Extracting MS Office File Properties for Items Within a File Share Connection
Metalogix Content Matrix can crawl and re-import File System data for any items listed within the File Share connection, including any Microsoft Office metadata that may exist for files.
To extract MS Office File Properties:
1.In either Explorer View or Items View, select the folder/files for which you want Metalogix Content Matrix to crawl for metadata.
2.Right-click and choose Metadata Modification > Extract MS Office File Properties option to display the Extract File Metadata dialog.
3.If you selected a folder and want the extraction to run on all sub-folder of the selected File Share node, make sure the Run recursively on sub-folders box is checked.
4.To run the metadata crawl action, click [OK].
When the action starts, a Job log will be created. The logs 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 completions, as well as any warnings or errors that may have been encountered (if there were any).
Adding SharePoint Lookup and Choice Columns to File Share Connections
You can add SharePoint lookup and choice columns to items in a FileShare connection and pre-populate their values prior to migration. These lookup columns are existing columns from the SharePoint target environment, and must already exist (and have all of the desired values). This option allows users to add, and pre-populate values for the lookup column in Metalogix Content Matrix before a migration is run.
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Adding lookup and choice columns is not supported from a Native Web Service (NWS) connection. |
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Before You Can Add a Lookup or Choice Column to a File Share Connection:
The column must already exist in the target SharePoint environment. In the case of a choice field, all possible choices must also exist.
NOTE: Make note of the url of the SharePoint site or list containing the column you want to add, as you will need to specify it when adding the column
To add a SharePoint Lookup or Choice column to a FileShare connection:
1.In Explorer View, select the folder in the File Share connection to which you want to add the column
NOTE: Any column that is added to a folder within a File Share connection will be available under all folders within that connection.
2.Switch to Items View.
3.To display the Add Column dialog, in the Items View toolbar either:
·Click Manage Columns to display the Manage columns dialog, then click the Add icon.
OR
·From the Manage Columns drop-down, select New Column.
4.Enter a Property Name.
CAUTION: Once the column is created, the Property Name cannot be changed.
5.For Type select the applicable option:
§SharePoint Lookup
OR
§SharePoint Choice
6.The Configure... dialog for the option you selected displays.
7.In the SharePoint Connection drop-down, select the target SharePoint connection that contains the SharePoint lookup or choice column that you want to add to the File Share connection.
8.Enter the SharePoint Site or List Url that contains the lookup or choice column.
NOTE: If a list URL is entered in this field, then Metalogix Content Matrix will only look at list columns. If a site URL is entered in this field, then Metalogix Content Matrix will only look at site columns, including columns that are inherited in the hierarchy structure.
9.Click [Populate Columns]. This will allow Metalogix Content Matrix to search the specified SharePoint site or list, using the selected connection, to find all of the "lookup" or "choice" fields. If the site or list doesn't contain any, users will be provided with a message indicating that they need to select another site or list.
10.Once the SharePoint Lookup (or Choice) Column drop-down has been populated, select a column from the list.
11.Click [OK] to return to the Add Columns dialog.
12.(Optional) Enter a Description of the property.
13.Select a Category under which to place the new column (Misc. is the default value.)
14.(Optional) Enter a Display Name for the property.
NOTE: If this field is left blank, Metalogix Content Matrix will use the Property Name as the display name.
15.Click [OK] to add the new column to the File Share connection.
16.Continue with Setting Lookup or Choice Column Values.
NOTE: Any lookup or choice columns that are added will only be Refreshed if the main connection node for the SharePoint environment that the column is from has been refreshed.
Setting Lookup or Choice Column Values
Once a lookup or choice column has been added to the File Share connection, you can set values for a single file or for multiple documents at a time.
NOTE: You can also set values using CSV files for content editing.
To set lookup or choice values on a single File Share file:
1.In the Explorer View, navigate to the folder that contains the items for which you want to set lookup or choice values.
2.Switch to the Items View and locate the column for which you want to set values.
3.Double-click on the cell for the appropriate file to enable a drop-down which contains all of the valid values for the column.
4.Select a value from the drop-down.
NOTE: If the field supports multiple selections for a single item, you can select additional values.
5.When you are finished, press <ENTER>.
The value will now be set for that file.
To set lookup or choice values for multiple documents at one time:
1.In the Explorer View, navigate to the folder that contains the items that for which you want to set lookup or choice values.
2.Switch to Items View and locate the olumn for which you want to set values.
3.Click [Show Properties] in the upper right corner of the Items View to display the Property Grid.
4.Select all the files for which you want to set values.
5.Locate the lookup or choice column in the Property Grid.
6.Click on the appropriate property field.
7.Select a value from the drop-down
NOTE: This method will only work for items that already have the same value set (ie. all set to "Lookup 1", all have no value, etc.), and will set the chosen value for all selected items. If the field supports multiple selections for a single item, you can select additional values.
8.Press <ENTER>.
Mapping and Migrating Lookup and Choice Values
To include new lookup and choice columns when configuring your migration:
·make sure the values have been applied to the migrating items
·map the columns on the source to the SharePoint columns of the same type on the target.