This post comes courtesy of Jaimie Tilbrook, who runs the SharePoint integration team. From time to time I will have 'guest' posts on here, as this blog is a very useful medium for the team to share common requests from the field.
We have been asked recently by a few customers to explain how the owner location is determined for containers that are automatically created during management. The following article describes the behaviour and hopefully will help you to understand this in your own environment.
For these examples, the RMOs for the site are set to use list specific containers
The examples will be around automatically created containers for specific lists.
The first example I will call the “default behaviour”. In this case, I have configured the RMOs to automatically create a container and specified that the “Folder” HP TRIM record type is used.
In this case, the “Folder” record type has no default owner specified in HP TRIM.
Managing the first item in the list triggers the creation of the list container. Looking at this container in HP TRIM, we can see that the owner location is set to “Tpa”. This is the account that I have configured as the TRIM privileged account (TPA).
Because the TPA is used to create the container, with the lack of any other defaults defined, it is the account that is made the owner of the container.
If we try this again but this time modify the record type to have a default owner (called “SharePointAdmin” in this example):
We can see that the container created this time has “SharePointAdmin” as the owner i.e. the location that was specified as the default for the record type.
The last example we will look at is using a classification default to control the owner location. I have a classification in HP TRIM where I have configured the owner to be “SPOwner”.
This time, in the automatic container creation settings for the RMOs, I have indicated that the container created should use that classification (i.e. the classification should be assigned to the created container).
Looking in TRIM at the container that is created, we can see that the owner is the owner as specified on the classification.
Thanks to Jaimie for that post, here's my thoughts on what I think best practice should be (Although I'm willing to hear other viewpoints on this):
In summary, the SharePoint integration will respect any defaults defined within HP TRIM, either against the folder record type used, or the classification the folder is tagged with. If no defaults have been defined in HP TRIM, then whichever account has been defined as the TPA will become the owner. It makes sense to me that using defaults for Record TYpe & Classification would be the best practice, and only using the TPA as a fallback to identify any records coming from SharePoint that have fallen through the cracks and for some reason have not been assigned a valid owner location. That said, there will no doubt be some organisations that don't even use Owner Location, in which case, having the TPA assigned in this way won't cause any problems.
We'll talk more on the use of folders/containers and Record Types in the posts about RMOs and Site Collection Integration Settings, so keep watching!