Posts Tagged ‘archive’

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.

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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 File Manager for SharePoint

July 25, 2011

MetaVis File Manager is designed to enhance and simplify the interaction between SharePoint and File Systems. SharePoint already provides basic functionality to load a single or multiple files. However, there are many gaps in that functionality that MetaVis File Manager fulfills including the ability to Load and Download (off board) content with metadata. Here is a sampling of these features:

  • Loading Files
    • Ability to set metadata as part of the loading process
    • Ability to extract metadata from file system folders and assign them to SharePoint metadata
    • Ability to retain or unwind the folder structure in SharePoint
    • Ability to retain the core properties such as created/modified by and created/modified at
    • Load files and metadata using a spreadsheet (CSV)
    • Auto-creation of CSV for loading based on content in the file systems
    • Ability to load files with pseudo-versioning to SharePoint versions
  • Downloading (Off boarding) Content
    • Ability to download content from sites, sub-sites and libraries into the File System with metadata stored in CSVs
    • Ability to Load downloaded content back into SharePoint
    • Ability to retain pseudo-versions in File Systems
    • Ability to remove downloaded content

Uploading Files from the File System

This option is designed to enhance and expand SharePoint’s ability to import files located in Windows or other operating systems. There are several advantages to using MetaVis File Manager to do this operation.

  • You can upload, tag and check-in content in one step and en masse
  • You may reuse existing file system (NTFS) attributes to tag the content
  • Users often implement a folder based hierarchy inside the file system to categorize content. Classifier/Migrator can automatically extract and use these folder names as metadata in SharePoint.
  • There are no limitations to how many files you can upload at one time

The process of importing files is very similar to interaction with Windows Explorer, but rather than moving content into another drive or folder, it is moved into a SharePoint list. All that is required is for the user to select the content (including folders) from Explorer drag it into the desired location in MetaVis.

When importing content from the file system, File Manager can use files system attributes such as created and modified dates and file owner to tag the imported content. These attributes are shown under Available Columns list in the Field Value Selection Screen and include relative folder names.

Uploading Files into SharePoint Using a Spreadsheet

The option is designed to enhance and expand SharePoint’s ability to import files located in Windows or other operating systems by utilizing a spreadsheet that contains accompanying metadata. The files will be imported into SharePoint and tagged with the metadata associated to it from this spreadsheet. The spreadsheet itself is automatically generated for the user and may be updated and used and any time.

Downloading Content from SharePoint

The option is intended to allow the user to extract content out of SharePoint into a local or attached storage or file share. There are a variety of situations where this feature is helpful. Some examples include:

  • Archive or off-board content from SharePoint
  • Move content from one SharePoint to another that is not accessible through a network
  • Ability to download and then reload content into a re-built environment

Copy SharePoint Library File Using CSV

This option allows the user to create a CSV file that will copy files located within SharePoint rather than in a file system. A typical scenario for this is to copy many files but with unique metadata changes for each file. This can be done by creating and modifying the CSV file and then using the Upload Copy Content Using CSV option.