Metadata file structure


The following section gives you the guidelines to create an external metadata file to migrate folders, files and metadata to SharePoint Libraries

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 365 Migrator.

2.

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

3.

The first column of all the rows should contain the path of the file e.g., "C:\My Documents\Sample Brochure.doc" (or) " \\ProdServer\My Documents\Sample Sales Template.xlsx".

4.

Be consistent with the drive letters and UNC path when adding folders and file into SharePoint library using Dockit 365 Migrator user interface and the path field values in the metadata file. If you use local / mapped drives to import files, ensure the 'Path' field has the corresponding local / mapped drive path (e.g., M:\MyDocs\File1.xlsx). If you use shares to import file, ensure the 'Path' field has the corresponding UNC path (e.g., \\Machine_Name\Share_Name\Sample File1.xlsx).

5.

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

6.

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

7.

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 365 Migrator.

8.

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 365 Migrator. 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.

9.

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 365 Migrator 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 365 Migrator checks if the term set is open to creating new terms / values. If yes, Dockit 365 Migrator 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 available in 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 365 Migrator provides an user option to specify the date mask to use for the date fields in metadata file.

"12/30/2009 10:50 AM"
"1/25/2010"

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 7;Windows Vista;Windows 2003;Windows XP"

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 365 Migrator 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 7"

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 365 Migrator 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 365 Migrator 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 365 Migrator 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://sharepoint/Shared Documents/My Sample File.doc "
"http://sharepoint/Pictures/chart.bmp"

Business Data (BDC) / External Data (BCS)

The value of the primary key column in the LOB record can be given to this field. Dockit 365 Migrator will query for the LOB record using the specified value 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.


The BDC / BCS column value along with the filter name can be specified in this field. Dockit 365 Migrator 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 365 Migrator also automatically fills-up the column values associated with the BDC / BCS column during migration.

"SBI00008251"
"600083"





"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 365 Migrator"
"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 365 Migrator 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 365 Migrator checks if the term set is open to creating new terms. If yes, Dockit 365 Migrator 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 365 Migrator 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 365 Migrator 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 365 Migrator checks if the term set is open to creating new terms. If yes, Dockit 365 Migrator 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 365 Migrator 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"

Task Outcome

Text or Numeric value can be given to this field. Do not use multiple values for this column type.

"Complete"
"4"

 

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 ';#'.

* - 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 ';#'.

* - 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

 

Follow the steps given below to add metadata file for migration.

1. Click to add the metadata file. It will be shown below

2. Once the metadata file is loaded as shown below, select the desired columns for migration.