MetaVis Feature of the Day: File Upload to SharePoint for End Users

June 17, 2014

MetaVis Information Manager Enterprise User Edition is a tool embedded right into SharePoint library ribbon toolbar available for all SharePoint farm users with a certain permission level. Click on the toolbar button leads to a simple wizard that allows to select files from the file system to upload. Second page of the wizard is a properties editing screen similar to the one that appears when editing item properties. This screen allows to define values for uploaded files fields or copy them from the file properties (created, modified dates and users, folder names, etc). At the end, the wizard uploads selected files and folders to SharePoint library, assigned field values specified on the upload wizard, optionally preserves files original authorship and retention data, checks in the files if necessary and reports errors and deviations if any.

MetaVis Information Manager Enterprise User Edition is a powerful tool to organize company wide move from traditional file shared to SharePoint. In addition to this, MetaVis Information Manager Enterprise User Edition could be utilized as an integral part of organization workflows involving periodic massive upload of content to SharePoint locations. MetaVis Information Manager Enterprise User Edition could be used in combination with native SharePoint Content Organizer rules integrating with broader content governance activities.

Major benefits of MetaVis Information Manager Enterprise User Edition include its easy deployment for multiple users of the organization and simplicity to train users to use it because of its nature of being a native SharePoint solution.

Please visit http://www.metavistech.com/product/information-mgr-enterprise for more information about MetaVis Information Manager Enterprise User Edition.

 

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MetaVis Feature of the Day: Content Upload to OneDrive for Business

June 16, 2014

MetaVis Platform offers multiple alternative solutions to onboard existing content to OneDrive for Business tenancies scaling from self-service applications intended for the end users and progressing to full featured enterprise software for centralized mass upload of high volume of content owned by multiple employees of the organization. Let’s discuss some of the approaches

  1. In many cases companies create a folder for every user in the company on a network share to store their content. MetaVis OneDrive Management suite allows to take all these folders and upload them to the corresponding users OneDrive for Business personal sites using one central location. MetaVis platform allows to use user mapping to match users from different user directories, produces summary log files, enables full scaled or granular migrations for the selected group of users at a time.
  2. In the similar fashion, MetaVis OneDrive Management Suite can upload content from Google Drive accounts as well as from SharePoint on-premises My Sites to corresponding OneDrive for Business personal sites. In addition to its regular enterprise features associated with these kind of migrations the platform allows mapping of permissions from Google Drives, includes versions and maintains Sharing hierarchy with Shared with Me area.
  3. In addition to mass level migrations performed for multiple users in the organization, MetaVis OneDrive Management Suite allows to copy individual files and folders from file systems, SharePoint shared sites (on-premises, hosted or Office 365), Google Drives, My Sites or other OneDrive for Business personal sites to the selected OneDrive for Business personal sites. This function allows administrators to reorganize content into its proper locations
  4. In addition to enterprise level migrations performed from the central location by the administrator for all (or multiple) users in the organization, MetaVis OneDrive Management Suite allows individual users to upload their files to their own OneDrive for Business personal sites from network shares, local computers, Google Drives, My Sites, shared SharePoint sites (on-premises or cloud)
  5. MetaVis platform also includes Office 365 App that allows individual users to upload files from File Shares to their own OneDrive for Business personal sites using native SharePoint GUI

Please visit http://www.metavistech.com/product/onedrive-management for more information about MetaVis OneDrive for Business Management Suite.

 

MetaVis Feature of the Day: Cleaning up SharePoint Users

June 13, 2014

MetaVis platform includes Orphaned Users report that can find all users in site collection or server farm who are deleted or disabled in the corporate Active Directory. There are several scenarios that could lead to such inconsistency. First, users could be disabled in the Active Directory by mistake and it should be fixed. Also, the users might not be with the organization anymore. In this case, MetaVis offers tools (both interactive and static reports) to analyze permissions that users still have in the site collection and either remove these “orphaned” permissions or transfer them to a new user.

There is also a Content Inventory report that can identify the content owned by the orphaned user. Administrators can keep the ownership of the content for the historical tracking purposes, transfer the content ownership to the other user in the company, potentially even relocating the content to the other location like OneDrive personal workspace. Administrators can alternatively archive the content that belong to the orphaned user to free more storage and improve service usability.

All these functions work to on-premises and hosted SharePoint versions 2007, 2010 and 2013 (without the need to install anything on the server farm) as well for Office 365 tenancies.

Please visit http://www.metavistech.com/product/security-manager-sharepoint for more information about MetaVis Security Manager for SharePoint.

Please visit http://www.metavistech.com/category/architect-suite for more information about MetaVis Architect Suite for SharePoint.

MetaVis Feature of the Day: Pattern Based Search in SharePoint

June 11, 2014

It is easy to search through SharePoint farm for documents with certain URLs but try to identify documents with any URL. It is clear what to do to find documents with certain Social Security Number but try to find documents that contain any Social Security Number… and display all these numbers on the way. Meet MetaVis Informant – SharePoint tool that can identify documents in content databases following pre-configured rules and execute actions for the documents it finds.

MetaVis Informant includes dozens if not hundreds pre-built rules to detect documents with PII, PHI, postal addresses, ZIP Codes, driver licenses, URLs, links, dictionary keywords (optionally integrated with SharePoint Term Stores), following certain naming conventions, missing required information (like contract numbers), following some metadata patterns and many more. In addition to this Informant allows to define custom rules using regular expressions. Informant rules could be combined together using logical expressions like “Find documents that contain driver license number and keywords from this list but now keywords from that term set”.

Informant can identify documents following pre-configured policies perform any combination of the following actions

  • Generate report with the identified documents
  • Copy or move documents to certain location
  • Upload files from file system to SharePoint or download them back
  • Quarantine detected documents
  • Change (add or remote) documents permissions
  • Change or enhance document metadata

MetaVis Informant could be used to cross-users security checks to detect what could be seen by different groups of user accounts, audits, data loss prevention and other governance related activities.

MetaVis Informant is a client based tool that does not require server side agents. It works with File Systems, on-premises and hosted SharePoints as well as Office 365.

Please visit http://www.metavistech.com/product/informant for more information about MetaVis Informant.

 

MetaVis Feature of the Day: SharePoint Pre-Migration Analysis

June 10, 2014

MetaVis Pre-Migration Analysis is an Excel report generated by MetaVis Migrator for SharePoint summarizing the current state of the source environment (File System or SharePoint) from the migration perspective. The report analyzes different parameters of the source data that can affect migration planning. The report graphically outlines and color codes potentially problematic areas such as content volume, path length, custom WEB Parts, blocked file extensions, too large file sizes, unsupported characters in file names that will be replaced and many others. The report also indicates locations of complex objects like workflows or InfoPath forms.

While useful as a migration planning tool, MetaVis Pre-Migration Analysis might be used as a powerful method to quickly visualize data about the environment from content and structure perspective to plan even non-migration activities like branding, process engineering, governance or workflow implementation.

Please visit http://www.metavistech.com/category/migration-suite for more information about MetaVis Migration Suite.

MetaVis Feature of the Day: Scripts and Schedules

June 9, 2014

All MetaVis Platform operations that could be performed using GUI could also be executed using command line scripts, PowerShell, Unix or Mac OS X shell commands, executed periodically or at the certain time using Windows scheduler or Unix cron daemon. All scripts with necessary parameters are generated automatically using GUI after planning certain operation and then could modified for the shell commands accordingly. MetaVis Platform wizards also provides an intuitive graphical interface to Windows Scheduler with the ability to define repetitive or delayed tasks as well as monitor task execution with historical task execution logs.

This handy feature could be used for different purposes such as

  • Perform periodic backup or content scan activities
  • Execute incremental or delta migration during the time of transition to the new environment
  • Migrate multiple site collections one ofter another one in a planned manner
  • Move content between different locations as a part or cross-system workflows
  • Generate system health and activity reports

Please visit http://www.metavistech.com/features for more information about MetaVis Platform Features.

 

MetaVis Feature of the Day: Download from SharePoint to File System

June 6, 2014

MetaVis Platform includes a neat feature that allows users to download SharePoint content to the file system. The function saves items metadata (field values) to Excel/CSV spreadsheet and downloads content and attachments to regular files on the file system. The function uses special file naming convention when instructed to download versions but otherwise documents are openly available to use and located in similar folders they were located in SharePoint.

The function could be used to archive inactive projects, transfer project data in bulk to another location or free up space in SharePoint content database by offloading chunk of the content.

Offloading function could be done for selected folders or individual items, lists, sites or complete site collections with sub-site hierarchies. Offloaded data could be loaded back to SharePoint using the same MetaVis Platform. The offloading function works remotely without server side agents and could be used for on-premises, hosted or Office 365 SharePoint starting with version 2003.

The function is available in MetaVis Migrator for SharePoint as well as MetaVis Backup for SharePoint.

MetaVis Feature of the Day: Copy, Export and Import Term Store Elements

June 5, 2014

SharePoint includes the function to import term sets to the term store from specially structured CSV Spreadsheet. MetaVis Term Store Manager includes the function to export term sets into CSV spreadsheet compatible with SharePoint import format. This function could be used to build term set using Excel spreadsheet starting from the existing term set.

Moreover, MetaVis Term Store Manager includes the function to Export and Import any term store element (term sets, term groups or even a term hierarchy) in XML RDF SKOS format. This format allows to preserve term data that is usually not preserved in CSV files like synonyms and language translations. XML RDF SKOS export and import provide excellent opportunity to back up term stores or parts of the term store hierarchies preserving term details.

XML RDF SKOS format is one of the industry standard of taxonomy interchange. In this role, it is also a nice way to interchange SharePoint Term Stores data with other systems or import 3rd party taxonomies.

Both CSV file and XML RDF SKOS files in combination with export and import functions could be used as a media to copy term sets between SharePoint farms. However, is would be more convenient to use direct copy function in MetaVis Term Store Manager to transfer any part of term store hierarchy (term groups, term sets or individual terms with or without sub-terms) between server farms or to Office 365 tenancy.

Please visit http://www.metavistech.com/product/term-store-manager for more information about MetaVis Term Store Manager.

 

MetaVis Feature of the Day: Copy SharePoint Content using Excel Spreadsheet

June 4, 2014

The ability to copy items and document is the basic function of MetaVis Migrator. This function could be performed by copying a group of items from the source and pasting them into the target or dragging and dropping items from source to target location. During this process there is a property mapping screen that allows to copy or add new field values.

In addition to this interactive method of copying items the user can create Excel spreadsheet that lists locations of source items or files together with field values associated with them. The user can use this Excel spreadsheet to instruct MetaVis Migrator to copy items listed in the spreadsheet to the specified locations and assign them field values specified in the spreadsheet. Moreover, MetaVis will generate a template for such spreadsheet based on the field schema in source and target locations.

The Copy using Excel spreadsheet function can copy items and documents from SharePoint locations including content version history. This function could also import files from file system to SharePoint libraries or OneDrive for Business personal sites.

MetaVis users or value added resellers can use Excel-based item copy to fine tune and to customize migration scenarios by defining specific subset of items to copy in certain copy operation as well as defining metadata for each item individually.

Please visit http://www.metavistech.com/category/migration-suite for more information about MetaVis Migration Suite.

 

MetaVis Feature of the Day: SharePoint Permissions Management

June 3, 2014

Many product in MetaVis Platform include the ability to transfer permissions. MetaVis Migrator includes the function to copy and migrate site, list and item level permissions as well as site collection administrators between SharePoint locations as part of larger content copy or migration operations. MetaVis OneDrive for Business Management Suite also includes support for copying content sharing options to OneDrive personal sites.

However, there is also permission oriented product called MetaVis Security Manager that allows administrators to manage permissions in on-premises and hosted SharePoint farms (including versions 2007, 2010, 2013), OneDrive for Business and Office 365 locations. Permissions management functions include the ability to

  • Browse permission records for multiple objects using convenient interface
  • Copy permissions between objects (site collections, sites, lists and items)
  • Mass create, edit and delete multiple permission records
  • Backup up and restore permissions
  • Transfer permissions and group membership between users
  • Report users that have access to certain objects or locations
  • Report objects accessible to certain users
  • Analyze Orphaned users existing in site collections but deleted or disabled in the underlying user directories and report objects still owned by these users
  • Transfer orphaned users between site collections and server farms (including Office 365) to maintain historical records authorship

Please visit http://www.metavistech.com/product/security-manager-sharepoint for more information about MetaVis Security Manager for SharePoint.