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Document Import Kit for SharePoint 2007 User Manual

1. Welcome to the DocklT for SharePoint 2007 2 Setup Wizard fo eee Select whether you want to repair or remove DocKIT for SharePoint 2007 v2 2 Repair DocKIT for SharePoint 2007 v2 2 O Remove DocklT for SharePoint 2007 v2 2 If you have older version of DocKIT for SharePoint 2007 it prompts whether you need to repair DocKIT for SharePoint 2007 or presently remove the application from the hard disk where DockIT for SharePoint 2007 was installed It is requested to remove the installed version from the hard disk and install new version downloaded version User Manual Page 10 Document Import Kit for SharePoint 2007 3 3 Welcome Screen te DocKIT for SharePoint 7007 v2 2 Welcome to the DockKlT for SharePoint 200 7 2 Setup Wizard DocKIT The installer will guide you through the steps required to install Dock lT for SharePoint 2007 v2 2 on your computer WARNING The Software is owned by Yiapin andor its suppliers and it protected by international copyright laws and international treaty provisions The Welcome screen will be displayed now press next button to proceed You will be prompt to the readme file Press the Next button to continue the installation process User Manual Page 11 Document Import Kit for SharePoint 2007 3 4 Readme Screen ie DocKIT for SharePoint 7007 v2 2 DockKlT for SharePoint 2007 2 2 Information ell DocKIT README FILE tor Document Import KIT for Sh
2. If you purchased the Software return the software packet s and the arcormnancea terms finclidine written materialas and hinders or other O I Do Not Agree ies ae Having confirmed the license agreement you will be redirected to the location where DocKIT for SharePoint 2007 to be installation Press the Next button to continue the installation process User Manual Page 13 Document Import Kit for SharePoint 2007 3 6 Installation Destination Folder ie DocKIT for SharePoint 7007 v2 2 T Select Installation Folder The installer will install DocKIT for SharePoint 007 v2 2 to the following folder To install in this folder click Next To install to a different folder enter it below or click Browee Folder D Program Files DocKIT 20074 Install Dock for SharePoint 2007 v2 2 for yourself or for anyone who uses this computer Everyone O Just me The Destination folder dialog allows you to specify the location where DocKIT should be installed By default DocKIT will be installed to the program files folder located on rive C If you want to change this location use the Browse button to display the drive structure and select the respective folder Press the Next button to confirm Press the Next button to continue the installation process User Manual Page 14 Document Import Kit for SharePoint 2007 3 7 Installation Progress te DocKIT for SharePoint 7007 v2 2 lt In
3. User Manual Page 144 Document Import Kit for SharePoint 2007 The user value can be the Login Name or Display Name or E Mail address of the user DockIT will search the site users list and assign the ID of the matching the user to the People or Group column of the respective file only if the user name exists Do not use multiple values Specify user The specified user value will be assigned to the respective user fields Select the user value format from User Value Format options to search the User ID in the site users list for the specified user value The default format of the user account is the user login name DOMAIN USER Assign from metadata file The system users can also be assigned from the external metadata file by including the file system users column name in the metadata file This option allows each file to have its own system users so long as the stated user already exists in the SharePoint library The user value format specified in Step 3 Metadata Options will be used to search the User ID in the site users list If the metadata entry is not available the current import user will be assigned automatically 4 Specify the action to be taken if the specified user does not exist in the destination library e Do not import file DocKIT will not import file if the user specified does not exist in the destination library e Use SharePoint default DocKIT will import file and system users will be the user account per
4. in the registry key List Separator Equivalent Format String comma CSVDelimited semi colon Delimited asterisk Delimited The Path field will not be carried forward as a metadata field into SharePoint The first column of all the rows should contain the path of the file e g C My Documents Sample Brochure doc or ProdServer My Documents Sample Sales Template xls Be consistent with the drive letters and UNC path when adding folders and file into SharePoint library using DocKIT user interface and the path field values in the metadata file If you use local mapped drives to import files ensure the Path field has the corresponding local mapped drive path e g M MyDocs File1 xls If you use shares to import file ensure the Path field has the corresponding UNC path e g Machine_Name Share_Name Sample File1 xls For CSV and TXT formats all field names and their corresponding metadata values should be enclosed within double quotes e g John Doe When using accented characters such as a in folder file names the CSV TXT metadata file must be in UNICODE encoded format For Microsoft Excel file formats XLS XLSX do not enclose the field names and their corresponding metadata values within double quotes Ensure date values are in Date Only or Date And Time format Lookup data type value will be assigned based on column value only Lookup columns referring to
5. Document Import Kit for SharePoint 2007 1 3 How to edit an existing task Edit task is similar to creating a task except that a few settings cannot be altered as stated below 1 The DocKIT Task Wizard appears as shown below DocKIT Task Wizard Sample Task Welcome to DocKIT Task Wizard This wizard helps you manage the import task settings This wizard will guide you through the steps to create f edit a task bo import folders and Files manually added by the user From File system to SharePoint library Using this task you can Import Folders and Files to SharePoint library Import metadata properties From an external metadata File 05 XLS TST Update Created Date Last Modified Date and Created By Modified By system Fields 5 Import File system properties such as Title Subject Author etc Assign document approval status For Folders and or Files 2 Click Next button 3 In SharePoint destination location DocKIT Task Wizard allows you to edit the user credentials settings to connect to SharePoint SharePoint URL cannot be altered User Manual Page 110 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Sample Task Step 1 of 15 SharePoint destination location Specify a SharePoint URL of a site f library Folder location into which you wish bo import Folders and files from File system URL httpitirdes 5010 Use currently logged on user context For validation U
6. 10 Shrinking a SharePoint Content Database DocKIT uses an advanced programming technique to ensure that the metadata values are updated correctly as per the task settings specified in the DocKIT Task Wizard DocKIT uses this advanced technique to update the SharePoint column values in the following instances Updating partially selected File System Properties regardless of file format Updating file content types Re importing error items in the selected task Import Office documents with metadata given in the external metadata file a eS IS However this new technique may use additional database disk space which can be reclaimed later by using the Microsoft SQL Server Management Studio Please refer to the following MSDN articles to reclaim database disk space in SQL Server Shrinking a Database http msdn2 microsoft com en us library ms189080 aspx How to Shrink a Database SQL Server Management Studio http msdn2 microsoft com en us library ms189035 aspx User Manual Page 148 Document Import Kit for SharePoint 2007 l How to register the software Once you purchase the software online or through any one of our resellers you will receive a sale notification through e mail from our sales department We will send you an e mail with the necessary instructions to activate the software In case you do not receive an e mail from our sales team after you purchase the software please send the following information to our sales d
7. 5 Installation Confirmation i DocKIT Web Services for SharePoint 2007 2 2 j Confirm Installation DocHKIT DocKIT Web Services for SharePoint 2007 will now be installed in your Hard Disk Once the installation is successfully completed you will be prompt to the next screen User Manual Page 21 Document Import Kit for SharePoint 2007 4 6 Installation Complete The Installation Complete dialog is the last step of the DocKIT Web Services for SharePoint 2007 DocKIT Web Services for SharePoint 2007 is now installed on your computer and fully functional iis DocKIT Web Services for SharePoint 2007 2 2 Installation Complete DocKIT User Manual Page 22 Document Import Kit for SharePoint 2007 4 7 Launching DocklIT for SharePoint 2007 Having finished the DocKIT for SharePoint 2007 installation DocKIT for SharePoint 2007 is accessible from the menu Start All Programs DocKIT for SharePoint 2007 DocKIT Programs Fi Occessories Microsoft Office Tools Documents IEA Startup b i Settings Fi Admin Report Kit For SharePoint 2007 Fi SPList Export for SharePoint 2007 d d Search b DockIT For SharePoint 2007 Help and Support Run Windows XP Professional Shut Gown Once you select DocKIT from Programs you will be prompt with the screen below The screen that you view shows that the application is under evaluation period and it also highlights the number of
8. Assign Approval Status For a Folder file iF the destination SharePoint library has Content Approval enabled Folder Content Approval Status Default status assigned by SharePoint Assign Approval Status and 4pprover Comments From File Content Approval Status Default status assigned by SharePoint Assign Approval Status and Approver Comments From 2 Specify the folder content approval status options using one of the options given below Default status assigned by SharePoint Default Approval Status e g Pending or Draft will be assigned as Approval Status automatically by SharePoint for all imported folders User Manual Page 85 Document Import Kit for SharePoint 2007 Assign Approval Status as Specified approval status value will be assigned to the folder You can specify the approval status Approved Rejected Pending Draft and Scheduled from the dropdown list You can also specify the approval status comments that must be assigned to the folder Optional Assign Approval Status from metadata file The approval status value can also be assigned from the external metadata file by including the approval status column name in the metadata file This option allows each folder to have its own approval status so long as the stated approval status is valid status Approved Rejected Pending Draft and Scheduled in the SharePoint library The default approval status of the library will be
9. Chrl E h Delete Task Create Windows Task Run Mow Ctrl R Ctrl g 3 In Copy Task dialog enter a new task name in Save As text box specify a Run As account and Password if applicable and Click OK to create a new task with the same import settings specified in the selected task User Manual Page 113 Document Import Kit for SharePoint 2007 Copy Task Copy a task and its import settings Enter a unique name For the task Copy Sample Taski Save as Sample Taski copy Run As VOYAGER Administrator Password User Manual Page 114 Document Import Kit for SharePoint 2007 7 5 How to delete a task To delete a DocKIT import task 1 Select a task from Task List pane Task List 3 tasks a Sample Task Sample Taski Re imnport a Sample Task a Sample Tasks 2 Click Delete Task from DocKIT main screen Ctrl M Chrl E ctrl E h Delete Task Del l Create Windows Task Run How Ctrl F Ctrl g Or Press Del key 3 Click Yes in Delete Task message box shown below User Manual Page 115 Document Import Kit for SharePoint 2007 Delete Task P This action will remove task Sample Task1 and its associated task history T f re you sure vou want to delete the task 4 Note Deleting a task will permanently delete the selected task and its task history items User Manual Page 116 Document I
10. Delete Task P This action will remove task Sample Task1 and its associated task history T f re you sure vou want to delete the task 4 Note Deleting a task will permanently delete the selected task and its task history items User Manual Page 36 Document Import Kit for SharePoint 2007 6 5 How to run a task DocKIT Run Now feature allows the user to instantiate a task anytime after the task has been created To run a DocKIT export task 1 Select a task from Task List pane Task List 3 tasks a Sample Task Sample Taski Re import a Sample Task E Sample Task3 2 Click Run Now from DocKIT main screen Ctrl M Ctrl E ctrl E h Delete Task Del l Create Windows Task G Run Mow Ctrl F Ctrl Q Or Press Ctrl R key 3 Click Yes in Run Now confirmation message box shown below User Manual Page 37 Document Import Kit for SharePoint 2007 P This action will run the selected task Sample Taskt Do you wish to proceed 4 The Credential Dialog will appear as shown below The given credential will be used to connect to the SharePoint site Sample Taski SharePoint Login Provide user credentials ko connect to SharePoint O Use currently logged on user context Use the Following credential User Name administrator Password Domain YOYAGER 5 The current process of task will be reported in a new dialog as shown below 12
11. Issue Date Ww 5 For more information please visit Importing System Dates section in the help file Also see Shrinking a SharePoint Content Database 9 1 3 System Users Note DocKIT Web Services must be installed in Windows Server 2003 running Microsoft Office SharePoint Server 2007 or Windows SharePoint Services v3 0 32 bit or 64 bit platform to activate this feature Please ensure the user name specified in SharePoint Login dialog user account specified in the Run As parameter in the scheduled task is a e Member of administrators group in the local server and remote SQL Server or e Application pool user account or e Owner of the site where the destination library resides 1 To specify System Users Created By and Modified By to be assigned to the folder and or file When DocKIT connects to a DocKIT Web Services enabled SharePoint site the System Users step will appear as shown in the screen below User Manual Page 143 Document Import Kit for SharePoint 2007 2 DocKIT Task Wizard Step 3 of 10 System Users Propagate Created By and Modified By system Fields to SharePoint From the original source This Feature requires DockIT Web Services to be installed on the destination SharePoint Server Folder System Users Created By Modified By File System Users Modified By Cancel Import Folder System Users Select Created By and Modified By fields checkbox as appropriate an
12. Manual Page 102 Document Import Kit for SharePoint 2007 i Task Validation Results View task statistics task results detailed file results and file errors Task Mame Sample Taski Start Time 10 1 2007 6 01 04 PM End Time 10 1 2007 6 01 15 PM Elapsed Time 00 00 11 Remarks Completed successfully Task Statistics Task Results File Errors File Results Resolution Tips The table below summarizes the task import summary statistics and detailed statistics For each library Property Number of libraries processed Number of Folders processed Number of Files processed 4 Total size processed 1140 KB Total errors o Detailed Statistics 1 httpiiird63 5050FileSystem Library Number of Folders processed Oo Number of Files processed 4 Size processed 1140 KB Errors occurred 0 Save Results Open Log Falder The validation test results are summarized under four separate tabs a Task Statistics Summarizes the task import summary statistics and detailed statistics for each destination library b Task Results Summarizes the task level check specifically import task settings results from the task validation tool c File Results Summarizes the task validation tool results after verification of each folder file added for import d File Errors Summarizes the items for which an error has occurred 9 Click Save Results button to save the task validation results in Microsoft Exc
13. SharePoint library using DocKIT user interface and the path field values in the metadata file If you use local mapped drives to import files ensure the Path field has the corresponding local mapped drive path e g M My Document Sample File xls If you use shares to import file ensure the Path field has the corresponding UNC path e g Machine_Name Share_Name Sample File xls The second column of all the rows should contain the destination path of the file e g http RD65 technical documents folder1 In this case the destination path should be either SharePoint Library URL or sub folder URL of SharePoint Library For CSV and TXT formats all field names and their corresponding metadata values should be enclosed within double quotes e g John Doe When using accented characters such as a in folder file names the CSV TXT metadata file must be in UNICODE encoded format User Manual Page 132 Document Import Kit for SharePoint 2007 8 For Microsoft Excel file formats XLS XLSX do not enclose the field names and their corresponding metadata values within double quotes 9 Ensure date values are in Date Only or Date And Time format 10 Lookup data type value will be assigned based on column value only Lookup columns referring to non existing list and column will not be updated by DocklT 11 People or Group data type value should be user name Active Directory AD group name o
14. adminuser p 2az amp noprompt D gt C Program Files DocKIT2007 DocKIT TaskRunner Sample Task1 Re import u voyager adminuser p 2az amp noprompt DOS batch file examples e To execute DocKIT task one by one from a batch file User Manual Page 40 Document Import Kit for SharePoint 2007 C Program Files DocKIT2007 DocKIT TaskRunner Sample Task1 u voyager adminuser p 2az amp noprompt C Program Files DocKIT2007 DocKIT TaskRunner Sample Task2 u voyager testuser p test noprompt e To execute multiple DocKIT tasks simultaneously start cmd C Program Files DocKIT2007 DocKITTaskRunner Sample Task1 u voyager user1 p ctest1 noprompt start cmd C Program Files DocKIT2007 DocKITTaskRunner Sample Task2 u voyager user2 p ctest2 noprompt User Manual Page 41 Document Import Kit for SharePoint 2007 6 7 Creating Windows Task in Windows Task Scheduler Use this tool to create a Windows Task in Windows Task Scheduler interface to automatically run the export tasks at scheduled intervals This tool helps you to re create the Windows Schedule Task in the following two scenarios e To create Windows Schedule Task that was accidentally deleted and is required to be created again with the same schedule settings e To create Windows Schedule Task when the DocKIT export tasks are migrated from an old machine to a new machine 1 Select a task from the Task List pane T
15. assigned to the folder if the approval status specified in the metadata file is invalid The approval status comments can also be assigned from the external metadata file by including the approval status comments column name in the metadata file Optional Note The Content Approval Status will be assigned only if the destination library has Content Approval enabled 3 Specify the file content approval status options using one of the options given below Default status assigned by SharePoint Default Approval Status e g Pending or Draft will be assigned as Approval Status automatically by SharePoint for all imported files Assign Approval Status as Specified approval status value will be assigned to the file You can specify the approval status Approved Rejected Pending Draft and Scheduled from the dropdown list You can also specify the approval status comments that must be assigned to the file Optional Assign Approval Status from metadata file The approval status value can also be assigned from the external metadata file by including the approval status column name in the metadata file This option allows each file to have its own approval status so long as the stated approval status is valid status Approved Rejected Pending Draft and Scheduled in the SharePoint library The default approval status of the library will be assigned to the file if the approval status specified in the metadata file is invalid The appr
16. continue the installation process User Manual Page 17 Document Import Kit for SharePoint 2007 4 2 Welcome Screen iz DockKIT Web Services for SharePoint 2007 2 2 Ioj x Welcome to the Dock Web Services for S SharePoint 2007 Y2 2 Setup Wizard Pip ee The installer will guide you through the steps required to install DocKIT Web Services tor SharePoint 2007 v2 2 on Your computer WARNING The Software is owned by Yyapin andor its suppliers and is protected by international copyright laws and international treaty provisions Cancel Back The Welcome screen will be displayed now press next button to proceed You will be prompt to the readme file Press the Next button to continue the installation process User Manual Page 18 Document Import Kit for SharePoint 2007 4 3 Readme Screen ia DockKIT Web Services for SharePoint Z007 2 2 _ ioj x DocKkIT Web Services for SharePoint 200 Y2 2 S Information DocKIT FEADME FILE for DockKlT Web Services Copyright 0 2002 2006 V yapin Software systems Put Ltd All rights reserved Table of Contents PRODUCT DESCRIPTION I SYSTEM REQUIREMENTS AND RECOMMENDATIONS Il INSTALLATION IY HOW TO ACTIVATE THE SOFTWARE Y FEEDBACK AND SUGGESTIONS Yi AOW TO CONTACT VYAPIN PRODUCT DESCRIPTION Cancel Back Press the Next button to continue the installation process User Manual Page 19 Document Import Kit for SharePoint 20
17. import by choosing one of the options given below a Do not import metadata values No columns will be imported b Import all columns All columns available in the metadata file will be imported c Import selected columns only Selected columns only will be imported d Ignore selected columns All columns will be imported except the selected columns 6 Select the required columns from the metadata file to be updated in SharePoint based on the selected option in step 4 User Manual Page 126 Document Import Kit for SharePoint 2007 7 Specify the Date and Time format for the date fields in the metadata file If the columns selected to import contain date and time values specify the date mask to parse the date values The default value is the current system settings DocKIT Task Wizard Step 1 of 13 Metadata Options Specify metadata file to use bo update document properties in SharePoint File Mame Ds Bulk DakalBatch document mebadata csy Metadata columns ta import Metadata columns in File Do not import metadata values _ destination path Import all colurns title Import selected columns only CO Ignore selected columns Select all Date and Time Format lt Use default ye User value Format Click Next to proceed User Manual Page 127 Document Import Kit for SharePoint 2007 8 1 2 File Systems Properties DocKIT imports the file properties of documents available in the Summar
18. non existing list and column will not be updated by DocKIT User Manual Page 105 Document Import Kit for SharePoint 2007 10 People or Group data type value should be user name Active Directory AD group name or SharePoint group name User or group name referring to non existing user or group will not be updated by DockIT The user Login Name domain username Display Name John Doe or E mail address Someone example com can be used to denote a user account The following section describes the data types supported by SharePoint and an example of how to state the value in the metadata file for import Type Yes No If any other value appears in Yes No the metadata file other than Yes No default value will be assigned exceed 255 characters Multi line Text The text length should not This is sample text n This is exceed 255 characters sample for multi line text preferred Date and Time Date or Date amp Time can be 12 30 2006 10 50 AM given in this field DocKIT 1 25 2007 provides an user option to specify the date mask to use for the date fields in metadata file in the task setup wizard Number The fixed or floating number 10 3 41 can be given to this field The value should not exceed the numeric boundary Currency The fixed or floating number 100 10000 1500 67 can be given to this field Do not use any currency symbol with this field value The value should not exceed the
19. of 15 System Users Ta Propagate Created By and Modified By system Fields to SharePoint From the original source This Feature requires DocKIT Web Services to be installed on the destination SharePoint Server fom Folder System Users Created By Modified By File System Users Created By Modified By Cancel 2 Import Folder System Users Select Created By and Modified By fields checkbox as appropriate and use one of the Folder System Users options given below by which DocKIT determines the source of system user values for the respective folder The user value can be the Login Name or Display Name or E Mail address of the user DocKIT will search the site users list and assign the ID of the matching user to the People or Group column of the respective folder only if the user name exists Do not use multiple values User Manual Page 79 Document Import Kit for SharePoint 2007 Specify user name The specified user value will be assigned to the respective user fields Select the user value format from User Value Format option to search the User ID in the site users list for the specified user value The default format of the user account is the user login name DOMAIN USER Assign from metadata file The system users can also be assigned from the external metadata file by including the folder system users column names in the metadata file This option allows each folder
20. of the following file formats Comma delimited CSV Microsoft Excel XLS or Text file TXT 3 The external metadata file will automatically be extracted once the file name is specified If you are using a Microsoft Excel based metadata file then select the sheet name to use from the drop down 4 In order to move the source folders and files to the specified location after completing import process click Move Options for more information 5 Specify the Metadata columns to import by choosing one of the options given below Do not import metadata values No columns will be imported Import all columns All columns available in the metadata file will be imported Import selected columns only Selected columns only will be imported Ignore selected columns All columns will be imported except the selected columns 6 Select required columns from the metadata file to be updated in SharePoint based on the selected option in step 4 a b C d User Manual Page 70 Document Import Kit for SharePoint 2007 7 Specify Date and Time format for the date fields in the metadata file If the columns selected to import contain date and time values specify the date mask to parse the date values The default value is the current system settings SE DocKIT Task Wizard Step 3 of 15 Metadata Options Specify metadata file to use to update document properties in SharePoint File Mame D Bulk Datajsample metadata csv Metadata colu
21. step will appear as shown in the screen below User Manual Page 56 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 5 of 15 System Dates Propagate Created Date and Last Modified Date to SharePoint From the original source This Feature requires DockIT Web Services bo be installed on the destination SharePoint Server Folder System Dates Created Date Assign From File System w Modified Date Assign From File System w File System Dates Created Date Assign From metadata file Ww Column name Issue Date we Modified Date Assign From custom property we Property name Time Modified Dake and Time format lt Use default wt Cancel 4 Note System Date Fields panel will be disabled if DocKIT Web Services is not installed in the destination SharePoint server 9 You can assign the system date fields for folders and or files Select Created Date and Last Modified Date fields checkbox for folders and or files as appropriate and select one of the options given below a Assign from File System DocKIT will propagate the original Created Date and Last Modified Date fields as available in the file system NTFS b Assign from metadata file The date fields can be assigned from the external metadata file by including the respective date field columns e g CDate LModDate in the metadata file The date mask specified in Step 3 Metadata Options will be used to par
22. used to denote a user account The user value format login name or display name or e mail address used to identify the user account must be specified in the import wizard for the values to be interpreted correctly All the user entries in the external metadata file must be in the same format The values can be of single or multiple Multiple values should be separated with DocKIT will search for the value in the site users list and assign VOYAGER User1 BUILTIN Administrators Guest Members Temps Page 108 Document Import Kit for SharePoint 2007 the ID of the matching the user or group name to the People or Group column of the imported file only if the user or group name exists Hyperlink or The http URL of any resource http rd65 5010 Shared Picture or picture can be given to this Documents My Sample File doc field http rd60 Pictures chart omp Sample format of a CSV TEXT metadata file Note Refer Point 2 for the separator to be used in the metadata file Path Modified Date Author Name Position Department C My Documents Sample Brochure doc 11 06 2006 John Doe Director Senior Management C My Sales Sample Sales Template xls 11 24 2006 Jane Doe VP Sales Corporate Sales C My Sales Sample Product Demo ppt 09 09 1999 David Blake Sales Manager Consumer Sales User Manual Page 109
23. value to the lookup column of the imported file only if the column value exists Note If the specified column value is of folder type the ID of the folder will not be assigned User name AD Group name or SharePoint Group name can be given to this field The user Login Name domain username Display Name John Doe or E mail Vista Windows XP Stock Details Accounts Product Details VOYAGER Administrator BUILTIN Administrator Backup Owners someone example com John Doe Page 107 Document Import Kit for SharePoint 2007 People or Group Multiple value User Manual address someone example com can be used to denote a user account The user value format login name or display name or e mail address used to identify the user account must be specified in the import wizard for the values to be interpreted correctly All the user entries in the external metadata file must be in the same format Do not use multiple values unless the equivalent column defined in SharePoint can accept multiple values DocKIT will search for the value in the site users list and assign the ID of the matching the user or group name to the People or Group column of the imported file only if the user or group name exists User name AD Group name or SharePoint Group name can be given to this field The user Login Name domain username Display Name John Doe or E mail address someone example com can be
24. 007 7 1 3 System Dates Note DocKIT Web Services must be installed in Windows Server 2003 running Microsoft Office SharePoint Server 2007 or Windows SharePoint Services v3 0 32 bit or 64 bit platform to activate this feature Please ensure the user name specified in SharePoint Login dialog user account specified in the Run As parameter in the scheduled task is a e Member of administrators group in the local server and remote SQL Server or e Application pool user account or e Owner of the site where the destination library resides 1 To specify System Dates Created Date and Last Modified Date to be assigned to the folder and file When DockIT connects to a DocKIT Web Services enabled SharePoint site the System Dates step will appear as shown in the screen below DocKIT Task Wizard Step 5 of 15 System Dates Propagate Created Date and Last Modified Date to SharePoint From the original source This Feature requires DocKIT Web Services to be installed on the destination SharePoint Server Folder System Dates Created Date Modified Date File System Dates Created Date Modified Date Cancel 2 Import Folder System Dates You can assign the system date fields for folders Select Created Date and Last Modified Date fields checkbox for folders as appropriate and select one of the Folder System Date options given below User Manual Page 75 Document Import Kit for SharePoint 2007 Assign from f
25. 02008 2 11 14 PM 00 01 45 Incomplete refer activity log SIS0 2008 11 32 51 4M SIS0 2008 11 33 08 AM 00 00 16 Completed successfully 2 Click Move Files from DocKIT main screen gt Move Files Or Select Move Files from Tools menu Folder amp File Renaming Rules Cleanup History gt Move Files ist Open Log Folder View Activity Log Remove Activity Log 3 The Move Files dialog appears as shown below User Manual Page 64 Document Import Kit for SharePoint 2007 Move Files This move file utility will move the already imported source Folders and files to the specified location Select required File options and target location where you want to move the imported folders and Files File Options Move source Folders and files that contain no warnings Move all source Folders and Files ignore warnings rn D Move all source Folders and Files ignore errors and warnings Target location C Program Files DockIT 2007 Backup Ls Create target location if it does not exist 4 Select File Options given below 1 Move source folders and files that contain no warnings Move source folders and files that were imported without any warnings Move all source folders and files ignore warnings Move source folders and files that were imported but warnings may be reported in the File Errors tab of the Activity Log Viewer dialog Move all source folders and files ignore
26. 07 4 4 License Agreement The License Agreement dialog provides the full wording of the DocKIT Web Services license agreement Please read it carefully and confirm that you have read understood and accept the agreement by pressing the Agree button If you do not agree with the license agreement press the Do Not Agree button and the installation process will be terminated immediately ia DockIT Web Services for SharePoint 2007 2 2 O x i License Agreement Doc KIT Please take a moment to read the license agreement now IF you accept the terns below click I Agree then Nest Othenvise click Cancel License Agreement This is a legal agreement between you either an individual or an entity Licensee and Vyapin Software Systems Private Limited yapn By clicking on the Agree button or by opening the sealed packet s or by Installing copying or otherwise using the Software Licensee agrees to be bound by the terms of this agreement If you do not agree to the terms of this agreement do the following foro Hurchaced the Software return the coffiware nacketifc and the C Do Not Agree f Agree Cancel lt Back Having confirmed the license agreement you will be redirected to the location where DocKIT Web Services for SharePoint 2007 to be installation Press the Next button to continue the installation process User Manual Page 20 Document Import Kit for SharePoint 2007 4
27. Document Import Kit for SharePoint 2007 DocKIT for SharePoint 2007 v2 x User Manual Last Updated September 2008 Copyright 2008 Vyapin Software Systems Private Lid All rights reserved This document is being furnished by Vyapin Software Systems Private Ltd for information purposes only to licensed users of the DocKIT software product and is furnished on an AS IS basis that is without any warranties whatsoever express or implied DocKIT is a trademark of Vyapin Software Systems Private Ltd Information in this document is subject to change without notice and does not represent any commitment on the part of Vyapin Software Systems Private Ltd The software described in this document is furnished under a license agreement The software may be used only in accordance with the terms of that license agreement It is against the law to copy or use the software except as specifically allowed in that license No part of this document may be reproduced or retransmitted in any form or by any means whether electronically or mechanically including but not limited to the way of photocopying recording or information recording and retrieval systems without the express written permission of Vyapin Software Systems Private Ltd Visit our Website at http www vyapin com User Manual Page Document Import Kit for SharePoint 2007 USER S MANUAL TABLE OF CONTENTS Page INTRODUC TON orrie recs tears ate aria cahaci tices O 5 1 DOCKIT FO
28. E eoa a a A A N ASENG 25 Del DocKIT for SharePoint 2007 Main Screen is veckacisinshca sees basesswabeestvecbusyeionstewis verhudeusesbeseedees 25 J2 TOR MAUGAT ak ern N et A E E eee 26 JJ Standard menu bar and toolbar scckck eke RARER AR 2r 5 4 TOSKA S pee e E E A E E ee SFE E SUE EETT Oe es COTE PT See EE 27 JJ TOS EVODCTIUCS ae PrE E a ae ee N E A 27 5 6 TASK DETI Soa E E E E ee SFE TET E E O ner a 28 IL TASK EIL TOI V cae E O Ba at O RA O E ras 29 6 DOCKIT TASK MANAGEMENT eeunaet a aa a eaa a e Se 30 6 1 Howto crede anew TaS Koes eia ee Ta EAR E EER O EER 30 6 2 How to edit an eXstin e TASK urien eee i hAIRE Seine ity eta rd ati cl E E AE VEEN 32 6 3 Howto copy anez STnE ASI oeaiei Gerad ts ae dates Senate EEO sh AEAEE 33 6 4 Howto delete GI CXISTIN gtask wastes wigs cecincceits Gers ta an daisies EEE de dati eu T E AEAN 35 6 5 HOWO TUN TASK sc scl es ae SEENE RENEE E E NETER 37 6 6 How toruna task from command line viiiiceieiiriciirecnanenieii e nai E eai aN 39 6 7 Creating Windows Task in Windows Task Scheduler cccccccsseccccccceceeeeeeeseeecseeeaaeeesseceeeeaaaaees 42 6 8 PLOW LO TNA cear CXISHINOTASK arrean e ENET TA EEEE 44 6 9 How GO VIEW TASHA SLOTI EEE EEE E E E EET A EEE S 46 OTO HOW TO VIEW CHVILY TOC EE ETE E E N E A EE 48 6 11 How t0 remove 4 task history Uem ranor rei a EEEE AEE E 50 612 Howto CLE AIUD NTON enre e A E e E E nN 51 6 13 Rules for renaming folder amp file 0000nnnnnnnnnnnnnnnnnnnnnss
29. IT Task Wizard Step 15 of 15 Validate Task Settings This step will help vou identify errors khak may occur during the import and minimize the errors during a live transfer Run the Task Validation tool to help you validate the task settings Mosk common errors can be identified by using this bool You may run the Task Validation tool when there are any changes to import task settings or any SharePoint settings to ensure correctness Moke The Task Validation tool does not import any actual Files to the destination location Validate Settings Run Task alidation tool for all files Recommended Run Task Validation tool For files only Note Evaluation version will restrict File validation bo a maximum of 100 items Please see respective help section depending on the task type to get more information about Task Validation Tool 11 Click Finish to run User Manual Page 63 Document Import Kit for SharePoint 2007 6 16 How to move source files to target location The Move Files tool will help you to move the already imported source files and folders to the specified location You can filter the files to be moved to the target location by specifying appropriate file options available in the tool 1 Select an item from Task History Pane Task History Refresh gt Move Files Re import aia view Activity Log x Remove Start Time End Time Elapsed Time Remarks Sf 3012008 2 09 26 PM S3
30. KIT Task Wizard Step 7 of 15 Content Type Settings Specify content type to be assigned to the Folders and or Files Folder Content Type Options Use standard folder content type in the destination library Assign Folder content type from Metadata file Metadata column name Content Type v File Content Type Options Use default file content type in the destination library Assign file content type From Specific content type name w Content type name Invoice Document Type 5 Click Next to proceed Also see Shrinking a SharePoint Content Database User Manual Page 84 Document Import Kit for SharePoint 2007 7 1 6 Content Approval Status Note DocKIT Web Services must be installed in Windows Server 2003 running Microsoft Office SharePoint Server 2007 or Windows SharePoint Services v3 0 32 bit or 64 bit platform to activate this feature Please ensure the user name specified in SharePoint Login dialog user account specified in the Run As parameter in the scheduled task is a e Member of administrators group in the local server and remote SQL Server or e Application pool user account or e Owner of the site where the destination library resides To specify the content approval status to be set after importing a folder file to a SharePoint library 1 The Content Approval Status step will appear as shown in the screen below DocKIT Task Wizard Step 6 of 15 Content Approval Status
31. Manual Page 83 Document Import Kit for SharePoint 2007 3 Specify the file content type settings using one of the options given below Use default content type in the destination library Default content type of the destination library will be assigned as content type for all the documents Specify the content type Specified content type value will be assigned to the documents The default content type of the library will be assigned to the documents if the content type specified in the textbox does not exist Assign from metadata file The content type value can also be assigned from the external metadata file by including the content type column name in the metadata file This option allows each document to have its own content type so long as the stated content type already exists in the SharePoint library The default content type of the library will be assigned to the documents if the content type specified in the metadata file does not exist Assign from custom property The content type value can also be specified by the custom property name of the file DocKIT can have the content type value from custom property value of the respective file This option also allows each document to have its own content type so long as the stated content type already exists in the SharePoint library The default content type of the library will be assigned to the documents if the content type specified in the metadata file does not exist Doc
32. People or Group Multiple value User Manual User name AD Group name or SharePoint Group name can be given to this field The user Login Name domain username Display Name John Doe or E mail address someone example com can be used to denote a user account The user value format login name or display name or e mail address used to identify the user account must be specified in the import wizard for the values to be interpreted correctly All the user entries in the external metadata file must be in the same format Do not use multiple values unless the equivalent column defined in SharePoint can accept multiple values DocKIT will search for the value in the site users list and assign the ID of the matching the user or group name to the People or Group column of the imported file only if the user or group name exists User name AD Group name or SharePoint Group name can be given to this field The user Login Name domain username Display Name John Doe or E mail address someone example com can be used to denote a user account The user value format login name or display name or e mail VOYAGER Administrator BUILTIN Administrator Backup Owners someone example com John Doe VOYAGER User1 BUILTIN Administrators Guest Members Temps Page 135 Document Import Kit for SharePoint 2007 address used to identify the user account must be specified in the import wizard for
33. R SHAREPOINT 2007 INSTALLATION REQUIREMENTS scccsccsscsscssccscesccsscsccsscescescencs 7 2 DOCKIT FOR SHAREPOINT 2007 INSTALLATION OPTION ccccceccesccceecceececssccsceuscsesssesesesceuseseees 8 3 DOCKIT FOR SHAREPOINT 2007 INSTALLATION PROCESS CLIENT cccccseccsccesssesceeecsessseeesees 9 3 1 Mista QUOT TAN GIVI a2 vcs A asc eke aes Mola sila tag Sy eas Mla che al 9 a2 Select Inala On LV DC sesh ess ie seid lg Tubal eg se aaa aids a haa gh he a ils hatha 10 3 3 WL COME SCHON AEN AEE teeta va cuure teva de EEA au ase le teva E EOE Il 3 4 Readine SVE ur otis ENERE R EN EEEO A E 12 Ja License Arece iei aren eiea A a EE E A OE TE RS 13 3 6 Installation Destination I olden rreri iuen e E EN E E E 14 Il stalla F TOS TESS E AEE ATN E EAEN 15 3 8 VASE ALI ONC OMPICLS ih rnr En ERA esse ARANT E E ERANO ORE 16 4 DOCKIT WEB SERVICE INSTALLATION PROCESS ccccccseccesceecccscccsceeecceseceeceeecsessceseseeceeseeenes 17 4 1 YEARS CHAI OTATO 9 L aune anne OA ne tC Ett AET ee eee R 17 4 2 WELCOME STOT E TA AE A AE AR OT E IS 4 3 REUME SCV CCI anisole ras eager OS 19 4 4 ETCEU SC AiO FEEMON T aE aE E AS ov ear Lae aS ERO 20 4 5 ralat on Con OnO iaee tina ea a a A a a e a e 21 4 6 alaton COND IE iiie ee Er AE nde sales pales OTANTA AN ORE 22 4 7 Launching DOCKIT for SharePOint 2007 voiditessivanain eae e a ia daea 2I 4 8 Evaluation screen LOTMA ON riie iiei ONE A T OEN OER 24 3 DOCK SER INTERFAC
34. Sample Task1 DocKIT Task Runner aR Thursday March 29 Z007 5 14 47 PM Action Importing File Source De Bulk DakalProduct documents samplei1 txt Destination btto frd65 5010 Technical Documents Produckt documents samnple1 a txt Overall Progress 6 Once the export task is complete a new entry will be added in Task History section where you can view the export activity performed when the task ran last User Manual Page 38 Document Import Kit for SharePoint 2007 6 6 How to run a task from command line DocKIT command line feature allows the user to instantiate a task from DOS command prompt anytime after an export task has been created using DocKIT s task wizard To run a DocKIT export task from command line 1 Usage DocKITTaskRunner lt task name gt u lt domain name user name gt p password Noprompt where DocKITTaskRunner Name of the DocKIT Task Runner application Specify absolute path where the DocKIT TaskRunner located For example C Program Files DocKIT2007 DockIT TaskRunner task name Name of the DocKIT Task to be run from DOS command prompt Enclose the task name in double quotes For example Sample Taski U Denotes user name context in which DocKIT task must be run in the domain username format Enclose the user name in double quotes For example u voyager administrator p Denotes the password for the user name specified in u parameter Enclose the password i
35. Task Validation tool when there are any changes to import task settings or any SharePoint settings to ensure correctness Mote The Task Validation tool does not import any actual Files to the destination location Validate Settings Run Task alidation tool for all files Recommended Run Task Validation tool For Files only Note Evaluation version will restrict File validation bo a maximum of 100 items 2 Select any of the following options below to specify the number of files to invoke and run the Task Validation tool a Run Task Validation tool for all files Recommended This option runs the Task Validation tool for all folders and files specified in the import task wizard b Run Task Validation tool for lt n gt files only This option runs the Task Validation tool for the specified number of files in the text box 3 Click Validate Settings button to invoke the Task Validation tool 4 The SharePoint Login Dialog to connect to SharePoint will appear as shown below Enter a valid user credential to connect to SharePoint User Manual Page 100 Document Import Kit for SharePoint 2007 a SharePoint Login Provide credential Use currently logged on user context Use the Following credential User Name adnministrator Password Domain VOYAGER You will notice a task progress bar in a new window as shown below 90 Sample Task DocKIT Task
36. User Manual Page 66 Document Import Kit for SharePoint 2007 7 Import folders files and metadata 7 1 Create Task To create a task to import folders and files along with metadata from File System to SharePoint Library 1 Select Import folders files and metadata option in New Document Import Task dialog as shown below and click OK New Document Import Task Select a task type For creating a new bask A wizard will guide you through steps to create a task based on the selected Task type Import folders files and metadata Create a task to import Folders and files along with metadata manually added by the user From file system to SharePoint library Import documents from a batch descriptor file Create a task to import Folders and Files along with metadata From File svstem to SharePoint library based on the entries in the descriptor File Apply metadata to documents from metadata file Create a task to update document properties to documents already residing in SharePoint library using the values specified in the metadata file i Cancel 2 The DocKIT Task Wizard appears as shown below User Manual Page 67 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Welcome to DocKIT Task Wizard This Wizard helps you manage the import task settings This wizard will guide you through the steps to create edit a task to import Folders and Files manually added by the user From File system to SharePo
37. Validation Tool Monday October 01 2007 6 01 04 PM Action Importing file Source D Bulk DatatProductk dacumentsisamplel S txt Destination Atto ird 5 5010 Technical Documents Produck documents sample1 txt Overall Progress 6 Once the task validation is complete View Results button will be enabled as shown below Click View Results button to view the task validation test results User Manual Page 101 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 15 of 15 Validate Task Settings This step will help vou identify errors that may occur during the import and minimize the errors during a live transfer Run the Task Validation tool to help vou validate the task settings Most common errors can be identified by using this tool You may run the Task Validation tool when there are any changes to import task settings or any SharePoint settings to ensure correctness Mote The Task Validation tool does not import any actual Files to the destination location Run Task alidation tool for all files Recommended i Validate Settings Run Task Validation tool For Files only Note Evaluation version will restrict file validation to a maximum of 100 items Click View Results bo view the task validation results Take corrective action as necessary and proceed with the import View Results 7 The Task Validation Results dialog will appear as shown below User
38. a E R A EN 100 Tsai How to Create Metadata Fle vcansscsemantes icons cbsusohs aetiandtetwunubea e ea a ei 105 72 FLOW toed au ene Task sureness eke E N Souhoinetepeess 110 7 4 How to COPA LOSK i E EEE E N N 113 Fd HOw tO d lete A TaS k ese se E E E E cihasaentenaets 115 7 6 Howton GIASK isso oe aaa eee ecstatic ne naka tea ates ose tase pet oaaaiees neues u aaa 117 Ta Howto IRC IIMPOTL G LOS ei Ae AAR AR 119 8 IMPORT DOCUMENTS FROM A BATCH DESCRIPTOR FILE cscccseccesecccscceseseseccuscsessseseceeecsessseeesees 124 8 1 Credle TASK sasuke aia te oes en aod ney ea ae eget ade meee 124 Otel LMETAIAIE OPTIONS zinien ea sica arcdeetia einer ove 126 OLD File Systems PIO DCTS aerar eae aac A 128 Ole SVEM DAES ren pea ae ENEA e weet bead AT EE 131 Golde DVE USOT E E EA TAA EAA 131 Olds Conen Type Sellin PS y A TAE EAA 131 SA0 Cone APPTOVOL STAS oera A EAE E E E A 131 Sd Rename Jld sand eS o ea A EE E 131 Ord FOA OP ONS ii ENEA TE E E OREN E OE EEEO sedeys 131 SLA PUESC OS a E EEEE N EO OEE 131 6 1 10 TPO C ONOS SEEE SEEEN EE ETONE ETE RRG 131 6 1 11 Documento Tal US EErEE EEE TE EO TEETE E een decide 131 6 1 12 LASK SCLLIT S RETE TON anata tea lead ainda ten T OEE NEETA 131 6 1 13 V QING GTC Task SEMIN ospi ada ate wine EEEE E ndash aeeu tea east daneaits 131 6 2 reote Bolh Descr Or F Eoee a E E N ET 132 ats A a E E E A 137 D CON S ar E EE AE AE A 137 Sue S eE A E A E E A 137 hs A E aE E E et ns E E A 137 SIs RECIPI OSE d
39. age 137 Document Import Kit for SharePoint 2007 9 How to apply metadata to documents from metadata file 9 1 How to create a new task To create a task to update document properties to documents already residing in SharePoint library using the values specified in the metadata file 1 Select Apply metadata to documents from metadata file option in New Document Import Task dialog as shown below and click OK New Document Import Task Select a task type For creating a new task A wizard will guide you through steps to create a task based on the selected Task type Import folders files and metadata Create a task to import Folders and Files along with metadata manually added by the user From file system to SharePoint library Import documents from a batch descriptor file Create a task to import Folders and Files along with metadata Fron File system to SharePoint library based on the entries in the descriptor File Apply metadata to documents from metadata file Create a task to update document properties to documents already residing in SharePoint library using the values specified in the metadata File 2 The DocKIT Task Wizard appears User Manual Page 138 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Welcome to DocKIT Task Wizard This wizard helps vou manage the import task settings This wizard will guide you through the steps to create f edit a task to update document properties For Folde
40. aming the source folders files You can create naming rules save them as Naming Rules and re use them in your import tasks To specify a rule for invalid character sequence to valid character sequence 1 Select Folder amp File Renaming Rules from Tools menu Move Files Open Log Folder View Activity Log Remove Activity Log 2 The Rename folder amp files dialog appears as shown below Rename folders amp files SharePoint does not permit certain characters in Folder and File names Use this tool to specify the rules For renaming invalid character sequence to valid character s Naming Rules Click Add to create a new Character Mapping Remove Find Replace New Delete 3 Click New button to create a new naming rule User Manual Page 52 Document Import Kit for SharePoint 2007 a Specify a unique rule name in Name textbox b Specify the SharePoint invalid character in Find textbox and its valid character in Replace textbox then click Add button c Click Remove button to remove the selected naming rule 4 Click Edit button to modify the existing naming rule Rename folders amp files SharePoint does not permit certain characters in Folder and File names Use this tool to specify the rules For renaming invalid character sequence to valid character s Naming Rul pea Name Product file rule Product file rule SE H Product Folder rule Find Replace Remove Find Replac
41. arePoint 2007 DocklT Copyright 2 2002 2008 Vyapin Software Systems Pyt Ltd All rights reserved Table of Contents PRODUCT DESCRIPTION I SYSTEM REQUIREMENTS AND RECOMMENDATIONS Il INSTALLATION M HOW TO ACTIVATE THE SOFTWARE Y FEEDBACK AND SUGGESTIONS Y AOW TO CONTACT VYAPIN PRODUCT DESCRIPTION Press the Next button to continue the installation process User Manual Page 12 Document Import Kit for SharePoint 2007 3 5 License Agreement The License Agreement dialog provides the full wording of the DocKIT license agreement Please read it carefully and confirm that you have read understood and accept the agreement by pressing the Agree button If you do not agree with the license agreement press the Do Not Agree button and the installation process will be terminated immediately 32 DocKIT for SharePoint 2007 v2 2 m License Agreement Please take a moment to read the license agreement now IF you accept the terme below click I Agree then Nest Othermise click Cancel License Agreement This is a legal agreement between you either an individual or an entity Licensee and vyapin Software systems Private Limited yapn By clicking on the Agree button or by opening the sealed packet s or by Installing copying or otherwise using the Software Licensee agrees to be bound by the terms of this agreement lf you do not agree to the terms of this agreement do the following
42. ask List 3 tasks Sample Task Sample Taski Re imnport a Sample Task a Sample Tasks 2 If DocKIT has enough information about the required Windows Schedule Task the Create Windows Task option will be enabled Select Create Windows Task from Task menu Ctrl M Ctrl E Fy Copy Task Ctrl C in Delete Task Del l Create Windows Task Run Mow Ctrl F Exit Ctrl User Manual Page 42 Document Import Kit for SharePoint 2007 3 In Create Windows Task dialog specify a Run As account and Password and Click OK to create a new schedule task with the same schedule settings that was previously saved by DocKIT Import Task Wizard Create Windows Task Create Windows Schedule Task fin Windows Task Scheduler and associate it with the export task given below Task Name Sample Taski Run As VOYAGER Administrator Password User Manual Page 43 Document Import Kit for SharePoint 2007 6 8 How to manage an existing task Edit task is similar to creating a task except that a few settings cannot be altered as stated below 1 The DocKIT Task Wizard appears DocKIT Task Wizard Sample Task Welcome to DocKIT Task Wizard This wizard helps vou manage the import task settings This wizard will guide you through the steps to create edit a task to import folders and files From File system to SharePoint library as specified in the batch descriptor file Using this task you can Import F
43. ata Options will be used to search the User ID in the site users list If the metadata entry is not available the current import user will be assigned automatically Assign from custom property The system users can also be assigned from the custom property of an MS Office document DocKIT can assign the system users from the custom property value of the respective documents Select the user value format from User Value Format options to search the User ID in the site users list for the user values taken from specified custom property The default format of the user account is the user login name DOMAIN USER 4 Specify the action to be taken if the specified user does not exist in the destination library Do not import file DocKIT will not import file if the user specitied does not exist in the destination library User Manual Page 80 Document Import Kit for SharePoint 2007 Use SharePoint default DocKIT will import file and system users will be the user account performing the import operation SMM DocKIT Task Wizard Step 6 of 15 System Users Propagate Created By and Modified By system Fields to SharePoint From the original source This feature requires DockIT Web Services to be installed on the destination SharePoint Server Folder System Users Created By Specify user name Username adminuser Modified By Assign From metadata file Columnname Editor File System Users Created By 4ssign from metadata
44. ate mask specified in Step 3 Metadata Options will be used to parse the date value If the metadata value is unavailable invalid or in case of any failure while parsing the date value the current import time will be assigned automatically 3 Import File System Dates You can assign the system date fields for files Select Created Date and Last Modified Date fields checkbox for files as appropriate and select one of the File System Date options given below Assign from metadata file The date fields can be assigned from the external metadata file by including the respective date field columns e g CDate LModDate in the metadata file This option allows each file to have its own system dates The date mask specified in Step 3 Metadata Options will be used to parse the date value If the metadata value is unavailable invalid or in case of any failure while parsing the date value the current import time will be assigned automatically User Manual Page 142 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 2 of 10 System Dates Propagate Created Date and Last Modified Date to SharePoint From the original source This Feature requires DockIT Web Services to be installed on the destination SharePoint Server Folder System Dates Created Date Assign From metadata File Column name Issue Date Ww Modified Date File System Dates Created Date Modified Date Assign From metadata File Ww Column name
45. batch descriptor file Create a task to import Folders and Files along with metadata Fror File system bo SharePoint library based on the entries in the descriptor File Apply metadata to documents from metadata file Create a task to update document properties to documents already residing in SharePoint library using the values specified in the metadata file Note You can also use Import documents from a batch descriptor file option to update these system users Created By Modified By from a remote machine The requirement of updating system fields is same as the first task type In this section we are taking first task type to describe how to use DocKIT Task Wizard to update the system user fields Created By amp Modified By successfully 6 Specify a SharePoint URL of a site library folder location to which you wish to import folders and files from the file system Specify the users credentials to connect to the SharePoint URL specified in Step 1 of 15 SharePoint destination location step in DocKIT Task Wizard DocKIT expects the user name specified in SharePoint Login dialog user account specified in the Run As parameter in the scheduled task to be a e Member of administrators group in the local server and remote SQL Server or e Application pool user account or e Owner of the site where the destination library resides in order to import the these user fields successfully User Manual Document Imp
46. ch http rd 3 5050 Shared Metadata Error Ignored Import condition mot Presentation 0 ppt Documents Tech Subject must cantain a satisfied Presentation 0 ppt metadata value or its corresponding library column Could not import document must have a default value as mandatory columns do not defined have values D Bulk Dakaltransbook O xls http frd63 5050 Shared D Metadata Error Ignored Could not import Documentsitransbook 0 xls Subject must contain a document as mandatory metadata value or its columnas do not hawe values corresponding library column must have a default value defined C Select all Move Options In order to move the source folders and files to the specified location after completing re import process click Move Options for more information File Version Check prevents DocKIT from re importing files that have newer version of files in a SharePoint library in the elapsed time between an import task and a re import task Select a File Version Check setting from any one of the following options given below Perform strict file version check Recommended Compares file version specified in the previous import and latest file version in SharePoint library imports files if the versions match and ignores files whose file version s do not match at the time of re import For example let s assume that DocKIT attempted to import file say Test Document doc as version say 1 6 in the import task and it faile
47. ctivate this feature Assigns Content Approval Status and related Comments for each folder and document Renames invalid source folder amp file names based on naming rules specified by user when importing them in bulk to a SharePoint library Filter documents based on certain document property conditions prior to import Validates task settings to minimize errors during a live transfer User Manual Page 5 Document Import Kit for SharePoint 2007 e Re imports folders files that failed during the first attempt e Runs the import task through command line or Windows Task Scheduler interface DocKIT Web Services DockIT Web Services component has been designed and developed to address the specific needs of users who desire to import documents System Dates Created Date and Last Modified Date System Users Created By and Modified By and Content Approval Approved Pending and Draft from original source to the Microsoft Office SharePoint Server MOSS 2007 Windows SharePoint Services v3 0 WSS v3 0 site libraries The functional benefits of using DocKIT Web Services for SharePoint 2007 include o Enables users to update System Dates Created Date and Last Modified Date System Users Created By and Modified By and Content Approval Approved Pending and Draft of folders files by running DocKIT for SharePoint 2007 application in a remote computer user desktop instead of running DocKIT application in the destination SharePoint
48. currency boundary Choice Single Text or Number value can be Male 15 value given to this field Do not use multiple values unless defined in SharePoint to accept multiple values Choice Multiple Text or Number values can be Windows 2000 Windows values given to this field The values XP Windows 2003 Windows User Manual Page 106 Document Import Kit for SharePoint 2007 Lookup Single value Lookup Multiple values People or Group Single Value User Manual can be of single or multiple Multiple values should be separated with Text or Number value can be given to this field Do not use multiple values unless defined in SharePoint to accept multiple values In this case you must specify the column value in the metadata file DocKIT will search for the value in the corresponding column of the referenced list and assign the ID of the first item matching the column value to the lookup column of the imported file only if the column value exists Note If the specified column value is of folder type the ID of the folder will not be assigned Text or Number values can be given to this field The values can be of single or multiple Multiple values should be separated with In this case you must specify the column value in the metadata file DocKIT will search for the value in the corresponding column of the referenced list and assign the ID of the first item matching the column
49. d By Modified By Content Approval Status amp Comments fields from the source documents e DocKIT2007 WebServices x64 msi in order to install DocKIT Web Services component for 64 bit Windows 2003 Server You can use this setup file to install DocKIT Web Services component in 64 bit Windows Server 2003 running Microsoft Office SharePoint Server 2007 or Windows SharePoint Services v3 0 in order to propagate the Created Date Last Modified Date Created By Modified By Content Approval Status amp Comments fields from the source documents IMPORTANT You do not have to install DocKIT Web Services component DocKIT2007_WebServices_x86 msi or DocKIT2007_WebServices_x64 msi if you do not wish to propagate the Created Date Last Modified Date Created By Modified By Content Approval Status amp Comments fields from the source documents to a SharePoint library User Manual Page 7 Document Import Kit for SharePoint 2007 2 DockIT for SharePoint 2007 Installation Option DocKIT for SharePoint 2007 can be installed either from the installation file available on your hard disk or you can download the latest installation file from website www vyapin com Before you start installing DocKIT we strongly recommend that you visit the website to check for a new installation file This way you can be sure to install the latest available version of DocKIT for SharePoint 2007 DocKIT for SharePoint 2007 DocKIT product s evaluation version has t
50. d File system properties IF duplicate columns are Found Use file system properties Use columns from metadata file Comments Manager M5 Office documents only Select all Updates corresponding default site columns added to the library in the respective SharePoint language Refer help section For more information In case there are any duplicates in column names available in the external metadata file and the file system properties e g Author column is available in the external metadata file and has been selected in the File System Properties screen you have the option to specify which value is to be used to update the SharePoint column a Use file system properties File properties value will be taken for updating the respective SharePoint columns b Use columns from metadata file External metadata field s value will be taken for updating the respective SharePoint columns Click Next to proceed Also see Shrinking a SharePoint Content Database User Manual Page 130 Document Import Kit for SharePoint 2007 8 1 3 System Dates 8 1 4 System Users 8 1 5 Content Type Settings 8 1 6 Content Approval Status 8 1 7 Rename folders and files 8 1 8 Folder Options 8 1 9 File Settings 8 1 10 Import Conditions 8 1 11 Document Status 8 1 12 Task Settings 8 1 13 Validate task Settings User Manual Page 131 Document Import Kit for SharePoint 2007 8 2 Create Batch Desc
51. d for some reason The file version check will ensure that the re import task is importing Test Document doc as version 1 6 again in order to avoid importing files when a newer version of the file may have been added by another user This check is performed by comparing the last version that DocKIT tried to import and the current file version in the SharePoint library at the time of re import Override files version check Imports file regardless of file version in the previous import and latest file version in SharePoint library The file version is completely ignored User Manual Page 122 Document Import Kit for SharePoint 2007 5 Follow the same steps in Create Task wizard for the remaining steps Please note that the original task settings in Folder Options File Settings and Document Status cannot be altered Also see Shrinking a SharePoint Content Database User Manual Page 123 Document Import Kit for SharePoint 2007 8 Import documents from a batch descriptor file 8 1 Create Task Create a task to import folders and files along with metadata from file system to SharePoint Library based on the entries in the descriptor file DocKIT will process the files in the order in which they appear in the batch descriptor file 1 Select Import documents from a batch descriptor file option in New Document Import Task dialog as shown below and click OK New Document Import Task Select a task type For creating a new bask A
52. d use one of the Folder System Users options given below by which DocKIT determines the source of system user values for the respective folder The user value can be the Login Name or Display Name or E Mail address of the user DocKIT will search the site users list and assign the ID of the matching user to the People or Group column of the respective folder only if the user name exists Do not use multiple values Specify user name The specified user value will be assigned to the respective user fields Select the user value format from User Value Format option to search the User ID in the site users list for the specified user value The default format of the user account is the user login name DOMAIN USER Assign from metadata file The system users can also be assigned from the external metadata file by including the folder system users column names in the metadata file This option allows each folder to have its own system users so long as the stated user already exists in the SharePoint library The user value format specified in Step 3 Metadata Options will be used to search the User ID in the site users list If the metadata entry is not available the current import user will be assigned automatically Import File System Users Select Created By and Modified By fields checkbox as appropriate and use one of the File System User options given below by which DockKIT determines the source of system user values for the respective file
53. d values from external metadata file file system properties and file information created date modified date and file extension 1 The Import Conditions step appears as shown below DocKIT Task Wizard Step 12 of 15 Import Conditions Specify import conditions to be satisfied For Folders Files to be imported to SharePoint Do not apply any import conditions Apply the Following import conditions ed 2 Select any one of the following options given below e Donot apply any import conditions No import conditions will be used to filter folders files e Apply the following import conditions The import conditions specified will be used to filter folders files taken for import into SharePoint User Manual Page 94 Document Import Kit for SharePoint 2007 3 The wizard step appears as shown below DocKIT Task Wizard Step 12 of 15 Import Conditions Specify import conditions to be satisfied For Folders Files to be imported to SharePoint Do not apply any import conditions Apply the Following import conditions Field Mame Operator Value tt te 4dd to Filter Conditions Import Folder file if the above conditions are satisfied not satisfied You can specify the import conditions by selecting the field name and by specifying a corresponding value with the necessary operator You can use mathematical operators such as gt gt etc to define your query Complex queries can b
54. days that you can use this application 4 Note DocKIT for SharePoint 2007 DocKIT product s evaluation version has the 15 day limit and the 100 items import limit whichever comes first User Manual Page 23 Document Import Kit for SharePoint 2007 4 8 Evaluation Screen Information About DocKIT DockKIT for SharePoint 7007 Yersion 7 2 Copyright 2002 7008 Vyapin Software Systems Pwt Led All rights reserved Email support yyapin com Webs waa wapin com DocKIT you are on day 1 of your 15 day evaluation period License Type 15 day Evaluation Copy This software is meant solely for evaluation purposes only You can import only 100 documents to Sharepoint libraries during the evaluation period License 4qreement Press the Start button to continue User Manual Page 24 Document Import Kit for SharePoint 2007 5 DockIT User Interface 5 1 DocKIT for SharePoint 2007 Main Screen DocKIT for SharePoint 2007 v2 2 Evaluation Version Task View Tools Help e T a Tool Bar Aeanliala fs New Task Edit Task Cony Task Delete Task j Bum Mos Task Status CU SE i i Task List 0 tasks Task Details 2 O Task Details Task Properties Task History e aii Log oe Remove Start Time Elapsed Time Remarks User Manual Page 25 Document Import Kit for SharePoint 2007 5 2 Task Manager DocKIT creates import tasks for import process setup to migrate documen
55. e hash 5 Click Delete button to delete an existing naming rule User Manual Page 53 Document Import Kit for SharePoint 2007 6 14 How to Import System Dates DocKIT updates SharePoint System Dates Created Date and Last Modified Date fields for both folders and files in SharePoint from any one of the following sources using DocKIT Web Services component e Original Created Date and Last Modified Date from file system NTFS e Assign from external metadata file e Assign from custom properties MS Office documents only DocKIT Web Services allows the user to update the system date fields by running DocKIT for SharePoint 2007 on a remote computer To update the date fields follow the steps given below 1 In order to update System Dates from remote machine DocKIT provides two application components stated below o DocKIT for SharePoint 2007 application which can be installed on a Windows XP or Windows Vista or Windows Server 2003 computer o DocKIT Web Services component which must be installed on a Windows Server 2003 running Microsoft Office SharePoint Server 2007 or Windows SharePoint Services v3 0 32 bit or 64 bit platform For more information please visit the System Requirements section in the help file 2 DocKIT Web Services must be installed in all the destination SharePoint servers that require the date fields to be assigned e Use DockKIT2007 WebServices x86 msi in order to install in 32 bit Windo
56. e import process will begin For example when you add CAMy Documents Folder 1 SubFolder1 1 as top level Folder For import vou can use this option to create SubFolderd 1 in the destination library Do you want Eo create the top level Folder s included for import Yes Mo Folder Contents Import files and retain source sub Folder structure Import files only and ignore source sub folder structure set appropriate action For duplicate File names Import files in the top level Folderfs only Import sub folder structure only and ignore all files P Do not import any contents 2 The top level folder is the folder added or specified for import by the user DocKIT will commence the import process from this top level folder Select the appropriate option to create the top level folder by selecting the option buttons Yes No 3 Select any of the following folder options given below to specify the contents to be imported from the source folders in file system a Import files and retain source sub folder structure This option imports folders and files exactly as they are in source file system The source folder structure in the file system will be retained in the destination location b Import files only and ignore source sub folder structure This option imports files only and ignore its source folder structure in the file system 4 Note Specify the appropriate options in File Settings step to handle situati
57. e constructed with the use of left right parenthesis and and logical operators AND and OR 4 DocKIT can import the folders files that satisfy the import conditions or import the folders files that do not satisfy the import conditions specified in the step above Use the appropriate action to follow using the options given below 1 Import folder file if the above conditions are satisfied Folders Files that satisfy the condition will be marked for import 2 Import folder file if the above conditions are not satisfied Folders Files that do not satisfy the condition will be marked for import User Manual Page 95 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 12 of 15 Import Conditions Specify import conditions to be satisfied For Folders Files to be imported to SharePoint Do not apply any import conditions Apply the Following import conditions Field Mame Operator Valle aT PANT Import Folder file if the above conditions are satisfied not satisfied Click Next to proceed User Manual Page 96 Document Import Kit for SharePoint 2007 7 1 11 Document Status To specify the document status to be set after performing the import to a SharePoint library 1 The Document Status step appears as shown below DocKIT Task Wizard step 13 of 15 Document Status Specify document status to be set after performing the import Check in
58. eb Services component which must be installed on a Windows Server 2003 running Microsoft Office SharePoint Server 2007 or Windows SharePoint Services v3 0 32 bit or 64 bit platform For more information please visit the System Requirements section in the help file 2 DocKIT Web Services must be installed in all the destination SharePoint servers that require the system user fields to be assigned o Use DocKIT2007 WebServices x86 msi in order to install in 32 bit Windows Server 2003 o Use DocKIT2007 WebServices x64 msi in order to install in 64 bit Windows Server 2003 3 If necessary reset IIS by using IISRESET noforce for the changes to take place in the SharePoint server 4 You can install DocKIT application in the same SharePoint server or any client machine running Windows XP or Windows Vista regardless of platform architecture 32 bit or 64 bit platforms 5 In DocKIT application create a task using Import folders files and metadata option in New Document Import Task dialog as shown below and click OK User Manual Page 59 Document Import Kit for SharePoint 2007 New Document Import Task Select a bask type For creating a new task A wizard will guide you through steps to create 4 task based on the selected Task type Import folders files and metadata Create a task to import Folders and Files along with metadata manually added by the user From file system to SharePoint library Import documents from a
59. efer activity log Incomplete eval limit reached Terminated canceled by user Terminated abnormally Failed the following error occurred while creating activity log Description Import process was completed successfully without any errors Import process encountered certain errors as described in the activity log Import process reached the maximum allowed number of files to export in evaluation trial version This message is applicable for evaluation trial version only Import process was canceled by the user The import process was abnormally terminated killed The import process could not be initiated as there were issues in creating the activity log files and initiating the export process The following operations can be performed on Task history items e View activity log e Remove a task history item e Manage task status e Cleanup history User Manual Page 47 Document Import Kit for SharePoint 2007 6 10 How to view activity log To view activity log associated with a task history item 1 Select an item from Task History pane Task History Refresh Move Files Re import view Activity Lag Se Remove Start Time End Time Elapsed Time Remarks gapz00g 2 09 26 PM 5302008 2 11 14 PM 00 01 45 Incomplete refer activity log SIS0 2008 11 32 51 AM gagrz00g 11 33 08 AM 00 00 16 Completed successfully 2 Click View Activity Log from DocKIT main screen g view Activity Log Or Select View Activ
60. el format Each tab in Task Validation Results is stored as a separate worksheet in MS Excel 10 Click Open Log Folder button to open the folder that contains the activity log of the task validation results User Manual Page 103 Document Import Kit for SharePoint 2007 Note The task validation check and the actual import results may vary in certain circumstances The Task Validation Tool does not perform a few checks as they may either slowdown the validation process or may be related to error messages that may result only when performing an actual live transfer Please note the following additional information about the Task Validation tool a Blocked file extensions are not checked in the task validation as this SharePoint error message is reported only at the time of a live import to SharePoint b It is sufficient for the given user credential to have read permissions in the destination library for the task validation tool to execute The task validation tool does not check for other permissions that may be required for the import task to run successfully File level security permissions are not checked in the task validation d The task validation tool does not verify if the give user credentials can perform check in cancel check out operations on an existing document e The final document status requested in the task settings is not verified in the task validation process f Document import may fail due to automatic pr
61. elected file system properties Selected file system properties will be imported to SharePoint Select the file system properties to import from the list box User Manual Page 73 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 4 of 15 File System Properties Specify File system properties to import For all documents MS Office document custom properties Will be propagated automatically File Properties Do not import file system properties IF duplicate columns are Found Use file system properties O Use columns From metadata File Select all Updates corresponding default site columns added to the library in the respective SharePoint language Refer help section For more information In case there are any duplicates in column names available in the external metadata file and the file system properties e g Author column is available in the external metadata file and has been selected in the File System Properties screen you have the option to specify which value is to be used to update the SharePoint column a Use file system properties File properties value will be taken for updating the respective SharePoint columns b Use columns from metadata file External metadata field s value will be taken for updating the respective SharePoint columns Click Next to proceed Also see Shrinking a SharePoint Content Database User Manual Page 74 Document Import Kit for SharePoint 2
62. elow a Do not overwrite Skips the file without overwriting b Overwrite file Deletes the file from the destination location along with its version history and imports the source file c Create new version Adds the source file as new version at the destination location Select any one of the following options to instruct DocKIT what to do if the destination file is checked out by either current user or another user Leave as is Skip the file ll Overwrite current version Undo Checkout the file and add the source file as new version lll Check in file amp create new version Check in the file and add the source file as a new version User Manual Page 92 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 11 of 15 File Settings Specify action to be taken when a File with the same name already exists in the destination location IF a file with the same name already exists in the destination location Do not overwrite Overwrite Create new version IF the file is in checked out by either current user or other user Leave as jis O Overwrite current version Check in and create new version Click Next to proceed User Manual Cancel Page 93 Document Import Kit for SharePoint 2007 7 1 10 Import Conditions DocKIT imports folders and files along with metadata to SharePoint library based on certain import conditions Import conditions can be created using metadata columns an
63. ely Task List pane Task Properties pane Task Details pane Task History pane User Manual Page 26 Document Import Kit for SharePoint 2007 5 3 Standard menu bar and toolbar Standard menu bar and toolbar contain all the commands or actions to work with a DocKIT import task Task View Tools Help oJ New Task Edit Task Copy Task Delete Task ae oJ Run Mor Task Status Cleanup History 5 4 Task List Task List pane contains all export tasks created by the user Task related operations such as Edit Task Copy Task Delete Task and Run Now can be performed based on the selected task in the Task List pane The remaining panes will change their content based on the selected task Total task count will be displayed at the top of the banner Task List 3 tasks a Sample Task Sample Taski Re import Sample Task C Sample Task3 5 5 Task Properties Task Properties pane displays the information about the currently selected task in Task List pane It provides information about Task Name Task Type Created On and Last Modified On If the currently selected task is setup to run using a Windows Scheduled Task setup to run at a scheduled time then the Task Properties adds additional information about schedule task such as Run As and Last Run status etc User Manual Page 27 Document Import Kit for SharePoint 2007 Task Properties Task Name A Sample Taskl E Description Import Fo
64. ensure the user name specified in SharePoint Login dialog user account specified in the Run As parameter in the scheduled task is a e Member of administrators group in the local server and remote SQL Server or e Application pool user account or e Owner of the site where the destination library resides 1 To specify System Dates Created Date and Last Modified Date to be assigned to the folder and file When DockIT connects to a DocKIT Web Services enabled SharePoint site the System Dates step will appear as shown in the screen below User Manual Page 141 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 2 of 10 System Dates Propagate Created Date and Last Modified Date to SharePoint From the original source This Feature requires DockIT Web Services to be installed on the destination SharePoint Server Folder System Dates Created Date _ Modified Date File System Dates Created Date Modified Date Cancel 2 Import Folder System Dates You can assign the system date fields for folders Select Created Date and Last Modified Date fields checkbox for folders as appropriate and select one of the Folder System Date options given below Assign from metadata file The date fields can be assigned from the external metadata file by including the respective date field columns e g CDate LModDate in the metadata file This option allows each folder to have its own system dates The d
65. epartment at sales vyapin com with the sales order number e Company Name End user Company Name e Location City amp Country for the Company Name given above Please allow 12 to 24 hours from the time of purchase for our sales department to process your orders Activate DocKIT for SharePoint 2007 License Type 15 day Evaluation Copy To activate the software copy and paste the license key in the textbox below Click here to see how to copy and paste the license key License Fey Image 1 Activate screen Perform the following steps to activate the software 1 Download evaluation trial copy of software from the respective product page available in our website at http www vyapin com 2 Install the software on the desired computer 3 You will receive a license key through e mail as soon as the purchase process is complete 4 Click Activate in Help gt About gt Activate menu to see the Activate dialog as shown in Image 1 5 Copy the license key sent to you through email and paste it in the License Key textbox 6 For help on how to copy the license key click Click here to see how to copy and paste the license key link in the Activate dialog as shown in Image 2 User Manual Page 149 Document Import Kit for SharePoint 2007 How to copy license key BEGIN LICENSE KEY COPY BELOW THIS LINE 4Select and then Copy the tt selected text neous oma ae HG Yngtsb NnAtss3 PIB Orebhspa CA med jG aae Hai
66. errors and warnings Move all source folders and files that were used to import This option will move all the files regardless of their errors and warnings caused while importing into SharePoint 5 Specify a Target Location where the source folders and files are to be moved You can also click browse button to launch folder browser dialog 4 Note Ensure that the user who invokes move process has sufficient permissions to delete folders and files in the source location and create them in the target location 6 Select the checkbox Create target location if it does not exist if you like tool to create the folder structure and proceed with the move 7 Click Move button to commence the move process User Manual Page 65 Document Import Kit for SharePoint 2007 Move Files This move file utility will move the already imported source folders and files to the specified location Select required File options and target location where you want to move the imported folders and files File Options Move source folders and files that contain no warnings Move all source folders and files ignore warnings Move all source folders and files ignore errors and warnings Target location C Program Files DocKIT 2007 Backup bs Create target location if it does not exist Completed Successfully Once the move process is complete click Open Activity Log to show the activity log file using notepad application
67. ers and files along with metadata external metadata file and file properties from file system to SharePoint library based on the folders files manually added by the user using the DocKIT user interface 2 Import documents from a batch descriptor file Import folders and files along with metadata external metadata file and file properties from file system to SharePoint library based on the entries in the batch descriptor file DocKIT processes the files in the order in which they appear in the batch descriptor file 3 Apply metadata to documents from metadata file Update document properties to documents already residing in a SharePoint library using the values specified in the metadata file 1 Click New Task from DocKIT main screen Or Select New Task from Task menu Ctrl M Ctrl E ctrl E Delete Task Del Create Windows Task Run Now Ctrl R Exit Ctrl Q Or Press Ctrl N 2 Select a task type in New Task dialog and click OK User Manual Page 30 Document Import Kit for SharePoint 2007 New Document Import Task Select a bask type For creating a new task A wizard will guide you through steps to create 4 task based on the selected Task type Import folders files and metadata Create a task to import Folders and Files along with metadata manually added by the user From file system to SharePoint library Import documents from a batch descriptor file Create a task to import Folders and Fil
68. es along with metadata Fror File system bo SharePoint library based on the entries in the descriptor File Apply metadata to documents from metadata file Create a task to update document properties to documents already residing in SharePoint library using the values specified in the metadata file 3 Click the links below for more information e Create a task to import folders files and metadata e Create a task to import documents from a batch descriptor file e Create a task to apply metadata to documents from metadata file User Manual Page 31 Document Import Kit for SharePoint 2007 6 2 How to edit an existing task To edit an existing task 1 Select a task in the Task List pane 2 Click Edit Task from DocKIT main screen Or Select Edit Task from Task menu Co New Task Ctrl h Fi Edit Task ctrl E E Copy Task Chrl C Del Create Windows Task Run Mow Ctrl F Exit Ctrl Q Or Press Ctrl E 3 DocKIT Task Wizard will load the selected task settings and appears as seen in Create New Task wizard However some of the options may be disabled when editing a task 4 Click the links below for more information e edit import folders files and metadata task e edit import documents from a batch descriptor file task e edit apply metadata to documents from metadata files task User Manual Page 32 Document Import Kit for SharePoint 2007 6 3 How to copy an existing task T
69. file x Column name Author Modified By Assign Fram custom property hill Property name Editor User value Format Display Mame wa IF the user does nok exist in destination library Use SharePoint default w 4 Note e Created By user will be assigned updated for the new files only In other words Created By user will not be assigned or modified for an already existing file or a new file version e While re importing partially imported files Created By user value will not be re assigned to the required value once the file is imported into the SharePoint library e You can re assign the system users value for folder after it was created in SharePoint 6 If DocKIT connects to a SharePoint site that is not featured by DocKIT Web Services the System Users step will appear as shown below You can ignore this step by clicking Next button System Users will have the default user values import user account assigned by SharePoint User Manual Page 81 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 6 of 15 System Users Propagate Created By and Modified By system Fields to SharePoint From the original source This Feature requires DocKIT Web Services to be installed on the destination SharePoint Server Folder System Users Created By Modified By File System Users Created By Modified By Cancel User Manual Page 82 Document Import Kit for SharePoint 2007 7 1 5 Content Type Settin
70. forming the import operation DocKIT Task Wizard Step 3 of 10 System Users Propagate Created By and Modified By system Fields to SharePoint From the original source This rs Feature requires DockIT Web Services bo be installed on the destination SharePoint Server fm Folder System Users Created By Specify User name w User name File System Users Modified By Specify user name User name Tf the user does not exist in destination library Use SharePoint default Ww Cancel User Manual Page 145 Document Import Kit for SharePoint 2007 Note e Created By user will be assigned updated for the new files only In other words Created By user will not be assigned or modified for an already existing file or a new file version e While re importing partially imported files Created By user value will not be re assigned to the required value once the file is imported into the SharePoint library e You can re assign the system users value for folder after it was created in SharePoint 9 1 4 Content Type Settings 9 1 5 Content Approval Status 9 1 6 File Settings 9 1 7 Import Conditions 9 1 8 Document Status 9 1 9 Task Settings 9 1 10 Validate Task Settings User Manual Page 146 Document Import Kit for SharePoint 2007 9 2 Create Metadata File 9 3 Edit task 9 4 Copy task 9 5 Delete task 9 6 Run task 9 7 Re import task User Manual Page 147 Document Import Kit for SharePoint 2007
71. from remote machine The requirement of updating date fields is same as the first task type In this section we are taking first type to describe how to use DocKIT Task Wizard to update date fields successfully 6 Specify a SharePoint URL of a site library folder location to which you wish to import folders and files from the file system Specify the users credentials to connect to the SharePoint URL specified in Step 1 of 15 SharePoint destination location step in DocKIT Task Wizard DocKIT expects the user name specified in SharePoint Login dialog user account specified in the Run As parameter in the scheduled task to be a Member of administrators group in the local server and remote SQL Server or Application pool user account or Owner of the site where the destination library resides in order to import the these date fields successfully User Manual Page 55 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 1 of 15 SharePoint destination location Specify a SharePoint URL of a site f library Folder location into which you wish bo import Folders and Files From file system URL htepifird s 5010 Use currently logged on user context For validation Use the Following credential For validation User Mame VOYAGER Administrator Password 7 Proceed with steps provided in DocKIT Task Wizard 8 When DockIT connects to a DocKIT Web Services enables SharePoint server the System Dates
72. fy naming rules for both folders and files to rename invalid characters in SharePoint to a valid folder file name 1 The Rename folders and files wizard step appears as shown below DocKIT Task Wizard Step 9 of 15 Rename folders and files SharePoint does nok permit certain characters in Folder and File names Specify rule to use For Folder andyor file Specify max length For Folder File names Do not apply naming rule Apply Folder file naming rules Mote Use Folder amp File Renaming Rules in Tools menu to create the naming rules Truncate Folder File names Maximum allowed Folder name length characters Maximum allowed File name length characters 2 Select any one of the following options e Do not apply naming rules No naming rules will be applied e Apply folder file naming rules Specified rules will be applied for file and folder names Select the rule name available in dropdown for both file and folder names Note To create or edit a naming rule click Tools and select Folder and File Renaming Rules User Manual Page 88 Document Import Kit for SharePoint 2007 3 DockiT Task Wizard Step 9 of 15 Rename folders and files SharePoint does nok permit certain characters in Folder and File names Specify rule to use For Folder and or File Specify max length For Folder File names Do not apply naming rule Apply Folder j file naming rules Rule to use For Fo
73. gs To specify the content type to be assigned to the documents 1 The Content Type Settings step appears as shown below DocKIT Task Wizard Step 7 of 15 Content Type Settings Specify content type to be assigned to the folders and or Files Folder Content Type Options Use standard folder content type in the destination library Assign Folder content type from po File Content Type Options Use default File content type in the destination library Assign file content type From 2 Specify the folder content type settings using one of the options given below e Use standard folder content type in the destination library Default content type of the destination library will be assigned as content type for the entire folder e Specify the content type Specified content type value will be assigned to the folders The default content type of the library will be assigned to the folders if the content type specified in the textbox does not exist e Assign from metadata file The content type value can also be assigned from the external metadata file by including the content type column name in the metadata file This option allows each folder to have its own content type so long as the stated content type already exists in the SharePoint library The default content type of the library will be assigned to the folders if the content type specified in the metadata file does not exist User
74. he 15 day limit and the 100 items import limit whichever comes first The sales number can be found on lt lt htip www vyapin com contactus htm gt gt If you purchased your copy of DocKIT on line your license key will have been delivered to you via e mail User Manual Page 8 Document Import Kit for SharePoint 2007 3 DocKIT for SharePoint 2007 Installation Process Client To install DocKIT for SharePoint 2007 on your computer you need to get the latest installation file We recommended getting the latest installation file online You can download the file from the website http Awww vyapin com Downloads section Once you have downloaded and saved the installation file on your hard disk you can launch the installation process The installation is a sequence of dialog windows with a brief description of what do at each step In the following we offer an explanation for each dialog window 3 1 Installation Launch 32 DocKIT for SharePoint 2007 v2 2 m a DocKIT for SharePoint 2007 Yersion 2 2 DocKIT Copyright 2002 2008 Ywapin Software Systems Pyt Led All rights reserved Email supportigyyapin com Webs www vyapin com Cancel The installation process starts with the DocKIT for SharePoint 2007 Logo Press the Next button to continue the installation process User Manual Page 9 Document Import Kit for SharePoint 2007 3 2 Select Installation Type ie DocKIT for SharePoint 7007 v2 2
75. hen importing Microsoft Office 2007 documents Open XML documents with their File System Properties please ensure the machine running DockIT has either Microsoft Office 2007 Suite or Microsoft Office 2007 Compatibility Pack is installed In other words you do not require these applications if you are not importing the file system properties of MS Office 2007 documents DocKIT will not be able to update the respective site columns will be left blank in case this system requirement is not met To specify file system properties to import for documents perform the steps given below 1 The File System Properties step appears as shown below User Manual Page 72 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 4 of 15 File System Properties Specify File system properties to import For all documents MS Office document custom properties Will be propagated automatically File Properties Do not import file system properties Import selected File system properties Updates corresponding default site columns added to the library in the respective SharePoint language Refer helo section For more information 2 Select any one of the following File Properties options given below a Do not import file system properties File properties will not be imported by DocKIT Please note that SharePoint will automatically propagate file system properties of MS Office documents b Import s
76. ile e g C Program Files DocKIT2007 TaskHistory DocKIT Task 20060522 183919 logs MetadataErrors txt DocKIT error log file e g C Program Files DocKIT2007 TaskHistory DocKIT Task 20060522 183919 logs DocKIT ErrorLog txt Move Activity log file e g C Program Files DocKIT2007 TaskHistory DocKIT Task 20060522 183919 logs MoveActivityLog txt Task settings file e g C Program Files DocKIT2007 TaskHistory DocKIT Task 20060522 Page 150 Document Import Kit for SharePoint 2007 183919 settings Details xml g Library settings file e g C Program Files DocKIT2007 TaskHistory DocKIT Task 20060522 18391 9 settings LibrarySettings xml h Process details file e g C Program Files DocKIT2007 TaskHistory DocKIT Task 20060522 18391 9 settings ListltemProcessCount xml lll Technical support Please send all Technical Support questions to support vyapin com Please send us the following additional information if you are reporting a problem a Version of DocKIT that you are evaluating or you have registered with us Version information could be found in the About Screen and in Help Additional services or resource consuming processes applications like anti virus running in the background on DocklIT installed machine as well as the source and destination MOSS WSS Hardware configuration of the machine where DocKIT and MOSS WSS is installed Service Pack version of Windows Server amp MOSS WSS
77. ile system DocKIT will propagate the original Created Date and Last Modified Date fields as available in the file system NTFS Assign from metadata file The date fields can be assigned from the external metadata file by including the respective date field columns e g CDate LModDate in the metadata file This option allows each folder to have its own system dates The date mask specified in Step 3 Metadata Options will be used to parse the date value If the metadata value is unavailable invalid or in case of any failure while parsing the date value the current import time will be assigned automatically 3 Import File System Dates You can assign the system date fields for files Select Created Date and Last Modified Date fields checkbox for files as appropriate and select one of the File System Date options given below Assign from file system DocKIT will propagate the original Created Date and Last Modified Date fields as available in the file system NTFS Assign from metadata file The date fields can be assigned from the external metadata file by including the respective date field columns e g CDate LModDate in the metadata file This option allows each file to have its own system dates The date mask specified in Step 3 Metadata Options will be used to parse the date value If the metadata value is unavailable invalid or in case of any failure while parsing the date value the current import time will be assigned auto
78. indows 2000 Windows XP values can be given to this field Windows 2003 Windows Vista The values can be of single or multiple Multiple values should be separated with Lookup Single Text or Number value can Windows XP value be given to this field Do not use multiple values unless defined in SharePoint to accept multiple values In this case you must specify the column value in the metadata file DocKIT will search for the value in the corresponding column of the referenced list and assign the ID of the first item matching the column value to the lookup column of the imported file only if the column value exists Note If the specified column value is of folder type the ID of the folder will not be assigned Lookup Multiple In this case you must Stock Details Accounts values Text or specify the column value Product Details Number values in the metadata file can be given to DocKIT will search for the this field The value in the corresponding values can be of column of the referenced single or multiple list and assign the ID of Multiple values the first item matching the should be column value to the separated with lookup column of the imported file only if the column value exists Note if the specified column value is of folder type the ID of the folder will not be assigned User Manual Page 134 Document Import Kit for SharePoint 2007 People or Group Single Value
79. int library Using this task you can Import Folders and files to SharePoint library Import metadata properties from an external metadata File C5 XLS TST Update Created Date Last Modified Date and Created By Modified By system Fields Import file system properties such as Title Subject Author etc Assign document approval status For Folders and or files Cancel 3 Click Next button 4 Specify Metadata Options 5 Specify File System Properties 6 Specify System Dates 7 Specify System Users 8 Specify Content Type Settings 9 Specify Content Approval Status 10 Specify Rename folders and files 11 Specify Folder Options 12 Specify File Settings 13 Specify Import Conditions 14 Specify Document Status 15 Specify Task Settings 16 Specify Validate Task Settings User Manual Page 68 Document Import Kit for SharePoint 2007 17 Click Finish button to create the task or click Back button to change the task settings User Manual Page 69 Document Import Kit for SharePoint 2007 7 1 1 Metadata Options To specify the external metadata file to use to assign document properties in SharePoint 1 The Metadata Options step appears as shown below DocKIT Task Wizard Step 3 of 15 Metadata Options Specify metadata file to use bo update document properties in SharePoint File Warne 2 Click button to specify the external metadata file The metadata file can be any one
80. irien E E EA E AAE EA 137 9 HOW TO APPLY METADATA TO DOCUMENTS FROM METADATA FILE ccccsscccesececescceeseceeseceeeceees 138 9 1 How LOCI COIS NOW Task error A E 138 Id Melada OPLOS sorei eee aLeaead RII 140 E E OL on ee T E EAA A EET A AEE SA E A E 141 Fos OEL S E r E A 143 ITa Cnn NIE 9 CLINGS rae e e E E tae E E E a E E EEA 146 FTI COmMOM APPTOVAIS TULUS wacvcsseile ar iE e E EE EA E E REE 146 TPO PESU S oea EEA E E E A E E N A RE 146 TE TAD OTE GONGUILONS eieae a EE E E A E E A 146 IT ADOCUIMCNE STATUS led EE A A EE N AN 146 TLI TOSK SCUINGS ane A EEEE E E E OE E N 146 9 1 10 Vandal TASKS CUO S marria e a a wae 146 9 2 CV CAVE VI Odat NG s T E E T R eee 147 9 3 EAI Kea Sai E A A A tee ase oe 147 9 4 CODI E e E T E T E E EO eee 147 9 5 TOV CVO NOS E E E E T 147 9 6 TUOS a E E E T 147 9 7 RENDO TASK EES E E E EN E 147 User Manual Page 3 Document Import Kit for SharePoint 2007 10 SHRINKING A SHAREPOINT CONTENT DATABASE ccccccccseccscceeeceesceescceeceeeceuseseeceenceeseseesens 148 l Howto tegister ANG SOWAN raain ians ae AEE REOT N OREA EEE dete 149 TT TT OUDICSNOOUN Oair sE N EEE TENE EAN E TEE EE EE AEEA 150 TT TOCHNICOL SUD OM orie AEA A EEE ETE O AENEA 151 User Manual Page 4 Document Import Kit for SharePoint 2007 Introduction Document Import Kit for SharePoint 2007 DocKIT is a powerful easy to use tool to import documents and their associated metadata from file systems amp network shares int
81. ity Log from Tools menu Folder amp File Renaming Rules Cleanup History Move Files Open Log Folder view Activity Log Remove Activity Log 3 The Activity Log Viewer dialog appears as shown below User Manual Page 48 Document Import Kit for SharePoint 2007 1 Activity Log Viewer wiew task statistics task results detailed file results and File errors Use up down arrow key buttons to view previous or next task activity history Task Name Sample Taski Start Time 10 1 2007 6 01 04 PM End Time 10 1 2007 6 01 15 PM Elapsed Time 00 00 11 Remarks Completed successfully Task Statistics Task Results File Errors File Results Task Settings Resolution Tips The table below summarizes the task import summary statistics and detailed statistics For each library Property Se Number of libraries processed Number of Folders processed Number of Files processed Total size processed 1140 KB Total errors o Detailed Statistics 1 httpiiird63 5050FileSystem Library Number of Folders processed Oo Number of Files processed 4 Size processed 1140 KB Errors occurred a Save Results Open Log Folder 4 The activity log of a task is classified into four different categories seen under separate tabs a Task Statistics Displays a brief summary of the task export summary Statistics and detailed statistics for each library b Task Results Displays detai
82. lder names s ample rulei J Note Use Folder amp File Renaming Rules in Tools menu bo create the naming rules Rule to use For File names sample rulez Truncate Folder file names Maximum allowed Folder name length 45 characters Maximum allowed file name length apl characters 4 Truncate folder file names Truncate long folders and file names by specifying the folder and file length to use before importing them to a SharePoint library DocKIT leaves the source folder file name as is and truncates them before importing them to SharePoint Select appropriate checkbox for folder file and enter a valid character length for folder and file 5 Click Next to proceed User Manual Page 89 Document Import Kit for SharePoint 2007 7 1 8 Folder Options To make the import process easier for users DocKIT provides an ability to specify the contents to import from the source folder structure To specify the folder settings to use in the destination SharePoint library and the necessary files to import perform the steps as given below 1 The Folder Options step appears as shown below DocKIT Task Wizard Step 10 of 15 Folder Options Specify Folders settings to use when reading the contents From source Folders and folder contents sub folders and files to import to SharePoint library Top level Folder is the Folder added For import by the user and it represents the Folder level From which th
83. ldersjfiles and metadata Schedule At 5 06 PM every day starting 3292007 Next Run Time s292007 17 06 4 5 6 Task Details Task Details pane displays the task settings about currently selected task in Task List pane Task Details Site Settings URL http jird 5 5010 User Option Use VOYAGER Administrator credential Metadata Metadata File CeiBulk DatalProduct document metadata coy Option Import all columns Content Type User Manual gt 4 Page 28 Document Import Kit for SharePoint 2007 5 7 Task History Task History pane maintains every task run information as a list It displays the required information about task execution status It displays Task s Start Time End Time Elapsed Time and Remarks Task History Refresh gt Move Files Re import uty view Activity Lag pa Remove Start Time End Time Elapsed Time Remarks gapz00g 2 09 26 PM S302008 2 11 14 PM 00 01 45 Incomplete refer activity log SIS0 2008 11 32 51 AM SIS0 2008 11 33 08 AM 00 00 16 Completed successfully User Manual Page 29 Document Import Kit for SharePoint 2007 6 DockKIT Task Management 6 1 How to create a new task You can create a task to import folders files from file system or network share to a SharePoint Library DocKIT facilitates importing files and its associated metadata to SharePoint library using the following import methods or task types 1 Import folders files and metadata Import fold
84. lds Created By and Modified By for folders and or files Select Created By and Modified By fields checkbox for folders and or files as appropriate and select one of the options given below Assign from metadata file The user fields can be assigned from the external metadata file by including the respective user field columns e g Created_By Modified By in the metadata file If the user fields are invalid or if the user is unavailable SharePoint by default will set the user to be the user account performing the import into the SharePoint library Assign from custom property MS Office documents only The date field values can also be assigned from the custom property of the MS Office document DocKIT can assign the date fields from the custom property value of the respective MS Office documents If the user fields are invalid or if the user is unavailable SharePoint by default will set the user to be the user account performing the import into the SharePoint library User value format can be in any one of the following formats Login name Login name of the user in domain username format e g DocKITDomain user1 Display Name Display name of the user e g John Doe E mail address E mail address of the user in someone example com format User Manual Page 62 Document Import Kit for SharePoint 2007 10 You can use Step 15 of 15 Validate Task Settings step in DocKIT Task Wizard to validate the task and avoid common errors DocK
85. led result of each task level check c File Errors Displays detailed report of errors that occurred during export d File Results Displays detailed log of all items processed in the export task e Task settings Displays settings specified for the task at the time of export 5 Click Save Results button to save the task results in Microsoft Excel format Each tab in ActivityLogViewer dialog is stored as a separate worksheet in MS Excel 6 Click Open Log Folder button to open the folder that contains the activity log of the currently displayed task history item 4 Note For all errors refer File Errors section of Activity Log to view a description of the actual error that occurred during export User Manual Page 49 Document Import Kit for SharePoint 2007 6 11 How to remove a task history item To remove a task history item 1 Select item from Task History pane Task History Refresh Move Files Re import view Activity Lag X Remove Start Time End Time Elapsed Time Remarks 5 30 2008 2 09 28 PM 5 30 2008 2 11 14 PM 00 01 45 Incomplete refer activity log SIS0 2008 11 32 51 AM SIS0 2008 11 33 08 AM 00 00 16 Completed successfully 2 Click Remove from DocKIT main screen Or Select Remove Activity Log from Tools menu Ee Open Log Folder view Activity Log x Remove Activity Log This will remove the currently selected activity log entry and log folders amp files associated with the task histor
86. lk Dakaltransbook 0 xls Destination Path Version ID http ird6s 5050 Shared Documents Product Design Chart 0 doc http fird s S050 Shared g Documents Tech Presentation O ppt http j frd63 5050 Shared Documentsitransbook 0 xls Remarks Metadata Error Subject must contain a metadata value or its corresponding library column must have a default value defined Metadata Error Subject must contain a metadata value or its corresponding library column must have a default value defined Status Ignored Import condition nok satisfied Ignored Import condition mot satisfied Could not import document as mandatory columns do not have values Ignored Could not import document as mandatory columnas do not have values Move Options b Selectively re import items in which an error occurred Re imports items that contain warnings and error messages that are selected by the user Click Edit button to select the required items to be re imported by this task The Re import File Selection dialog appears as shown below User Manual Page 121 Document Import Kit for SharePoint 2007 3 Select failed items to re import 3 failed items Select Folders and files to re impoart Source Path Destination Path Version ID DiBulk DatalProduct Design Attp frd63 5050 Shared Ignored Import condition mot Chart 0 doc Documents Product Design satisfied Chart 0 doc D 1Bulk DakalTe
87. low User Manual Page 119 Document Import Kit for SharePoint 2007 DocKIT Re import Task Wizard Sample Task1 Step 1 of 14 Re import Options Select a re import task option below File Version Check prevents DockIT from re importing Files that have version discrepancy between an import task and a re inport bask Re import all items in which an error occurred Re imports all items that contain warnings and error messages Selectively re import items in which an error occurred Re imporks items that contain warnings and error messages that are selected by the user File Version Check Perform strict file version check Recommended Compares file version specified in the previous import and latest file wersion in SharePoint library imports Files iF the versions match Override file version check Imports file regardless of file versions in the previous import and latest file version in SharePoint library a Re import all items in which an error occurred Re imports all folder file items that contain warnings and error messages Click Show button to view items to be re imported The Re import File List dialog appears as shown below User Manual Page 120 Document Import Kit for SharePoint 2007 Select failed items to re import 3 failed items Select Folders and files to re impoart Source Path Di Bulk DatalPra duct De sign j Chart 0 doc D Bulk Datat Tech Presentation 0 ppt D Bu
88. matically Assign from custom property MS Office documents only The date field values can also be assigned from the custom property of the MS Office document DocKIT can assign the date fields from the custom property value of the respective MS Office documents Select the date mask from Date and Time format options to parse the date values taken from specified custom property The default value is the current system settings If the custom property value is unavailable invalid or in case of any failure while reading the date value the current import time will be assigned automatically User Manual Page 76 Document Import Kit for SharePoint 2007 4 ERATE Step 5 of 15 System Dates Propagate Created Date and Last Modified Date to SharePoint From the original source This Feature requires DockIT Web Services bo be installed on the destination SharePoint Server Folder System Dates Created Date Assign From File System v Modified Date Assign From File System al File System Dates Created Date Assign From metadata File Column name Modified Date Assign From custom property e Property name Time Modified Date and Time format lt Use default w Cancel 5 For more information please visit Importing System Dates section in the help file Also see Shrinking a SharePoint Content Database 6 If DocKIT connects to a SharePoint site that is not featured by DocKIT Web Services the System Dates step will ap
89. met To specify file system properties to import for documents perform the steps given below 1 The File System Properties step appears as shown below User Manual Page 128 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 2 of 13 File System Properties Specify File system properties to import For all documents MS Office document custom properties Will be propagated automatically File Properties Do not import file system properties Import selected File system properties Updates corresponding default site columns added to the library in the respective SharePoint language Refer help section For more information 2 Select any one of the following File Properties options given below a Do not import file system properties File properties will not be imported by DockKIT Please note that SharePoint will automatically propagate file system properties of MS Office documents b Import selected file system properties Selected file system properties will be imported to SharePoint Select the file system properties to import from the list box User Manual Page 129 Document Import Kit for SharePoint 2007 4 DocKIT Task Wizard Step 2 of 13 File System Properties Specify file system properties to import For all documents MS Office document custom properties Will be propagated automatically File Properties C Do not import file system properties Import selecte
90. mns to import Metadata columns in File Do not import metadata values path destination path Import all columns title Import selected columns only subject Ignore selected columns document type fal Tectia Mako Select all Date and Time Format lese default User value Format Click Next to proceed User Manual Page 71 Document Import Kit for SharePoint 2007 7 1 2 File System Properties DocKIT imports the file properties of documents available in the Summary tab of file properties as seen in Windows Explorer MS Office SharePoint automatically propagates custom properties of MS Office documents namely MS Word MS Excel and MS PowerPoint DocKIT updates the File System Properties in the respective SharePoint site columns DocKIT automatically maps the file system properties with their respective SharePoint site columns internal names in their respective SharePoint language Hence the system site columns have to be included in the SharePoint library for the file system properties to be updated correctly To include the Site Columns to a SharePoint library Site Name gt Library Name gt Settings gt Add Columns from Site Columns The table below summarizes the default Site Columns that are updated by DocKIT SharePoint Group Name SharePoint Column Name Core Document Columns Subject Author Category Comments Keywords Core Contact and Calendar Company Columns Manager s Name W
91. mport Kit for SharePoint 2007 7 6 How to run a task DocKIT Run Now feature allows the user to instantiate a task anytime after the task has been created To run a DocKIT import task 1 Select a task from Task List pane Task List 3 tasks a Sample Task Sample Taski Re import a Sample Task C Sample Task3 2 Click Run Now from DocKIT main screen E Mew Task Ctrl h Edit Task Chrl E Copy Task Chrl C ia Delete Task Del Fal Create Windows Task Bd Run Mow Ctrl F Ctrl Q Or Press Ctrl R key 3 Click Yes in Run Now confirmation message box shown below User Manual Page 117 Document Import Kit for SharePoint 2007 This action will run the selected task Sample Taskt gt W Do you wish to proceed The Credential Dialog will appear as shown below The given credential will be 4 used to connect to the SharePoint site a Sample Taski SharePoint Login Provide user credentials to connect to SharePoint O Use currently logged on user context Use the Following credential User Name administrator Password Domain VOYAGER The current process of task will be reported in a new dialog as shown below 5 12 Sample Task1 DocKIT Task Runner Thursday March 29 2007 5 14 47 PM Action Importing File Source De Bulk DakalProduct documents sample1 txt http ird 6 S 5010 Technical Documents Product documents sample16 txt Desti
92. n double quotes For example p 2ab45fb noprompt This optional flag suppresses DocKIT s login dialog prompt to enter user credentials to connect to SharePoint 2 If noprompt flag is not used then the Credential Dialog will appear as shown below The given credential will be used to connect to SharePoint User Manual Page 39 Document Import Kit for SharePoint 2007 Sample Taski SharePoint Login Provide user credentials ko connect to SharePoint Use currently logged on user context Use the Following credential User Name Administrator Password Domain VOYAGER 3 The export task will be reported in a new dialog as shown below 12 Sample Task DocKIT Task Runner Sees Thursday March 29 2007 5 14 47 PM Action Importing File Source De Bulk DakalProduct documents sample1 txt Ato ird 6 S 5010 Technical Documents Product documents sample16 txt Destination Overall Progress End Task Once the export task is complete click Refresh button available in Task History pane in DocKIT main application A new entry will be added in Task History section where you can view the export activity performed when the task ran last Examples of invoking an export task from the command prompt C Program Files DocKIT2007 gt DocKITTaskRunner mytask1 u voyager administrator p 2az noprompt C Program Files DocKIT2007 gt DocKITTaskRunner Sample Task1 u voyager
93. nation SEEEEEES Overall Progress End Task Once the import task is complete a new entry will be added in Task History section where you can view the import activity performed when the task ran last 6 User Manual Page 118 Document Import Kit for SharePoint 2007 7 7 How to Re Import a task The Re import Task tool will help you re import folders files that had errors in them Re import Task is similar to a new task except that you can import only folders files that resulted in errors You can change the original task settings in a re import task except Folder Options File Options and Document Status settings that were defined in the original task 1 The DocKIT Re import Task Wizard appears as shown below Click Next button to proceed DocKIT Re import Task Wizard Sample Task1 Welcome to Dock IT Re import Task Wizard This wizard helps vou manage the re inport This wizard will guide you through the steps to re import errored items Folders and Files in the selected task instance Using this task you can Select items in which an error has occurred during previous import to be re imported to SharePoint Change the original task settings For this re import process except Folder Options File Options and Document Status Run a task validation tool as before Mote Changes in the task settings in this wizard does not affect the original task settings 2 Re import Options step appears as shown be
94. ng one of the options given below a Import all columns All columns available in the metadata file will be imported b Import selected columns only Selected columns only will be imported c Ignore selected columns All columns will be imported except the selected columns 5 Select the required columns from the metadata file to be updated in SharePoint based on the selected option in step 4 6 Specify the Date and Time format for the date fields in the metadata file If the columns selected to import contain date and time values specify the date mask to parse the date values The default value is the current system settings User Manual Page 140 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 1 of 10 Metadata Options Specify metadata file to use to update document properties in SharePoint File Mame D 1Bulk GatalLatest document metadata csv Metadata columns bo import Metadata columns in File Import all columns content Type Author Import selected columns only Editor Ignore selected columns Life cycle status Life cycle comments Select all Date and Time Format lt Use defaults User value Format Click Next to proceed 9 1 2 System Dates 4 Note DocKIT Web Services must be installed in Windows Server 2003 running Microsoft Office SharePoint Server 2007 or Windows SharePoint Services v3 0 32 bit or 64 bit platform to activate this feature Please
95. o Microsoft Office SharePoint Server 2007 MOSS 2007 and Microsoft Windows SharePoint Services v3 0 WSS v3 0 DocKIT software has been designed and developed to address the specific needs of companies that are deploying Microsoft Office SharePoint Servers Windows SharePoint Services DocKIT for SharePoint 2007 assists users in importing their existing documents and file repositories into Microsoft Office SharePoint Server 2007 Windows SharePoint Services v3 0 The functional benefits of using DocKIT for SharePoint 2007 include Provides a simple solution to import documents and its associated document properties into SharePoint libraries Imports documents from different file server and network shares locations into SharePoint libraries Associates the metadata stored in a CSV Excel TXT file to the respective documents in SharePoint Associates documents summary properties of source documents namely Title Subject Author Category Keywords and Comments to the respective documents in SharePoint Imports Manager and Company document properties in the case of MS Office documents Automatically propagates Microsoft Office custom document properties Propagates the original Created Date Last Modified Date Created By and Modified By fields to the equivalent system fields in SharePoint for each folder document available in the source location Note DocKIT Web Services component must be installed in the SharePoint Server to a
96. o copy or create a new task from an existing DocKIT export task 1 Select a task from the Task List pane Task List 3 tasks a Sample Task Sample Taski Re import a Sample Task E Sample Task3 2 Click Copy Task from DocKIT main screen Ctrl M Ctrl E Fal Create Windows Task Run Mow Ctrl F Ctrl Q 3 In Copy Task dialog enter a new task name in Save As text box specify a Run As account and Password if applicable and Click OK to create a new task with the same export settings specified in the selected task User Manual Page 33 Document Import Kit for SharePoint 2007 Copy Task Copy a task and its export settings Enter a unique name For the task copy Sample Taski Save AS Sample Taskl Copy Run As VOYAGER Administrator Password User Manual Page 34 Document Import Kit for SharePoint 2007 6 4 How to delete an existing task To delete a DocKIT export task 1 Select a task from Task List pane Task List 3 tasks a Sample Taski Sample Taskl Re import C Sample Taskz E Sample Taska 2 Click Delete Task from DocKIT main screen Ctrl h Ctrl E Fy Copy Task Crrl C h Delete Task Del Create Windows Task Run Mow Ctrl R Ctrl Q Or Press Del key 3 Click Yes in Delete Task message box shown below User Manual Page 35 Document Import Kit for SharePoint 2007
97. olders and Files to SharePoint library Import metadata properties as specified in the batch descriptor File CS XLS TT Update Created Date Last Modified Date and Created By Modified By system Fields Import file system properties such as Title Subject Author etc Assign document approval status For Folders and or Files Cancel 2 Click Next button 3 Specify Metadata Options 4 Specify File System Properties 5 Specify System Dates 6 Specify System Users 7 Specify Content Type Settings 8 Specify Content Approval Status 9 Specify Rename folders and files 10 Specify Folder Options 11 Specify File Settings User Manual Page 44 Document Import Kit for SharePoint 2007 12 Specify Import Conditions 13 Specify Document Status 14 In Task Settings edit mode DocKIT Task Wizard the task name cannot be altered DocKIT Task Wizard Sample Task Step 12 of 13 Task Settings Enter a unique name For the import task and specify schedule task settings Task Name Sample Task Task Option Run task upon clicking Finish button 2 Run later Create Schedule Task etl zoom S Schedule Task Daily g 15 Specify Validate Task Settings 16 Click Finish button to save the task settings or click Back button to go back to a previous step User Manual Page 45 Document Import Kit for SharePoint 2007 6 9 How to view
98. ons where same filenames may be available for more than one file in different source folder hierarchy sub folders User Manual Page 90 Document Import Kit for SharePoint 2007 c Import files in the top level folders only This option imports files available in the top level folders only DocKIT will not traverse the sub folders within the top level folders d Import sub folder structure only and ignore all files This option creates the sub folder structure in the destination location and ignores all files that are available within the added folder and sub folders e Do not import any contents This option does not import any contents sub folders and files from the source folder added for import This option will be useful when you want to create the top level folder only and ignore all its contents 4 Click Next to proceed User Manual Page 91 Document Import Kit for SharePoint 2007 7 1 9 File Settings To specify the action to be taken by DocKIT when a file with the same name already exists in the destination location 1 The File Settings step appears as shown below DocKIT Task Wizard Step 11 of 15 File Settings Specify action to be taken when a File with the same name already exists in the destination location IF a file with the same name already exists in the destination location Do not overwrite O Overwrite Create new version Cancel 2 Select any one of the following options given b
99. opagation of file properties during a live transfer to SharePoint and the task validation does not have the ability to trap such related errors g When a particular folder location does not exist in the destination location and is being created as a new folder using the batch descriptor line item entry the task validation tool may report any subfolder under the new folder to be a non existent folder location You can safely ignore this error message User Manual Page 104 Document Import Kit for SharePoint 2007 7 2 How to Create Metadata File The following section gives you the guidelines to create an external metadata file for Import folders files and metadata task type 1 The first row of the metadata file should contain the Field Names as headers In an import task data type of the columns must be the same across all libraries SharePoint Columns that are read only will not be updated by DocklIT The first field should be named as Path Path field should be followed by other field names separated by a delimiter character such as comma semi colon etc The delimiter character used in the external metadata file should be same as List Separator defined in locale settings in Regional and Language Options in Control Panel and Format string value available in the registry key HKEY LOCAL_MACHINE SOFTWARE Microsoft Jet 4 Engines Text The following table shows the equivalent Format string for List Separator
100. ort Kit for SharePoint 2007 DocKIT Task Wizard Step 1 of 15 SharePoint destination location Specify a SharePoint URL of a site f library Folder location into which you wish bo import Folders and Files From file system URL htepifird s 5010 Use currently logged on user context For validation Use the Following credential For validation User Mame VOYAGER Administrator Password 7 Proceed with the steps provided in DocKIT Task Wizard 8 When DockIT connects to a DocKIT Web Services enabled SharePoint server the System Users step will appear as shown in the screen below User Manual Page 61 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 6 of 15 System Users Propagate Created By and Modified By system Fields to SharePoint From the original source This Feature requires DocKIT Web Services to be installed on the destination SharePoint Server Folder System Users Created By Specify User name User name Modified By Assign from metadata File Column name File System Users Created By Assign from metadata file s Column name Modified By Assign From custom property Property name User value Format Display Mame w IF the user does not exist in destination library Use SharePoint default i Note System Users Fields panel will be disabled if DocKIT Web Services is not installed in the destination SharePoint server 9 You can assign the system user fie
101. oval status comments can also be assigned from the external metadata file by including the approval status comments column name in the metadata file Optional Assign Approval Status from custom property The approval status value can also be specified by the custom property name of the file DocKIT can have the approval status value from custom property value of the respective file The approval status comments can also be assigned from the custom property value of the respective file by specifying the approval status comments property name Optional Note The Content Approval Status will be assigned only if the destination library has Content Approval enabled User Manual Page 86 Document Import Kit for SharePoint 2007 4 DockiT Task Wizard Step 8 of 15 Content Approval Status Assign Approval Status For a Folder f File if the destination SharePoint library has Content Approval enabled Folder Content Approval Status O Default status assigned by SharePoint Assign Approval Status and 4pprover Comments From Specific approval status File Content Approval Status Default status assigned by SharePoint Assign Approval Status and Approver Comments From Custom properties we Status property Life cycle status Comments property Life cycle comments Cancel 5 Click Next to proceed User Manual Page 87 Document Import Kit for SharePoint 2007 7 1 7 Rename folders and files To speci
102. pear as shown below You can ignore this step by clicking Next button System Date fields will have the default date values import time assigned by SharePoint User Manual Page 77 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 5 of 15 System Dates Propagate Created Date and Last Modified Date to SharePoint From the original source This Feature requires DockIT Web Services bo be installed on the destination SharePoint Server Folder System Dates Created Date Modified Date File System Dates Created Date _ Modified Date Cancel User Manual Page 78 Document Import Kit for SharePoint 2007 7 1 4 System Users Note DocKIT Web Services must be installed in Windows Server 2003 running Microsoft Office SharePoint Server 2007 or Windows SharePoint Services v3 0 32 bit or 64 bit platform to activate this feature Please ensure the user name specified in SharePoint Login dialog user account specified in the Run As parameter in the scheduled task is a e Member of administrators group in the local server and remote SQL Server or e Application pool user account or e Owner of the site where the destination library resides 1 To specify System Users Created By and Modified By to be assigned to the folder and or file When DockIT connects to a DocKIT Web Services enabled SharePoint site the System Users step will appear as shown in the screen below DocKIT Task Wizard Step 6
103. r SharePoint group name User or group name referring to non existing user or group will not be updated by DocKIT The user Login Name domain username Display Name John Doe or E mail address Someone example com can be used to denote a user account The following section describes the data types supported by SharePoint and an example of how to state the value in the batch descriptor file for import So Type If any other value appears Yes No in the metadata file other than Yes No default value ToT be assigned e 255 characters exceed 255 characters sample for multiline text oreferred Date and Time Date or Date amp Time can 12 80 2006 10 50 AM be given in this field 1 25 2007 DocKIT provides an user option to specify the date mask to use for the date fields in metadata file in the task setup wizard Number The fixed or floating 10 3 41 number can be given to this field The value should not exceed the numeric boundary Currency The fixed or floating 100 10000 1500 67 number can be given to this field Do not use any currency symbol with this field value The value should not exceed the currency boundary Choice Single Text or Number value can Male 15 value be given to this field Do User Manual Page 133 Document Import Kit for SharePoint 2007 not use multiple values unless defined in SharePoint to accept multiple values Choice Multiple Text or Number values W
104. riptor File The following section gives you the guidelines to create an external batch descriptor file for Import documents from a batch descriptor file task type di The first row of the metadata file should contain the Field Names as headers In an import task data type of the columns must be the same across all libraries SharePoint Columns that are read only will not be updated by DocklT The first field should be named as Path and second field should be named as Destination Path Other field names should be followed separated by a delimiter character such as comma semi colon etc The delimiter character used in the external metadata file should be same as List Separator defined in locale settings in Regional and Language Options in Control Panel and Format string value available in the registry key HKEY LOCAL_MACHINE SOFTWARE Microsoft Jet 4 Engines Text The following table shows the equivalent Format string for List Separator in the registry key List Separator Equivalent Format String Comma CSVDelimited semi colon Delimited asterisk Delimited The Path field will not be carried forward as a metadata field into SharePoint The first column of all the rows should contain the source path of the file e g C My Projects Sales Brochures doc or FileServer My Documents Sales Templates xls Be consistent with the drive letters and UNC path when adding folders and file into
105. rs andor Files already residing in SharePoint library Using this task you can Update document properties From the metadata File CSV XLS TST Assign document approval status For Folders and or files Cancel Click Next button 4 Specify Metadata Options Specify System Dates Specify System Users Specify Content Type Settings Specify Content Approval Status Specify File Settings 10 Specify Import Conditions 11 Specify Document Status 12 Specify Task Settings 13 Specify Validate Task Settings 14 Click Finish button to create the task or click Back button to change the any task settings e Se i User Manual Page 139 Document Import Kit for SharePoint 2007 9 1 1 Metadata Options To specify the external metadata file to use to document properties in SharePoint 1 The Metadata Options step appears as shown below DocKIT Task Wizard Step 1 of 10 Metadata Options Specify metadata file to use bo update document properties in SharePoint File Warne 2 Click button to specify the external metadata file The metadata file can be any one of the following file formats Comma delimited CSV Microsoft Excel XLS or Text file TXT 3 The external metadata file will automatically be extracted once the file name is specified lf you are using a Microsoft Excel based metadata file then select the sheet name to use from the drop down 4 Specify the Metadata columns to import by choosi
106. running currently Send us the DocKITErrorLog txt available in the installation path of DocKIT e g C Program Files DocKIT2007 Log While running a task a set of files ActivityLog txt ActivityErrors txt MetadataErrors txt and DocKITErrorLog txt will be generated under the respective task folder in History folder available in the installation path of DocKIT e g C Program Files DocKIT2007 TaskHistory lt taskname gt lt timestamp gt User Manual Page 151
107. s For Folders and or Files Cancel Click Next button Specify Metadata Options Specify File System Properties Specify System Dates Specify System Users Specify Content Type Settings Specify Content Approval Status Specify Rename folders and files Specify Folder Options Specify File Settings Specify Import Conditions Specify Document Status Specify Task Settings Specify Validate _ Task Settings Click Finish button to create the task or click Back button to change the any task settings User Manual Page 125 Document Import Kit for SharePoint 2007 8 1 1 Metadata Options To specify the external metadata file to use to document properties in SharePoint 1 The Metadata Options step appears as shown below DocKIT Task Wizard Step 1 of 13 Metadata Options Specify metadata file to use bo update document properties in SharePoint femmes O A 2 Click button to specify the external metadata file The metadata file can be any one of the following file formats Comma delimited CSV Microsoft Excel XLS or Text file TXT 3 The external metadata file will automatically be extracted once the file name is specified lf you are using a Microsoft Excel based metadata file then select the sheet name to use from the drop down 4 In order to move the source folders and files to the specified location after completing import process click Move Options for more information 5 Specify the Metadata columns to
108. s to the destination location Validate Settings Run Task Yalidation tool for all files Recommended Run Task Validation tool For Files only Note Evaluation version will restrict file validation to a maximum of 100 items Click wiew Results bo view the bask validation results Take corrective action as necessary and proceed with the import View Results Please see respective help section depending on the task type to get more information about Task Validation Tool 11 Click Finish to run User Manual Page 58 Document Import Kit for SharePoint 2007 6 15 How to Import System Users DocKIT updates SharePoint system users Created By and Last Modified By fields for both folders and or files in SharePoint from any one of the following sources using DocKIT Web Services component e User specified username for all folders and or files e Assign from external metadata file e Assign from custom properties MS Office documents only DocKIT Web Services allows the user to update the system user fields by running DockIT for SharePoint 2007 on a remote computer To update the user fields follow the steps given below l In order to update System Users from remote machine DocKIT provides two application components stated below o DocKIT for SharePoint 2007 application which can be installed on a Windows XP or Windows Vista or Windows Server 2003 computer o DocKIT W
109. se the Following credential For validation User Marne VOYAGER Administrator Password eeceseees 4 Add folders and files as Items to import 5 Specify Metadata Options 6 Specify File System Properties 7 Specify System Dates 8 Specify System Users 9 Specify Content Type Settings 10 Specify Content Approval Status 11 Specify Rename folders and files 12 Specify Folder Options 13 Specify File Settings 14 Specify Import Conditions 15 Specify Document Status 16 In Task Settings edit mode DocKIT Task Wizard the task name cannot be altered User Manual Page 111 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Sample Task Step 14 of 15 Task Settings Enter a unique name For the import task and specify schedule task settings Task Mame Task Option Run 4s VOYAGER Administrator Set Password Schedule Task Daily Atk 5 57 PM every day starting 3 30 2007 17 Specify Validate Task Settings 18 Click Finish button to save the task settings or click Back button to go to the previous step User Manual Page 112 Document Import Kit for SharePoint 2007 7 4 How to copy a task To copy or create a new task from an existing DocKIT import task 1 Select a task from the Task List pane Task List 3 tasks Sample Task Sample Taski Re imnport a Sample Task Sample Tasks 2 Click Copy Task from DocKIT main screen E Mew Task Ctrl h
110. se the date value If the metadata value is unavailable invalid or in case of any failure while parsing the date value the current import time will be assigned automatically c Assign from custom property MS Office documents only The date field values can also be assigned from the custom property of the MS Office document DocKIT can assign the date fields from the custom property value of the respective MS Office documents Select the date mask from Date and Time format options to parse the date values taken from specified custom property The default value is the current system settings If the custom property value is User Manual Page 57 Document Import Kit for SharePoint 2007 unavailable invalid or in case of any failure while reading the date value the current import time will be assigned automatically 10 You can use Step 15 of 15 Validate Task Settings step in DocKIT Task Wizard to validate the task and avoid common errors DocKIT Task Wizard Step 15 of 15 Validate Task Settings This step will help vou identify errors that may occur during the import and minimize the errors during a live transfer Run the Task Validation tool bo help vou validate the task settings Most common errors can be identified by using this tool You may run the Task Validation tool when there are any changes to import task settings or any SharePoint settings to ensure correctness Mote The Task Validation tool does not import any actual File
111. seennnnssssseenossssseeerosssssseeressssssrereessssses 52 6 14 HowtoImport System Dates sic sesssiccatenleitnans iaee EA E eN E a ea 54 OAD How TOAMIPOTL System SETS spmaecrar o less AE E eN E ones eT 59 6 16 How to move source files to target location ccccccccccccccssneessscceeeeee ae eeseeeceeeeaaseeseeeseeesaaaaeeeeess 64 7 IMPORT FOLDERS FILES AND METADATA ronori E A A 67 Tals Create TOSK noira E eats Oe i 67 fads Metadatd OPTIONS rarna EA 70 Tell AUESSEN FrOPET UEN a EA eae eeaat aagto eae A 72 User Manual Page 2 Document Import Kit for SharePoint 2007 Lda GSMS CTI AD A CS ccsersie acute geste ses tet icles Wate vtec ace da OO dS eluate RO se dea Rada a eens 75 AE E A S r NAAN EA vals cede A EN A A ATEEN A 79 Fads Cne I VOC SS CLAS wat ink sys atelier ns tea vse cee NAE EE TE EEN bane Nan aba ec ets 83 TsO CONTENU ADPTOVOT OTO UN Era E EET EE EEEE E EE AEE E E E sneaven es 85 Kdy Rename Td ers and TUES ens EEE EAE AT EE 5S Tobie Tdr OPUN cares des ssieauecttueiaavenceurostavaudad cxccaueudsstined tacenressaozibed cosa vesauoni zed EEE 90 TAD CSCI GS sad ovvcrsirsa tate EEA EEEE A T EEE 92 7 1 10 IMPO C Ond ONS orri EEE cacao vesd eet ized net alcoeia seabed oe ceauead wen EEE E 94 7 111 TDI OCUINC ILE SIGUUS oirin a E unaded tasiayvbeabutarid ensdaiconiecale A A 97 7A A2 Task S eNO S ici ress cae EER et ceiietea eipcvcpuiates Nature sents Muse d tes aipcoetnaata bi aeeanoeaueirentees 98 7 1 13 Vahdate Task SENES ienei
112. ser account specified in this step The Run As account should be a valid Windows domain account User Manual Page 98 Document Import Kit for SharePoint 2007 DocKIT Task Wizard Step 14 of 15 Task Settings Enter a unique name For the import task and specify schedule task settings Task Name Sample Task Task Option Run task upon clicking Finish button Run later G Create Schedule Task Run 4 amp 5 VOYAGER Administrator Set Password Schedule Task Daily pe a Ge 1 50 PM every day starting 10 3 2007 Click Finish button to create the task User Manual Cancel Page 99 Document Import Kit for SharePoint 2007 7 1 13 Validate Task Settings Task Validation tool helps you validate the exact steps performed by DocKIT during the import process This tool does not import any files to the destination location Most common errors can be identified by using this tool You may run the Task Validation tool when there are any changes to import task settings or any SharePoint settings to ensure correctness 1 The Validate Task Settings step in the DocKIT Task Wizard appears as shown below DocKIT Task Wizard Step 15 of 15 Validate Task Settings This step will help vou identify errors that may occur during the import and minimize the errors during a live transfer Run the Task Validation tool bo help vou validate the task settings Most common errors can be identified by using this tool You may run the
113. server o Enables users to update the system fields regardless of the platform architecture 32 bit or 64 bit platform o Integrates seamlessly with DocKIT application User Manual Page 6 Document Import Kit for SharePoint 2007 1 DockIT for SharePoint 2007 Installation Requirements Hardware Intel Pentium processor 512 MB of RAM 4 MB disk space to install DocKIT Software Windows XP or Windows Vista or Windows Server 2003 with the latest service packs and NET Framework 2 0 or higher Microsoft Office 2007 Suite or Microsoft Office 2007 Compatibility Pack required when importing Office 2007 format based file properties Installation Instructions Once you download the software install applications packages msi depending on your import requirements The simple setup wizard will guide you through the installation process e DocKIT2007 msi in order to install DocKIT for SharePoint 2007 application You can use this setup file to install DocKIT application in the SharePoint Server or any client machine running Windows XP or Windows Vista 82 bit or 64 bit platforms e DocKIT2007 WebServices x86 msi in order to install DocKIT Web Services component for 32 bit Windows 2003 Server You can use this setup file to install DocKIT Web Services component in 32 bit Windows Server 2003 running Microsoft Office SharePoint Server 2007 or Windows SharePoint Services v3 0 in order to propagate the Created Date Last Modified Date Create
114. stalling DocKIT for SharePoint 2007 ell v2 2 DocKIT DockKlT for SharePoint 2007 ve 2 is being installed Please wai E DocKIT for SharePoint 2007 will now be installed in your Hard Disk Once the installation is successfully completed you will be prompt to the next screen User Manual Page 15 Document Import Kit for SharePoint 2007 3 8 Installation Complete The Installation Complete dialog is the last step of the DocKIT for SharePoint 2007 installation process DockIT for SharePoint 2007 is now installed on your computer and fully functional ie DocKIT for SharePoint 7007 v2 2 Confirm Installation ell DocKIT The installer i ready to install Dock lT for SharePoint 2007 v2 2 on your computer Click Next to start the installation User Manual Page 16 Document Import Kit for SharePoint 2007 4 DocKIT Web Service Installation Process In order to propagate the Created Date Last Modified Date Created By Modified By Content Approval Status amp Comments fields from the source documents 4 1 Installation Launch ia DockIT Web Services for SharePoint Z007 2 2 O x 4 el DocKIT Web Services for SharePoint 2007 Yersion 2 2 DocKIT Copyright 2002 7008 Vyapin Software Systems Pwt Led All rights reserved Email supportigyyapin com Webs wew vyapin com The installation process starts with the DocKIT Web Services for SharePoint 2007 Logo Press the Next button to
115. task history When an export task is run in DocKIT the task export information is maintained in the TaskHistory folder The task history information can be seen at right bottom of DocKIT application s main window Task History Refresh gt Move Files Re import view Activity Log pa Remove Start Time End Time Elapsed Time Remarks gapz00g 2 09 26 PM S302008 2 11 14 PM 00 01 45 Incomplete refer activity log SIS0 2008 11 32 51 AM SIS0 2008 11 33 08 AM 00 00 16 Completed successfully To view task history of a particular task 1 Select a task from Task List pane Task List 3 tasks a Sample Task Sample Taski Re import a Sample Task E Sample Task3 2 The history of task will be displayed at right bottom of DocKIT main window as shown below User Manual Page 46 Document Import Kit for SharePoint 2007 Task History Refresh e Move Files Re import dgy view Activity Log Z Remove Start Time End Time Elapsed Time Remarks gapz00g 2 09 26 PM 5302008 2 11 14 PM 00 01 45 Incomplete refer activity log SIS0 2008 11 32 51 AM gagrz00g 11 33 08 AM 00 00 16 Completed successfully Where Start Time gt Date and Time a task was initiated End Time gt Date and Time a task completed its export process Elapsed Time gt Total time hh mm ss a task has taken to complete its export process Remarks gt Brief remark about the status of export Possible Remarks Completed successfully Incomplete r
116. the document Check out the document Cancel 2 Select any of the following options a Check in the document after performing the import the document will be in checked in state b Check out the document after performing the import the document will be in checked out state 4 Note The versions created by the document status settings will be affected by the library settings Require check out to edit the documents 3 Click Next to proceed User Manual Page 97 Document Import Kit for SharePoint 2007 7 1 12 Task Settings To specify the task name and schedule settings for the DocKIT import task perform the steps given below 1 The Task Settings step appears as shown below DocKIT Task Wizard Step 14 of 15 Task Settings Enter a unique name For the import task and specify schedule task settings Task Option Run task upon clicking Finish button Run later Create Schedule Task ee ossz S Schedule Task Daily 8 2 Enter a unique task name in Task Name textbox 3 Select a Task Option from one of the following options a Run task upon clicking Finish button to run the task immediately after clicking Finish button b Run later to run the task later as and when desired c Create Schedule task to create a Windows scheduled task DocKIT will create a schedule task in the Windows Scheduled Tasks with the given settings DocKIT will perform the import based on the Run As u
117. the values to be interpreted correctly All the user entries in the external metadata file must be in the same format The values can be of single or multiple Multiple values should be separated with DocKIT will search for the value in the site users list and assign the ID of the matching the user or group name to the People or Group column of the imported file only if the user or group name exists Hyperlink or The http URL of any http rd65 5010 Shared Picture resource or picture can be Documents My sample given to this field file doc http rd60 Pictures chart omp Sample format of a CSV TEXT batch descriptor file A Note Refer Point 2 for the separator to be used in the batch descriptor file Path Destination Path Issue Date Author Name Position Department C My Documents Sample Brochure doc http rd60 libone1 11 06 2006 John Doe Director Senior Management C My Sales Sample Sales Template xls http rd60 libone2 11 24 2006 Jane Doe VP Sales Corporate Sales C My Sales Sample Product Demo ppt http rd60 libone3 folder 09 09 1999 David Blake Sales Manager Consumer Sales User Manual Page 136 Document Import Kit for SharePoint 2007 8 2 1 Edit task 8 2 2 Copy task 8 2 3 Delete task 8 2 4 Run task 8 2 5 Re import task User Manual P
118. to have its own system users so long as the stated user already exists in the SharePoint library The user value format specified in Step 3 Metadata Options will be used to search the User ID in the site users list If the metadata entry is not available the current import user will be assigned automatically 3 Import File System Users Select Created By and Modified By fields checkbox as appropriate and use one of the File System User options given below by which DockKIT determines the source of system user values for the respective file The user value can be the Login Name or Display Name or E Mail address of the user DocKIT will search the site users list and assign the ID of the matching the user to the People or Group column of the respective file only if the user name exists Do not use multiple values Specify user The specified user value will be assigned to the respective user fields Select the user value format from User Value Format options to search the User ID in the site users list for the specified user value The default format of the user account is the user login name DOMAIN USER Assign from metadata file The system users can also be assigned from the external metadata file by including the file system users column name in the metadata file This option allows each file to have its own system users so long as the stated user already exists in the SharePoint library The user value format specified in Step 3 Metad
119. ts and metadata from file system to SharePoint DocKIT Task Manager in the main application window will help you manage DocKIT import tasks and their corresponding task history DocKIT Task Manager provides menu and tools to work with the tasks easily a DocKlT for SharePoint 2007 Task View Tools Help FIA Od Fa New Task Edit Task Copy Task Delete Task Run Now Task Status Cleanup History Task List 4 tasks Task Details a Sample Taski aa Site Settings Sample Taski Re import 2 URL http rd6s 5010 Eq Sample Taskz E User Option Use VOYAGER Administrator credential E Sample Tasks Metadata Metadata File D Bulk DatayProduct document metadata csy Option Import all columns Content Type e Task Properties Task History Refresh gt Move Files Re import TA View Activity Log a Remove Task Name Start Time End Time Elapsed Time Remarks Sample Taski i 3292007 5 14 47 PM 3 29 2007 5 16 09 PM Completed successfully Description a 29 2007 5 00 37 PM 3 29 2007 5 00 57 PM 00 00 19 Terminated canceled by user Import Folders files and metadata S2o2007 4 58 24 PM azgje 4 58 57 PM 00 00 33 Completed successfully Schedule B29 2007 4 50 35 PM 3292007 4 52 02 PM 00 01 27 Completed successfully Ot 12 37 PM every day starting 330 2007 Next Run Time Jaoor 12 37 Ready DocKIT Task Manager contains a standard menu bar and toolbar along with four panes to manage DocKIT import task effectiv
120. wizard will guide you through steps to create a task based on the selected Task type Import folders files and metadata Create a bask to import Folders and Files along with metadata manually added by the user From File system to SharePoint library Import documents from a batch descriptor file Create a task to import Folders and Files along with metadata Fror File system to SharePoint library based on the entries in the descriptor File Apply metadata to documents from metadata file Create a task to update document properties to documents already residing in SharePoint library using the values specified in the metadata File Cancel 2 The DocKIT Task Wizard appears User Manual Page 124 Document Import Kit for SharePoint 2007 ee E E 10 11 12 13 14 15 16 17 DocKIT Task Wizard Welcome to DocKIT Task Wizard This wizard helps you manage the import task settings This wizard will guide you through the steps to create f edit a task to import Folders and Files Fram File system to SharePoint library as specified in the batch descriptor File Using this task you can Import Folders and Files to SharePoint library Import metadata properties as specified in the batch descriptor file CSV XLS TAT Update Created Date Last Modified Date and Created By Modified By system Fields Import file system properties such as Title Subject Author etc Assign document approval statu
121. ws Server 2003 e Use DockKIT2007 WebServices x64 msi in order to install in 64 bit Windows Server 2003 3 If necessary reset IIS by using IISRESET noforce for the changes to take place in the SharePoint server 4 You can install DocKIT application in the same SharePoint server or any client machine running Windows XP or Windows Vista regardless of platform architecture 32 bit or 64 bit platforms 5 In DocKIT application create a task using Import folders files and metadata option in New Document Import Task dialog as shown below and click OK User Manual Page 54 Document Import Kit for SharePoint 2007 New Document Import Task Select a bask type For creating a new task A wizard will guide you through steps to create 4 task based on the selected Task type Import folders files and metadata Create a task to import Folders and Files along with metadata manually added by the user From file system to SharePoint library Import documents from a batch descriptor file Create a task to import Folders and Files along with metadata Fror File system bo SharePoint library based on the entries in the descriptor File Apply metadata to documents from metadata file Create a task to update document properties to documents already residing in SharePoint library using the values specified in the metadata file Note You can also use Import documents from a batch descriptor file option to update these date fields
122. x E D Fil webb Agwkibs bn Bles lz95 Dad UES CofyKOwhs 7odg LF OUI wink UUs Re 1Hgbu C Howat piog3 H GrB3 Gy 2k S4U 149x5300 Pto HF Bimext Og 1d Lk J9 Pg Tfusb Ht Pus igh DALAT ERIS Let ESF rl ST hi oie REfminn NERS AO TRAP SS gob AN OOTEO YS0F Grd bt QHptz isket Rlyib Rvp Pts Lom Eve 6 Tide Gyk RAW tg Onl i rsamtg Tcon o Ea Hbens O01 Np 19AluF PID wv Hii igoom19g 8G Tage SphlEd Cik el TE Ua Tad W S Ae Soh ide HS CuTyY RE Mt Noky LOSS 2bk Yet P C Pegiy Amd 1 Igvoqee Fsinsuly Loe I bbGm O02 PR9rvin Lytlah Gu xi pldpkgalf LEIS Pf Gs Ott U 2x bw F ead P B4 PF Zm Jp Eed4ivige Fh T9v C Opg 014d Pee Oit Yudh Ron Od Hewi EmAs ENO LICENSE KEY COPY ABOWE THIS LINE Image 2 How to copy license key screen ll Troubleshooting lf and when a problem arises please forward the following files to support vyapin com to get back to you with a solution These files will be available where DocKIT is installed 1 Error log file e g C Program Files DocKIT2007 Log DockIT ErrorLog txt 2 For issues while running a task the Activity Log and Error Log files will be generated in a date and time stamp folder within the task folder name under TaskHistory folder a Activity log file e g C Program Files DocKIT2007 TaskHistory DocKIT b User Manual Task 20060522 183919 logs ActivityLog txt Error log file e g C Program Files DocKIT2007 TaskHistory DocKIT Task 20060522 183919 logs ActivityErrors txt Metadata log f
123. y tab of file properties as seen in Windows Explorer MS Office SharePoint automatically propagates custom properties of MS Office documents namely MS Word MS Excel and MS PowerPoint DocKIT updates the File System Properties in the respective SharePoint site columns DocKIT automatically maps the file system properties with their respective SharePoint site columns internal names in their respective SharePoint language Hence the system site columns have to be included in the SharePoint library for the file system properties to be updated correctly To include the Site Columns to a SharePoint library Site Name gt Library Name gt Settings gt Add Columns from Site Columns The table below summarizes the default Site Columns that are updated by DocklT SharePoint Group Name SharePoint Column Name Core Document Columns Subject Author Category Comments Keywords Core Contact and Calendar Columns Company Manager s Name When importing Microsoft Office 2007 documents Open XML documents with their File System Properties please ensure the machine running DocKIT has either Microsoft Office 2007 Suite or Microsoft Office 2007 Compatibility Pack is installed In other words you do not require these applications if you are not importing the file system properties of MS Office 2007 documents DocKIT will not be able to update the respective site columns will be left blank in case this system requirement is not
124. y item To maintain task history items see Cleanup history and Task Status User Manual Page 50 Document Import Kit for SharePoint 2007 6 12 How to cleanup history DocKIT maintain the task history of each task run in the application task history folder e g C Program Files DocKIT2007 TaskHistory lt taskname gt lt timestamp gt Over a period of time the task history folder grows in size We recommend cleaning up the task history periodically to control the disk space usage To cleanup task history perform the following steps given below 1 Click Cleanup History from DocKIT Task Manager 2 Cleanup History This cleanup utility will clear task history and related Files Specify a relevant value to maintain task history Retain task history For last runs only Retain task history For last days only a Selecting Retain task history for last lt n gt runs only option will remove all history entries for each task that are older than lt n gt runs task instances b Selecting Retain task history for last lt n gt days only option will remove all history entries for each task that are older than lt n gt days User Manual Page 51 Document Import Kit for SharePoint 2007 6 13 Rules for renaming folder amp file SharePoint does not permit certain characters in folder and file names DocKIT provides an ability to rename invalid character s to valid character s thereby eliminating the tedious step of ren

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