Archive for the ‘SharePoint’ Category

Linked Excel Files and SharePoint

Wednesday, September 17th, 2014

Linked Excel Files and SharePoint

V: 1.0

I’ve been working lately with Microsoft Excel data report files that were linked and were uploaded to SharePoint. There are few scenarios where the linked files can cause issues if not used properly. I’m describing few scenarios below:

Scenario 1: User created MS Excel files on the desktop, linked those files (desktop or shared drive). then uploaded both files to SharePoint

Scenario 2: User created MS Excel files on the desktop, linked those files (desktop or shared drive). then uploaded only container file to SharePoint

Scenario 3: User created MS Excel files on the desktop, linked those files (desktop or shared drive). then uploaded both files to SharePoint and updated the linked files using their SharePoint links

Scenario 2 is common among Excel users. Users create linked excel files and upload only the main file aka the container file. In most cases the linked file was on the desktop of the user. Now when another user tries to open the Excel container file from SharePoint or from their desktop by copying it, they get errors / warning messages. That is due to container file not able to reach to author’s desktop file from SharePoint.

I copied the container excel file on my desktop and went through it.

MS Excel Container File that has linked files
MS Excel Container File that has linked files

Click on the File menu > Info. Under security warning section you will see the warning details.

MS Excel Container File that has linked files - File Info Security Warning section
MS Excel Container File that has linked files – File Info Security Warning section

Now you click on Enable Content from either the top middle  of file or within File > Info section in an attempt to get the complete data and you are presented with a warning as shown in following image.

Error:
We can’t update some of the links in your workbook right now.
You can continue without updating their values, or edit links you think are wrong.

MS Excel Container File Warning - Linked file not Reachable
MS Excel Container File Warning – Linked file not Reachable

You may get following warning message.

Error:
This workbook contains links to one or more external sources that could be unsafe.
If you trust the links, update them to get the latest data. Otherwise, you can keep working with the data you have.

MS Excel Container File Warning - Linked file could be unsafe warning
MS Excel Container File Warning – Linked file could be unsafe warning

How to view the Linked Files in Container Excel File:
To view the linked files from container Excel file, go to Data ribbon tab and under Connections group click Edit Links.

MS Excel Container File - Edit Links to Linked File
MS Excel Container File – Edit Links to Linked File

In Edit Links window, if you select a source, you will see its location. In situations, you will find it pointing to the local desktop profile of users. Nice work with the data report, but not nicely executed.

MS Excel Container File - Edit Links window
MS Excel Container File – Edit Links window

MS Excel Container File on SharePoint and Linked file not reachable:

Now if you try to open the file directly from SharePoint, you will get warning messages. See the URL address has been appended with the linked file address!

Error:
We can’t connect to http://sharepoint.domain.com/users/WindowsProfile/desktop/excelfile.xls

Open MS Excel File from SharePoint - Linked file missing - See URL
Open MS Excel File from SharePoint – Linked file missing – See URL

Click Ok and you will be greeted with another warning. See the image below.

Error:
Microsoft Excel cannot access the file http://sharepoint.domain.com/users/WindowsProfile/desktop/excelfile.xls. There are several possible reasons.

  • The file name or path does not exist
  • The file name is being used by another program
  • The workbook you are trying to save has the same name as a currently open workbook.
Open MS Excel File from SharePoint - Linked file missing - Possible Reasons listed
Open MS Excel File from SharePoint – Linked file missing – Possible Reasons listed

My Treat for Linked Excel Files and SharePoint:

I’ll cover the other details in of different testing scenarios may be little later as time permits. I created a container and linked files with some test data. Feel free to download and play around with it on your SharePoint test farm.

Download the Test Excel Container File and Linked File

Note it down that office Web apps doesn’t support linked files. You will get prompts when viewing the Excel container file using Office Web Apps in SharePoint.

MS Excel Container File Opened in Office Web Apps in SharePoint - Linked file not supported
MS Excel Container File Opened in Office Web Apps in SharePoint – Linked file not supported

Few Resources on the Excel Linked files:

SharePoint Content Type Issues and Fixes

Friday, September 12th, 2014

We’ll discuss the following scenarions of SharePoint Content Type Issues and fixes

a. A Duplicate Content type was found

b. The specified name is already in use

Issue Summary

Recently I an issue got escalated to me where a user (with site collection admin permission) was getting errors when creating, deleting or modifying a SharePoint content type under a sub site.

Details

Error 1 – When creating, deleting or modifying a Content Type under a sub-site:

Error
A duplicate content type “0x010100672A3FCA98991645BE083C320B7539B7” was found. 
Troubleshoot issues with Microsoft SharePoint Foundation. 
Correlation ID: 448054d8-6897-429d-80db-3b1fba29f678 
Date and Time: 9/11/2014 10:32:20 AM 

Error when creating or deleting a content type in SharePoint
Error when creating or deleting a content type in SharePoint 

SharePoint ULS Logs:

SharePoint Farm’s ULS logs were not giving any helpful clue. I use the Query Correlation ID codeplex tool from SharePoint Central Admin website. It is quick and easy way to search on Correlation  ID errors.

Time Process Area Category Level EventID Message 
09/11/2014 10:32:20.70  w3wp.exe (SPWFEServer:0x13EC)  SharePoint Foundation  Logging Correlation Data  Medium xmnv Name=Request (POST:http://sharepoint.domain.com:80/sites/department/subsite/_layouts/ctypenew.aspx) 
09/11/2014 10:32:20.70  w3wp.exe (SPWFEServer:0x13EC)  SharePoint Foundation  Logging Correlation Data  Medium xmnv Site=/sites/department 
09/11/2014 10:32:20.82  w3wp.exe (SPWFEServer:0x13EC)  SharePoint Foundation  Runtime  Unexpected tkau Microsoft.SharePoint.SPException: A duplicate content type “0x010100672A3FCA98991645BE083C320B7539B7” was found. at Microsoft.SharePoint.SPContentTypeCollection.CheckConsistency() at Microsoft.SharePoint.SPContentTypeCollection.Update() at Microsoft.SharePoint.SPContentTypeCollection.AddContentType(SPContentType contentType, Boolean updateResourceFileProperty, Boolean checkName, Boolean setNextChildByte) at Microsoft.SharePoint.SPContentTypeCollection.Add(SPContentType contentType) at Microsoft.SharePoint.ApplicationPages.ContentTypeCreatePage.BtnOK_Click(Object sender, EventArgs e) at System.Web.UI.WebControls.Button.OnClick(EventArgs e) at System.Web.UI.WebControls.Button.RaisePostBackEvent(String eventArgument) at System.Web.UI.Page.RaisePostBackEvent(IPos… 
09/11/2014 10:32:20.82* w3wp.exe (SPWFEServer:0x13EC)  SharePoint Foundation  Runtime  Unexpected tkau …tBackEventHandler sourceControl, String eventArgument) at System.Web.UI.Page.ProcessRequestMain(Boolean includeStagesBeforeAsyncPoint, Boolean includeStagesAfterAsyncPoint) 
09/11/2014 10:32:20.82  w3wp.exe (SPWFEServer:0x13EC)  SharePoint Foundation  Monitoring  Medium b4ly Leaving Monitored Scope (Request (POST:http://sharepoint.domain.com:80/sites/department/subsite/_layouts/ctypenew.asp Execution Time=129.946403802718 

What content type is associated with the “0x010100672A3FCA98991645BE083C320B7539B7” listed on the error? Let’s come to that point in a minute.. (or scroll down this article 🙂 )

Even though the error was thrown, the site content type was created. I went into the Content Type page by clicking on its name under Site Actions > Site Settings > Site Content Types (under Galleries) > clicking on the name of the site content type (left column). I could see all the settings of the content type I created as a test.

SharePoint Site Content Type Settings Page
SharePoint Site Content Type Settings Page

A quick glance at the list of site content types revealed the duplicate content type – E-mail Submission.

SharePoint Duplicate Site Content Types - E-mail Submission
SharePoint Duplicate Site Content Types – E-mail Submission

Thinking that I found the problem, I went into the E-mail Submission site content type in an attempt to delete it. And guess what, not just the delete but the whole Settings section of the site content type was empty. :O At this point I was about to click the SharePoint’s ‘I Like it’ button but then I decided to to control the emotions. 🙂

SharePoint Site Content Type - E-mail Submission - Empty Settings area
SharePoint Site Content Type – E-mail Submission – Empty Settings area

Looking at the columns under the E-mail Submission Site Content Type, I decided to take a peak at Site Columns. I went to Site Actions > Site Settings > Site Columns (under Galleries group) > Locate the Site Columns related to E-mail Submission. I found there were duplicate site columns there for each instance of Site Content Type.

SharePoint Site Columns - Duplicate E-mail Submission Columns
SharePoint Site Columns – Duplicate E-mail Submission Columns

I clicked on the site column in order to delete it. Guess what, the delete button was not there :O. At this point I was thinking there should be ‘I Love It’ button there for me to click.

SharePoint Site Column - Delete button not present
SharePoint Site Column – Delete button not present

Resolution Process

At this point, I tried different things to resolve this issue. In my case, it was the last step. In your scenario, you might be able to fix it using any of these attempts (conditions apply based on your environment).

Attempt a – Try to enable & disable the related Site Feature

I tried to enable the ‘Content Organizer’ and ‘E-mail Integration with Content Organizer’ feature. I got another error.

SharePoint - Site Features
SharePoint – Site Features

Error when trying to activate the Site Features

Error 
The specified name is already in use.
Please try again with a new name. 
Troubleshoot issues with Microsoft SharePoint Foundation. 
Correlation ID: 72adbfb7-6416-466b-9d5f-2f94ca58e41c 
Date and Time: 9/11/2014 10:43:53 AM 

SharePoint - Site Feature Error - The Specified name is already in use.
SharePoint – Site Feature Error – The Specified name is already in use.

ULS Logs:
Time Process Area Category Level EventID Message 
09/11/2014 10:43:53.76  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  Logging Correlation Data  Medium xmnv Name=Request (POST:http://sharepoint.domain.com:80/sites/department/subsite/_layouts/ManageFeatures.aspx) 
09/11/2014 10:43:53.78  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  Logging Correlation Data  Medium xmnv Site=/sites/department 
09/11/2014 10:43:53.82  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  General  Medium 88jb Feature Activation: Activating Feature ‘DocumentRouting’ (ID: ‘7ad5272a-2694-4349-953e-ea5ef290e97c’) at URL http://sharepoint.domain.com/sites/department/subsite. 
09/11/2014 10:43:53.82  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  General  Medium 72bf SPContentTypeBindingElement.ElementActivated(). Applying ContentType ‘0x0100DC2417D125A4489CA59DCC70E3F152B2’ to list ‘RoutingRules’ on web ‘http://sharepoint.domain.com/sites/department/subsite’ 
09/11/2014 10:43:53.86  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  General  Medium 72bg SPContentTypeBindingElement.ElementActivated(). Successfully applied ContentType ‘0x0100DC2417D125A4489CA59DCC70E3F152B2’ to list ‘RoutingRules’ on web ‘http://sharepoint.domain.com/sites/department/subsite’ 
09/11/2014 10:43:53.86  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  General  Medium 75fb Calling ‘FeatureActivated’ method of SPFeatureReceiver for Feature ‘DocumentRouting’ (ID: ‘7ad5272a-2694-4349-953e-ea5ef290e97c’). 
09/11/2014 10:43:53.90  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  General  High 8kh7 The specified name is already in use. Please try again with a new name. 
09/11/2014 10:43:53.92  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  Feature Infrastructure  High 88jm Feature receiver assembly ‘Microsoft.Office.Policy, Version=14.0.0.0, Culture=neutral, PublicKeyToken=71e9bce111e9429c’, class ‘Microsoft.Office.RecordsManagement.Internal.DocumentRoutingFeatureReceiver’, method ‘FeatureActivated’ for feature ‘7ad5272a-2694-4349-953e-ea5ef290e97c’ threw an exception: Microsoft.SharePoint.SPException: The specified name is already in use. Please try again with a new name. —> System.Runtime.InteropServices.COMException (0x81020043): The specified name is already in use. Please try again with a new name. at Microsoft.SharePoint.Library.SPRequestInternalClass.AddGroup(String bstrUrl, String bstrName, String bstrDescription, Int32 lOwnerID, Boolean bOwnerIsUser, UInt64 iPermMask, Int32 lUserId, Boolean bUseExisting, Boolean bSelfOwner) at Microsoft…. 
09/11/2014 10:43:53.92* w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  Feature Infrastructure  High 88jm …SharePoint.Library.SPRequest.AddGroup(String bstrUrl, String bstrName, String bstrDescription, Int32 lOwnerID, Boolean bOwnerIsUser, UInt64 iPermMask, Int32 lUserId, Boolean bUseExisting, Boolean bSelfOwner) — End of inner exception stack trace — at Microsoft.SharePoint.SPGlobal.HandleComException(COMException comEx) at Microsoft.SharePoint.Library.SPRequest.AddGroup(String bstrUrl, String bstrName, String bstrDescription, Int32 lOwnerID, Boolean bOwnerIsUser, UInt64 iPermMask, Int32 lUserId, Boolean bUseExisting, Boolean bSelfOwner) at Microsoft.SharePoint.SPGroupCollection.AddInternal(String name, SPMember owner, SPUser defaultUser, String description) at Microsoft.SharePoint.SPGroupCollection.Add(String name, SPMember owner, SPUser defaultUser, String description… 
09/11/2014 10:43:53.92* w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  Feature Infrastructure  High 88jm …) at Microsoft.SharePoint.Utilities.SPUtilityInternal.CreateDefaultSharePointGroups(SPWeb web, String strUserLogin, String strUserLogin2, String strGroupNameSeed) at Microsoft.Office.RecordsManagement.Internal.DocumentRoutingFeatureReceiver.<>c__DisplayClass2.<FeatureActivated>b__0() at Microsoft.Office.Server.Utilities.CultureUtility.RunWithCultureScope(CodeToRunWithCultureScope code) at Microsoft.Office.RecordsManagement.Internal.DocumentRoutingFeatureReceiver.FeatureActivated(SPFeatureReceiverProperties properties) at Microsoft.SharePoint.SPFeature.DoActivationCallout(Boolean fActivate, Boolean fForce) 
09/11/2014 10:43:53.92  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  General  High 72by Feature Activation: Threw an exception, attempting to roll back. Feature ‘DocumentRouting’ (ID: ‘7ad5272a-2694-4349-953e-ea5ef290e97c’). Exception: Microsoft.SharePoint.SPException: The specified name is already in use. Please try again with a new name. —> System.Runtime.InteropServices.COMException (0x81020043): The specified name is already in use. Please try again with a new name. at Microsoft.SharePoint.Library.SPRequestInternalClass.AddGroup(String bstrUrl, String bstrName, String bstrDescription, Int32 lOwnerID, Boolean bOwnerIsUser, UInt64 iPermMask, Int32 lUserId, Boolean bUseExisting, Boolean bSelfOwner) at Microsoft.SharePoint.Library.SPRequest.AddGroup(String bstrUrl, String bstrName, String bstrDescription, Int32 lOwnerID, Boolean bOwnerIsUser, UInt64 iPermMask, I… 
09/11/2014 10:43:53.92* w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  General  High 72by …nt32 lUserId, Boolean bUseExisting, Boolean bSelfOwner) — End of inner exception stack trace — at Microsoft.SharePoint.SPGlobal.HandleComException(COMException comEx) at Microsoft.SharePoint.Library.SPRequest.AddGroup(String bstrUrl, String bstrName, String bstrDescription, Int32 lOwnerID, Boolean bOwnerIsUser, UInt64 iPermMask, Int32 lUserId, Boolean bUseExisting, Boolean bSelfOwner) at Microsoft.SharePoint.SPGroupCollection.AddInternal(String name, SPMember owner, SPUser defaultUser, String description) at Microsoft.SharePoint.SPGroupCollection.Add(String name, SPMember owner, SPUser defaultUser, String description) at Microsoft.SharePoint.Utilities.SPUtilityInternal.CreateDefaultSharePointGroups(SPWeb web, String strUserLogin, String strUserLogin2, String str… 
09/11/2014 10:43:53.92* w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  General  High 72by …GroupNameSeed) at Microsoft.Office.RecordsManagement.Internal.DocumentRoutingFeatureReceiver.<>c__DisplayClass2.<FeatureActivated>b__0() at Microsoft.Office.Server.Utilities.CultureUtility.RunWithCultureScope(CodeToRunWithCultureScope code) at Microsoft.Office.RecordsManagement.Internal.DocumentRoutingFeatureReceiver.FeatureActivated(SPFeatureReceiverProperties properties) at Microsoft.SharePoint.SPFeature.DoActivationCallout(Boolean fActivate, Boolean fForce) at Microsoft.SharePoint.SPFeature.Activate(SPSite siteParent, SPWeb webParent, SPFeaturePropertyCollection props, SPFeatureActivateFlags activateFlags, Boolean fForce) 
09/11/2014 10:43:53.92  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  Monitoring  High b4ly Leaving Monitored Scope (Feature Activation: Activating Feature ‘DocumentRouting’ (ID: ‘7ad5272a-2694-4349-953e-ea5ef290e97c’) at URL http://sharepoint.domain.com/sites/department/subsite.). Execution Time=96.1532820512104 
09/11/2014 10:43:53.92  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  Runtime  Unexpected tkau System.Runtime.InteropServices.COMException: The specified name is already in use. Please try again with a new name. at Microsoft.SharePoint.Library.SPRequestInternalClass.AddGroup(String bstrUrl, String bstrName, String bstrDescription, Int32 lOwnerID, Boolean bOwnerIsUser, UInt64 iPermMask, Int32 lUserId, Boolean bUseExisting, Boolean bSelfOwner) at Microsoft.SharePoint.Library.SPRequest.AddGroup(String bstrUrl, String bstrName, String bstrDescription, Int32 lOwnerID, Boolean bOwnerIsUser, UInt64 iPermMask, Int32 lUserId, Boolean bUseExisting, Boolean bSelfOwner) 
09/11/2014 10:43:53.92  w3wp.exe (SPWebServer3:0x2708)  SharePoint Foundation  Monitoring  Medium b4ly Leaving Monitored Scope (Request (POST:http://sharepoint.domain.com:80/sites/department/subsite/_layouts/ManageFeatures.aspx)). Execution Time=152.340032043179

Attempt b – Use SharePoint Designer to delete Site Content Type and Site column
I was not able to delete Site Content type and site column using SharePoint Designer.

Attempt c – Use SharePoint Manager and try to delete Site Content Type and Site Column
I downloaded the SharePoint Manager codeplex solution and tried to delete the Site Content Type and Site Column. No success.

Attempt d – Use the power of Power Shell to delete the Site Content Type and Site Column
Many SharePoint geeks have posted their nice Power Shell scripts. I tried couple of those but none of those were successful.

Attempt e – Dig into MS SQL Database and get rid of Site Content Type and Site column
It is not a recommended method unless all your options have failed. Test and verify it in your pre-production first and make sure you have the database backups.

To use this method, you need to find the SharePoint Content Database that is associated with the site in this issue. [Hint: SharePoint Central Administration website > Application Management > Manage Content Databases > select the web app from the Web Application menu].

SharePoint - SQL Query to find the Site Content Types and Columns
SharePoint – SQL Query to find the Site Content Types and Columns

SQL Queries to find the Site Content Types and Site Columns

When you know the Content Database in question, then use the following SQL queries.

1. Query to Find the Site Content Types
select * from WSS_Content_BusinessDept.dbo.ContentTypes
where Scope = ‘sites/department/subsite’ 
and
IsFromFeature = 1
–ResourceDir like ‘Email Submission’
–ContentTypeId like ‘0x010100672A3FCA98991645BE083C320B7539B7’
–ResourceDir like ‘Translation Document’
–ContentTypeId like ‘0x010100E4FE8612EC394E3690F102C0A1A07563’

2. Query to delete the Site content Types (Remove /* and */ from the query statement for novice users, others know it. You might have to update the where clauses for your environment. Read the below statement in blue, Its Punjabi 🙂 Make sure you know the SQL, knowing Punjabi, leave it for some other time. It’s complex)
/*delete from WSS_Content_MainStreet_BusinessSolutions.dbo.ContentTypes
where Scope = ‘sites/businesssolutions/alignedsolutions’ 
and
IsFromFeature = 1
and
ResourceDir like ‘Email Submission’
*/

??????   ??  ????? ??? ? ?????  ?? ???  ??  ????  ?? ?? ???? ???  ??? ??  ???? ?? ?

3. Query to find the Site Columns for a sub-site
— Find the site columns that are causing issue
SELECT * FROM WSS_Content_MainStreet_BusinessSolutions.dbo.ContentTypes
 WHERE 
 Scope = ‘sites/businesssolutions/alignedsolutions’ and
 Definition LIKE (‘%bcc%’)

4. Query to delete the Site Columns for a sub-site
 /*
 –Delete the site columns that are causing issue
Delete FROM WSS_Content_MainStreet_BusinessSolutions.dbo.ContentTypes
 WHERE 
 Scope = ‘sites/businesssolutions/alignedsolutions’ and
 Definition LIKE (‘%bcc%’)
 */

Make sure you delete one data row and then review the SharePoint Content Types / Site Columns from the gui. Afer confirming the objects are not showing up in the site, then delete other objects causing errors. I first deleted only E-mail Submission duplicate Site Content Types. Test content Types creation and got duplicate content type error for a different content type. It was Translation Document content type. It was not showing up in GUI but deleting it from the same content database table resolved the issue.

Error 
A duplicate content type “0x010100E4FE8612EC394E3690F102C0A1A07563” was found. 
Troubleshoot issues with Microsoft SharePoint Foundation. 
Correlation ID: 70cbffd1-99f4-445c-bd9b-4c8df34ad9d2 
Date and Time: 9/11/2014 2:16:55 PM  

At the end I created coupe of test Site Content Types and Site Columns and I was able create those without the error.

SharePoint Site Content Type created without error
SharePoint Site Content Type created without error

References:
1. List of All Default SharePoint 2010 Content Types
http://blogs.msmvps.com/ivansanders/list-of-all-default-sharepoint-2010-content-types/

2. Content Type Hub | Duplicate Content Type Error “A content type with the name already exists”

http://blogs.msdn.com/b/varun_malhotra/archive/2012/01/17/content-type-hub-duplicate-content-type-error-quot-a-content-type-with-the-name-already-exists-quot.aspx

3. A Duplicate Content Type Found Error

https://social.technet.microsoft.com/Forums/ie/en-US/5e30ade2-93b0-4f5c-8acd-25b73946500c/content-type-creation-problem-a-duplicate-content-type-was-found?forum=sharepointgeneralprevious

4. Inherit Content Types



5. Content Types and Inheritance

http://social.technet.microsoft.com/Forums/office/en-US/ca7b97ee-6f03-4beb-b7b8-7aa20227ac6e/content-types-and-inheritance?forum=sharepointdevelopmentprevious

6. Deleting content Types in Sharepoint 2007: A troubleshoot

http://blog.tylerholmes.com/2008/02/deleting-content-types-in-sharepoint.html

7. A duplicate name was found creating content type

http://social.technet.microsoft.com/Forums/sharepoint/en-US/afd9b718-6da9-4042-9dcb-a6fafa9fe77b/a-duplicate-name-was-found-creating-content-type?forum=sharepointadminlegacy

8. The Content Type Is In Use – SharePoint 2010 Error Redux

http://nickhadlee.wordpress.com/2010/05/24/the-content-type-is-in-use-sharepoint-2010-error-redux/

9. Can’t remove a site column from a content type or list in SharePoint? Use PowerShell

http://get-spscripts.com/2010/10/cant-remove-site-column-from-content.html

10. “I cannot delete this column from my list??” – Well that must be a SharePoint 2010 Peristent column

http://sharepointinsimple.blogspot.com/2012/05/i-cannot-delete-this-column-from-my.html

11. Corrupt site column cannot be deleted

http://blog.sharepointsite.co.uk/2011/05/corrupt-site-column-cannot-be-deleted.html

12. Persistent SharePoint 2010 Site Columns

Keywords:

  • How to delete duplicate Site Content Type
  • Deleting duplicate Site Content Type
  • How to remove duplicate Site Content Type
  • Site Content Type Setting section is empty
  • Site Content Type Setting section is blank
  • Site Content Type Setting section is missing
  • Primer on Content Types
  • Primer on Site Content Types
  • Primer on Sharepoint Content Types
  • Primer on Site Columns
  • Corrupt Content Type
  • Content Organizer
  • Enterprise Content Management
  • ECM
  • Information Architecture

Ten effective Sharepoint ProjectServer training resources

Wednesday, September 10th, 2014
Question:
What are really effective end user training resources?

Answer:
Role based training containing real world examples are the most effective and keep the users engaged. SharePoint 2010 User Adoption training videos from Microsoft were short, precise and extremely good for business users.

Video training are also effective. Having videos in LMS is bonus plus. I’ve effectively used the following training formats for my customers:

  1. Small 2-3 minutes structured personalized on-demand videos that you can host within SharePoint or on a streaming media server. Use Jing, Microsoft Expression Encoder, Camtasia Studio, Articulate or similar resources to record, edit, create, encode and publish contents
  2. Creating a SharePoint site collection just for training where users can practice 
  3. Use step by step word / PDF guide divided into chapters that users can download and print. Make training contents relevant to the training site collection is most valuable
  4. Using WebEx to deliver live or on-demand training and also use Webex LMS with user registration
  5. Using LMS format training
  6. Conducting pre-training and post-training surveys to measure the trainee’s skillset, performance and training effectiveness.
  7. Structuring training based on roles is best. That was users increase their knowledge level and will be motivated to move to next role training
  8. Create a FAQ Blog under the training site collection where cover weekly / monthly posts on new topics, most frequent problem and other hot pressing issues.
  9. Tie your ticket support system with the SharePoint knowledge base within the training site collection. Don’t just fix or resolve issues, but document and create knowledge base that will go with you for long
  10. Please contact my company Softvative Inc for your Sharepoint, Project Server EPM / PPM and PMO training needs.
Keywords:
  • SharePoint end user training resources
  • SharePoint role based training resources
  • SharePoint best training resources
  • SharePoint video training resources
  • SharePoint LMS training resources
  • SharePoint training guides
  • SharePoint document based training
  • SharePoint On-Premises training
  • SharePoint Office 365 training
  • Best Sharepoint training in Minnesota
  • Best Sharepoint training MN
  • Best Sharepoint training in Midwest
  • SharePoint training in Minnesota
  • Office 365 SharePoint training
  • SharePoint Online training
  • ProjectServer end user training resources
  • ProjectServer role based training resources
  • ProjectServer best training resources
  • ProjectServer video training resources
  • ProjectServer LMS training resources
  • ProjectServer training guides
  • ProjectServer document based training
  • ProjectServer EPM training
  • ProjectServer MSPS training
  • MSProjectServer training
  • ProjectServer video training
  • ProjectServer role based training
  • ProjectServer training in Minnesota
  • Best ProjectServer training in Minnesota
  • Best ProjectServer training in MN
  • Best ProjectServer training in Midwest

HTTP Error 503 The service is unavailable error on SharePoint Central Admin Site

Tuesday, August 19th, 2014

HTTP Error 503 – The service is unavailable 

on SharePoint Central Admin Site

V: 1.0

Issue:

You launch SharePoint Central Administration website and get HTTP error 503. You are not able to work with the site.

SharePoint Central Admin Site showing HTTP Error 503
SharePoint Central Admin Site showing HTTP Error 503

Initial Diagnostics:

I went into the IIS Manager to check the Central Admin application pool.

  1. On the server, go to Administrative Tools and click IIS Manager
  2. In IIS Manager console click on Application Pools
  3. I found that the SharePoint Central Administration v3 application pool was showing as stopped. I started that app pool by highlighting it and choosing start
SharePoint Central Administration v3 application pool in IIS Manager
SharePoint Central Administration v3 application pool in IIS Manager
I launched SharePoint Central Admin site again and got the same HTTP Error 503. Looking at the IIS Manager > App Pool showed the CA app pool in stopped state again.

Windows Event Viewer Log Review

Windows Event Viewer > system logs revealed these errors.
Event IDs: 5021, 5057, 5059
Event Viewer Error 1

Log Name:      System
Source:        Microsoft-Windows-WAS
Date:          8/14/2014 1:23:17 PM
Event ID:      5021
Task Category: None
Level:         Warning
Keywords:      Classic
User:          N/A
Computer:      SPWFE01.domain.com
Description:
The identity of application pool SharePoint Central Administration v3 is invalid. The user name or password that is specified for the identity may be incorrect, or the user may not have batch logon rights. 

If the identity is not corrected, the application pool will be disabled when the application pool receives its first request.  If batch logon rights are causing the problem, the identity in the IIS 

configuration store must be changed after rights have been granted before Windows Process Activation Service (WAS) can retry the logon. If the identity remains invalid after the first request for the 

application pool is processed, the application pool will be disabled. The data field contains the error number.
Event Xml:
<Event xmlns=”http://schemas.microsoft.com/win/2004/08/events/event”>
  <System>
    <Provider Name=”Microsoft-Windows-WAS” Guid=”{524B5D04-133C-4A62-8362-64E8EDB9CE40}” EventSourceName=”WAS” />
    <EventID Qualifiers=”32768″>5021</EventID>
    <Version>0</Version>
    <Level>3</Level>
    <Task>0</Task>
    <Opcode>0</Opcode>
    <Keywords>0x80000000000000</Keywords>
    <TimeCreated SystemTime=”2014-08-14T18:23:17.000Z” />
    <EventRecordID>477340</EventRecordID>
    <Correlation />
    <Execution ProcessID=”0″ ThreadID=”0″ />
    <Channel>System</Channel>
    <Computer>SPWFE01.domain.com</Computer>
    <Security />
  </System>
  <EventData>
    <Data Name=”AppPoolID”>SharePoint Central Administration v3</Data>
    <Binary>2E050780</Binary>
  </EventData>
</Event>

Event Viewer Error 2
Log Name:      System
Source:        Microsoft-Windows-WAS
Date:          8/14/2014 1:23:17 PM
Event ID:      5057
Task Category: None
Level:         Warning
Keywords:      Classic
User:          N/A
Computer:      SPWFE01.domain.com
Description:
Application pool SharePoint Central Administration v3 has been disabled. Windows Process Activation Service (WAS) did not create a worker process to serve the application pool because the application pool 

identity is invalid.
Event Xml:
<Event xmlns=”http://schemas.microsoft.com/win/2004/08/events/event”>
  <System>
    <Provider Name=”Microsoft-Windows-WAS” Guid=”{524B5D04-133C-4A62-8362-64E8EDB9CE40}” EventSourceName=”WAS” />
    <EventID Qualifiers=”32768″>5057</EventID>
    <Version>0</Version>
    <Level>3</Level>
    <Task>0</Task>
    <Opcode>0</Opcode>
    <Keywords>0x80000000000000</Keywords>
    <TimeCreated SystemTime=”2014-08-14T18:23:17.000Z” />
    <EventRecordID>477341</EventRecordID>
    <Correlation />
    <Execution ProcessID=”0″ ThreadID=”0″ />
    <Channel>System</Channel>
    <Computer>SPWFE01.domain.com</Computer>
    <Security />
  </System>
  <EventData>
    <Data Name=”AppPoolID”>SharePoint Central Administration v3</Data>
    <Binary>
    </Binary>
  </EventData>
</Event>

Event Viewer Error 3
Log Name:      System
Source:        Microsoft-Windows-WAS
Date:          8/14/2014 1:23:17 PM
Event ID:      5059
Task Category: None
Level:         Error
Keywords:      Classic
User:          N/A
Computer:      SPWFE01.domain.com
Description:
Application pool SharePoint Central Administration v3 has been disabled. Windows Process Activation Service (WAS) encountered a failure when it started a worker process to serve the application pool.
Event Xml:
<Event xmlns=”http://schemas.microsoft.com/win/2004/08/events/event”>
  <System>
    <Provider Name=”Microsoft-Windows-WAS” Guid=”{524B5D04-133C-4A62-8362-64E8EDB9CE40}” EventSourceName=”WAS” />
    <EventID Qualifiers=”49152″>5059</EventID>
    <Version>0</Version>
    <Level>2</Level>
    <Task>0</Task>
    <Opcode>0</Opcode>
    <Keywords>0x80000000000000</Keywords>
    <TimeCreated SystemTime=”2014-08-14T18:23:17.000Z” />
    <EventRecordID>477342</EventRecordID>
    <Correlation />
    <Execution ProcessID=”0″ ThreadID=”0″ />
    <Channel>System</Channel>
    <Computer>SPWFE01.domain.com</Computer>
    <Security />
  </System>
  <EventData>
    <Data Name=”AppPoolID”>SharePoint Central Administration v3</Data>
    <Binary>
    </Binary>
  </EventData>
</Event>

Resolution

From Event Viewer system errors it was evident that I have to reapply the account / password for the Central Admin App Pool.

Reapply IIS Application Pool account and password
a. In IIS Manager, go to Application Pools
b. Highlight the ‘SharePoint Central Administration v3‘ application pool and click Advanced Settings under Actions section on right. (See IIS Manager screen shot above)

c. Under Process Model section, on Identity and go to advanced properties

IIS Manager > App Pool > Advanced Settings
IIS Manager > App Pool > Advanced Settings

d. Click on Set button

IIS Manager > App Pool > Advanced Settings > Set Button
IIS Manager > App Pool > Advanced Settings > Set Button

e. Enter the user name and password that will run Central Admin app pool

IIS Manager > App Pool > Advanced Settings > Set Button > Set Credentials
IIS Manager > App Pool > Advanced Settings > Set Button > Set Credentials

f. Click OK twice

At this point, I launched the SharePoint Central Administration website and it worked.

MS14-050 Critical Vulnerability in SharePoint 2013

Tuesday, August 12th, 2014

MS14-050 Critical Vulnerability in SharePoint 2013

V: 1.2

Recently Microsoft Security Bulletin MS14-050 has been released as Critical. It applies to following products:
  • Sharepoint Server 2013 (with or without SP1)
  • Sharepoint Foundation 2013 (with or without SP1)

Maximum Security Impact: Elevation of Privilege
Aggregate Severity Rating: Important

This security update may require reboot. 
This security update resolves one privately reported vulnerability in Microsoft SharePoint Server. An authenticated attacker who successfully exploited this vulnerability could use a specially crafted app to run arbitrary JavaScript in the context of the user on the current SharePoint site.
Microsoft Security Bulletin MS14-050 – August 2014

MS Knowledge Base Articles
MS14-050: Vulnerability in Microsoft SharePoint Server could allow elevation of privilege: August 12, 2014

MS14-050: Description of the security update for SharePoint Services: August 12, 2014

Common Vulnerabilities and Exposures

NIST National Vulnerability Database – Vulnerability Summary for CVE-2014-2816
http://web.nvd.nist.gov/view/vuln/detail?vulnId=CVE-2014-2816

Updates Replaces by this update – MS14-022

Download MS14-050 – Security Update for Microsoft SharePoint Enterprise Server 2013 (KB2880994)

Mitigating Factors
No mitigating factors have been identified.

Workaround:
For SharePoint instances, evaluate and remove apps as appropriate. Install new apps from trusted sources only.

Security Tools:

Sharepoint On Premise Office365 and Hybrid – Pros, Cons and Comparison

Sunday, August 10th, 2014

SharePoint On Premise Office365 and Hybrid –

Pros, Cons and Comparison

On SharePoint fronts there has been so much going on with different editions and versions. I created this presentation to do a quick overview, Pros / Cons and comparison of three flavors of SharePoint:

  1. SharePoint On-Premise
  2. Office 365 SharePoint
  3. Hybrid (combination of 1 and 2)

View my presentation and email me your feedback.

Sharepoint 365 Initial Talking Points

Thursday, July 31st, 2014

Sharepoint 365 Initial Talking Points

V: 1.0

With Office 365, Microsoft introduced the SharePoint Online aka SharePoint 365 version. Recently I’ve been going through lots of information on SharePoint 365 version. I came up with few initial talking points to give a good start with the Office 365 SharePoint.

There are many things to consider when thinking of migration:

  • User experience
  • Identity management
  • Data Security
  • Feature set
  • Integration with internal systems
  • Even how you budget your dollars for next year

Suggestions:

  1. Role Based Access Control
  2. Two Factor Authentication
  3. Combine Search results from On-Premise and Office 365 SharePoint
  4. Multiple Authentication Options

a. MS Online ID        Example: faisal.masood@softvative.onmicrosoft.com
b. MS assigned Org ID AD Login Example: ADDomainfmasood
c. MS assigned Org ID ADFS Login Example: faisal.masood@softvative.onmicrosoft.com accessing partner organization’s resources

AD Integration Options:

a. Directory Sync OnlyDirSync. Runs every 3 hr and uses SQLExpress for less than 50K AD objects. For more objects, use full SQL. No Full SSO or 2FA
b. Directory Sync and SSO Suited for large orgs. Needs HA for ADFS. 2FA possible. Identities managed on-premises.

AD Integration Requirements:

a. Requires your AD forest at 2003 level
b. Use x64 bit DirSync tool. 32bit deprecated
c. For ADFS setup Win 2008 or 2012 server. Can be virtual
d. Dirsync tool can be setup with one-way or two-way sync. Two-way sync required for hybrid scenarios and can’t be switched back to one-way.
e. Use Office 365 deployment readiness tool to check your on-premises AD
f. Have the AD DC, ADFS, DirSync on separate servers

Reference Links:

1. Steps to configure Single Sign On for Office 365
http://blogs.msdn.com/b/sharepoint__cloud/archive/2011/12/07/steps-to-configure-single-sign-in-for-office-365.aspx

2. Using multiple federated domains in Office 365 with Okta

https://community.okta.com/docs/DOC-1266

3. Microsoft Office 365 Deployment Readiness Tool

https://technet.microsoft.com/en-us/library/hh852475.aspx

4. ADFS with Office 365


5. Description of Update Rollup 1 for Active Directory Federation Services (AD FS) 2.0

http://support.microsoft.com/kb/2607496

6. Support for Multiple Top Level Domains

https://support.microsoft.com/en-us/help/2797939/supportmultipledomain-switch–when-managing-sso-to-office-365

7. 10 things you should know about Office 365 before signing up

http://www.bfcnetworks.com/blogs/alexpearce/10-things-you-should-know-about-office-365-before-signing-up/

8. Use third-party identity providers to implement single sign-on

http://technet.microsoft.com/en-us/library/jj679342.aspx

9. How To Install ADFS 2012 R2 For Office 365

http://blogs.technet.com/b/rmilne/archive/2014/04/28/how-to-install-adfs-2012-r2-for-office-365.aspx

10. Remote Authentication in SharePoint Online Using Claims-Based Authentication

http://msdn.microsoft.com/en-us/library/hh147177.aspx

11. Ignite Office 365


12 SharePoint Online Service Description

https://technet.microsoft.com/en-us/library/jj819267.aspx

13. Multi-Factor Authentication for Office 365

http://blogs.office.com/2014/02/10/multi-factor-authentication-for-office-365/

 

Primer on Sharepoint Excel DataRefresh Settings

Sunday, June 1st, 2014

Primer on SharePoint Excel Data Refresh Settings

V 1.2

There are different places where you can configure the Excel data refresh settings for external data when using it with SharePoint.

a. Microsoft Excel file Data Connection Properties
b. Excel Web Viewer refresh option – viewing files in Excel Web Access
c. In Central Admin > Excel Services > Trusted File Locations
d. SharePoint Excel Web Part Properties

I created this Excel Data Refresh Options Chart that I’ve used on different projects. It shows external data refresh option in standalone MS Excel file, Excel file in a SharePoint library, in Excel Web Access and in Excel Web Access Web Part. It also shows different roles around Excel in an organization. Excel Workbook Author in some organization could be different than the SharePoint Site Admin that sets the web parts.

Softvative – MS Excel External Data Refresh Options Chart

a. MS Excel Data Connection Properties

1. Open your MS Excel file that has the data. Click on Data Ribbon tab and then click Connections.

MS Excel Data Connections Menu

2. Select one of the existing connections in your workbook and then click on Properties button.

MS Excel Data Connections Dialog Box

3. Under the Usage tab, under Refresh Control section there are refresh data settings:

  • Enable background refresh
  • Refresh every n minutes
  • Refresh data when opening the file
  • Remove data from the external data range before saving the workbook
MS Excel Data Connection – Refresh Control Settings

b. Excel Web Viewer refresh option – viewing files in Excel Web Access

You need to have SharePoint Enterprise edition for Excel Services. Hover mouse over an Excel file in a library, click on drop down arrow on right side to bring the menu and choose ‘View in Browser‘.

SharePoint Excel File in a Document Library – View in Browser

 When MS Excel file opens up in Excel Web Access, click on Data menu. SharePoint users will see these two options:

  • Refresh Selected Connection
  • Refresh All Connections
SharePoint – Excel Web Access – Data Refresh Options

c. In Central Admin > Excel Services > Trusted File Locations

Follow these steps to review / configure the Excel Services Refresh Settings. 

1. Go to SharePoint Central Admin Website 
2. Click on ‘Application Management‘ on left navigation
3. Click on ‘Manage Service Applications‘ link and then click on your Excel Service Application name
4. Click Trusted File Location

SharePoint – Excel Services Application

5. Hover mouse over one of your trusted file location and from drop down menu choose Edit.

SharePoint – Excel Web Services – Trusted File Locations

6. Scroll down and review / update values as appropriate under External Data section > External Data Cache Lifetime section for automatic and manual refresh. Default setting for both is 300 seconds (5 minutes)

  • Automatic refresh (periodic / on-open)
  • Manual Refresh

SharePoint – Excel Services – External Data Cache Lifetime

d. SharePoint Excel Web Part Properties

1. Create a new page or using existing page. Edit the page by clicking on Page ribbon tab > Edit Page. (or Site Settings > Edit Page)

SharePoint – Edit Page

2. Click on ‘Add a Web Part‘ link
3. Click on ‘Business Data‘ under Categories and then click on ‘Excel Web Access‘ under Web Parts section. Click Add button on the right side of the screen.

SharePoint – Add Web Part – Categories > Excel Web Access

4. Excel Web Access – Select a Workbook web part will come up on your page. Click on link that says ‘Click here to open the tool pane

SharePoint – Excel Web Access – Select a Workbook

5. Excel Web Access Web Part Properties section comes up on the right side of the page. Select an Excel file under Workbook field.

SharePoint – Excel Web Access Web Part Properties – top

SharePoint – Excel Web Access Web Part Properties – bottom

The default refresh connection settings on that web part are:

Section Option Default
Toolbar Menu Command Refresh Selected Connection, Refresh All Connections Checked
Interactivity Periodically Refresh if Enabled in Workbook Unchecked

You can leave the default setting for “Refresh Selected Connection, Refresh All Connections” to have that refresh option for your end users. Alternatively you can uncheck that option to remove refresh connection option for your users.

6. Optionally expand the Advanced property section of the web part and uncheck following options:
Allow Close
Allow Hide
Allow Editing in Personal View

SharePoint – Web Part Advanced Properties

7. Click Apply at the bottom right of the web part properties.
8. Review the Excel Web Access file and go to Data menu and see Refresh options.
9. Edit the web part properties again and uncheck the option “Refresh Selected Connection, Refresh All Connections“. Click Apply to save changes. Now review the Data menu and you will notice the refresh options are now removed.

SharePoint – Excel Web Access – Data menu

10. Excel Web Part property ‘Type of Toolbar‘ is by default set to full. That displays toolbar options based on settings. You can set that option to Summary, Navigation or none. These settings also hide or show refresh options in the Excel Web Access tool bar.

References:

External Data Cache Lifetime reference:
http://technet.microsoft.com/en-us/library/ff191194(v=office.14).aspx

Excel 2007 with Excel Services Reference
http://office.microsoft.com/en-us/sharepoint-server-help/refresh-external-data-in-excel-services-HA010105474.aspx

Excel Web Access Web Part custom properties (Sharepoint 2010)
http://office.microsoft.com/en-us/sharepoint-server-help/excel-web-access-web-part-custom-properties-HA010377893.aspx

Getting Started with Excel Services and Excel Web Access
http://office.microsoft.com/en-us/sharepoint-server-help/getting-started-with-excel-services-and-excel-web-access-HA010377881.aspx

Excel Services 2010 Data Refresh Flowchart: What is going on behind the scenes
http://blogs.technet.com/b/tothesharepoint/archive/2011/07/29/troubleshooting-excel-services-data-refresh.aspx

Excel Services data refresh flowchart
http://technet.microsoft.com/en-us/library/hh369968.aspx

Overview of connecting to (importing) data
http://office.microsoft.com/en-us/excel-help/overview-of-connecting-to-importing-data-HP010342748.aspx

Excel 2010 – Connection Properties
http://office.microsoft.com/client/helppreview14.aspx?AssetId=HA010342299&lcid=1033&NS=EXCEL&Version=14&tl=2&queryid=&respos=1&HelpID=22115

Excel 2010 – Refresh connected (imported) data
http://office.microsoft.com/client/helppreview14.aspx?AssetId=HP010342826&lcid=1033&NS=EXCEL&Version=14&tl=2&queryid=&respos=1&HelpID=199707

Configure Excel Services data refresh by using the unattended service account (SharePoint Server 2010)
http://technet.microsoft.com/en-us/library/hh525344(v=office.14).aspx

Configure Excel Services data refresh by using external data connections (SharePoint Server 2010)
http://technet.microsoft.com/en-us/library/hh525341(v=office.14).aspx

Keyword:

  • SharePoint  BI
  • Excel Web Access BI
  • Excel Web Services BI
  • SharePoint Business Intelligence
  • Softvative SharePoint BI Data Refresh Chart
  • Data Refresh Chart
  • Excel Data Refresh Options
  • Excel Data Refresh Settings
  • Excel Automatic Data Refresh Options
  • Excel Manual Data Refresh Options

MySite Deleted by MySite Cleanup Job

Wednesday, May 21st, 2014

Version 1.5

Applied To: SharePoint 2010, 2013, 2016, SharePoint Online

Situation:

Lot of users lost their SharePoint MySite. The site got deleted and they were not able to see any data in their MySite. In some situations, users were prompted for the creation of new MySite. Most of the deleted sites were for inactive users though.

MySite Cleanup Process Chart:

I created an initial version of the following MySite Cleanup Job Process for overview.

SharePoint User Profile MySite Cleanup Job Process by Softvative Inc

Cause:

SharePoint Server has a ‘My Site Cleanup Job’ as a Timer Job. The job runs every hour. You can view the job at this location:

SharePoint Central Administration website > Monitoring > Under ‘Time Jobs’ click ‘Review Job Definitions‘ > Scroll to the bottom of the page and go to next page. Look for ‘My Site Cleanup Job‘ and click on it.

SharePoint My Site Cleanup Job

The function of My Site Cleanup job is to delete the user profile and My site of users that are queued for deletion.

Conditions that will mark the account for deletion:

The user profile and My site will be marked for deletion if any of the following conditions is met.

a. account is deleted in AD (Active Directory)
b. account is disabled in AD
c. SharePoint Profile Sync connection is modified with additional filters, deleted, recreated (e.g filter like exclude user with Department = Terminated)
d. account is moved to an AD OU that is not part of SharePoint Profile Sync

Test Scenario:

I used six test accounts with few of those having managers listed in AD account. The SharePoint Profile Sync added those to the SharePoint profile. Later I logged in as those test users and created their my sites by clicking on the link. Alternatively click username drop down on top right, choose My Site from dropdown. Then click on ‘My Content‘ link on top left.

http://mySiteHost.domain.com/_layouts/MySite.aspx

Then I deleted one, disabled two and moved to a different OU one account. That left the two out of six test accounts as untouched in AD.

Subsequent user profile run marked the accounts based on those conditions with bDeleted =1 in SQL tables. That in layman terms – the site is queued for deletion.

I got following email notification for one of the test account that was setup as my Direct Report in AD accounts properties.

The My Site of Test User 5 is scheduled for deletion in 14 days. As their manager you are now the temporary owner of their site. This temporary ownership gives you access to the site to copy any business-related information you might need. To access the site use this URL: http://mysiteHost.domain.com/personal/testuser5

After 11th day, I got same email but with deletion in 3 days.

SharePoint MySite Cleaner job then looks at the bDeleted=1 and notifies the user’s Manager if one was listed in AD, or Secondary MySite Owner if no manager was configured. It sends second notification after 11 days. After 14 days it deletes the site. In few situations, I’ve seen users were actively working in SharePoint when their My site got deleted. That happens after changes made by AD Team or SharePoint team (conditions above – Conditions that will mark the account for deletion) but after 14 days the site will be deleted even if the changes were reverted.

 

SQL Query to check SharePoint user profiles / My Sites marked for deletion:

I then used the following SQL queries to find the status. It is not a recommended method, use it at your own risk.

1. Use the following query to check the accounts that are marked for deletion. 
— Check the Sharepoint User Profile accounts that are marked for deletion
select * from [Profile DB].[dbo].[UserProfile_Full] with (nolock)
where bDeleted =1
order by PreferredName

2. SQL Query to check the Email Notification Status sent to Manager or Secondary Mysite Owner:
–Query the MysiteDeletion Email Notification status in User Profile DB in Sharepoint
select * from [Profile DB].[dbo].[MySiteDeletionStatus] with (nolock)
–where NotificationStatus = 1 — Email sent to Manager or Seconday contact that site will be deleted in 14 days
— where NotificationStatus = 2 — Email sent to Manager or Seconday contact that site will be deleted in 3 days

3. SQL Query to find the users My Site in MySite Content DB – AllWebs Table
–SQL Queries to check the users under MySite Web App / Content DB
SELECT FullUrl, Title, RequestAccessEmail 
FROM [WSS_Content_MySites].[dbo].[AllWebs]
order by FullUrl

4. SQL Query to check the users info in MySite content DB – UserInfo Table
— Another Query to check users Info under MySite Content DB / MySite Web App
select * from [WSS_Content_MySites].[dbo].[UserInfo] with (nolock)
order by tp_Login

Recommendations:

a. Make sure to test your User Profile Synchronization Connections in pre-production first.

SharePoint Central Admin > Application Management > Manage Service Applications > Click on User Profile Synchronization service application > Click ‘Configure Synchronization Connections’ under Synchronization section. Hover mouse over the connection name, click on drop down, and choose Edit to change the selection of Active Directory OU in the sync. Choose ‘Edit Connection Filters’ from the previous connection page to review / update filters.

SharePoint User Profile Service Application – Synchronization Connection

b. Partially Disable the ‘My Site Cleanup Job’ when editing Profile Sync connection. Later make sure to enable the job. My Site Cleanup Job performs some other cleanups as well like Organization Browser list, People Picker etc.

c. Make sure the ‘Secondary MySite Owner’ account listed has an email address that is monitored by the SharePoint Team or those email get forwarded to SharePoint Team to act on it.

d. Make it as part of SharePoint Governance & training that Managers should notify SharePoint Team when they get the email notification for site deletion with in 14 days.

e. Monitor / control changes done in Active Directory that will impact SharePoint users. Example like moving AD account to a different OU that is not part of share point User Profile Sync.

SharePoint Online / OneDrive for Business

OneDrive for Business stores documents under user’s mysite (part of User Profile) in SharePoint Online (Office 365). Use the following Microsoft KB article for reference:
 
OneDrive for Business retention and deletion – https://support.microsoft.com/en-us/kb/3042522
 
Use OrphanedPersonalSitesRetentionPeriod parameter of Set-SPOTenant PowerShell cmdlet to increase the value of 30 content deletion from default value of 30 days to a higher value. Email notification will still be sent notifying contents will be deleted in 30 day and 7 days. https://technet.microsoft.com/en-us/library/fp161390.aspx
 
Use IncludeOnlyPersonalSite and Limit parameters of Get-SPODeletedSite Powershell cmdlet to get the list of Personal sites (OneDrive for Business contents) that are marked for deletion. https://technet.microsoft.com/library/fp161365.aspx
 
Use SharePoint Online eDiscovery to put a hold on deletion of Mysite (OneDrive For Business) contents. Create a new site collection using eDiscovery template in your SharePoint Online Tenant if you don’t have eDiscovery site in place.
 

Note:
I’ll cover the process on how to analyse and recover the deleted MySites in situations where bulk of Mysites got deleted. That is to see which sites had data and which ones were just not actively used MySites or deleted MySites without any documents to recover. I’ll try to cover the use of PowerShell commands Get-SPDeletedSite and Restore-SPDeletedSite.

References:
1. http://blogs.msdn.com/b/kaevans/archive/2012/06/25/top-recommendations-for-managing-the-my-site-cleanup-timer-job.aspx
2. http://blogs.technet.com/b/fromthefield/archive/2013/07/25/windows-powershell-script-to-output-site-collection-information.aspx

Search Keywords:

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Symantec Antivirus for SharePoint Doesn’t Allow File Upload

Friday, May 16th, 2014

Scenario:

A user tries to upload a file to a SharePoint document library and get the following error message:
The installed virus scanner is currently unavailable. If the problem persists, contact your administrator.
Symantec Antivirus for SharePoint causing Upload Error – The installed virus scanner is currently unavailable

Cause:

Symantec Antivirus for SharePoint has two components. Console and Protection Engine. Symantec Protection Engine if disabled or not running, can prevent users from uploading files to SharePoint. That behavior is triggered by the default configuration settings of the Symantec Antivirus for SharePoint. Notably under ‘Real-Time scan Settings‘ area within SharePoint Central Administration site.
Symantec Antivirus for SharePoint – Real-Time Scan Settings – Default

Resolution:

Make sure to allow the Bypass configurations in cases where Protection Engine is disabled / offline.
Steps:
1. Go to Central Administration home
2. Click on ‘Real-time Scan Settings’ under ‘Symantec Protection 6.0 for SharePoint Servers’ section.
Symantec Antivirus for SharePoint – On Central Admin Site Home
3. Enable these settings by configuring the check boxes:
   a. Bypass scanning when all Symantec Protection Engines are busy or offline 
   b. Bypass scanning when all Symantec Protection Engines are disabled
   c. Scan all content that was bypassed when all Symantec Protection Engines were offline or busy
The first two (a and b) settings will allow the users to upload files even when Symantec Protection Engines are busy, Offline or disabled. The third c setting will scan the files that were bypassed when Protection engine was offline or busy.
Symantec Antivirus for SharePoint – Real-Time Scan Settings – Revised
4. Click Save button at the bottom
After saving these configuration changes, the users should be able to upload files.
Symantec Antivirus for SharePoint – Allowed the File Upload after Revised Settings

Security Risk:

There is security risk there though. Doing so will allow users without Antivirus to upload infected files to SharePoint. That will be a major risk for internet facing deployments. In my case it was a non-production SharePoint. Always weigh-in the pros and cons of productivity loss versus the security issue in some of these situations.
Few Related Search Terms:
Symantec Antivirus for SharePoint Doesn’t Allow File Upload
Upload failed when antivirus scanner is unavailable
Symantec Protection Engine failure stops the file upload in SharePoint