Chat now with support
Chat with Support

Metalogix Content Matrix 8.8 - File Share Edition User Guide

Introduction Entering the License Key Overview of Content Migration Content Matrix Console End User Interface Enabling Advanced Mode Enabling and Disabling Optimistic Mode Connecting to a File System Connecting to SharePoint Preparing for Your Migration Initiating a Migration Configuring Copying Options Saving or Running a Migration Action Log Files Using PowerShell with Content Matrix
Configuring PowerShell for Use with Content Matrix Content Matrix PowerShell Commandlet List
Modifying Content Matrix Configuration and Settings Frequently Asked Questions About Us

Using Excel Files for Source Content Editing

You can use Metalogix Content Matrix to export and import content to/from Microsoft Excel. Data  can be exported to an Excel file for editing, and data within an Excel file can be imported into Metalogix Content Matrix provided that the items have a MetalogixID or SourceURL value. This ability is similar to the CSV Import/Export functionality within Metalogix Content Matrix.

NOTE: The Excel export/import feature will only work for the XLSX file type. Currently the XLS file type is not supported.

The Standard Use Case for Working with Excel

The standard use case for using Excel in conjunction with File Share Editions is as follows:

A.First connect to the File Share source and SharePoint target environments.

B.Then in Metalogix Content Matrix's Items View add any additionally desired columns. This can include SharePoint choice, lookup, managed metadata columns, etc.

C.After all of the desired columns have been added,  export a set (or all) of items and metadata to an Excel file. What metadata columns are included can be chosen at the time of the export.

D.Send the file to the appropriate people within the organization for editing. This editing can consist of changing existing values or selecting new values for added SharePoint columns.

E.The modified Excel file would then be imported back into Metalogix Content Matrix, and all of the changes would be populated for each item. The import process provides a set of options that can help you determine the type of data that will be included in the import action, such as replacing existing values with blank values, adding new columns to Metalogix Content Matrix's Items View, etc.

F.All of the items and data within Metalogix Content Matrix Console - File Share Edition will now be updated, and this updated content can be migrated into SharePoint.

A similar set of steps can be taken to export and import the folder structure of the source File Share, allowing users more control over configuring the migration hierarchy structure.

Exporting File Share Content to Excel

What to Expect from an Exported Excel File

In an exported Excel file there are a few things to note. The first is that only the selected columns/fields will be included in the export. So if a column, or group of columns from Metalogix Content Matrix were excluded in the export process, those columns will not be listed in the resulting Excel file. Any exported Excel file will also include a MetalogixID column. This column (or the SourceURL column) is used to identify and match items in the Excel sheet with the same items in Metalogix Content Matrix. One of these columns must be used when importing an Excel file. It is also worth noting that the Excel Export/import supports most column types, include SharePoint columns that are manually added into Metalogix Content Matrix. Only SharePoint BCS columns are not supported.

Note that there are two tabs at the bottom of the Excel sheet. They are:

·Bulk Data Entry - This tab will display all of the column values for each item. When users try to set a column value for an item, and that column is a choice or lookup column, then a drop down menu will open so users can select the desired entry from the list (instead of requiring the user to know what the valid entries are).

There are a few special cases for this, mainly the SharePoint columns for Managed Metadata, Choice, and Lookups. In the case of managed metadata (taxonomy) columns the drop down will display all of the available values within the Term Store that the column is configured for. Any hierarchy structure within the Term Store will be displayed by having a ">" separating the different hierarchy levels. SharePoint Choice and Lookup columns will also list all of the possible values from a drop down list. If these columns support multiple values, then a text box will be displayed instead, and users can enter the values into the textbox, separated by a semi-colon (";")

Date/Time values will be displayed in the "mm/dd/yyyy h:mm AM/PM" format. So a date of August 14, 2013 at 9:25 in the morning would be displayed as "08/14/2013 9:25 AM".

·_Reference Values - This tab will contain all of the reference values for any SharePoint Managed Metadata (taxonomy), Choice, and/or Lookup columns. It is recommended that users DO NOT manually add any values to this page, it is only there for reference and to help populate any drop down menu values on the Bulk Data Entry tab.

To export file metadata to Excel:

1.In Explorer View, select the folder that contains the content to export.

2.Select the appropriate option.  Use the information in the following table for guidance.

If you want to export ...

Then ...

a folder structure

right-click and choose Metadata Modifications > Excel Actions > Export Directory to an Excel File.

FS Export Directory to Excel

folder metadata

right click and choose Metadata Modifications > Excel Actions > Export Content to an Excel File.

Advanced Mode Icon  This option is only available when Advanced Mode is enabled.

FS Export Content to Excel

metadata for individual items

§Switch to Items View, then select the specific items whose  metadata exported

§ Right-click and choose: Metadata Modifications > Excel Actions > Export Content to an Excel File.

Advanced Mode Icon  This option is only available when Advanced Mode is enabled.

FS Export Content to Excel

3.In the Output file field, either:

§enter the file path to which that the Excel file should be saved

OR

§click [Browse] and navigate to the desired save location.

NOTE:  If you manually enter the file name, you will need to include the ".xlsx" extension.

4.In the Select property columns to export window, select all of the properties that should be exported to the Excel file.

The properties are listed in a series of top level, and second level nodes. The top level node represents the category that the column falls into.  When these nodes are expanded, all of the available column for that category will be listed. You can either select the top level category node, which will select all of the column nodes under it, or individual column nodes. Only checked nodes will be included in the Excel export.

5.Use the information in the following table to determine the appropriate action to take.

If ...

Select ...

·you chose to Export Directory

AND

·you want to export metadata for all of the items in the selected folder, as well as all of the items for any sub-folders

Include metadata from sub-folders.

NOTE:  If this option is not selected, only metadata for items at the top level of the selected folder will be exported.

·you chose to Export Content

AND

·you want the column type (i.e. Text, Date Time, User, etc.) to display next to the actual columns title

Include column type information in Excel headers.

NOTE: If this option is not selected, then only the column title will be included in each columns header.

6.Click [OK] to start the file export.

When the export starts a status box will be displayed. The logs for the export can be viewed (in progress or after the action is finished) by clicking] [Details>>]. After the action has completed a note will be displayed in the bottom left corner of the dialog stating the number of records that were exported into the Excel file, as well as any warnings or errors that may have been encountered (if there were any).

The exported file can now be distributed for editing.

Importing File Share Content from Excel

Importing folder metadata from an Excel file allows you to take any edited or added metadata for an item, and re-sync it with content that has already been imported into Metalogix Content Matrix. This allows you to help customize your content for migration to SharePoint.

NOTES:  

·Excel files can only be imported on the top level File Share node (the connection node)

·Any imported content must have a MetalogixID and/or a SourceURL.

·Values for any "Read-only" fields will not be imported as they cannot be edited.

To Import Items from CSV:

1.Select the top level connection node for the project connection/web content (the root node).

2.Select the appropriate option.  Use the information in the following table for guidance.

If you want to import a previously exported ...

Then ...

folder structure file

right-click and choose Metadata Modifications > Excel Actions > Export Directory to an Excel File.

folder metadata file

right click and choose Metadata Modifications > Excel Actions > Export Content to an Excel File.

Advanced Mode Icon  This option is only available when Advanced Mode is enabled.

metadata for individual items

§Switch to Items View, then select the specific items whose  metadata exported

§ Right-click and choose: Metadata Modifications > Excel Actions > Export Content to an Excel File.

Advanced Mode Icon  This option is only available when Advanced Mode is enabled.

FS Import from Excel File

3.In the Source file field at the bottom of the dialog, either:

§enter the file path and name for the Excel file that should be imported

OR

§ click [Browse] and navigate to the location where the Excel file resides.

4.Select the applicable check box options.  Use the information in the following table for guidance.

If you want to ...

Select ...

ignore the internal unique ID assigned to the metadata entry (the MetalogixID field) in favor of the file path of the associated file (the SourceURL field)

Find existing Items by SourceURL, rather than MetalogixID.

NOTE:  When importing data from an Excel file, Metalogix Content Matrix need to be able to identify what data goes with what item. In order to do this a synchronization is done on one column (the MetalogixID column by default) so the remaining data is correctly paired up with the item it belongs to.

This option is useful when moving metadata between Projects as the unique IDs will be different.

overwrite any existing values in a column field with a blank value, if that field already contains a non-blank value

Allow overwriting non-empty fields with empty values.

NOTE:  If this option is not selected, then any fields that already contain a value will retain that same value, even if the imported file has a blank value for the same field.

allow for new properties (columns) to be added in the specific project connect

Allow creating new properties.

NOTE:  If this option is not selected, then any new columns that have been added to the file will not be added under the specific project connection node.

log details of any failures that occur when trying to import an Excel file

Enable logging for failed imports only (Recommended).

open an Import From CSV Preview dialog before the actual import action is run

Preview before importing.

NOTE:  This dialog will list each column that is included in the Excel file. It will also list the column type within the file and the column type in the specific connection, so you can see if there are any discrepancies. The Status column will also list if there are any mismatches in the column type between the two, or if the column types match. This gives you a chance to see if there are any potential issues for importing the content.

5.Click [OK] to start the Excel file import action.

If the Preview before importing option has been checked, the Import From Excel Preview dialog displays. After [Import] is clicked, the import process will continue.

When the import starts a status box will be displayed. The logs for the import can be viewed (in progress or after the action is finished) by clicking [Details>>].  After the action has completed a note will be displayed in the bottom left corner of the dialog stating the number of records that were imported, as well as any warnings or errors that may have been encountered (if there were any). .

The imported file will now update the specific project connection with its data.

Using CSV Files for Content Editing

You can export and import file properties to a CSV file for editing by stakeholders. Once the resulting CSV file has been created, it can be distributed to the necessary users for editing and updating. Once edited, the CSV can be imported back into Metalogix Content Matrix, and the modified data will be updated or populated in the specific project connection.

Advanced Mode Icon These options are only available when Advanced Mode is enabled.

Related Documents