When an Item is Added to File Share Library

When an Item is Added to File Share Library

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There are two actions you can set so that when a file is added using the File Share Library page (either by upload or moved from elsewhere in SharePoint) different actions occur. By default, the file size of the item you are uploading cannot exceed the maximum file size configured for your SharePoint farm.

Export Setting.png

Option Action Description
1. Automatically export all items: DISABLED

When you add an item to File Share Library, the item will be stored in File Share Library, just like a SharePoint Document Library. The file is stored in the SharePoint content database. This option is useful if you are migrating the contents of a network file share to SharePoint, and want users to upload new documents only to SharePoint. 1

NOTE: When a new item is added directly to the network file share, a link to that item is automatically created in File Share Library during the next synchronization. The settings in this section do not apply to files added directly to the network file share.

2. Automatically export all items: ENABLED When you add an item to File Share Library, the item will be immediately copied to the network file share. A placeholder file is added to File Share Library to act as a link to the file on the network file share. This option can be used if you have large files that you don’t want to be stored in the SharePoint content database.2

See also:

1 When items are added only to File Share Library, the Maximum Upload Size setting in the Web Application General Settings applies. The default value of this setting is 50 MB. Changing this setting changes the maximum upload size for all SharePoint uploads.

2 By default, the file size of items added to File Share Library and copied to the network file share cannot exceed the Maximum Upload Size setting configured for the Web application (default 50 MB). Read the topic Enabling Support for Large Files for instructions on how to increase the maximum upload size for File Share Library.

When an Item is Deleted from File Share Library

When an Item is Deleted from File Share Library

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Deletion Settings.png Select the action to be taken when an item stored on the network file share is deleted via File Share Library. If you imported an item to File Share Library, the settings in this section do not apply. The item is simply deleted from File Share Library, just like any SharePoint Document Library.

Step Action Result
1. When an item is deleted from File Share Library, one of the following two actions can occur. The action occurs immediately, and does not require synchronization:
A
Delete the item from the network file share: The item will be permanently deleted from the network file share, and the link to the item is removed from File Share Library.
B
Move the item from the network file share to an archive location: The link to the item will be removed from File Share Library, and the file will be archived to the specified location. The archive location must be a different shared folder than File Share Library’s network file share. Enter its location as a UNC path (servershare).
2. When an item is deleted from the network file share, one of the following two actions can occur the next time File Share Library is synchronized:
A
Delete the item from File Share Library: The link to the item in File Share Library will be removed.
B
Change the status of the item in File Share Library to not available: The link to the item will remain in File Share Library, but its status is changed to “File not available”. The item cannot be accessed. Use this option if you want to preserve metadata that was saved with the placeholder link in File Share Library.

See also:

Synchronization Settings for File Share Library

Synchronization Settings for File Share Library

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Sync Settings.png Choose a synchronization schedule for the File Share Library. File Share Library can sync with the network file share according to a schedule you define, or it can perform a one-time sync when you click the Save button in the File Share Library Settings page.

Step Action Result
1. Periodic Sync: Synchronizes items regularly using a schedule you define. The File Share Library can sync with the network file share from 5 to 59 minutes, hourly, daily, weekly, or monthly. Select a schedule frequency and configure the specific sync time.
2. One-Time Sync: A one-time synchronization occurs when you click the Save button in the File Share Library Settings page.
3. On-Demand Synchronization: When this option is enabled, the Sync File Share Library button is displayed in the Library ribbon. This button allows users to trigger an immediate sync of File Share Library. On-demand synchronization can be enabled with either Sync Frequency option.

Sync Ribbon Button.png
4. Sync Log: Information regarding the most recent sync is logged here. This includes the time and date of the sync, and the number of files that were changed.

During synchronization, the network file share contents are compared to the File Share Library contents, and the following actions occur:

  • If a new file was added to the network file share, a placeholder file is added to the File Share Library to act as a link to the item on the network file share (unless Automatically import all items has been selected in the Import Settings).
  • If a file was deleted from the network file share, the associated placeholder file in the File Share Library will either be deleted or updated, depending on When an Item is Deleted settings.
  • If a file was renamed or moved in the network file share, File Share Library treats the moved or renamed item as “new”, and the old link to the item as “deleted”. The old placeholder link in the File Share Library will be removed or updated according to the When an Item is Deleted settings, and a new link will be created for the item with the new name or location.
  • If an item in the File Share Library is marked for import, it is imported. The copy on the network file share is updated according to the Import Settings. The item in the File Share Library and the original version in the network file share will no longer be linked after the item is imported. Changes to the file in one location are no longer synchronized to the other location

See also:

Network File Share Account Settings

Network File Share Account Settings

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Account Settings.png!Enter an account that has Full Control permissions to the network file share you configured in the Network File Share Path settings, and also to any archive locations.

After you enter your password, multiple asterisks will appear in the field as a security measure.

See also:

Network File Share Path

Network File Share Path

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In the Network File Share Path setting, enter the Universal Naming Convention (UNC) path to the network file share you want to sync the File Share Library with. The path you enter must already be set up as a shared folder.

UNC Path.png

Icon-Warning If you change the network file share path after the File Share Library is synchronized, any contents stored in the File Share Library will be deleted. Files in the network file share are not affected.

If File Share Library is connected to a Video Library (sold separately), the network file share path will be grayed out after the Video Library connection is made. You cannot change the network file share path while a Video Library is connected to it. The Network File Share Path setting will display the name of the connected Video Library.

HW60_2010_Settings_PathVL.jpg

See also:

To manage the Video Library connection, go to the Video Library Settings page. For more information, see Storing Media in a Bamboo File Share Library.

Localize Bamboo Applications or Custom Columns

Localize Bamboo Applications or Custom Columns

Overview of the localization process for Bamboo Products

Bamboo applications and custom columns are slightly different than web parts when it comes to localizing/translating. The user interface isn’t confined to a web part, but can exist as site definitions or other custom pages. For example, the configuration of a Bamboo custom column is within the SharePoint list settings area.
The text strings that require translation are located in different files than the strings that appear in a web part.

Changing the language or text for an application or custom column is a multi-step process:

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About the Language Files

Text displayed in a Bamboo application may be included in one or both of the following locations:

  • Provisioning Resources. These resources are located in the 12, 14, or 15 “Hive”, in the Resources folder. The number of the Hive depends on the version of SharePoint you are using (e.g., SP2007 has a 12 Hive, SP2010 has a 14 Hive, and SP2013 has a 15 Hive). 14Hiveresources.jpg

    The Bamboo.*.resx files include text used in site features, site definitions, list definitions, and other provisioning resource elements. Any changes you make in these files will apply to new product instances only.

  • Application/Runtime Resources. These are also located in the 12, 14, or 15 Hive, but in the CONFIGResources folder.The Bamboo.*.resx file in the CONFIG folder is different than the one included in the Resource folder.14HiveCONFIGResources.jpg This one includes text used in application pages, custom site menu actions, navigation elements, and other runtime resources. Any changes you make will apply to new and existing product instances only.

In each location, there may be multiple versions of Bamboo.*.resx files with identical content. The different files are provided for English (en-US), German (de-DE), French (fr-FR), and Spanish (es-ES). The content of all files is in English until you translate it to your language. If your site is configured to use a language that does not have a corresponding Bamboo product .resx file, copy an existing file and rename it to include the culture name for that language pack. For example, create a file for Italian by saving the default file as Bamboo.[Product].it-IT.resx. Make your changes to this new file. If your site is configured to use a specific language but you do not have a culture-specific file, the product will use the default Bamboo.[Product].resx file instead.

Icon-WarningIMPORTANT: If you customize one of the default resource files provided with the product, your changes will be overwritten when you upgrade.

To avoid losing customizations, copy the customized file to a different location (not the same folder) before upgrading. After the upgrade is finished, compare the new file with your customized file to incorporate any new entries. Then copy the merged file to the Resources folder. Culture-specific files created for languages that are not provided with the product will not be overwritten during an upgrade, but you still need to incorporate new resource entries.

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Editing text in resource files

Icon-WarningIMPORTANT: Before making any changes, back up your original file to a different folder.

To change text in a resource file, open it in a text editor and locate the text you want to change. Editable text is usually found between the <value></value> tags, as shown in the screen shot below. Do not modify the data tag. If you want to remove text completely, delete only the text; do not delete the <data> or <value> entries from the file, or the server will display an error message. In the example below, the editable text is highlighted in gray.

Common_resxEdit.jpg

When you are finished with your changes, save the file and copy it to the appropriate Resources *folder on *all Web front-end servers in your SharePoint farm. Follow the instructions below to make your changes take effect.

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Applying Language File Updates

To apply changes to Provisioning Resource Files:

If you modified the provisioning resources file, apply your changes by restarting Web services with the following command on all Web front-end servers.

iisreset

NOTE: changes to provisioning resources affect new instances of the Bamboo product only; existing instances of the product are not updated.

To apply changes to Application/Runtime Resource Files:

If you modified the application/runtime resources file, apply your changes by executing the following stsadm command on all Web front-end servers. This command copies the updated resource file to the App_GlobalResources folder of each Web application. Changes apply to existing product instances and any new instances you create.

stsadm -o CopyAppBinContent

NOTE: Changes apply to EXISTING product instances AND any new instances you create.

Import Settings in File Share Library

Import Settings in File Share Library

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Import Export Settings.pngWhen you connect a File Share Library to a network file share, each item listed in File Share Library may physically reside in the network file share OR in File Share Library. This is useful if you are migrating documents in a legacy network file share to SharePoint, or using the network file share as an archive location for working documents in SharePoint.

Items in the network file share can be gradually imported to SharePoint, or automatically imported when added to the network file share. Items can also be sent from SharePoint to the network file share using the export function.

Export Options
Allow exporting to network

To allow items to be moved from SharePoint to the network file share, enable the Allow exporting to network. This enables the Export ribbon and context menu functionality, so users can move individual items and groups of selected items to the network file share.

Icon-Warning NOTE: Exporting will store items to the network file share while still displaying a placeholder in File Share Library.

Automatically export all items Enable Automatically export all items to have items that are uploaded to or added to File Share Library from within SharePoint automatically sent to the network file share.
Import Options
Allow importing to SharePoint To allow files to be moved from the network file share into SharePoint, enable the Allow importing to SharePoint option. This enables the Import ribbon and context menu functionality, so users can move individual items and groups of selected items into SharePoint.
Automatically import all items Enable Automatically import all items to have items added to the network file share automatically sent to the SharePoint when File Share Library is synced.
When an item is imported

There are three options for how items in the network file share should be handled when they are imported into SharePoint:

Keep original on network file share – This option leaves a copy of the item(s) on the network file share.

Icon-Warning NOTE: The item in File Share Library and the original version in the network file share will no longer be linked after the item is imported. Changes to the file in one location are not synchronized to the other location.

Delete original from network file share – This option deletes the item from the network file share when it is imported to SharePoint.

Icon-Warning CAUTION: This option combined with Automatically import all items will delete the entire contents of the selected network file share location and import the items to SharePoint.

Move original to archive location – This option automatically copies all items imported to SharePoint to a designated archive location on the network file share. You must enter the UNC Path of the archive destination. Note that the credentials entered for the primary network file share location must also have full control access to the archive location.

See also:

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.

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: