SharePoint: Reviewing the New Features in Version 2

The new capabilities in SharePoint Portal Server (SPS) 2 are likely to include sign-on (SSO), user and application management services, and personalization.

 By Jacqueline Emigh
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Microsoft's SharePoint Portal Server (SPS) 2 is due to ship in 2003, with new capabilities that look likely to include sign-on (SSO), user and application management services, and personalization. Meanwhile, though, SPS1 has already been deployed among more than seven million users. What can administrators do to make SPS1 more workable, while they wait for the next generation of product to come around?

Many observers view SharePoint as a good value for organizations interested in a cost-effective intranet server. SPS1's document management features also win fairly high marks. SharePoint, though, is just about entirely Microsoft-centric. Other problem areas range from deployment to backup and recovery, security, and integration with other Microsoft products, particularly .NET servers. Some other features -- such as approval routing and database queries -- could stand improvement, too.

"Easy to install, but not to deploy"
"Microsoft is telling people left and right that SharePoint will be easy to deploy," said Bill English, a consultant, trainer and author specializing in .NET platforms. "SharePoint is easy to install, but it isn't easy to deploy," Many of the difficulties center around setting up toxonomies such as categories and keywords. Major inconsistencies can make SharePoint virtually unusable. "Plan, plan, plan -- and then train, train, train," English advised.

"Backup stinks"
"I'm sorry to be blatantly blunt, but (SP1's) backup stinks," English said during a recent presentation. "[It] does not integrate with the Windows backup API. There's no per item backup. You can only restore an entire image.

"This is a huge sticking point for some organizations," he added. SPS1's workspace archive "does not restore portal or Web parts."

To perform backup/restore, you must use the command line script msdmback.vbs, located in the bin directory. You can schedule backups by using either vbscript or jscript, or by producing a script file that can be called by Task Scheduler.

Backup to a remote disk can be tricky, experts say. To do so: at the command line, type:

msdmback/a domain\user password

This is the network account, and it becomes the default content access account, although it does not appear in the mmc. You must give this account the appropriate permissions, though, to avoid interference with indexing and crawling functions. To do this, replace domain/user name with a user account, as well as the domain it belongs to for the account running the backup. You should also replace the password with the password for that account. Then, run the msdmback/b command and pass in the path to the remote share.

For better backup/restore, English suggested using a third-party product from CommVault in conjunction with SPS1.

Microsoft's plans for SPS2 include tighter integration with SharePoint Team Server (STS), according to Steve Ballmer of Microsoft. Already, some administrators are crying out for greater architectural similarities between the two products.

"We would like something comparable to eRoom, which offers a document repository as well as collaboration features in a unified interface. Why was a totally different architecture used for SharePoint Team Services instead of integrating this into SharePoint Portal Server?" asked one administrator, during a recent Microsoft Webcast.

Microsoft initially bundled SPS1 with the FrontPage version 2002 website-creation tool, as well as editions of Office XP that include FrontPage. SPS has also been provided as a download from the Web. Integration with other .NET products has always been on the drawing boards.

Generally speaking, Microsoft has been positioning SPS as a solution for document management in large workgroups, and STS as a solution for collaboration in smaller workgroups. Some users, though, are interested in deploying STS instead of SPS among larger groups.

"Does Microsoft have examples of STS in use for large teams? How is performance impacted?" asked another administrator.

Microsoft, in fact, has issued another white paper dealing with this very subject. "Obviously, there are a couple of things that are important to remember. One is that you're dependent on the hardware because you're pretty much feeding HTML pages through your server to your browser. It is also very important to remember that you're writing all this data to a database," noted Joseph Khalaf, a member of Microsoft's Product Support Services Business Applications Group, during the Webcast.

SPS's Approval Routing
In terms of document management, STS currently handles document publishing and internal check-in and check-out, according to Khalaf. SPS adds support for versioning and approval routing.

With regard to approval routing, SPS1 supports multiple approvals, with either serial or parallel routing. English contended, though, that the workflow engine isn't flexible enough for more sophisticated workflow patterns, such as clearing a document with "three out of five" requested approvals. English pointed to the existence of nine or ten third-party workflow engines that can be used to augment SPS.

» See All Articles by Columnist Jacqueline Emigh

This article was originally published on Jan 2, 2003
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