Tagging/Classifying SharePoint Content using Classifier

SharePoint uses two primary methods for categorizing content. The hierarchy of sites, lists and folders is similar to file systems approach of locating files in appropriate areas; and a metadata approach of using content types and fields to ‘tag’ or classify content so that it can be located through search or filtering. MetaVis Classifier module has been designed to categorize content in bulk by leveraging one or both of these methods. This guide will walk you through the process of intelligently ‘tagging’ content. Please refer to the guide titled, Copying/Moving SharePoint Files, for additional information on moving or copying content into specific sites, list and folders. Both approaches can be used simultaneously to locate and categorize many similar files, quickly and efficiently.

(1) Locate the List or Library containing your content
From the navigator pane, right click on the list containing your content. Select ‘Show Items’ from the provided menu. The contents of the selected list will be loaded into the ‘List/Library Contents’ pane.
Note: If the site containing your content is not available in the navigator pane, follow the instructions for Load(ing) from SharePoint.

(2) Intelligent Tagging
MetaVis Classifier provides several methods for ‘smart’ tagging.

• Common Value – one way to efficiently tag content is to group files that share fields with a common value. For examples, you may have a set of files that share a common project name or number, a choice, check box or lookup value (Yes/No) or a common user name. MetaVis Classifier allows you to tag all these files at one time by entering a value, selecting from a list or checking off a box.
• Value from Another Field – another option for intelligent tagging is to copy a value form one field to another. The tagging wizard provides the means to select one of the existing fields as a source. The result will be that for every selected file, the value of the source field (for that file) will be copied to the target field (for the same file).
• Field Value from Another File – when tagging multiple files, Classifier provides a list of all the values (from all the selected files) for a particular field. You may select any individual value and apply it all the files for the current field.

(3) Select Files for Tagging
From the list of files located in the List/Library Contents pane, select all the files for tagging. Hold down the CTRL key to selectindividual files or SHFT key to select multiple consecutive items.
Hint: Select files from any folder by opening the folder and following the same method.

(4) Tagging Wizard
After selecting your files, initiate the tagging wizard by right-clicking on any of the files. From the menu, choose the Tag option.

1. Step 1 – the top of the wizard will display the current content type for the selected files. You may change to any other available content type by clicking on the drop down button. This selection will update the list of fields for that content type. If you are moving from one content type to another, Classifier will attempt to automatically match the fields from the original type to the new one.
2. Step2 – In order to modify the fields, you may use the left arrow or the down arrow buttons next to each field. The left arrow button will allow you to enter a free form value, check a box or select from a list of choices (based on the type of the field). The down arrow button will expose another window which will let you select another field as a data source or a another value (from one of the selected files) to use for the current field.

(5) Completing the Wizard
Once the tagging selections are made, press the ‘Next’ button located at the bottom of the window. A new Wizard Window will be generated asking you to confirm the operation. Press ‘Finish’ to initiate the tagging.

(6) Confirmation
Classifier will generate a confirmation in the Status column for each file being tagged. There are 2 possible responses:

• Tag Successful – this message in green indicates that the tagging was successfully completed.
• Tag xxxxx- this message in red (with actual error message) indicates that the tagging operation failed.