known limitation of harmon.ie

3 replies [Last post]

Thu, 02/03/2011 - 09:21

Waldo

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Joined: 01/14/2011

known limitation of harmon.ie

Hello support,

currently we are looking to implement the free version of harmon.ie for sharepoint / outlook (no budget available). We can almost cover all the user requirements so that looks very promising and the first tests are also very positive. What we would like to know is if we will run into limitation of harmon.ie or sharepoint: we do have about 400 users which will archive their mails into 1 document library for over 15000 projects.

- should we create subdirectories for each project or use metadata like projectnumber?
- will the number of mails slow down the add-in in outlook?
- is there a limit on the number of mails that can be archived?

Kind regards,
Waldo

Thu, 02/03/2011 - 10:52

Roy Sheinfeld

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Joined: 03/12/2010

I would not advise you to

I would not advise you to store all these e-mails in one document library.
One document library can contains millions of items, but you'll need to manage them is a lot of folders or views because it is recommended to have 2K items per folder/view.

Please take a look at: http://technet.microsoft.com/en-us/library/cc287790%28office.12%29.aspx

Obviously, as many items as you have in a view it will take the documents table longer to render. If you keep following MS guidelines, it still reasonable time, but I recommend you test it yourself against your own SharePoint server (bandwidth, etc...).

Moreover, I remind you you won't be able to centrally deploy or distribute the free version, and there are e-mail management features that might be very important for your project management: http://harmon.ie/Products/CompareEditions

Thu, 02/03/2011 - 11:07

Waldo

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Joined: 01/14/2011

what would you advise to me

thanks Roy, for the feedback.
what would you recommend as setup knowing we have +400 users, +15000 projects? The users are obliged add metadata when archiving mails or documents.

should there be a library per project available or could one library with subfolder and specific views do the job (only show 50 items grouped by ...)? Any kind of recommendation would be appreciated.

Kind regards,
Waldo

Thu, 02/03/2011 - 12:19

Roy Sheinfeld

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Joined: 03/12/2010

What's the rational behind

What's the rational behind using only one document library?
If there are no requirements of displaying documents from different projects is unified views, I would use different document libraries since this method provides more flexible management and configuration options. For example, different meta data for different project, different views for different projects, etc...

However there are downsides. One for example, you won't be able to move items between document libraries along with their metadata.

A word of advice, we see a lot for SharePoint projects failing because they were not planned ahead.
I suggest you take your time, gather all of the business requirements, read carefully MS documentation (e.g. http://technet.microsoft.com/en-us/library/cc261834.aspx) and consider involving experts (although you have limited budget).

One of the main problems with SharePoint is the fact that once a site is in place it is very difficult to roll back and correct mistakes in the implementation. You really need to have a plan in place that covers all requirements before beginning the implementation.

One issue related to harmon.ie: can you really manage e-mails in SharePoint w/o mapping headers to SharePoint columns? Take a look at: http://harmon.ie/KB/mapping-e-mail-headers-sharepoint-metadata
If you start moving e-mails to SharePoint and then decide you need to have their headers as metadata, you'll have to move them again to SharePoint.

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