StepWise Management Console User Manual
Contents
1. device Condition Field Description Document Size Move files based on the uncompressed size of the document Times Viewed Move files based on the number of times a document has been viewed over a nominated time period Use this condition when you want to move more less active documents to a better performing cheaper tier Document Type Move files based on their type such as zip bmp png etc Source Id The farm source id Resubmitting an AdHoc Move Resubmitting a move copies the properties of the selected move and allows you to create a new AdHoc Move based on the original To Resubmit an AdHoc Move 1 Highlight the AdHoc Move in the move list 2 Inthe Actions pane click the Resubmit action 3 Review change the AdHoc Move properties and click the OK button to submit the move Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 15 Reports Stepwise provides several reports that can be used by Administrators to monitor and manage their environment The following reports are available in the Stepwise MMC snap in Report Description Document Size Distribution Displays size distribution of documents Document Type Distribution Displays type distribution of documents Average Document Size documents Displays the average uncompressed and compressed storage size of Storage Device Usage Displays physical storage device usage Invizion Pty L2. Stepwise Stepwise Enterprise Storage System v2 6 Management Console User Manual Invizion Pty Limited Stepwise v2 6 MMC Console User Manual Copyright Invizion Pty Ltd All rights reserved Published October 2010 Invizion believes the information in this publication is accurate as of its publication date The information is subject to change without notice THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS INVIZION PTY LTD MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE Use copying and distribution of any Invizion software described in this publication requires an applicable software license Invizion Pty Ltd products are the exclusive trademarks of Invizion Pty Ltd All other trademarks used herein are the property of their respective owners Invizion Pty Limited Stepwise v2 6 MMC Console User Manual Table of Contents Bis 5 Gl Vii te iti rendu nU d nivis en nin 6 Document Version Changes pete iore ao aa Rain 7 Version 2 6 October 2011 ie rere eii nene aaa 7 Version 2 5 JUNE 20 eoru ii 7 Version 2 4 May 2011 cs eie cent tert I ape cea ee Fg ac eu due dada ec du an 7 Vetsion 2 3 April 2011 nie cerae eren ia oye ska euh vea pai vu eet Tri cu e a FE ah RT 7 Version 2 2
3. Block Size and Key Size 5 Click the Test button to test the configuration 6 Click the OK button to save the encryption plugin To delete an Encryption plugin 1 Onthe Encryption page highlight the encryption plug in you want to delete 2 Onthe Action pane click the Delete button 3 Click OK to delete the plugin To update an Encryption plugin 1 Onthe Encryption page highlight the encryption plug in you want to delete 2 Onthe Action pane click the Edit button 3 Change the configuration of the plugin as required 4 Click OK to update the plugin Compression This page allows administrators to create configure different compression plug ins so they are available to storage devices when compressing and uncompressing documents To add a Compression plugin 1 Onthe Compression page in the Actions pane click New 2 Selectthe type of compression to use i e GZIP Compression Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 23 3 Onthe Add Plugin dialog enter a name and description for the compression Enter additional configuration information as per the plugin such as the Compression Level for GZIP compression 5 Click the Test button to test the configuration Click the OK button to save the compression plugin Plugin Libraries List the libraries that can be installed in Stepwise to provide additional functionality Device Drivers This page lists the device drivers that al
4. February 2011 scatena 7 Version 2 1 December 2010 ni rte rea eeepc ro E FO EP gc P E n 7 Version 2 0 October 2010 i 7 Stepwise Overview for Administrators i 8 ILM Policy Example Using StepWiSse i 8 Introduction to the Stepwise Management Console i 9 Installing the Stepwise Management Console Snap In ii 10 Manually Configuring the Database Connection for the Stepwise Management Console 11 Adding the Stepwise Management Console Snap In to the Microsoft Management Console 12 StONa IBI dem 13 Adding a Storage Device eoo ie ita 13 Editing a Storage Device ioter e o rere ee Ad 14 Deleting a Storage Device allea aaa let cuve cond di iz 14 AQHOC MOVES rite cease M 15 Creating am AGHOGIM OVE es secret eate eed rade e e a taa tb 15 Creating an AdHoc Move Condition iii 15 Resubmitting an AdHoc MOVE ii 15 RED OMS m P 16 Document List A han arena 17 Document List Filters oct eror ist A A ET 17 Document Properties arnie rei rain 17 SO O 18 Stepwise EVENTS ie 19 Harvestlflg AEE E ia 20 cried 20 Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 3 SharePoint 2010 5 sie ned IHRE ER CE AU RO Rire ia 20 club rc 20 Content Databases redo A dh A RIN REA iii igiene 21 Nelle stc ni
5. machines follow the above procedure for each additional machine Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 10 Manually Configuring the Database Connection for the Stepwise Management Console By default the Stepwise configuration files are installed to the folder C Program Files Invizion Stepwise Config To manually set the database connection string for Stepwise Edit the file DataAgent config 2 Locate the connection string lt param name connectionstring parameterType System String value value Data Source DBSERVERNAME Initial Catalog DATABASENAME Trusted_Connection true gt lt param gt 3 Replace the DBSERVERNAME and DATABASENAME values with the Stepwise administration database information 4 Saveandclose the file This will set the database information for the Stepwise MMC snap in Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 11 Adding the Stepwise Management Console Snap In to the Microsoft Management Console Administrators use the Microsoft Management Console to manage the Stepwise deployment To add the snap in to MMC From the start menu run type mmc exe and press enter In the Management Console in the File menu select Add remove snap in In the Available snap ins section select Stepwise and click the Add gt button Click the OK button Be OM This will add the Stepwise Administrators snap in within the Microsoft Ma
6. Connection String True False Use the default farm sql server connection string Custom Farm Connection String Custom connection string will be used in place of the default connection string if Use Farm Connection String is True Last Modified Date the farm entry was last modified Last Modifed By User id of the farm entry modifier Created Date the farm entry was created Created By User id of the farm entry creator Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 22 Management The Management area provides Administrators with a number of different functions and utilities for configuration of Stepwise Read Lock Displays information on documents currently under a read lock by Stepwise Moves in Progress Displays information on the current document moves occurring between storage devices Garbage Bin Displays information on documents that are currently marked for garbage collection Encryption This page allows administrators to create configure different encryption plug ins so they are available to storage devices when encrypting and decrypting documents To add an Encryption plugin 1 Onthe Encryption page in the Actions pane click New 2 Select the type of encryption to use i e AES Encryption 3 Onthe Add Plugin dialog enter a name and description for the compression 4 Enter additional configuration information as per the plugin such as the
7. LM policies EBS Event Retention Time to keep EBS Event entries SP 2007 Audit Data Retention Time to keep SP2007 Audit Data entries Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 24
8. Limited Stepwise v2 6 MMC Console User Manual 18 Stepwise Events The Stepwise Events screen provides a complete list of all events that have occurred within the Stepwise system Administrators use the Filter properties to restrict the amount of information returned Filter Description Event Type Event type is the type of event that has been logged Compress Decompress Decrypt Encrypt Harvest Audit Data Harvest Metadata Process Orphans Read Write Object Id The internal Id of the document Date Range Shows events before between or after the entered dates Display Rows Restricts the number of rows returned by the filter Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 19 Harvesting The Stepwise Enterprise Storage System uses a process called Harvesting to retrieve data from the source system The harvested properties could be general information such as last access date read only etc or specific information to the client source system security classification geographic location etc This information is stored by Stepwise and can be used as part of ILM Policy to move documents between storage tiers Stepwise supports two different harvesters one for Microsoft Office SharePoint Server 2007 SharePoint 2007 and one for SharePoint 2010 SharePoint 2007 The SharePoint 2007 harvester connects directly to SOL Server content databases in order to retrieve the informa
9. SharePoint Farm and locate content databases that can be used by the Harvester to extract information Field Description Name Name of the farm ID Farm ID Description Description of the farm Harvesting Active True False indicates if harvesting is current active on the farm Last Harvested Date the farm was last harvested Last Modified Date the farm entry was last modified Last Modifed By User id of the farm entry modifier Created Date the farm entry was created Created By User id of the farm entry creator To add a new SharePoint farm for management by Stepwise pL qu ovS In the SharePoint 2010 node select Farms In the Actions pane click New Enter the Name Description and Connection string for the farm Click Test to validate the connection Click OK to add the farm To identity the content databases within the SharePoint farm 1 In the SharePoint 2010 node select Farms 2 Right click the Farm you wish to identity the content databases for 3 Select Discover This will populate the content databases node with all content databases located within the SharePoint farm NOTE This process can be repeated if additional content databases are added to the farm Content Databases Content databases store the metadata and documents for the SharePoint farm Field Description ID Farm ID Farm Farm name Server SQL Server instance name or
10. a aaa ai 22 Management eec 23 A SR EE 23 Moves in Progress esce eem e ie ii 23 Garbage Binz EVEN 23 ENGI isidoj e oi 23 Compression ita ob 23 Plis ita 24 Device Die iia ile iia 24 SERVICES actina 24 SA teet eat aliante 24 Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 4 Overview This user manual provides Administrators with a reference to the Stepwise Enterprise Storage System Management Console interface The Stepwise Management Console is a snap in for the Microsoft Management Console MMC application Administrators can use the Management Console to administer a Stepwise deployment It is assumed that Administrators of the Stepwise system are familiar with the Microsoft Management Console interface Invizion Pty Limited Stepwise v2 6 MMC Console User Manual Glossary The following terms are used within this manual Term Definition Stepwise Enterprise management storage solution BLOB Binary Large OBject RBS Remote Blob Store MMC Microsoft Management Console XAM eXtensible Access Method XAM ATMOS EMC Cloud Storage technology Invizion Pty Limited Stepwise v2 6 MMC Console User Manual Document Version Changes Version 2 6 October 2011 e Added RBS and Stepwise provider installation instructions Version 2 5 June 2011 e Added SharePoint 2010 Farm Content Database and SQL Server Instance information V
11. ce Optional Enter a Description for the storage device Optional Select the type of encryption you want to use on the storage device Optional Select the type of compression you want to use on the storage device Optional Select the maximum document size you wish to store on the storage device Optional Select the storage costs for the storage device Optional Select the data transfer units and transfer costs for the storage device 10 09 OY Ur d ae NI ES Enter configuration information for the storage device See Appendix 1 for storage device configuration information 10 Click the Test button to verify settings for the storage device 11 Click OK Editing a Storage Device To edit a storage device 1 Highlight the storage device 2 Inthe Actions pane click the Edit link 3 Update the storage device information and click OK Deleting a Storage Device Deleting a storage device removes the device from the Stepwise system It does not perform physical deletion of the storage device no will it delete any other content that is located on the storage device A storage device can only be deleted when there are no active documents storage on the device To delete a storage device 1 Highlight the storage device 2 Inthe Actions pane click the Delete link 3 Click Yes to delete the storage device Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 14 AdHoc Moves AdHoc Moves allow S
12. ersion 2 4 May 2011 e Added information on content devices e Added references for XAM and ATMOS device drivers Version 2 3 April 2011 e Added document reports available within the console e Updated installation information e Update instructions on deleting a Content Source Version 2 2 February 2011 e Updated information on adhoc moves e Added direct link to Stepwise event log Version 2 1 December 2010 e Updated instructions for Storage Devices e Updated information on Document Moves Version 2 0 October 2010 e New release Invizion Pty Limited Stepwise v2 6 MMC Console User Manual Stepwise Overview for Administrators The Stepwise Enterprise Management System Stepwise provides Administrators with a system to manage documents across multiple storage systems such as locally attached storage network storage devices and cloud storage Stepwise provides the following major features e Reduces the size of SQL Server databases by moving documents to alternate file storage e Uses Information Lifecycle Management ILM policies to manage BLOBs as the age and or become less useful to an organisation e Utilise low cost storage solutions to store documents e Monitor document usage so high use documents utilise high performing data storage e Provide advanced redundancy options and enhance disaster recovery scenarios e Improve performance of systems that utilise Stepwise Stepwise uses the Microsoft SQL Server Remote Blob St
13. fault in Microsoft Windows versions since Microsoft Windows 2000 It provides System Administrators and advanced users with access to a variety of configuration and information about the Windows installation and systems that are installed on the platform z E Console1 Console Root 4 oj a File Action View Favorites Window Help s e 3 i E Console Root There are no items to show in this view More Actions Figure 2 Microsoft Management Console Administrators that are familiar with the Microsoft Management Console will be familiar with the general look and feel of the Stepwise Administrator MMC snap in Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 9 Installing the Stepwise Management Console Snap In The Stepwise Management Console snap in is available after installing the Stepwise components To install the Stepwise MMC snap in 1 Runthe installation Stepwise msi Select the MMC Snap in component from the installation screen 3 Enter the Stepwise administration database this can be set later see below Pa EF Stepwise Setup Stepwise Admin Db Connection String Please enter the SQL Server connection string For the Stepwise administrati race Connection String 4 Follow the instructions to complete the MMC snap in installation This will install the MMC snap in on the current machine To install the snap in on other
14. imited Stepwise v2 6 MMC Console User Manual 16 Document List The Document List window allows Administrators to list documents that are managed by the Stepwise storage system Administrators can enter different filters to restrict the documents they wish to view Additional options are available on the documents once they have been listed Document List Filters The following properties can be used to filter the Document List results Filter Description Document ID Stepwise unique document id Storage Device Storage device the document is stored on Select All to show documents across all storage devices Storage Device Document ID Storage device unique document id Source Document ID Document ID from the source system This field is populated during data harvesting of the source system FileName File name of the document Display Rows Number of rows to display Ophaned Status Orphaned status A document is considered orphaned if the source system is no longer referencing it Business Rules Status Business rules status Displays whether a document has been processed by business rules or is in the queue to be processed by business rules Metadata Collection Status Metadata collection status Displays whether the source system has been harvested for document metadata for a particular document Storage Condition Displays the storage condition of a docu
15. low Stepwise to connect to different types of storage devices The following device drivers are provided by default e File System NTFS Local Attached Network Attached etc e XAM compatible devices e ATMOS compatible devices Services This screen shows the status of Stepwise specific services Each service can be started stopped paused and restarted as per a standard Windows service The services and their purposes are listed below Service Description Stepwise Bulk Move Bulk move document processor manages all movement of documents between storage devices Stepwise Garbage Collector Performs garbage collection on the Stepwise repositories Stepwise Core Services Core document and information services required by Stepwise Stepwise Move Cleanup Performs cleanup of documents and data on the storage devices System Settings This screen provides Administrators with configuration settings for Stepwise Field Description Orphan Retention Duration to retain orphaned documents before they are deleted Read Lock Retention Duration to retain read locks before they are discarded by cleanup process Garbage Retention Duration to retain emptied garbage records before they are deleted Business Policy Queue Retention Time to keep unprocessed records in the Business Process Policy Queue before releasing them for processing by Information Lifecycle management I
16. ment Documents are moved to different storage devices based on a number of conditions and these can be used as filters in the Document List Administrators can storage that occurred due to Ad hoc moves Business policy LM Policy Initial when the document is first saved to Stepwise All Binary Type Filters the list to documents of a certain type Stepwise natively recognises a number of different binary types and these types can be used to filter the document list Source Source refers to the client system that is using Stepwise Deleted Status Deleted status refers to whether the client system has requested to delete the document Document Properties The Document Properties page is used to display the full list of properties in relation to the document s storage in Stepwise Once the document list has been populated Administrators highlight a document in the list and click the Properties action in the Actions pane The Document Properties screen allows Administrators to retrieve the document directly from Stepwise by clicking the Extract button and saving the file Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 17 Event Log The Event Log allows the Administrator to access the Stepwise Event Log of the machine they are using The Stepwise event log is a custom log area that contains any events registered by the Stepwise system Invizion Pty
17. n compressed Garbage Doc Count Current count of documents that require garbage collection Garbage collection occurs when the consuming system no longer requires the document to be stored such as when a document is permanently deleted Garbage Doc Size Total storage size of documents requiring garbage collection Allocated Size Total allocated size of the storage device Free Space Available storage size 96 Free Space Available storage size as a percentage When a storage device is highlighted additional information is available Item Description Description Plain test description of the storage device Driver Information about the device driver used by Stepwise to integrate with the storage device Storage Cost Calculated cost per MB per month Encryption Type of encryption used when documents are added to the device Encrypting documents on a device is optional Compression Type of compression used when documents are added to the device Compressing documents on a device is optional Max Document Size Use the Document Count and Space Used tabs to show a graph of the storage device data usage Adding a Storage Device To add a new storage device Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 13 In the Actions pane select New and select the type of storage device you want to add Enter a Name for the storage devi
18. nagement Console Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 12 Storage Devices Storage devices allow Administrators to define and manage storage for the Stepwise Enterprise Management system Each storage device is associated with a physical device and or location to store documents The storage devices page displays a list of current storage devices their status and information about the current usage Some storage devices such as XAM compatible and ATMOS compatible devices require additional configuration information that is specific to the device see Appendix 1 Storage Device Configuration for more information The Storage Device summary list displays the following columns Column Description Id Unique identifier for the storage device This field is read only Name Name of the device Type Device type such as File System XAM compatible ATMOS compatible etc Default The default storage device is the Tier O storage and is the first location documents are stored in prior to ILM Policy being applied Invizion recommends that this device be a high performance storage device Active Doc Count Current count of active documents An Active document is a document that is recognised by Stepwise as belonging to a consumer application Active Doc Size Storage size of active documents when uncompressed Active Doc Stored Size Storage size of active documents whe
19. ore RBS API to store Binary Large Objects BLOBs in an alternate file store Administrators use Stepwise to create Information Lifecycle Management ILM policies to manage BLOBs as they age and or become less useful to an organisation with the primary purpose being to use low cost storage for documents and save money for an organisation Storage Tiers System ABC gt lt gt x Tier 0 Data Store StepWise Database ABC Storage EL ina Management Store System System XYZ 4 lt lt Tier 2 Data Store Database XYZ e e e e e e e e e Figure 1 Stepwise Storage Management System Overview ILM Policy Example Using Stepwise An example of an ILM Policy for SharePoint 2010 integration with Stepwise would be to move all versions of all documents that are not the latest version to the Tier 1 data store while the latest version of all documents is retained on the Tier 0 data store For SharePoint 2010 installations that use Version Control this drastically reduces the data requirements on the Tier 0 data store and makes use of the cheaper Tier 1 data store for versioned documents This is seamless to the end user and they can still access previous versions of their documents Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 8 Introduction to the Stepwise Management Console The Stepwise management console uses the Microsoft Management Console MMC MMC is an application that has been installed by de
20. tepwise administrators to relocate documents on one storage device to another storage device without impacting the Stepwise clients The AdHoc Move pages displays previous AdHoc Moves that have been performed and allows you to view the current status of AdHoc Moves or create new AdHoc Moves AdHoc Moves are typically used for storage device maintenance purposes such as when a storage device will be taken offline while maintenance is being performed on the device or when additional tiers of storage have been added and the Administrator wishes to split content between the storage devices Creating an AdHoc Move In the Actions pane click New Select a Source Device Select a Target Device Set the scheduled date time for the move to start ROM Tick Repackage Documents to use the encryption compression of the target device If this box is not ticked the documents will retain their current encryption compression settings if any 6 Tick Include New Documents 7 If required add one or more conditions to restrict the documents that will be moved see below 8 Click the Simulate button to test the move outcome If entered on the storage device the simulate action will display the estimated cost of the move such as GB transferred 9 Click the OK button to schedule the adhoc move Creating an AdHoc Move Condition AdHoc move conditions are a set of filters that will restrict what documents are moved to the target
21. the SQL Server alias name Database Name SQL Server database name Audit Data Last Processed Date audit data was last processed Audit Data Error Count Number of audit errors from the last audit Audit Data Error Message Last error message from the audit process Metadata Last Processed Date metadata was last processed Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 21 Orphans Last Date orphaned documents were last processed Processed Last Modified Date the content database entry was last modified Created Date the content database entry was created To Enable Stepwise on a Content Database Click OK Click OK MIDA dot BEES Click OK SQL Server Instances In the SharePoint 2010 node select Content Databases Right click on a content database and select Install RBS Schema Right click on a content database and select Register Stepwise Blobstore Right click on a content database and select Set Stepwise as default Blobstore Stepwise supports alternate connection information for each SQL Server instance and or SQL Server alias This provides flexibility for the Stepwise Administrator so that Stepwise can connect to the content databases using alternate credentials Field Description Name Name of the instance alias entry Id Id of the instance alias entry SP 2010 Farm Name of the SharePoint 2010 Farm Use Farm
22. tion it needs Farms SharePoint 2007 farms are controlled by a single SQL Server configuration database Stepwise uses the configuration database to interrogate the SharePoint Farm and locate content databases that can be used by the Harvester to extract information Field Description Name Farm name Description Description of the farm Connection String SQL Server connection string for the farm Content DB Alias Internal use only Prefix Audit Data Excluded Number of logins excluded from the audit process Logins Audit Data Length of time in days to retain audit data Retention Content DB Event Length of time in days to retain content database events Retention Harvesting Active Enables disables harvesting on this farm To add a new Farm 1 In the Farms node on the Actions pane click New 2 Enter the information for the Farm configuration database 3 Click the Test button to validate the connection 4 Click OK to save the SharePoint farm information SharePoint 2010 The SharePoint 2010 harvester connects directly to SOL Server content databases in order to retrieve the information it needs Farms SharePoint 2010 farms are controlled by a single SOL Server SharePoint configuration database By default this database is called SharePoint Config Stepwise uses the configuration database to Invizion Pty Limited Stepwise v2 6 MMC Console User Manual 20 interrogate the
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