Friday, June 18, 2010

How To: In Place Record Views in SharePoint 2010

One of the great new features in SharePoint 2010 is the In Place Record declaration. This allows a user to apply Records management to any file in a document library.

To enable this feature, you must first activate the In Place Records feature in your site collection. Next, for a given library, go to its settings and choose “Record Declaration Settings”. Choose “Always allow the manual declaration of records”.

 Declare Record Settings

This will allow the Declare Record button to appear in the ribbon.

Declare Record

Now that you have a collection of records and documents in the library, you will probably wish to sort them using views. I like to create two extra views: Active (which means all active documents or “non-records” and All Records (which means anything declared as a record).

It is easy to create the views once you know the steps. The following steps come from my colleague Hoking:

To make the views, you need to first enable in-place records management in the library settings.  Then you need to actually declare 1 document as a record manually - this is in order to get the "Declared Record" field visible in the create/modify view pages.  For the Active view, filter on Declared Record equal to [blank], as in don't enter a value for the field.  For the All Records view, set the filter on Declared Record not equal to [blank].

Hope that helps!

Sunday, June 13, 2010

MOSS 2007 Service Pack 2 Backup May Lock and Remove Site Actions Options

We had a very strange error suddenly appear on a client’s site last week – we got the following email:

Anyone know what's happening with site actions menu on the top level site of [the website]? I have limited menu options - i.e. there is no site actions, edit page, create page, create site, etc.

Our support team looked into this and figured out the following:

The issue appeared on the top-level site collection due it being set to “Read-Only” after a backup locked the site and then failed to release it. Changing it to “Not locked” immediately restored the menus.

This is what our guys had to say:

In SP2, Microsoft added a feature to STSADM to automatically lock the site collection during a backup:

“In Service Pack 2 for SharePoint Products and Technologies, site collections are automatically locked as read-only before a backup process occurs. Therefore, there is no need to use the Setsitelock: Stsadm operation (Windows SharePoint Services) operation. If you do not want site collections to be locked as read-only, you must specify the nositelock parameter that is available in Windows SharePoint Services 3.0 with Service Pack 2 (SP2).”

It is likely that some kind of error or exception interrupted the scheduled backup, and as a result the lock was not removed.

Here is the page link: http://[your address]/_admin/sitequota.aspx.

Hope that helps others out!

Wednesday, June 09, 2010

SharePoint 2010 Bug: Cannot Rename Title On Validated List

My colleague David has noticed what seems to be a bug in SharePoint 2010 on lists that have validation applied to them. If you try to rename the title, it will cause an error. The "fix" is to remove the validation and then the renaming can occur as normal. We're doing some more testing to see if there is a workaround. It would be a shame as we are already using and enjoying the list validation functionality.

I'll update if we find a workaround.