either use an existing Access database or let SP Archive create a new one for you.

4.1.1 PERMISSIONS

Users must have write permission over the folder where the Access database is placed.

4.2 SQL SERVER DATABASE

With the SQL Server alternative the SharePoint list items will be exported to an SQL Server database. You may either configure an existing SQL Server database or let SP Archive create a new SQL Server database for you.

4.2.1 PERMISSIONS

The admin/first user must be owner of the SQL Server database. Subsequent users need to have sysadmin permission.

4.3 SWITCH TO ANOTHER DATABASE

Click the button Archive To in the Archive dialog to export to another database than the one you used last time. Then the database dialog will be shown again, and you can select a new database.






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4.4 FORMATTING

When SharePoint description fields are formatted, the HTML code will be included in the archiving and Excel export. That way no formatting is destroyed in case the archived data will be restored later.

5 UPGRADE

To upgrade SP Archive, close the solution, download the latest version from the kalmstrom.com website and run the .msi file.

6 REGISTRATION AND TRIAL

When the 30 days evaluation period has expired SP Archive must be registered to continue working. You can reach the registration dialog via the License button in the Start dialog. The registration dialog will also be shown automatically when the trial has expired.

Register SP Archive with the registration key you have received from kalmstrom.com and an e-mail address with your company domain. Some organizations prefer to use a separate e-mail address for this registration, to not be dependent on an individual staff member.






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After registration the License button in the Start dialog will be hidden.

7 SUBSCRIPTION

If your organization is a Premium Subscriber, or a standard subscriber who uses a kalmstrom.com SharePoint Solution, you may use SP Archive without any extra costs.

SP Archive may also be subscribed to outside the Community, refer to the SP Archive Subscription page on the kalmstrom.com website.

8 SUPPORT

When you subscribe to SP Archive, the kalmstrom.com Support Services are included in the subscription. The kalmstrom.com Support Services give the following assistance:

Free upgrades Your e-mails answered within 24 hours*

Remote connection services

Influence on future versions and features *during Western Europe working days



http://www.kalmstrom.com/products/SPArchive/Subscribe.htm

http://www.kalmstrom.com/products/SPArchive/Subscribe.htm




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9 CONTACT

If you have any kind of problem or questions about SP Archive, there are several ways of contacting us:

E-mail:: [email protected] – Technical issues

[email protected] – General issues and subscriptions

Telephone +46 739 206 106 Within USA: (800) 518-4155

Online chat www.kalmstrom.com

10 UNINSTALLATION

SP Archive is uninstalled via the Control Panel, Programs and Features.



mailto:[email protected]

mailto:[email protected]


sp archive manual

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