Thursday, October 15, 2009

Updating Existing Alerts After URL Change

When you change your SharePoint URL it does not automatically update alert subscriptions to reflect the change. For example, changing the URL from to would result in Alerts holding the old URL rather than taking the new. This is because those Alert Subscriptions are holding absolute paths. When you change the SharePoint URL, you will also need to take these additional steps (NOTE: I'm suggesting doing this in the database, so use at your own risk):

Run the following against SQL:
update immedsubscriptions
set siteurl = replace(siteurl,'http://', 'https://')

update schedsubscriptions
set siteurl = replace(siteurl,'http://', 'https://')

Note that you need to update both the immediate subscriptions table and the scheduled subscriptions tables.
To run these you need to connect to your content database in SQL Server Management studio, open a new query window and run the above SQL.

Wednesday, October 14, 2009

Hiding Columns in Lists/Library Views and Forms

When creating lists and libraries in SharePoint, sometimes it necessary to hide certain information from users. You can easily create custom views and uncheck columns which you don’t want users to see, however, users will also be able to see/edit the unchecked items in the newform.aspx page (when you click new). So, here’s an additional step to make sure that you hide columns not only from views, but from the form:

1. Navigate to the list or library which you need to hide the columns

2. Under General Settings, select Advanced Settings

3. Next to Content Types, select Yes to Allow management of content types

4. Click OK

5. Back in the Settings page, you will now notice a heading for Content Types

6. Select the existing Content Type to edit it

7. In the Content Type settings page, select the columns which you wish to hide.

8. There are three options to choose from:

· Required (Must contain information)

· Optional (May contain information)

· Hidden (Will not appear in forms)

9. Select Hidden to hide the column from the form

10. Click OK when you are complete.

Don’t forget to uncheck the hidden column from your Views as well on the List/Library Settings page

Tuesday, October 13, 2009

Updating Profile Information in SharePoint 2007

Once you have added users to a SharePoint environment, you may have the need to update their information. For example, if a user’s last name changes and they want to modify their email address or user name. Luckily, SharePoint uses ADUIDs to help synchronize information in the system. Since it’s very unlikely that the ADUID will ever change, this is a great model and means you can change information as you need without harming the system. However, let’s say you’ve updated Active Directory and the updates in SharePoint still don’t show up. Here’s how to update that information:

1. As a Farm Administrator, navigate to the Central Administration Page

2. Select the Shared Service Provider used to host the site where the user wants to change information

3. Under the User Profiles and My Sites heading, select User Profiles and Properties

Note: You can check the Import schedule for full and incremental. What causes the issue of Profile information not updating is when there is no full import scheduled. SharePoint will “see” the ADUIDs match and won’t update the information. Schedule a full import to allow this process to be automatic

4. From the User Profiles and Properties screen, select View User Profiles

5. Locate the user which you wish to update. Hover over the user to see the dropdown menu. Select Edit from the dropdown menu.

6. From the Edit User Profile screen you will be able to change all profile information for the user.

When done, click Save and Close

Monday, October 12, 2009

Start or Stop a Full Crawl in Windows SharePoint Services 3.0

Sometime the crawl in Windows SharePoint Services gets stuck, doesn’t run or simply misses sites because of other issues (security, configuration, etc.). In MOSS and Search Express, it’s easy to kickoff full crawls when these kinds of problems happen. You would need to initiate a full crawl, because nothing new would be crawled during the outage and when you have resolved your search problems, you would be missing that data in your results.

Thankfully, this one is quite easy. Utilizing the STSADM command out of the hive, you can start and stop full crawls. In some cases, I've even added this as a scheduled windows task to make sure that WSS runs a weekly full crawl.

To start a full crawl of the content, use the following syntax:

Stsadm -o spsearch -action fullcrawlstart

To stop a full crawl of the content, use the following syntax:

Stsadm -o spsearch -action fullcrawlstop

Remove Metadata and Personal Information from a document

So you have collected a lot of Metadata on your Office 2007 document and you are ready to publish the final document and share the document. However, before you share an important document you probably want to review the contents of the document to ensure that everything is correct and the document does not contain anything you do not want to share with other people, especially hidden data or personal information that might be stored in the document itself or in the document properties (metadata). Here’s how to do it:

  1. Open the Office document that you want to inspect for hidden data or personal information.
  2. Click the Microsoft Office Button, click Save As, and then type a name in the File name box to save a copy of your original document.

It is a good idea to use the Document Inspector on a copy of your original document because it is not always possible to restore the data that the Document Inspector removes.

  1. In the copy of your original document, click the Microsoft Office Button, point to Prepare, and then click Inspect Document.
  2. In the Document Inspector dialog box, select the check boxes to choose the types of hidden content that you want to be inspected.
  3. Click Inspect.
  4. Review the results of the inspection in the Document Inspector dialog box.
  5. Click Remove All next to the inspection results for the types of hidden content that you want to remove from your document.

If you remove hidden content from your document, you might not be able to restore it by clicking Undo.

The inspectors for Comments and Annotations, Document Properties and Personal Information, and Headers and Footers cannot be used in an Excel workbook that has been saved as a shared workbook (Review tab, Shared Workbook command). This is because shared workbooks use personal information to enable different people to collaborate on the same workbook. To remove this information from a shared workbook, you can copy the workbook, and then unshare it. To unshare a workbook, on the Review tab, click Shared Workbook. On the Editing tab, clear the Allow changes by more than one user at the same time check box.