Step 1. Install SharePoint Web Services Extension
If you wish to have all features of the Aspire SharePoint connector available, including full document-level security, you will need to install the Aspire SharePoint Web Services Extension.
See Standard or Extended SharePoint Web Services for details on what features are enabled with this extension.
Step 2. Set SharePoint Access Rights
"aspire_crawl_account" will need to have sufficient access rights to read all of the documents in SharePoint that you wish to process. See Windows User Account Requirements for details on what rights will be required for the account in SharePoint.
To set the rights for your account at Web Application level, do the following (SP 2010):
- Open SharePoint Central Administration.
- Go to "Manage web applications" under "Application Management".
- Select the web application which has the site collections to crawl.
- Click on "User Policy".
- On the "Policy for Web Application" popup, click on "Add Users".
- On "Choose Users" space type aspire_crawl_account with the corresponding domain.
- Select "Full Read" permission on "Choose Permissions" section.
- Click on "Finish".
To set the rights for your "aspire_crawl_count" on site collections, do the following:
- Go to the desired site collection and log on with a site collection administrator (or any user authorized to edit site permissions).
- Click on 'Site Actions' and 'Site Permissions' (your user should see this options if it has enough privileges).
- Click on "Grant Permissions".
- Enter the domain and account name on "User/Groups" field (i.e. aspire_crawl_account).
- Select "Grant users permission directly".
- Mark the required permission level based on Windows User Account Requirements.
- Click on OK.
After selecting a Scheduled, specify the details, if applicable:
- Manually: No additional options.
- Periodically: Specify the "Run every:" options by entering the number of "hours" and "minutes."
- Daily: Specify the "Start time:" by clicking on the hours and minutes drop-down lists and selecting options.
- Weekly: Specify the "Start time:" by clicking on the hours and minutes drop-down lists and selecting options, then clicking on the day checkboxes to specify days of the week to run the crawl.
- Advanced: Enter a custom CRON Expression (e.g. 0 0 0 ? * *)
Step 5: Initiate a Full Crawl
Now that the content source is set up, the crawl can be initiated.
- Click on the crawl type option to set it as "Full" (is set as "Incremental" by default and the first time it'll work like a full crawl. After the first crawl, set it to "Incremental" to crawl for any changes done in the repository).
- Click on the Start button.
During the Crawl
- Click on the "Refresh" button on the Content Sources page to view the latest status of the crawl.
The status will show RUNNING while the crawl is going, and CRAWLED when it is finished.
- Click on "Complete" to view the number of documents crawled so far, the number of documents submitted, and the number of documents with errors.
If there are errors, you will get a clickable "Error" flag that will take you to a detailed error message page.
Step 6: Initiate an Incremental Crawl
If you only want to process content updates from the SharePoint 2010 (documents which are added, modified, or removed), then click on the "Incremental" button instead of the "Full" button. The SharePoint 2010 connector will automatically identify only changes which have occurred since the last crawl.
If this is the first time that the connector has crawled, the action of the "Incremental" button depends on the exact method of change discovery. It may perform the same action as a "Full" crawl crawling everything, or it may not crawl anything. Thereafter, the Incremental button will only crawl updates.
Group expansion configuration is done on the "Advanced Connector Properties" of the Connector tab.
- Click on the Advanced Configuration checkbox to enable the advanced properties section.
- Scroll down to Group Expansion and click the checkbox.
- Add a new source for each sharepoint site collection you want to expands groups from (you'll need administrator rights on all of them to be able to do this).
- Set the default domain, user name and password of the crawl account.
- Set an schedule for group expansion refresh and cleanup.
- As an optional setting click on the "Use external Group Expansion" checkbox to select an LDAP Cache component for LDAP group expansion. See more info on the LDAP Cache component on LDAP Cache