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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

Linking Source Columns to SharePoint Managed Metadata

You can use Metalogix Content Matrix to  create special columns that are linked to SharePoint Taxonomy. With these columns, you can attribute Managed Metadata terms to your documents prior to migration. At migration time, these terms will be brought across and applied to your migrated documents.

Introduction to SharePoint Taxonomy Columns in SharePoint 2010/2013/2016

Taxonomy (also referred to as Managed Metadata) is a feature of SharePoint 2010/2013/2016 that allows certain metadata to be managed centrally as part of the SharePoint administration. Taxonomy features are not available in SharePoint 2010/2013 Foundation or any earlier version of SharePoint (such as MOSS 2007).

Metalogix Content Matrix supports retrieving taxonomy terms from a SharePoint 2010/2013/2016 server, attributing those terms to source documents, then applying those terms when content is migrated. Additionally, new Managed Metadata columns can be created in target document libraries during migration, based on predefined settings.

Connection icon

Currently, SharePoint Object Model (OM) and O365 Tenant connections are supported. This includes connections using the Local OM (by installing locally on the SharePoint server), or connections using the Extensions Web Service (remote OM connections).

Applying Managed Metadata terms to migrated documents involves the following tasks:

A.Create a new SharePoint Taxonomy column to the source Metabase project.

B.Use the taxonomy column to attribute terms to the File System documents.

C.Map the source Taxonomy column to either an existing or a new Managed Metadata column on SharePoint.

Creating Taxonomy Columns

Creating a SharePoint Taxonomy Value column is very similar to creating any other column in the Metabase project.

To create a Taxonomy Value column:

1.Make sure you are connected to the target SharePoint server (currently only Local Object Model and Metalogix Extensions Web Service connections are supported).

2.In Explorer View, select any directory under the source connection containing documents for which you want to create a taxonomy column.

3.Switch to Items View.

4.Either:

·Select the drop down arrow next to the [Manage Column] button, and choose New Column to display the Add Column dialog

OR

·Click [Manage Columns] to display the Manage Columns dialog then click the Add icon.

5.In the Property Name field, enter a name for the new taxonomy column.

6.In the Type drop down list, select the SharePoint Taxonomy option to display the Configure SharePoint Taxonomy Column dialog.

7.Specify the details of the term set to associated with this column. The details must be specified in the following order.

a)SharePoint Connection - The active SharePoint connection from which to load term stores. as each drop-down list populated based on the selection that precedes it.
Term Store - The parent Managed Metadata term store.

NOTE:  You must already have Term Store Administrator permissions in order to successfully select a term store. This permission must be added in the SharePoint Central Administration, and is separate from Site Collection Administrator and Farm Administrator permissions. Term Store Administrator permissions can be set under Application Management > Manage Service Applications > Managed Metadata Service > [Managed Metadata Service Application]. If the user account that is adding a column does not have these permissions a message will be thrown indicating the lack of permissions.

b)Group - The parent Managed Metadata group.

c)Term Set - The term store to associate with this column.

FS Configure Taxonomy Columns

NOTE: Each of these fields will automatically populate existing values base on the selection in the previous field, for whatever SharePoint connection is selected.

There is also an Allow multiple values check-box option that you can select to allow the new column to contain more than a single value. This option will be used if the new column is mapped to a new Managed Metadata columns during migration.

8.Click [OK] to accept the selected term set.

9.Specify the Description, Category, and Display Name for this new SharePoint Taxonomy data column.

NOTE:  Only the Category option is required and will be set to Misc by default.

10.Click [OK] to close the dialog.

The new column has now been added to the Metabase project.

Setting Taxonomy Values for File Share Columns

You can set taxonomy values on a single File Share file or for multiple documents at a time.

To set taxonomy values on a single File Share file:

1.Make sure you are connected to the target SharePoint server (currently only Local Object Model and Metalogix Extensions Web Service connections are supported).

2.In the Explorer View, navigate to the folder that contains the items for which you want to set taxonomy values.

3.Switch to the Items View and locate the taxonomy column for which you want to set values.

4.Double-click on the cell for the appropriate file to make the cell editable.

5.Begin typing the desired value.

6.As you type, available taxonomy terms that are loaded from the SharePoint server will be suggested as options.

7.When you are finished, press <ENTER>.

The taxonomy value will now be set for that file.

To set taxonomy values for multiple documents at one time:

1.Make sure you are connected to the target SharePoint server (currently only Local Object Model and Metalogix Extensions Web Service connections are supported).

2.In the Explorer View, navigate to the folder that contains the items that for which you want to set taxonomy values.

3.Switch to Items View and locate the taxonomy column for which you want to set values.

4.Click [Show Properties] in the upper right corner of the Items View to display the Property Grid.

5.Select all the files for which you want to set taxonomy.

6.Locate the taxonomy column in the Property Grid.

7.Click on the taxonomy property field.

8.Either:

§Select a taxonomy value from the drop-down

OR

§Manually enter a taxonomy value.

NOTE:  If manually entering a term,  the entered value must match the syntax that the taxonomy column uses in order for the value to be correctly set.

9.Press <ENTER>.

Mapping and Migrating Taxonomy Values

Once you have created a new SharePoint Taxonomy column to the source Metabase project and set Taxonomy values to the File System documents, you can map the columns like any other metadata when you configure your migration.

However, the following should be considered when setting up a mapping.

·The term set associated with the source SharePoint Taxonomy column must match the term set associated with the target Managed Metadata column in SharePoint.

·Values in SharePoint Taxonomy columns can only be mapped to lists on the same SharePoint instance to which the column is connected to.

·Mapping to a new column with a SharePoint Taxonomy column as the source will result in the creation of a new Managed Metadata column that is associated with the same term set as the source column. Additionally, the source column's Allow multiple values configuration will be reflected in the new column.

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