How the Video Library-File Share Library Connection Works

How the Video Library-File Share Library Connection Works

Return to Storing Media in a Bamboo File Share Library Overview

Q: Where are media files stored?

A: When Video Library is connected to a File Share Library, the Video Library itself does not contain any files. The files are stored in the network file share configured in File Share Library. The Video Library only contains links to the File Share Library content, the thumbnail images, and metadata information for the media files. Because the files are not stored in SharePoint, your SharePoint content database is not affected by the size of the files in the library. Storage is limited by the size of the external file system configured as the File Share Library network file share, not by your SQL Server database size or SharePoint storage limits.

Q: What happens when files are uploaded?

When a file is uploaded in Video Library, it is processed by File Share Library immediately, and a link is created in the Video Library. Available metadata is extracted from the file and stored with the link. You can play your video file as soon as it is finished uploading.

Q: What about links to external media content?

Links to external media, such as YouTube videos, exist only in the Video Library. There is no file added to the File Share Library or the network file share.

Q: What if the File Share Library contains non-media files?

Only supported media file types are visible in Video Library. If the File Share Library contains other file types, the files are not visible in Video Library. If you attempt to upload an unsupported file type, a warning message will be displayed. You can only upload supported file types to the Video Library.

Q: How are files synchronized?

When Video Library is first connected to a File Share Library, it will take a few minutes to synchronize content from the File Share Library to the Video Library. During this initial synchronization, links are created in the Video Library to the files in the File Share Library. Metadata information is automatically extracted and stored with the link. The time this takes will vary according to the number of files in the File Share Library.

After the initial synchronization is complete, you can add, delete, or rename files directly in Video Library. When an item is added or deleted from Video Library, it is added or deleted according to the settings defined in the File Share Library settings. For example, if you delete an item from Video Library and File Share Library is configured to archive deleted files to a network location, the file will be archived. If you add an item and File Share Library is configured to copy new files to the network file share (recommended), that is what will happen. When you make changes in Video Library, they are done immediately; you do not have to wait for the File Share Library synchronization job to run.

If you choose to add, delete, or modify files directly in the network file share, the changes will be reflected in Video Library the next time the File Share Library synchronization job runs. For example, if you want to add a large number of items to the Video Library, it may be faster to do this directly in the network file share rather than use the Video Library page. If the File Share Library Synchronization Settings are configured to sync items daily, the new files will be available in Video Library the next time the daily synchronization job runs. If File Share Library is not configured to sync according to a specific schedule, Video Library will sync every 30 minutes. There is no one-time or on-demand synchronization option in Video Library, and performing an on-demand synchronization in File Share Library does not update the Video Library.

Whenever possible, use the Video Library page in SharePoint to manage media files; do not use the network file share or the File Share Library.

How File Share Library works

How File Share Library works

Since we created File Share Library based on a standard SharePoint Document Library, the base functionality (security and settings) is the same for end users who are used to dealing with the standard SharePoint Document Library. The most important functionality enhancements that we added are:

  • Syncing the content of the network drive with the list
  • Handling revisions
  • Handling security for mapped items

File Share Library lets you automatically or manually sync a file share on your network using timer jobs which can be monitored from the SharePoint Central Administration. Automatic (i.e. Continuous) sync can be scheduled through the File Share Library Settings to run hourly, daily, weekly or monthly. You can also include a check for files that have been moved or deleted from the file share.

If you choose to sync manually, you can do so from the File Share Library Toolbar as well as a one-time sync from the File Share Library Settings. Both the automatic sync and the one-time sync are scheduled jobs that run according to your job queue priority. The automatic sync job settings are saved in the web application properties, but the one-time sync is not saved.

A timer job is installed with File Share Library. This job runs every 2 minutes and looks for jobs scheduled through all File Share libraries within web applications specified during install. For more information see About File Share Library Timer Jobs. Your server admin can help you with understanding SharePoint timer jobs or you can read this article from Microsoft to learn more.

Once the File Share Library has been synced with your file share, you can do the following tasks:

  • Check out/in files,
  • Import file share files into the library permanently
  • Export library files to the file share
  • Upload files outside the file share directly to your File Share Library
  • View deleted or moved file share files
  • Automatically delete or move deleted library items or imported file share items to a specified archive location

See also:

Getting Started Using File Share Library

Highlights of File Share Library

Highlights of File Share Library

SharePointFileShareLibrary.pngAllow users to map custom Document Libraries to existing file systems, and optionally upload large files greater than SharePoint file limits.

SharePoint adoption initiatives can be a very daunting task, especially if your user base comes from a simple collaboration forum sharing documents on global network file shares. SharePoint provides the convenience of simple copy and paste to move existing file structures but at a cost. Each file you upload to SharePoint is in turn stored in the SQL Database. This can be a costly endeavor as precious database storage is taken up by the hundreds, potentially thousands of documents, and the existing storage investment goes to waste. But what if you could map SharePoint Document Libraries to your existing external file shares? File Share Library provides the capability of connecting to your existing external file shares, allowing your existing hardware be your storage instead of the SharePoint content databases.

File Share Library provides the capability of connecting to your existing external file shares, allowing your existing hardware be your storage instead of the SharePoint content databases. Beyond just a simple interface to your existing network file shares, File Share Library** provides the option to allow users to upload files larger than the set SharePoint file limits and capabilities to store metadata of files that are deleted in the external file share, thus preserving valuable history.

File Share Library Limitations

File Share Library Limitations

Return to Storing Media in a Bamboo File Share Library Overview

The following limitations apply to Video Library when it is connected to a File Share Library:

  • Item versioning is not supported.
  • The Document ribbon item options E-mail a Link and Download a Copy do not work properly.
  • The Video Library Upload Media File and New Media File Link options will use the default Document Library upload page, not the customized Video Library page with the link to supported file types. The functionality is the same.

See more release notes for each version:

File Share Library Overview

File Share Library Overview

SharePoint adoption initiatives can be a very daunting task, especially if your user base comes from a simple collaboration forum sharing documents on global network file shares. SharePoint provides the convenience of simple copy and paste to move existing file structures but at a cost. Each file you upload to SharePoint, it is in turn stored in the SQL Database. This can be a costly endeavor as precious database storage is taken up by the hundreds, potentially thousands of documents, and the existing storage investment goes to waste. But you can map SharePoint Document Libraries to your existing external file shares with File Share Library allowing your existing hardware be your storage instead of the SharePoint content databases. Beyond just a simple interface to your existing network file shares, File Share Library provides the option to allow users to upload files larger than the set SharePoint file limits and capabilities to store metadata of files that are deleted in the external file share, thus preserving valuable history.

How does File Share Library work?

Here is an overview of the features and benefits you get with File Share Library:

Key Feature Description
Simple Configuration After connecting File Share Library to a network file share, it is easy to configure options for synchronization, item upload, item deleting, and item import.
Import Files You can allow users to gradually migrate files from the network file share to File Share Library with the Mark File for Import feature. You can import individual files or entire folders.
Export Files You can also allow users to move individual files and folders, as well as groups of items from File Share Library to the network file share with the Export feature.
Support for Large Files Your network shares typically allow files larger than the default SharePoint maximum upload size, without affecting limits for other SharePoint lists and libraries.
Check In/Check Out Use standard Document Library viewing, editing, and check in/out capabilities, whether items are stored in File Share Library or the network file share.
User-Friendly Interface Uses the familiar SharePoint Document Library interface and features.
Item Synchronization You have options for configuring periodic, one-time, or on-demand synchronization, with flexible schedule options.
Handles “Lost” Items Checks for items that can no longer be accessed on the network file share, and updates item status in File Share Library the next time it is synchronized.
Item Archival When items are imported or deleted, configure an optional archive location to meet compliance requirements and prevent unintentional data loss.
Standard SharePoint Security You control access to File Share Library using built-in SharePoint permissions.
Multimedia Support (SharePoint 2010 and 2013) Store video and audio files on an existing network file share, saving valuable content database space. Play and manage the media files in SharePoint by connecting File Share Library to a Video Library (sold separately).

Export a file from the File Share Library to the network fails

Export a file from the File Share Library to the network fails

SYMPTOM

You uploaded a file to a File Share Library using the SharePoint interface. You want to export the file to the network file location, but when you select Export from the context menu of the item, you see an error like this:

Access to the path is denied.jpg

CAUSE

If this happens if the account that is configured for the File Share Library does not have the permission to write to the network file location.

RESOLUTION

Be sure that the domain account you have used to configure the File Share Library Account Settings has the ability to write to the network file location.
$keywords: File Share Library
$keywords: Export

account settings.jpg

Configuration Overview of File Share Library

Configuration Overview of File Share Library

In addition to standard SharePoint library settings, File Share Library provides additional library settings to configure each File Share Library instance. To access these settings, click the File Share Library Settings button in the Library tab of the Tools ribbon.
Ribbon Settings Button.png

Click the links below to learn about each option that can be configured. When you have finished changing File Share Library settings, click Save.

Complementary Products for File Share Library

Complementary Products for File Share Library

sharepointsolutions.pngYou will find many of our products complement each other quite nicely saving you the time and trouble to write custom code. With Bamboo at the heart of your SharePoint investment, you gain access to a huge catalog of enhancements, components, and accessories that add the critical functionality your business requires.

The same components can be easily used in future applications and they all come from a single, trusted vendor, ensuring an easy purchase process and support you can count on. That’s the Bamboo Way!


VideoLib
Video
Library
Use an existing network file share by connecting Video Library (sold separately) to File Share Library.

Get started right away! Download a 30-day free trial of File Share Library from our online store. It’s quick, easy, and absolutely risk-free.

Want to set up a private demonstration?
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About File Share Library Timer Jobs

About File Share Library Timer Jobs

Return to Configuration Overview

HW60_2010_MonitorJobs.jpg

Monitoring Bamboo File Share Timer Jobs

The status of File Share Library timer jobs can be monitored in SharePoint Central Administration. In the Monitoring section, click Check job status. Use the links in the Timer Links section of the Quick Launch to check job definitions, job history, or currently running jobs.

Understanding the Timer Jobs from Bamboo

Bamboo File Share Master Job

When File Share Library is installed, the Bamboo File Share Master Job is added to the Web application(s) selected during installation. This job runs every two minutes, and monitors the Web application for new, updated, and deleted File Share Libraries. The Master Job creates, updates, or deletes secondary timer jobs for individual File Share Libraries. The secondary jobs are responsible for synchronizing the individual File Share Library with its connected network file share. There is one Bamboo File Share Master Job per Web application.

Bamboo File Share Library Sync Job for Library in Site

When a File Share Library is configured to continuously synchronize files or when a one-time sync is requested, the File Share Master Job creates a secondary timer job for the synchronization activity. This job triggers synchronization of the File Share Library with its connected network file share. The Web application will contain as many of these jobs as there are File Share Libraries configured for synchronization. If a File Share Library is configured for continuous synchronization, there will be a timer job definition with a schedule that matches the frequency configured in the File Share Library Settings.

Bamboo File Share Library Content Import Job for List/Item in Site

If the File Share Library Sync Job detects items in the File Share Library that are marked for import, a Content Import Job is created to import the items from the network file share to the File Share Library. This one-time job is created only when the Sync Job requests it.