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SharePoint 2010 : Site Administration - Configuring multiple Send To connections

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7/20/2013 7:34:32 PM

Records management is the careful management of information for an entire lifecycle. This includes how documents are routed and referenced.

A records management feature that deserves its own recipe is the ability to set up multiple Send To connections. What is meant by this capability is the functionality to route a document to multiple areas in a site. The reasoning for this is varied.

There may be a Request for Quote (RFQ)&; that comes in and needs to go to several folks upon being uploaded into the system, as each individual may have a role in a particular part of the document.

Another use case is when an asset must have one source location but must be in several other locations. Thus, links are established to one source.

Farm administrators have the ability to define multiple locations where a record can be routed. Not only can an administrator specify the connections, but they can define how that record is manipulated. Is it copied? Is it moved? Moved with a link to the source?

In this recipe, multiple connections will be set up in Central Administration. We will also see how this affects the consumer of the site.

Getting ready

You must have farm-level administrative permissions to the Central Administration site.

This recipe builds upon the previous recipe on document set creation. You will need to create two Records Center sites if you have not performed the previous recipe:

How to do it...

  1. Open the SharePoint 2010 Central Administration website.

  2. Click General Application Settings.

  3. Under the External Service Connections section, click Configure send to connections.

  4. The following form appears:&;

    Ensure this is being done under the proper web application.

    Keep the check on the box for allowing sites to send to connections outside of the site subscription. Fill in the following details:

    • Display Name: Active Mortgages

    • Send To URL: http://2008server/sites/ts/MortgagesActive

    • Check the Allow manual submission from the Send To Menu option

    • Send To action: Select the Move and keep link option from the drop-down list

    • Enter an Explanation.&;

    Click Add Connection.

  5. Perform the same steps as step 4, changing the following:

    Click Add Connection.

There should be two connections showing in the Send To Connections box.

How it works...

The Send To connection is configured per web application and is available to all records in that container.

From the screenshot of step 4, we can see there is a Send To URL option. When the URL is entered and tested, it is verified as successful via the officialfile.asmx web service. If it cannot route to the URL provided, it will return an error message.

There are three different actions that can be implemented when routing a record, of which the recipe utilized Move and Keep Link. There is also Move and Copy.

There's more...

Once the Send To is configured, the users with the proper rights can go to a record and choose Send To other location. In the previous recipe, we created a mortgage dataset and populated it with one record called Peter Serzo.

From the preceding screenshot, click Send To other location and the following form appears, showing us the available locations to choose from:

Once the Send command is initiated, the prescribed action is taken.&;
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