RecordPoint for SharePoint 2013 Installation Guide 3.4

This RecordPoint Guide provides installation instructions for RecordPoint Version 3.4. This guide is intended for use by IT administrators and application specialists. The content of this guide is applicable to all RecordPoint Software versions 3.X and is current as of the publication date. For the most recent updates, visit our online Customer Support Portal.

Document release date: 29/01/2014 Version: 3.4.x.x

Copyright This document contains confidential and trade secret information of RecordPoint Software (“RPS”). RecordPoint Software has prepared this document for use solely with RecordPoint. Any other use or disclosure of the information herein is prohibited, and the information may not be reproduced, copied, or used in whole or in part without the prior written approval of RPS.

Support Notice This guide is available for download from our Customer Support Portal. The content provided is current and accurate as of the publication date, if you should run into problems or require further help you can check for updates on our portal. If you are not able to find a solution in our online content, please send an email to the RecordPoint Support Group.

Documentation The title page of this document contains the following identifying information:  

Software Version number, which indicates the software version. Document Release Date, which changes each time the document is updated.

To check for recent updates or to verify that you are using the most recent edition of a document, go to our Customer Support Portal. This site requires that you register for a RecordPoint support account and sign-in.

Contact Us Customer Support Portal: support.recordpoint.com.au Email: [email protected] Phone: +61 2 8006 9730 Website: www.recordpoint.com.au

Contents Introduction ........................................................................................................................................................................ 2 1.1

Topology .............................................................................................................................................................................. 2

Installation Prerequisites .................................................................................................................................................. 3 2.1 2.2 2.3 2.4

Software Requirements (minimum) ............................................................................................................................... 3 Hardware Requirements (minimum) ............................................................................................................................. 3 Service Requirements ........................................................................................................................................................ 4 Set your Language Preference ....................................................................................................................................... 4

Prepare for Installation ..................................................................................................................................................... 5 3.1 3.2 3.3 3.4

Define User Accounts ........................................................................................................................................................ 5 Define Service Accounts ................................................................................................................................................... 6 Configure Group Permissions ......................................................................................................................................... 6 Creating Web Applications and Site Collections ........................................................................................................ 7

3.4.1

Create the RecordPoint Web Application ............................................................................................................... 7

3.4.2

Create the RecordPoint Site Collection .................................................................................................................... 9

3.4.3

Create Active Site Web Application ........................................................................................................................ 10

3.4.4

Create New Active Site Collection ............................................................................................................................ 11

3.4.5

Active Site Collection – Existing Site Collections .................................................................................................. 12

3.5 3.5.1 3.6

Content Source ................................................................................................................................................................. 13 Configure Content Source ........................................................................................................................................ 13 Setup Claims Provider ..................................................................................................................................................... 15

Software Installation Overview ..................................................................................................................................... 16 4.1 4.1.1 4.2 4.2.1 4.3 4.3.1 4.4 4.4.1 4.5 4.5.1

Setup MSI ........................................................................................................................................................................... 17 Run MSI .......................................................................................................................................................................... 17 RecordPoint Solution Deployment .............................................................................................................................. 19 Deploy RecordPoint .................................................................................................................................................... 19 RecordPoint Site Deployment ....................................................................................................................................... 22 Deploy RecordPoint Site ............................................................................................................................................ 22 Search Service Configuration ........................................................................................................................................ 26 Configure Search Service .......................................................................................................................................... 26 Active Site Deployment .................................................................................................................................................. 27 Deploy Active Site ....................................................................................................................................................... 27

Post Installation Checkpoints ........................................................................................................................................ 30 5.1

Installation Completion ................................................................................................................................................... 30

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Introduction When RecordPoint is installed to either a single or multi server farm, the RecordPoint Setup package (msi) must be run on every Web Front End and Application servers in the farm. The RecordPoint Setup installs the RecordPoint product and the RecordPoint (exe) deployer installs the farm features and initial configuration. The RecordPoint deployer must be run once per farm (Refer to the sample topology in section 1.1). Once installed, running the installation process in central administration sets up the RecordPoint site collection and installs RecordPoint features into the active site collections.

1.1

Topology Large Farm

Small Farm RecordPoint Installed

Host A

RecordPoint Installed

Host B

Web Server Search Service & Managed Metadata Service roles

Web Server Search Service & Managed Metadata Service roles

RecordPoint

Host B

Host A

Web Server

Web Server

Web Server

Dedicated Web server for crawling

All SharePoint databases

RcordPoint

Host C

RecordPoint

Host D

Search Service (Query & Index)

Search Service (Query & Index)

Managed Metadata

Managed Metadata

Host E All Databases

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RecordPoint

Host F All Databases

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Installation Prerequisites To support the installation process, please use the Installation Workbook for planning to ensure that you have accounted for all the Site Collections that RecordPoint would manage and all the User and Services account information required to complete installation.

It is recommended that a backup of your farm should be completed before you perform any installations or upgrade.

2.1 Software Requirements (minimum)   

Microsoft Server Operating System as specified in the SharePoint 2013 Installation Guide Microsoft SQL Server as specified in the SharePoint 2013 Installation Guide Microsoft Office SharePoint Server 2013 Standard or Enterprise

The following are not supported:  Microsoft SharePoint Foundation 2013  Microsoft SQL Express

2.2 Hardware Requirements (minimum) Front End Web Server Processor RAM Disk

4 x Intel Xeon 3.0 Dual Core 12 GB 33 GB Mirrored 135 GB Raid 5

Indexing and Warm Standby Server (DR) 4 x Intel Xeon 3.0 Dual Core 12 GB 33 GB Mirrored 135 GB Raid 5

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Database Server 8 x Intel Xeon 3.0 Dual Core 16 GB 33 GB Mirrored 135 GB Raid 5

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2.3 Service Requirements The following services must be pre-installed prior to installation:  

Managed Metadata Service Search Service Application or Fast Search

2.4 Set your Language Preference For RecordPoint to be installed correctly the Language Preference must be set to English (US) 1.

Open Internet Explorer

2. Click on Tools then Internet Options 3. On the General Tab 4. Click Languages 5. Click Set language preferences 6. Click Add a language 7. Select English (United States) from the list 8. Click OK 9. Move English (United States) to the top of the list 10. Click OK to close the Internet Options dialog

Definitions Active Site: This is the site used by end users to upload, delete and view documents. It is also where RecordPoint Solution components are deployed for the management of electronic documents and files. RecordPoint Site: This is the site where RecordPoint manages active site content.

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Prepare for Installation The following sections will step you through defining accounts required for application set up, configuration of account permissions, web applications and site collections prior to installation. We recommend that you keep these for reference during the installation process. (This list is also included in the Installation Workbook for reference). Define User and Service Accounts

Configure Account Permissions by Group

Create Web Applications and Site Collections

Ready for RecordPoint Installation

3.1 Define User Accounts This must be the same account used to run SharePoint Products and Technologies Configuration Wizard. Account used to run Sharepoint: (This will be RecordPoint Setup User Account)

Setup User Account

RecordPoint Install Account is used to install RecordPoint to the Site Collection. Account Details:

(This account can be deleted or have its privileges revoked after RecordPoint is installed).

RecordPoint Install Account RecordPoint Site Collection Administrator Account Details:

RecordPoint Site Collection Admin Accounts used for site collection administration for a RecordPoint Active site must also be the Active Site Collection Primary Administrator. Account Details:

Active Site Collection Admins

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3.2 Define Service Accounts The RecordPoint Pool Account is used for the RecordPoint Web Application. Account Details:

RecordPoint Pool Account

Note: All Pool Accounts need to be registered as Managed Accounts

The Service Account used for the Active Site Web Applications

Account Details:

Active Site Pool Account

3.3 Configure Group Permissions The following groups must have the listed account types added.

The Web Application and Site Collections for RecordPoint and the Active Site must be created prior to adding the listed accounts. Farm Administrator

RecordPoint Site Collection Administrator

**

**

RecordPoint Install Account

RecordPoint Install Account

Active Site Collection Administrator

**

RecordPoint Site Collection Admin

Search Service Administrator

**

RecordPoint Install Account

Active Site Collection Admin

Term Store Administrator

** RecordPoint Install Account

RecordPoint Site Collection Admin

RecordPoint Pool Account

The RecordPoint Install account must also be the Farm Administrator, not just part of the farm administrator group. ** This privilege can be revoked after installation

Managed Metadata Service Administrator

** RecordPoint Site Collection Admin

RecordPoint Install Account

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3.4 Creating Web Applications and Site Collections 3.4.1 Create the RecordPoint Web Application 1.

Go to Application Management in Central Administration

2. Click on Manage Web Applications

3. Click New in the ribbon – a new window will pop up 4. Populate the fields as required

5. Under the Application Pool 6. Set the Application Pool Identity to RecordPoint Pool Account

RecordPoint Pool Account

7. Under Service Application Connections 8. Select custom from the drop down list

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9. Check the box Managed Metadata Service and Search Service Applications (This ensures these services are used by RecordPoint by default). If Office Web Apps are installed, do not enable the association for this Web Application. (If enabled an additional site collection will be created and will fail the validation step during RecordPoint deployment).

10. Click OK to create the Web Application

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3.4.2 Create the RecordPoint Site Collection 1.

Go to Application Management in Central Administration

2. In the RecordPoint Section 3. Select Create a new RecordPoint Site Collection

4. Under Web Application 5. Select the Web Application created for RecordPoint 6. Under Title 7. Provide a title for the new RecordPoint Site Collection

8. Under Primary Site Collection Administrator – Set the RecordPoint Site Administrator

RecordPoint Site Collection Admin

9. Under Secondary Site Collection

This account privilege can be revoked after the installation of RecordPoint

Administrator – Set the RecordPoint Install User

RecordPoint Install Account

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3.4.3 Create Active Site Web Application If you already have an Active Site Web Application then skip this step and proceed to Section 3.4.4. 1.

Go to Application Management in Central Administration

2. Click on Manage Web Applications

3. Click New in the ribbon – a new window will pop up 4. Populate the fields as required

5. Under Application Pool 6. Set the Application Pool Identity to the Active Site Pool Account

Active Site Pool Account

7. Set Service Applications as required 8. Click OK to create the Web Application

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3.4.4 Create New Active Site Collection If you already have an existing Active Site Collection, proceed to Section 3.4.5. 1.

Go to Application Management in Central Administration

2. Go to Create Site Collections

3. Under Web Application 4. Select the Web Application created for the Active Site

5. Under the Title 6. Provide a Title and Description

7. Select a user to be the Primary Site Collection Administrator

Active Site Collection Admin

8. Add the RecordPoint Install User as the Secondary Site Collection Administrator

RecordPoint Install Account

This account privilege can be revoked after the installation of RecordPoint.

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3.4.5 Active Site Collection – Existing Site Collections 1.

Login to the top level site of the Active Site Collection

Active Site Collection Admin

2. Navigate to the Settings icon on the top right hand corner 3. Click and Select Site Settings from the list

4. Under Users and Permissions 5. Select Site Collection Administrators

6. Add the RecordPoint Install user to the Site Collection Administrators

RecordPoint Install Account

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3.5 Content Source RecordPoint requires its own content source to exist in the SharePoint Search Service Application; or a search application can be designated just for RecordPoint. These content sources are used exclusively to index content from RecordPoint. The following example illustrates how to create a content source for RecordPoint where a default search application exists. For more information on how to design, create or manage search applications refer to Microsoft TechNet for further instructions.

3.5.1 Configure Content Source 1.

In Central Administration

2. Go to Application Management 3. Under Service Applications, select Manage Service Applications

4. Select the Search Service Application

5. Select Content Source from the navigation panel

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6. Click on the default Content Source – (Local SharePoint sites)

7. In Start Addresses, remove the RecordPoint URL 8. Click OK

9. Select New Content Source

10. Add the RecordPoint URL to Start Addresses (This is the RecordPoint Site Collection URL created earlier).

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11. In Crawl Settings 12. Select ‘Crawling everything under the host name for each start address’. 13. Click OK

3.6 Setup Claims Provider When a SharePoint 2013 site uses claims authentication with RecordPoint, the Claims to Windows Token Service (C2WTS) must be configured and running correctly. This configuration must be on all SharePoint servers in your farm.

3.6.1 Changes to Allowed Callers For RecordPoint server side service calls to function, NT Authority\Authenticated Users must be added to the list of Allowed Callers for the claims service. To do this, perform the following steps on each Web Front End in the environment: 1.

Open C:\Program Files\Windows Identity Foundation\v3.5\c2wts.exe.config

2. Add the following line to the AllowedCallers node:

For more information on how to configure C2WTS, see the following article: 

Claims to Windows Token Service (C2WTS) http://technet.microsoft.com/en-us/library/hh231678.aspx

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Software Installation Overview

This installation process requires IIS reset and SharePoint Timer restarts to be performed, to minimise any disruptions we recommended scheduling this install outside of business hours.

The following summarises the entire RecordPoint installation process

RecordPoint Setup msi has to be installed onto every SharePoint Server in the farm.

RecordPoint installs and deploys 3 solutions to Central Administration. recordpoint.deployment.active.wsp recordpoint.deployment.configuration.wsp recordpoint.deployment.wsp

RecordPoint requires Search Service to be configured. By initializing the service, the storage site collections are created and a Welcome item is submitted

There are two parts to the wizard. 1 – Deploy solution to Web Application 2- Install content to the site collections

Setup MSI

1

RecordPoint Solution 2 Deployment

RecordPoint Site Deployment

3

Configure Search Service

4

RecordPoint Active Site Deployment

5

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4.1 Setup MSI The following steps will install the RecordPoint software to the server. This will need to be installed on every SharePoint Server in the farm.

Warning 

For RecordPoint to be installed correctly, you must change your language preference to English (US). Refer to Section 2.4 for instructions.

4.1.1 Run MSI 1.

Run the RecordPoint Version Setup MSI – an installation setup wizard will load and guide you through the steps.

2. Click Next to continue with the install

Setup User Account

3. Please read through the RecordPoint Software License Agreement 4. If you agree, select “I accept the terms in the Licence Agreement” 5. Click Next to continue

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6. Select the Install Location 7. Click Next to continue

8. Click Install to install the RecordPoint Deployment Package

9. Click Finish to close the Installation Setup Wizard

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4.2 RecordPoint Solution Deployment After installing the RecordPoint MSI to all servers in the farm, RecordPoint solutions must be deployed to Central Administration. To deploy the solutions, perform the following steps on every SharePoint server.

4.2.1 Deploy RecordPoint 1.

Run the RecordPoint Deployment application as the Setup User Account

Setup User Account

2. Click Next

3. Select Install 4. Click Check 5. This will perform quality checks on the Deployment Package

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6. If the check is successful (a green box on the right of the bar will appear to signal the process has completed successfully.) If errors are reported, rectify any issues and re-run the install. 7. Click Next to continue

8. Click Validate to check the SharePoint system

9. After the environment has been validated click Next to continue

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10. Click Install to deploy RecordPoint

11. Once RecordPoint has been installed successfully, click Next to continue

12. The final page provides links to the RecordPoint Install and Active Site Installation pages 13. Click Close to complete the deployment

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4.3 RecordPoint Site Deployment 4.3.1 Deploy RecordPoint Site 1.

Run the browser as Administrator

2. Login to Central Administration as the RecordPoint Install Account.

RecordPoint Install Account

3. Go to System Settings 4. Select Manage services on server 5. Start the Claims to Windows Token Service 6. Go to Application Management 7. Under the RecordPoint section 8. Select Install/Remove RecordPoint Site Collection

9. The Welcome Screen will load to guide through the installation wizard. 10. Click Next

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11. Click Check to Validate RecordPoint is correctly deployed to the farm

12. After the checks are populated and processing has completed successfully, the results will show a green light in the status column. Any errors will present in red. 13. Click Next to continue 14. Click Deploy for the RecordPoint Web Application 15. This will deploy the RecordPoint solution to the RecordPoint Web Application and populate results at the bottom of the page 16. When complete, perform an IISreset

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17. Back on the Installation Page 18. Select the tick box to confirm IISreset has been performed. 19. Scroll to the bottom of the page and select Next once the button is enabled.

20. Select the RecordPoint Web Application from the drop down 21. Select the RecordPoint Site Collection from the second drop down 22. This will populate validation checks below 23. Select the Pack Type to be used for RecordPoint. The Pack Type refers to the records management classification scheme required by the business.

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24. Click Install to install the RecordPoint content to the site collection – this may take several minutes to complete. 25. Upon confirmation that the process is completed successfully, click Finish to return to Application Management 26. Perform an IISreset 27. Restart the SharePoint Timer Service

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4.4 Search Service Configuration In order to complete the installation process, RecordPoint requires the Search Service to be configured. By initializing the service, the storage site collections are created and a ‘Welcome to RecordPoint’ item is submitted.

4.4.1 Configure Search Service 1.

Login to the RecordPoint site as the RecordPoint Site Collection Administrator

RecordPoint Site Collection Admin

2. Navigate to Settings then select Site Settings 3. Under the RecordPoint Section select Search Settings

4. Select the search service application configured for use with RecordPoint then click Update to set the new value 5. Click Initialise and OK 6. This process submits a “Welcome to RecordPoint item” which will create the storage site collections and initialise search settings

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4.5 Active Site Deployment 4.5.1 Deploy Active Site 1.

Login to Central Administration as the RecordPoint Install account.

RecordPoint Install Account

2. In Application Management, under RecordPoint - Select Install/Remove RecordPoint from the Active Site(s) 3. The Welcome Screen will load. 4. Click Next to continue For more information on Multi-farm installations, contact RecordPoint Support

5. Click Check to Validate RecordPoint is correctly deployed to the farm 6. Once the validation check has successfully completed, click Next to continue

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7. Click Deploy on the Active site web application. This step only needs to be completed once per active site web application. 8. If this has already been completed select Next to continue

9. When complete, perform an iisreset and select the tick box to confirm this action 10. Click Next to continue

11. Select the Active Site Web Application from the drop down. 12. Select the Active Site Collection from the second drop down. 13. Select the relevant RecordPoint Site, or type in the URL if performing a Multi Farm installation. 14. Test the URL for validation

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15. Once the validation process is successfully complete, click Install at the bottom of the page. 16. When the process is completed, click Finish to return to Application Management. 17. Perform an IISreset. 18. Restart the SharePoint Timer Service.

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Post Installation Checkpoints Component Solution Deployment

Checking for … Ensure all 3 solutions have been deployed successfully

Steps 1.

Central Admin

2. System Settings 3. Manage Farm Solutions 4. Check that all solutions have been deployed

System Errors

Ensure there are no new system messages being logged in RecordPoint

1.

Go to the RecordPoint site

2. Settings icon and click Site contents 3. RecordPoint system messages 4. Confirm there are no messages added from the time of the upgrade to date

IIS reset

Ensure IIS reset has been completed on all servers

Timer Job restart

Ensure the Timer Job restart has been completed on all servers

5.1 Installation Completion If the installation process has been completed successfully then refer to installation configuration (Configure Pack Settings and Setting the Aggregation Level) for instructions to configure specific RecordPoint settings. This must be done in order to begin operating the software in accordance to records management requirements, i.e. in order to submit an item to RecordPoint. Additional support documentation can be found through the RecordPoint Support Portal.

Contact Us Customer Support Portal: support.recordpoint.com.au Email: [email protected] Phone: +61 2 8006 9730 Website: www.recordpoint.com.au

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