Frequently Asked Questions - Questions about Using MetaVis

In case some WEB Parts did not copy during site copy please perform the following actions that would help us to troubleshoot the case

1. Open MetaVis

2. Load both source and target sites so you can see them in MetaVis Navigation tree

3. Right click on the source site in the MetaVis navigation tree and select Show WEB Parts

4. Confirm that all WEB Parts are visible in MetaVis content browser on the right

5. Select all (or some) WEB Parts and copy / paste or drag-n-drop them to the target site in MetaVis Navigation Tree. Confirm the copy in the copy wizard

6. Confirm that WEB Parts copy to the target site

7. If something goes wrong please ZIP and send us log folder located in [User Profile]\Metavis\.metadata

Mass (Bulk) Delete by Report

This feature is accessible from the Ribbon and Tools menu and provides the unique functionality of deleting contents from a site or site collection based on the Site/List Content report.  The content may reside in any site, sub-site and list. 

STEP 1)      Generate a Site/List Contents Report. Edit the report in Excel to filter out any items that are to be deleted from SharePoint.  A convenient way to do this is using the Filtering option in Microsoft Excel.

STEP 2)      When you are satisfied that the items remaining are the ones that should not be deleted from SharePoint, highlight them and delete them from the report.   The remaining items in the report will be processed by the Mass Delete feature.

STEP 3)      Save the file in a convenient place.

STEP 4)      Select the Mass Delete by Report feature and browse to the .csv filed saved in the previous step.

STEP 5)      Check the Delete folders option if you wish to have the folders removed as well.

STEP 6)      Press Finish to begin the process.

To clear the fields of the selected items do the following:

• Select items in the SharePoint list like usual
• Right click on selected items
• Select Tag option in the menu.
• Click Down-Arrow button next to the field to clear value in. Metavis will popup its regular field mapping dialog.
• Select "Make value empty" checkbox in this dialog and confirm it with Ok button.
• Repeat this procedure with other fields.
• After you will finish this wizard the values for the selected fields will be cleared for the selected items.

MetaVis Classifier/Migrator for SharePoint allows loading of files from file system to SharePoint document libraries. It also allows to set document fields during the file load or to pick up values for library fields from certain file properties like Modified Date, Owner or Keywords. The file load process also preserves folder structure in case the whole folder from file system is imported into SharePoint.

Folder structure is one of the few ways to classify files on the file system. In SharePoint, however, it is preferable to maintain document properties in list fields. Using fields instead of folders in SharePoint libraries facilitates flexible content navigation, search and workflows.

It is sometimes desirable to preserve folder information in certain fields of the document library at the time of the file import process. This approach works at its best in cases when files on file system are located in well structured folder hierarchies. The example of such folder tree is the following file path: N:\Network Share\Corporate Documents\Product Support\Company\Project\Phase\Document Name. In this example N:\Network Share\Corporate Documents is the documents storage location, Product Support is a company division, Company is the specific client, Project is the project and Phase is the project phase. MetaVis Migrator allows to grab any element of the folder tree (like Company or Project) and make it as a document field at the time of importing file.

MetaVis Classifier/Migrator allows you to drag and drop (or copy and paste) files of folders from file system to SharePoint document library. This operation displays Properties screen that allows you to select fields for imported documents. Select a Content Type, define or map values for any fields on this screen. Pick a field that should contain folder information. Click Down-Arrow button for this field to map it to a property of the source files. The source properties will include folder values. In our example given above "Folder 1 in File Path" will have Network Share value, "Folder 2 in File Path" - Corporate Documents, "Folder 3 in File Path" - Product Support and so on. After field is mapped to the correct Folder and import process is started, MetaVis Migrator for each loaded file will set correct folder value for the mapped field.

It is usually a good strategy to perform load of one file in MetaVis Data Analysis Mode to understand better the values for "Folder in File Path" properties. In this mode MetaVis Migrator will show values for the selected field on the source property pick up dialog. To enable this mode select menu item Edit / MetaVis Data Analysis Mode. Remember which "Folder in File Path" property should be used during mapping or save the complete mapping in MetaVis Copy Template. To save time, disable MetaVis Data Analysis Mode when performing actual file import and use MetaVis Copy Template or remembered "Folder in File Path" field during field mapping.

Once the folder information is loaded into fields of each SharePoint item there is no more need for folders. There are other tools that exist in SharePoint which could be employed to simplify navigation to better find SharePoint content. List views with group by criteria and faceted search are just two examples of dynamically changing navigation systems. MetaVis Migrator optionally allows to get rid of folders during file load from file system. Just check "Remove folder Structure" check-box on the Summary page of the File Load wizard and MetaVis will load all files from all subfolders into one selected location (list or folder) in SharePoint

Item Level Tag or Copy allows to select one or several items in a list and copy all of them at once to another folder, list, site, site collection or SharePoint server. During this process it is possible to change content type, replace values for certain fields or to specify new values for the selected fields. All these changes to the field values will be applied to all items selected for the bulk tag or copy.

The function to replace field values offers two possibilities for any field:

• Specify new value for the selected field. The new value will be applied to all items selected for the tag or copy operation. Use Left-Arrow button on MetaVis Properties Screen of Copy/Tag Wizard to unlock the field and enter the new value to the unlocked field. MetaVis will present free editable box for fields of String, Text, Number, Currency and other field types that allow free text entry. MetaVis will display drop-down control with populated values for the selection for Choice, Lookup or Person or Group fields. Drop-down control will allow selection of multiple values for fields that allow that (like Check-boxes of multi-selection lookups). Multiple values could be selected by using Shift-Click or Control-Click mouse actions
• Specify the source field for the copy / tag operation. Using this function MetaVis will copy value from the source field to the destination field. The source field could be selected from the list of all fields available in the source list or content type. Use Down-Arrow button on MetaVis Properties Screen of Copy/Tag Wizard to display selection list with the source fields

It is worth to note that while selecting source field during field mapping it is possible to select a field of a different field type that the field from the destination. It allows not only to map string field to the string one or number field to number one but also to map string field to a lookup one or lookup field to choice. It opens an opportunity to replace fields with other fields of different field type.

This article discusses various cases of copying data in SharePoint by MetaVis Migrator. MetaVis Migrator offers wide variety of functions from a fine control over each field value while copying few selected items in a large list to a bulk copying of many lists or even sites at a time preserving object properties and all items metadata. Below is the list of different methods of copying SharePoint objects with the explanations what they do and how and when they should be used.

• Item Level Copy allows to select one or several items in a list or file system folder and copy all of them at once to another folder, list, site, site collection or SharePoint server. Item level copy could be applied to documents, non-document items or pages. During this way of copy items of different content types could be selected and copied at the same time. The copy will preserve content type and values for all fields while copying the data. To activate item level copy in MetaVis Copy Items Wizard select "Keep Original" in Content Type box on the Properties page of the wizard. Item level copy should be used when some items in a list or library should be copying to the new location.
  
• Item Level Copy with Fields Mapping allows to select one or several items in a list or a folder on a file share and copy all of them at once to another folder, list, site, site collection or SharePoint server. Item level copy could be applied to documents, non-document items or pages. During this way of copy items of different content types could be copied at the same time but only one content type could be selected as a destination. User may define a mapping for fields so that values will be copied from the source fields to the new fields of the destination item. MetaVis Migrator supports wide variety of field mapping strategies like mapping of Choice or String fields to Lookup field which make MetaVis Migrator a perfect tool for the content re-classification and enhancement of content metadata. To activate fields mapping during item level copy select destination content type on the Properties page of MetaVis Copy Items Wizard. In this mode new values for fields could be selected by using Left-Arrow or Down-Arrow buttons located near each field.
  
• Data Analysis Mode for Item Level Copy enables preview of field values during field mapping. It is often beneficial to see all possible values that appear in certain field for all items selected for item level copy. One of the values could be selected as a value for the selected field in the destination item. Enable menu item "Edit / Data Analysis Mode" to activate this mode and use Down-Arrow button on the Properties page of MetaVis Copy Items Wizard to preview field values for the selected field during mapping. Data Analysis Mode could be used to understand current data in source SharePoint lists prior to the migration project and build MetaVis migration templates to facilitate repeatability during migration.
• Folder Copy initiates item level copy for all items in the selected folder in SharePoint or on a file share. Folder copy will also include all sub-folders of the selected folder into a copy operation. To activate a folder copy the folder could be copied or dragged from the Navigator or Content Views into the other folder or a list on the Navigator or Content Views. This mode of copying could be used to mass copy items located in folders.
• List Copy allows to select a list or several lists in a certain site and copy them all to another location. In the process MetaVis Migrator will create each list in the target site together with all required fields and content types and optionally will copy content, list views and list permissions. MetaVis Migrator will copy items preserving their content type and field values as they were in the source list. This mode of copy could be activated by copying of a list node in the Navigator View and pasting it on the site, dragging and dropping list node in the Navigator View or using List Copy Wizard available in the Tools menu. This mode of copying could be used to mass copy lists with items or to copy list structures and views.
• Site Copy will allow users to copy sites from one location to the other one or to copy certain site objects to the existing sites. This function will optionally allow to include all sub-sites into a single copy operation, optionally support copying of the lists, list views, list items and site permissions. This function will later be extended to include other site objects like master and layout pages, web parts, security groups, etc. Site Copy could be activated by copying a site node and pasting it to the other site in the Navigator View or by using Copy Site Wizard available in the Tools menu. Site Copy could be used to bulk copy the site hierarchies without changing site structures.

Copying items between SharePoint lists or file system shares could be performed using MetaVis Classifier, Migrator or Architect Studio. If you use MetaVis Architect Suite switch to Classifier mode by pressing yellow tag in the application toolbar.

Connect to source and target SharePoint sites before starting to copy items. It will display site hierarchies, lists and folders in the left side Navigator View. Double clicking of a list or a folder in the Navigator View will display folders, items and documents in the right side Content View. There is also My File System View that displays drives and folders. Double clicking of a folder in My File System View will display folders, items and documents in the right side Content View.

There are several ways to initiate copy operation that will move items between SharePoint sites or load files from file system shares.

• Select source items, copy them into clipboard and paste them to the destination list or folder
• Select source items and drag and drop them to the destination list or folder
• Select source items in the Content View, right-mouse click on the Content View and select "Copy To..." menu item which will display a "Copy Items" wizard. Select destination site, list and folder on the first page of the wizard and proceed to the properties and copy pages
• Open second MetaVis Window by selecting Window / New Window menu item or by pressing Crtl-N keyboard shortcut. Arrange windows on the screen (to auto-arrange, right click on the Windows Task Bar and select Arrange menu item). Copy / Paste or Drag and Drop items between MetaVis windows
• Open Tools / Copy Lists and Libraries wizard and follow its pages to copy lists and libraries and (optionally) their content (items or documents) between the sites and site collections
• Open Tools / Compare Sites wizard and follow its pages to copy lists and libraries structures between the sites and site collections. This method does not allow to copy content (items or documents) but it does allow to copy definitions to multiple destination sites

The following items could be copied or dragged:

• SharePoint items, folders or documents in Contents View
• File System files or folders in Content View
• SharePoint lists and folders in Navigator View
• File System folders in Navigator View
• File System folders in My File System View

The following items could be used as target containers where the selected items could dropped or pasted

• SharePoint folders in Contents View
• SharePoint lists and folders in Navigator View

Use the following shortcuts to select multiple items. A item could be a SharePoint item, folder, document or file system file in the Content View, List or Folder in the Navigator View or a Folder in My File System View.

• Mouse Click selects an item and clears previous selection
• Crtl-Mouse Click adds an item to the existing selection or removes existing item from the selection
• Shift-Mouse Click adds a group of items to the existing selection or removes a group of items from the selection
• Ctrl-A selects all items in the Content View

There are several ways to copy and paste items after they selected

• Right mouse click and select Copy or Paste
• Select menu item Edit and then Copy or Paste
• Use keyboard shortcuts Crtl-C / Ctrl-V

MetaVis Architect Custom Column Types Profile Manager (Profile Manager) Profile Manager is designed to define custom column types for use by MetaVis Architect. Once the initialization is completed, Architect can understand, display and provision these column to SharePoint. Please note, that in order to complete the configuration you must understand how the column was initially constructed in SharePoint. Profile Manager can be invoked by selecting File / Custom Columns Profiler. Press the Create button to begin initializing a custom column type. After profile is created is should be saved by "Save Profile" button. Existing column type profiles could be edited by selecting profile in Profile drop down box. Profiles may be distributed among multiple MetaVis Architect installations by using Export and Import functionality. Column type profile contains the following properties:

• .Column Icon. This icon will be used by MetaVis Architect to display corresponding columns on the diagram and in the Palette. Column icons can be chosen from one of the predefined options or can be uploaded into the profile
• .XML Name. This is your column type internal name. This should be available as part of a feature.xml distribution.
• .Display Name. This name will be displayed wherever the column is used in MetaVis Architect
• .Scope. Defines where this column will be provisioned in SharePoint (e.g. site, list or both).
• .Vendor Information. Optional field containing custom column type vendor data

In addition to general profile properties described above, Profile Manager can be used to define unique characteristics for the custom column type. You may define these by selecting a column type profile and pressing the "Create" button in "Column Characteristics" area. Each characteristic has the following properties:

• . XML Name. The is your characteristic internal name. This should be available as part of a feature.xml distribution.
• . Display Name. This name will be displayed in the Properties Tab for the this column type.
• . Data Type. This value will be displayed in the Data Type field for this column type property in the Properties Tab.
• . Do Not Use. This indicator is used to signify that the characterisitic should be excluded from the MetaVis Architect Properties View.

After defining characteristic properties the characteristic should be saved by using "Save Characteristic" button. Note that this button does not save the whole profile. A profile may contain many characteristics.

A selected characteristic may be removed, but the whole profile should be saved using "Save Profile" button after any changes in characteristics are made.

MetaVis Architect is an offline application. After you added objects to a diagram and decided that this is right time to provision them in the SharePoint site, right click on the site icon in the Navigation Tree, select "Compare With... / Last Loaded Version" or "Compare With... / Latest from SharePoint" that will display a Compare Report. Select some, all or group of records in the Compare Report, right click and select "Update SharePoint". This command will actually start creating objects in SharePoint site. Look for update status that will be displayed in the Compare Report.

There are two ways to make MetaVis to pick up new objects created in SharePoint:

1. Right click on the site icon in the Navigation Tree and select “Compare With … / Latest from SharePoint”. It will download latest SharePoint structure and show compare report where you will see new object. Right click on the object in the Compare Report and select “Update Diagram” so this list will appear in MetaVis. You may need to right click on “Lists” (or Content Types) icon to refresh the view after this.

2. You can do the same things faster by doing this: Right click on the site icon in the Navigation Tree and select Refresh. When you do it for the site, MetaVis will connect to SharePoint and retrieve new site structure. At the end it will ask you whether you want to replace the local data and you should say Yes. It does it because it assumes that you may make changes in the local site diagram (like add new content type or a column) so it confirms that it is fine to overwrite them with the latest data from SharePoint site. You may need to right click on “Lists” icon in the Navigation Tree after this to refresh the view.

For effective indexing and throttling, SharePoint, by default, limits the amount of items and lookups allowed per query. If you have received either of the above messages, then you have encountered this limitation and will need to perform these steps for resolution.

1.) Login into SharePoint's "Central Administration"
2.) Navigate to "Application Management" and then "Manage web applications"
3.) Select the Web application that you would like to modify and then click the General Settings drop down located in the Ribbon.
4.) Select Resource Throttling
5.) Scroll down and locate the option called "List View Lookup Threshold" and increase this value. (Default value is 8).
6.) Click OK to save the change.

In order to copy alerts, additional software called MetaVis Alerts Collector is required. If you need this software, please send an e-mail with the title 'Alerts Collector' to: support@metavistech.com
The tool is run on the source server which is part of the alert migration process. After the utility is run, it generates a CSV file that contains all the alerts associated to that source SharePoint and you can then use this file to migrate them to your target location.
It is important to note that the location of the alert is defined in the CSV file and should match the target site and list structure. If it does not, then the CSV file can be modified to reflect this new structure prior to migrating the alerts. If alerts are being migrated, they should be done after all the content has already been copied so it does not trigger them during the migration process.

1) Download and run the Alerts Collector Application. It may take a few minutes to retrieve your farm structure.

2) A window will appear requesting to specify a CSV file name and destination.

3) Select the Web Applications or Site Collections of the Alerts to be extracted.

4) Once satisfied with your selections, click 'OK' and upon completion a 'Success' window will appear. Select 'OK' and the application will close.

A migration will only move as fast as the slowest point in the connection. The key factors in achieving maximum performance are the network bandwidth and the speed in which both source and target SharePoint instances can read/write the objects.

Performing the migration during off peak hours will utilize available bandwidth and work at maximum transfer rates. This also allows SharePoint to dedicate its resources to the tool, rather than splitting it between the tool and the business users. Something else to keep in mind is that the tool can only download/upload content as quickly as SharePoint (and SQL) can handle it.

The tool is multi-threaded, so it is possible to run multiple operations at the same time. This will allow you to split large site collections into smaller pieces and move more content to achieve an increased transfer rate. Again, the more threads, the resources the tool will need and the more operations that SharePoint will need to be able to process, so this is something increasing threads or total number of operations should be tested before beginning any production migrations.

As far as hardware specifications, the requirements are minimal. Any recent processor, 2GB+ of available memory and a couple of GBs of free hard drive space should be more than enough for the application to operate efficiently.

Unfortunately, Microsoft does not support the Fab40 templates in SharePoint 2010 and Office 365 and by extension MetaVis does not support migrating these templates to SharePoint 2010 and Office 365.  We know that is a frustrating answer but Microsoft no longer supports these customizations and they should not be migrated.

For effective indexing and throttling, SharePoint, by default, limits the amount of items and lookups allowed per query. When that limit is exceeded the query fails and the message "No Data Found" is displayed.

If you have received this message and are sure there is actually content in the selected list, then you have encountered this limitation and will need to perform these steps for resolution.

1.) Login into SharePoint's "Central Administration"
2.) Navigate to "Application Management" and then "Manage web applications"
3.) Select the Web application that you would like to modify and then click the General Settings drop down located in the Ribbon.
4.) Select Resource Throttling
5.) Scroll down and locate the option called "List View Lookup Threshold" and increase this value. (Default value is 8).
6.) Click OK to save the change.

I have been unable to resolve an issue or feel that a MetaVis product is functioning incorrectly, we welcome your feedback.

There are several items that we ask you to provide us so we can diagnose any issues in a timely manner.

- Log files - there are log files generated by the system that can provide us clues about the issue.  An additional level of logging is also available under Debug mode.  Please see instrucitons on sending us log files below.

- Screen shots - a picture is worth a thousand words :-).  If you can take some screenshots and send them along with the logs, that would be very helpfull

How to collect logs:

1. Go to Help ribbon and turn on Debug Mode.
2. Repeat the operation that is causing the issue.  Try to limit this to as few items as possible.  So for example, if you are having an issue copying 20 files, just use one of them for this test.  This will reduce the amount of data we need to review.
3. Return to the Help ribbon and turn off Debug Mode.
4. Press the Log Manager Button and then select a location to store log files. 
5. Then press the Save Environment button.  
6. Please send the zip file (along with any screenshots) created in step 4 back to us at support@metavistech.com or if it too large please use the following drop box: http://dropbox.yousendit.com/MetaVisSupport121114118