Metadata File Structure

The following section describes the guidelines to create an external reference file for Migrate SharePoint List content using the browse option task option.

1.

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

2.

The first field should be named as 'Source Path'. 'Source 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 reference 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 'Source Path' field will not be carried forward as a metadata column in SharePoint.

4.

The first column of all the rows should contain the path of the file or folder or list item e.g., "http://sharepoint.vyapin.com/shared documents/sample.doc", "http://sharepoint.vyapin.com/Lists/contacts/1_.000".

5.

The column 'Version Number' is an optional column in the reference file. By using this column, you can also provide metadata for document versions being migrated to destination SharePoint lists. Dockit looks up the metadata of the respective version history from external reference file and assigns them to the respective document / list item versions during migration.

The following table shows the usage of the Version Number column in the external reference file.

Source Path Version Number
http://sharepoint.vyapin.com/Documents/Sample Brochure.doc 0.1
http://sharepoint.vyapin.com/Documents/Sample Brochure.doc 1.0
http://sharepoint.vyapin.com/Documents/Sample Brochure.doc 2
http://sharepoint.vyapin.com/Documents/Sample Brochure.doc 2.1

Note: If the 'Version Number' column is not present in the external reference file, Dockit updates the metadata only for the latest version of the document during migration.

6.

The Site Template column is also an optional column in the reference file. By using this column you can provide the site template for the sites being migrated to destination SharePoint.

Source Path Destination Path Site Template
http://sharepoint.vyapin.com/sites/Mission/Mission1 http://sharepoint/sites/Mission Team Site
http://sharepoint.vyapin.com/sites/Adventure/Forest http://sharepoint/sites/Adventure/estuary Blank site
http://sharepoint.vyapin.com/sites/Adventure/wild http://sharepoint/sites/Mission Team Site
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 (XLS / 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.


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

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 migrated file or list item, 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 migrated file or list item, 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. The user value format (login name or display name or e-mail address) used to identify the user account must be specified in the migration wizard for the values to be interpreted correctly. All the user entries in the external metadata file must be in the same format.

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 migrated 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 user value format (login name or display name or e-mail address) used to identify the user account must be specified in the migration wizard for the values to be interpreted correctly. All the user entries in the external metadata file must be in the same format.

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 migrated 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://rd65:5010/Shared Documents/My Sample File.doc" "http://rd60/Pictures/chart.bmp"

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. In order to assign the values to the BDC / BCS column, Dockit Server Agent must be installed in the destination SharePoint server (MOSS / Microsoft SharePoint Server 2010).
"Company Name:Vyapin" "ID:1000"
"Product Name:Dockit Migrator"

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"

 

Sample format of a CSV / TEXT metadata file:

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

"Source Path","Modified Date”,”Author Name”,”Position”,"Department"
"http://sharepoint.vyapin.com/Documents/Sample Brochure.doc”,”11/06/2006”,”John Doe”,”Director”,”Senior Management"
"http://sharepoint.vyapin.com/Documents/Sales/Sample Sales Template.xls”,”11/24/2006”,”Jane Doe”,”VP Sales”,”Corporate Sales"
"http://sharepoint.vyapin.com/Documents/Sales/Sample Product Demo.ppt”,”09/09/1999”,”David Blake”,”Sales Manager”,”Consumer Sales”
"http://sharepoint.vyapin.com/Lists/Contacts/1_.000","12/03/1995","Schew","Executive","Markerting"
"http://sharepoint.vyapin.com/Lists/Announcements/4_.000","03/02/2001","Michael","Accounts Assistant","Accounts"