Posts Tagged ‘item’

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.

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Compare SharePoint content (items and documents) and other objects between sites using MetaVis side-by-side compare feature

May 13, 2010

There were several updates made recently to MetaVis Live Side-by-Side Site Compare dialog worth to mention today. First, it becomes possible to compare actual content: items and documents in SharePoint lists. Here is how the difference report looks like. Copy from left to right button would start the copy operation.

There are several objects types added to the side-by-side compare report besides content. Among them are list views, site permissions, permission levels and security groups. Here is the example how security groups compare in this report. As usual, all differences could be synchronized between sites using Copy button.

Maintaining Created / Modified properties while copying or tagging documents in SharePoint

December 18, 2009

Each SharePoint item and document has special Created By, Created At, Modified By and Modified At properties that can be seen on the item’s View Properties screen. These properties are not editable with SharePoint GUI but sometimes it is desirable to keep these properties while copying document from one location to the other one, uploading a file from file system or re-classifying the document with new content type or field values.

Below are some typical cases that would benefit from maintaining original values for these “core” properties at the time of moving, copying or uploading an item:

  • Created At property could be used to enforce document retention policy. During its life-cycle document may travel from file system to a list in SharePoint and to an other SharePoint site. In this case it would be nice to keep the created date of the original document instead of the date of moving to its last location.
  • Created By property could be used in a navigational list view with grouping that include original document author. Unless this property will be preserved during document copy, the document would not be found in the author category it belongs.
  • Modified At property could be an indicator of items that have been recently changed. The change would trigger a special workflow for an item or cause a notification. In case of maintenance (not business related) changes such business related activities should be waved. These maintenance changes may include mass enhancement of metadata of simple copying items to another location.

MetaVis Classifier and Migrator products optionally allow user to maintain Created By, Created At, Modified By and Modified At properties during item tag, copy or file upload to SharePoint. To enable this functionality a special product called MetaVis Core Properties Service has to be installed on the destination SharePoint server – the one where these properties values should be maintained.

After MetaVis Core Properties Service has been installed on the destination SharePoint server, MetaVis Classifier and Migrator products detect it automatically during items copy. In this case MetaVis displays all four created / modified properties on the Copy Wizard Properties screen. By default these properties are set up to keep original value they had on the source item but there are several other possibilities listed below for defining their values during items copy or tag. Note that any of these cases could be applied to any of four core properties independently.

  • Copy value to the property from the same property of the source item (Create At to Create At, Modified By to Modified By, etc). This is the default choice on the Properties screen of the Copy Wizard. This choice maintains the original created / modified property value as it was in the source item whether it was located in other SharePoint site or on file system.
  • Copy value to the property from the other property of the source item. This option allows to set Modified At field to the value of the Created At field of the original item or to copy a value from a custom Person or Group column to a Created By field.
  • Let SharePoint set this property. This option does not copy any values. After the item copy, Created At and Modified At properties of a newly copied items will be set to the current time, Created By and Modified By fields will be set to the current user. After tag or copy to the new version only Modified properties would be set to current time and user.
  • Set certain value for this property. A user for Created By or Modified By fields could be selected from the list of users. Date and time for Created At or Modified At fields could be selected using calendar control.

When bulk list or site copy is performed instead of item level copy MetaVis Migrator will preserve all four created / modified properties from the original source item. MetaVis Migrator will also preserve all four created / modified properties if “Keep Original Content Type” option is selected on the Properties screen of the Copy / Tag Wizard during item level copy.

These flexible choices allow to plan each copy or tag process with respect to the intended use of a document or an item during its life-cycle.

Copy objects in SharePoint with MetaVis: from fine copy control to bulk copy

December 15, 2009

This article discusses various cases of copying data in SharePoint by MetaVis Migrator. MetaVis Migrator offers wide variety of functions from a fine control over each field value while copying few selected items in a large list to a bulk copying of many lists or even sites at a time preserving object properties and all items metadata. Below is the list of different methods of copying SharePoint objects with the explanations what they do and how and when they should be used.

  • Item Level Copy allows to select one or several items in a list or file system folder and copy all of them at once to another folder, list, site, site collection or SharePoint server. Item level copy could be applied to documents, non-document items or pages. During this way of copy items of different content types could be selected and copied at the same time. The copy will preserve content type and values for all fields while copying the data. To activate item level copy in MetaVis Copy Items Wizard select “Keep Original” in Content Type box on the Properties page of the wizard. Item level copy should be used when some items in a list or library should be copying to the new location.
  • Item Level Copy with Fields Mapping allows to select one or several items in a list or a folder on a file share and copy all of them at once to another folder, list, site, site collection or SharePoint server. Item level copy could be applied to documents, non-document items or pages. During this way of copy items of different content types could be copied at the same time but only one content type could be selected as a destination. User may define a mapping for fields so that values will be copied from the source fields to the new fields of the destination item. MetaVis Migrator supports wide variety of field mapping strategies like mapping of Choice or String fields to Lookup field which make MetaVis Migrator a perfect tool for the content re-classification and enhancement of content metadata. To activate fields mapping during item level copy select destination content type on the Properties page of MetaVis Copy Items Wizard. In this mode new values for fields could be selected by using Left-Arrow or Down-Arrow buttons located near each field.
  • Data Analysis Mode for Item Level Copy enables preview of field values during field mapping. It is often beneficial to see all possible values that appear in certain field for all items selected for item level copy. One of the values could be selected as a value for the selected field in the destination item. Enable menu item “Edit / Data Analysis Mode” to activate this mode and use Down-Arrow button on the Properties page of MetaVis Copy Items Wizard to preview field values for the selected field during mapping. Data Analysis Mode could be used to understand current data in source SharePoint lists prior to the migration project and build MetaVis migration templates to facilitate repeatability during migration.

  • Folder Copy initiates item level copy for all items in the selected folder in SharePoint or on a file share. Folder copy will also include all sub-folders of the selected folder into a copy operation. To activate a folder copy the folder could copied or dragged from the Navigator or Content Views into the other folder or a list on the Navigator or Content Views. This mode of copying could be used to mass copy items located in folders.

  • List Copy allows to select a list or several lists in a certain site and copy them all to another location. In the process MetaVis Migrator will create each list in the target site together with all required fields and content types and optionally will copy content, list views and list permissions. MetaVis Migrator will copy items preserving their content type and field values as they were in the source list. This mode of copy could be activated by copying of a list node in the Navigator View and pasting it on the site, dragging and dropping list node in the Navigator View or using List Copy Wizard available in the Tools menu. This mode of copying could be used to mass copy lists with items or to copy list structures and views.

  • Site Copy allows to copy sites from one location to the other one or to copy certain site objects to the existing sites. This function optionally allows to include all sub-sites into a single copy operation, optionally support copying of the lists, list views, list items, site home page WEB Parts, site permissions and activate site features. This function will later be extended to include other site objects like master and layout pages, etc. Site Copy could be activated by copying a site node and pasting it to the other site in the Navigator View or by using Copy Site Wizard available in the Tools menu. Site Copy could be used to bulk copy the site hierarchies without changing site structures. The other use of site copy is to merge two sites together including content types hierarchies, lists and sub-sites.

Several ways to copy SharePoint objects using MetaVis Migrator

December 14, 2009

Copying items between SharePoint lists or file system shares as well as copying SharePoint lists and sites could be performed using MetaVis Classifier, Migrator or Architect Suite. If you use MetaVis Architect Suite switch to Classifier mode by pressing yellow tag in the application toolbar.

Connect to source and target SharePoint sites before starting to copy items. It will display site hierarchies, lists and folders in the left side Navigator View. Double clicking of a list or a folder in the Navigator View will display folders, items and documents in the right side Content View. There is also My File System View that displays drives and folders. Double clicking of a folder in My File System View will display folders, items and documents in the right side Content View.

There are several ways to initiate copy operation that will move objects between SharePoint sites or load files from file system shares.

  • Select source items, copy them into clipboard and paste them to the destination list or folder
  • Select source items and drag and drop them to the destination list or folder
  • Select source items in the Content View, right-mouse click on the Content View and select “Copy To…” menu item which will display a “Copy Items” wizard. Select destination site, list and folder on the first page of the wizard and proceed to the properties and copy pages
  • Open second MetaVis Window by selecting Window / New Window menu item or by pressing Crtl-N keyboard shortcut. Arrange windows on the screen (to auto-arrange, right click on the Windows Task Bar and select Arrange menu item). Copy / Paste or Drag and Drop items between MetaVis windows. Note that more than two MetaVis windows could be opened at the same time
  • Open Tools / Copy Lists and Libraries wizard and follow its pages to copy lists and libraries and (optionally) their content (items or documents) between the sites and site collections
  • Open Tools / Compare Sites wizard and follow its pages to copy lists and libraries structures between the sites and site collections. This method does not allow to copy content (items or documents) but it does allow to copy definitions to multiple destination sites
  • Open Tools / Copy Site wizard and follow its pages to copy sites and sites hierarchies between the sites and site collections as well as merge sites including their content type hierarchies and lists.

The following items could be copied or dragged:

  • SharePoint items, folders or documents in Contents View
  • File System files or folders in Content View
  • SharePoint lists and folders in Navigator View
  • SharePoint sites in Navigator View
  • File System folders in Navigator View
  • File System folders in My File System View
  • File System files and folders in Windows Explorer or in any other native Windows file management application that supports drag and drop and copy/paste for files and folders

The following items could be used as target containers where the selected items could dropped or pasted

  • SharePoint folders in Contents View
  • SharePoint lists and folders in Navigator View
  • SharePoint sites in Navigator View (to copy lists and other sites)

Use the following shortcuts to select multiple items. A item could be a SharePoint item, folder, document or file system file in the Content View, List or Folder in the Navigator View or a Folder in My File System View.

  • Mouse Click selects an item and clears previous selection
  • Crtl-Mouse Click adds an item to the existing selection or removes existing item from the selection
  • Shift-Mouse Click adds a group of items to the existing selection or removes a group of items from the selection
  • Ctrl-A selects all items in the Content View

There are several ways to copy and paste items after they have been selected

  • Right mouse click and select Copy or Paste
  • Select menu item Edit and then Copy or Paste
  • Use keyboard shortcuts Crtl-C / Ctrl-V