Essentials for Office 365 2.15 - User Guide

In-Place Tagging of SharePoint Items

SharePoint uses three primary methods for categorizing content. The hierarchy of sites, lists and folders (which is similar to how file systems store files in folders), metadata (via content types and fields), and AutoTagging to ‘tag’ or classify content for find-ability and filtering. The application has been designed to categorize content in bulk by leveraging one or all of these methods.

This section will walk you through the process of intelligently ‘tagging’ content. Please refer to the section titled, Copy, Move, and Tag SharePoint, for additional information on moving or copying content into specific sites, lists, and folders.

1.Locate a list or library, containing the content you wish to classify, in the Navigator pane. Double-click on the list to load its contents into the Contents pane.

 
If the site containing your items or documents is not available in the Navigator pane, follow the instructions for Connecting to SharePoint in order to load it.

2.From the list of files located in the Contents pane, select all the files for tagging. Hold down the CTRL key to select multiple individual files or SHFT key to select multiple consecutive items.

3.Right-click on any of the selected files, and select the Tag option from the drop down menu. This will initiate the tagging wizard.

4.Update the field values to the desired settings. Refer to the sections on the Classification Properties Screen and the Field Value Selection Screen for additional information on your options.

5.Once the tagging selections are made, press the Next button located at the bottom of the window. A summary screen will be generated asking you to confirm the operation. Press Finish to initiate the tagging. The application will complete the tagging process and provide a notification window.  

File Name Tagging

Users cannot rename files directly through the Essentials user interface, but they can tag files and set values for them based on other file's name properties.

This section will walk you through the process of intelligently ‘tagging’ content using the Name of files.

1.Locate a list or library, containing the content you wish to tag, in the Navigator pane. Double-click on the list to load its contents into the Contents pane.

 
If the site containing your items or documents is not available in the Navigator pane, follow the instructions for Connecting to SharePoint in order to load it.

2.Turn on Data Analysis mode by selecting the button in the contents tool pane.

3.From the list of files located in the Contents pane, select all the files for tagging. Hold down the CTRL key to select multiple individual files or SHFT key to select multiple consecutive items.

4.Right-click on any of the selected files, and select the Tag option from the drop down menu, or select Tag from the Migrator tab's top menu. This will initiate the tagging wizard.

or

5.In the tagging wizard click the "select a source for value" button next to the Name tagging option.

6.Select the source for your Name field, and choose from the available values. Click Select once you have finished your selection.

7.Once the tagging selections are made, press the Next button located at the bottom of the window. A summary screen will be generated asking you to confirm the operation. Press Finish to initiate the tagging. The application will complete the tagging process and provide a notification window.  

Incremental/Delta Copy

You can perform an incremental/delta copy:

·during content migration

OR

·for an existing job, to copy changes on the source made after a full migration.

Incremental Copy/Delta Migration During Content Migration

There are multiple scenarios where copying only incremental changes from the source environment to the target are preferable to create a full copy of all content.

Migrator supports incremental copying of content into both libraries and lists but there are several key differences when using the Incremental Copy feature (Advanced Options).

Libraries implement incremental copies using the file names. When the Incremental Copy option is selected any duplicate items on the target will be replaced with the source item.

Lists (unlike Libraries) implement incremental copies through an internal attribute (item id). This attribute is automatically generated and sequenced by SharePoint and cannot be overwritten. Therefore, a different approach is used to identify new and updated items, but the result is the same as for Libraries. Any duplicate items will be replaced with the source item.

The Incremental copy option has a filter that allows for the determination of the number and age of the changes that will be brought over during the incremental copy. By selecting the number of days, weeks, or months, you can choose to only bring over differences from the last full copy that was made in the determined time.

Delta Migration - If selecting "0" as the value for the incremental filter, the tool will do a content analysis of both source and target and bring over any content that is identified as differential. In the case of this migration, if a file exists on the source that is not on the target, said file will be copied to the target. In the event that the item exists in the target, the tool will check to see if the item on the source is newer than the one on the target (based off of the last modified date). If the item on the source is newer, then the item will be copied from the source to the target.