Performing Administrative Tasks Using Central Administration (part 11)

1.16.3. Confirm site use and deletion

After enabling site use confirmations, SharePoint will e-mail all site collection owners of the specific Web application and ask for a confirmation that they are still using their site. There are two settings required to configure site use confirmation e-mails.

First you need to enable the option to send the notifications and set the time frame when you want the first notification to be sent. This time frame is calculated from the time the site was created or first accessed. By default, the first e-mail notification is sent out 90 days after the site is created or first accessed. Additionally, you can specify the time that the Web application is scanned to check for new site collections.

The second part of the configuration involves choosing if you want the site collection to be automatically deleted after a specified number of attempts to contact an administrator of the site collection and request that they confirm the site collection is still in use. If the site administrator does not confirm after the chosen amount of requests, the site collection and all its content will be deleted automatically. The default setting requires four notifications to the administrator before the site collection is automatically deleted. If all options are enabled with their default settings, then every 90 days a notification will be sent out to site collection owners, and if there is no replay from the administrator of a site after four contact attempts, then the site collection will be deleted.

Note:

If you are going to configure site collections to be deleted automatically, be sure to inform your site collection administrators of the consequences of not confirming site collection use from within the e-mail notifications they receive.

1.16.4. Specify quota templates

Site quote templates are used to restrict the amount of content a site collection can contain. By default, there is one quota template defined for the user’s personal sites (My Sites). This default quota setting is 100 MB of data for each user’s My Site. Users are sent a warning e-mail when the site content reaches 80 MB. These settings can be modified to allow more or less content to be stored in My Sites.

Furthermore, you can create additional quotas that can be used for other site collections in your farm. The site quota templates that you create are available to all Web applications and all site collections.

SharePoint 2010 introduces a new performance feature that uses a point system to determine if specific user solutions are causing performance issues. You can choose to have the user solutions monitored using this point system, and if the solution exceeds the specified points, it will prevent that solution from running again. Points are accumulated using 14 pre-defined rules. When the recommended setting of 300 points is met, the solution that has exceeded the set amount of points will not run for the rest of that day, and the administrator will receive an e-mail informing them that the user solution has reached the threshold.

To create a new quota template, complete the fields shown in Figure 12 using the following steps.

1.16.5. Configure quotas and locks

After you have created your quota templates, you can apply them to site collections. Alternatively, you can put a lock on a site collection to prevent certain uses of the site. You do this by selecting the site collection that you want to configure and then setting a lock or applying a quota template on the site collection.

Applying a Site Collection Lock You can only lock an entire site collection; there is no option for choosing a site. There are four options when applying a lock to a site collection.

• Not Locked This is the default option; it puts no restrictions on the site collection.

• Adding Content Prevented This option prevents contributors from adding or uploading content into the site collection.

• Read Only This option prevents users from deleting, modifying, and adding content to the site collection.

• No Access This option prevents all users from accessing the site collection.

Setting a Site Quota You can also use the Configure Quotas And Locks interface to modify the site quota template or create a custom quota for the site collection. You do this by using the drop-down menu to choose one of the existing quota templates. You can override the available quota templates by specifying values in the Limit Site Storage To A Maximum Of and Send Warning E-mail When Site Storage reaches text boxes shown in Figure 13. Furthermore, you can modify the user solution resource quota for a specific site collection here as well. Notice that the defaults are 300 points maximum, with an e-mail notification generated at 100 points.