Create a collector
A SharePoint collector retrieves files to be transferred from the SharePoint site document library, and then submits these files to the task route to be processed and archived to an IBM FileNet P8 object store. You use the Configuration Manager to create a SharePoint collector after creating a new data store and connection.
Once you create a collector, you can set a collection schedule and specify the collection source (the SharePoint site document library) that contains the files you want to move to an object store. In addition, you can specify the sites, libraries, and content types to process.
NOTES
When more than one collector is configured to process within the same site collection, the collectors compete to create the objects. As a result, only one collector succeeds and processes the object while the other competing collectors fail and a processing conflict occurs. You can avoid this failure by doing the following tasks:
You can set a schedule for the Collector process to run at a specific interval of time. Use the Schedule tab to enter scheduling information. You can configure the collector to always run or to only run once at a certain date and time. You can also specify the collector run until a particular task is complete or select a date and time by which to end the process.
NOTE For continuous processing, it is recommended you specify an Interval. Selecting Always is not recommended.
For more detailed information on collectors, see "Creating a Collector" in the Configuration Manager help system.
You can filter the SharePoint documents that are collected based on sites, libraries and content types when you create a collection source. The filters determine the items that are collected and processed. For example, if you select specific content type filters, only documents of that content type are processed.
You can enter the URL of a specific site from which you want to collect files. You can also include or exclude all sub sites. The sub site option is only available if you are processing all libraries.
The Web Service URL is the custom web services used to communicate between the SharePoint connector and SharePoint. It is the Connector Web Service that is installed on a SharePoint server. The URL is the SharePoint server name and the port of the web site that was specified during the installation of the FileNet SharePoint Connector Service, such as http://MyServerName:8080.
The User ID is the SharePoint user retrieving the site information needed to complete the configuration. This user should have administrator level access to the SharePoint site.
Select Retrieve site information to populate the subsequent configuration information.
From a provided list, you can select all or specific site libraries to filter. In addition, with selected site libraries, you can can choose to process beginning from the root of the library or specify a folder start point.
You can select all content types or selected content types to filter. If you don't select a content type, documents assigned any of the available content types are processed. When you select specific content types, all other types based on that specific content types are also applied. For example, if you selected the Document content type, all content types that are derived from that content type are also used during the filtering process.
There are issues with the SharePoint custom site templates and content type filter. When SharePoint sites using custom site templates, including custom content types, are created, the custom content types are not applied as a filter with the document libraries SharePoint collector.
NOTE There might be instances where different content types are assigned to various versions of a SharePoint document. When you select a content type to filter, only the content type of the document's current version is filtered if it is the content type you selected.
You can select custom metadata properties that are used for mapping SharePoint column property values to IBM FileNet P8 properties. The property mapping occurs when SharePoint documents are transferred to an object store and the property values on the new FileNet P8 documents are taken from the corresponding mapped SharePoint document properties.
There is a built-in metadata properties group for SharePoint which you can use to refine configuration options for selecting and moving or copying files from SharePoint. In addition, any custom site columns configured for a collection source are then available for including rules, property mappings, or to provide the folder path in the File in folder task in a task route. For more information on this topic, see "Creating Metadata and Lists" in the Configuration Manager help system.
A configured SharePoint site provides metadata properties through site columns, which you can select. If your site has sub sites that are being processed, the inherited site columns used within those sub sites are also processed. However, site columns created within the sub sites cannot be selected and they are not processed.
In addition, only site columns added to a library either explicitly or through the use of content types are processed. Columns created explicitly within a library are not processed because they cannot be selected.
To create a new SharePoint collector
To configure a collection source