The first step in configuring MetaShare Orbit is to click on the settings icon, on the top-right-corner of the app:
On the general settings page you can first verify that you are in the right tenant, by checking the tenant’s information. You also see the status of the app:
If you want to change the state of the app, just click on the “Edit” button, change the state, and click on the “Save” button:
The next step, which is mandatory if you want to archive documents with Orbit, is to define one or several destination libraries (where documents that are to be archived should be moved). You do this by selecting the “Destination libraries” on the left navigation:
From this page you can:
- Add a destination library, by clicking on the “Add destination library” function.
- Edit a destination library, by selecting an existing destination library and then clicking on the “Edit” function.
- Remove a destination library, by selecting an existing destination library and then clicking on the “Remove” function.
Lastly you can optionally define if any of your SharePoint sites should be excluded from having their documents managed by published rules. You do this by selecting the “Excluded sources” on the left navigation:
From this page you can:
- Add an excluded source, by clicking on the “Add excluded source” function.
- Edit an excluded source, by selecting an existing excluded source and then clicking on the “Edit” function.
- Remove an excluded source, by selecting an existing an excluded source and then clicking on the “Remove” function.
Recommended actions for your destination libraries
Here you find some recommendations for your destination libraries:
- SharePoint automatically creates and maintains a number system columns, specifically to manage media files (e.g. the columns: “image tags”, “date taken”, “extracted text”, “video length”). These columns are automatically created when files of specific file-types are uploaded to a library but they are not visible in SharePoint’s standard user interface. Using PowerShell, these columns can however be seen. As there’s no method to programmatically create these columns and as MetaShare Orbit always conducts a data validation when moving documents from source locations to a destination library, these columns need to be created beforehand, for a move operation to succeed. A way to create these columns is to manually upload the three documents that are in this zip-file, so do this for each of your destination libraries. When you upload the files, the columns are normally created within a few minutes but it could take up to a day for them to be created.
- In order to minimize the size of your archive workspaces, you might want to consider restricting the number of major versions to archive and the number of major versions that should have draft versions:
By default, a document library has 500 in the field “Keep the following number of major versions”. - Your users should not be able to edit documents in the archive workspaces. Therefore they should only be granted read permissions. This is granted on the whole workspace (the users will have read permissions on all documents in the workspace) or you set unique permissions on each folder (each folder corresponds to a source location). See this page for instructions: How to set unique permissions on folders in SharePoint.
Note
- Some SharePoint features that have been activated in any of the source libraries/sites also need to be activated in the destination libraries/sites. This could be site collection features such as the “Document ID Service” but also if you e.g. configure approvals in any of the source libraries. If you have any Failed entries in the “Document log” page, you can hopefully be able to see which features are missing in the destination library by reading the log’s “Action message” and “Error details”.
- Orbit can only exclude whole sites, not specific libraries or folders.
- All defined destination libraries, by definition, are always excluded sources, but they are not shown on the excluded sources page. This also applies to any removed destination libraries that are still referenced to a rule that at some point of time has been published.