Map file attributes and folder information to SharePoint fields when loading files from file system

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