© 2008 Kroll Ontrack Inc.| COMPANY PRIVATE | Ontrack PowerControls 5.1 for SharePoint

© 2008 Kroll Ontrack Inc.| COMPANY PRIVATE | www.ontrackpowercontrols.com

Ontrack PowerControls 5.1for SharePoint

© Kroll Ontrack 2008 - COMPANY PRIVATE www.ontrackpowercontrols.com 2

Two Products with a Common Idea

Two simple, yet powerful tools to help you minimize the time and costs needed to recover, search and restore data

for Exchange® for SharePoint®

Copy, search, recover and analyzing email and other mailbox items directly from Microsoft Exchange® server backups, un-mounted databases (EDB) and Information Store file

Find and restore Microsoft SharePoint ® items, list, libraries and folders back to your production SharePoint server or to another file system


Introducing Ontrack PowerControls for SharePoint Product Overview

Find, recover and restore SharePoint items, lists, libraries and folders back to…– Your production SharePoint server– A different SharePoint server– A file system

Works with SharePoint 2007 backed up using SQL 2005

Like Ontrack PowerControls for Exchange, runs on any Windows workstation


Demands for SharePoint Recovery Business Demands

Business demands– Recover deleted documents

Due to accidental or intentional deletion– Locate documents meeting specified criteria

Examples:- Docs authored by a particular employee- Docs referencing or including specified keywords- Docs modified in the last 30 days

– Migrate docs to new SharePoint sites– Analyze SharePoint data– Disaster recovery


Demands for SharePoint Recovery Compliance and Legal Demands

Internal and external regulatory compliance demands– Verify employee compliance with internal content management and

use policies– Ensure proper data retention and accessibility as required by

Sarbanes-Oxley, HIPPA and other regulations

Legal demands– Quickly process electronic discovery requests for data– Produce documents meeting specified criteria– Maintain data integrity

No changes to metadata


Key Benefits

Minimize time and cost needed to restore individual SharePoint documents, items, lists, folders and libraries

Eliminate same site restore constraints

Minimize time required to locate documents meeting specific criteria

Maintain data integrity of the SharePoint source

Easy to use and install with no changes to existing backup procedures


Key Benefits SharePoint restoration

Minimize time/cost needed to restore individual SharePoint documents, items, lists, folders and libraries– Many users will cut restore times by more than 50%

Your exact time savings depends on how long it would normally take to restore the data you need

– Restore only what you need– No full site restoration or recovery server required– Quickly restore MDFs from tape to an alternate location using

ExtractWizard


Key Benefits No same site restore constraint

Eliminate same site restore constraints– Restore directly to production SharePoint server, other SharePoint

server or to a file system– Many SharePoint backup and recovery programs only allow you to

restore the data to the same or a duplicate server Ontrack PowerControls for SharePoint does not have this

constraint- No need for an expensive recovery server- Reduce the number of steps required to separately import

sites back into SharePoint


Key Benefits Powerful Searching

Minimize time required to locate documents meeting specific criteria

Use the Agent for Advanced Search (included at no cost) to search across multiple content databases – rather than bringing an old backup back online for analysis

Search by a variety of criteria– Load all of the item types that exist in your source files, then search

on specific types– Search by item type, keywords, subject, dates, specific users, and

file/attachment data

When you find what you need, simply drag-and-drop (copy/paste) items into your target location

Choose to restore all versions of an item or only specific versions


Key Benefits Data integrity

Keeping item metadata in tact can be critical when meeting legal or regulatory demands

Maintain data integrity of the SharePoint source– Ontrack PowerControls for SharePoint restores items without

changing the metadata– Performs read-only operations on the source files– When exporting items, a file containing the metadata associated

with the item will be created


Key Benefits Ease of use

Easy to use and install with no changes to existing backup procedures– Ontrack PowerControls for SharePoint does not install on your

SharePoint server– No changes to existing backup procedures– No complicated pre-installation configurations of SharePoint or SQL

Server– No extra storage required– Runs on a Windows workstation– Simple user interface– Drag-and-drop functionality


ExtractWizard and Other Agents

Ontrack PowerControls for SharePoint includes two important agents to enhance the product functionality at no extra cost– Ontrack PowerControls ExtractWizard Agent for Native SharePoint backups

– Ontrack PowerControls Agent for Advanced Searching for SharePoint

ExtractWizard will extract information from your existing native SQL Server 2005 backups and also from STSADMIN created farm-level backups

Advanced Searching agent allows you to search the contents of documents and attachments


Product Tour


Main Application Layout

Ontrack PowerControls for SharePoint follows the Ontrack PowerControls for Exchange GUI elements– Source Area with tree and list views

– Target Area with tree and list views

– Status bar

– Menu

– Toolbar


Data Wizard – Open Source

Data Wizard is launched by default at start of the application.

Data Wizard autorun controlled by a setting, just like PCEX application.

Source or target page can be skipped if running full wizard.

Data Wizard can open source and target, just source, or just target.

– Open Source option from menu, toolbar and hotkey use the data wizard.

Only a single source database can be opened at a time.

Single source database can consist of multiple files.– At least 1 MDF file– 1 or more LDF files– 0 or more NDF files


Data Wizard – Open Target

Data Wizard can open source and target, just source, or just target.

– Open Target option from menu, toolbar and hotkey use the data wizard.

Only a one target configuration database can be opened at a time.

A single configuration database can point to multiple content databases.

User must have access rights to the target SQL Server.

SQL Server must be setup for remote access. This is not the default SQL Server setting and may need to be reset.


Data Wizard – Open Source and Target

When running the full Data Wizard, the user can open both the source and target as a single operation.

The user can also choose to skip the source, the target, or both.

After the wizard finishes, the source opens, then the target opens.

Control is returned after both source and target are opened.


Tree View

Tree view mimics the tree available and viewable in SharePoint itself

Both source and target has a root node for all sources or targets

– Different than PCEX, PCEX only has Sources node

– Targets node only allows user to close all targets

Context menus available are different for each node type in the tree

– Sources, Targets, Source, Target, Site, List, Folder

User can drag & drop valid copy source from source tree or source list to target tree

Individualized tree node icons for different list types

User can force refresh on target tree but not source tree


Tree View


List view

List view shows the current items in the list.– If a list supports workflow, the most recent checked-in version is shown in

the list.– Previous versions are available for any item with previous versions

Default columns shared by all lists:– Attachments, Leaf Name, Item Name, Content Type, UIVersion Modified

On, Created On, Created By, Editor– All other fields are dynamic and based on the list.

SharePoint Lists have custom columns, but stored in generic columns in database

By default, string type fields will be shown. Other types are available from column chooser

Column changes are remembered as long as data store is opened.– Includes column ordering, sizing, sort order and visible columns


List view


Properties

Available on the root of a source node only.

– File menu and context menu

Shows a progress bar while counting

– Different than PowerControls Exchange – shows dialog and does count

– Faster to count in PCSP, so we show progress bar

Shows information about the database, log files, and counts

Save GUID to be used for licensing purposes


Items and Attachments


Open Item

Available from any list view.

– Double-click, enter in list, context menu, file menu, Ctrl+O

Opens the a fixed view of all properties in a new window

Multiple open item windows can be open. Each item opened as a separate action.

If the item has a content stream, PCSP gives the option to launch the associated application.

All open item dialogs are closed if the source/target is closed.


Open Item

Documents with streams are saved to the temporary file location.

– Files are deleted when PCSP closes.

– If the temp file location fills up, items cannot be opened. An error is displayed.

Open item dialog is used for other item types.

Contains a menu for saving attachments. Only enabled if attachments exist.

Full path to the item is shown on top. Truncated with “…” and tooltip to view full path (place cursor over field value).

A grid is shown with all the properties of the item listed.

– First column has the property name

– Second column has the property value.


Open item


Export Item

Export a single list item to the file system.

Available by menu, toolbar, context menu, hotkey (CTRL+P)

Checks for invalid path, path does not exist, access rights and valid license

– Prompts to create path if it does not exist.

– Shows error if failed to create path.

Text file created for the meta data.

If there is a content stream, the contents are written to a file unmodified.

Error displayed if unable to create file.

Duplicate name detection and adding (1) to end

– Example: word.doc word.doc.txt word(1).doc word(1).doc.txt


Export Item


Save Attachments

Save attachments is available on any item with attachments

– Available from main menu, context menu, open item’s file menu

Provides a list of attachments to select which to save.

– Select All and Clear All buttons available.

OK is disabled until at least one attachment is selected.

Path defaults to My Documents.

Path remembers last 5 locations.

Prompts to overwrite if the file exists.

Dialog closes after successful save of attachments.


Save Attachments


Searching


Search Source

Available from toolbar, tools menu, hotkey, context menu.

Only one search in source window available at a time.

User can search in item meta data, item file data, attachment data

User can search by content type.

– Dropdown populated by data in the database

Before “Load Item Types” After “Load Item Types”


Search Source

User can search by content type.

– Custom text box to allow Boolean search like “document, contact”

Can search editor and author.

Can search date range for created and modified dates independently

Previous results are stored like in PCEX, so user can go back.

Search in multiple sources, multiple folders, include/exclude subfolders

Search in results


Search Source

Text on the status bar is updated as items are found.

Progress bar is shown while search is in progress.

– Progress bar “grows” as search is in progress because we don’t have a total count of items before search starts.

– If there are a lot of empty sites, lists, and folders, the grow bar will get larger, but the results will say “x of y Items(s) Matched Criteria” and not change X and Y until items are found.

Results list view includes source # and path

– Source # matches main tree view

– Source path shows


ExtractWizard


ExtractWizard for SQL

ExtractWizard will support extracting SQL data from Online SQL backups created with Enterprise manager or SharePoint tools STSADM and Site Administrator. Site-level backups created with STSADM are not supported.

Underneath, both SQL Enterprise Manager and SharePoint Utilities create the same native SQL backup, a BAK file. The BAK file uses MTF Format, the same format as NT Backup and Backup Exec. New data block (DBLK) and stream types exist for encapsulating SQL data.

Only Direct mode of extraction is supported.

Differential Backups are not supported for this release.


ExtractWizard for SQL

EW support Diagram

SharePoint SQL Server

MDFNDFLDF

Native SQL Backup

(BAK File or Tape)

Site Administrator

STSADM

SharePoint Utilities

Farm

Site Backup Unknown File

ExtractWizard produces

SQLLIBPowerControls For SharePoint

ExtractWizard produces

SQL Enterprise Manager

Encapsulated SQL Backup (spbackup.xml)

Native SQL Backup

(BAK File)


Copying


Copy

Copy is available from multiple locations

– Tree view List Folder

– Data grid Single or multiple items

– Previous versions dialog Single item only

– Find in Sources dialog Single or multiple items


Copy Constraints

The user must have access rights to the target location.

The target location must have enough space for the data.

The target location must support the content type of the source data.

Sites cannot be copied

Lists can only be copied to sites - SharePoint restriction

Folders can only be copied to lists and folders - SharePoint restriction

Items can only be copied to lists or folders - SharePoint restriction

Folders and items can only be copied to lists that support the correct content type.


Copy Constraints

Security attributes including Author, Last Updated By, Checked Out by will not be copied with an Item, Folder, or List unless they match exactly on target.

Quick Links for a list will not be copied over with the list.

Alerts associated with lists, folders, and items will not be copied over. This is due to the users accounts not being synchronized between the two sites.

KPI Lists, Workflows, Pages, Web Page Parts, and Dashboard objects will not be supported in v1.0.

– They all link to other Lists and perform a variety of tasks on them.

– If one of these objects were copied over, the List it refers to may not exist on the target server and the item would cease to function correctly.


Duplicate Checking

Duplicate checking applies to items only

– Folders and lists will be reused – not modified in any way

Two forms of duplicate checking

– To check for a duplicate Item for these Lists the Item’s Id, WebId, SiteId, ListId, and ParentId must all match for Overwrite Confirmation dialog to be displayed. This means the only way an Item will be flagged as a duplicate is if the Item is being copied from a Source that is a backup of the Target and the Item is be copied to the same location.

– Since a Document or Picture Libraries need their Items to have unique filenames, the duplicate check will use the Item’s filename. If the target list contains an Item that has the same name, the user will be prompted if they want to overwrite.

User will be prompted to overwrite items – cannot create a duplicate.


Overwrite Confirmation Dialog

Prompts user to overwrite existing files

Yes / Yes to all will delete the existing item and copy the new item

– Prompts user with “Are you sure?” Development team found this annoying, are we sure we want it?

No / No to all will skip the copy and report to the user it was skipped

Cancel will stop the entire copy operation

– Prompts the user with “Are you sure?”

The “to all” boxes will prevent the user from being prompted again

– Only apply to the current copy session

– Other duplicates will still be reported in text report


Duplicate Checking


Copy Progress Dialog

Similar in appearance to PCEX

– Text area with status messages Auto-scrolls new messages into view

– Progress bar with time estimate Starts by saying “Estimating” Switches to time remaining when able

– Save button to save text report Saves the copy progress text to a text file

– Print button to print text report

– Cancel button Turns into close button when operation is complete

– Context sensitive help


Copy


Print/Save Report

Print Report

– Contains header Ontrack® PowerControls™ Copy Progress

– Contains page footer: Page x

Save Report

– Source information

– Target information

– Copy information
