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SPList Export for SharePoint 2007 User Manual

1. IK Cancel User Manual Page 30 of 111 SPList Export for SharePoint 2007 SPListX 5 4 How to delete an existing task To delete a SPListX export task Select a task from Task List pane Task List 7 tasks a Sample Task a Sample Task Click Delete Task from SPListX main screen Ctrl M Chrl E Fy Copy Task Cr ia Delete Task Del Fa Create Windows Task Run How Ctrl F Ctrl g Or Press Del key Click Yes in Delete Task message box shown below User Manual Page 31 of 111 SPList Export for SharePoint 2007 SPListX Delete Task This action will remove task Sample Task1 and its associated task history a re vou sure vou want to delete the task Lf Note Deleting a task will permanently delete the selected task and its task history items User Manual Page 32 of 111 SPList Export for SharePoint 2007 SPListX 5 5 How to run a task SPListX Run Now feature allows the user to instantiate a task anytime after the task has been created To run a SPListX export task Select a task from Task List pane Task List 7 tasks a Sample Task a Sample Task Click Run Now from SPListX main screen E Mew Task Ctrl h Edit Task Ctrl E ctrl E Del Ctri Q Or Press Ctrl R key Click Yes in Run Now confirmation message box shown below User Manual Page 33 of 111 SPList Export for SharePoint 20
2. e Click Close button to close this window User Manual Page 41 of I11 SPList Export for SharePoint 2007 SPListX 5 9 How to view task history When an export task is run in SPListX the task export information is maintained in the TaskHistory folder The task history information can be seen at right bottom of SPListX application s main window Task History Refresh View Activity Log gt Remove Start Time End Time Elapsed Time Remarks 5 17 2008 12 08 52 PM 5 17 2008 12 13 04 PM 00 04 11 Completed successfully SF i2008 12 31 30 PM SF i2008 12 32 24 PM 00 00 53 Incomplete refer activity log SF i2008 12 33 14 PM SIF i2008 12 33 30 PM 00 00 16 Terminated canceled by user To view task history of a particular task Select a task from Task List pane Task List 7 tasks The history of task will be displayed at right bottom of SPListX main window as shown below User Manual Page 42 of 111 SPList Export for SharePoint 2007 SPListX Task History Refresh TA View Activity Log a Remove Start Time End Time Elapsed Time Remarks S17 2008 12 08 52 PM g i7z00DS 12 13 04 PM 00 04 11 Completed successfully S17 2008 12 31 30 PM S17 2008 12 32 24 PM 00 00 53 Incomplete refer activity log SF i2008 12 33 14 PM g i7208 12 33 30 PM 00 00 16 Terminated canceled by user 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
3. J Cancel Select from the following options a Do you want to create current timestamp folder under destination location This option creates timestamp folder under the specified destination location This option may be useful when scheduling the export process or when repeated exporting contents to the same destination location Select the appropriate option to create the timestamp folder by selecting the option Yes No b Do you want to create top level folder s included for export The top level folder is the folder added or specified for export by the user SPListX will commence the export process from this top level folder Select the appropriate option to create the top level folder by selecting the option Yes No C Do you want to create destination folder path if it does not exist This option creates the full folder path in the destination location if the specified path is not available in the specified location by selecting the option yes d Do you want to create separate folder for storing attachments This option creates separate folder for storing attachments under the specified destination location by selecting the option yes No e Do you want to overwrite file if the file name is already exist in destination location User Manual Page 69 of 111 SPList Export for SharePoint 2007 SPListX a Yes Deletes the file from the destination location and exports the current source file b N
4. User Manual Page 110 of 111 SPList Export for SharePoint 2007 SPListX How to copy license key BEGIN LICENSE KEY COPY BELOW THIS LINE Select and then Copy the porai selected text vig Sasiqyql9g2HG Yngtgb Nn4383 PIB Drebhspat CA med G Onur ls HSH GLY webb Aghikibs bn BlesSl29s Qg 0 Qaz Coty Dw NSAr4g LF OUI Petr Sk UUs 1 Re 1 Hgbu C Howat piog3 HGrbs Gy zk S4U 14gxs3900 Po HF Bimet Og 1d Lk JS Pg Ttusb Ht PW S idk OI ALS ERIS Let ESF rl STA Ree RSfmnn MS Wg AO Rar 22 gdb AN OOTEO Y30F Grd bt QHptz isket Rlyib Rvp Pts Lom Eve 6 Tide Gyk RAW tg Onl i rsamtg Tcon o Ea Hbens 001 Ap 1d Adu PF Plz A igqoomg 8 G Tage SpMEdxC fkin 0 OTa TH YS Me Soh Wid AS CuT Y Rz Mt Nosky LOSS bk Yzf P C Pegiy RmdO 1 IgvOqwe fsinsuly Loe I bbGm 002 PR9rvinLyflah GustpJdp Kgalf LES Pt Gs Ott U 2ebu Fed P B P F Zum U dp l Eed4viga Ph Taw C Opq9 01 Ad Peet Yuh Ron Od Hewhikm Aq END LICENSE KEY COPY ABOVE THIS LINE Image 2 How to copy license key screen User Manual Page 111 of 111
5. The file is checked out or locked for editing by This error may occur when reading a file in user SharePoint if the given file is checked out and exclusively locked by another user The Microsoft Jet database engine cannot Ensure that the specified file is not currently open the file lt file name gt It is already in use open by any other application or opened exclusively by another user or you user Close the file and try again or close need permission to view its data and re launch SPListX application The Microsoft ACE OLEDB 12 0 provider is Ensure that the machine running SPListX has not registered on the local machine either Microsoft Office 2007 Suite or Office 2007 System Driver Data Connectivity Components installed Export Condition failed Ensure that the specified column in export condition exists in the source SharePoint List Ignored Export Condition not satisfied The list folder list item does not satisfy the export condition specified in the task settings SPListX will log this message in the Activity log and the list folder list item will be Skipped for export Cannot export the column lt Column name gt Ensure that the specified column in export values since the column could not be found metadata for specific columns exists in in the SharePoint List SharePoint List User Manual Page 106 of I11 SPList Export for SharePoint 2007 SPListX IV Examples SPList
6. Export SharePoint list contents folders files list item attachments to the local file system or network share Metadata will not be exported e Export metadata only Export metadata for SharePoint list contents to the local file system or network share Physical files or attachment files will not be exported The Export Options step appears as shown below SPList Task Wizard Welcome to SPList Task Wizard This wizard helps you manage the export of SharePoint list contents bo the File system along with its associated metadata Export Option Export list contents and metadata Export SharePoint list contents Folders f Files f list item atkachments and its associated metadata to the local File system or network share Export list contents physical files only Export SharePoint list contents Folders Files f list item akkachments to the local File system or network share Metadata will not be exported C Export metadata only Export metadata For SharePoint list items to the local File system or network share Physical Files or attachment Files will not be exported Cancel Select the required export options The wizard guides you with the steps accordingly User Manual Page 51 of 111 SPList Export for SharePoint 2007 SPListX 6 1 2 SharePoint source location To specify a SharePoint URL of a site list folder location from which you wish to export folders files and list items including attachment
7. Mew Header Name You can rename SharePoint columns when exporting to the metadata File Enter the SharePoint column name and the new header name to use in the metadata file JP New Header Mame version Mumber Version Number Destination Location SPListX Task Wizard Step Number Metadata File Settings Specify destination path to store metadata file and export File Formak CSW MDB SLS 4ML Metadata file location Ds Wyapin Products Workspace SPList Export Create Folder path if it does nok exist Metadata File Format Comma delimited C5 Microsoft Access MDB Microsoft Excel L5 O eXtensible Markup Language ML erie al i iota ile Fer este He lt LibraryName gt lt Timestamp gt Create metadata file even when there are no list items New header eee Column Mame Header Name Optional s neee n l Source URL Source URL Version Number Version Number Destination Location Click Next to proceed User Manual Page 101 of 111 SPList Export for SharePoint 2007 SPListX 7 1 9 Task Settings To specify the task name and schedule settings The Task Settings step appears as shown below SPListX Task Wizard Step Number Task Settings Enter a unique name For the export task and specify schedule task settings Task Mame Task Option Schedule Task Daily es Enter a unique task name in Task Name textbox Select a Task Option from one of the following options 1
8. SNOLEPOINE source LOCALOM acies eiian sous eceia ssa E e ts oes E BAG Seo nc E 52 Oe Se UMN TO CAPT aio n E E E cat Cases h Soba eens See 54 OD FIC VerSIOMsO HONS acess brie sires sea vuinaateaetnes eats stnusalercataitenwnanea E NE 60 O13 Comin SCHUM OS OPTIONS arses a NES 61 610 EPO CONC U TONS zuera essere asta bac aan a seeded vipat eaten os De cats Gases h octet acres SES 63 O47 JDESUNGIION d older ODHOWS hott acts ina ee se 69 GdS Filesystem Date SCUINOS cigs aceon E N 12 O19 Metodat Pile SCURN GS ii E ANR 73 6 1 10 LOSK S CUES eer ea AE 77 USER S MANUAL TABLE OF CONTENTS User Manual Page 2 of 111 SPList Export for SharePoint 2007 SPListX 7 EXPORT SHAREPOINT LIST CONTENT USING A BATCH DESCRIPTOR FILE 00ccccesecceseceensceescceenes 79 7 1 CEL OS te ies ce oll erate sacha E ete cise der AEE E A NEA E E ame ducee 79 TAD Credle Baleh Descr POr FC sen nee ee daiuaicecy cates visex god E O nen C EE l Teds EPO OPUONS ceiien nins EEEE E V ETE ENEE VEA EAEE TEE 83 TAS BONAS TPO T E ax aE E EEA AE EAEE AN EEE 84 Tal Aer VENO O DINOS irai e aE RE A EEA A E A 56 Tole COMMMSCIINGS OPUS ER EA A saadarensapiahed A seaeaueeites 87 Sde Os EPO CONLIN S aire EA EAE EE AT EE 89 Vike TDCSTMOMON Folder ODUGCHS Aian EAA E EE T AT E 95 Fil Fo Fles yistem Date SCOT isea ne E E E 98 Fd Meoladata File SEMOS ereere E R 99 Pde SASKA EUNE Saroe N a cuihasoncnttomandalmepoedeousinas tis ceimounaesnnesheievmamaavemeets Ooubasaneckpue
9. Taskhame Taski Timestamp 2009021 7 180732 UserMame soadminuser Result lt SiteNanmne gt lt Library Mane gt lt Timestamp gt Construct metadata file name along with the available name mask provided in the dialog Click OK to close the dialog The constructed file name mask will be placed in metadata file naming mask textbox as shown above The metadata file will be named using the resultant mask value By default an empty metadata file will not be created If you want to create an empty metadata file then select Create metadata file even when there are no list items option You can specify new column names when generating the metadata file in the file system location To use this feature specify the new header names by clicking the Edit button A New Header Dialog appears as shown below New Header Name You can rename SharePoint columns when exporting to the metadata File Enter the SharePoint column name and the new header name to use in the metadata file F Column Mame New Header Mame Version Number Version Number Destination Location x You can specify SharePoint column name in Column Name textbox and new name for the SharePoint column in new name textbox Click OK For example a SharePoint User Manual Page 100 of 111 SPList Export for SharePoint 2007 SPListX column named Department in the source SharePoint list can be renamed as Location when exporting the metadata file at run time
10. Created By john doe Operator Value Conditions Export list items if the above condition is satisfied G not satisfied Cancel Click button to add the SharePoint columns in Field Name dropdown The Add Fields Dialog appears as shown below User Manual Page 66 of 111 SPList Export for SharePoint 2007 SPListX Add Fields Dialog hal Designation Specify the column name in Name textbox and select the data type of the column in SharePoint from Type drop down Click Add button to add the columns to the fieldname dropdown list Click Remove button to remove the columns from the fieldname dropdown list You can specify the export conditions by selecting the field name and by specifying a value with necessary operator You can use mathematical operators such lt gt to define your query Complex queries can be constructed with the use of left right parenthesis and and logical operators AND and OR User Manual Page 67 of 111 SPList Export for SharePoint 2007 SPListX Folder Export Condition Specify rule that must be satisfied before exporting item from SharePoint For example you can export Folder only when Created By john doe Field Name La Conditions Created Date gt 9 1 2009 AND Created Date lt 9 1 2009 Export list items if the above condition is satisfied G not satisfied z SPListX will export the folders that satisfy the
11. Edit Task from Task menu E Mew Task Ctri h Fa Edit Task Ckrl E TE Copy Task Ctrl Z h Delete Task Del l Create Windows Task Run Mow Ctrl F Ctrl Q Or Press Ctrl E 3 SPListX 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 Export SharePoint list contents using the browse option e edit Export SharePoint list contents using a batch descriptor file User Manual Page 28 of 111 SPList Export for SharePoint 2007 SPListX 5 3 How to copy an existing task To copy or create a new task from an existing SPListX export task select a task from the Task List pane Task List 7 tasks a Sample Task a Sample Task Click Copy Task from SPListX main screen Ctrl M Ctrl E Create Windows Task Run Mow Ctrl F Ctrl g 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 29 of 111 SPList Export for SharePoint 2007 SPListX Copy Task Copy a task and its export settings Enter a unique name For the task copy Sample Taski ave AS Sample Taski Copy Run As VO AGER Administrator Password
12. SPListX should be installed By default SPListX 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 12 of 111 SPList Export for SharePoint 2007 SPListX 3 7 Application Data Folder Select application data folder path SPList will store application worker files in the following folder Click Browse button to change the folder location and then click Next to proceed Application Data Folder CAD ocuments and Settings All Users Application Data Hi T pe ros E ro alts me a Cn 4 PE e ee a ok a Sy gt List Export for Sharerot at s The specified path d Documents and Settings All Users 4pplication Data is unavailable User Manual Page 13 of 111 SPList Export for SharePoint 2007 SPListX 3 8 Installation Progress H SPList Export for SharePoint 2007 v3 0 Installing SPList Export for SharePoint 2007 3 0 SPList Export for SharePoint 2007 v3 0 is being installed Please wait ee SPList Export 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 14 of 111 SPList Export for SharePoint 2007 SPListX 3 9 Insta
13. Terminated canceled by user Click View Activity Log from SPListX main screen age View Activity Log Or Select View Activity Log from Tools menu Remove Activity Log 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 Task Results Displays detailed 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 Task settings Displays settings specified for the task at the time of export User Manual Page 44 of 111 SPList Export for SharePoint 2007 SPListX 5 11 How to remove a task history item To remove a task history item Select item from Task History pane Task History Refresh View Activity Log gt Remove Start Time End Time Elapsed Time Remarks 5 17 2008 12 08 52 PM 5 17 2008 12 13 04 PM 00 04 11 Completed successfully SF i2008 12 31 30 PM SF i2008 12 32 24 PM 00 00 53 Incomplete refer activity log SF i2008 12 33 14 PM SIF i2008 12 33 30 PM 00 00 16 Terminated canceled by user Click Remove from SPListX main screen Or Select Remove Activity Log from Tools menu EA Cleanup History iy View Activity Log x Remove Activity Log This will remove the currently selected act
14. User Manual Page 104 of 111 SPList Export for SharePoint 2007 SPListX ll 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 SPListX that you are evaluating or you have registered with us Version information could be found in the About Screen and in Help b Additional services or resource consuming processes applications like anti virus running in the background on SPListX installed machine as well as the source MOSS WSS and destination 2 Hardware configuration of the machine where SPListX and MOSS WSS is installed 2 Service Pack version of Windows Server amp MOSS WSS running currently 2 Send us the SPListXErrorLog txt available in the installation path of SPListX e g lt Application Data Folder gt SPListX Log f While running a task a set of files ActivityLog txt ActivityErrors txt MetadataErrors txt and SPListXErrorLog txt will be generated under the respective task folder in History folder available in the installation path of SPListX e g lt Application Data Folder gt SPListX2007 TaskHistory lt taskname gt lt timestamp gt L Note lt Application Data Folder gt is the common area where SPListX tasks and task history will be stored in the machine running SPListX The lt Application Data Folder gt specified at the time of installing SPListX can
15. User Manual Page 24 of 111 SPList Export for SharePoint 2007 SPListX 4 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 ty View Activity Log gt lt Remove Start Time End Time Elapsed Time Remarks S172008 12 06 52 PM S172008 12 13 04 PM 00 04 11 Completed successfully g i7i2008 12 31 30 PM SF i2008 12 32 24 PM 00 00 53 Incomplete refer activity log S17 i2008 12 33 14 PM SIF i2008 12 33 30 PM 00 00 16 Terminated canceled by user User Manual Page 25 of 111 SPList Export for SharePoint 2007 SPListX 5 SPListX Task Management 5 1 How to create a new task You can create a task to export folders files list items including attachments along with their metadata from SharePoint list to file system or network share SPListX facilitates exporting files list items attachments and its associated metadata from SharePoint list using the following export methods or task types 1 Export SharePoint List contents using the browse option Export folders files and list items including attachments along with metadata to the file system by browsing the SharePoint list contents 2 Export SharePoint List contents using a batch descriptor file Export folders files and list items including attachments along with metadata from SharePoint list to
16. Version Options To selectively export list item version to the destination location The File Version Options step appears as shown below SPListX Task Wizard Step Number Version Options Specify the list item versions to export By default latest version of the list item will be exported version Options Latest version only O Export version range All versions Cancel By default Latest version only option is selected Item version settings will be used for each of the list item exported from the list Select any one of the following version settings a Latest version only Export the latest list item version from the source b Export version range Export only list item versions specified in the range from the list e g versions 2 to 5 c All versions Export all list item versions available in the source list User Manual Page 60 of 111 SPList Export for SharePoint 2007 SPListX 6 1 5 Column Settings Options To selectively export metadata columns from the SharePoint list The Column Settings Options step appears as shown below SPListX Task Wizard Step Number Column Settings Options Specify the SharePoint columns you wish to export By default all user defined SharePoint columns will be exported Column Settings Do not export columns Export all columns Export all user defined columns Export selected columns Select any one of the fo
17. and file in the file system follow the information outlined below The File System Date Settings step appears as shown below SPListX Task Wizard Step Number File System Date Settings Use the options below iF you like to propagate Created Date and Last Modified Date Field from SharePoint list to File system Mote You can propagate original created date and last modified date For Folders and Files From SharePoint list to the NTFS File system In a FAT File system the last modified date alone will be retained From SharePoint list Retain created date Retain modified date Select File System Date Settings The date options given below will assign the respective data field values in the file system as in the original SharePoint library o Retain created date Carry forward propagate Created Date field from the source folders files and list item attachments to the Windows file system o Retain modified date Carry forward propagate Last Modified Date field from the source folders files and list item attachments to the Windows file system Lf Note You can propagate original created date and last modified date for folders and files to the NTFS file system In FAT file system the last modified date alone will be retained as in source Click Next to proceed User Manual Page 72 of 111 SPList Export for SharePoint 2007 SPListX 6 1 9 Metadata File Settings To specify the metadata file location whe
18. be found from the Help gt About screen The default path of lt Application Data Folder gt is as follows o Windows XP Windows 2003 C Documents and Settings All Users Application Data o Windows Vista or later C ProgamData User Manual Page 105 of 111 SPList Export for SharePoint 2007 SPListX lll Error Messages and Resolution You may notice one or more of the error messages given below when using SPListX to connect to SharePoint and perform an export This is not an exhaustive compilation of all error messages but an attempt to include as many known error messages and how to resolve the errors Please refer Troubleshooting section for more information Error Message Resolution The remote server returned an error 407 Proxy Authentication Required Enable the Bypass proxy server for local addresses option available at LAN Settings of Internet Options of Internet Explorer Browser Unable to establish existence of the account The user account specified in the scheduled specified task should be a trusted domain user account Source folder or file not found Ensure that the given Source Path is valid and available Invalid or unavailable source paths will result in this error Unable to locate list with the specified URL Ensure that the given source list URL is valid and exists Unable to locate destination folder with the Ensure that the given destination folder specified path location is valid and exists
19. export condition or export the folders that do not satisfy the export condition depending on the option selected by the user e Export list items if the above conditions are satisfied Folders that satisfy the condition will be marked for export e Export list items if the above conditions are not satisfied Folders that do not satisfy the condition will be marked for export List Item Level Conditions Same as Folder Level Conditions Click Next to proceed Also See Examples of Export Conditions User Manual Page 68 of 111 SPList Export for SharePoint 2007 SPListX 6 1 7 Destination Folder Options SPListX will create destination folders based on the following options given below The Destination Folder Options specification wizard step appears as shown below SPListX Task Wizard Step Number Destination Folder Options Specify Folders settings to use when creating Folders in File system Do you want bo create current timestamp Folder under destination location O Yes No Do you want to create the top level Folder s included For export Yes No amp amp Do you want to create destination Folder path if it does nok exist Yes No Do you want bo create separate folder for storing attachments Yes No Attachment Folder Tag Mame Attachment _ lt ThamID gt lt ThemTitle gt Do you want to overwrite File iF the file name already exists in destination location O Yes No ij E es
20. is the folder added or specified for export by the user SPListX will commence the export process from this top level folder Select the appropriate option to create the top level folder by selecting the option Yes No Do you want to create destination folder path if it does not exist This option creates the full folder path in the destination location if the specified path is not available in the specified location Do you want to create separate folder for storing attachments This option creates separate folder for storing attachments under the specified destination location by selecting the option Yes No User Manual Page 95 of 111 SPList Export for SharePoint 2007 SPListX Do you want to overwrite file if the file name is already exist in destination location e Yes Deletes the file from the destination location and exports the current source file e No Skips the file without overwriting the existing file with the same name You can create separate folder for storing file attachments associated with list items This folder file naming option will be useful when list item attachments have the same name You have the option to select an attachment folder or file naming convention to use when exporting list item attachments The attachment folder will be named based on the folder naming convention specified by the user To select attachment folder naming mask click the button placed next to the attachment fold
21. lt domain name user name gt p password noprompt where SPListX TaskRunner Name of the SPListX Task Runner application Specify absolute path where the SPListXTaskRunner located For example C Program Files SPListX SPListX TaskRunner task name Name of the SPListX Task to be run from DOS command prompt Enclose the task name in double quotes For example Sample Task1 Denotes the password for the user name specified in u parameter Enclose the password in double quotes For example p 2ab45fb noprompt This optional flag suppresses SPListX s login dialog prompt to enter user credentials to connect to SharePoint 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 u Denotes user name context in which SPListX task must be run in the domain username format Enclose the user name in double quotes For example u voyager administrator User Manual Page 35 of 111 SPList Export for SharePoint 2007 SPListX 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 The export task will be reported in a new dialog as shown below E 66 Sample Task SPListX Task Runner Sliced Wednesday September 09 7009 10 24 54 AM Action Expo
22. shared documents sample folder1 RD60 ExportDocs shared doc contents http vyapin shared documents C My Sales Shared Documents Library Backup User Manual Page 82 of 111 SPList Export for SharePoint 2007 SPListX 7 1 2 Export Options You can create a task to export folders files list items including attachments along with their metadata from SharePoint List to file system or network share The export task enables users to select the export options in order to specify his requirements e Export list contents and metadata Export SharePoint list contents folders files list items attachments and its associated metadata to the local file system or network share e Export list contents physical files only Export SharePoint list contents folders files list items attachments to the local file system or network share Metadata will not be exported e Export metadata only Export metadata for SharePoint list contents to the local file system or network share Physical files or attachment files will not be exported The Export Options step appears as shown below SPList Task Wizard Welcome to SPListx Task Wizard This wizard helps you manage the export of SharePoint list contents bo the File system along with its associated metadata Export Option Export list contents and metadata Export SharePoint list contents folders f Files f list item athachments and its associated metadata to the local Fil
23. the user e Export list items if the above conditions are satisfied Lists that satisfy the condition will be marked for export e Export list items if the above conditions are not satisfied Lists that do not Satisfy the condition will be marked for export Folder Level Conditions Select any one of the following options given below Do not apply any conditions No conditions will be used to filter folders Apply the following conditions The conditions specified will be used to filter folders taken for export from source SharePoint List e Click Define to specify the conditions The Folder Export Conditions Dialog appears as shown below User Manual Page 91 of 111 SPList Export for SharePoint 2007 SPListX Folder Export Condition Specify rule that must be satisfied before exporting item From SharePoint For example you can export Folder only when Created By john doe 4dd to Filter QR to Filter Conditions Export list items if the above condition is satisfied G not satisfied Click button to add the SharePoint columns in Field Name dropdown The Add Fields Dialog appears as shown below Add Fields Dialog hl Column Mame Column Type Designation Text Date of join Authorized by User Manual Page 92 of 111 SPList Export for SharePoint 2007 SPListX Specify the column name in Name textbox and select the data type of the column in SharePoint from Type drop down Click Add
24. 07 SPListX P This action will run the selected task Sample Taskt Do you wish to proceed 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 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 66 Sample Task SPListX Task Runner Wednesday September 09 2009 10 24 54 AM Action Exporting metadata Source http iisharepoink voyager local catalogs masterpage PeopleSearchResults aspx Destination o yyvapin Products vWworkspacelSPList Expart Master Page Gallery 20090909 1027512 xls Overall Progress PLCC End Task Elapsed Time 00 00 00 20 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 34 of 111 SPList Export for SharePoint 2007 SPListX 5 6 How to run a task from command line SPListX command line feature allows the user to instantiate a task from DOS command prompt anytime after an export task has been created using SPListX s task wizard To run a SPListX export task from command line Usage SPListXTaskRunner lt task name gt u
25. 7 INSTALLATION REQUIREMENTS cccssccsscescsscsscescesceecens 5 2 SPLIST EXPORT FOR SHAREPOINT 2007 INSTALLATION OPTION ccccccescccesecceseceeeceesceceneceeneess 6 3 SPLIST EXPORT FOR SHAREPOINT 2007 INSTALLATION PROCESS cccccscccesscecceseceeceescseseseeesees 7 Sol TASTQ QUOT Lan T aoc aise lai o ete ines SNRs E 7 a2 Select Inala NOn TYPE eE Subtest aoe Gets anal Subtest ae ols wilco Sela amp 3 3 WCLCOIME SCHON en ia cherie dalcasita ec ex sutnets devas cesta toa siteaaa ase luted Vault Pot doeuiencas ase lit oieaeies aioe 9 3 4 Readine SVE E ENERE E R EN EE ne 10 Ja EACCHSC Areeni ieina eiea EA a EE E A Teas est Il 3 6 mstallaton TIES HA GIVON L olden rrr ss duane en ETE pedi agua 12 3 4 AD PICAIOMW Dala Folder ii E RE E AN E E E E ERATEN 13 3 8 TASTQU CIIOWT TO CTOSS Sissies cect ee Succ R EEEN tee ee TE E EAEN ees 14 3 9 Tastallati on COMPITE ERE AEE E ON ATA AE E A E E RA 15 ILO TAOV TO UNINSTALL S FLANA oara AT T a E RE 16 Ads Laune hN ES LUN oR pessoa A AE eA 19 3 12 Evdluation Sereen Ormai OM orrena eE T EE ATE E E AN 20 Aye SPLETA USEPINTERFACE oriin a A E a E ee a ee 21 4 l SPList Export for SharePoint 2007 Main SCreen ccccccccssseccccccccceceseecscecseeecaaessecceeeesaaeeseeeees 21 4 2 EE GY C1 CRE LOOTES NEIE TE A MAAE E E O E E E Ten ae EA 22 4 3 Standard mMenu bar GNA Tool a areara e a a i a a ZS 4 4 IO 0 5 A AAT ee MONE Oe RE TORR SCE Ta ARE a ae er E A A een E ny Tee mene
26. All Source Title Destination Folder Traversal http Hrom chandrayaan voyager lace Sample Documents and Settings All All Items 4nd Folders Users 4pplication Data SPList iExport http irom chandrayaan voyager lace See Horse C Documents and Settings All All Items 4nd Folders Users 4pplication Data SPLisk Export http irom chandrayaan voyager lace Team Blogs Documents and Settings All All Items 4nd Folders Users 4pplication Data SPList Export http Hrom chandrayaan voyager lace Announcements Documents and Settings All All Items 4nd Folders Users 4pplication The selected top level site sub sites lists folders files and list items added for export will be displayed in the Items added for export grid SPListX processes the top level folders and files added for export in the order in which it appears in the Item added for export grid The export process order can be changed by the navigation buttons available in the right side of the grid SPListX will export the folders list items and associated metadata based on Folder Traversal Option User m button to edit the folder traversal option for list folders that are added in added for export grid view A Folder Traversal dialog appears as shown below User Manual Page 57 of 111 SPList Export for SharePoint 2007 SPListX Folder Traversal Options Specify Folders settings to use when reading the contents From source list Folder and F
27. Condition Specify rule that must be satisfied before exporting item From SharePoint For example you can export list only when List Type Document Library Field Mame Base Type wt Operator a value Document Library wt AND to Filter QR to Filter Conditions Base Type Document Library Export list items if the above condition is satisfied G not satisfied z SPListX will export the lists that satisfy the export condition or export the lists that do not satisfy the export condition depending on the option selected be the user e Export list items if the above conditions are satisfied Lists that satisfy the condition will be marked for export e Export list items if the above condition are not satisfied Lists that do not satisfy the condition will be marked for export Folder Level Conditions Select any one of the following options given below e Do not apply any conditions No conditions will be used to filter folders e Apply the following conditions The conditions specified will be used to filter folders taken for export from source SharePoint List Click Define to specify the conditions The Folder Export Conditions Dialog appears as shown below User Manual Page 65 of 111 SPList Export for SharePoint 2007 SPListX Folder Export Condition Specify rule that must be satisfied before exporting item From SharePoint For example you can export Folder only when
28. Name Sample Task Run As VOYAGER Administrator Password User Manual Page 39 of 111 SPList Export for SharePoint 2007 SPListX 5 8 How to view or manage task status To view and manage task status of a selected task Click Task Status from SPListX main screen Task Name Start Time End Time Elapsed Time Remarks Sample Task ofl 2008 1 07 31 PM 5 17 2008 1 08 06 PM 00 00 35 i Completed successfully Sample Taski S17 2008 1 05 56 PM SIF 2008 1 07 06 PM 00 01 10 Incomplete eval limit reached Sample Taski gf17 2008 12 33 14 PM SIF 2008 12 33 30 PM 00 00 16 Terminated canceled by user Sample Taski B17 2008 12 31 30 PM SI17 2008 12 32 24 PM 00 00 53 Incomplete refer activity log Sample Taski 517 2008 12 08 52 PM S172008 12 13 04 PM 00 04 11 Completed successfully 5 rows Show at startup e Show status for lt n gt days Upon clicking Go button displays task history entries of all tasks that were run within the specified number of days e Refresh Reloads the task history entries and updates the newly run tasks if any e View activity log Displays activity log of the currently selected task history item User Manual Page 40 of 111 SPList Export for SharePoint 2007 SPListX e Remove Removes the currently selected task history entry and its associated log folders and files e Remove all Removes all task history entries and their associated log folders and files that are currently displayed
29. Run task upon clicking Finish button to run the task immediately after clicking Finish button 2 Run later to run the task later as and when desired 3 Create Schedule task to create a Windows scheduled task SPListX will create a schedule task in the Windows Scheduled Tasks applet with the stated settings SPListX will perform the export based on the Run As user account specified in this export wizard step The Run As account should be a valid Windows domain account User Manual Page 102 of 111 SPList Export for SharePoint 2007 SPListX SPListX Task Wizard Step Number Task Settings Enter a unique name for the export task and specify schedule task settings Task Name Sample Task Task Option Run task upon clicking Finish button Run later Create Schedule Task Run 4s VOYAGER Administrator Set Password Schedule Task Daily een dos At 6 02 PM every day starting 9 7 2009 Click Finish button to create the task User Manual Page 103 of 111 SPList Export for SharePoint 2007 SPListX I 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 SPListX is installed 1 Error log file e g lt Application Data Folder gt SPListX Log SPListXErrorLog 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 withi
30. SPList Export for SharePoint 2007 SPListX SPList Export for SharePoint 2007 User Manual Last Updated October 2009 Copyright 2008 2009 Vyapin Software Systems Private Ltd All rights reserved This document is being furnished by Vyapin Software Systems Private Ltd for information purposes only to licensed users of the SPListX software product and is furnished on an AS IS basis that is without any warranties whatsoever express or implied SPListX 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 1 of 111 SPList Export for SharePoint 2007 SPListX Page INTRODUCTIO Nerat aa a ae ee ee ee Re en eee 4 1 SPLIST EXPORT FOR SHAREPOINT 200
31. SPListX 3 12 Evaluation Screen Information About SPListX SPList Export for SharePoint 2007 SPListX Yersion 3 0 Program Folder D Program Files SPList Application Data D Documents and Settings All Users Application Data SPListx Copyright 2008 2009 Vyapin Software Systems Pyt Ltd All rights reserved Email support yyapin com Web www yvyapin com You are on day 1of your 15 day evaluation period License Type 15 day Evaluation Copy This software is meant solely for evaluation purposes only You can export only 250 items From Sharepoint lists to file system during the 15 day evaluation period whichever limit comes First License Agreement Press the Start button to continue User Manual Page 20 of 111 SPList Export for SharePoint 2007 SPListX 4 SPListX User Interface 4 1 SPList Export for SharePoint 2007 Main Screen Task View Tools Help re Open Log Folder i End Time Elapsed Time Remarks User Manual Page 21 of 111 SPList Export for SharePoint 2007 SPListX 4 2 Task Manager SPListX creates export tasks for export process setup to export documents list items and metadata from SharePoint to file systems SPListX Task Manager in the main application window will help you manage SPListX export tasks and their corresponding task history SPListX Task Manager provides menu and tools to work with the tasks easily E SPList Export for SharePoint 2007 Task wiew Tools He
32. 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 Export process was completed successfully without any errors Export process encountered certain errors as described in the activity log Incomplete eval limit reached Export process reached the maximum allowed number of files to export in evaluation trial version This message is applicable for evaluation trial version only Terminated canceled by user Export process was canceled by the user terminated killed Failed the following error occurred while The export process could not be initiated as creating activity log there were issues in creating the activity log files and initiating the export process The following operations can be performed on Task history items View activity log Remove a task history item Manage task status Cleanup history O O oO User Manual Page 43 of 111 SPList Export for SharePoint 2007 SPListX 5 10 How to view activity log To view activity log associated with a task history item Select an item from Task History pane Task History Refresh View Activity Log gt lt Remove Start Time End Time Elapsed Time Remarks 5 17 2008 12 08 52 PM 5 17 2008 12 13 04 PM 00 04 11 Completed successfully SF i2008 12 31 30 PM SF i2008 12 32 24 PM 00 00 53 Incomplete refer activity log SF i2008 12 33 14 PM SIF i2008 12 33 30 PM 00 00 16
33. X exports folders amp files attachments along with metadata to the file system location based on export conditions defined in the export task Export conditions can be constructed using metadata columns and its values A few examples of list conditions are as follows Export Condition Server Relative URL site name subsite name lists list name List Name Cities List Type Document Library Base Type lt gt Document Library Description Exports list item and attachments that have server relative URL as site name subsite name lists list name For example Server Relative URL vyapin sharepoint lists Product List Exports list item and attachments of list named Cities Exports documents of all document libraries from the entire web Exports list item and attachments of all custom lists from the entire web A few examples of item and folder export conditions are as follows Export Condition Modified Date gt 09 09 2009 CreatedBy John Doe Created Date gt 09 01 2008 AND Created Date lt 09 30 2008 Content Type Document ModifiedBy John Doe Item Relative Base URL Folder Name A Handy Operator Description Assume date is specified by the user in MM DD YYYY format SPListX exports documents that have been modified after September 9th 2009 Exports documents that have been created by John Doe Assume date is specifie
34. a task to export folders files along with their metadata from SharePoint Library to file system or network share based on the entries in the descriptor file SPListX will process the files in the order in which they appear in the batch descriptor file Select Export SharePoint list contents using a batch descriptor file option in SPListX Task Options dialog as shown below and click OK SPListX Task Options 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 Export SharePoint List contents using the browse option Create a task to export Folders Files and list items including attachments along with metadata to the file system by browsing the SharePoint list contents Export SharePoint List contents using a batch descriptor file Create a task to export Folders Files and list items including attachments along with metadata From SharePoint list to File system based on the entries in the descriptor File The SPListX Task Wizard appears User Manual Page 79 of 111 SPList Export for SharePoint 2007 SPListX SPList Task Wizard Welcome to SPListx Task Wizard This wizard helps you manage the export of SharePoint list contents bo the File system along with its associated metadata Export Option Export list contents and metadata Export SharePoint list contents Folders f Files f list item attachments and its associated metadata to the
35. ame tag to be used for the exported file name To select alternate file naming mask click the button placed next to the alternate file tag name textbox Alternate file name mask dialog appears as shown below Alternate file name mask Specify alternate file names Macro Sample value CreatedDate 20090909 Library Mame Shared Documents ModifiedDate 0030909 SiteMame Sample Site Result 7 Construct alternate file naming mask with the available mask provided in the dialog Click OK to close the dialog The constructed alternate file name mask will be placed in alternate file naming tag textbox Files will be exported with the alternate naming mask Click Next to proceed User Manual Page 97 of 111 SPList Export for SharePoint 2007 SPListX 7 1 7 File System Date Settings To propagate the system date fields Created Date and Last Modified Date to respective folders and files in the file system follow the steps outlined below The File System Date Settings wizard step appears as shown below SPListX Task Wizard Step Number File System Date Settings Use the options below iF you like to propagate Created Date and Last Modified Date field from SharePoint list to File system Note You can propagate original created date and last modified date For Folders and Files From SharePoint list to the NTFS File system In a FAT file system the last modified date alone will be retained From SharePoint list Retain cre
36. an download the latest installation file from website www vyapin com Before you start installing SPListX 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 SPList Export for SharePoint 2007 The trial version that you download will allow you to export only 250 list items from SharePoint list to file systems during the evaluation period If you purchased your copy of SPListX on line your license key will have been delivered to you via e mail User Manual Page 6 of 111 SPList Export for SharePoint 2007 SPListX 3 SPList Export for SharePoint 2007 Installation Process To install SPList Export 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 www 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 i SPList Export for SharePoint 2007 v3 0 heag m SPList Export for SharePoint 2007 Yersion 3 0 SPListX Copyright 2008 2009 Vyapin Software Systems Pvt Ltd All rights reserved Email support y
37. artment 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 department 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 SPList Export 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 Key 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 Awww 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
38. ated date Retain modified date Select File System Date Settings The date options given below will assign the respective data field values in the file system as in the original SharePoint list e Retain created date Carry forward propagate Create Date field from the source folders files and list item attachments to the Windows file system e Retain modified date Carry forward propagate Last Modified Date field from the source folders files and list item attachments to the Windows file system 4 Note You can propagate original Created Date and Last Modified Date for folders and files to the NTFS file system In a FAT file system the Last Modified Date alone will be retained as in Source User Manual Page 98 of 111 SPList Export for SharePoint 2007 SPListX 7 1 8 Metadata File Settings To selectively the metadata file location where the folder and list metadata is to be exported follow the steps given below The Metadata File Settings step appears as shown below SPListX Task Wizard Step Number Metadata File Settings Specify destination path to store metadata File and export File Format C5 MDB SLS 4ML Metadata File location Ceivapin Products Workspace SPList iExpork Create Folder path if it does not exist Metadata file Format Comma delimited CS4 Microsoft Access MDB Microsoft Excel L5 O extensible Markup Language ML nen e aa SPListExport lt SiteName gt lt Lib
39. button to add the columns to the fieldname dropdown list Click Remove button to remove the columns from the fieldname dropdown list You can specify the export conditions by selecting the field name and by specifying a value with necessary operator You can use mathematical operators such lt gt to define your query Complex queries can be constructed with the use of left right parenthesis and and logical operators AND and OR Folder Export Condition Specify rule that must be satisfied before exporting item from SharePoint For example you can export Folder only when Created By john doe Field Marne Created Date sj Value of 1 2009 s Conditions Created Date gt 9 1 2009 ANC Created Date lt 9 1 2009 Export list items if the above condition is satisfied G not satisfied z SPListX will export the folders that satisfy the export condition or export the folders that do not satisfy the export condition depending on the option selected by the user e Export list items if the above conditions are satisfied Folders that satisfy the condition will be marked for export User Manual Page 93 of 111 SPList Export for SharePoint 2007 SPListX e Export list items if the above conditions are not satisfied Folders that do not satisfy the condition will be marked for export List Item Level Conditions Same as Folder Level Conditions Click Next to proceed Also See Example
40. d C Program Files SPListX SPListX TaskRunner Sample Task2 u voyager user2 p ctest2 noprompt User Manual Page 37 of 111 SPList Export for SharePoint 2007 SPListX 5 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 SPListX export tasks are migrated from an old machine to a new machine select a task from the Task List pane Task List 7 tasks a Sample Task a Sample Task If SPListX 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 ctrl E Del Run Mow Ctrl F Ctrl g User Manual Page 38 of 111 SPList Export for SharePoint 2007 SPListX 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 SPListX Export Task Wizard Create Windows Task Create Windows Schedule Task fin Windows Task Scheduler and associate it with the export task given below Task
41. d by the user in MM DD YYYY format SPListX exports documents created in the month of September 2008 Exports documents that have content type as Document Export documents that have been modified by John Doe Exports documents that has relative url Folder Name Apart from relational operators SPListX allows you to construct flexible export conditions by using the Changed operator for periodic import for the fields Created Date SharePoint and Modified Date SharePoint The following built in values can be used for this operator User Manual Page 107 of I11 SPList Export for SharePoint 2007 SPListX Today Yesterday This Week This Month Last Week Last Month Since Last Update in SharePoint Since Last Import in SPListX Last 7 days and Last 14 days By using Changed operator you can filter the documents from SharePoint list For example if you need to export documents that were modified in the SharePoint today you can specify an export condition follows Modified Date Changed Today Operator amp Value Changed Today Changed Yesterday Changed This Week Changed This Month Changed Last Week Changed Last Month User Manual Description Exports documents that were created or modified in the present day at the time of export in the SharePoint Exports documents that were created or modified yesterday at the time of export in the SharePoint Exports document
42. e folder structure in the source list In case of duplicate file names file exported last will overwrite the existing file in the destination location Note Folder Traversal option is not applicable for list items Click OK button to proceed or click Cancel to discard the changes Items to export steps contains top level site sub sites document library folders and files added for export as shown below User Manual Page 58 of 111 SPList Export for SharePoint 2007 SPListX SPListX Task Wizard Step Number Items to export Select Folders or items bo export by clicking Add Edit button Source Title Destination Folder Traversal http fsharepoint voyager loce Images C Documents and All Items 4nd Folders Settings 4ll Users 4pplication DatalSPLists Expork http ffsharepoint voyager lace Links C Documents and All Items 4nd Folders Settings 4ll Users 4pplication DatalSPList Export http ffsharepoint voyager loce List Template Gallery C Documents and All Items 4nd Folders Settings 4ll Users 4pplication DakalSPListe Export http fsharepoint voyager lace Master Page Gallery C Documents and All Items 4nd Folders Settings All Users 4pplication DataiSPLists Export http ffsharepoint voyager loce Pages C Documents and All Items 4nd Folders Settings All Users 4pplication Add Edit Click Next to proceed User Manual Page 59 of 111 SPList Export for SharePoint 2007 SPListX 6 1 4 File
43. e purposes Export list metadata in multiple file formats for easy viewing re import to another DMS or perform an in depth analysis in MS Excel Maintain source folder structure and version history when exporting data from the SharePoint list Propagates original Created Date amp Last Modified Date in SharePoint to the Windows File System fields for each folder document Exports SharePoint s built in fields namely Content Approval Status amp related Comments Content Type Created Date Modified Date Created By and Modified By fields for each folder and list item in a SharePoint list to the metadata file Exports list items documents pictures based on user defined data filter conditions constructed using SharePoint columns Automate export tasks through command line or Windows Task Scheduler interface User Manual Page 4 of 111 SPList Export for SharePoint 2007 SPListX 1 SPList Export for SharePoint 2007 Installation Requirements e Hardware Intel Pentium processor 512 MB of RAM 4 MB disk space to install SPListX e Software Windows XP or Windows Vista or Windows Server 2003 or Windows server 2008 with the latest service packs and NET Framework 2 0 or higher User Manual Page 5 of 111 SPList Export for SharePoint 2007 SPListX 2 SPList Export for SharePoint 2007 Installation Option SPList Export for SharePoint 2007 can be installed either from the installation file available on your hard disk or you c
44. e system or network share Export list contents physical files only Export SharePoint list contents Folders Files f list item atkachments to the local File system or network share Metadata will not be exported C Export metadata only Export metadata For SharePoint list items to the local File system or network share Physical Files or attachment Files will not be exported Select the required export options The wizard guides you with the steps accordingly User Manual Page 83 of 111 SPList Export for SharePoint 2007 SPListX 7 1 3 Batch descriptor file You can create a SPListX export task using a batch descriptor file that specifies the folders and items to export from the SharePoint list and destination file system location to store the exported item SPListX will export the folders list items and associated metadata based on the sequential entries in the batch descriptor file The Batch descriptor file specification step appears as shown below SPListX Task Wizard Step Number Batch descriptor file Specify batch descriptor File bo use in order to export Foldersylist items and its associated metadata to the local File system or network share File Marne PO 7 i Click button to select the batch descriptor file The descriptor file can be in any one of the following file formats Comma delimited CSV Microsoft Excel XLS XLSX or Text file TXT SSE Click to s
45. eader Mame Source URL Source URL Version Number Version Number User Manual Page 74 of 111 SPList Export for SharePoint 2007 SPListX You can specify SharePoint column name in Column Name textbox and new name for the SharePoint column in new name textbox Click OK for example a SharePoint column named Department in the source SharePoint list can be renamed as Location when exporting the metadata files at run time New Header Mame You can rename SharePoint columns when exporting to the metadata File Enter the SharePoint column name and the new header name to use in the metadata File Column Mame New Header Mame Version Number Version Number Destination Location SPListX Task Wizard Step Number Metadata File Settings Specify destination path to store metadata File and export File Formak COV MDB SLS 4ML Metadata File location Celi vapin Products Workspace SPList iExpork Create Folder path if it does nok exist Metadata File Format Comma delimited C54 O Microsoft Access MDB Microsoft Excel L5 eXtensible Markup Language ML see stipe Create metadata file even when there are no list items New header names una Nae Header Mame Source URL Source URL Version Number Version Number Destination Location User Manual Page 75 of 111 SPList Export for SharePoint 2007 SPListX Click Next to proceed User Manual Page 76 of I11 SPList Export for SharePoint 2007 SPLi
46. eaty 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 9 of 111 SPList Export for SharePoint 2007 SPListX 3 4 Readme Screen SPList Export for SharePoint 200 v3 0 Information README FILE for SPList Export for SharePoint 2007 SPListx Copyright C 2006 2009 Vyapin Software Systems Pvt Ltd All rights reserved Table of Contents PRODUCT DESCRIPTION I SYSTEM REQUIREMENTS AND RECOMMENDATIONS Il INSTALLATION WV FEEDBACK AND SUGGESTIONS Yo HOW TO CONTACT VYAPIN PRODUCT DESCRIPTION SPList Export for SharePoint 2007 SPListx is a powerful application to eynoart dociment nictiure lihrarw contents and acenriated metadata and list BA Press the Next button to continue the installation process User Manual Page 10 of 111 SPList Export for SharePoint 2007 SPListX 3 5 License Agreement The License Agreement dialog provides the full wording of the SPListX 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 E SPList Export for SharePoint 2007 v3 0 License Agreement QO 1 SPListX Please take a momen
47. ee a sample batch descriptor file such as Comma delimited CSV file Excel XLS file The external metadata file will automatically be extracted once the file name is specified If you are using Microsoft Excel based file format then select the sheet name to use from the drop down Click to add a hidden sheet name Excel file in drop down User Manual Page 84 of 111 SPList Export for SharePoint 2007 SPListX SPListX Task Wizard Step Number Batch descriptor file Specify batch descriptor File bo use in order to export Foldersylist items and its associated metadata to the local File system or network share pies Je view J cear lt Back J Next gt J Enish cancel Click Next to proceed User Manual Page 85 of 111 SPList Export for SharePoint 2007 SPListX 7 1 4 Version Options To selectively export list item versions to the destination file system location The File Version Options step appears as shown below SPListX Task Wizard Step Number Version Options Specify the list item versions to export By default latest wersion of the list item will be exported version Options Latest version only Export version range al All versions Cancel By default Latest version only option is selected Item version settings will be used for each of the list item exported from the list Select any one of the following version settings e Latest version only Expo
48. eee 23 4 5 EE EE OP CVC S E AEEA IEEE T E E A EE E N A E E E T ES 23 4 6 TOS TOTO WS EE L AE taal ei Pa Spee dre hades N a eae 24 4 7 TASKA OTN raat hati te ok et tee eee Neate Rent easier eee eee 25 a SPLETA TASK MANAGEMENT ineei a a A aA conte eee AERA 26 5 1 How torret NOW Task xi hse ee E eee E T 26 J2 How toed an exsting T Skornccenonniera ein ie E E e T 28 es How 10 COPY an CASHIN TASK eiior enn Car E Ee T E 29 IA How to delete an existing taSk sisccoderi het Na ee oS 3 dD HOWTO TVG TASC eroria i E ENE date trtd isis NE ERE RE 33 5 6 How to run a task from command LiN cccccccccsscccccccccccceneeesecceeeeeeeeeeseeeeeeeeaaeeseeeeeeeeaaaaeseeeeeeeaas 35 I Z Creating Windows Task in Windows Task Scheduler ccccccccssseccccccceeeeneecceceeeeeeaaesesseceeeeaaaeees 38 5 8 How to view or manage task status ccccccccccsssevecccccccecneeessseceeeeeaaesseeceeeeaaaeaseeeeeeesaaaeaeseseeeeeaas 40 5 9 HOWO VEW LASK PUST OT N setr Iei EE A AINAR OEE EEEE E EEEN 42 JAO HOWTO VIEW ACUVUE ina n ER AEAEE EE ENEG EGEREN 44 Jdi How toremove a task Tistory Wem ecset eta E o able e E a a 45 DAL TOW TOMGNASE TASK SAUS EE EE EEEE ET RO 46 IA TIOW AO CICGHUD LOTI EErEE sateen E A E A E Ra eee 48 6 EXPORT SHAREPOINT LIST CONTENTS USING THE BROWSE OPTION 0ccccceseccceesececeeeceeesecceeeeeees 49 6 1 Erede LOSK ache consol tae AAE A A E AEE TEA EE EAE 49 Gld TEX OTE ODI ONS Enne EE E E E A saute itena pee a tba Sena nnounsuesee 5 612
49. entry and its associated log folders and files e Remove all Removes all task history entries and their associated log folders and files that are currently displayed f Click Close button to close this window User Manual Page 47 of 111 SPList Export for SharePoint 2007 SPListX 5 13 How to cleanup history SPListX maintain the task history of each task run in the application task history folder e g C Program Files SPListX 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 Click Cleanup History from SPListX Task Manager Cleanup History Or Select Cleanup History from Tools menu O Remove Activity Log The Cleanup History dialog appears as shown below 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 48
50. ents and its associated metadata to the local File system or network share Export list contents physical files only Export SharePoint list contents folders Files f list item atkachments to the local File system or network share Metadata will not be exported Export metadata only Export metadata For SharePoint list items to the local File system or network share Physical Files or attachment Files will not be exported Cancel a Click Next button b Specify the SharePoint source location c Specify Folders and Files to export d Specify Version Options e Specify Column Settings Options f Specify Export Conditions g Add Destination folder option h Specify File System Date Settings i Specify Metadata File Settings j Specify Task Settings k Click Finish button to create the task or click Back button to change the task settings User Manual Page 50 of 111 SPList Export for SharePoint 2007 SPListX 6 1 1 Export Options You can create a task to export folders files list items including attachments along with their metadata from SharePoint List to file system or network share The export task enables users to select the export options in order to specify his requirements e Export list contents and metadata Export SharePoint list contents folders files list item attachments and its associated metadata to the local file system or network share e Export list contents physical files only
51. er tag name text box This dialog appears as shown below Attachment folder name mask Specify Folder name mask for exporting attachments Macro Sample Value TkemIb 1 ThernTitle Cities Library Mame Shared Documents SiteMame Sample Site lt Result Attachment lt IkemIDs lt TkemTithle gt Construct attachment folder name with the available mask provided in the dialog Click OK to close the dialog The constructed folder name mask will be placed in attachment folder naming tag textbox as shown below Attachments will be exported to the resultant folder name mask value User Manual Page 96 of 111 SPList Export for SharePoint 2007 SPListX SPListX Task Wizard Step Number Destination Folder Options Specify Folders settings to use when creating Folders in file system Do you want bo create current timestamp Folder under destination location O Yes No Do you want to create the top level Folder s included For export Yes No Do you want to create destination Folder path if it does nok exist Yes No Do you want to create separate Folder for storing attachments Yes No Attachment Folder Tag Mame Attachment_ lt ItemID gt tTbemTitle gt Do you want to overwrite File iF the file name already exists in destination location O Yes No If you do not want to overwrite a file if it already exists in the destination file system location you can specify an alternate file n
52. es 102 Troubles Noon oeren iee E 104 Hs TENC SUP DOE arare E O 105 Hl Error Messages and Resolution csi cs cvensorsa sipescsntiansveumswodeotsnesie e N e 106 IVe TEN ATI OS E A ON 107 Ve Howto renster Ne SOWArE aAa E AA A AS 110 User Manual Page 3 of 111 SPList Export for SharePoint 2007 SPListX Introduction SPList Export for SharePoint 2007 SPListX is a powerful application to export document picture library contents and associated metadata and list items including associated file attachments to the Windows File System SPListX software exports SharePoint libraries folders documenis list items version histories and metadata to the desired destination folder location in the File System The software supports Microsoft Office SharePoint Server 2007 Windows SharePoint Services 3 0 environment and backward compatible with Microsoft SharePoint Portal Server 2003 Windows SharePoint Services 2 0 environment The functional benefits of using SPList Export for SharePoint 2007 include Provides a simple solution to export folders documents along with their associated metadata and list items along with their file attachments from SharePoint lists such as Tasks Calendar Contacts Survey Discussion Boards Announcements Links Issue Tracking and Custom Lists Exports from multiple SharePoint lists to file server or network shares or local computer Export SharePoint lists for offline collaboration or backup amp restor
53. file system based on the entries in the descriptor file 1 Click New Task from SPListX main screen Ctrl M Ctrl E Fy Copy Task Crrl C h Delete Task Del m Create Windows Task Run Mow Ctrl F Ctrl Q Or Press Ctrl N 2 Select a task type in New Task dialog and click OK User Manual Page 26 of 111 SPList Export for SharePoint 2007 SPListX SPListX Task Options Select a task type For creating a new task 4 wizard will guide vou through steps to create a task based on the selected Task type Export SharePoint List contents using the browse option Create a task to export Folders Files and list items including attachments along with metadata to the file swstem by browsing the SharePoint list contents Export SharePoint List contents using a batch descriptor file Create a task to export Folders Files and list items including attachments along with metadata From SharePoint list to File systern based on the entries in the descriptor File Click the links below for more information e Create a task to Export SharePoint list contents using the browse option e Create a task to Export SharePoint list contents using a batch descriptor file User Manual Page 27 of 111 SPList Export for SharePoint 2007 SPListX 5 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 SPListX main screen Or Select
54. folder Since the last export based on Last Modified Date field value of the document in SharePoint Exports documents that were modified in the source folder since the last import based on last Import date and time value of the document Exports documents that were created or modified in the last 7 days Exports documents that were created or modified in the last 14 days Month Modified Date Changed Since Last Update in SharePoint Modified Date Changed Since Last Import in DockIT Modified Date Changed Last 7 days Modified Date Changed Last 14 days document s modified date value that were changed last previous month SPListX compares the source document s modified date value with document s modified date value in SharePoint library and proceeds with the export accordingly SPListX compares the source document s modified date value with document s last import date and time and proceeds with the import accordingly SPListX compares the source document s modified date value that were changed in the last 7 days SPListX compares the source document s modified date value that were changed in the last 14 days Page 109 of 111 SPList Export for SharePoint 2007 SPListX V 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 dep
55. format Select a metadata file naming mask to use creating the metadata file Metadata file will be named based on the selected file naming options User Manual Page 73 of 111 SPList Export for SharePoint 2007 SPListX To select metadata file naming mask click the button placed next to the metadata file naming mask text box This dialog appears as shown below Metadata file name mask Specify metadata File name mask AbsolukeUR L Atte SharePoint 9000 Sample Sit Library Mame Shared Documents SiteName Sample Site TaskMame Task t ff Macro Sample Value 4 Cancel Construct metadata file name along with the available name mask provided in the dialog Click OK to close the dialog The constructed file name mask will be placed in metadata file naming mask textbox as shown above The metadata file will be named using the resultant mask value By default an empty metadata file will not be created If you want to create an empty metadata file then select Create metadata file even when there are no list items option You can specify new column names when generating the metadata file in the file system location To use this feature specify the new header names by clicking the Edit button A New Dialog appears as shown below New Header Name You can rename SharePoint columnas when exporting to the metadata File Enter the SharePoint column name and the new header name to use in the metadata file Column Mame New H
56. gs 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 CSVDelimited Delimited Delimited The first column of all the rows should contain the source URL of the list or folder or file or folder or list item In other words the source path should be either a SharePoint Library URL e g http vyapin Shared Documents or sub folder URL within SharePoint Library e g http vyapin Shared Documents sample folder1 or file URL within the SharePoint Library e g http vyapin shared documents sample folder1 SampleDocument doc or list item URL within the SharePoint List e g http vyapin lists cities 1_ 000 Use wildcard representations and in order to export the list items from the source SharePoint list Please see wildcard characters usage for this purpose Wildcard Characters eS http sharepoint list cities Semone aI tems fom he all items from the source SharePoint list default http sharepoint shares documents Exports all items and folder the source SharePoint list eee eee http sharepoint lists tasks Exports list items available in the top level folders only eye Ss Sea http sharepoint lists custom list Export folder structure
57. ication DatalSPListExport toad Items added for export EP Source Destination Folder Traversal Select items to export dialog contains a textbox top tree view top left and a list view top right which provides explorer like view to select folder file list item to export The Folder textbox allows you to directly browse the specified folder location in the connected SharePoint list You must specify the folder s relative path and Click button to mount the specified folder as a root item in the explorer view This option will be very useful if the connected list contains large number of folders and sub folders You will also see a textbox middle and browse button which enables selection of destination location to export folders items User Manual Page 55 of 111 SPList Export for SharePoint 2007 SPListX Select items to export Select Folders and or list items to export Use Ctrl key to select multiple items Select destination folder location and click Add button to add items Click Remove button to remove selected items From export Press F5 to refresh treeview Source http sharepoint voyager local Ej a First site coll 10 objects selected Home r a Refresh E Announcements r aa bdcbest Name E Ea Calendar gH siteactivitytest Content and Structure Reports 4 Announcements ContentTypeTest Ea bectest gal customsitel 8 Calendar gi customsitez ES Content and Structure Reports customsi
58. ins 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 7 tasks a Sample Task a Sample Task 4 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 23 of I11 SPList Export for SharePoint 2007 SPListX Task Properties Task Name A Sample Task1 E Description Export files and metadata using the browse option Source Pe Created On gii7iz008 12 08 51 PM 4 i 4 6 Task Details Task Details pane displays the task settings about currently selected task in Task List pane Task Details a Site Settings URL http Hfrom64 yapin moss User Option Use VOYAGER d 4 spadminuser credential Export Options Export Options Export both physical files and metadata Create destination Folder Yes location if it does not exist Metadata Options kd
59. int 2007 Uninstall Wizard Step 2 of 2 Cleanup Process Cleaning up the information based on your selection a SPListx Click Finish button bo proceed with the cleanup process or click Cancel button to terminate the uninstall wizard User Manual Page 17 of 111 SPList Export for SharePoint 2007 SPListX Click Finish to run cleanup and or uninstall process Click Cancel to close the wizard Once the file cleanup process is complete the uninstall wizard will automatically run Windows Install program to remove SPListX application from the machine if you have selected the cleanup option Uninstall SPListX application in the wizard User Manual Page 18 of 111 SPList Export for SharePoint 2007 SPListX 3 11 Launching SPListX Having finished the SPList Export for SharePoint 2007 installation SPList Export for SharePoint 2007 is accessible from the menu Start All Programs SPList Export for SharePoint 2007 SPListX Programs TA Accessories SPList Export for SharePoint 2007 gt SPListx hiii SPList Uninstall Wizard Settings Search Help and Support Run Windows XP Professional Shut Down Once you select SPListX 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 days that you can use this application User Manual Page 19 of 111 SPList Export for SharePoint 2007
60. ivity log entry and log folders amp files associated with the task history item To maintain task history items see Cleanup history and Task Status User Manual Page 45 of 111 SPList Export for SharePoint 2007 SPListX 9 12 How to manage task status To view and manage task status of a selected task Click Task Status from SPListX main screen Or Select Task Status from Tools menu Task Name Sample Task2 Sample Taski Sample Taski Sample Taski Sample Taski User Manual Start Time G17 2008 1 07 31 PM of1 7 2008 1 05 56 PM 6 17 2008 12 33 14 PM 6 17 2008 12 31 30 PM 6 17 2008 12 08 52 PM End Time S172008 1 08 06 PM 5 17 2008 1 07 06 PM 5 17 2008 12 33 30 PM 5 17 2008 12 32 24 PM 5 17 2008 12 13 04 PM Elapsed Time 00 00 35 00 01 10 00 00 16 00 00 53 0004 11 Show at startup Remarks Completed successfully Incomplete eval limit reached Terminated canceled by user Incomplete refer activity log Completed successfully Close Page 46 of 111 SPList Export for SharePoint 2007 SPListX a Show status for lt n gt days Upon clicking Go button displays task history entries of all tasks that were run within the specified number of days b Refresh Reloads the task history entries and updates the newly run tasks if any c View activity log Displays activity log of the currently selected task history item d Remove Removes the currently selected task history
61. llation Complete The Installation Complete dialog is the last step of the SPList Export for SharePoint 2007 installation process SPList Export for SharePoint 2007 is now installed on your computer and fully functional 44 SPList Export for SharePoint 2007 v3 0 Installation Complete SPList Export for SharePoint 2007 v3 0 has been successfully installed Click Close to exit Please visit http www vyapin com for latest updates User Manual Page 15 of 111 SPList Export for SharePoint 2007 SPListX 3 10 How to uninstall SPListX When you create SharePoint export tasks in SPListX the application creates Windows Scheduled Tasks to run the export tasks at the specified time interval where SPListX is installed Export task results for every task run instance is also maintained in the computer as application files When you uninstall SPListX through Control Panel Add Remove Programs applet Windows Installer program will remove only the application files from your machine But the application related files created by SPListX remain in the computer In order to remove SPListX worker files completely the uninstall wizard provides a set of cleanup options to perform the cleanup operation based on your selection Use this wizard to cleanup the files that are created by SPListX for SharePoint 2007 application selectively and uninstall SPListX completely from the machine Launch the uninstall wizard by clicking Sta
62. llowing metadata settings e Do not export columns This option does not export columns e Exports all columns Exports all columns available in the source SharePoint list including SharePoint system columns such as Created Modified Approval Status etc e Export all user defined columns Exports all columns that are created by a SharePoint user e Export selected columns Exports columns that are specified in the textbox User Manual Page 6l of 111 SPList Export for SharePoint 2007 SPListX SPListX Task Wizard Step Number Column Settings Options Specify the SharePoint columnas you wish to export By default all user defined SharePoint columns will be exported Column Settings Do not export columns Export all columns Export all user defined columns Export selected columns Title Created Approval Status Enter one column name per line Ensure the calumn name entered here exactly matches the display name of the SharePoint column Click Next to proceed User Manual Page 62 of 111 SPList Export for SharePoint 2007 SPListX 6 1 6 Export Conditions SPListX can export folder files and list items including attachments from SharePoint list based on certain export conditions The conditions can be created by using SharePoint columns in the source list The Export Conditions step appears as shown below SPListX Task Wizard Step Number Export Conditions Specify condtions For li
63. local File system or network share Export list contents physical files only Export SharePoint list contents folders Files f list item atkachments to the local File system or network share Metadata will not be exported Export metadata only Export metadata For SharePoint list items to the local file system or network share Physical Files or attachment Files will not be exported Cancel Click Next button Specify Batch Descriptor File Specify Version Options Specify Column Settings Options Specify Export Condition Specify Destination Folder Option Specify File System Date Settings Specify Metadata File Settings Specify Task Settings Click Finish button to create the task or click Back button to change the any task settings User Manual Page 80 of 111 SPList Export for SharePoint 2007 SPListX 7 1 1 Create Batch Descriptor File The following section gives you the guidelines to create an external batch descriptor file for Export SharePoint List contents using a batch descriptor file task type oc The first row of the metadata file should contain the Field Names as headers o The first field should be named as Path and second field should be named as Destination Path The other field names should be 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 settin
64. lp FAA d a Sa a EE e Ss ae EE E e Task List 2 tasks Task Details E Sample Taski Site Setti ay Semele Task eae See a URL User Option Use VOYAGER rd 4spadminuser credential http romge wapin moss Export Options Export Options Export both physical Files and metadata Create destination Folder Yes location if it does not exist Metadata Options ka Task Properties Task History Refresh Ey View Activity Log pd Remove Task Name Start Time End Time Elapsed Time Remarks Sample Task1 Sf 17 2008 12 08 52 PM ofl 7 2008 12 13 04 PM 00 04 Completed successfully Description Export files and metadata using the StF 2008 12 31 30 PM SIF f2008 12 32 24 PM 00 00 53 Incomplete refer activity log browse option StF 2008 12 33 14 PM S17 2008 12 33 30 PM 00 00 16 Terminated canceled by user Source Pe Created On S17 2008 12 08 51 PM B u Ready SPListX Task Manager contains a standard menu bar and toolbar along with four panes to manage SPListX export task effectively Task List pane Task Properties pane Task Details pane Task History pane User Manual Page 22 of 111 SPList Export for SharePoint 2007 SPListX 4 3 Standard menu bar and toolbar Standard menu bar and toolbar contain all the commands or actions to work with a SPListX export task Task View Tools Help apa o Mew Task Edit Task Copy Task Delete Task Run Mor 4 4 Task List Task List pane conta
65. n the task folder name under TaskHistory folder Activity log file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20060522 18391 9 logs ActivityLog txt Error log file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20060522 18391 9 logs ActivityErrors txt Metadata log file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20060522 183919 logs MetadataErrors txt SPListX error log file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20060522 183919 logs SPListXErrorLog txt Task settings file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20060522 18391 9 settings Details xml Library settings file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20060522 18391 9 settings LibrarySettings xml Process details file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20060522 183919 settings ListltemProcessCount xml L Note lt Application Data Folder gt is the common area where SPListX tasks and task history will be stored in the machine running SPListX The lt Application Data Folder gt specified at the time of installing SPListX can be found from the Help gt About screen The default path of lt Application Data Folder gt is as follows o Windows XP Windows 2003 C Documents and Settings All Users Application Data o Windows Vista or later C ProgamData
66. o Skips the file without overwriting the existing file with the same name You can create separate folder for storing file attachments associated with list items The folder file naming option will be useful when list item attachments have the same name You have the option to select an attachment folder or file naming convention to use when exporting list item attachments The attachment folder will be named based on the folder naming convention specified by the user To select attachment folder naming mask click the button placed next to the attachment folder tag name text box This dialog appears as shown below Attachment folder name mask Specify Folder name mask For exporting attachments Macro Sample Value ItemIC 1 Therm Title Cities Library Marne Shared Documents SiteName Sample Site Result Attachment _sItemID gt _ lt ItemTitle gt Construct attachment folder name with the available mask provided in the dialog Click OK to close the dialog The constructed folder name mask will be placed in attachment folder naming tag textbox as shown below Attachments will be exported to the resultant folder name mask value User Manual Page 70 of 111 SPList Export for SharePoint 2007 SPListX SPListX Task Wizard Step Number Destination Folder Options Specify Folders settings to use when creating Folders in file system Do you want bo create current timestamp Folder under destination location O Yes No Do y
67. of 111 SPList Export for SharePoint 2007 SPListX 6 Export SharePoint List contents using the browse option 6 1 Create Task To create a task to export folders files list items including attachment along with their metadata from SharePoint List to file system or network share Select Export SharePoint List contents using the browse option in SPListX Task Options dialog as shown below and click OK SPListX Task Options 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 Export SharePoint List contents using the browse option Create a task to export Folders Files and list items including attachments along with metadata to the file systen by browsing the SharePoint list contents Export SharePoint List contents using a batch descriptor file Create a task to export Folders Files and list items including attachments along with metadata From SharePoint list to File system based on the entries in the descriptor File The SPListX Task Wizard appears as shown below User Manual Page 49 of 111 SPList Export for SharePoint 2007 SPListX SPList Task Wizard Welcome to SPListx Task Wizard This wizard helps you manage the export of SharePoint list contents bo the File system along with its associated metadata Export Option Export list contents and metadata Export SharePoint list contents Folders f Files f list item attachm
68. older contents sub folders and items to export to File system Export the source list items including all its sub folders ll items and Folders C Export the source list items but not any of its sub folders Top level items Export the source list sub folders but not any of its items ll Folders only O Export the source list items including items in sub folders but not any of its sub folders All items only Select any one of the following options given below to specify the contents to be exported from the source folders in SharePoint a Export the source list items including all its sub folders All items and folders This option exports folders and list items exactly as they are in source SharePoint list The source folder structure in the list will be retained in the destination location b Export the source list items but not any of its sub folder Top level items This option exports list items available in the top level folders only SPListX will not traverse the sub folders within the top level folders c Export the source list sub folders but not any of its items All folders only This option creates the sub folders structure in the destination location and ignores all list items that are available within the added top level folder and sub folders d Export the source list items including items in sub folders but not any of its sub folders This option exports list items only and ignore its sourc
69. only Note For list items folder traversal option is not applicable The second column of all the rows should contain the destination folder location e g C My Projects or FileServer My Documents where the exported item is stored Be consistent with the drive letters and UNC path when exporting folders and files from a SharePoint library If you use local mapped drives to export files ensure the Destination Path field has the corresponding local mapped drive path e g M My Documents If you use shares to export file ensure the Destination Path field has the corresponding UNC path User Manual Page 81 of 111 SPList Export for SharePoint 2007 SPListX e g Machine_Name Share_Name For CSV and TXT formats all field names and their corresponding metadata values should be enclosed within double quotes e g http vyapin Shared Documents sample folder1 When using accent 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 values within double quotes Sample format of a CSV TEXT batch descriptor file i Note Refer Point 2 for the separator to be used in the batch descriptor file Path Destination Path 6 tt http vyapin shared documents Sample Brochure doc C My Documents http vyapin
70. ontext For validation Use the Following credential For validation User Name VOYAGER Administrator Cancel Click Next to proceed User Manual Page 53 of 111 SPList Export for SharePoint 2007 SPListX 6 1 3 Items to export To add folders and items to export to the destination location in the file system The Items to export step appears as shown below SPListX Task Wizard Step Number Items to export Select Folders or items bo export by clicking Add Edit button Source Destination Folder Traversal Add edit lt Click Add Edit button to add and remove the folders and items for export The Select items to export dialog appears as shown below User Manual Page 54 of 111 SPList Export for SharePoint 2007 SPListX Select items to export fx Select Folders and or list items to export Use Ctrl key to select multiple items Select destination Folder location and click Add button to add items Click Remove button to remove selected items From export Press F5 to refresh treeview Source http isharepoint voyager local afl first site coll 58 objects 2 Refresh poms Mame 9 Announcements Ealbdctest 8 Calendar E3 Content and Structure Reports E3 ContentTypeTest gi customsite1 gui customsite gH customsites gH customsite aH customsites gui customsite6 53 Docurnents Firekmi heika Destination C Documents and Settings 4ll Users 4ppl
71. ou want to create the top level Folder s included For export Yes No Do you want to create destination Folder path if it does nok exist Yes No Do you want to create separate Folder for storing attachments Yes No Attachment Folder Tag Mame Attachment_ lt ItemID gt tTbemTitle gt Do you want to overwrite File iF the file name already exists in destination location O Yes No If you do not want to overwrite a file if it already exists in the destination file system location you can specify an alternate file name tag to be used for the exported file name To select alternate file naming mask click the button placed next to the alternate file tag name textbox Alternate file name mask dialog appears as shown below Alternate file name mask Specify alternate file names Macro Sample value CreatedDate 20090909 Library Mame Shared Documents ModifiedDate 0030909 SiteMame Sample Site Result 7 Construct alternate file naming mask with the available mask provided in the dialog Click OK to close the dialog The constructed alternate file name mask will be placed in alternate file naming tag textbox Files will be exported with the alternate naming mask Click Next to proceed User Manual Page 71 of 111 SPList Export for SharePoint 2007 SPListX 6 1 8 File System Date Settings To propagate the system date fields Created Date and Last Modified Date to respective folder
72. raryName gt lt Timestamp gt Create metadata file even when there are no list items New header names Ealmn Heme Header Mame Optional Source URL Source URL Version Number Version Number Cancel Specify a folder path where the selected list items metadata are to be exported You can also Click browse button to launch folder browser dialog Note Ensure that the user context used to run the SPListX export process has sufficient permissions to create edit and delete folders and files in the specified export path Select a metadata file format using one of the following options e Comma delimited CSV Export metadata column values in comma separated values CSV file format e Microsoft Access MDB Export metadata column values in Microsoft Access database format e Microsoft Excel XLS Export metadata column values in Microsoft Excel format e Extensible Markup Language XML Export metadata column values in XML format Select a metadata file naming mask to use when creating the metadata file Metadata file will be named based on the selected file naming options To select metadata file naming mask click the button placed next to the metadata file naming mask text box This dialog appears as shown below User Manual Page 99 of 111 SPList Export for SharePoint 2007 SPListX Metadata file name mask Specify metadata File name mask Macro Sample Value Site annie Sample Site
73. re the folder and list metadata is to be exported follow the steps given below The Metadata Options step appears as shown below SPListX Task Wizard Step Number Metadata File Settings Specify destination path to store metadata file and export File Formak C5 MDB SLS 4ML Metadata File location D tvyapin Products Workspace SPLista Export Create Folder path if it does not exist Metadata file Format Comma delimited CS4 Microsoft Access MDB Microsoft Excel L5 O extensible Markup Language XML E Create metadata file even when there are no list items New header names Colurnn Name Header Mame Optional Source URL version Number Cancel Specify a folder path where the selected list items metadata are to be exported You can also Click browse button to launch folder browser dialog Lf Note Ensure that the user context used to run the SPListX export process has sufficient permissions to create edit and delete folders and files in the specified export path Select a metadata file format using one of the following options a Comma delimited CSV Export metadata column values in comma separated values CSV file format b Microsoft Access MDB Export metadata column values in Microsoft Access database format c Microsoft Excel XLS Export metadata column in Microsoft Excel format d Extensible Markup Language XML Export metadata column values in XML
74. rt gt Programs gt SPListX for SharePoint 2007 gt SPListX Uninstall Wizard The SPListX Uninstall Wizard dialog will be shown as below SPList Export for SharePoint 2007 Uninstall Wizard Welcome to SPList Export for SharePoint 2007 Uninstall Wizard This wizard helps you to cleanup and uninstall SPList Export For SharePoint 2007 completely This wizard will guide you through the steps to cleanup the files that are created by SPList Export For SharePoint 2007 application Using this wizard you can Cleanup export tasks and task history Cleanup scheduled tasks that are associated with export tasks Cleanup log Files Uninstall SPList Export For SharePoint 2007 application Cancel Click Next to proceed Select required cleanup options as shown below User Manual Page 16 of 111 SPList Export for SharePoint 2007 SPListX SPList Export for SharePoint 2007 Uninstall Wizard Step 1 of 2 Cleanup Options Cleaning up the information based on your selection i SPListx Cleanup export tasks and their history instances Cleanup all export tasks and task history information maintained by SPLisk including Folders such as Config Temp and Log Cleanup scheduled tasks that are associated with the export tasks Uninstall SPList application Remove all application Files and uninstall SPLIst application From the machine Click Next to proceed Confirm the cleanup and or uninstall process SPList Export for SharePo
75. rt the latest list item version from the source e Export version range Export only list item versions specified in the range from the source list e g versions 2 to 5 e All versions Export all list item versions available in the source list User Manual Page 86 of 111 SPList Export for SharePoint 2007 SPListX 7 1 5 Column Settings Options To selectively export metadata columns from the SharePoint list The Column Settings Options step appears as shown below SPListX Task Wizard Step Number Column Settings Options Specify the SharePoint columns you wish to export By default all user defined SharePoint columns will be exported Column Settings Do not export columns Export all columns Export all user defined columns Export selected columns Cancel Select any one of the following metadata settings e Do not export columns This option does not export columns e Export all columns Exports all columns available in the source SharePoint list including SharePoint system columns such as Created Modified Approval Status etc e Export all user defined columns Exports all columns that are created by a SharePoint user e Export selected columns Exports columns that are specified in the textbox User Manual Page 87 of 111 SPList Export for SharePoint 2007 SPListX SPListX Task Wizard Sample Task1 Step Number Column Settings Options Specify the SharePoint columnas
76. rting metadata Source http iisharepoink voyager locally catalogs masterpage PeopleSearchResults aspx Destination o yyapin Products workspace SPList Expart Master Page Gallery 20090909 102512 xls Overall Progress End Task Elapsed Time 00 00 00 70 Once the export task is complete click Refresh button available in Task History pane in SPListX 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 SPListX gt SPListXTaskRunner mytask1 u voyager administrator p 2az noprompt C Program Files SPListX gt SPListXTaskRunner Sample Taski u voyager adminuser p 2az amp noprompt D gt C Program Files SPListX SPListXTaskRunner Sample Task3 u voyager adminuser p 2az amp noprompt DOS batch file examples e To execute SPListX task one by one from a batch file User Manual Page 36 of 111 SPList Export for SharePoint 2007 SPListX C Program Files SPListX SPListX TaskRunner Sample Task1 u voyager adminuser p 2az amp noprompt C Program Files SPListX SPListXTaskRunner Sample Task2 u voyager testuser p test noprompt e To execute multiple SPListX tasks simultaneously start cmd C Program Files SPListX SPListX TaskRunner Sample Task1 u voyager user1 p ctest1 noprompt start cm
77. s All folders files list items including attachments list of site and its sub site can be exported by selecting Site collection node from tree view In SharePoint 2003 all folders files list items including attachments lists of an area and its sub area can be exported to file system User Manual Page 56 of 111 SPList Export for SharePoint 2007 SPListX Select items to export Select Folders and or list items to export Use Ctrl key bo select multiple items Select destination folder location and click Add button to add items Click Remove button to remove selected items From export Press F5 to refresh treeview Source http irom chandrayaan voyager local SOSO workplace E a Team Web Site A 13 3 objects selected Pi Home a Refresh EE Announcements Books Neti Contacts fil see Horse a Events gu Team Blogs gui Fire Horse E Announcements General Discussion ES Books ImpSpeedi 8 5 Contacts E ImpSpeed2 HalEvents ImpSpeed3 E General Discussion Jo Brees Pictures S impspeedi tal Links ES ImpSpeed List Template Gallery ESlimpspeed3 g Northern Bank Hlo Brees Pictures 53 Public Documents Sinks in Ki sample Eei ick Tarmnlaka T allars Destination C Documents C Documents and Settings All UsersApplication Data SPList Export Settings All Toe DatasPListK Export C Documents and Settings All UserskApplication Data5PList Export sd Items added for export of Remove
78. s that were created or modified in the current week Exports documents that were created or modified in the current month Exports document that were created or modified in the last week Exports the documents that were An Example Modified Date Changed Today Created Date Changed Yesterday Modified Date Changed This Week Modified Date Changed This Month Created Date Changed Last Week Modified Date Changed Last Result Remarks SPListX compares the source document s modified date value that got changed the present day at the time of export and exports the specific document only SPListX compares the source document s created date value that were changed yesterday at the time of export and exports the specific document only SPListX compares the source document s modified date value that were changed in the current week SPListX compares the source document s modified date value that were changed in the current month SPListX compares the source document s created date value that were changed last previous week SPListX compares the source Page 108 of 111 SPList Export for SharePoint 2007 SPListX Changed Since Last Update in SharePoint Changed Since Last Import in DocKIT Changed Last 7 days Changed Last 14 days User Manual created or modified in the last month Exports documents that were modified in the source
79. s of Export Conditions User Manual Page 94 of 111 SPList Export for SharePoint 2007 SPListX 7 1 7 Destination Folder Options SPListX will create destination folders based on the following options The Destination Folder Options specification step appears as shown below SPListX Task Wizard Step Number Destination Folder Options Specify Folders settings to use when creating Folders in file system Specify Metadata File Location Do you want to create current timestamp Folder under destination location O Yes No Do you want to create the top level Folder s included For export Yes No Do you want to create destination Folder path if it does nok exist Yes No Do you want to create separate folder for storing attachments Yes No ttachment Folder Tag Mame 4thachment lt kenIDs lt TtemTitle gt Do you want to overwrite File iF the file name already exists in destination location O Yes No i Select from the following options Do you want to create current timestamp folder under destination location This option creates timestamp folder under the specified destination location This option may be useful when scheduling the export process or when repeated exporting contents to the same destination location Select the appropriate option to create the timestamp folder by selecting the option Yes No Do you want to create top level folder s included for export The top level
80. s to the file system perform the steps given below The SharePoint source location step appears as shown below SPListX Task Wizard Step Number SharePoint source location Specify a SharePoint URL of a site j list f Folder location From which you wish to export Folders Files and list items to File system Use currently logged on user context For validation Use the Following credential For validation ovaGERiMarinisratey fe r Cancel Specify a valid SharePoint URL in the URL textbox You can specify a SharePoint site list or folder location in the URL textbox SPListX will load the tree view of the source location from the level specified in this textbox Specify the user s credentials to connect to the SharePoint URL specified above using the options given below e Use currently logged on user context Connect to SharePoint URL using the currently logged on user context e Use the following credential Connect to the SharePoint URL using a different user context Enter the user name as lt DOMAIN NAME gt lt USER NAME gt and its corresponding password User Manual Page 52 of 111 SPList Export for SharePoint 2007 SPListX SPListX Task Wizard Step Number SharePoint source location Specify a SharePoint URL of a site j list f Folder location From which you wish to export Folders Files and list items to File system URL httpiiisharepoint voyager local Use currently logged on user c
81. st Folders ihemsto export From SharePoint Specify a list level condition Do not apply export condition Apply export condition Define Cancel You can specify export conditions at three levels e List level e Folder level e List Item level List Level Conditions Select any one of the following options given below e Donot apply any condition No conditions will be used to filter lists e Apply the following conditions The conditions specified will be used to filter lists taken for export from source SharePoint List Click Define to specify the condition The List Export Conditions Dialog appears as shown below User Manual Page 63 of 111 SPList Export for SharePoint 2007 SPListX List Export Condition Specify rule that must be satisfied before exporting item From SharePoint For example you can export list only when List Type Document Library Field Mame Operator Value Conditions Export list items if the above condition is satisfied G not satisfied Cancel You can specify the export conditions by selecting the field name and by specifying a value with necessary operator You can use mathematical operators such lt gt to define your query Complex queries can be constructed with the use of left right parenthesis and Y and logical operators AND and OR User Manual Page 64 of 111 SPList Export for SharePoint 2007 SPListX List Export
82. stX 6 1 10 Task Settings To specify the task name and schedule settings The Task Settings step appears as shown below SPListX Task Wizard Step Number Task Settings Enter a unique name For the export task and specify schedule task settings Task Mame Task Option Schedule Task Daily mE Enter a unique task name in Task Name textbox Select a Task Option from one of the following options e Run task upon clicking Finish button to run the task immediately after clicking Finish button e Run later to run the task later as and when desired e Create Schedule task to create a Windows scheduled task SPListX will create a schedule task in the Windows Scheduled Tasks with the given settings SPListX will perform the export based on the Run As user account specified in this step The Run As account should be a valid Windows domain account User Manual Page 77 of 111 SPList Export for SharePoint 2007 SPListX SPListX Task Wizard Step Number Task Settings Enter a unique name for the export task and specify schedule task settings Task Name Sample Taski Task Option Run 4s WOW AGER Administrator Set Password Schedule Task Daily en dons Ge 5 27 PM every day starting 9 7 2009 Click Finish button to create the task User Manual Page 78 of 111 SPList Export for SharePoint 2007 SPListX 7 Export SharePoint List content using a batch descriptor file 7 1 Create Task Create
83. t to read the license agreement now If you accept the terms below click Agree then Next Otherwise click Cancel IMPORTANT PLEASE READ CAREFULLY BEFORE USING THE SOFTWARE IN ANY WAY LICENSE AGREEMENT This is a legal agreement between you either an individual or an entity Licensee and Vyapin Software Systems Vyapin By clicking on the I 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 anreament If wnt da not anrea tn the terme of thic anreeament dn the O I Do Not Agree Having confirmed the license agreement you will be redirected to the location where SPList Export for SharePoint 2007 to be installation Press the Next button to continue the installation process User Manual Page 11 of 111 SPList Export for SharePoint 2007 SPListX 3 6 Installation Destination Folder I SPList Export for SharePoint 2007 v3 0 Select Installation Folder SPListX The installer will install SPList Export for SharePoint 2007 v3 0 to the following folder To install in this folder click Next To install to a different folder enter it below or click Browse Folder Cf Pragram Files SPListX Install SPList Export for SharePoint 2007 v3 0 for yourself or for anyone who uses this computer G Everyone Just me The Destination folder dialog allows you to specify the location where
84. tes 53 ContentTypeTest gi cuskomsiteg ES Docurnents gal customsite5 EalForm Templates gH customsiteo Eal Images ft Documents Links a gd best pelts S List Template Gallery aH Firstsubsite E Form Templates j ase Page Gallery Destination C Documents C Documents and Settings All Users Application Data SPListx Export Settings 4ll oer DatasPListK Export C Documents and Settings All UserskApplication Data sPlistk export sd Items added for export gr Remove All Source Title Destination Folder Traversal http tisharepoink voyager localfLists Announcements C Documents and Settings All All Items 4nd Folders Users 4poplication Data SPList Export http sharepoint voyager localfbdcte bdctest Documents and Settings All All Items 4nd Folders Users 4pplication Data SPList Export http tisharepoink voyager localfLists Calendar Documents and Settings All All Items 4nd Folders Users 4pplication Data SPList Export http sharepoint voyager localfRepor Content and Structure Reports Documents and Settings All All Items 4nd Folders List Users 4pplication Browse the source folders and files of connected SharePoint list and select the required folders and list items from either tree view top left pane or list view top right pane Select a destination location using browse option or enter the destination location path in the textbox and click Add button to export selected item
85. the conditions The List Export Conditions Dialog appears as shown below User Manual Page 89 of 111 SPList Export for SharePoint 2007 SPListX List Export Condition Specify rule that must be satisfied before exporting item From SharePoint For example you can export list only when List Type Document Library Field Mame Operator Value Conditions Export list items if the above condition is satisfied not satisfied Cancel You can specify the export conditions by selecting the field name and by specifying a value with necessary operator You can use mathematical operators such lt gt to define your query Complex queries can be constructed with the use of left right parenthesis and and logical operators AND and OR User Manual Page 90 of 111 SPList Export for SharePoint 2007 SPListX List Export Condition Specify rule that must be satisfied before exporting item From SharePoint For example you can export list only when List Type Document Library Field Mame Base Type wt Operator a value Document Library wt AND to Filter QR to Filter Conditions Base Type Document Library Export list items if the above condition is satisfied G not satisfied z SPListX will export the lists that satisfy the export condition or export the lists that do not satisfy the export condition depending on the option selected by
86. yapin com Web www yvyapin com Cancel The installation process starts with the SPList Export for SharePoint 2007 Logo Press the Next button to continue the installation process User Manual Page 7 of 111 SPList Export for SharePoint 2007 SPListX 3 2 Select Installation Type 2 SPList Export for SharePoint 2007 v3 0 Welcome to the SPList Export for SharePoint 200 3 0 Setup Wizard T SPLIsi Select whether you want to repair or remove SPList Export for SharePoint 2007 v3 0 G Repair SPList Export for SharePoint 2007 v3 0 Remove SPList Export for SharePoint 2007 v3 0 If you have older version of SPList Export for SharePoint 2007 it prompts whether you need to repair SPList Export for SharePoint 2007 or presently remove the application from the hard disk where SPList Export 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 8 of 111 SPList Export for SharePoint 2007 SPListX 3 3 Welcome Screen 44 SPList Export for SharePoint 2007 v3 0 Welcome to the SPList Export for SharePoint 200 v3 0 Setup Wizard aa SPLISI The installer will guide you through the steps required to install SPList Export for SharePoint 2007 3 0 on your computer WARNING The Software is owned by Vyapin and or its suppliers and is protected by international copyright laws and international tr
87. you wish to export By default all user defined SharePoint columns will be exported Column Settings Do not export columns Export all columns Export all user defined columns Export selected columns Title 4pproval Status Created Enter one column name per line Ensure the column name entered here exactly matches the display name of the SharePoint column Click Next to proceed User Manual Page 88 of 111 SPList Export for SharePoint 2007 SPListX 7 1 6 Export Conditions SPListX can export folders files and list items including attachments from SharePoint list based on certain export conditions The conditions can be created by using SharePoint columns in the source list The Export Conditions step appears as shown below SPListX Task Wizard Step Number Export Conditions Specify condtions For list Folders ihemsto export From SharePoint Specify a list level condition Do not apply export condition Apply export condition Define Cancel You can specify export conditions at three levels e List Level e Folder Level e List Item Level List Level Conditions Select any one of the following options given below e Do not apply any conditions No conditions will be used to filter lists e Apply the following conditions The conditions specified will be used to filter lists taken for export from source SharePoint List e Click Define to specify

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