Posts Tagged ‘import’

MetaVis for Drives: Blurring Lines Between Local and Cloud Storage

July 21, 2014

“MetaVis for Drives” edition brings common migration, backup, import, export, administration and monitoring functions to popular storage locations like SharePoint, Microsoft OneDrive for Business, Box.net, Google Drive and Network Shares. Besides specific functions available for individual storage areas the Drives edition aims to unlock the content in specific vendors storage allowing content visibility and mobility between vendors applications and between local and cloud.

The Drives edition makes the following functionality available.

  1. Connect to Microsoft OneDrive for Business, Google Drive, Box.net, SharePoint locations to individual drives as well as to all users in a corporate account using single service administrator login with the ability to browse account structure and content in individual users personal locations using tree structure metaphor;
  2. Mass copy individual items from File System to OneDrive for Business, Google Drive and Box.net locations optionally preserving folder structure, fixing illegal characters and preserving retention and authoring properties;
  3. Mass copy individual items between Microsoft OneDrive for Business, Google Drive, Box.net and SharePoint locations optionally preserving folder structure, fixing illegal characters, preserving retention and authoring properties as well as preserving, mapping and enhancing metadata when applicable;
  4. Mass copy multiple users personal spaces from Google Drives, File Shares and SharePoint My Sites to OneDrive for Business optionally preserving folder structure, fixing illegal characters and preserving retention and authoring properties;
  5. Backup OneDrive for Business and Google Drive users content using central location and single login to local file shares, Amazon S3 or Azure storage;
  6. Monitor and generate actionable Administrator Dashboard current status and trend reports about storage distribution and user activity in OneDrive for Business tenancy;
  7. Perform Informant content scan applying policy groups with configurable rules and actions to perform pattern, PII, PHI, URL, vocabulary keywords detection to OneDrive for Business content;
  8. Mass provision multiple OneDrive for Business personal sites using single login from a central location;
  9. Mass detect and remove OneDrive for Business personal site owners

Please visit http://www.metavistech.com/ to learn more about functionality or MetaVis Platform.

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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.

 

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: 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.

 

Bulk Uploading content from File Shares using a Spreadsheet for Metadata

February 3, 2011

One of the first features that we added to our Classifier product, which is designed to bulk tag SharePoint content, was the ability to migrate file system content into SharePoint. Customers wanted MetaVis to enhance the usability of SharePoint by adding the ability to upload files and classify them at the same time while also enriching the file metadata and maintaining the created and modified properties. In the past few years, we have continued to add features to Classifier including:

  • the ability to map NTFS metadata from a file system such as folder names (which is the original way to tag files) into SharePoint fields;
  • the ability to apply SharePoint 2010 managed metadata;
  • the ability to unravel the folder hierarchy for those users that want to maintain their content in SharePoint without using folders; and
  • many more small conveniences or other features that fill gaps left by SharePoint 2007 and SharePoint 2010.

One commonly requested feature that kept coming up (and one that we have resisted to implement) was the ability to use a spreadsheet for file import. The idea seems straight forward. Create a spreadsheet that catalogs you files. Let users input field values into the spreadsheet. Then import the files using the spreadsheet for your metadata.

My past experience, inspired the MetaVis team to think of ways we could improve upon the process and satisfy the market demand for using a spreadsheet/CSV file that is simple and effective. Here is what the MetaVis team came up with:

Begin by generating the spreadsheet from the target list

Step 1) Start by identifying the files and folders that you want to import into SharePoint. There are two ways to do this. The first way is to expand and navigate through the My System area in the product. If you double click on a folder or drive, the contents will be displayed in the Contents area. You may drag-and-drop or copy/paste from My System or Contents areas directly to the destination. Alternatively, MetaVis provides the same capabilities directly from Windows Explorer

Step 2) After you have selected the content and dragged/copied it to your SharePoint destination, a familiar wizard will be displayed. This is the same wizard that is used to copy SharePoint content from one place to another. The first window will confirm the destination

Step 3) The second window will give you an ability to apply metadata values. It is a good idea to take advantage of this feature and apply as many metadata values as since all the data is validated against SharePoint. There are many capabilities for intelligent and auto tagging available including mapping to NTFS values such as folder names, file names, owners, etc.; or to select values directly from SharePoint managed metadata, choice and lookup lists.

 

 

Step 4) The final screen of the wizard has a new check box towards the bottom of the page. Selecting the Create CSV File for uploading files option will generate a comma separated values file compatible with Excel or any text editing software

Step 5) Although the file content may vary based on selected metadata and options the basic structure will always have the following layout:

 

Source File

SharePoint File Name

Title

Field 1

Field 2

Created By

Created At

Modified By

Modified At

C:\Folder1\Folder2\Folder3\Folder4\File1

File1

Your Value

Your Value

Your Value

File Owner

Created Date

File Owner

Modified Date

                 
                 

 

The layout must notbe changed or otherwise the imported file will not be recognized. However, the content may be edited to your preferences. Remember that any values that are modified or edited must be valid to SharePoint. Otherwise they will be ignored or an error will be generated.

Step 6) Once you finish working with your spreadsheet, you are ready for the last step in the process. The ability to Upload Files Using CSV is available at any library or folder right-click menu. Identify the destination for your files and select this option. In theory, the same destination as was chosen in step 1 should be used, but there is no such restriction. So, if you have more than one library into which you want to import your files and they have the same or similar metadata structure, the.csv file can be reused

Step 7) Next the Open File for Import screen will be generated. Enter the location of your .csv file

Step 8 ) The contents of the file will be loaded in the space provided below. You may stretch and scroll the screen to view the contents.

Step 9) You may check individual items or the Check All button at the bottom to select everything. In addition if you are using a custom character set, select it in the provided field.

Step 10) To start the import, press the Finish button.

In ten easy steps you can bulk upload content from File Shares using a spreadsheet for metadata. Give it a try and let us know what you think. Any and all feedback is always appreciated and welcomed!

One Year in MetaVis Development

December 15, 2010

End of December is a traditional time to reflect about achievements of the passing year and lay some plans for the year upcoming. I tried to extract the essence of MetaVis development from the jungle of our release notes for the executive planning. I was surprised as many of the functions that seemingly were there forever got their start during 2010.

In brief, we did the following

· Rounded up MetaVis Migrator offering by adding the ability to copy sites, site collections and promote sites to site collections as well as adding support for many individual SharePoint objects. Among new objects we added support to browse and copy site and list permissions, security groups, permission levels, users, list views, WEB Parts (with views), publishing page layout settings, welcome page settings, site navigation settings, site themes settings, SPD Workflows, InfoPath forms, Survey lists and Discussion Boards, list and site templates, master pages. Added automatic URL correction when copying hyperlink fields, links, WEB Parts and WEB Part or publishing pages

· Launched Cloud Classifier – server side solution integrated with SharePoint 2010 ribbon GUI distributed across all site users that allows to mass tag list items and documents

· Started Change Control and Release Manager product – a comprehensive solution with delayed execution of activities, scheduler, mass source and target substitutions and audit trail history to manage changes across multiple SharePoint environments

· Implemented live side-by-side compare feature for sites, site collections and lists that displays live difference report for all objects supported by MetaVis product line starting with sites down to individual items or documents

· Added support for SharePoint 2010 including many SharePoint 2010 specific features like copy and map managed metadata fields, copy and merge term sets, copy document sets

· Integrated MetaVis products with Exchange Public Folders, Windows File Classification Infrastructure (FCI), Windows Explorer (for bulk import) and new Microsoft Online SharePoint 2010 from Office 365

· Extended Bulk import from file system offering by allowing to map file system folders to SharePoint fields, adding optional folder removal feature and enabling automatic correction of illegal characters

· Improved visual appeal, general organization, ergonomics and usability of the product by adding MS Office style ribbon toolbar, interactive graphical wizards and background processing for all operations

· Added reports for site collection inventory, site users and site templates

· Implemented filter-based items, lists and sites copy that allows to perform delta- and incremental migrations

· Implemented mass delete and mass rename functions

· Added command line processing for all copy functions with options

· Extended mapping functionality to tackle differences in SharePoint environments by allowing to map the fields of different types like lookup field to managed metadata field, map users, site and list templates when copying SharePoint objects

It was fun, productive and agile year in MetaVis development group full of discoveries and successes. We are looking forward to the challenges of the New 2011 Year with optimism and high expectations.