MOSS 2007 document library with 50000 items

I have a document library in MOSS 2007 which contain 50000 items. The size is around 70GB. Right now it's working fine and there is no slowness or any performance issue but I am afraid it may not be like this forever. What can I do to improve this situation?
I am thinking of setting expiration on documents and when they expire, move them to a different document library in another site collection. But looks like this kind of behaviour is not available out of the box and I have to write a workflow for this.
Do you have a better solution?

One very obvious question to ask is how rapidly the Library is growing. If you can project when the Library will hit 100 Gb and 150 Gb, this might provide perspective on your situation.
We all know that 100 Gb is the "recommended" maximum for a content database, but this is definitely not a hard limit. Depending on the number of users and the intensity of use, this can, in reality, go somewhat higher (if one looks at
the total size rather than the number of item in a single Library).
I have a client with MOSS 2007 where I split a content database of over 400 Gb (160 000 docs) into a few separate databases, but even now there is one site collection with a database of about 140 Gb.
If you did want to clean out document, and you had clear criteria for doing so, then my approach would be to write a small coded solution. This could be a Visual Studio Console Application that could traverse the entire Library once a month, say, and
do the requisite move.
With a workflow, you could get action carried out on new or modified documents (or launch them manually), but it seems that your need is for an automated process that could go through all existing documents to test the given criteria.
You are right. In my case the size of content DB is over 170GB and there are no performance issues what so ever. May be it is due to the fact that there are few users who use SharePoint and good hardware.
Yes I want an automated process without user intervention.
What do you mean by split database? You mean a single content DB split over multiple MDF files in SQL Server or you have multiple content databases for site collections?

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The Create List Item workflow action does not work in document library with document template

My end goal is more complex but below is a basic example of the issue I’m having that just simply does not work.
I'm trying to use a site workflow to create an item in a document library that has a document template applied to it but the file that gets created by the workflow is corrupt and cannot be opened.
I created a document library and edited the document template by adding some text to the header and changing it to a Word docx file instead of a Word dotx file. I tested the document template by clicking the files tab in the ribbon and then clicking new
document which opens the document template in Word and allows me to edit and save the document back to SharePoint. Then I created a SharePoint 2013 site workflow in SharePoint Designer that contains a single Create List Item action, and that action creates
an item in the document library with the name field statically defined. I published the workflow and then manually start it on the site. The workflow completes successfully and when I navigate to the document library the document has been created by the workflow.
When I click on the document to open it in the Word Web App it throws the error pictured below and if I open it in the Word client application it just opens a blank document and not the correct document template.
I also tried using a SharePoint 2010 workflow with pretty much the same results. Opening the document in Word Web App gives the same error as above and opening the document in the Word client application gives the error pictured below.
Come on Microsoft creating a Word Document in a SharePoint Document Library from a SharePoint Workflow should just work! Is this a bug or does anyone have any ideas on what is causing the this issue?

I had the same problem with corrupted document - this worked for me:
1. Create a 2010 Workflow which creates the list element in a document library
(you may start this workflow from your 2013 workflow if applicable)
2. In the Create New List Item properties - make sure to set ContentTypeId to your content type
("Id for indholdstype" is Danish for "Contenttype ID")
3. Your Content Type template should be a ".docx" file - NOT a ".dotx" file...!
(I have always created my templates for content types as .dotx files - seems Microsoft wants us to use ordinary .docx files as template files for content types)
Hope this helps you!

Corrupt document gets created in document library with document template using createlistitem workflowaction in visual studio workflow for office 365 solution

Hi,
My requirement is to create a document library associated to a custom content type with a document template associated. Also I need to create a document based on the template in this document library when a new item is created in another list by taking the
reference ID of that new Item , I need to create the document with the name appended by ID. I need to do all this deployment using WSP.
I have created document library with document template associated to content type by following instructions in below stated blog :http://blogs.msdn.com/b/chaks/archive/2011/05/19/deploying-a-document-template-file-in-content-type-in-a-office365-sandboxed-solution.aspx
This works perfect for me.
However, there are few observations, when going to Document Library > Library Settings > Advanced Settings > Document Template section - doesnt shows the Edit template link. When tried to look at the value for the document template using view source
, it is giving me /Lists/MyDocsListInstance/Forms/template.dotx instead of the actual template file uploaded.
Ignoring the above observation, when I am trying to create a sandbox based workflow in visual studio to create document in document library when new item is created in another list, I provide the ContentTypeID as the ID associated with the document library
with template.
It creates the corrupt document at end of workflow.
I have tried using .docx instead of .dotx files for workflow as per solution provided in some of the post but it isnt resolving my issue.
Any help is much appreciated.
Regards,
Krutika

OK, I am going to throw out a lot of ideas here so hopefully they get you closer to a diagnosis. Hang on :)
Does it happen to work for some users but not others? If so, try logging in on the "good" computer with the "bad" username. This will tell you if the problem is related to the end-user's system. Also, once the user downloads a document
successfully can they open and work on it in Word? Also, does the document library have any custom content types associated with it or does it just use 'Document'?
I notice that there are other folks on the web that have run into this same problem and the similarity seems to be that they are either on SharePoint 2007 or have upgraded from 2007. Did this doc library start out as a 2007 library?
What you might want to do is this: Make a site collection from scratch in 2013 (or find one that you know was created in 2013). Choose team site (or whatever you want) for the root web and set up the security the same way you have it on the malfunctioning
library. Now, use windows explorer to copy and paste some of the documents to the new location. Be sure you recreate any needed content types. Now test it from the troubled user's computer.
I'm thinking there may be something that is different about the library since it was migrated through various versions and updates since 2007. I've sometimes found that there can be problems (especially with user profiles but that's a different story) with
things that go through this evolution.

Cannot able to save Excel 2013 file in Sharepoint 2007 document library

Dear All,
We have SharePoint 2007 intranet portal where in we have teamplace created for internal users to collaborate on documents.
Now we are having issues when using uploads Excel 2013 or Excel 2010 file on document library and try to edit the document.
Sometimes it doesn't allow to check out the file it say someone already checked out ..but when I try in my laptop its OK.
And some times when user opens the file it opens as non editable file and it does not take any changes.
Pls advise whether there is issue with SharePoint 2007 document library and Office Excel 2010,2013 files.
-- Regards Sandeep

The lock can apply in two places. Are you seeing the message in your browser or does it arise within Excel itself?
Steven Andrews
SharePoint Business Analyst: LiveNation Entertainment
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My Wiki Articles:
CodePlex Corner Series
Please remember to mark your question as "answered" if this solves (or helps) your problem.

Create document library with 2 columns multitext and lookup.

Remove-PSSnapin Microsoft.SharePoint.PowerShell -erroraction SilentlyContinue
Add-PSSnapin Microsoft.SharePoint.PowerShell -erroraction SilentlyContinue
#To which site u want to create the list
$spWeb=Get-SPWeb -Identity http://xyz
#List type or template
$spTemplate = [Microsoft.SharePoint.SPListTemplateType]::DocumentLibrary
#Get all the lists to the listcollection
$spListCollection=$spWeb.Lists
#adding the new list to the list collection
$spListCollection.Add("Student1","Student1",$spTemplate)
#get the path of subsite and sitecollecion
$path = $spWeb.url.trim()
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$spList = $spWeb.Lists["Student1"]
#adding the field type(Note) to the list
$spFieldType = [Microsoft.SharePoint.SPFieldType]::Note
$spList.Fields.Add("COMMENTS",$spFieldType,$false)
$ParentList = $spWeb.Lists.item("Studentlist")
$spList = $spWeb.Lists["Student1"]
$spList.Fields.AddLookup("lookupcol",$ParentList.id,$true)
$spChildListLookupField = $spList.Fields["lookupcol"]
$spChildListLookupField.LookupField = $ParentList.Fields["ID"]
$spChildListLookupField.Indexed = $true
$spChildListLookupField.RelationshipDeleteBehavior = [Microsoft.SharePoint.SPRelationshipDeleteBehavior]::Restrict
$spChildListLookupField.Update()
$Views = $spList.Views["All Items"]
$Views.ViewFields.Add("COMMENTS")
$Views.ViewFields.Add("lookupcol")
$Views.Update()
$spWeb.Dispose()
I am trying to create a document library with 2 coulmn types multitext and look up but i am getting the following error
I am getting erros - You cannot call a method on a null-valued expression - $spList.Fields.Add("COMMENTS",$spFieldType,$false)
Cannot index into a null array.
+ $spChildListLookupField = $spList.Fields["lookupcol"]

Hi,
I used the PowerShell you offered to do a test in my SharePoint 2013 and I reproduced your issue. I solved it by doing a little change to the PowerShell which you offered.
Because you create a document library, the default view of document library is "All Documents" rather than "All Items", just change
$Views = $spList.Views["All Items"]
to
$Views = $spList.Views["All Documents"]
Best Regards,
Lisa Chen
TechNet Community Support
Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact
[email protected]

Issue with site template that contains a document library with a lookup column to another list

I have a document library called Proposals with a lookup column in the same site called Document Categories (multiple values allowed). It points to a list called document categories. I have several sample documents in the Proposal Library that
contain valid document categories. When I save the site as a template and instantiate it, everything is fine. However, when I remove the sample documents from the Proposal library and rebuild the site template, I can't get the template to
create another site. I get an error Unable To Open Lookup List.
I don't understand why I can instantiate a site from the template when there's sample data, but not when the document library containing the lookup column is empty.
Does SharePoint 2010 site template support lookup columns?
Why would it make a difference if the library is empty?
Thanks

Hi,
According to your description, my understanding is that the error occurred when you created a site from the template with no files in the document library.
I tested the same scenario per your post, and I can create a site from the template with no files in the document library with no errors.
To solve this issue, I recommend to verify the things below:
Did you save the site as a template with Include Content checked? If yes, I recommend to test if it works when saving the site as a template with Include Content unchecked.
Test the same scenario with a new site to narrow the issue scope.
I also recommend to check the event log and ULS log to see if anything unexpected occurred.
To check event log, click the Start button and type “Event Viewer” in the Search box.
For SharePoint 2010, by default, ULS log is at C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\LOGS.
You can check the ULS log by the methods here:
http://blogs.msdn.com/b/opal/archive/2009/12/22/uls-viewer-for-sharepoint-2010-troubleshooting.aspx
http://msdn.microsoft.com/en-us/library/gg193966(v=office.14).aspx
Best regards.
Thanks
Victoria Xia
TechNet Community Support

Using Document Library with Baseline

Hi there,
I have a specific need with Sharepoint. I have a document library and I want to be able to mark with a tag or generate a baseline for my folders.
I've already searched on the web, and there is someone doing it just coping and pasting every single file. Is that the better way to get this?
Thanks,
Tiago

Hi Tiago,
What did you mean "Using Document Library with Baseline" and "generate a baseline for my folders"?
Did you mean that navigate the document library folders in treeview?
Did you mean that search or filter multiple folders documents with the same tag (managed metadata column)?
You may be able to use the "Navigation Hierarchies and Key Filters" for that specified SharePoint 2010 library, here is an article about metadata navigation settings you can check below,
http://www.sharepointboost.com/blog/understand-and-configure-metadata-avigation-and-filtering/
Thanks
Daniel Yang
TechNet Community Support

Apply Information Rights Management to document library with edit permission to site admin or Member Group in O365

Apply Information Rights Management to document library with edit permission to site admin or Member Group in O365.
so that one or few limited users can update or edit documents in IRM applied document library

Hi,
Based on your description, my understanding is that you want to apply Information Rights Management to a document library.
Here is a link about how to set up Information Rights Management (IRM) in SharePoint admin center, you can use as a reference:
http://office.microsoft.com/en-us/office365-sharepoint-online-enterprise-help/set-up-information-rights-management-irm-in-sharepoint-admin-center-HA102895193.aspx
Here is a link about how to apply Information Rights Management to a library, you can use as a reference:
http://office.microsoft.com/en-us/sharepoint-help/apply-information-rights-management-to-a-list-or-library-HA102891460.aspx
Best Regards,
Wendy
Wendy Li
TechNet Community Support

External data column as shared column in document library with document sets

Hello,
I'm using a document library with document sets. Within this document library i have a External data column called "Project"
This column has it's columns:
Project: Installatietype
Project: Relatie
Project: Object
Project: Projectleider
Project: Status_project
I wan't to use the external data column as an shared column for my document set(s). But i can't figure out or this is possible.

Hi,
According to your description, my understanding is that you want to set the external data column as a shared column in document set content type.
I tested the same scenario in my environment, and the external data column was not supported to be set as a shared column in document set.
Here is a similar thread for you to take a look:
http://social.technet.microsoft.com/Forums/en-US/5488b777-1c18-4895-a264-27802b2cde27/document-set-shared-columns-and-bcs-data?forum=sharepointgeneralprevious
Best regards.
Thanks
Victoria Xia
TechNet Community Support

Batch uploading to a document library with content types

Hi,
I have a document library with two content types. Now I need to upload documents to this document library. However, if I have large number of files, then uploading through web UI is a pain as metadata will not be attached. How should I automate it from
my computer using powershell without relying on Administrator to run the powershell script. Or is there any other way to do it without using powershell? or can powershell be run remotely from an end user computer?
Note I am using SharePoint 2010.

Hi,
According to your post, my understanding is that you want to butch upload files to document library with content types.
There are two good tools in CodePlex which can batch upload files with content types, you can have a look at them.
DocMetaMan : Bulk document Upload and MetaData (Taxonomy) Setter
SharePoint Multiple File Upload Script
There are some third-party tools which can achieve the same scenario, you can refer to it.
http://sharepoint.stackexchange.com/questions/74694/uploading-multiple-files-with-metadata
Thanks,
Jason
Forum Support
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
[email protected]
Jason Guo
TechNet Community Support

Authentication prompt issue when opening an office file in a document library with read permission for domain users

An user as part of the domain users tries to open an office file from a document library but he got an authentication prompt asking him to authenticate. Domain users has only access to this library and not to the whole site. This uses to work in SharePoint
2007 without any problem but not in SharePoint 2013, we didn't have a workflow on SP2007.
Domain users has read access to only this document library in the site, but he shouldn't get an authentication prompt since he is part of the domain users and he is not trying to modify the document, he can open the document but gets two prompts, he can't
also see the list using explorer view since nothings appears using the explorer view.
Now, when opening the file, we can see..Updating Workflow Status, but we don't have any workflow working on this site or library, event any feature related to workflow.
If we go to the event viewer in the server, we find this information,
I also checked this thread but I couldn't find this scenario.
https://social.technet.microsoft.com/Forums/sharepoint/en-US/91bc770b-bb70-4885-a4ad-a243edb88753/event-id-8026-workflow-soap-getworkflowdataforitem-failed-doc-library-no-workflow?forum=sharepointgeneralprevious
I also created another list with the same permissions and using other office files but got the same behavior.
Now, we have migrated this site from SP2007 to SP2013.
Any ideas?

OK, I am going to throw out a lot of ideas here so hopefully they get you closer to a diagnosis. Hang on :)
Does it happen to work for some users but not others? If so, try logging in on the "good" computer with the "bad" username. This will tell you if the problem is related to the end-user's system. Also, once the user downloads a document
successfully can they open and work on it in Word? Also, does the document library have any custom content types associated with it or does it just use 'Document'?
I notice that there are other folks on the web that have run into this same problem and the similarity seems to be that they are either on SharePoint 2007 or have upgraded from 2007. Did this doc library start out as a 2007 library?
What you might want to do is this: Make a site collection from scratch in 2013 (or find one that you know was created in 2013). Choose team site (or whatever you want) for the root web and set up the security the same way you have it on the malfunctioning
library. Now, use windows explorer to copy and paste some of the documents to the new location. Be sure you recreate any needed content types. Now test it from the troubled user's computer.
I'm thinking there may be something that is different about the library since it was migrated through various versions and updates since 2007. I've sometimes found that there can be problems (especially with user profiles but that's a different story) with
things that go through this evolution.

Having templates appear when users click the "New Document" button in a document library with custom content types

Hi all,
I'm using SharePoint Online, but I'm seeing the same behavior in an on-prem 2013 instance as well. My situation is this:
- I've created a document library
- I've created a custom content type and attached a custom document template to it
- I've assigned the custom content type to the document library, and disabled the default "document" option
What I'm expecting to see is that when I browse to the document library and click "new document", that either a) a picklist appears allowing me to specify the document template I want (using the custom template I specified) or b) open the custom
template itself. That doesn't happen - instead, when I click new document I'm prompted to upload a file, which seems to contradict the whole point of using a custom content type/custom document template combo.
Am I missing something? The custom template isn't in the Forms library, which seems to be a problem if I wanted to use the custom document template instead of the default.
Ideally I'd like a menu like the one shown here:
http://social.msdn.microsoft.com/Forums/en-US/59ce3bd8-bf7f-4872-ae76-60d8c81dfc32/display-content-types-on-new-document-button-in-document-libraries?forum=sharepointgeneral, except with me being able to control the list of items that is shown.
Any ideas? Thanks!

Hi Brain,
What you have done is by design behavior.
If you want to show the Office document templates list (e.g. below image from your above referenced link) to select when click "+new document" link, this will need to install Office Web App 2013 which provides this feature,
you can new document and see it is using WopiFrame.aspx page, please see more from below article about how to configure OWA 2013 for SharePoint 2013 on-premise.
http://technet.microsoft.com/en-us/library/ff431687(v=office.15).aspx
Thanks,
Daniel Yang
Forum Support
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact [email protected]
Daniel Yang
TechNet Community Support

Using Content Query webpart for specific Document library with multiple managed metadata - Document with multiple metadata tags not showing up

Hi,
I am having an issue where when I insert a Content Query webpart into a page, and filter to managed metadata, all the right documents show up except one document that happens to have two metadata tags attached to it. The content query webpart is set
to only look through a specific document library. I'm not sure what I am doing wrong.
Here is the one document with two metadata tags:
Below is the Content Query:

Hi,
As I understand, you did not get the results with multiple metadata tags through Content Query web part in SharePoint 2013.
Check things below:
1. Check if you have set the item limit more than the display items in Presentation section of the web part. If the item number more than item limit, the rest items will not show.
2. Check if the item you cannot find uses the content type you have set in the content type section of content query web part.
When you edit the properties of the item, you will see the content type the item is using.
Best regards
Sara Fan
TechNet Community Support

Cannot a file to document library with column validation

I have two problems
Problem#1: I can not create a file from C# code, If document library has a text column with Sharepoint column validation.
SharePoint throws exception if I invoke SPFileCollection.Add method.
at Microsoft.SharePoint.SPGlobal.HandleComException(COMException comEx) at Microsoft.SharePoint.Library.SPRequest.PutFile(String bstrUrl, String bstrWebRelativeUrl, Object punkFile, Int32 cbFile, Object punkFFM, PutFileOpt PutFileOpt, String
bstrCreatedBy, String bstrModifiedBy, Int32 iCreatedByID, Int32 iModifiedByID, Object varTimeCreated, Object varTimeLastModified, Object varProperties, String bstrCheckinComment, Byte partitionToCheck, Int64 fragmentIdToCheck, String bstrCsvPartitionsToDelete,
String bstrLockIdMatch, String bstEtagToMatch, Int32 lockType, String lockId, Int32 minutes, Int32 fRefreshLock, Int32 bValidateReqFields, Guid gNewDocId, UInt32& pdwVirusCheckStatus, String& pVirusCheckMessage, String& pEtagReturn, Byte& piLevel,
Int32& pbIgnoredReqProps) at Microsoft.SharePoint.SPFileCollection.AddStreamOrBytesInternal(String urlOfFile, Stream file, PutFileOpt fileOpt, String createdBy, String modifiedBy, Int32 createdByID, Int32 modifiedByID, DateTime timeCreated, DateTime timeLastModified,
Object varProperties, String checkInComment, Stream formatMetadata, String lockIdMatch, String etagToMatch, SPLockType lockType, String lockId, TimeSpan lockTimeout, Boolean validateRequiredFields, SPVirusCheckStatus& virusCheckStatus, String& virusCheckMessage,
String& etagNew, Boolean& ignoredRequiredProps) at Microsoft.SharePoint.SPFileCollection.Add(String urlOfFile, Byte[] file, SPFileCollectionAddParameters parameters)
If I remove column validation, I don't get that error.
It would appear that the error is thrown internally in Sharepoint's Add API.
Not quite sure how to proceed now.
Problem#2: Even if I input a valid value in the column validation, the same error above is still thrown.
Confused................
[Update] Okay, I have found the reason for the exception (correct if I am wrong). Sharepoint File has metadata, and when I do the Add function, Sharepoint internally does a validation on the metadata and it will throw exception if not validated. That's why
validation would fail even when I am inputting some valid data in my field (because I am not sending that valid data to the Add function through metadata properties).So, my question now is:
Is it possible to prevent the validation on the metadata properties? Is there some APi for it?

I was probably not clear in my thread.
What I would want is for my code to upload the file to the server and then allow me to input my values for the metadata, THEN do the validation. Similar to how you upload a document to sharepoint library using the out-of-the-box webparts.
But, right now in my code, this is not possible. Uploading the file using the Add API will just throw an error BEFORE even allowing me to input any values for my item/file metadata. So, I am trying to find a way to upload my file without the validation (pretty
much like how microsoft does it in oob)
Not sure if this is clear enough now

Creating a document library with a custom template

What I want is basically a good solution for people to be able to fill out a form on the web and then save it in the online library.
You need to be able to automatically create a document from a template in just one or two clicks from the page and then automatically save it to the online-library.
When this is done, the admin of the site will get a notification (this i think i know how to fix thought) so he can examine the new document instantly.
How can this be done?

That's more or less out of the box behaviour. Create a content type on a list or library depending on what your template is (word doc, InfoPath form, list item with styling etc.), then create an alert for your admin on the list.
Your users can then create new items and save them in the list/library. The process is simpler with list items or InfoPath forms as they don't give you the wide choice of actions that you get in word docs etc..

MOSS 2007 document library with 50000 items

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