Create Metadata File

The following section gives you the guidelines to create an external metadata file for Assign Metadata to the documents in SharePoint Libraries task option.

1.

The first row of the metadata file should contain the Field Names as headers. In an import task, data type of the columns must be the same across all libraries. SharePoint Columns that are read-only will not be updated by Dockit.

2.

The first field should be named as 'Destination Path'. 'Destination Path' field should be followed by other field names separated by a delimiter character such as comma (,), semi-colon (;) etc. The delimiter character used in the external metadata file should be same as 'Format' string value available in the registry key (HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Jet\4\Engines\Text).

The following table shows the equivalent Format string for 'List Separator' in the registry key:

List Separator Equivalent Format String
, (comma) CSVDelimited
; (semi-colon) Delimited(;)
* (asterisk) Delimited(*)
3.

The first column of all the rows should contain the full destination path of the file e.g., http://sharepointserver/sample sales documents/sample folder/sample file.xlsx.

4.

Use vertical pipeline character (|) as a separator between SharePoint site and Document ID in order to locate documents using their unique Document ID.

Syntax: Site URL|Document ID

where,
Site URL - indicates the site from which Dockit can lookup the document using the specified Document ID.
Document ID - indicates unique Document ID of the document to be updated.

For exampe:
Destination Path Document Author
http://sharepoint:9000|62WZ4WH5D27C-1-1 John Doe
http://sharepoint:9000|62WZ4WH5D27C-1-2 Peter

5.

The column 'New Name' is an optional column in the metadata file. By using this column, you can provide the new name for your existing folder and/or file to be renamed in the destination SharePoint library. Please see the sample snippet below:

Destination Path New Name
http://sharepoint/technical documents/Sample File.txt New Document.txt

Dockit will rename the file 'Sample File.txt' as 'New Document.txt'. While this renaming operation does not create any new versions, it will change the values of 'Modified Date' and 'Modified By' to the current import time and user respectively. Please note that the file name (to be renamed) should contain its extension, since Dockit uses the value under New Name column as the alternate name of the respective file regardless of its type / extension.

6.

Use wildcard representations (* and *.*) in order to update the same metadata for the existing items underneath the destination folder or library. Please see wildcard characters usage for this purpose:

Wildcard characters Example Description
* http://sharepoint/library1/folder1/* Update all folders and sub-folders only, but skip files
*.* http://sharepoint/library1/folder1/*.* Update all files and sub-folders

Please see the sample snippet below:
Destination Path Team Name
http://sharepoint/technical documents/project1/*.* voyager
http://sharepoint/technical documents/project2/* conqueror

7.

For CSV and TXT formats, all field names and their corresponding metadata values should be enclosed within double quotes (“ ”) e.g., “John Doe”. When using accented characters such as [á é í ó] in folder / file names, the CSV / TXT metadata file must be in UNICODE encoded format.

8.

For Microsoft Excel file formats (XLSX), do not enclose the field names and their corresponding metadata values within double quotes.

9.

Ensure date values are in 'Date Only' or 'Date And Time' format.

10.

Lookup data type value will be assigned based on column value only. Lookup columns referring to non-existing list and column will not be updated by Dockit.

11.

People or Group data type value should be user name, Active Directory (AD) group name or SharePoint group name. User or group name referring to non-existing user or group will not be updated by Dockit. The user Login Name (domain\username), Display Name (John Doe) or E-mail address (someone@example.com) can be used to denote a user account.

12.

The New Name field will not be carried forward as a metadata field into SharePoint.

13. Business Data (BDC) / External Data (BCS) column values must be provided with the appropriate filter name to use in order to query the LOB records. Dockit will be unable to update the BDC column values if the filter name is incorrect or does not exist. You must provide the BDC column value in the format: <filter name>:<value>. For example: "Company Name:NorthWind"
14. The Managed Metadata column values can be term labels or synonyms of term labels or full path of the term value (full term path). Dockit will search the specified term value under the specified  parent term of the corresponding term set and assign the ID of the matching term value for the managed metadata column. You must provide the path of the term label in the format: ParentTerm|TermLabel1|TermLabel2|TermLabel3. 

For example: "Continent|North  America|Country|United States|States|Alaska".

In the example above, if the specified term value 'Alaska' does not exist in the selected term set of the managed metadata column, Dockit checks if the term set is open to creating new terms / values. If yes, Dockit will create the new term / value 'Alaska' under the specified term path "Continent|North America|Country|United States|States" automatically. If the term set does not have the provision to create new terms / values, the specified managed metadata column value 'Alaska' will not be added in the specified term path.

The full term path is required only if the selected term set (for managed metadata column) contains any duplicate values. As a best practice, we recommend you to provide the full term path to update the desired term value.

Please note that the new term value creation depends upon the 'Allow Fill-in settings' option selected in Dockit task wizard, which has the option to override the library settings.

Note: The term path should be separated by '|' and multiple term values should be separated by ';'

The following section describes the data types supported by SharePoint and an example of how to state the value in the metadata file for import.

SharePoint Data Type

Remarks

Example
Yes/No

If any other value appears in the metadata file, other than Yes/No, default value will be assigned.

"Yes"
"No"
Text

The text length should not exceed 255 characters.

"This is sample text"
Multi-line Text

The text length should not exceed 255 characters (preferred).

"This is sample text.\nThis is sample for multi-line text"
Date and Time

Date or Date & Time can be given in this field. Dockit provides an user option to specify the date mask to use for the date fields in metadata file in the task setup wizard.

"12/30/2006 10:50 AM"
"1/25/2007"
Number

The fixed or floating number can be given to this field. The value should not exceed the numeric boundary.

"10"
"3.41"
Currency

The fixed or floating number can be given to this field. Do not use any currency symbol ($) with this field value. The value should not exceed the currency boundary.

"100"
"10000"
"1500.67"
Choice (Single value)

Text or Number value can be given to this field. Do not use multiple values unless defined in SharePoint to accept multiple values.

"Male"
"15"
Choice (Multiple values)

Text or Number values can be given to this field. The values can be of single or multiple. Multiple values should be separated with ';'.

"Windows 2000;Windows XP;Windows 2003;Windows Vista"
Lookup (Single value)

Text or Number value can be given to this field. Do not use multiple values unless defined in SharePoint to accept multiple values.

In this case, you must specify the column value in the metadata file. Dockit will search for the value in the corresponding column of the referenced list and assign the ID of the first item matching the column value to the lookup column of the imported file, only if the column value exists.

Note: If the specified column value is of folder type, the ID of the folder will not be assigned.

"Windows XP"
Lookup (Multiple values)

Text or Number values can be given to this field. The values can be of single or multiple. Multiple values should be separated with ';'.

In this case, you must specify the column value in the metadata file. Dockit will search for the value in the corresponding column of the referenced list and assign the ID of the first item matching the column value to the lookup column of the imported file, only if the column value exists.

Note: if the specified column value is of folder type, the ID of the folder will not be assigned.

"Stock Details;Accounts;Product Details"
People or Group (Single Value)

User name, AD Group name or SharePoint Group name can be given to this field. The user Login Name (domain\username), Display Name (John Doe) or E-mail address (someone@example.com) can be used to denote a user account.

Do not use multiple values unless the equivalent column defined in SharePoint can accept multiple values.

Dockit will search for the value in the site users list and assign the ID of the matching the user or group name to the People or Group column of the imported file, only if the user or group name exists.

"VOYAGER\Administrator"
"BUILTIN\Administrator"
"Backup Owners"
"someone@example.com"
"John Doe"
People or Group (Multiple value)

User name, AD Group name or SharePoint Group name can be given to this field. The user Login Name (domain\username), Display Name (John Doe) or E-mail address (someone@example.com) can be used to denote a user account.

The values can be of single or multiple. Multiple values should be separated with ';'.

Dockit will search for the value in the site users list and assign the ID of the matching the user or group name to the People or Group column of the imported file, only if the user or group name exists.

"VOYAGER\User1; BUILTIN\Administrators;Guest Members;Temps"
Hyperlink or Picture

The http URL of any resource or picture can be given to this field. 

"http://sharepointserver:5000/Shared Documents/My sample file.doc"
"http://sharepointserver/Pictures/sample chart.bmp"

Target Audiences (Multiple value)

(Applicable only for a MOSS / Microsoft SharePoint Server 2010 library)

Global Audience name, Security / Distribution Group name and SharePoint Group name can be given to this field. Global Audience and Security / Distribution Group should be crawled and stored in User Profile Store of SSP.

The values can be of single or multiple. Multiple values should be separated with ';'.

Dockit will search for the value in the respective group list and assign the ID of the matching group name to the Target Audiences column of the imported file, only if the group name exists. Moreover, in order to assign the values that belong either to Global Audience or Security / Distribution Group require Dockit Server Agent to be installed in the destination SharePoint server (MOSS / Microsoft SharePoint Server 2010).

"All site users; Admins; Viewers; Administrators; RD60SPUsers; Contributors; Designers

Publishing Schedule Start Date

(Applicable only for Collaboration Portal /  Publishing Portal Site)

Date or Date & Time can be given in this field. Dockit provides an user option to specify the date mask to use for the date fields in metadata file in the task setup wizard.

"12/30/2006 10:50 AM"
"1/25/2007"

Publishing Schedule End Date

(Applicable only for Collaboration Portal /  Publishing Portal Site)

Date or Date & Time can be given in this field. Dockit provides an user option to specify the date mask to use for the date fields in metadata file in the task setup wizard.

"12/30/2006 10:50 AM"
"1/25/2007"

Publishing Image

(Applicable only for Collaboration Portal /  Publishing Portal Site)

The http URL of any picture can be given to this field. Relative URL also can be given to this field. 

"http://sharepoint/Pictures/chart.bmp"

"Pictures/chart.bmp"

<img src='/sites/collaboration portal/PublishingImages/NewsArticleImage.jpg' />

Publishing Hyperlink

(Applicable only for Collaboration Portal /  Publishing Portal Site)

The http URL of any resource can be given to this field. Relative URL also can be given to this field.

"http://sharepoint:5010/Documents/Sample File.doc"

"/Documents/Sample File.doc"

"<a href='/sites/collaboration portal/PublishingImages/NewsArticleImage.jpg'> NewsArticleImage.jpg</a>"

Publishing HTML

(Applicable only for Collaboration Portal /  Publishing Portal Site)

HTML content can be given in this field. You can use HTML tags in order to create rich content in the field.

It is <b>sample text</b>

Business Data (BDC) / External Data (BCS)

(Applicable only for SharePoint Enterprise Edition)

The BDC / BCS column value along with the filter name can be specified in this field. Dockit will search for the specified column value in the LOB entity using the given filter and assign the corresponding ID (when the BDC / BCS column value match is found) of the LOB record to the BDC / BCS column in SharePoint. Specify this value in filter name: value format. If the filter name contains colon (:) in its name, specify this value in FILTER:filter name, QUERY:value, where FILTER and QUERY are reserved words.

Dockit also automatically fills-up the column values associated with the BDC / BCS column during import.

"Company Name:Vyapin"
"ID:1000"
"Product Name:Dockit for SharePoint"

If the filter name contains colon (:) in its name, use the following syntax:

"FILTER:Product:Product ID,QUERY:Dockit"
"FILTER:ID:Name,QUERY:1000AX"
Managed Metadata (Single Value) Text or Number value can be given to this field. Do not use multiple values unless defined in SharePoint to accept multiple values.

In this case, you must specify the term label or synonyms of the term label or column value with full term path in the metadata file. Dockit will search the specified value from the term set selected for the corresponding managed metadata column and assign the ID of the matching term value to the managed metadata column of the imported file, only if the column value exists. The term path should be separated with '|'.

Note: If the specified column value is unavailable in the term store, Dockit checks if the term set is open to creating new terms. If yes, Dockit creates the new terms under the term path specified in the metadata file. Otherwise, the specified term will not be assigned for the specific file / folder.

If you specify the term label in the metadata file, Dockit will search the specified term value and assign the first matching term value for the corresponding managed metadata column.

"Continent|North America|Country|United States|States|Alaska"

"Alaska"
Managed Metadata (Multiple Values) Text or Number values can be given to this field. The values can be of single or multiple. Multiple values should be separated with ';'.

In this case, you must specify the term label or synonyms of the term label or column value with full term path in the metadata file. Dockit will search the specified value from the term set selected for the corresponding managed metadata column and assign the ID of the matching term value to the managed metadata column of the imported file, only if the column value exists. The term path should be separated with '|'.

Note: If the specified column value is unavailable in the term store, Dockit checks if the term set is open to creating new terms. If yes, Dockit creates the new terms under the term path specified in the metadata file. Otherwise, the specified term will not be assigned for the specific file / folder.

If you specify the term label in the metadata file, Dockit will search the specified term value and assign the first matching term value for the corresponding managed metadata column.

"Continent|North America|Country|United States|States|Washington;Continent
|North America|Country|United States|
States|California;Continent
|North America|Country|United States|
States|Alaska"

"Washington;California;Alaska"
Geolocation Location co-ordinates or name can be given to this field. The co-ordinates value must have latitude and longitude values seperated by ';'.
"30: -60"
"New York, United States"
Task Outcome Text or Number value can be given to this field. Do not use multiple values for these column type.
"Success"
"1"
Related Items The http absolute URL of any list item (including file) within the site collection can be given to this field.  The values can be of single or multiple. Multiple values should be separated with ';'. "http://sharepoint/Documents/Sample File.doc; http://sharepoint/Documents/Sample File1.doc "
"http://sharepoint/Lists/Custom List/1_.000"

 

The following tables below describe the syntax to be used in the external metadata file for single values / multi values for the following data types in SharePoint:

  • Choice*
  • Lookup
  • Person or Group 

Single Value

Example

Final Result
In case single value contains ';' as part of its value, you can separate the values using ';#'. ";#Windows Live Spaces; Mesh;#" Windows Live Spaces; Mesh
In case single value contains ';#' as part of its value, escape these characters by preceding them with a semicolon and separate the values using ';#'.

Note: The delimiter ';#' is a reserved character pattern in the Choice field column. The single value should not contain ';#' as part of its value to be assigned to the Choice field column in SharePoint.
";#Windows Live;;#Mail;#" Windows Live;#Mail

Multi-Value

Example

Final Result
In case multi-value contain ';' as part of its value, you can separate the values using ';#'. ";#Windows Live Spaces; Mesh;#Windows Azure;#Windows HPC;#" Windows Live Spaces; Mesh; Windows Azure; Windows HPC
In case multi-value contain ';#' as part of its value, escape these characters by preceding them with a semicolon and separate the values using ';#'.

Note: The delimiter ';#' is a reserved character pattern in the Choice field column. The multi-value should not contain ';#' as part of its value to be assigned to the Choice field column in SharePoint.
";#Windows Live;;#Mail;#Windows Photo Gallery;#" Windows Live;#Mail; Windows Photo Gallery

 

Sample format of a CSV / TEXT metadata file:

Note: Refer Point #2 for the separator to be used in the metadata file

“Destination Path”,”New Name”,”Issue Date”,”Author Name”,”Position”,"Department"
“http://sharepoint/libone1/Sample Brochure.doc”,”Sample File.doc”,”11/06/2006”,”John Doe”,”Director”,”Senior Management"
“http://sharepoint/libone1/Sample Sales Template.xlsx”,”Sales Target.xlsx”,”11/24/2006”,”Jane Doe”,”VP Sales”,”Corporate Sales"
“http://sharepoint/libone1/Sample Product Demo.ppt”,”Product Demonstration.ppt”,”10/4/2006”,”David Blake”,”Sales Manager”,”Consumer Sales”