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Content Matrix Console - SharePoint Edition has the ability to copy audiences from one SharePoint server to another. SharePoint audiences can only be migrated from a "Farm" or "Web App" Target Type on the source that is made using an Object Model (OM) connection (through the local connection or the Extensions Web Service). Because an OM connection cannot be made to an SPS 2003 or Office 365 source, their audiences cannot be copied by Content Matrix. Audiences only exist in "full" versions of SharePoint, such as MOSS 2007 and SharePoint 2010. Audiences do not exist in WSS 2.0, WSS 3.0, or SharePoint Foundations.

After audiences are copied over, a compilation of them will need to be done in order to get the audience membership. SharePoint Edition also has the ability to run this compilation as a part of the audience copying process, so that it does not have to be done separately.

Copying Audiences

  1. In Content Matrix Console - SharePoint Edition's Explorer View tab navigate to the source site that you want to copy audiences from. This must be from a connection made using the "Farm" or "Web App" Target Type. For more information on this, please see the Connect to SharePoint page.

  2. Select the server node, right-click, and choose Copy Farm Audiences.

  3. Next, navigate to the desired target server node, under a SharePoint server connection, and select it. Like for the source, this must be a "Farm" or "Web App" Target Type. Right-click and select Paste Audiences.

  4. The Configure Audience Copying Options dialog should now open. Select any of the desired audience copying option. The available options for copying audiences are:

    • How should existing audiences be handled? - This set of radio buttons determines how any existing audiences on the target side will be dealt with.

      • Delete all existing audiences - This option will delete all audiences that exist on the target site, prior to migration. Essentially all the currently existing audiences will be cleared out before the new audiences are copied over.

      • Overwrite existing audiences - This option will delete any audiences on the target side that have the same name as an audience that is being copied. Any other audiences will be left alone.

      • Preserve existing audiences - This option will only copy audiences that do not already exist on the target. If an existing audience on the target has the same name as an audience on the source, then it will not be copied.

    • Start audience compilation after migration - This check-box option will allow you to start a compilation of audiences after a migration. This means that after migrating audiences, SharePoint Edition will do a compilation of the audiences in order to populate audience memberships. If this option is not used then audience memberships will not be populated. The audience compilation would then need to be started manually, or run through another copy of audiences, using the SharePoint Edition.

  5. Select any other desired migration options from the General Options tab. Click Run when ready to start the migration.

    Alternately, the Save button can be chosen instead, and users can save the copy settings to a job file in SharePoint Edition's Job List section. From here the job can be run at any time, and the action will be performed.

  6. When the migration starts a status dialog box will be displayed. The migration logs can be viewed (in progress or after the migration is finished) by clicking the Details>> button. The Status section of the status box will list a live count for the number of successes, warnings, failures, etc. for the migration (both during and after migration). The Progress section of this dialog will list any completions and the type of completion (Sites, lists, items, users, groups, etc.). A Migration Completed message will be give when finished, and the Close button can be clicked to exist the status dialog.

It is recommended that SharePoint MySites be migrated before audiences are copied over and compiled into audience memberships. SharePoint User Profiles are very closely linked to MySites, and the SharePoint Edition will migrate these User Profiles over at the same time as MySites. Audiences are also very closely linked to User Profiles, in that audiences are a set of rules that create a grouping of these User Profiles. In light of these facts it is recommended that MySites are copied over before the audiences are copied and compiled, because these User Profiles can then be added to the audiences, so when the audiences are compiled into audience memberships they will have the MySites User Profile data added to these memberships as well.

If MySites are not copied first, and the audiences are compiled before the MySites are migrated, then a second compiling of audiences would need to be done after the MySites are migrated, in order for the User Profile data of the MySites to be added into the audiences and compiled into audience memberships.

Content Matrix Console - SharePoint Edition does some behind-the-scenes mappings of audience target settings, in the data that it is copying. Audience target settings contain references to SharePoint Groups, Distribution/Security Groups, as well as references to audiences. An OM connection on the source and target (through the Extensions Web Service or having the product installed on the target machine) is necessary to map these references to audiences between servers. References to Distribution/Security Groups will be preserved as long as the source and target systems are running the same version of SharePoint and are both using the Active Directory (AD). References to SharePoint Groups will always be preserved as long as the groups themselves have been copied to the target.

Granting Permissions to Fetch Audiences in MOSS 2007 and SharePoint 2010

In some cases user will not have permissions to fetch and copy audiences from MOSS 2007 and SharePoint 2010. In these cases the users would need to grant themselves permissions to fetch this data for migration. Below is a quick explanation of how to grant these permissions.

Granting Permissions to Fetch Audiences in MOSS 2007

  1. First, open the Central Administration window for the SharePoint instance.

  2. Under the Home tab there should be a Shared Services Administration link in the quick navigation (on the left-hand side). Select the appropriate link under the Shared Services Administration heading.

  3. In the Shared Services Administration site select Personalization services permissions under the User Profiles and My Sites heading.

  4. If the migrating user is not listed, click the Add Users/Groups button in the top menu. Add the migrating user in the Choose Users field, and check all check-boxes in the Choose Permissions field. Click Save when finished.

Granting Permissions to Fetch Audiences in SharePoint 2010

  1. First, open the Central Administration window for the SharePoint instance.

  2. Under the Application Management heading, select the Manage service applications option.

  3. Select the User Profile Service Application service. If the text is clicked then you will be taken Administration page for the service, so be sure to click on the empty space (to stay on the Manage service applications page).

  4. With the User Profile Service Application selected, click the Administrators button.

  5. If the migrating user is not listed, then it should be added. Click Add, then enter the user account. Give this added account Full Control access. Click OK when finished.

  6. After this is done, repeat steps 3-5 for the Permissions button instead.

  7. When this has been done for both the Administrators and Permissions buttons, the user should now have access to fetch and copy audiences.