Document Library Planning

Document library planning (SharePoint Foundation 2010)
SharePoint Server 2010 This topic has not yet been rated - Rate this topic Published: May 12, 2010 This article describes how to plan document libraries in your Microsoft SharePoint Foundation document management solution. In this article:

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Determine library type Plan the flow of content Plan Information Rights Management

Document libraries are collections of files on SharePoint Foundation 2010 that you share with other site users. Most document management features are delivered through document libraries. As part of document management planning, you should determine the kind of document libraries that best fit your organization's needs. If you plan document libraries for multiple sites, you might have to plan the flow of content from one site to another. If you plan to use document libraries as storage locations, you can customize the Microsoft Office Professional 2010Open dialog box and the Save dialog box to ensure that documents are stored in the preferred location. Before reading this article, you should understand the document management process described in Document management overview (SharePoint Foundation 2010) Document management overview (SharePoint Foundation 2010) This article provides a high-level description of the various elements of a document management solution that is based on Microsoft SharePoint Foundation 2010. In this article: The elements of a document management system The planning process Document management controls the life cycle of documents in your organization — how they are created, reviewed, and published, and how they are ultimately disposed of or retained. Although the term "management" implies that information is controlled from the top of the organization, an effective document management system should reflect the culture of the organization that uses it. The tools that you use for document management should be flexible enough to enable you to tightly control a document's life cycle, if that fits your enterprise's culture and goals, but also to let you implement a more loosely structured system, if that better suits your enterprise. The elements of a document management system

An effective document management solution specifies the following:

What kinds of documents and other content can be created in an organization.

What template to use for each kind of document.

What metadata to provide for each kind of document.

Where to store a document at each stage of its life cycle.

How to control access to a document at each stage of its life cycle.

How to move documents within the organization as team members contribute to the documents' creation, review, approval, publication, and disposition.

SharePoint Foundation 2010 includes features that implement all these aspects of document management. To ensure that information workers can easily take advantage of these capabilities without having to depart from their day-to-day operations and familiar tools, applications in the Microsoft Office system — such as Microsoft Outlook and Microsoft Word — also include features that support each stage in a document's life cycle. The planning process The document management planning process consists of the following major steps: Identify document management roles Ensure that your plans incorporate the feedback of your organization's key stakeholders, you have the best team to implement the solution, and you know who will participate in document management processes. Analyze document usage After you identify who works on documents, determine the kinds of documents they work on and how they use them. For more information, see Identify users and analyze document usage (SharePoint Foundation 2010). Plan the organization of documents You can organize documents in site collections, sites, and libraries. SharePoint Foundation 2010 offers a range of features to help organize and store documents, from specialized sites to loosely structured document libraries for quick document creation and collaboration. Within a library, you can further organize content into folders and subfolders. For more information, see Document library planning (SharePoint Foundation 2010). Plan how content moves between locations It might be necessary to move or copy a document from one site or library to another at different stages of its life cycle. For example, the publishing process might include moving a document from a staging site to a public Internet site. For more information, see "Plan the flow of content" in Document library planning (SharePoint Foundation 2010). Plan content types Use content types to organize information about documents, such as metadata, document templates, and workflow processes. This is an important step to help you organize your documents and enforce consistency across your organization. For more information, see Content type and workflow planning (SharePoint Foundation 2010). Plan workflows When you plan workflows for your organization, you can control and track how documents move from one team member to another as each participant collaborates in a document's life cycle. SharePoint Foundation 2010 includes workflows for common team tasks such as reviewing and approving documents. SharePoint Foundation 2010 also supports creating and installing custom workflows. For more information, see Content type and workflow planning (SharePoint Foundation 2010). Plan content control You can plan the appropriate degree of control based on content type or storage location. For example, you might require that documents in a particular library be checked out before they can be edited. For more information, see Versioning, content approval, and check-out planning (SharePoint Foundation 2010).

Determine library type
When you identify which document libraries best match your organization's needs, you might also determine that you need multiple sites or site collections. For example, if you are authoring content for publication to external customers, you might need one site in which to author and review content and a separate site, perhaps in a separate SharePoint Foundation 2010 installation, in which to publish your content.

When you plan document libraries for multiple sites, you might also have to plan how content flows from one site to another — by manual processes, workflows, or custom solutions. For more information, see Plan the flow of content, later in this article. The following table lists typical uses of document libraries.

Library

Purpose

Library in a team site Collaboration; easy sharing of content among peers; content control, such as versioning; SharePoint Foundation 2010 search. Library in a portal area Slide library Content that is intended for a wider audience in the organization; similar to a library in a team site, but typically implemented by using a stricter review and approval process. Support for sharing, managing, and reusing Microsoft PowerPoint slides. Note:

Do not create folders in a slide library if you know that content from this site will be deployed to another farm or site collection by using content deployment. Sites that contain slide libraries with folders cannot be imported or exported.
The following example shows how to use the analysis that you completed in the Analyze document usage section in Identify users and analyze document usage (SharePoint Foundation 2010) to help you plan document library organization for your enterprise. In this example, Contoso Ltd. delivers content to clients based on market research. The content is created primarily by consultants who operate remotely. This is performed in a cycle in which the following steps occur: 1. 2. 3. 4. 5. 6. 7. A partner evaluates engagement ideas and requests for proposals. After a contract is established, a project manager assembles a team of consultants and creates an engagementspecific working site in which the results of the research are recorded and the project is completed. When the project is finished, the deliverable documents are published to a secured Internet site, where customers have access to them. The team writes best practices documents and case studies based on the project. Knowledge managers collect, organize, and archive the best practices and other documents. Deliverables, contracts, and other documents are retained as corporate records. By using the content maintained by the knowledge managers, partners evaluate opportunities and create new proposals.

The following table shows a document usage analysis for this scenario.

Documents

Purpose

Author Project leader Project leader Lawyer

Users Sales manager; project leader Project managers; project team members; customers

Format .docx .docx

Engagement ideas Develop new customer and requests engagements Proposals Contracts Research results and project deliverable drafts Deliverable documents Describe a proposed customer engagement Commit to a consulting engagement

Project leader; project manager; .docx sales manager; customers Editors; technical reviewers .docx and other types .pdf

Generate documents related to the Project leader; customer engagement project contributor; consultant Generate final deliverables, probably converted from .docx format Project leader

Customers

Best practices and Capture organizational knowledge Project contributor; All team members case study consultant; documents knowledge manager
This document usage analysis suggests the following requirements:

Various types

• • • •

Project leaders need libraries in team sites for storing engagement ideas, engagement requests, and proposal drafts. Lawyers need libraries in a portal or on a centralized document management site for storing contract templates and active contracts. Project leaders and contributors need libraries in team sites for authoring research results, deliverables, and case studies. Customers need libraries in an Internet site for viewing final deliverables.

Plan the flow of content
Content in a document management solution is often dynamic, moving from one site to another as needed to meet users' needs. When you plan document libraries, therefore, you often plan the flow of content from one library or site to another. SharePoint Foundation includes the following ways to move content, either manually or dynamically:

•

You can create custom workflows that copy or move content from one site or library to another. A workflow guides a document through a business process and assigns tasks to participants when their role in the document's life cycle becomes active. A workflow can be designed to move a document from one site or library to another. For information about how to plan workflows, see Content type and workflow planning (SharePoint Foundation 2010) and Plan workflows (SharePoint Foundation 2010).

• • • •

Authors can copy a document to a library in any site in which they have authoring permissions. The relationship between the source and the destination document is maintained so that the copy can be refreshed as needed. By using Web Folders or Network Places, an author can manually copy or move the content of a document library from one library or site to another. By using the Copy command, an author can copy documents to the Document Center site. By using a custom workflow, an author can copy documents to document libraries on the Internet site.

Plan Information Rights Management
Information Rights Management (IRM) enables content creators to control and protect their documents. The contents of rights-managed documents are encrypted and supplied with a publishing license that imposes restrictions on users. These restrictions vary depending on the level of users' permissions. Typical restrictions include making a document read-only, disabling copying of text, not allowing users to save a copy of the document, or preventing users from printing the document. Client applications that read IRM-supported file types use the issuance license inside an IRM-managed document to enforce the restrictions on users who access the document. For more information about IRM as it is implemented by Rights Management Services (RMS), see RMS FAQ (http://go.microsoft.com/fwlink/p/?LinkId=230459). Microsoft SharePoint Foundation 2010 supports using IRM on documents that are stored in document libraries. To add other file types, an administrator must install a protector for that file type, which is a program that controls the encryption and decryption of rights-managed documents for a type of file. By using IRM in SharePoint Foundation 2010, you can centrally control which actions users can take on documents when the documents are opened from libraries in SharePoint Foundation 2010. This is in contrast to IRM applied to documents that are stored on client computers, where the owner of a document can choose which rights to assign to each user of the document. Use IRM on document libraries to control sensitive content that is stored on the server. For example, if you are making a document library available to preview upcoming products to other teams within your enterprise, you could use IRM to prevent the teams from publishing the content to audiences outside your organization. When IRM is enabled on a document library and a document in an IRM-supported format is downloaded from the server to a client application, SharePoint Foundation 2010 encrypts the document and adds an issuance license. When the document is uploaded back to the server, SharePoint Foundation 2010 decrypts the file and stores it in the library in a form that is not encrypted. By only encrypting documents when they are downloaded and decrypting them when they are uploaded, SharePoint Foundation 2010 enables features such as search and indexing to operate as usual on the files in the IRM-protected document library. The IRM permissions that are applied to a document when users download it from a

document library are based on each user's permissions to the content in the SharePoint Foundation 2010 security settings. The following table describes how SharePoint Foundation 2010 permissions are converted to IRM permissions.

SharePoint Foundation 2010 permissions

IRM permissions

Manage Permissions, Manage Full control, as defined by the client. This generally allows a user to read, edit, copy, save, Web and modify or remove the permissions of rights-managed content. Edit List Items, Manage List, Add and Customize Pages View List Item Edit, copy, and save permissions. You can optionally enable users who have these permissions to print documents from the document library. Read permissions. A user can read the document, but cannot copy or update its content. You can optionally enable users who have view list item permissions to print documents from the document library. No other permissions map to IRM permissions.

Other

See Also
Concepts Content type and workflow planning (SharePoint Foundation 2010) Plan workflows (SharePoint Foundation 2010) Configure Information Rights Management (SharePoint Foundation 2010)

Content type and workflow planning (SharePoint Foundation 2010)
SharePoint Server 2010 2 out of 3 rated this helpful - Rate this topic Updated: August 21, 2012 A content type is a reusable collection of metadata (columns), workflow, behavior, and other settings for a category of items or documents in a Microsoft SharePoint Foundation 2010 list or document library. Content types enable you to manage the settings for a category of information in a centralized, reusable way. A workflowlets you attach a business process to items in SharePoint Foundation 2010. This article describes content types and workflows and provides guidance about how to plan to integrate them into your SharePoint Foundation 2010 document management solution. In this article:

• • • • •

Content type overview Plan document content types Plan list content types Plan workflows Worksheet

Before you use the Content type and workflow planning (http://go.microsoft.com/fwlink/p/?LinkId=219645) worksheet included with this article to plan your content types and workflows, ensure that you have read Identify users and analyze document usage (SharePoint Foundation 2010) and completed the "Analyze document usage" and the "Document participants" worksheets associated with that article.

Content type overview
A content type defines the attributes of a list item, a document, or a folder. Each content type can specify the following:

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Properties to associate with items of its type. Workflows that can be started from items of its type. Document templates (for document content types). Custom features.

You can associate a content type with a list or library. When you do this, you are specifying that the list or library can contain items of that content type and that theNew command in that list or library will let users create new items of that type.

Note:
You can also associate properties, workflows, and templates directly with a list or library. However, doing this can limit these associations to the list or library and is not reusable across your solution. In SharePoint Foundation 2010, site-level workflows can be associated with multiple lists or libraries.
Document libraries and lists can contain multiple content types. For example, a library can contain both the documents and the graphics related to a project. When a list or library contains multiple content types, the following apply:

• •

By default, the New command in that list or library lets users select from all available content types when they create a new item. Content type owners can configure the New command to display only certain content types. The columns associated with all available content types are displayed.

You can define custom content types in a site's content type gallery. A custom content type must be derived, directly or indirectly, from a core content type such as Document or Item. After it is defined in a site, a custom content type is available in that site and in all sites below that site. To make a content type most widely available throughout a site collection, define it in the content type gallery of the top-level site. For example, if your organization uses a particular contract template, in the content type gallery of the top-level site in a site collection, you can create a content type that defines the metadata for that contract, the contract's template, and workflows required to review and complete the contract. Then, any document library in your site collection to which you associate the Contract content type will include all these features and will enable authors to create new contracts based on the template. In sites that are based on SharePoint Foundation 2010, each default list item or library item, — such as Contact, Task, or Document, — has a corresponding core content type in the site's content type gallery. When you plan content types, you can use these core content type definitions as starting points and base new content types on existing ones as needed. Or, you can use core content types. Content types are organized into a hierarchy that lets one content type inherit its characteristics from another content type. This inheritance enables classes of documents to share characteristics across an organization, and it enables teams to customize these characteristics for particular sites or lists. For example, all customer-deliverable documents in an enterprise might require a set of metadata, such as account number, project number, and project manager. By creating a top-level Customer Deliverable content type from which all other customer-deliverable document types inherit, you ensure that required information, such as account numbers and project numbers, will be associated with all variants of customer-deliverable documents in your organization. Note that if the content type owner adds another required column to the top-level Customer Deliverable content type, the content type owner can propagate the changes to all content types that inherit from it, which will add the new column to all customer deliverable documents. Properties integration with the Office 2010 release In the Microsoft Office system, when a user edits a document from a SharePoint Foundation 2010 document management server, a Document Information Panel is shown at the top of the document. The Document Information Panel displays an editable form of the document's properties on the server. SharePoint Foundation 2010 makes it easy to customize the property form for a content type. When you configure a content type, you can start Microsoft InfoPath 2010, which generates a default property form that is based on the properties of the content type. The default form includes the same controls, layout, and schema that InfoPath 2010 would use if no custom form were defined. You can then customize and deploy the form as you would any other InfoPath 2010 form. For example, you can add your company logo, fonts, and color scheme to a form; connect it to a custom data source; add conditional logic; and design form features that are available to users based on their roles. Along with editing properties in the Document Information Panel, authors who use Microsoft Word 2010 can insert properties that are defined on the server into their documents. For example, if the document properties include a project manager name, this name can be inserted into the title page, the footer, or anywhere else the name is used in the document. If a new project manager is assigned to a project, the Project Manager property can be updated on the document management server. This updated project manager name will be reflected in every instance of this property that was inserted into a document. Using metadata with content types Metadata is information about a document that is used to categorize and classify your content. Metadata is associated with a content type as a column. Metadata can provide contextual information about your document by associating it with an author, subject, audience, language, and so on Unlike properties, metadata are stored as columns and can be indexed and searched on by the SharePoint Search engine.

Metadata added at the site collection level can be associated with content types. By using metadata with content types, all later content types can inherit some or all of their metadata from the parent content type at the site collection level. Additional metadata can then be added at a lower level, such as an individual document. Column templates Each item of metadata that is associated with a content type is a column, which is a location in a list to store information. Lists or libraries are often displayed graphically as columns of information. However, depending on the view associated with the list, the columns can appear in other forms, such as days in a calendar display. In forms associated with a list or library, columns are displayed as fields. You can define columns for use in multiple content types. To do this, create them in a Column Templates gallery. There is a Column Templates gallery in each site in a site collection. As with content types, columns defined in the Column Templates gallery of a site are available in that site and in all sites below it. Folder content types Folder content types define the metadata that is associated with a folder in a list or library. When you apply a folder content type to a list or library, the Newcommand in that list or library will include the folder content type, which makes it possible for users create folders of that type. You can define views in a list or library that are available only in folders of a particular content type. This is useful when you want a folder to contain a particular kind of document and you want views in that folder to only display columns that are relevant to the document type that is contained in that folder. By using the SharePoint Foundation object model, you can customize the New command for a folder content type so that when a user creates a new folder of that type, the folder is prepopulated with multiple files and documents based on templates that are stored on the server. This is useful, for example, for implementing a compound document type that requires multiple files to contribute to a single deliverable document.

Plan document content types
The first stage in planning document content types is to review each document type that is listed in your Analyze document usage(http://go.microsoft.com/fwlink/p/?LinkId=219646) worksheet to determine whether an existing content type will work for that kind of document. Each document content type should inherit its settings directly from the core Document content type or from a content type that is descended from the Document content type. This ensures that the basic columns for your document types, such as Title and Created By, are present and that you can associate a template with the content type. If a core content type (such as Document) is sufficient, enter the content type name in the Content Type column of the "Analyze document usage" worksheet. For information about changing the core content types, download the white paper “Guidance for editing pre-defined content types and site columns” (http://go.microsoft.com/fwlink/p/?LinkId=260922.

Plan list content types
The elements of a list content type include the columns of metadata that are associated with the content type and workflows that can run on items of that content type. Use a list content type to define a kind of list item that is unique to your solution. For example, in a customer call center solution, in which support professionals investigate and resolve customers' technical issues, a list content type could be used to standardize the data for each support incident and to track the incident by using a workflow. For information about changing the core content types, download the white paper “Guidance for editing pre-defined content types and site columns” (http://go.microsoft.com/fwlink/p/?LinkId=260922.

Plan workflows
Workflows implement business processes on documents, Web pages, forms, and list items inSharePoint Foundation 2010. They can be associated with libraries, lists, or content types. In document management, use workflows to route documents from person to person so that they can each complete their document management tasks, such as reviewing documents, approving their publication, or managing their disposition. Also, use custom workflows to move documents from one site or library to another. For example, you can design a workflow to copy a document from one site to another when the document is scheduled to be archived. SharePoint Foundation 2010 includes workflows that address the following document management needs:

• • • • •

Collect Feedback Sends a document for review. Approval Sends a document for approval, often as a prerequisite to publishing it. Disposition Manages document expiration and disposition. Collect Signatures Routes a document for signatures. Translation Management Manages the translation of a document into one or more languages.

•

Three-state Manages business processes that require organizations to track the status of an issue or item through three different states (phases). Associate a workflow with a content type when you want to make that workflow available whenever that content type is being used. For example, a purchase order content type could require approval by a manager before the transaction can be completed. To ensure that the approval workflow is always available when a purchase order is initiated, create a Purchase Order content type and associate the approval workflow with it. Then add the Purchase Order content type to any document libraries in which purchase orders will be stored. To plan workflows for your document management solution, analyze each document content type that you plan to implement and identify the business processes that have to be available to run on content of that type. Then identify the workflows you will have to make available for that content. The following is a sample table that analyzes workflows for a contract content type.

Contract Process
Review drafts. Get approval from the manager and the legal counsel. Resolve open issues. Get signatures.
For more information, see Plan workflows (SharePoint Foundation 2010).

Contract Workflow New?
Collect feedback Approval Issue tracking Collect signatures No No No No

Worksheet
Use the following worksheet to record the information discussed in this article:

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Content type and workflow planning worksheet for SharePoint Foundation 2010 (http://go.microsoft.com/fwlink/p/?LinkId=219645)

Plan workflows (SharePoint Foundation 2010)
SharePoint Server 2010 This topic has not yet been rated - Rate this topic Published: May 12, 2010 Administrators plan workflows to ensure that processes follow a consistent sequence of actions during a business process. A workflow is a feature of Microsoft SharePoint Foundation 2010 that moves documents or list items through a specific sequence of actions or tasks related to a business process. Workflows can be used to manage common business processes such as document review or approval. In this section:

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Workflows overview (SharePoint Foundation 2010)

This article introduces the types of business processes that workflows can facilitate and describes the workflows included in SharePoint Foundation 2010.

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Choose a workflow authoring tool (SharePoint Foundation 2010)

This article describes the different Microsoft supported workflow authoring tools, how they can be used together for rapid workflow authoring.

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Plan for workflow security and user management (SharePoint Foundation 2010)

This article highlights some aspects of workflow behavior that relate to security and raises other issues for administrators and workflow developers to consider when they plan to configure and develop workflows.

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Approval Workflow: A Scenario (SharePoint Foundation 2010)

This article shows how an approval-type workflow that is created in Microsoft SharePoint Designer 2010 or Workflow Designer in Visual Studio 2010, and that is then hosted by using SharePoint Foundation 2010 might look.

Configure Information Rights Management (SharePoint Foundation 2010)
SharePoint Server 2010 This topic has not yet been rated - Rate this topic Published: October 18, 2011 Information Rights Management (IRM) enables content creators to centrally control which actions users can take on documents that have been downloaded from document libraries in Microsoft SharePoint Foundation 2010. IRM encrypts the downloaded files and limits the set of users and programs that are allowed to decrypt these files. IRM can also limit the rights of the users who are allowed to read files, so that they cannot take actions such as print copies of the files or copy text from them. For more information about IRM as it is implemented by Rights Management Services (RMS), see RMS FAQ (http://go.microsoft.com/fwlink/p/?LinkId=230459).

Important:
Before using IRM, you must have a Windows Rights Management Services (RMS) server to connect to. In addition, you must have installed the Windows Rights Management Services Client Service Pack 2 on every front-end Web server in the farm running SharePoint Foundation 2010.

To configure Information Rights Management

1. 2. 3.

On the SharePoint Central Administration Web site, in the Quick Launch, click Security. On the Security page, in the Information Policy section, click Configure information rights management. On the Information Rights Management page, in the Information Rights Management section, select one of the following options:

a. b. c. 4.
Click OK.

Do not use IRM on this server Select this option if you do not want to use IRM. Use the default RMS server specified in Active Directory Select this option if your organization has specified an RMS server in Active Directory Domain Services (AD DS). Use this RMS server If you select this option, type a URL that includes the protocol and the RMS server name in the corresponding box (for example, type http://rms_server).

Identify users and analyze document usage (SharePoint Foundation 2010)
SharePoint Server 2010 2 out of 3 rated this helpful - Rate this topic Published: May 26, 2011 The first step to plan your document management solution is to identify users and analyze how documents are used. This article provides guidance to identify users and analyze document usage for your solution that is based on Microsoft SharePoint Foundation 2010. In this article:

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Identify users Analyze document usage Worksheets

Before reading this article, you should understand the document management planning process described in Document management overview (SharePoint Foundation 2010).

Identify users
To identify the stakeholders and participants in your document management solution, you can use a survey to collect this information. For example, your survey might contain the following questions:

• • •

Who in your organization creates documents? What kinds of documents do they create? What role does the user of the document have?

• • • • • •

Who reviews documents? Who edits documents? Who uses documents? Who approves the publication of documents? Who designs Web sites used for hosting documents? Who deploys and maintains the servers on which documents are stored?

Identifying content stakeholders can help you ensure that your document management solution is comprehensive and that you design sites and document libraries that suit your enterprise's content needs and processes.

Analyze document usage
After you identify your content stakeholders, collect information from them that will help you analyze how documents are used in your organization. This is an important part of the planning process because the analysis helps you determine the following:

• • • •

How document libraries should be structured. Which site templates to use. How many sites you will need. Which physical server topology you will need to implement your solution.

The information to collect includes:

• • • • • • •

Document type, such as equity research note, employee performance review, internal memo, or product specification.

The purpose of each document type, such as "provides customers with recommendations about equities along with supporting data." The author of each document type (it is helpful to list the role of the author — such as "financial analyst or "product manager" — rather than individual names). The users of each document type, such as "customers" or "team members." The format of the document. If the document has to be converted from one format to another at any point in its life cycle, record that information. Other roles that apply to the document's life cycle, such as "technical reviewer" or "copy editor." Location of the document, such as "client computer," "Web server," or "file server." Note that this question could have multiple answers, for example when a document is authored on a client computer and then published to a Web server. The following are examples of information that might be collected and recorded in the worksheet from two different organizations in an enterprise.

Type

Purpose

Author User Role

Format

Other Roles

Location
Authoring site • Testing site
•

Equity Gives Financial Customer DOCX (for Reviewer research premium analyst authoring); (technical); note customers of PDF (for reviewer a financial publishing) (legal); service approver; copy guidance on editor; site whether to administrator buy or sell

one or more stocks
Analysis The separate authoring and publishing formats require a format conversion. The large number of reviewers requires one or more workflows (business processes implemented on the server). The two sites (authoring and testing) require mechanisms for moving the content from one site to another.

Type

Purpose

Author

User Role Forma Other Roles Location t Managers; human resources specialists .DOC Reviewer (human resources); reviewer (legal); approver (upper manager)
• Client

Employee Evaluates the Information performance performance of an worker; review employee — manager including selfevaluation and manager's evaluation

computer • E-mail server (as attachment) • Corporate Web server

Analysis Two authors and multiple reviewers require one or more workflows. Worksheets Use the following worksheets to record the information discussed in this article:

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Document management participants worksheet (http://go.microsoft.com/fwlink/p/?LinkId=165871) Analyze document usage worksheet for SharePoint Foundation 2010 (http://go.microsoft.com/fwlink/p/?LinkId=219646)

Workflow deployment process (SharePoint Foundation 2010)
SharePoint Server 2010 3 out of 7 rated this helpful - Rate this topic Published: May 12, 2010 After you prepare a workflow for use in Microsoft SharePoint Foundation 2010, deployment of the workflow varies depending on whether you use a predefined workflow, a Microsoft Office SharePoint Designer workflow, or a Microsoft Visual Studio custom workflow. This article contains information and procedures about how to deploy workflows in SharePoint Foundation 2010. In this article:

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Overview Before you begin Deploying workflows Verification

Overview
SharePoint Foundation 2010 provides a single predefined workflow template, for the Three-state workflow. You can use the Three-state workflow template to create individual workflows to run in SharePoint sites. You can also use Office SharePoint Designer to define your own workflows, or you can use Visual Studio to create code-based custom workflows. Workflows are built on Windows Workflow Foundation and run in SharePoint sites, as follows:

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SharePoint Foundation 2010: Used to host workflows. After a workflow is deployed to the host, you can activate, configure, start, participate in, and track the workflow. SharePoint Designer 2010: Used to create user-defined workflows. Microsoft Visio 2010: Used together with SharePoint Designer 2010 to create user-defined workflows.

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Visual Studio: Used by developers to create workflows.

Before you begin
Before you perform the deployment procedures in this article, confirm that the server is running SharePoint Foundation 2010.

Deploying workflows
The predefined Three-state workflow is already installed as a SharePoint Feature in SharePoint Foundation 2010. Workflows on a SharePoint Web site are stored as workflow templates. As an alternative to using the predefined workflow, you can create SharePoint workflow templates in Office SharePoint Designer and Visual Studio, and then deploy them to a SharePoint Foundation 2010 Web site. Use SharePoint administration tools as needed to add the template to libraries or lists on a SharePoint Foundation 2010 Web site. To deploy a predefined workflow, you activate it for the site, associate it with a list, library, content type, or site, and then start the workflow. To deploy workflows in SharePoint Foundation 2010, use the appropriate procedure from the following:

• • •

Deploy predefined workflows Deploy SharePoint Designer workflows Deploy Visual Studio workflows

Deploy predefined workflows Activate the workflow As described earlier in this article, before you can use a predefined workflow, it must be active in the site or site collection. Only active workflows can be associated with the lists and libraries on the site or site collection. The predefined Three-state workflow is active by default when a site or site collection is created. Because the workflow can be deactivated, you can check the site or site collection to determine whether the Three-state workflow is active. Use the following procedure to determine whether the Three-state defined workflow is active, and then activate it as necessary. To activate a workflow that is deployed as a feature, such as the predefined Three-state workflow, see Activate or deactivate a workflow (SharePoint Foundation 2010). Add the workflow association to a list, library, content type, or site When you add a workflow, you associate the workflow with a list, library, content type, or site. You configure the workflow by specifying parameters such as the workflow name, start options, participants, and completion options. To add a workflow association, see Add a workflow association (SharePoint Foundation 2010). Start the workflow After you activate a workflow and add it to a list, library, content type, or site, an authenticated user can run the workflow on an item in the list, on a document in the library, or on a site in the case of a site workflow. When you add the workflow, you specify whether you want the workflow to run automatically or manually. If the workflow is configured to start automatically, the default settings are always used when the workflow begins. If the workflow is configured to start manually, a user can modify the default settings, such as specifying workflow participants and specifying a due date. The workflow runs on items in the list or documents in the library with which the workflow is associated. The procedure for starting a workflow depends on whether it was configured to start manually or automatically. For more information, see Start a workflow instance (SharePoint Foundation 2010). Deploy SharePoint Designer workflows When user-defined workflows are enabled, users can deploy Office SharePoint Designer workflows on their sites. Enable user-defined workflows To allow users to create and run SharePoint Designer 2010 workflows, you must ensure that user-defined workflows are enabled for the site collection. By default, this setting is enabled. When this setting is enabled, users can define workflows in a declarative workflow editor such

as the SharePoint Designer 2010 workflow editor. A declarative workflow is a workflow that is built from conditions and actions that are assembled into rules and steps, and that sets the parameters for the workflow without writing code. Unlike code-centric workflows such as those that are created by using Visual Studio, declarative workflows are not deployed to SharePoint Foundation 2010 as compiled code. Instead they are compiled at runtime. Because the capability to use declarative workflows on the Web application can be turned off, you can check the Web application to determine whether declarative workflows are active. For information, see Enable or disable declarative workflows (SharePoint Foundation 2010). Create a SharePoint Designer workflow By using the Workflow Designer wizard in SharePoint Designer 2010, you can create workflows that add application logic to the site or site collection without writing custom code. The Workflow Designer incorporates the tasks of creating the workflow, activating the workflow, and adding it to the list, library, or site. You do not have to perform any manual configuration tasks outside the designer to deploy the workflow. However, if you publish a workflow template to a SharePoint site collection, you can download that template as a WSP file and then deploy it to other site collections. For more information, see Deploy a workflow as a WSP file (SharePoint Foundation 2010). Start the workflow Because SharePoint Designer 2010 can automatically activate the workflow and add it to a list, library, or site, an authenticated user can then run the workflow on an item in the list, on a document in the library, or on a site in the case of a site workflow. When you create the workflow in SharePoint Designer 2010, you specify whether you want the workflow to run automatically or manually. If the workflow is configured to start automatically, the default settings are always used when the workflow begins. If the workflow is configured to start manually, a user can modify the default settings, such as specifying workflow participants and specifying a due date, as allowed by the workflow template. When started, the workflow runs on items in the list, on documents in the library, or on the site with which the workflow is associated. For more information, see Start a workflow instance (SharePoint Foundation 2010). Deploy Visual Studio workflows After a Visual Studio custom workflow is created and installed, the processing to deploy it resembles that of a predefined workflow. Create a custom workflow When a custom workflow is created by using Visual Studio, it is packaged as a SharePoint Feature. Feature packaging is a way of encapsulating SharePoint solutions and functionality for ease of deployment. After the development team has created a workflow and packaged it as a Feature, deploy the workflow using the Install-SPFeatureWindows PowerShell command as described in the following section. Install the custom workflow You install Features in the \Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\Template\Features directory. Each Feature in its own subdirectory. At the root of this folder, a Feature.xml file defines the contents of the Feature. Use the Windows PowerShellInstall-SPFeature cmdlet to install the Feature. For details, see Install-SPFeature.

Important:
To run Windows PowerShell, you must be a member of the Administrators group on the local computer. Also, Windows PowerShell must be enabled as a feature on the server on which you are installing a workflow.
Activate the workflow Before you can use a Visual Studio workflow that was deployed as a feature, you must activate it for the site collection. Only active workflows can be associated with the lists, libraries, content types, and sites. To activate a workflow that is deployed as a feature, see Activate or deactivate a workflow (SharePoint Foundation 2010). Add the workflow to a list, library, content type, or site When you add a workflow, you associate the workflow with a list, library, content type, or site, and you configure the workflow by specifying parameters such as the workflow name, start options, participants, and completion options. To add a workflow association, see Add a workflow association (SharePoint Foundation 2010).

Start the workflow After you activate a workflow and add it to a list, library, content type, or site, an authenticated user can run the workflow on an item in the list or a document in the library or in the case of a site workflow, on a site. When you add the workflow, you specify whether you want the workflow to run automatically or manually. If the workflow is configured to start automatically, the default settings are always used when the workflow begins. If the workflow is configured to start manually, the user can modify the default settings, such as specifying workflow participants and specifying a due date. The workflow runs on items in the list or documents in the library with which the workflow is associated. The procedure for starting a workflow depends on whether it was configured to start manually or automatically. For more information, see Start a workflow instance (SharePoint Foundation 2010).

Verification
After you deploy a workflow, we recommend that you test the workflow to ensure that it is functioning correctly, sending e-mail notifications to the correct workflow participants at the correct stages in the workflow, and delivering the expected results.

Configure global workflow settings (SharePoint Foundation 2010)
SharePoint Server 2010 This topic has not yet been rated - Rate this topic Published: May 12, 2010 Workflow settings that you configure globally apply to all sites in a Web application. You can enable deployment of user-defined Microsoft SharePoint Designer workflows, allow non-authenticated users to participate in workflows, and disable the automatic cleanup of workflow history that is older than 60 days. In this section:

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Enable or disable declarative workflows (SharePoint Foundation 2010)

Use this procedure to enable or disable workflows that were created and deployed by using Microsoft SharePoint Designer or a thirdparty application.

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Allow non-authenticated users to participate in workflows (SharePoint Foundation 2010)

Use this procedure to allow users who have not been authenticated to receive e-mail messages from workflows and tasks.

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Disable preservation of workflow history (SharePoint Foundation 2010)

Use this procedure to disable the workflow automatic cleanup job which, by default, removes workflows and workflow entries 60 days after a workflow is completed or canceled.

Manage workflows (SharePoint Foundation 2010)
SharePoint Server 2010 1 out of 2 rated this helpful - Rate this topic Published: May 12, 2010 You can modify the configuration settings for existing workflow associations, cancel running workflows, remove workflow associations, and uninstall or delete workflows from your site. In this section:

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Activate or deactivate a workflow (SharePoint Foundation 2010)

Workflows that are deployed as a feature package must be activated to be available to use on lists, libraries, content types, or sites. This article describes how to activate or deactivate a workflow that has been deployed as a feature package.

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Add a workflow association (SharePoint Foundation 2010)

Before a workflow can be run, it must be associated with a list, library, content type, or site. This article describes how to associate a workflow template with a list, library, content type, or site.

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Modify a workflow association (SharePoint Foundation 2010)

This article describes how to modify the configurable options that are available for most for workflow associations.

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Remove a workflow association (SharePoint Foundation 2010)

Workflow templates must be associated with a list, library, content type, or site before it can be run. This article describes how to disassociate a workflow template from a list, library, content type, or site.

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Start a workflow instance (SharePoint Foundation 2010)

Workflows can be configured to start when a particular event occurs or can be started manually by a user. This article describes how to start a workflow manually.

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Cancel or terminate a workflow instance (SharePoint Foundation 2010)

If you do not want an instance of a workflow to complete you can cancel the workflow. You can terminate a workflow that cannot be cancelled either because it does not support cancellation or because the workflow has stopped responding. This article describes how to cancel or terminate a workflow.

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Uninstall a workflow (SharePoint Foundation 2010)

This article describes how to uninstall a workflow that is deployed as a feature.

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Delete a SharePoint Designer workflow (SharePoint Foundation 2010)

This article describes how to delete a workflow that was deployed using SharePoint Designer.

Monitor workflows (SharePoint Foundation 2010)
SharePoint Server 2010 This topic has not yet been rated - Rate this topic Published: May 12, 2010 After a workflow has been started, you can check the general workflow status in the associated list or document library. For more information, see Check workflow status. You can also view detailed reports that show workflow start time, the current task and person responsible to complete the task, the duration of each task within a workflow, and the duration of all activities in the workflow. For more information, see View workflow reports. For help to diagnose error conditions that are associated with a workflow, see Troubleshoot workflow errors.

Monitor workflows (SharePoint Server 2010)
SharePoint Server 2010 This topic has not yet been rated - Rate this topic Published: May 12, 2010 After a workflow has been started, you can check the general workflow status in the associated list or document library. For more information, see Check workflow status (SharePoint Server 2010). You can also view detailed reports that show workflow start time, the current task and person responsible to complete the task, the duration of each task within a workflow, and the duration of all activities in the workflow. For more information, see View workflow reports (SharePoint Server 2010). For help to diagnose error conditions that are associated with a workflow, see Troubleshoot workflow errors (SharePoint Server 2010).

Monitor workflows (SharePoint Server 2010)

SharePoint Server 2010 This topic has not yet been rated - Rate this topic Published: May 12, 2010 After a workflow has been started, you can check the general workflow status in the associated list or document library. For more information, see Check workflow status (SharePoint Server 2010). You can also view detailed reports that show workflow start time, the current task and person responsible to complete the task, the duration of each task within a workflow, and the duration of all activities in the workflow. For more information, see View workflow reports (SharePoint Server 2010). For help to diagnose error conditions that are associated with a workflow, see Troubleshoot workflow errors (SharePoint Server 2010).

Troubleshoot workflow errors (SharePoint Server 2010)
SharePoint Server 2010 1 out of 10 rated this helpful - Rate this topic Published: May 12, 2010 Workflows are affected by problems in the user environment, especially the state of list items that a workflow operates upon and the server settings that govern workflows. When a problem is detected, workflows fail. The most common reasons for workflow failure are a defect in the workflow design, network issues, or restricted user permissions. Because of the high dependency on all these factors and the complexity with which workflows are built, troubleshooting workflows can be challenging.

View workflow errors in the browser
A workflow can fail for many reasons. For example, a workflow may be designed to create a new item in a library, but the library might have been deleted. Another possibility is that user permissions may have been changed since the workflow was started. This prevents a user from accessing the site to complete a workflow task. When a workflow does not complete successfully, its final status appears in the column with that workflow's name, in the list with which the workflow is associated. In addition to the Completed status, a final status that you might see in this column is Error Occurred, Stopped, Failed on start (retrying), or Failed on start.

Resolve common workflow errors
When the final status of a workflow is Error Occurred, the first step in troubleshooting the workflow is to determine the cause of the error. The troubleshooting method that you use depends on the type of workflow in which the error occurred: a predefined workflow, a Microsoft SharePoint Designer workflow, or a Visual Studio custom workflow. For predefined workflows, the workflow history list is a good troubleshooting tool. The workflow history displays the current state and all the previous states for a running workflow. When an error occurs in a workflow, the last event in the workflow history list is titled Error. The list provides information about when the error occurred, but the list typically does not provide a description of the problem to avoid revealing sensitive information that could lead to a security issue. The most common errors are caused by connectivity problems, incorrect e-mail settings, or restricted user permissions. For information about how to access the workflow history list, see View workflow reports (SharePoint Server 2010). For Microsoft SharePoint Designer workflows, when you create the workflow, you can insert actions that write to the history list at any point in the workflow. This information helps you determine the last successful step that the workflow completed before the error occurred and also the step in which the error occurred. For Visual Studio custom workflows, you can use all the debugging functionality available with Visual Studio and the troubleshooting options for predefined workflows.

Note:
For more information about how to debug workflows, see Step 5: Debug Your Workflow (http://go.microsoft.com/fwlink/p/?LinkID=107820) on the Microsoft SharePoint team blog.
Change History

Check workflow status (SharePoint Server 2010)

SharePoint Server 2010 1 out of 1 rated this helpful - Rate this topic Published: May 12, 2010 You can check the general status of a workflow instance by viewing status information in the list or document library with which the workflow is associated. You can get detailed workflow status by viewing the Workflow Status page that is automatically created and maintained for all running workflows.

Important:
Before you check the status of a workflow instance for items in a list or document library, you must create an association between the workflow and the list or document library and ensure that the workflow has started. For more information, see Add a workflow association (SharePoint Server 2010) and Start a workflow instance (SharePoint Server 2010).
View workflow reports (SharePoint Server 2010)
SharePoint Server 2010 3 out of 5 rated this helpful - Rate this topic Published: May 12, 2010 Microsoft SharePoint Server 2010 provides individual and aggregate workflow reports to enable you to assess the efficiency of your workflows and related business processes. You can use these reports to locate problems with processes or to determine whether a group or individual is meeting performance targets for a particular business process. This article contains:

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View site collection workflow usage summary View individual workflow reports

View site collection workflow usage summary
You can display a list of available workflows for the site collection, their usage summary (active or inactive), how many times these workflows have been associated, and how many instances of each active workflow are running.

To view the site collection workflow usage summary
1. Verify that you have the following administrative credentials:

•
2.

You must be a member of the site collection administrators group on the site collection that you are configuring.

Browse to the top-level site of the site collection for which you want to view workflow reports. On the Site Actions menu, click Site Settings. On the Site Settings page, in the Site Administration section, click Workflows to display the Site Collection Workflows report.

3. 4.

View individual workflow reports
SharePoint Server 2010 provides two predefined Microsoft Excel reports that provide aggregate analysis of workflow history for each workflow instance: the Activity Duration Report and the Cancellation and Error Report. The Activity Duration Report provides data about how long each activity within a workflow takes to complete as well as how long it takes for all tasks in the workflow to complete. The Cancellation and Error Report shows the workflows that have been cancelled or encountered errors before completion. Each of these reports is provided as an Microsoft Excel formatted file.

Note: If you are using custom workflows, the appropriate parameters must be specified in the workflow template in order to generate the data for these reports. For more information, see Developing Workflow Solutions with SharePoint Server 2007 and Windows Workflow Foundation (http://go.microsoft.com/fwlink/p/?LinkId=120912).

To view individual workflow reports
1. Verify that you have the following credentials:

•
2.

You must be a user with Edit Item permissions to view individual workflow reports.

Browse to the list or document library that contains the workflow for which you want to view reports. Point to the item or document that is involved in the workflow, click the arrow that appears, and then click Workflows. On the Workflows page, in the Running Workflows section, click the name of the workflow for which you want status. If no workflows are listed in this section, no workflows are currently running on the selected item. On the Workflow Status page, in the Workflow History section, click View workflow reports. On the View Workflow Reports page, locate the workflow association for which you want to view the reports, and do either of the following:

3. 4. 5.
6.

• •

To view information about how long it is taking for each activity within a workflow to be completed and how long it takes each instance of the workflow to be completed, click Activity Duration Report. To view information about which workflows were canceled or encountered errors before completion, click Cancellation & Error Report.

Note:
Reports are listed in alphabetical order by workflow association name. Activity Duration reports only return history data that contains duration information. Cancellation and Error Reports only return history data that contains errors or cancellation events. 7.
In the File Location section, click Browse, specify the location to which you want to save the report, and then click OK.

Change History

RMS FAQ: Security Concerns
Applies To: Windows Server 2000, Windows Server 2003, Windows Server 2003 R2, Windows Server 2003 with SP1, Windows Server 2003 with SP2, Windows Server 2008, Windows Server 2008 R2 RMS Security Concerns FAQ

What is the super user account?

RMS supports a special super users group that has full control over all rights-protected content. Members of the super users group are granted full owner rights in all use licenses that are issued to them by the RMS cluster on which the super users group is configured. This means that members of this group can decrypt any and all protected files and remove protection from them. A member of this group can, for example, remove protection from files that have been published by a terminated employee so that a new owner can publish and manage the files. Is RMS a security solution?

No, AD RMS is not a security solution. When used with an AD RMS-enabled application, such as Office 2007, AD RMS can be considered a “policy enforcement solution.” For this reason, if a user of AD RMS protected content is not authorized to view the data, the encryption used by AD RMS is strong enough to effectively counter and avoid all cryptographic attacks presently known. But AD RMS encryption is tightly coupled to user identity, so any compromise to a user’s identity, password or network account will potentially lead to a compromise of the encrypted data. On the policy enforcement front, if the user has the right to view the data, the user could copy it by hand or take a digital picture of it and provide the information to unauthorized users. What mechanisms are in place to prevent recipients from rolling back the clock on their client computer to extend access to a rights-protected document after their use license has expired?

RMS will detect if the clock on a client system has been rolled backward or forward, and prevent the user from consuming content. In addition, RMS will detect if there is a measurable clock differential between the RMS server and client. Is it possible for members of the Domain Admins group to read documents intended for someone in their domain?

Members of the Domain Admins group can read content protected to a user account if they are a member of the RMS super user group or if they are impersonating the user’s account. Because members of the Domain Admins group have control over the user accounts in the domain, there is no mitigation for the scenario of an untrustworthy member of the Domain Admins group.

As a best practice, only add members of the Domain Admins group to the super user group when they need to access rights-protected content. When a license is granted to a member of the super user group, an event ID 49 is logged in the Application event log of the RMS server. Event ID 49 states “A license was granted to a user belonging to the super users group. The user has the following e-mail address: <Users Alias>” where Users Alias is replaced with the e-mail account of the user. Important Event ID 49 is logged only by Windows RMS; it is not logged by Active Directory Rights Management Services (AD RMS).

As with other groups used to limit access to resources, you should define alerts and perform security checks to help prevent someone from joining the super user group without authorization. I understand that every lockbox can authenticate every certificate or license generated within the system, as coming from a service registered with Microsoft. What threat does this protect against?

Without being able to verify the integrity of certificates, a user could spoof a rights account certificate (RAC) issued to another user and get a use license for content, or create an application that removed protection from a document. If someone manages to open a document by using a brute force attack does that enable them to open other documents with that key?

Each piece of rights-protected content is encrypted with a different randomly-generated symmetric key. Therefore, the key to each document is unique and not useful for decrypting other documents. Due to export restrictions on encryption technologies, are any parts of the keys exposed outside the enterprise that deployed it?

Applications signed into the Microsoft root are subject to the Microsoft key signing root, but from that point forward, no other keys are either disclosed by Microsoft or disclosed by a customer’s deployment. How do you prevent malicious attackers from turning on the decommissioning feature remotely?

The attacker would need the credentials of a user account that has administrative rights to the RMS cluster. By default, the RMS administration interface is available only locally on the RMS server. Ensuring that this remains the case, that Remote Desktop Protocol (RDP) is disabled, and that the server is physically secure will help mitigate the risk. Can a user perform screen captures of rights-protected content?

If the RMS rights are set to disallow copy functionality, Windows Alt+PrtSc is disabled by RMS. However, in an environment with unmanaged desktops, a user could use non-Microsoft products to capture content. Can administrators who back up files related to RMS gain access to rights-protected content?

No, they can perform the backup but do not have access. Does the swap file that Windows uses contain the unencrypted content at any point, potentially leaving content “open”?

Once the RMS client sends decrypted content back to the application, it could appear in the swap file. Part of RMS application development recommendations in the Rights Management Services (RMS) Software Development Kit (SDK) includes steps to prevent this occurrence, but the burden of doing so rests on the RMS-enabled application. Is it possible to limit which administrators can access the different administrative features of RMS?

Yes, you can create a different RMS Admin groups in Active Directory, add users, and then create the appropriate access control list (ACL) for the administration pages. For example, the default configuration of the RMS administration Web page ACLs specifies that the Security settings page is accessible only by the user that provisioned the server. Can RMS protect individual documents as soon as they are created, on the user’s hard drive or on a shared folder?

Although RMS can be used to protect documents stored on a user’s local computer, Encrypting File System (EFS) would be the preferred option. EFS transparently protects documents, whereas RMS requires manual intervention (a couple of mouse clicks) to protect a document. When I receive a rights-protected e-mail, it appears that there is an attachment included with the mail. I can save that attachment even though the mail supposedly cannot be saved - is RMS broken?

No. This is expected behavior. The attachment you see is the encrypted message before the RMS client has decrypted it. It is still rights-protected and cannot be saved once decrypted.

Information Rights Management in SharePoint Foundation
Published: May 2010 Traditionally, sensitive information can be controlled only by limiting access to the networks or computers where the information is stored. After access is given to users, however, there are no restrictions on what can be done with the content or to whom it can be sent. Microsoft Information Rights Management (IRM) enables you to create a persistent set of access controls that live with the content, rather than a specific network location, which can help you control access to files even after they leave your direct control. With Microsoft SharePoint Foundation 2010, IRM is available for files that are located in document libraries and stored as attachments to list items. Site administrators can choose to protect downloads from a document library with IRM. When a user attempts to download a file from the library, SharePoint Foundation verifies that the user has permissions to the given file, and issues a license to the user that enables

access to the file at the appropriate permissions level. SharePoint Foundation then downloads the file to the user's computer in an encrypted, rights-managed file format. IRM is enabled at the document-library level by an administrator, and includes the following settings:

• •

Information rights policy name and description Whether users can print documents that are rights-managed

Note
A user must have View or higher level permissions to print documents that are rights-managed.
• • •
Whether the user can run Microsoft Visual Basic for Applications (VBA) and other custom code in the file. The number of days for which the license is valid. After the specified number of days has passed, the license expires, and the user must download the file again from the document library. Whether to allow users to upload file types that do not support IRM.

If this option is enabled, SharePoint Foundation does not allow users to upload files that it cannot rights-manage. For this reason, users cannot upload the following:

• • •

Documents of a given file type to this document library, unless an IRM protector for that file type has been registered with SharePoint Foundation. Documents that have been rights-managed by any application other than SharePoint Foundation. For example, SharePoint Foundation would not allow a user to upload files that have been protected by a client application. Optionally, the date to stop restricting permissions to the document library. After the specified date passes, SharePoint Foundation removes all rights-management restrictions from the documents in the library. Rights-managed documents that are downloaded before the specified stop date stay rights-managed in the client application, even after the specified date, because the document itself does not include this setting. After the user checks the document back in after the specified date, however, the document protection is removed. For example, a financial institution may be required to make certain information public on a quarterly basis. Before such a date, however, the institution might want to restrict access to the files containing that information, to prevent premature disclosure.

File Storage in SharePoint Foundation
Because companies often have restrictions that require their files to be stored in nonencrypted formats, SharePoint Foundation does not store files in encrypted, rights-managed file formats. However, SharePoint Foundation calls an IRM protector to convert the stored file to an encrypted format each time a user downloads the file. Similarly, when a user uploads a rights-managed copy of a file, SharePoint Foundation calls the appropriate IRM protector to convert that copy to a nonencrypted format before it is stored. As a result, you do not need to create custom solutions to enable searching or archiving of document libraries where IRM is enabled. Storing the files in nonencrypted format ensures that the current Search indexing service is able to crawl content stored on the servers. Search results are already scoped to user permissions, so the user never sees search results that include content to which they do not have some level of access.

User Access to Protected Documents
SharePoint Foundation determines the access privileges to grant a user based on the access control list (ACL) entry of that user. Table 1 lists the user's permission level in the ACL, and the corresponding permissions for IRM-protected files.

Note
The permissions listed are additive; each permission level includes the access rights of the permission level below it.
Table 1. User ACL permissions and corresponding IRM permissions

ACL Rights
Manage Permissions Manage Web Edit List Items

IRM Permissions
Full control of the documents, as defined by the client application. This generally permits the user to read, edit, copy, save, and modify permissions of the document. Edit, copy, and save permissions. The user can print the document only if

Manage List Add and Customize Pages View List Item

the document library IRM settings are configured to allow document printing.

Read permissions. The user can read the document, but not copy or edit its content. The user can print the document only if the document library IRM settings are configured to allow document printing. Not applicable; no corresponding IRM permissions.

All other ACL rights settings, such as Edit User Info

When a user requests a rights-managed document, SharePoint Foundation downloads the protected file to the user, based on the user’s access permissions. At this point, SharePoint Foundation becomes the primary owner of the protected content; specifically, the owner of the process under which SharePoint Foundation becomes the owner of the rights-managed document. The user who requested the document is added as a consumer of the document, and is able to obtain an end-user license (EUL) that grants the correct permissions. Only SharePoint Foundation and this user have any rights to the downloaded file. For example, the user cannot send the rights-managed file to someone else, even if that person also has access to the file in the SharePoint Foundation document library. Instead, that person would need to access the document library and download the document directly.

Enabling IRM in SharePoint Foundation
IRM is enabled at the document-library level. However, IRM must be configured for SharePoint Foundation as a whole for it to be an option at the document-library level. Enabling IRM for SharePoint Foundation generally requires installing the rights management platform(s) on each front-end Web server, and ensuring that SharePoint Foundation and any associated service account has the necessary permissions on that platform. After you take these steps, site and document library administrators are able to enable IRM on any document library to which they have the appropriate permissions. For detailed information about how to accomplish these steps, see the SharePoint Foundation IT Pro documentation. For more information about integrated and autonomous protectors, see Custom IRM Protectors.

Manage lists and libraries with many items
No matter how big or small, lists and libraries are vital to your use of SharePoint 2010 in many ways. But when a list or library has a large number of items, you need to carefully plan, organize, and account for how data is accessed. By planning and using key list and library features, you can ensure that you and other users quickly find information without adversely affecting the performance of the rest of your site.
NOTE The performance of any SharePoint site, especially one that contains lists and libraries with many items, is directly affected by decisions made when

setting up and planning a SharePoint site. Find more information about SharePoint performance and capacity planning on Microsoft Technet.

In this article

•

o o o o o o o o o o

Overview of lists and libraries with many items Why is 5,000 such a magic number? What happens behind the scenes when you access many items in a list or library? Resource throttles and limits Ways to manage lists and libraries with many items Creating SharePoint indexed columns Creating filtered views based on column indexes Organizing items into folders Controlling the display of data on the page Using the daily time window Using offline synchronization Using search to find list or library items

•

o o • o o

About commonly-used SharePoint features Using external lists How to index and filter views Create a simple or compound index Create or modify a filtered view based on column indexes

Overview of lists and libraries with many items
SharePoint 2010 supports very large lists and libraries. The following table summarizes the specifications and limits for lists and libraries that contain many items.

FEATURE Number of items in a list or library

MAXIMUM LIMIT 50 million

Size of an individual file item or item attachment

2 Gigabytes

As you can see, you can store a lot of data and files in lists and libraries. But if a query or database operation exceeds a resource throttle or limit, you may be blocked from doing this operation because accessing that many items could adversely affect other users of the site. Fortunately, there are a set of straightforward strategies and basic features you can use to achieve the results you want to prevent you from exceeding these throttles and limits. All users can circumvent the limit during a dedicated time window, and with appropriate permission you can also use a higher limit through code.
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Why is 5,000 such a magic number?
To minimize database contention, SQL Server often uses row-level locking as a strategy to ensure accurate updates without adversely impacting other users who are accessing other rows. However, if a read or write database operation, such as a query, causes more than 5,000 rows to be locked at once, then it's more efficient for SQL Server to temporarily escalate the lock to the entire table until the database operation is completed. Note that the actual number is not always 5,000, and can vary depending on your site, the amount of activity in the database, and your site's configuration. When this lock escalation occurs, it prevents other users from accessing the table. If this happens too often, then users will experience a degradation of system performance. Therefore, thresholds and limits are essential to help minimize the impact of resource-intensive database operations and balance the needs of all users.
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What happens behind the scenes when you access many items in a list or library?
The following diagram summarizes the key points about what happens behind the scenes when you access many items in a list or library.

Information workers can use appropriate views, styles, and page limits to speed up the display of data on the page. Filtered views with column indexes (and other operations) create database queries that identify a subset of columns and rows and return this subset to your computer. Farm administrators can specify dedicated time windows for all users to do unlimited operations during off-peak hours. Privileged developers can use object model overrides to temporarily increase thresholds and limits for custom applications. Thresholds and limits help throttle operations and balance resources for many simultaneous users. List or library data in a site collection is stored in a SQL Server database table, which uses queries, indexes and locks to maintain overall performance, sharing, and accuracy.
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Resource throttles and limits
The following table summarizes information about resource throttles and limits that you need to be aware of. These throttles and limits are set on the Resource Throttling page in Central Administration. Contact your administrator for specific limits and requests for your site.
NOTE To assist central administration, the computer administrator of the front-end computer and the central administrator site owner accessing a list or library

with many items are not subject to the following resource throttles and limits.

THRESHOLD DEFAULT DESCRIPTION OR LIMIT VALUE List View Threshold 5,000 Specifies the maximum number of list or library items that a database operation, such as a query, can process at one time. Operations that exceed this limit are blocked. To give you time to

make alternative plans, SharePoint 2010 warns you on the List Settings page when your list has exceeded 3,000 items. The warning contains a help link to this topic.

Unique permissions limit

50,000

Specifies the maximum number of unique permissions allowed for a list or library. Every time you break the inheritance of permissions for an item or folder, it is counted as 1 unique permission toward this limit. If you try to add an item that would lead to exceeding this limit, you are prevented from doing so.

Row size limit

6

Specifies the maximum number of table rows internal to the database used for

a list or library item. To accommodate wide lists with many columns, each item is wrapped over several internal table rows, up to 6 rows and up to a total of 8,000 bytes (excluding attachments). For example, if you have a list with many small columns, one that contains hundreds of Yes/No columns, then you could exceed this limit, in which case you would not be able to add more Yes/No columns to the list, but you still may be allowed to add columns of a different type. NOTE Farm administrators can only set this limit by using the object model, not through the user interface.

List View Lookup Threshold

8

Specifies the maximum number of join operations, such as those based on lookup, Person/Group, or workflow status columns. If the query uses more than eight columns, the operation is blocked. However, it is possible to programmatically select which columns to use by using maximal view, which can be set through the object model.

List View 20,000 Threshold size for auditors and administrators

Specifies the maximum number of list or library items that a database operation, such as a query, can process at one time when performed by an auditor or administrator with appropriate

permissions. This setting works in conjunction with Allow Object Model Override.

Allow Object Model Override

Y

Specifies whether or not developers can perform database operations, such as queries, that request an override of the List View Threshold to the higher limit specified by the List View Threshold for auditors and administrators. A farm administrator must enable an object model override, and then developers with appropriate permission may then programmatically request that their query use the higher List View Threshold to take advantage of it.

Daily time window

None

Specifies a time period during which resource thresholds and limits are ignored. A farm administrator can configure a time window during "offpeak" hours in 15 minute increments and up to 24 hours, such as, 6:00 PM to 10:00 PM or 1:30 AM to 5:15 AM. NOTE A database operation or query started within the daily time window continues until completion (or failure) even if it doesn't finish within the specified time window.

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Ways to manage lists and libraries with many items
The following sections provide recommendations, techniques, and tips for ensuring that you and other users can quickly access many items in a list or library and help to keep your site operating smoothly.
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Creating SharePoint indexed columns

To help improve the performance of a large list or library, you can index up to 20 columns. In general, an index on a column enables you to quickly find the rows you want based on the values in that column, even when working with millions of items. When you combine indexes with filtered views, you can quickly retrieve the items you want. It is important to consider the following when you create and use indexed columns. Each additional column index consumes extra resources in the database and adds some overhead to every operation to maintain the index. Therefore, you should add indexes only to columns that will be used actively for filtering in views on the list or library. It's a good idea to look at all the views and see which columns are used most commonly across different views for filtering to help choose the right columns to be indexed. Note that any column that you define to have a unique value requires an index. The following table summarizes what columns can and cannot be indexed.

SUPPORTED COLUMN TYPES Single line of text

UNSUPPORTED COLUMN TYPES Multiple lines of text

Choice (single value)

Choice (multi-valued)

Number

Calculated

Currency

Hyperlink or Picture

Date and Time

Custom Columns

Lookup (single value) Lookup (multiNOTE Indexing the column valued) in the other list or library does not improve performance of the lookup operation.

Person or Group (single value)

Person or Group (multi-valued)

Yes/No

External data

Managed Metadata

For steps on how to create an indexed column, see the section Create a simple or compound index in this topic.
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Creating filtered views based on column indexes
For a view to quickly filter through a large number of items, the first column that you specify in the filter must be indexed. Other columns you specify in the view filter may or may not be indexed, but the view does not use those indexes. You also need to make sure that the first column of the filter does not return more items than the List View Threshold, even if the final result of the filtered view returns less than the List View Threshold. If the first column of the filter returns more items than the List View Threshold, you can use a filter with two or more columns When you define a filtered view that uses two or more columns, using an AND operator will usually limit the total number of items returned. But even in this case, you still need to specify as the first column in the filter the column that most likely returns the lesser amount of data. Note that using an OR filter almost always increases the number of items returned and won't be effective under these circumstances.
IMPORTANT

If you are filtering a list by an indexed field, check your recycle bin for deleted items. Items in the recycle bin aren't actually deleted from the

backend database until they are removed from the recycle bin. If the total number of filtered items in the list and in the recycle bin is greater than the List Threshold limit, then you may get an incomplete set of results, or none at all.
NOTE If you are a developer, you can programmatically use a compound index on the first column. A compound index is based on two columns, primary and

secondary, and can use either column to access the data quickly. The following are some suggestions for typical views that would work well with indexed columns:

TO FILTER BY: Recently changed items

INDEX THE:

FOR EXAMPLE:

Modifiedcolumn To view only items that have changed in the past week, apply the filterModified is greater than [Today]-7

New items Created column

To create a view of only those items that were added in the past week, apply the filter Created is greater than [Today]-7 To create a view of only those items that you added, apply the filterCreated By is equal to [Me]

My items

Created Bycolumn

Items due Due Datecolumn To create a view of today (created by you in only those items a list or library) with a due date of today, apply the filter Due Date is equal to [Today] Discussion Last board Updatedcolumn updates To create a view of only the discussions that were updated in the past month, apply the filter Last Updated is greater than [Today]-30. To create a view of documents not changed since the year 2006 (that you then want to archive), apply the filter Date Modified

Archive Date Modified files in a document library

is less than December 31st 2006 Find a subset of financial data Region, Year (as To create a view of two simple financial data for the indexes) NorthEast region in 2008, apply the filter Region equals "NE" AND Year equals 2008 because the Region column is likely to have less values than the Year column

Find links to more information about creating or changing views and about formulas and functions that you can use to filter views in the See Also section.
NOTE Even when you create a filtered view based on column indexes, certain additional operations might still be blocked because they require accessing the

entire list or library. These operations include the following: adding or deleting an index, creating a sort in the view definition; displaying a column total; and adding, updating, or deleting calculated fields.
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Organizing items into folders
Although folders (also called containers) are not required to use large lists and libraries, you can still use them to help organize your data and improve the efficiency of your data access. When you create a folder, behind the scenes you are creating an internal index. This internal index is also created for the root folder, or top-level of a list or library. When you access items in a folder, you are effectively using this internal index to access the data. Bear in mind that if a folder contains subfolders, each subfolder is counted as an item (but not any items in that subfolder). Even when the total number of items in a list or library is very large, a view of a single folder is at least as fast as a view that filters the total number of items by using an indexed column. In some scenarios, it may be possible to distribute all of the items in a list or library into multiple folders such that no folder has more than five thousand items. It is important to consider the following when you use folders to organize a large list or library:

• • •

A folder can contain more items than the List View Threshold, but to avoid being blocked by SharePoint 2010, you may still need to use a filtered view based on column indexes. If you choose the Show all items without folders option in the Folders section when you create or modify a view in this list or library, you must then use a filter that is based on an index to ensure you don't reach theList View Threshold. It is often useful to make the default view show all the available folders without any filtering so that users can choose the appropriate folder when they insert new items. Displaying all the folders also makes it less likely that items will be incorrectly added outside the folders in the list or library. Note that, unlike libraries, there is no automatic way to move items between folders in a list.

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Controlling the display of data on the page

Once the subset of data has been transferred to your computer, there are additional strategies you can use to speed up the display of the data in your browser. As you increase the size of the HTML source code behind a web page, there is usually a corresponding increase in time to render the page. The larger the page, the longer it takes to display. For example, the default style for a list or library view is the table style, which displays all the data, one item per table row, on one page. Therefore the more rows you display, the longer it takes to display the data. Setting an item limit on a page By setting an item limit on a page, you can directly control how many items display at one time by using a specific number, the default being 30. There are two options you can choose when setting an item limit on a page:

• •

If you select Display items in batches of the specified size (for paging), then you are creating a page-by-page display of the data which is useful when you are browsing items in a non-interactive way. If you select Limit the total number of items returned to the specified amount, then you are creating a hard limit that may or may not return the entire results of your filter operation, but may be useful when testing your view, creating a prototype, or you only want to retrieve the top values in a view.

Using the Preview Pane view style To see all of the information from items in your list in a vertical pane format, use the Preview Pane style. You can more quickly navigate the data by hovering over the item title in a scrolling region on the left side of the page, to see all the column values of the current item vertically listed on the right side of the page. Less initial data is displayed, and this helps display the view faster. This style is also very useful when your list is wide or has many columns and would require horizontal scrolling to see the data. Using the Group By view style The Group By view style groups the data by a category (up to two levels) that you choose when defining the view, which makes the initial display of the list view much smaller. You click a Plus/Minus button to expand/collapse a specific group of data and only load the subset of data that is needed onto the current page. This view style not only limits the display of the data, but also the retrieval of the data. Make sure that the default Show Grouping option is set toCollapsed. You can also control the paging of the grouped data in the same way as data that is not grouped. In some situations, such as simple reporting or drilling down and drilling up to find and update data, this view style can be much more efficient for users to use. Using Datasheet view Datasheet view is based on an ActiveX control and specifically designed to load data faster by retrieving and updating data asynchronously. This view makes it much more efficient to scroll, edit, and work with a lot of data, and is especially useful for doing frequent adds, updates, and comparisons to your data. Without disrupting your work, your changes are sent to the server, status is communicated to you by using icons, your changes are efficiently synchronized to the server and you can quickly resolve occasional conflicts. Datasheet view respects view filter, sort, and folder settings, but is not designed to work with page limits, dynamic filters and sorts in Standard view, or other non-tabular view styles, such as Group By and Preview Pane.

TIP If your list is organized by folders and you would like to see all the data in Datasheet view without the folders (a "flattened" view), you can set the view

to see all items without folders. However, you may need to use a filter that is based on indexed columns to avoid reaching the List View Threshold.
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Using the daily time window
The daily time window is a way for farm administrators to specify a dedicated time period for all users to do unlimited operations during off-peak hours, such as 6:00 PM to 10:00 PM. Although views are a primary way to retrieve items from a list or library, other SharePoint commands and operations also require accessing the items in a list or library, such as: adding and deleting an index, adding and modifying a list column, deleting and copying folders, changing security settings for a list or library, saving a list with its content as a template, deleting a web or site, and restoring or deleting items from the Recycle Bin. These commands and operation could also fail if they exceed the site thresholds and limits when retrieving list data. If you are not a developer or don't have convenient access to developer resources to do these operations for you, you can defer these types of operations to the daily time window. If the regular daily time window period is set up during normal sleeping hours, you can ask the farm administrator to move the time period to an early morning or late evening hour.
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Using offline synchronization
Taking data offline is often more convenient and efficient for you. You can make changes on your desktop or laptop computer, and then when you bring the data back online, synchronize changes and resolve conflicts in a smooth and efficient way. Working with large lists by using offline synchronization to "scrub", analyze, or report data, helps off-load database activity and minimize use of SharePoint resources. You can take list data offline and synchronize changes when you come back online by using four Microsoft Office products. Two of these products, Microsoft Office Access 2010 and Microsoft SharePoint Workspace 2010, automatically processes list or library data in small batches and then reassemble the data, a technique that enables working with substantially more data than the List View Threshold, and without adversely impacting other users on the SharePoint site. Microsoft Office SharePoint Workspace 2010 Using Office SharePoint Workspace 2010 you can efficiently take lists (both native and external) and

libraries offline, automatically synchronize changes when they occur either on the client or the server, and take advantage of a richer, more flexible, and more responsive user interface on your client computer or laptop. Behind the scenes, Office SharePoint Workspace 2010 automatically processes data in batches of 100 items at a time and then reassembles the data, which means you can work with many more items than the List View Threshold of your site, up to an absolute maximum of 30,000 items. If a list or library contains more than 30,000 items, then the client computer stops synchronizing.

Microsoft Office Access 2010

You can read and write most native lists from Office Access 2010 by linking to them, and Office Access 2010 works well with

virtually all SharePoint data types. Linking lets you connect to data in a SharePoint list, so that you create a two-way connection to view and edit the latest data both in the SharePoint list and your Access database. Access creates a copy of (or replicates) the SharePoint list in an Access table. Once the Access table has been created, you can work with list data in Access up to the Access limit of two gigabytes (excluding any attachments which are not stored locally). Furthermore, Office Access 2010, caches the list data on the client, uses an efficient in-memory, write-through cache, and only transfers changed list items, all of which makes queries and updates perform much faster. A conflict resolution dialog box also helps to manage conflicting updates in a smooth way. Microsoft Office Excel 2010 You can export SharePoint lists to an Excel Table, which creates a one-way data connection between an the Excel table and

the SharePoint list. When you update your data from the SharePoint list and refresh the Excel table, Office Excel 2010 replaces the Excel data with the latest SharePoint list data, overwriting any changes that you made to that Excel table. Once the data is in the Excel table, you can take advantage of the many data analysis features of Office Excel 2010, such as powerful and flexible worksheets, PivotTable reports, professional-looking charts and spark lines, conditional formatting with icons, data bars, and color scales, and sophisticated what-if analysis operations. Microsoft Office Outlook 2010 From Office Outlook 2010, you can read and write Contact, Task, Calendar and Discussion Lists, as well as synchronize

Document libraries. For example, you can work with both standard tasks lists and project tasks lists by taking task lists offline, viewing, updating, and assigning new tasks, bringing them back online, and synchronizing them without leaving Office Outlook 2010; You can also store, share, and manage SharePoint contacts more efficiently in Office Outlook 2010.
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Using search to find list or library items
An alternative way to find documents or items in a large library or list is to use search. Because search has its own indexing mechanisms, it is not subject to the List View Threshold or other related limits. When you use search, you can easily scope (or limit) the search to a specific list or library. You can search by a keyword or phrase, and then further narrow the results by using item properties such as the author of a document or the creation date of a list item. You can even use Boolean syntax and logical operators to formulate more elaborate queries. After you have identified the results you want to work with you, can use the Refinement Panel to, for example, sort and filter the results according to your needs. Find more information about using search in the See Also section.
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About commonly-used SharePoint features
To further help overall system performance and avoid reaching a resource threshold or limit, consider the following commonly-used SharePoint features: Personal Views Because creating views that use a column index correctly is more complicated for large lists and libraries, you might want to remove the

Manage Personal Views permission from contributors for a large list or library. By removing this permission, you can prevent users from creating a view that spans all of the items and that might adversely affect the performance of the rest of the site. Relational lists When you create list relationships by using lookup columns, unique columns, and enforced relational behavior (also called referential

integrity), you can reach the List View Threshold and may be blocked under the following circumstances:

• •

If you make a column unique in an existing list that has more items than the List View Threshold (but note that adding one item to a list that makes the list exceed the List View Threshold is an operation that is not usually blocked). If a list has more items than the List View Threshold, and then you turn on Cascade Delete or Restrict Delete) for a lookup field in that list.

RSS Feeds

After RSS support is enabled in Central Administration and at the site collection level, you can enable and configure RSS support for the many

types of lists and libraries. When users access the RSS Feed for a list or library, data is retrieved from the list. The default RSS view limits the number of items that are returned, based on the date that the item was last modified by using a filter on the Modified column. If the list or library has many items and users

access the RSS Feed, it's a good idea to index the Modified column. You can also reduce the number of items retrieved by changing the number of items and number of days for which changes are included in an RSS Feed. Find more information about Managing RSS Feeds in the See Also section.
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Using external lists
Business Connectivity Services (BCS), which is built on top of the Business Data Catalog (BDC), provides standardized interfaces to existing Line-of-Business data, processes, and applications. Using BCS, you can define external content types and connect to data sources, such as SAP, Web services, SEIBEL, and SQL Server. Once you do this, BCS enables SharePoint integration of this external data through external lists. An external list behaves in some respects like a native SharePoint list. Without leaving SharePoint, you can create, read, update, and delete data from these data sources, and use a subset of list-related SharePoint features. Because an external list does not use the SharePoint SQL Server backend database to store and retrieve data, an external list is not subject to the same resource throttles and limits as a native list or library (although external lists do have different resource throttles and limits). In some cases, you may find that an external list is more practical for your data and application requirements.
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How to index and filter views
The following sections provide step-by-step procedures for creating indexes and using these indexes in filtered views.

Create a simple or compound index
To improve the performance of a large list or library, you can create an index. Then you can use the indexed column when you create or modify a filtered view based on column indexes of that list or library.
IMPORTANT Because creating an index requires accessing all items in the list, it's possible you may be blocked from creating an index for a column if the

entire list exceeds the List View Threshold. If this occurs, do the operation during the daily time window, or contact your administrator. For more information, see Creating SharePoint indexed columns. Navigate to the site that contains the list or library for which you want to create the index. If the list or library is not already open, click its name on the Quick Launch. If the name of your list or library does not appear, click Site Actions library. , click View All Site Content, and then click the name of your list or

1. 2.

3.
Settings.

In the ribbon, under List Tools or Library Tools, click the List or Library tab, and then in the Settingsgroup, click List Settings or Library

4. 5.
6.

Under the Columns section, click Indexed columns. On the Indexed Columns page, click Create a new index. Do one of the following: To create a simple index:

1. 2. 1. 2. 3.

In the Primary Column section, under Primary column for this index, select the column. Click Create.

To create a compound index: In the Primary Column section, under Primary column for this index, select the column. In the Secondary Column section, under Secondary column for this index, select a different column. Click Create.

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Create or modify a filtered view based on column indexes
After you index a column, you can add it to a view when you create or modify a view, and then use the indexed column to filter the view. Before creating a view, you may want to add more columns to the list to enable more flexibility for sorting, grouping, and filtering. Find more information about creating columns and views in the See Also section. 1. 2. Navigate to the site that contains the list or library for which you want to create the index. If the list or library is not already open, click its name on the Quick Launch. If the name of your list or library does not appear, click Site Actions library. , click View All Site Content, and then click the name of your list or

3.
4.

In the ribbon, under List Tools or Library Tools, click the List or Library tab. Do one of the following: To create a view:

1. 2. 3. 4.
or library.

In the Managed Views group, click Create View. Click the option, such as Standard View or an existing view, that you want to use to create your view. In the View Name box, type the name for your view. Select Make this the default view if you want to make this the default view for the list or library. Only a public view can be the default view for a list

To modify a view:

1. 2. 3.

In the Managed Views group, select the view you want to modify from the Current View drop-down list. In the Managed Views group, click Modify this View. In the Filter section, click Show items only when the following is true, and then choose how you want to filter the items based on one of the

columns that is indexed. For example, to create a view of only items that changed today, choose the Modified (Indexed) column and the is equal to condition, and then type [Today].
NOTE

If you do not see any columns that say (Indexed) after the name, you do not have any indexed columns available for that list or library. You must

first create a simple or compound index. 4. Choose any other options that you want for your view, such as which columns you want to show or hide and how you want to sort the items.

5.

Click OK.

Find more information about creating views in the See Also section.
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