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Metalogix Essentials for Office 365 2.7 - User Guide

Copyright Tool Overview
General Tool Configuration Profile Manager Proxy Mode Azure Turbo and CSOM Creating User Mapping Creating User and Template Reports Support and Troubleshooting Activation Modes of Migration
Home Tab Migration Analysis Tab Migrator Tab
Interface Connect to Resources Copy Sites Live Compare Copy Lists and Libraries Copy, Move, and Tag SharePoint Content Copy Alerts In-Place Tagging of SharePoint Items Incremental and Delta Copy Forms Migration Workflow Migration Save Site to XML
File Manager Tab Drives Tab
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Security Manager Tab Term Store Manager Tab Administrator Tab Backup Tab
Interface Overview Backup Job Structure Advanced Search Retention Policies Storage for Backup Import/Export Backup Archives Connecting to SharePoint and OneDrive for Business Connecting to Cloud Storage Hyper vs Classic Backup Setup Hyper SharePoint Online Backup Hyper OneDrive Backup Hyper Office 365 Groups Backup Smart Backup Classic SharePoint Online Backup Classic OneDrive Backup Classic Office365 Groups Backup Classic Mailbox Backup Change Properties for Backup Admin Management Scheduling Backup Jobs Backup Project Conversion
Help Tab View Tab Architect Tab Public Folders for SharePoint Tab Informant Tab Scripts Appendix About

Mapping Folders to SharePoint Fields

Users who save their files to files system often use folder structure to describe the contents contained there.  In SharePoint or OneDrive for Business these folder names can be repurposed to tag the content during the upload process (and optionally remove the folder structure all together).  

To do this follow these steps:

1.Initiate the upload process by copying your local files into a SharePoint Library. Select Next and proceed to the Properties screen.
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2.On the Properties Screen select the down arrow button next to the field that you wish to tag with folder data.
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3.This will bring up the Field Value Selection Screen. On this screen, in the Available Columns section, you will find fields named Folder 1 in the File Path, Folder 2 in the File Path and so on.  These are relative to the root of the files structure you are uploading.

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NOTE: You can also enable Data Analysis Mode from the Contents tab menu in order to see the folder names in the Available Values section of the screen.

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4.Select the relative folder that you want to map to your current field and press the Select button.  

5.Complete the wizard and press Finish to start the upload.
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NOTE: You may also remove the folder structure during upload.  This option is available in the copy items summary screen under Advanced Options.

Uploading Files into SharePoint Using a CSV Spreadsheet

The uploading files into SharePoint using a CSV spreadsheet option is designed to enhance and expand SharePoint’s ability to import files located in Windows or other operating systems, by utilizing a spreadsheet that contains accompanying metadata. The files will be imported into SharePoint and tagged with the metadata associated to it from this spreadsheet. Here are the basic guidelines for using the Upload Content Using CSV feature inside Essentials products.

1.Start by identifying the files and folders that you want to import into SharePoint. There are two ways to do this:

·You can expand and navigate through the Connections (1) area in the product. If you double click on a folder or drive, the contents will be displayed in the Contents (2) area. You may drag-and-drop or copy/paste from Connections or Contents areas directly to the destination.
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·Alternatively, Essentials provides the same capabilities directly from Windows Explorer.

2.After you have selected the content and dragged/copied it to your SharePoint destination, a familiar wizard will be displayed. This is the same wizard that is used to copy SharePoint content from one place to another. The first window will confirm the destination you drag and dropped the content to. Click Next.
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3.The second window will give you the ability to apply metadata values. It is a good idea to take advantage of this feature and apply as many metadata values as possible since all the data is validated against SharePoint. There are many capabilities for intelligent and auto tagging available including mapping to NTFS values such as folder names, file names, owners, etc.; or to select values directly from SharePoint managed metadata, choice and lookup lists. Once you have set all your metadata preferences, click Next.
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4.The final screen of the wizard has a check box towards the bottom of the page. Selecting the Create CSV File for uploading files option will generate a comma separated values file compatible with Excel or any text editing software.
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5.Although the file content may vary based on the selected metadata, the structure of the CSV spreadsheet will remain consistent. The CSV file will consist of the following columns:

Column Name

Description

Source File

Identifies the physical path to the file that will be uploaded

Target SharePoint Site

Identifies the target site for the file listed in the source file column. The field is left blank by default but may be specified to upload content into different sites and lists using the same CSV file. In order to take advantage of this feature the CSV file must be uploaded on a site not a list level.

Target SharePoint List

Identifies the target list for the import

SharePoint File Name

Identifies the SharePoint item name that will be used for the import ( "/" is used to identify folders)

Content Type

Identifies the SharePoint content type that will be used for the import. This content type should already exist within the target SharePoint list and must be spelled exactly the same way to avoid errors

Custom Fields

Any custom fields would be listed following the content type. These fields must already exist within the target SharePoint list (and content Type). The values entered here must also pass any SharePoint validation or restrictions for the corresponding field.

Created At

Identifies the content creation date which is extracted from the file system. If left blank the value will be set to the current date and time.

CSV ID Col

This is a reserved field utilized for incremental copy functionality. Do not enter anything into this field.

Modified At

Identifies the last content modification date which is extracted from the file system. If left blank the value will be set to the current date and time

Created By

Identifies the user who created the content. If left blank the value will be set to the user currently logged into SharePoint

Modified By

Identifies the user who last modified the content. If left blank the value will be set to the user currently logged into SharePoint.

Mark Version

For versioned libraries, identifies the version level for the item being imported ("Major" or "Minor"). If a quasi-versioning system was used in the file system, this field along with the SharePoint File Name can be used to recreate the versions in SharePoint. In order to implement this functionality, use the same file name in the SharePoint File Name field and then specify the appropriate version level in this field. If left blank, the default version level will be used during import.

Version Comment

Specifies the comment that will be used when importing items

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NOTE: The layout must not be changed, otherwise the imported file will not be recognized. However, the content may be edited to your preferences. Please remember that any values that are modified or edited must be valid to SharePoint, otherwise they will be ignored or an error will be generated.

6. Identify the library or folder destination for your files, and upload content using CSV by doing one of the following:

·Select Upload Content Using CSV from the ribbon in the File Manager section.
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·right-click and select "Use CSV to..." and then select "Upload/Copy Content".
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7.Next the Upload or Copy Content using CSV screen will be generated. Enter the location of your .csv file or .bck file.

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NOTE: The .bck files are automatically created by the application when downloading the entire site and sub-sites (see Downloading Content from SharePoint for more information).

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8.You may check individual items or the Check All button at the bottom to select everything. In addition if you are using a custom character set select it in the provided field.

9.To start the import, just press the Finish button.

Downloading Content from SharePoint

The download content from SharePoint option is intended to allow the user to extract content out of SharePoint into a local storage, attached storage, or file share. There are a variety of situations where this feature is helpful. Some examples include:

·Archive or off-board content from SharePoint.

·Move content from one SharePoint to another that is not accessible through a network.

·Ability to download and then reload content into a re-built environment.

Do the following in order to download content from SharePoint:

1.Select the content you want to download. You can select specific items in the content pane, or specific lists/sites in the Navigation pane.
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2.Once you have selected the content, select the Download Content option. This option is available in:

·the ribbon.
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·right clicking on the object you want to download and selecting "Download Content to File System" from the right click menu.
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3.This will open the item or site download wizard, depending on the object you selected for download.

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NOTE: An option to include sub-sites is also available but please note that this may result in a lengthy download process

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4.Select a location to store your download and appropriate options from the Advanced Options section.
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5.Press Finish to begin the download.
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File Share Pre-Migration Analysis

To perform a pre-migration analysis for a File Share do the following:

1.Once the Pre-Migration Analysis wizard opens, enter your Source Location. You can either select a source folder, or you can select a source folder from a CSV spreadsheet.
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2.Select a Target location to which you plan to migrate the source FileShare.
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3.Select the parameters which you would like to use in your pre-migration analysis.
premigration analysis 2

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NOTE: The analysis parameters have default settings that scan for files that are outside of the out of the box parameters for SharePoint. You can make changes to the default parameter settings in the wizard in the event that your SharePoint environment has been customized to allow for files outside of SharePoint's original parameters. The pre-migration analysis works for file systems and file shares that can be mounted as a networked drive.

4.Select "Finish" to begin the Pre-Migration Analysis.

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