Posts Tagged ‘tagging’

MetaVis Feature of the Day: Mass Tagging SharePoint Items

May 29, 2014

One of the basic functions of MetaVis Platform is the option to change field values for multiple selected documents or items in SharePoint lists simultaneously. We call this process tagging or classification. The option allows to specify new value for a list field or to copy a value from one field to another field.

This option could be used for metadata enhancement and for general content reorganization. Enhanced metadata could be used later in search to find the relevant content quickly. It could also be used in flexible navigation scenarios by using List Views with metadata based item grouping or metadata navigation.

This option could also improve content authoring and initial content classification. MetaVis tagging option allows to copy values between fields of different type. This way, power users and administrators can create Lookup or Managed Metadata fields to replace existing free text entry fields and copy values from existing fields to the new sophisticated ones so that authors can select appropriate values for the fields easier and more accurately at the time of the content creation.

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

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

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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!

MetaVis Cloud Classifier 2010 Preview

August 23, 2010

MetaVis Cloud Classifier 2010 is a SharePoint 2010 component that allows to assign field values to many selected documents located in SharePoint 2010 libraries at once. This component is available for any user of a SharePoint site for any library in the site collection where it is activated. It is completely integrated with SharePoint security model and embedded seamlessly into SharePoint WEB interface. In a sense, Cloud Classifier 2010 is like a standard Edit Properties dialog but it applies to all selected documents.

MetaVis Cloud Classifier 2010 allows SharePoint users to enhance documents metadata in an easy and organic way on a mass scale. This, in turn, improves documents find-ability, search, accessibility and navigation through SharePoint libraries.

MetaVis Cloud Classifier 2010 is very easy to use. First, select documents to tag in any place that allows document selection like library or list view WEB Part and click Classify button in SharePoint ribbon toolbar.

Then specify new field values for any of the fields that appear on the Classify screen and continue the wizard.

At the end, all values specified on the Classify screen will be applied to all documents selected in the list when Classify dialog was called.

This is just a basic use of MetaVis Cloud Classifier for SharePoint. In a more advanced scenario the user may change content types of the selected documents (remember, there might be many of them) and specify field values for this new content type:

Values for some fields could be copied from the other fields available in the existing metadata.

Coupled with SharePoint 2010 list navigation infrastructure and key filters MetaVis Cloud Classifier becomes a very powerful tool to perform metadata enhancement and data classification in SharePoint sites. Here, we select all documents pre-tagged with MK Region field contains China to tag them with new metadata, change their content type or add more values.

Please contact http://www.metavistech.com to receive more information about MetaVis Cloud Classifier 2010 and get a free trial.