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User Manual SPListX for SharePoint 2010

1. 7 Click Next to proceed XML File Format SPListX uses Document Type Definition DTD syntax to define the document structure of the XML metadata file This declaration has been introduced primarily to support large XML metadata files minimize memory footprint when working with large XML files and improve metadata file throughput XML metadata files are split into multiple text files and stored in a folder location that is constructed using the list name and its corresponding GUID An XML file is created using the metadata filename specified by the user in the stated metadata file location When you click the XML file the text files in the folder are re grouped using the DTD file to form a single XML file 105 CHAPTER 3 Export SharePoint List contents using the browse option 3 13 Task Settings To specify the task name and schedule settings follow the instructions given below Please note that the task options will change depending on whether you are using Windows Forms authentication or Web Single Sign on credentials to connect to SharePoint 1 The Task Settings step appears as shown below r SPListX Task Wizard e o am Step Number Task Settings Enter a unique name for the export task and specify schedule task settings Connect to SharePoint As D This user VYAPINLAB kevin Prompt me for user context at task run time 2 Enter a unique task name in Task Name textbox
2. Macro Sample Value FileName TestDocument ListName Shared Documents Timestamp 20120220 114607 VersionNumber 1 Result lt FileName gt _v lt VersionNumber gt You can use the available macros to construct the new file name in the Result textbox 4 Click Next to proceed CHAPTER 4 Export SharePoint List contents using a batch descriptor file For Latest Version Only option in the Export Versions you have the option to export the latest file version to the root folder or export it to the respective version folder The File Version Handling settings appear as shown below Step Number Version Options Specify the list item versions to export By default latest version of the list item will be exported Export Versions All versions Export version range Export version date range ti 20 Feb 12 End 20 Feb 12 Export major versions only Latest version only File Version Handling Store latest version in root folder Store latest version to a version folder named as v lt VersionNumber gt e a Store latest version in root folder Export the latest version in the root folder itself b Store latest version in the respective version folder Creates a latest version folder and export the latest file version in the latest version folder CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 7 Permission Options SPListX can export SharePoint site list li
3. Select any one of the following export options a Export each version to a version folder named as This option will create a version folder for each file version based on the version folder name specified in the folder name mask textbox You have the option to export the latest file version to the root folder or export it to the respective version folder i Store latest version in root folder Export the latest file version to the root folder specified by the user To select Version folder name click the button placed next to the export version to as version folder name textbox Version folder name mask dialog appears as shown below Sample Value Shared Documents 20120220 114541 1 CHAPTER 4 Export SharePoint List contents using a batch descriptor file You can use the available macros to construct the new folder name in the Result textbox ii Store latest version in the respective version folder This option will create a version folder name based on the current file version and export the file into the version folder b Export each file version as separate files named as Each file version will be exported using the file version name constructed in the file version name mask text box To select Version file name click the button placed next to the export version to a separate file name textbox Version file name mask dialog appears as shown below Specify file name to export versions
4. 159 CHAPTER 5 Export SharePoint List contents using the search option Step Number Search URL Settings This wizard helps you manage the export task settings Batch File Sheet Name URL to search Export location C Users Public Documents SPListX Export Items to search URL to search http frd06 9004 SeaHorse Spartans http frd06 9004 SeaHorse Shared C Users Public Documents SPListx Expor Documents Click Next to Proceed 160 CHAPTER 5 Export SharePoint List contents using the search option 5 5 Search Conditions SPListX will search for list items in SharePoint list based on search conditions The conditions can be created using SharePoint Managed properties 1 The Search Conditions step appears as shown below Step Number Search Conditions This wizard helps you manage the export task settings Any of these words None of these words 2 Define search keywords in appropriate textboxes to search for the content indexed at Farm level For example search for the keyword SharePoint in The Exact Phrase text box 161 CHAPTER 5 Export SharePoint List contents using the search option Step Number Search Conditions This wizard helps you manage the export task settings All of these words SharePoint The Exact phrase Welcome to SharePoint Result Type Result Type Resul
5. Field Name Base Type X n e Value Document Library v Cene Cene LOD Lel xxla Conditions Base Type Document Library satisfied not satisfied o J came Export list items if the above condition is 6 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 the user gt Export list items if the above conditions are satisfied Lists that satisfy the condition will be marked for export Export list items if the above conditions are not satisfied Lists that do not satisfy the condition will be marked for export 7 Folder Level Conditions Select any one of the following options given below gt Do not apply any conditions No conditions will be used to filter folders gt Apply the following conditions The conditions specified will be used to filter folders taken for export from source SharePoint List 178 CHAPTER 5 Export SharePoint List contents using the search option 8 Click Define to specify the conditions The Folder Export Conditions Dialog appears as shown below Specify rule satisfied before exporting item from SharePoint For example you can export folder only when Created By john doe seme Ca Add to Filter OR toFilter LCL L amp I xILK Lo J Export list items if the above co
6. Cleanup History Or Select Cleanup History from Tools menu Tools SB Cleanup History View Activity Log X Remove Activity Log 2 The Cleanup History dialog appears as shown below p This deanup utility will dear task history and related files Specify a relevant value to maintain task history V Retain task history for last 7 runs only V Retain task history for last 7 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 46 Chapter 2 SPListX Features 2 18Proxy Server Settings Use this tool to specify the Proxy Server settings to use if you wish to override Internet Explorer s proxy settings set as default You can specify a custom proxy and credential to create a connection with the SharePoint server The proxy server settings will be used globally within SPListX application 1 Select Proxy Server Settings from Tools menu Profile Manager Active Directory Profile Manager Manage Favorites Web Single Sign on Dashboard Proxy Settings g Cleanup History A View Activity Log Remove Activity Log 2 The Proxy Server Settings dialog will be shown as below
7. View Settings All items in the List View AllItems aspx Select Columns to export Default View All Views gt Specific Views Columns to export Export allcolumns 4 Export all user defined columns 4 Export selected columns Title a Enter one column name per line Ensure the ContentType column name entered here exactly matches the display name of the SharePoint column lt Back J Next gt Finis b Default View Exports all items including folders available in the Default view of the given SharePoint list The SharePoint columns defined in the default view will be exported to the metadata file c All Views Exports all Views in the SharePoint list The SharePoint columns defined in the respective list views will be exported to the metadata file d Specific Views Exports views that are specified in the textbox The SharePoint columns defined in the respective list views will be exported to the metadata file 77 CHAPTER 3 Export SharePoint List contents using the browse option Step Number List View Options This wizard helps you manage the export task settings View Settings All items in the List View AllItems aspx Select Columns to export Default View All Views Specific Views All Documents Enter one view name per line Ensure the My Documents view name entered here exactly matches the display name of the SharePoint view Click Next to pr
8. 204 CHAPTER 5 Export SharePoint List contents using the search option The Trial Search Dialog appears as shown below Trial search tool will help you perform a live search to verify the search results URL https vyapin sharepoint com z Signinas gore vyapin onmicrosoft com d4 Back Path Note Double dick on results to launch the URL in your browser Save Results a Select URL from the URL drop down b The SharePoint Login Dialog to connect to SharePoint will appear as shown below Enter a valid user credential to connect to SharePoint Provide user credentials to connect to SharePoint Connect to SharePoint using the specified user credentials SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site User Nam yyapinlab ken ams Gjohndoe contoso com contoso johndoe johndoe Password eeeeeeeeccecccece c Click Search button to perform search 205 CHAPTER 5 Export SharePoint List contents using the search option Trial search tool will help you perform a live search to verify the search results URL Signin as gore vyapin onmicrosoft com 8 objects Title A t31 1 2fag TestingFiledfaf A Team Site How To Use Get Started with Micros fodfofdgfgh A confusding task SPListX_customer_feed P ver 2 1dsdg Note Double dick on results to launch the
9. 27 Chapter 2 SPListX Features 2 10 Task Status To view and manage task status of a selected task 1 Click Task Status from SPListX main screen Task Status Or Select Task Status from Tools menu 2 The Task Status dialog appears as shown below View task status for specified number of days Show status for 7 days J Go A Refresh ga Open Log Folder gi View Activity Log X Remove Remove All Start Time End Time 15 Feb 12 5 34 24 PM 15 Feb 12 5 32 43 PM 15 Feb 12 5 30 37 PM 15 Feb 12 5 29 41 PM 15 Feb 12 4 59 09 PM 15 Feb 12 5 35 13 PM 15 Feb 12 5 33 33 PM 15 Feb 12 5 31 17 PM 15 Feb 12 5 30 00 PM 15 Feb 12 4 59 56 PM C Show at startup 28 Chapter 2 SPListX Features 3 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 4 Refresh Reloads the task history entries and updates the newly run tasks if any 5 View activity log Displays activity log of the currently selected task history item 6 Remove Removes the currently selected task history entry and its associated log folders and files 7 Remove all Removes all task history entries and their associated log folders and files that are currently displayed 8 Click Close button to close this window 29 Chapter 2 SPListX Features 2 11 Task History When an export task is run in SPListX the task export informatio
10. untrusted Windows Domain gt Exporting contents using Laptop PC that is not part of the SharePoint domain gt Exporting contents using Forms Based Authentication FBA The stored user profile persists for all subsequent logon sessions on the same computer where SPListX is installed The stored user profiles are visible to other logon sessions on the same computer The stored user profile created by using SPListX Profile Manager is restricted to the Windows user profile context used to create the stored user profile If the Windows User Profile is maintained locally SPListX stored user profile is accessible only by the same user in the same computer If the user who creates SPListX stored user profile has a Roaming user account in the enterprise the SPListX stored user profile can be accessed by the same user in any computer in the Windows enterprise The stored user profile is a generic credential of Windows Stored User Names and Passwords applet Credential Manager and can be used by SPListX application only The credential information is stored securely in a 256 bit encrypted format in Windows Stored User Names and Passwords applet Credential Manager 32 Chapter 2 SPListX Features 1 In order to create a SPListX stored user profile select Profile Manager from Tools menu Tools Profile Manager Active Directory Profile Manager Manage Favorites Proxy Settings g Cleanup History EA View
11. Chapter 2 SPListX Features 2 9 Create Windows Task 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 gt To create Windows Schedule Task that was accidentally deleted and is required to be created again with the same schedule settings gt To create Windows Schedule Task when the SPListX export tasks are migrated from an old machine to a new machine 1 Select a task from the Task List pane Task List 4 tasks sample Task C sample Taski sample Task2 J sample Task3 2 If SPListX has enough information about the required Windows Schedule Task the Create Windows Task option will be enabled 26 Chapter 2 SPListX Features Select Create Windows Task from Task menu Task E New Task Ctrl N Z Edit Task Ctrl E E CopyTask Ctrl C G Delete Task Del G Run Now Ctrl R Exit Ctri Q 3 In Create Windows Task dialog specify a Run As account and Password and Click OK to create a new schedule task with the same schedule settings that was previously saved by SPListX Export Task Wizard Le velrluOvws tas Create Windows Schedule Task in Windows Task Scheduler and associate it with the export task given below Task Name Sample Task Run As VOYAGER Administrator x cme _
12. Use this page to view and change the settings of this property Name and type Type a name for this property and select the type of information you want to store in this property Property name CreatedDate Description Select the Has Multiple Values checkbox to enable storing multiple values for a given item with this Property The type of information in this property Text 5 Integer 5 Decimal 5 Date and Time 5 Yes No Has Multiple Values Mappings to crawled properties Include values from all crawled properties mapped A list of crawled properties mapped to this managed Include values from a single crawled property based on the order specified Property is shown To use a crawled property in the Crawled properties mapped to this managed property ih per a e i bees and Tae Move Up property based on the order specified using the Move ows_Created_x0020_Date Text Up and Move Down buttons or from all the crawled Move Down properties mapped Add Mapping Remove Mapping Use in scopes Allow this property to be used in scopes Indicates whether this property will be available for use in defining search scopes 2 How crawling will affect export process of search results 3 4 For example if you performed search for the search query Author John Doe using Trial search Dialog search results contains 1205 records approximately and save the search results During export process sea
13. https vyapin sharepoint com 4 If there is no shared credential available for the SharePoint site you will be prompted for user credentials automatically as shown below aa Office 365 User ID Password Forgot your password F Remember me Keep me signed in Don t have a user ID assigned by your organization Use a Hotmail account to sign in 2012 Microsoft Corporation Privacy Legal 52 Chapter 2 SPListX Features 5 Provide the user name and password in the respective text box Select keep me signed in option to create the shared credential and establish a persistent connection Click Sign in BS Office 365 User ID kevin vyapin onmicros oft com Password Forgot your password Remember me Don t have a user ID assigned by your organization Use a Hotmail account to sign in 2012 Microsoft Corporation Privacy Legal 53 Chapter 2 SPListX Features 6 Once the authentication process is finished the connectivity status will be shown as below WeSngeSgnendetbowd O Using this dashboard you can check the connection persistence status of caims enabled SharePoint sites that use federated identity model Enter or select a daims enabled SharePoint site URL and click Connect button If there is no shared credential available for the site you will be prompted for user credentials on demand to make the persistent connection Refer Help document for more
14. 3 Select a Task Option from one of the following options a Run later to run the task later as and when desired b Run now to run the task immediately after clicking Finish button c Schedule 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 106 CHAPTER 3 Export SharePoint List contents using the browse option B SPListX Task Wizard T a Step Number Task Settings B Enter a unique name for the export task and specify schedule task settings o Task Name Sample Task Connect to SharePoint As D This user VYAPINLAB kevin Use Run As user context given below Schedule Settings Run As VYAPINLAB Administrator Schedule Daily Y Start time 18 32 Schedule Task Daily Every 1 At 18 32 every day starting 08 05 2012 In scheduled export process SPListX allows the user to enter different user credentials to connect to SharePoint and to create a scheduled export task unattended mode By default SPListX will use the user account specified in the scheduled Run As user context to connect to SharePoint In case if you decide to use different user context to connect to SharePoint when running the scheduled task you can do so by storing the
15. Click Next to Proceed XML File Format SPListX uses Document Type Definition DTD syntax to define the document structure of the XML metadata file This declaration has been introduced primarily to support large XML metadata files minimize memory footprint when working with large XML files and improve metadata file throughput XML metadata files are split into multiple text files and stored in a folder location that is constructed using the list name and its corresponding GUID An XML file is created using the metadata filename specified by the user in the stated metadata file location When you click the XML file the text files in the folder are re grouped using the DTD file to form a single XML file 192 CHAPTER 5 Export SharePoint List contents using the search option 5 14 Task Settings To specify the task name and schedule settings follow the instructions given below Please note that the task options will change depending on whether you are using Windows Forms authentication or Web Single Sign on credentials to connect to SharePoint 1 The Task Settings step appears as shown below r SPListX Task Wizard e o am L Step Number Task Settings Enter a unique name for the export task and specify schedule task settings Connect to SharePoint As D This user VYAPINLAB kevin Prompt me for user context at task run time 2 Enter a unique task name in Task Name textbox 3 Select a Ta
16. Ctrl E E Copy Task Ctrl C bd Delete Task Del I Create Windows Task Ba Run Now Ctrl R Exit Ctrl Q Or Press CtrI 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 a Edit Export SharePoint List contents using the browse option b Edit Export SharePoint List contents using a batch descriptor file c Edit Export SharePoint List contents using the search option 15 Chapter 2 SPListX Features 2 5 Copy an existing task To copy or create a new task from an existing SPListX export task 1 Select a task from the Task List pane Task List 4 tasks C sample Task J sample Task1 J sample Task2 J sample Task3 2 Click Copy Task from SPListX main screen Copy Task Or Select Copy Task from Task menu E New Task Ctrl N Zi Edit Task Ctrl E TE Copy Task Ctrl C G Delete Task Del I Create Windows Task G Run Now Ctrl R Exit Ctrl Q 16 Chapter 2 SPListX Features 3 In Copy Task dialog enter a new task name in Save As text box specify a Run As account and Password if applicable and Click OK to create a new task with the same export settings specified in the selected task Copy a task and its export settings Enter a unique name for the task Copy Sample Task Sample Task Copy VOYAGER Admi
17. Enter the user name in any ONE of the following formats lt DOMAIN NAME gt lt USER NAME gt UserName DomainName UserName and its corresponding password SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site 61 CHAPTER 3 Export SharePoint List contents using the browse option b Use Web Single Sign on credential to connect to SharePoint Connect to SharePoint URL using federated identity configured using ADFS Use this option to connect to Office365 SharePoint Online configured using federated identity provider 4 Select Add to Favorites checkbox to add the URL to SharePoint Favorites r SPListX Task Wizard Se wwe Step Number SharePoint URL and credentials Specify a SharePoint URL of a site list folder location from which you wish to export folders files and list items to file system User account specified below will be used to connect to SharePoint when running the export task URL _ http rd06 9004 seahorse T Add to Favorites SharePoint user credentiak Use the following credential to connect to SharePoint Connect to SharePoint using the specified user credentials SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site Username VYAPINLAB kevin m johndoe contoso com contoso johndoe johndoe Password eeecccccccccsecee Use Web Single Sign on
18. SECU SPListX can store proxy settings and credential to access SharePoint sites Proxy Settings Do not use proxy server Use IE proxy settings Use manual proxy settings Proxy Credential Use currently logged on user credential Use specific credential 47 Chapter 2 SPListX Features 3 Specify Proxy Server Settings to use a b c d Do not use proxy server This option will not use the proxy settings to connect to the SharePoint server Use IE proxy settings This option will use the Default Proxy Settings used by Internet Explorer IE Use manual proxy settings The proxy server specified in this option will be used by SPListX to connect to the SharePoint server Enter the Address Port and Exceptions list as you do in Internet Explorer to specify the proxy settings Bypass proxy server for local address This option controls whether requests for resources on the LAN are sent to the proxy server or sent directly to the host where the resource resides GC Settings SPListX can store proxy settings and credential to access SharePoint sites Proxy Settings Do not use proxy server Use IE proxy settings Use manual proxy settings Proxy Server Address 10 10 10 10 Port 8080 Exceptions google A Use semicolons to separate entries V Bypass proxy server for local addresses Proxy Credential Use currently logged on user credential
19. This option will append the new metadata in the existing metadata file b Overwrite This option will overwrite the existing metadata file c Tag timestamp with file name This option will create a new metadata file tagged with a timestamp for each export You can specify new column names to use 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 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 Name New Name q Column Name New Header Name Source URL Source URL Version Number Version Number You can specify SharePoint column name in the Column Name textbox and a new field name to use in the New Name textbox Click OK For example a SharePoint column named Department in the source SharePoint list can be renamed as Location when creating the metadata files during the export operation 104 CHAPTER 3 Export SharePoint List contents using the browse option 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 Name New Name oF AC Column Name New Header Name Source URL Source URL Version Number Version Number Destination Destination
20. johnsmith Read View Only etc b Role User format Exports permission details as Role User e g Full Control johndoe johnsmith Contributor janedoe etc Inheritance status Export the inheritance status of the Site List List item as a separate column field in the metadata file This column field indicate if the permission is Inherited or Unique role assignment at the Site List List item level in SharePoint Membership information This option exports membership and role definition information to separate XML files These XML files are stored in the same location as the metadata files in the name _membershipinformation and _roledefinition The user account that connects to SharePoint must have System Account permission to retrieve respective membership information Similarly the user account specified in Active Directory Profile Manager for each domain must have Domain Admin permission to retrieve respective membership information Click Next to Proceed 84 CHAPTER 3 Export SharePoint List contents using the browse option 3 8 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 1 The Export Conditions step appears as shown below Step Number Export Conditions Specify condtions for list folders items to export from Share
21. 3 Export SharePoint List contents using the browse option The Advanced Search dialog appears as shown below Click button to add the SharePoint managed properties in properties drop down The Add Managed Properties Dialog appears as shown below 70 CHAPTER 3 Export SharePoint List contents using the browse option Specify the managed property name in Name textbox and select the data type of the column in SharePoint in the Type drop down Click Add button to add the managed property to the property drop down Click Remove button to remove the columns from the property drop down You can specify the conditions by selecting the property name and by specifying a corresponding value with the necessary operator You can use mathematical operators such as gt gt etc to define your query Complex queries can be constructed by using logical operator AND or OR Find documents with All of these words SharePoint Any of these words Welcome Exact phrase None of these words Result Type All Results Scope Narrow search Author ken You can Tune search by clicking Search Tuner button 71 CHAPTER 3 Export SharePoint List contents using the browse option Th e Search Tuner dia og appears as shown below pe Tuner By default search will start from current site and its contents Select properties to indude in search query and sp
22. 36 38 39 40 168 Add Fields Dialog 67 98 140 applet 29 45 80 89 110 117 152 169 Application Data 2 10 37 168 attachment folder 71 72 73 101 102 103 143 144 146 batch descriptor file 1 12 13 14 82 84 86 88 114 115 119 165 Batch descriptor file 88 Batch File 119 158 browse option 12 13 14 41 49 Cleanup history 28 36 37 cleanup operation 169 cleanup options 169 170 Column Settings Options 42 83 113 Comma delimited 77 88 106 119 149 Chapter command line 20 connect to SharePoint 45 89 117 130 160 Copy Task 7 15 16 crawling 155 157 created date 76 105 147 165 CreatedBy 154 credential 19 21 29 31 44 45 89 116 117 130 160 Credential Dialog 19 21 Credential Manager 29 45 89 credentials 20 44 45 89 116 CSV 77 84 85 86 88 106 114 115 119 131 149 164 165 Ctri N 12 date range 63 94 135 Date Settings 42 75 83 105 113 147 Default favorite 34 Delete Task 7 16 17 Destination Folder 70 83 100 142 217 CHAPTER 7 References destination location 1 47 48 49 58 70 71 100 101 142 143 Destination Path 84 85 114 115 DomainName 44 116 DOS batch file 22 Download evaluation trial copy 4 drop down 89 119 Edit Task 7 14 Elapsed Time 8 28 Equivalent Format String 84 114 Error log file 168 Error Message 166 Eval limit 28 Export Cond
23. AM D TestingFiledfgf https vyapin sharepoint 08 Feb 12 11 38 51 AM Team Site How To Use https vyapin sharepoint 06 Oct 11 1 47 50 PM https vyapin sharepoint 06 Oct 11 1 47 50 PM https vyapin sharepoint 08 Feb 12 11 48 28 AM Note Double dick on results to launch the URL in your browser Sneha 208 CHAPTER 5 Export SharePoint List contents using the search option Trial Search 83 Trial search tool will help you perform a live search to verify the search results URL https vyapin sharepoint com MA Sign in as ken vyapin onmicrosoft com 19 objects Title Path ma ES ma a ES Team Sj e a oe mesan Mma ma E Mma zinger https vyapin sharepoint SPListX_TrialDownload https vyapin sharepoint A TestingFiledfgf https vyapin sharepoint https vyapin sharepoint Defect Tracking Results https vyapin sharepoint Sample https vyapin sharepoint god https vyapin sharepoint A ver 2 idsdg https vyapin sharepoint d Back 1 Modified Date 23 Mar 12 10 04 14 AM 29 Nov 11 8 44 39 AM 08 Feb 12 11 38 51 AM mS The result is stored in C Users Public Documents SPListX Export Result xls successfully Do you want to launch the file now 01 Mar 12 12 09 30 PM 24 Dec 11 7 19 34 AM 22 Mar 12 6 11 55 AM 04 Apr 12 1 10 29 PM 08 Feb 12 11 40 20 AM Note Doub
24. Activity Log X Remove Activity Log 2 The Profile Manager dialog will be shown as below SPListX can store your logon information for SharePoint sites using Microsoft Windows Stored User Names and Passwords applet Credential Manager To add a user profile dick Add Remo ve 3 In order to add user profile click Add button and provide user information in the New User Profile as shown below 33 Chapter 2 SPListX Features Create a new user profile and store it in Microsoft Windows Stored UserNames and Passwords applet Credential Manager to connect to SharePoint User name Password Confirm Password Click OK 4 The newly added user profile will be shown in the Profile Manager as below SPListX can store your logon information for SharePoint sites using Microsoft Windows Stored User Names and Passwords applet Credential Manager To add a user profile dick Add johndoe johndoe contoso com voyager Administrator Henceforth the stored user profile can be used as credential input in SPListX application in order to connect to the SharePoint environment 5 Click Close button to close the Profile Manager dialog Additional References Behavior of stored user names and passwords http support microsoft com kb 281660 Stored User Name and Password Best practices http technet microsoft com en us library cc784749 WS 10 aspx 34 Chapter 2 SPListX Features
25. 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 Hardware configuration of the machine where SPListX and Microsoft SharePoint Server 2010 Microsoft SharePoint Foundation 2010 MOSS WSS is installed Service Pack version of Windows Server amp Microsoft SharePoint Server 2010 Microsoft SharePoint Foundation 2010 MOSS WSS running currently Send us the SPListXErrorLog txt available in the common application data path of SPListX e g lt Application Data Folder gt SPListX Log SPListXErrorLog txt SPListX error logs and activity log files ActivityLog txt ActivityErrors txt MetadataErrors txt and SPlistXErrorLog txt stored in the Common application data path For example lt Application Data Folder gt SPListX TaskHistory lt taskname gt lt timestamp gt NOTE lt Application Data Folder gt is the common location where SPListX tasks and task history is stored in the computer running SPListX application The lt Application Data Folder gt can be found from the Help gt About screen The default path of lt Application Data Folder gt is as follows a Windows XP Windows Server 2003 C Documents and Settings All Users Documents b Windows 7 Vista Windows Server 2008 C Users Public Documents 1 3 System requirements Hardware Intel Pentium processor 10 MB disk space to install SPListX Sof
26. Export Options Export metadata only Create full destination folder path from Yes the drive letter or lt machine name share name gt if it does not exist Version Options Export version Latest version only View Column Settings Chapter 2 SPListX Features 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 2 Refresh Jy Open Log Folder y View Activity Log ed Remove Start Time End Time Remarks 09 Jan 12 11 08 07 AM 09 Jan 12 11 08 44 AM Completed successfully 09 Jan 12 11 06 42 AM 09 Jan 12 11 06 56 AM Incomplete refer activity log 05 Jan 12 3 08 56 PM 05 Jan 12 3 09 54 PM Completed successfully 10 Chapter 2 SPListX Features 2 2 Change Application Data Folder Location SPListX enables you to change Application Data folder location where SPListX export tasks and related settings activity logs and error logs are stored at any time after installing SPListX software To change the Application Data folder location perform the following steps given below 1 Select About SPListX from Help menu 2 About SPListX The About SPListX dialog appears as shown below About SPListX SPList Export for SharePoint 2010 SPListX Program Folder C Program Files SPListX Application Data C Users Public Docume
27. From the Edit button select Modify shared web part VV V Vv In the task pane that appears on the right hand side under Results Query Options select Enable Search Term Stemming checkbox NOTE If stemming is switched on it will increase your index size and potentially impact search performance 6 What is meant by Trimming Duplicate Search Results To specify whether duplicate list item URLs should be removed from search results 7 How to view duplicate search results in SharePoint 2010 gt Go to the search page enter any query to return the search results page For example enter keyword sharepoint in any keywords text box Under Site Actions select Edit page Locate the Search Core Results web part usually in the bottom zone From the Edit button select Modify shared web part VV V Vv In the task pane that appears on the right hand side under Results Query Options check the box labelled Remove Duplicate Results 199 CHAPTER 5 Export SharePoint List contents using the search option 8 How to enable advanced search in SharePoint 2010 Steps for crawling the content gt Navigate to the central admin site gt Click Shared Services Administration gt Search Settings gt Content sources and crawl schedules gt Create Content Source and add the site URLs to be crawled and start full crawl of the content source 5 17 Working on SharePoint 2007 Search Results Working with
28. Retain modified date a Do not overwrite the existing file Skips the file without overwriting the existing file with the same name b Overwrite the existing file Deletes the file from the destination location and exports the current source file c Rename the new file that is currently exported from SharePoint Rename the file based on the file name mask specified in the Alternate File Name Mask text box CHAPTER 4 Export SharePoint List contents using a batch descriptor file To select alternate file naming mask click the alternate file name mask button placed next to the alternate file name mask textbox Alternate file name mask dialog appears as shown below Select macros to be used as alternate file name mask Construct alternate file naming mask with the available macros provided in the dialog Click OK to close the dialog The new files will be exported in the name format syntax entered in the file naming mask 2 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 E pma SPListX Task Wizard Batch E imee peen Step Number File Settings Use the option below to manage file duplicates in the Windows File System You can also propagate Created Date and Last Modified Date fields from SharePoint Library to the Windows File System If
29. Task 20110523 183919 logs MetadataErrors txt SPListX error log file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20110523 183919 logs SPListXErrorLog txt Task settings file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20110523 183919 settings Details xml Library settings file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20110523 183919 settings LibrarySettings xml Process details file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20110523 183919 settings ListItemProcessCount xml 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 gt Windows XP Windows Server 2003 C Documents and Settings All Users Documents gt Windows 7 Vista Windows Server 2008 C Users Public Documents 213 CHAPTER 6 References 6 3 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 uninstal
30. The following section gives you the guidelines to create an external batch descriptor file for Export SharePoint List contents using the search option task type 1 The first row of the metadata file should contain the Field Names as headers 2 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 settings in Regional and Language Options in Control Panel and Format string value available in the registry key HKEY_LOCAL_MACHINE SOFTWARE Microsoft Jet 4 Engines Text The following table shows the equivalent Format string for List Separator in the registry key List Separator Equivalent Format String Comma CSV Delimited semi colon Delimited asterisk Delimited 3 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 List URL e g http vyapin Shared Documents or sub folder URL within SharePoint List e g http vyapin Shared Documents sample folder1 or file URL within the SharePoint List e g http vyapin shared documents sample folderi SampleDocument doc or list item URL within the Shar
31. URL in your browser Save Results Path https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint 4 Back 1 Modified Date 08 Feb 12 11 45 47 AM 08 Feb 12 11 38 51 AM 06 Oct 11 1 47 50 PM 06 Oct 11 1 47 50 PM 08 Feb 12 11 48 28 AM 06 Feb 12 12 10 12 PM 29 Nov 11 8 43 22 AM 08 Feb 12 11 40 20 AM Click Save Results button to save the search results 206 CHAPTER 5 Export SharePoint List contents using the search option gt The Save As dialog appears as shown below Dpa Ui Documents gt SPlistx Epo v 4s Search pot B Documents gt SPListX gt Export A Search Export Organize New folder Wr Favorites Docu library e Folie po Libraries Name 1 Computer No items match your search Gi Network gt Specify file name and Click OK button 207 CHAPTER 5 Export SharePoint List contents using the search option gt While saving search results the Trial search dialog appears like this Trial Search ss Trial search tool will help you perform a live search to verify the search results URL https vyapin sharepoint com Sign in as R gore vyapin onmicrosoft com 8 objects 4q Back 1 of1 gt gt Next Title Path Modified Date D t31 1 2fgg https vyapin sharepoint 08 Feb 12 11 45 47
32. Use specific credential 48 Chapter 2 SPListX Features 4 Select Proxy Credential to use when connecting to the proxy server and request authorization to connect to the SharePoint server p SPListX can store proxy settings and credential to access SharePoint sites Proxy Settings Do not use proxy server Use IE proxy settings Use manual proxy settings Proxy Server Address 10 10 10 10 Port 8080 Exceptions google a Use semicolons to separate entries Bypass proxy server for local addresses Proxy Credential Use currently logged on user credential Use specific credential Profile Name vsslab ken Z mm a Use currently logged on user credential This option will use the currently logged on user account to connect to the proxy server and request authorization to connect to the resource b Use specific credential You can specify a different user credential which is stored in Windows Credential Manager to connect to the proxy server and request authorization to connect to the resource To add a new user profile click button 5 Click Close button to close the Proxy Server Settings dialog 49 Chapter 2 SPListX Features 2 19 Web Single Sign on Dashboard Web Single Sign on Dashboard helps you verify the connectivity status for a claims enabled SharePoint site The persistent connection ensures that SPListX can execute the export task in unattende
33. Views Exports views that are specified in the textbox The SharePoint columns defined in the respective list views will be exported to the metadata file CHAPTER 4 Export SharePoint List contents using a batch descriptor file Step Number List View Options This wizard helps you manage the export task settings View Settings All items in the List View AllItems aspx Select Columns to export Default View All Views Specific Views All Documents Enter one view name per line Ensure the My Documents view name entered here exactly matches the display name of the SharePoint view Click Next to proceed CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 6 Version Options To selectively export list item versions to the destination file system location 1 The Version Options step appears as shown below Step Number Version Options E Specify the list item versions to export By default latest version of the list item will be exported Export Versions All versions Export version range Export version date range tart 20 Feb 12 E 20 Feb 12 Export major versions only Latest version only File Version Handling Export each file version to a version folder named as v lt VersionNumber gt Store latest version in root folder Store latest version in the respective version folder Export each file version as separate files named as lt FileNNam
34. a browser based login dialog Hence the user profile list is not accessible for this type of connection 6 As far as scheduled run is concerned SPListX enables you to setup the export task using persistent connection and shared credential as shown below CHAPTER 4 Export SharePoint List contents using a batch descriptor file r SPListX Task Wizard x Step Number Task Settings Enter a unique name for the export task and specify schedule task settings Sample Task Office365 Connect to SharePoint As This user v Manage Profile Use persistent session of the target site Check session status in Web 550 Dashboard Schedule Settings Run AS VYAPINLAB kevin sete Bae ttm i Schedule Task Daily Every 1 S day s At 18 32 every day starting 08 05 2012 7 SPListX expects the user must ensure the persistent connectivity status using Web Single Sign on dashboard To check the status click Web SSO Dashboard hyperlink CHAPTER 4 Export SharePoint List contents using a batch descriptor file f T SPListX Task Wizard e a OX Using this dashboard you can check the connection persistence status of f daims enabled SharePoint sites that use federated identity model amp Enter or select a daims enabled SharePoint site URL and dick Connect button If there is no shared credential available for the site you will be prompted for user
35. and its versions This option will package the documents and its associated versions into a single compressed file The package is created in the same name as original document or file The document s versions are exported into the created package based on the settings specified in Versions Settings wizard step 3 Click Next to Proceed to the Next Step CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 10 Destination Folder Options SPListX will create destination folders based on the following options given below 1 The Destination Folder options specification wizard step appears as shown below Step Number Destination Folder Options Specify folders settings to use when creating folders in file system Do you want to create current timestamp folder under destination location Yes Do you want to create the topevel folder s induded for export Yes Do you want to create destination folder path if it does not exist Yes Do you want to create a folder for the list or folder underneath when its contents are empty Yes Attachment Folder Tag Attachment_ lt ItemID gt _ lt ItemName gt Do you want to create separate folder for storing attachments Yes 2 Select from the following options a b 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 use
36. 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 Pi Attachment folder tag name Specify folder name mask for exporting attachments Macro Sample Value a ItemID 1 ItemName Cities ListName Shared Documents X 4 TT Insert Result Attachment_ lt ItemID gt _ lt ItemName 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 CHAPTER 4 Export SharePoint List contents using a batch descriptor file Step Number Destination Folder Options Specify folders settings to use when creating folders in file system Do you want to create current timestamp folder under destination location Yes Do you want to create the topevel folder s induded for export Yes Do you want to create destination folder path if it does not exist Yes Do you want to create a folder for the list or folder underneath when its contents are empty Y
37. credential to connect to SharePoint Connect to SharePoint sites configured with ADFS as identity provider induding Office365 5 In order to connect Office365 s SharePoint Online environment you can use Web Single Sign on option for both Cloud Identity Office 365 Online Credential e g johndoe vyapin onmicrosoft com and Federated Identity configured via ADFS e g johndoe vyapin com 62 CHAPTER 3 Export SharePoint List contents using the browse option SPListX Task Wizard x Step Number SharePoint URL and credentials Specify a SharePoint URL of a site list folder location from which you wish to export folders files and list items to file system User account specified below will be used to connect to SharePoint when running the export task URL https vyapin sharepoint com Add to Favorites SharePoint user credentiak Use the following credential to connect to SharePoint Connect to SharePoint using the specified user credentials SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site User name VYAPINLAB kevin pak Gohndoe contoso com contoso johndoe johndoe Password eeecccccccocccoce Use Web Single Sign on credential to connect to SharePoint Connect to SharePoint sites configured with ADFS as identity provider induding Office365 6 Upon clicking Next button to proceed you
38. credentials on demand to make the persistent connection Refer Help document for more information sharepoint com Status sharepoint com 8 Click Finish button to create the task Chapter 5 Export SharePoint List contents using the search option 5 1 Create Task To create a task to export folders files list items including attachments along with their metadata from SharePoint List to file system or network share 1 Select Export SharePoint List contents using the search option in SPListX Task Options dialog as shown below and click OK Select a task type for creating a new task A wizard will quide 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 induding 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 Export SharePoint List contents using the search option Create a task to export folders files and list items induding attachments along with metadata from SharePoint list to file system based on SharePoint Search results 150 CHAPTER 5 Export SharePoint List contents using
39. have to enclose the field names and their corresponding values within double quotes CHAPTER 4 Export SharePoint List contents using a batch descriptor file Sample format of a CSV TEXT batch descriptor file NOTE Refer Point 2 for the separator to be used in the batch descriptor file Path Destination Path nttp vyapin shared documents Sample Brochure doc C My Documents http vyapin shared documents sample folder1 vyapinfs ExportDocs shared doc contents nttp vyapin lists C My Sales Lists Backup http Vyapin lists cities C My Cities Backup CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 3 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 A 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 B Export list contents physical files only Export SharePoint list contents folders files list item attachments to the local file system or network share Metadata will not be exported C Export metadata only Export metadata for SharePoint list contents to the local file system or network shar
40. issues The workarounds may or may not be suitable for your environment Please consult your SharePoint Administrator before performing any changes to your SharePoint production environment Protocol handler that crawls the SharePoint content will not populate ows_created_x0020_By Text crawled property 1 How to map CreatedDate field to crawled field gt Open Central Administration in the Application Management section click Manage service applications gt Click the Search service application for which you are viewing managed and crawled properties gt On the Search Administration page in the Quick Launch under Queries and Results click Metadata Properties gt On the Metadata Property Mappings page click New Managed Property gt On the New Managed Property page in the Property name box in the Name and type section type the name of the new managed property gt Inthe Description box type a description of the property gt Under The type of information in this property select one of the following options for the property gt Under The type of information in this property Text type gt In the Mappings to crawled properties section select Include values from a single crawled property based on the order specified gt Click Ok 197 CHAPTER 5 Export SharePoint List contents using the search option 2 FrarePoint 2010 Central Administration Search Service Application Edit Managed Property CreatedDate
41. list contents folders files list item attachments and its associated metadata to the local file system or network share D Export list contents physical files only Export SharePoint list contents folders files list item attachments 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 Next gt 3 Click Next button 4 Specify Batch Descriptor File 5 Specify List View Options 6 Specify Version Options 7 Specify Permission Options 8 Specify Export Conditions 9 Specify Document Packaging Options 10 Specify Destination Folder Option 11 Specify File Settings 12 Specify Metadata File Settings 13 Specify Task Settings 14 Click Finish button to create the Task or click Back button to change any task settings CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 2 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 1 The first row of the metadata file should contain the Field Names as headers 2 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 deli
42. permissions for Site List List item to the metadata file depending on the user selection Check appropriate checkboxes in Export permission for options 3 Specify the Permission format to use when exporting the permission information for the Site List List item to the metadata file using the options given below a User Role format Exports permission details as User Role e g johndoe Full Control Limited Access johnsmith Read View Only etc b Role User format Exports permission details as Role User e g Control johndoe johnsmith Contributor janedoe etc 4 Inheritance status Export the inheritance status of the Site List List item as a separate column field in the metadata file This column field indicate if the permission is Inherited or Unique role assignment at the Site List List item level in SharePoint 5 Membership information This option exports membership and role definition information to separate XML files These XML files are stored in the same location as the metadata files in the name _membershipinformation and _roledefinition The user account that connects to SharePoint must have System Account permission to retrieve respective membership information Similarly the user account specified in Active Directory Profile Manager for each domain must have Domain Admin permission to retrieve respective membership information 6 Click Next to Proceed S
43. respective version folder The File Version Handling settings appear as shown below Step Number Version Options Specify the list item versions to export By default latest version of the list item will be exported Export Versions All versions Export version range tart Enc Export version date range tart 20 Feb 12 End 20 Feb 12 Export major versions only Latest version only File Version Handling Store latest version in root folder Store latest version to a version folder named as v lt VersionNumber gt a Store latest version in root folder Export the latest version in the root folder itself b Store latest version in the respective version folder Creates a latest version folder and export the latest file version in the latest version folder 82 CHAPTER 3 Export SharePoint List contents using the browse option 3 7 Permission Options SPListX can export SharePoint site list list item permission information to the metadata file This feature works only for SharePoint 2010 environment 1 The Permission options specification wizard step appears as shown below Step Number Permission Options Works only for SharePoint 2010 Export site list item permission from SharePoint file to the metadata file Export Permissions Do not export permissions Export permissions Export Permissions a Do not export permissions This option will not export pe
44. scopes Allow this property to be used in scopes Indicates whether this property will be available For use in defining search scopes 2 How crawling will affect export process of search results For example if you performed search for the search query Author John Doe using Trial search Dialog search results contains 1205 records approximately and save the search results During export process search results count may increase to 1250 records approximately this is due to the incremental crawling of the content source 3 How to avoid the System Services TimeoutException during export process of search results in SPListX During frequent usage of SharePoint SharePoint Search services cannot serve the search request within the stipulated time therefore SharePoint search server itself throws an System ServicepProcess TimeoutException To avoid this exception we strongly recommend you to perform search export process during off peak hours 201 CHAPTER 5 Export SharePoint List contents using the search option 4 How stemming will help you to get related search results 5 Stemming will bring back words closely related to the query terms i e inflectional variants for most languages but for some languages derivational variants as well For example sample search queries with search results S No Search Keywords Search Results run In addition to exact match it will bring back moe matches on runs ran run
45. the folders that do not satisfy the export condition depending on the option selected by the user gt Export list items if the above conditions are satisfied Folders that satisfy the condition will be marked for export gt Export list items if the above conditions are not satisfied Folders that do not satisfy the condition will be marked for export 12 List Item Level Conditions Same as Folder Level Conditions 13 Click Next to proceed 181 CHAPTER 5 Export SharePoint List contents using the search option 5 10 Document Packaging Options Document Packaging helps in storing related documents contents together in a single file in compressed format SPListX has the provision to export document sets and document file versions as packaged contents grouped together Follow the steps outlined below to store multiple document versions and document sets grouped together in the file system file share 1 The Document Packaging Options step appears as shown below SPListX Task Wizard Test Search Step Number Document Packaging Options Select packaging option below to compress documents files during the export process Packaging Settings Do not package documents or files Perform document packaging for 3 2 Select Packaging Settings from the options outlined below a Do not package documents or files SPListX will not package the exported documents or files b Perform document pack
46. the following conditions The conditions specified will be used to filter folders taken for export from source SharePoint List CHAPTER 4 Export SharePoint List contents using a batch descriptor file 8 Click Define to specify the conditions The Folder Export Conditions Dialog appears as shown below Specify rule that must be satisfied before exporting item from SharePoint For example you can export folder only when Created By john doe Loo JJ AddtoFiter oR toFilter L gt T amp L xILx Lo Export list items if the above condition is satisfied not satisfied 9 Click button to add the SharePoint columns in Field Name dropdown The Add Fields Dialog appears as shown below CHAPTER 4 Export SharePoint List contents using a batch descriptor file 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 10 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 sider Export Condition Specify rule
47. the search option 2 The SPListX Task Wizard appears as shown below Ti rd Step Number Welcome to SPListX Task Wizard This wizard helps you manage the export of SharePoint list contents to the file system along with its associated metadata Export Option 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 C Export list contents physical files only Export SharePoint list contents folders files list item attachments 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 Next gt 3 Click Next button 4 Specify SharePoint User Credential 5 Specify SharePoint URL Settings 6 Specify Search Conditions 7 Specify Column Settings Options 8 Specify Version Options 9 Specify Permission Options 10 Specify Export Conditions 11 Specify Document Packing Options 12 Add Destination folder option 13 Specify File Settings 14 Specify Metadata File Settings 15 Specify Task Settings 16 Click Finish button to create the task or click Back button to change the task settings 151 CHAPTER 5 Export SharePoint List contents using the search option 5 2 Create Search Batch Descriptor File
48. use open by any other application or user Close the file and try 211 CHAPTER 6 References application The Microsoft ACE OLEDB 12 0 provider is not registered on the local machine Ensure that the machine running SPListX has 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 do 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 values since the column could not be found in the SharePoint List Ensure that the specified column in export metadata for specific columns exists in SharePoint List Search Condition failed Ensure that the specified managed property in search condition exists in the source SharePoint service provider Cannot export the view lt View name gt values since the view could not be found in the SharePoint List Ensure that the specified view exist in SharePoint List Search Condition failed Ensure that the specified managed property in search condition exists in the source SharePoint Service Provider Unable to export memb
49. 0 203 211 211 213 214 217 Chapter 1 SPListX Introduction 1 1 About SPListX SPList Export for SharePoint 2010 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 Export SharePoint libraries folders documents list items version histories metadata and permissions to the desired destination location in the Windows File System SPListX supports all versions of SharePoint 2010 2007 2003 in a single product SPListX works with SharePoint Online in Office 365 Microsoft SharePoint Server 2010 Microsoft SharePoint Foundation 2010 Microsoft Office SharePoint Server 2007 Windows SharePoint Services 3 0 Microsoft SharePoint Portal Server 2003 and Windows SharePoint Services 2 0 environments gt Export sites lists and document libraries and reduce data losses that might occur from hardware failures power outages or other problems gt Export lists amp document libraries for offline collaboration gt Archive list contents to comply with retention policies gt Archive old document versions amp their metadata for regulatory compliance gt Backup SharePoint contents regularly for disaster recovery amp restore procedures if required gt Migrate documents amp metadata to another DMS ECM application gt Perform in depth analysis of metadata in MS Excel gt Perf
50. 2 13 Manage Favorites Use this tool to add frequently used SharePoint URL and File System path as favorites Once added to favorites list SPListX will show the relevant entries in the favorites as a dropdown wherever applicable You can also set a particular URL and Path as a default favourite to select the entry by default in the appropriate steps 1 In order to create SPListX favorites select Manage Favorites from Tools menu Tools Profile Manager Active Directory Profile Manager Web Single Sign on Dashboard Proxy Settings g Cleanup History View Activity Log gt lt Remove Activity Log 2 The Manage Favorites dialog will be shown as below c x Add a SharePoint URL or File System path as a favorite SPListX will show the favorites whereever applicable Click the checkbox to display the favorites or SPListX will show windows options by default Name Create in SharePoint Favorites z Set as default f SharePoint Favorites g File System Favorites Show favorites for SharePoint URL and File System path a Cee 35 Chapter 2 SPListX Features 3 In order to add a favourite select a favourite Type i e SharePoint Favourite or File System Favorite and click Add button to add the new favourite to the favourite list as shown below Add a SharePoint URL or File System path as a favorite SPListX will show the favorites whereever applicable Click the chec
51. 3 If you choose URL option 1 Specify a valid SharePoint URL in the URL textbox You can specify a SharePoint site or list location in the URL textbox 2 Specify a valid Destination path in destination textbox and then click ADD button to add the items 3 Click to add the list from select items dialog 157 CHAPTER 5 Export SharePoint List contents using the search option 4 The Select items to export dialog appears as shown below Select folders and or list items to export Use Ctrl key to select multiple items Select destination folder location and click Export button to export items Click Remove button to remove selected items from export Press F5 to refresh treeview Source _http rd21 8001 Go vsslab ken Browse Home Up Add to Favorites A Refresh F List Views W Filter Location C s Publ nts SPListX Export one 3 Export Users Public Documents SPListX Expor n E RT Add to Favorites Items to search Change Export Location DX Remove Remove All Destination ie F gt i ox cae 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 site collection lists to search Specify a valid SharePoint URL in the source textbox and click Go button SPListX will load the tree view of the source location Select a destinati
52. 4 58 64 66 67 68 75 78 82 84 85 87 88 89 95 97 98 99 105 108 112 113 114 115 116 117 120 124 125 126 130 136 138 139 140 147 150 154 155 157 158 160 165 166 167 169 source list 58 63 64 94 95 135 136 source location 42 44 SPList Export 1 SPListX 1 2 3 5 6 7 10 12 14 15 16 18 20 21 22 23 24 25 27 28 29 31 32 36 37 38 41 42 44 45 56 57 58 64 66 68 70 77 80 82 83 88 89 95 97 99 100 101 106 110 112 113 116 117 124 125 128 136 138 141 142 149 152 155 158 166 167 168 169 171 SPListXErrorLog txt 168 SPListXTaskRunner 21 22 SQL 157 stemming 56 128 155 156 System requirements 3 Task Details 6 8 Task History 6 8 19 21 27 36 38 task history item 26 28 36 38 40 Task List pane 6 7 8 14 15 16 18 23 27 Task Option 80 110 152 Task Properties 6 7 Task Results 39 Task Settings 40 42 80 83 110 113 152 Task Statistics 39 task status 25 28 Task Status 25 36 Task Wizard 14 24 42 83 113 158 Technical Support 2 Terminated abnormally 28 timestamp 37 70 100 142 Tools menu 25 29 32 36 37 38 Traversal dialog 58 Trial Search 129 159 160 219 CHAPTER 7 References Trimming 156 Troubleshooting 166 168 uninstall process 170 171 Uninstall SPListX application 171 Uninstall Wizard 169 URL drop down 129 160 URLs 56 11
53. 4Active Directory Profile Manager Use this tool to create an Active Directory user profile to retrieve the Domain Group members from SharePoint environment This user profile is stored in Windows Stored User Names and Passwords Credential Manager Specify a domain user credential to connect It is recommended to use Administrator Credential to retrieve the members list from the Domain Group SPListX stores the active directory user profile in the local computer and will be accessible only by the user who creates the user profile If the user who creates the active directory user profile has a Roaming user account in the enterprise the stored user profile can be accessed in any computer in the Windows enterprise The stored active directory user profile can be used by SPListX application only The credential information is stored securely in 256 bit encrypted format in Windows Stored User Names and Passwords Credential Manager For scheduled tasks SPListX will use this stored user credential to retrieve Domain Group members from Active Directory 1 Select Active Directory Profile Manager from Tools menu Tools Profile Manager Active Directory Profile Manager Manage Favorites Web Single Sign on Dashboard Proxy Settings ir Cleanup History ay View Activity Log Remove Activity Log 39 Chapter 2 SPListX Features 2 The Active Directory Profile Manager dia og will be shown as
54. 5 Runtime Statistics a Number of items to process Shows the total number of line items to process in the current export task This represents the number of items selected by the user in the browse mode or number of line items to process in the batch file 24 Chapter 2 SPListX Features 4 5 6 b Number of items processed Shows the number of line items that have been processed at any given instance c Total size processed in KB Shows the total size of files that were exported from SharePoint at any given instance including documents version history and file attachments d Total items processed Shows the number of folders and items documents amp list items exported from SharePoint at any given time instance The count does not include version histories and file attachments e Elapsed Time Shows the elapsed time from the instance the export task started or commenced 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 Ju voyager adminuser p 2az amp noprompt C Program Files SP
55. 9 128 156 157 User Credential 113 116 user profile 29 30 31 44 45 89 117 Version information 2 Version Options 42 63 83 94 113 135 version range 63 73 94 103 135 145 View activity log 26 28 Vista 2 168 wildcard 84 wildcard characters 84 Windows 7 2 3 168 Windows 7 2 168 Windows Schedule Task 23 Windows Server 2 3 168 Windows Server 2003 2 168 Windows Server 2008 2 168 Windows Stored User Names and Passwords 29 45 89 117 Windows Task 1 23 24 Windows XP 2 168 WSS 3 0 128 157 XLS 77 85 88 106 115 119 149 XLSX 85 88 115 119 XML 77 107 149 220
56. ER 4 Export SharePoint List contents using a batch descriptor file 6 Specify the user s credentials to connect to the SharePoint URLs provided in the batch descriptor file above using the options given below a Use the following credential Connect to SharePoint URL using the user context stored in the user profile OR Enter the user name in any ONE of the following formats lt DOMAIN NAME gt lt USER NAME gt UserName DomainName UserName and its corresponding password SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site b Use Web Single Sign on credential to connect to SharePoint Connect to SharePoint URL using federated identity configured using ADFS Use this option to connect to Office365 SharePoint Online configured using federated identity provider Ei SPListX Task Wizard eee Step Number Batch descriptor file Specify batch descriptor file to use in order to export folders list items and its associated metadata to the local file system or network share Specify user credential to connect to SharePoint when running the export task File Name C Users Public Documents SPListX Batch File csv Ed Clear 29 row s SharePoint user credential Use the following credential to connect to SharePoint Connect to SharePoint using the specified user credentials SPListX will initiate Windows authentication or Forms authentic
57. Export SharePoint list contents folders files list item attachments to the local file system or network share Metadata will not be exported C 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 1 The Export Options step appears as shown below Step Number Welcome to SPListX Task Wizard This wizard helps you manage the export of SharePoint list contents to the file system along with its assocated metadata D Export Option 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 Export list contents physical files only Export SharePoint list contents folders files list item attachments 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 re a Select the required export options The wizard guides you with the steps accordingly 60 CHAPTER 3 Export SharePoint List contents using the browse option 3 3 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 attachments to the fil
58. ListX gt SPListXTaskRunner Sample Task2 profile voyager adminuser noprompt D gt C Program Files SPListX SPListXTaskRunner Sample Task3 u voyager adminuser p 2az amp noprompt D gt C Program Files GSPListX SPListXTaskRunner Sample Task3 u voyager adminuser p 2az amp noprompt For import tasks configured with SharePoint Online sites using Web Single Sign on credential only task name has to be provided as input as shown below Other optional parameters except noprompt are ignored for this authentication type C Program Files SPListX gt SPListXTaskRunner Office 365 import noprompt DOS batch file examples gt To execute SPListX task one by one from a batch file C Program Files SPListX SPListXTaskRunner Sample Task1 u johndoe contoso com p test noprompt C Program Files SPListX SPListXTaskRunner Sample Task2 u voyager adminuser p 2az amp noprompt C Program Files SPListX SPListXTaskRunner Sample Task3 u johndoe contoso com p test noprompt C Program Files SPListX SPListXTaskRunner Sample Task4 profile johndoe contoso com noprompt gt To execute multiple SPListX tasks simultaneously Start cmd C Program Files SPListX SPListXTaskRunner Sample Task1 u voyager user1 p ctest1 noprompt Start cmd C Program Files SPListX SPListXTaskRunner Sample Task2 u voyager user2 p ctest2 noprompt 25
59. PListX http rd06 9004 SeaHorse ReportLib C Users Public Documents SPListX http rd06 9004 SeaHorse Shared C Users Public Documents SPListX Documents LIstTesting Master Page Gallery ReportLibrary Shared Documents All items and folders All items and folders All items and folders All items and folders 5 Browse the source folders and list items 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 items All folders files list items including attachments lists of a 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 66 CHAPTER 3 Export SharePoint List contents using the browse option x 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 _https vyapin sharepoint com gore vyapin onmicrosoft com Folder Advanced Search Browse Search Results a me Area
60. PListX Task Wizard Sample Task x Full CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 8 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 1 The Export Conditions step appears as shown below Step Number Export Conditions Specify condtions for list folders items to export from SharePoint L3 List Level Folder Level Item Level Specify a list level condition Donot apply export condition Apply export condition Define 2 You can specify export conditions at three levels gt List Level gt Folder Level gt List Item Level 3 List Level Conditions Select any one of the following options given below gt Do not apply any conditions No conditions will be used to filter lists gt Apply the following conditions The conditions specified will be used to filter lists taken for export from source SharePoint List CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 Click Define to specify the conditions The List Export Conditions Dialog appears as shown below t EXDO Specify rule that must be satisfied before exporting item from SharePoint For example you can export list only when List Type Document Library F
61. PTER 4 Export SharePoint List contents using a batch descriptor file 4 12 Metadata File Settings SPListX will create metadata files based on the following options given below 1 The Metadata File Settings step appears as shown below Task Wizard Sample Task Step Number Metadata File Settings Specify destination path to store metadata file and export file format CSV XLSX XML Metadata file name Store metadata file s in this location C Users Public Documents SPListX mas XLSX v amp location Store metadata file s in format in the respective list folder location If file already exists Append metadata fle Overwrite metadata file Tag timestamp with filename New header names itm Header Name Edit Optional Source URL Source URL Version Number Version Number lt Back Next gt 5 Cancel 2 SPListX creates the metadata file using the List name and List GUID in the format List Name List GUID to maintain a unique metadata file name 3 Specify the Metadata filename amp location using the options below a Store metadata file s in this location 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 b Store metadata file s in the respective list folder location This option will export the metadata file in the selected file format into the respective list folder locatio
62. Point L3 List Level Folder Level Item Level Specify a list level condition Donot apply export condition Apply export condition Define 2 You can specify export conditions at three levels gt List Level gt Folder Level gt List Item Level 3 List Level Conditions Select any one of the following options given below gt Do not apply any conditions No conditions will be used to filter lists gt Apply the following conditions The conditions specified will be used to filter lists taken for export from source SharePoint List 4 Click Define to specify the conditions 85 CHAPTER 3 Export SharePoint List contents using the browse option The List Export Conditions Dialog appears as shown below Specify rule that must be satisfied before exporting item from SharePoint For example you can export list only when List Type Document Library Field Name Export list items if the above condition is satisfied not satisfied 5 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 86 CHAPTER 3 Export SharePoint List contents using the browse option examp
63. Public Documents SPListX mas XLSX v amp location Store metadata file s in format in the respective list folder location If file already exists Append metadata fle Overwrite metadata file Tag timestamp with filename New header names itm Header Name Edit Optional Source URL Source URL Version Number Version Number lt Back Next gt S Cancel 2 SPListX creates the metadata file using the List name and List GUID in the format List Name List GUID to maintain a unique metadata file name 3 Specify the Metadata filename amp location using the options below a Store metadata file s in this location 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 b Store metadata file s in the respective list folder location This option will export the metadata file in the selected file format into the respective list folder locations where the physical documents files are exported 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 190 CHAPTER 5 Export SharePoint List contents using the search option 4 If the metadata file already exists in the destination location choose from any 5 6 one of the following options a Append This option w
64. Search Results Disclaimer The information below can be specific to particular SharePoint environmental issues The workarounds may or may not be suitable for your environment Please consult your SharePoint Administrator before performing any changes to your SharePoint production environment Protocol handler that crawls the SharePoint content will not populate ows_Modified_x0020_By Text or the ows_ModifiedBy Text ows_created_x0020_By Text crawled property 1 How to map LastModifiedBy and CreatedBy field to crawled field gt Open Central administration gt Shared Services gt SharedServicesX X being the number of the shared services provider for the site you are creating a mapping gt search settings gt metadata property mappings Click ModifiedBy to edit the properties Make sure Include values from all crawled properties mapped is selected Click Add Mapping and select the Office category from the dropdown list Look for a property named OFFICE 8 click OK Click Add Mapping and select the ows_Last_x0020_Modified text from the VV VV V ALL categories dropdown list Click OK gt Make sure the box is checked Allow this property to be used in scopes click OK gt Click CreatedBy to edit the properties gt Make sure Include values from a single crawled property based on the order specified is selected gt Click Add Mapping and select the Office category from the dropdown
65. SharePoint user context for future use SPListX will store the user credential to connect to SharePoint in the Microsoft Windows Stored User Names and Passwords Credential Manager applet for security reasons The stored user profile is tied to the user context currently logged on user account in which the profile is created Hence you will not be allowed to change the scheduled Run As user context for the export task Click Manage Profile button to create new user profile 5 As for Web Single Sign on credential based export task the task settings will be shown as below 107 CHAPTER 3 Export SharePoint List contents using the browse option r SPListX Task Wizard ee Step Number Task Settings Enter a unique name for the export task and specify schedule task settings Task Name Task Option Run later Run now Schedule Prompt me for user context at task run time The Web Single Sign on framework expects the user name and password to be given by user interactively in a browser based login dialog Hence the user profile list is not accessible for this type of connection 6 As far as scheduled run is concerned SPListX enables you to setup the export task using persistent connection and shared credential as shown below 108 CHAPTER 3 Export SharePoint List contents using the browse option r SPListX Task Wizard x Step Number Task Settings Enter a unique name for
66. Task Edit Task Copy Task Delete Task Run Now Task Status Cleanup History Task List Task List pane contains all export tasks created by the user Task related operations such as Edit Task Copy Task Delete Task and Run Now can be performed based on the selected task in the Task List pane The remaining panes will change their content based on the selected task Total task count will be displayed at the top of the banner Task List 4 tasks E Sample Task Sample Taski sample Task2 1 sample Task3 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 Chapter 2 SPListX Features Task Properties Task Name Sample Task Export SharePoint List contents using a batch descriptor file Source New Created On 15Feb 12 5 23 48 PM Last Modified 15 Feb 12 5 30 36 PM Task Details Task Details pane displays the task settings about currently selected task in Task List pane Task Details Site Settings J URL http rd06 9004 Seahorse User Option Use currently logged on user context to connect to SharePoint Export Options
67. Test 4 objects Home F Up Add to Favorites Refresh fi List Views WY Filter Contacts 53 Document Library Name H Events keywords E General Discussion News Ga Image Library A Search E A Keywords E a E Links astes List Template Gallery sta Targeted links on My Site A News Topics a amp Search contacts f Site Template Gallery S Document Library Export Location C Users Public Documents SPListX Export us y EXPORT Add to Favorites l Change Export Location gt lt Remove Remove All Destination Title Folder Traversal https vyapin sharepoint com Demo _C Users Public Documents SPListX Ex SPListX_Synopsis docx Not applicable for items Document library SPListX_Synopsis docx https vyapin sharepoint com Sharec C Users Public Documents SPListX Ex t31 1 2fag Documents XPlicaErrorLog txt Not applicable for items Not applicable for items https vyapin sharepoint com Demo _C Users Public Documents SPListX Ex SPListX_TrialDownload html Document library SPListX_TrialDownload html hitinn lhnranin nharannin man Charne MaU inaral hli IMan mtn LOM int Vier Tantinntilad ine m Mat annlisahla Far itane 6 You can perform keyword search by entering search keyword in search keyword textbox and selecting the list items based on search results for exporting to the file system NOTE Exporting based on search results is no
68. User Manual SPListX for SharePoint 2010 SPList Export for SharePoint 2010 SPListX Copyright 2008 2012 Vyapin Software Systems Private Limited All rights reserved Email support vyapin com Web www vyapin com Last Updated December 2012 Copyright 2008 2012 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 CUVYAPIN Vyapin Software Systems Private Limited Website http Aw
69. X Remove Activity Log 2 The File Share Manager dialog will be shown as below 42 Chapter 2 SPListX Features are added in the search crawl index These stored credentials are used to I connect to the file share to export the files documents to the desired location button 3 In order to add user profile click Add button and provide user information in the File Share Credential as shown below w egent Enter file share location and user credential to create a File Share Name a File Share Name Specify the file share server name where the files are stored and the file share index is added in the search crawl index b Specify a new user profile or select an existing user profile to connect to file share to export file share contents which are added in the SharePoint search crawl index 4 The newly added user profile will be shown in the File Share Manager as below 43 Chapter 2 SPListX Features 5 are added in the search crawl index These stored credentials are used to connect to the file share to export the files documents to the desired location button Henceforth the stored credential can be used to export the file share contents which are added in the search crawl index in the SharePoint server Click Close button to close the File Share Manager dialog Additional References Behavior of stored user names and passwords http support microsoft com kb 281660 Stored Us
70. ables selection of destination location to export folders items 65 CHAPTER 3 Export SharePoint List contents using the browse option Folder Browse Search Results 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 rd06 9004 Seahorse VSSPRO karthikeyan Advanced Search E Rf SeaHorse Announcements E Calendar FileName Links LIstTesting Qa Master Page Gallery ReportLibrary 83 Shared Documents Site Assets amp Site Pages a Spartans Tasks Es Team Discussion EHATAAAMAMMA m lt 4 objects selected O Home F Up Add to Favorites Refresh List Views Y Filter Name Announcements E calendar FileName Links Ba LstTesting Ba master Page Gallery BaReportiibrary Pa Shared Documents Aisite Assets Gasite Pages Parcs gt m Items added for export Source Export Location C Users Public Documents SPListX Destination Title Add to Favorites Change Export Location gt Folder Traversal http rd06 9004 SeaHorse Llists LIst C Users Public Documents SPListX http rd06 9004 SeaHorse _catalogs C Users Public Documents S
71. aging for Document package will be created for each exported document set or file version based on the option selected below If the file already exists in the package File Settings options will be applied 182 CHAPTER 5 Export SharePoint List contents using the search option E SPListX Task Wizard Test Search Step Number Document Packaging Options Select packaging option below to compress documents files during the export process Packaging Settings Do not package documents or files Perform document packaging for Document sets stores multiple documents in a single compressed file Documents and its versions stores documents and its versions based on version export option in a single compressed file i Document sets This option will package all files stored in the document sets into a single compressed file The package is created in the same name as the document set ii Documents and its versions This option will package the documents and its associated versions into a single compressed file The package is created in the same name as original document or file The document s versions are exported into the created package based on the settings specified in Versions Settings wizard step 3 Click Next to Proceed to the Next Step 183 CHAPTER 5 Export SharePoint List contents using the search option 5 11 Destination Folder Options SPListX will create destination fol
72. are 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 1 Select Export files and metadata using a batch descriptor file option in SPListX Task Options dialog as shown below and click OK 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 Export SharePoint List contents using the search option Create a task to export folders files and list items including attachments along with metadata from SharePoint list to file system based on SharePoint Search results CHAPTER 4 Export SharePoint List contents using a batch descriptor file 2 The SPListX Task Wizard appears Step Number Welcome to SPListX Task Wizard This wizard helps you manage the export of SharePoint list contents to the file system along with its associated metadata Export Option Export list contents and metadata Export SharePoint
73. ation depending on configuration in the target SharePoint site User Name VYAPINLAB kevin v Gjohndoe contoso com contoso johndoe johndoe Password eeeececcccccceees Use Web Single Sign on credential to connect to SharePoint Connect to SharePoint sites configured with ADFS as identity provider induding Office365 next gt 7 Click Next to Proceed CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 5 List View Options You can export list items or documents based on SharePoint List views and thereby specify the SharePoint columns to export metadata To selectively export SharePoint Views from the list library follow the steps outlined below 1 The List View Options wizard step appears as shown below Step Number List View Options Export list items documents based on SharePoint List Views View Settings All items in the List View AllItems aspx Select Columns to export Default View All Views Specific Views Columns to export Export all columns 4 Export all user defined columns i Export selected columns lt Type column names here gt a E Examples Title Description 2 Select any one of the following View Settings given below a All items in the List View AllItems aspx Select Columns to export Export all items documents including folders in the list view as it appears in Allitems aspx web page correspo
74. below SPListX can store the user credentials to retrieve domain groups member information from Active Directory domain controllers Click Add button to create an user profile Domain Name DC Name 3 In order to add user profile click Add button and provide user information in the New Active Directory Profile as shown below Enter domain name and domain controller s name to create edit a AD profile Domain Name sid DC Name User Name Password a Domain Name Specify the domain name associated with the SharePoint farm to retrieve the members b DC Name Specify DC Domain Controller Name to connect with the domain to retrieve the group members c Specify a new user profile or select an existing user profile to connect with domain to export members for the domain groups referenced in SharePoint server 40 Chapter 2 SPListX Features 4 5 The newly added user profile will be shown in the Active Directory Profile Manager as below SPListX can store the user credentials to retrieve domain groups member information from Active Directory domain controllers Click Add button to create an user profile Domain Name DC Name User Name ADVENTURE RD49 Adventure Ad Henceforth the stored credential can be used to export Domain Group members from the SharePoint server Click Close button to close the Active Directory Profile Manager dialog Additional References Behavio
75. ce list date used for exporting is Modified date of a list item d Export major versions only Export the major list item version from the source e Latest version only Export the latest list item version from the source 79 CHAPTER 3 Export SharePoint List contents using the browse option 3 File Version Handling Step Number Version Options Specify the list item versions to export By default latest version of the list item will be exported Export Versions All versions Export version range Export version date range Ste 20 Feb 12 End 20 Feb 12 Export major versions only Latest version only File Version Handling Export each file version to a version folder named as v lt VersionNumber gt Store latest version in root folder Store latest version in the respective version folder Export each file version as separate files named as lt FileName gt _v lt VersionNumber gt lt i Jue a Select any one of the following export options a Export each version to a version folder named as This option will create a version folder for each file version based on the version folder name specified in the folder name mask textbox You have the option to export the latest file version to the root folder or export it to the respective version folder i Store latest version in root folder Export the latest file version to the root folder specified by the user To select Version fold
76. condition Donot apply export condition Apply export condition Define 2 You can specify export conditions at three levels gt List Level gt Folder Level gt List Item Level 3 List Level Conditions Select any one of the following options given below gt Do not apply any conditions No conditions will be used to filter lists gt Apply the following conditions The conditions specified will be used to filter lists taken for export from source SharePoint List 4 Click Define to specify the conditions 176 CHAPTER 5 Export SharePoint List contents using the search option The List Export Conditions Dialog appears as shown below Specify rule that must be satisfied before exporting item from SharePoint For example you can export list only when List Type Document Library Field Name Export list items if the above condition is satisfied not satisfied 5 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 177 CHAPTER 5 Export SharePoint List contents using the search option example you can export list only when List Type Document Library
77. d mode or scheduled mode using the already established connection for the SharePoint site SPListX uses Web Single Sign on framework to eliminate providing username and password to connect to SharePoint as long as the connection is already available for the site Shared Credential A Shared Credential is nothing but a credential that can be accessed by any claim aware applications such as Internet Explorer SPListX etc The shared credential is a combination of user name and password stored used in a secured manner within the current Windows user profile You can create the shared credential by selecting Keep me signed in option in the login dialog If the shared credential is already available in the current Windows user profile Web Single Sign on uses this credential to access the SharePoint site unless the cookie is deleted The Shared Credential will be very useful when you are trying to perform the following export tasks in scheduled manner using SPListx gt Exporting contents using Federated Authentication Claims Authentication gt Exporting contents from Office365 SharePoint Online that uses federated identify configured through ADFS The shared credential persists for all subsequent logon sessions on the same computer where SPListX is installed unless the federation service treats it as expired or if the cookie is deleted from the computer The shared credential by nature is restricted to the Windows user profile context o
78. data from the old folder location to the new folder location Click the appropriate button below 6 Click the desired action Copy Move Close to proceed SPListX will use the new Application Data folder location henceforth 12 Chapter 2 SPListX Features 2 3 Create 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 item attachments and its associated metadata from SharePoint list using the following export methods or task types A 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 B Export SharePoint List contents using a batch descriptor file 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 C Export SharePoint List contents using the search option Export folders files and list items including attachments along with metadata from SharePoint list to file system based on SharePoint search results 1 Click New Task from SPListX main screen New Task Or Select New Task from Task menu Task E New Task Ctrl N Zi Edit Task Ctrl E E Copy Task Ctrl C J Delete Task Del Create Wi
79. ders based on the following options given below 1 The Destination Folder options specification wizard step appears as shown below SPListX Task Sample Task Step Number Destination Folder Options Specify folders settings to use when creating folders in file system F o Do you want to create current timestamp folder under destination location Yes No rid Do you want to create the topevel folder s induded for export Yes No amp Do you want to create destination folder path if it does not exist Yes No Pig Do you want to create a folder for the list or folder underneath when its contents are empty Yes No oe Do you want to create separate folder for storing attachments Yes No rit Attachment Folder Tag Attachment_ lt ItemID gt _ lt ItemName gt m v Next gt 2 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 t
80. dows File System use below options 1 Alternate File Name Mask If the file with the same name already exists in the destination location follow the steps outlined below r SPListX Task Wizard Batch Step Number File Settings Use the option below to manage file duplicates in the Windows File System You can also propagate Created Date and Last Modified Date fields from SharePoint Library to the Windows File System If the file with the same name already exists in the destination location Do notoverwrite the existing file Overwrite the existing file Rename the new file that is currently exported from SharePoint Alternate File Name Mask lt FileName gt lt Index gt a 0 You can propagate original created date and last modified date for folders and files from SharePoint library to the NTFS file system In a FAT file system the last modified date alone will be retained from SharePoint library When document packaging option is selected the created date alone will be retained from the SharePoint library Retain created date Retain modified date a Do not overwrite the existing file Skips the file without overwriting the existing file with the same name b Overwrite the existing file Deletes the file from the destination location and exports the current source file c Rename the new file that is currently exported from SharePoint Rename the file based on the file name mask specif
81. duled export process SPListX allows the user to enter different user credentials to connect to SharePoint and to create a scheduled export task unattended mode By default SPListX will use the user account specified in the scheduled Run As user context to connect to SharePoint In case if you decide to use different user context to connect to SharePoint when running the scheduled task you can do so by storing the SharePoint user context for future use SPListX will store the user credential to connect to SharePoint in the Microsoft Windows Stored User Names and Passwords Credential Manager applet for security reasons The stored user profile is tied to the user context currently logged on user account in which the profile is created Hence you will not be allowed to change the scheduled Run As user context for the export task Click Manage Profile button to create new user profile 5 As for Web Single Sign on credential based export task the task settings will be shown as below CHAPTER 4 Export SharePoint List contents using a batch descriptor file r SPListX Task Wizard eee Step Number Task Settings Enter a unique name for the export task and specify schedule task settings Task Name Task Option Run later Run now D Schedule Prompt me for user context at task run time The Web Single Sign on framework expects the user name and password to be given by user interactively in
82. e Physical files or attachment files will not be exported 1 The Export Options step appears as shown below Step Number Welcome to SPListX Task Wizard This wizard helps you manage the export of SharePoint list contents to the file system along with its assocated metadata Export Option 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 Export list contents physical files only Export SharePoint list contents folders files list item attachments 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 Next gt Select the required export options The wizard guides you with the steps accordingly CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 4 Batch descriptor file You can create a SPListX export task using a batch descriptor file that states the folders and list items to export from the SharePoint list along with the 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 1 The Batch descriptor file specification step appears as s
83. e gt _v lt VersionNumber gt o lt Bak Next gt 2 Export Versions By default All versions option is selected Item version settings will be used for each of the list items exported from the list Select any one of the following version settings a All versions Export all list item versions available in the source list b Export version range Export only list item versions specified in the range from the source list e g versions 2 to 5 c Export version date range Export only list item versions by date specified in the range from the source list e g versions date 11 19 2010 15 19 2010 The source list date used for exporting is Modified date of a list item d Export major versions only Export the major list item version from the source e Latest version only Export the latest list item version from the source CHAPTER 4 Export SharePoint List contents using a batch descriptor file 3 File Version Handling Step Number Version Options Specify the list item versions to export By default latest version of the list item will be exported Export version date range Start 20 Feb 12 End 20 Feb 12 v Export each file version to a version folder named as v lt VersionNumber gt an Store latest version in root folder Store latest version in the respective version folder Export each file version as separate files named as lt FileName gt _v lt VersionNumber gt
84. e contoso com contoso johndoe johndoe Password eecceecceece 5 The current process of task will be reported in a new dialog as shown below Thursday December 13 2012 12 16 41 PM Exporting file http rd90 8000 Freigegebene Dokumente 2004 Annual doc a C Users Public Documents SPListX Exp ort 20121213 121643 Freigegebene Destination Dokumente 2004 Annual doc wm Overall Progress le _ 1 Number of items processed 0 of 1 Total processed in KB 28 Total items processed 0 folders 1 items Elapsed Time 00 00 00 15 21 Chapter 2 SPListX Features Runtime Statistics a b c d e Number of items to process Shows the total number of line items to process in the current export task This represents the number of items selected by the user in the browse mode or number of line items to process in the batch file Number of items processed Shows the number of line items that have been processed at any given instance Total size processed in KB Shows the total size of files that were exported from SharePoint at any given instance including documents version history and file attachments Total items processed Shows the number of folders and items documents amp list items exported from SharePoint at any given time instance The count does not include version histories and file attachments Elapsed Time Shows the elapsed time from the instance the export ta
85. e metadata files during the export operation CHAPTER 4 Export SharePoint List contents using a batch descriptor file 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 Name New Name oF AC Column Name New Header Name Source URL Source URL Version Number Version Number Destination Destination 7 Click Next to Proceed XML File Format SPListX uses Document Type Definition DTD syntax to define the document structure of the XML metadata file This declaration has been introduced primarily to support large XML metadata files minimize memory footprint when working with large XML files and improve metadata file throughput XML metadata files are split into multiple text files and stored in a folder location that is constructed using the list name and its corresponding GUID An XML file is created using the metadata filename specified by the user in the stated metadata file location When you click the XML file the text files in the folder are re grouped using the DTD file to form a single XML file CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 13 Task Settings To specify the task name and schedule settings follow the instructions given below Please note that the task options will change depending on whether you are using Windows Forms authentication or Web Sing
86. e system perform the steps given below 1 The SharePoint source location step appears as shown below E SPListX Task Wizard e v Step Number SharePoint URL and credentials Specify a SharePoint URL of a site list folder location from which you wish to export folders files and list items to file system User account specified below will be used to connect to SharePoint when running the export task URL E Add to Favorites SharePoint user credentiak Use the following credential to connect to SharePoint Connect to SharePoint using the specified user credentials SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site Username VYAPINLAB kevin v johndoe contoso com contoso johndoe johndoe Password seececeesesooeeeee Use Web Single Sign on credential to connect to SharePoint Connect to SharePoint sites configured with ADFS as identity provider induding Office365 2 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 3 Specify the users credentials to connect to the SharePoint URL specified above using the options given below a Use the following credential Connect to SharePoint URL using the user context stored in the user profile OR
87. ePoint List e g http vyapin lists cities 1_ 000 4 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 to be stored 152 CHAPTER 5 Export SharePoint List contents using the search option 5 6 7 Be consistent with the drive letters and UNC path when exporting folders files and list item attachments from a SharePoint list If you use local mapped drives to export files or list item attachments ensure the Destination Path field has the corresponding local mapped drive path e g M My Documents If you use shares to export file or list item attachments ensure the Destination Path field has the corresponding UNC path 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 XLSX you do not have to enclose the field names and their corresponding values within double quotes Sample format of a CSV TEXT batch descriptor file NOTE Refer Point 2 for the separator to be used in the batch descriptor file Path Destination Path http vyapin sha
88. ePoint Search results Lox cancel 2 The SPListX Task Wizard appears as shown below Step Number Welcome to SPListX Task Wizard This wizard helps you manage the export of SharePoint list contents to the file system along with its associated metadata Export Option 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 Export list contents physical files only Export SharePoint list contents folders files list item attachments 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 203 CHAPTER 5 Export SharePoint List contents using the search option Click Next button 3 Specify Search URL Settings 4 Specify Search Conditions Step Number Search Conditions This wizard helps you manage the export task settings All of these words Share Point Any of these words The Exact phrase None of these words Result Type All Results Scope Narrow the search Property J T inoa Click Trial Search button to invoke Trial Search tool The Trial Search tool will help you perform a live search against the query and help you verify the search results
89. ecify what results to indude Search options Search across all content in the index Search across the current site and all of its subsites Properties V Trim duplicate search results T Indude stemming results V Indude only relevance results Search results Process items only recommended Process all results lt Perform keyword search if advanced search is not enabled a b c d Search Options Search across all content in the index SPListX will search for list items across all the indexed content Search across the current site and all of its sub site By default SPListX will search for list items at current site and all of its sub sites Properties Trim duplicate search results By default SPListX will remove the duplicate items from search results Include stemming results By default SPListX will not include the stemming results Include only relevance results By default SPListX will include only relevance results Search results Process only items recommended By default SPListX will search for list items only Process all results SPListX will include all list view URLs site URLs in search Perform keyword search if advanced search is not enabled To perform keyword search based on your keywords specified in all keywords textbox Any Keywords textbox Exact Phrase textbox and it will ignore all the properties scopes and result types specified
90. ecks the source list item s modified date value and exports the items that are changed in the current week SPListX checks the source list item s modified date value and exports the items that are changed in the current week SPListX checks the source list item s 93 CHAPTER 3 Export SharePoint List contents using the browse option Changed Last Week Changed Last Month Changed Since Last Export using SPListX Changed Last 7 days Changed Last 14 days modified in the current month Exports list items that are created or modified in the last week Exports the list items that are created or modified in the last month Exports list items that are modified in the source folder since the last export using SPListX It is based on the last Import date and time value internally maintained for the list item in SPListxX Exports list items that are created or modified in the last 7 days Exports list items that are created or modified in the last 14 days Month Created Date Changed Last Week Modified Date Changed Last Month Modified Date Changed Since Last Export using SPListX Modified Date Changed Last 7 days Modified Date Changed Last 14 days modified date value and exports the items that are changed in the current month SPListX checks the source list item s created date value and exports those items that are changed in last pr
91. ed Successfully Export process was completed successfully without any errors Incomplete refer activity log 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 Cancelled by User Export Process was cancelled by the User Terminated abnormally The Export Process was abnormally terminated or killed Failed the following error occurred while creating activity log The export process could not be initiated as there were issues in creating the activity log files and initiating the export process The following operations can be performed on Task history items View activity log Manage task status VV V Vv Cleanup history Remove a task history item 31 Chapter 2 SPListX Features 2 12 Profile Manager Use this tool to create a user profile in Windows Stored User Names and Passwords applet Credential Manager in order to specify the user context to run SPListX export tasks The stored user profile will be very useful when you are trying to perform the following export tasks in scheduled manner using SPListx gt Exporting contents between two different Windows Domain Forest gt Exporting contents from SharePoint residing in completely disconnected
92. er Name and Password Best practices http technet microsoft com en us library cc784749 WS 10 aspx 44 Chapter 2 SPListX Features 2 16 Remove a task history item To remove a task history item 1 Select item from Task History pane 2 Refresh E Open Log Folder jj View Activity Log ord Remove Remarks Completed successfully Incomplete refer activity log Completed successfully Task History End Time Start Time 09 Jan 12 11 08 07 AM 09 Jan 12 11 08 44 AM 09 Jan 12 11 06 42 AM 09 Jan 12 11 06 56 AM 05 Jan 12 3 08 56 PM 05 Jan 12 3 09 54 PM 2 Click Remove from SPListX main screen ae Remove Or Select Remove Activity Log from Tools menu Tools g Cleanup History g View Activity Log This will remove the currently selected activity log entry and log folders amp files associated with the task history item To maintain task history items see Cleanup history and Task Status 45 Chapter 2 SPListX Features 2 17 Cleanup History SPListX maintain the task history of each task run in the application task history folder e g lt Application Data Folder gt SPListX TaskHistory lt task name gt lt timestamp gt Over a period of time the task history folder grows in size We recommend cleaning up the task history periodically to control the disk space usage To cleanup task history perform the following steps given below 1 Click Cleanup History from SPListX Task Manager
93. er name click the button placed next to the export version to as version folder name textbox 80 CHAPTER 3 Export SharePoint List contents using the browse option Version folder name mask dia og appears as shown below name to export latest file version Specify a valid Sample Value Shared Documents 20120220 114541 1 You can use the available macros to construct the new folder name in the Result textbox ii Store latest version in the respective version folder This option will create a version folder name based on the current file version and export the file into the version folder b Export each file version as separate files named as Each file version will be exported using the file version name constructed in the file version name mask text box To select Version file name click the button placed next to the export version to a separate file name textbox Version file name mask dialog appears as shown below ers Specify file name to export versions Sample Value TestDocument Shared Documents 20120220 114607 1 lt FileName gt _v lt VersionNumber gt You can use the available macros to construct the new file name in the Result textbox 4 Click Next to Proceed 81 CHAPTER 3 Export SharePoint List contents using the browse option For Latest Version Only option in the Export Versions you have the option to export the latest file version to the root folder or export it to the
94. ership information for the following SharePoint Group s lt group list gt The user account specified to access membership information does not have sufficient permission to retrieve the members of the respective SharePoint Groups Unable to export membership information for the following Domain Group s lt group list gt The user account specified in the Active Directory Profile Manager does not have sufficient permission to retrieve the members of the respective Domain Groups Specify a different user account if necessary 212 CHAPTER 6 References 6 2 Troubleshooting If and when a problem arises please forward the following files to support vyapin com to revert installed back to you with a solution These files will be available where SPListX is 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 within the task folder name under TaskHistory folder a b c d e f g Activity log file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20110523 183919 logs ActivityLog txt Error log file e g lt Application Data Folder gt SPListX TaskHistory SPListX Task 20110523 183919 logs ActivityErrors txt Metadata log file e g lt Application Data Folder gt SPListX TaskHistory SPListX
95. erver Express Edition 2008 in WSS 3 0 SharePoint Server Steps for crawling the content gt gt gt Navigate to the central admin site Click Shared Services Administration gt Search Settings gt Content sources and crawl schedules Create Content Source and add the site URLs to be crawled and start full crawl of the content source 202 CHAPTER 5 Export SharePoint List contents using the search option 5 18 How to Create Batch File Using Search Results Steps for creating batch file using search results 1 Select Export SharePoint List contents using the search option in SPListX Task Options dialog as shown below and click OK 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 induding 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 induding attachments along with metadata from SharePoint list to file system based on the entries in the descriptor file Export SharePoint List contents using the search option Create a task to export folders files and list items induding attachments along with metadata from SharePoint list to file system based on Shar
96. es Do you want to create separate folder for storing attachments Yes Attachment Folder Tag Attachment_ lt ItemID gt _ lt ItemName gt 4 Click Next to Proceed CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 11 File Settings To construct Alternate File Mask and to propagate created Date and Modified Date from SharePoint Library to Windows File System use below options 1 Alternate File Name Mask If the file with the same name already exists in the destination location follow the steps outlined below r SPListX Task Wizard Batch Step Number File Settings Use the option below to manage file duplicates in the Windows File System You can also propagate Created Date and Last Modified Date fields from SharePoint Library to the Windows File System If the file with the same name already exists in the destination location Do notoverwrite the existing file Overwrite the existing file Rename the new file that is currently exported from SharePoint Alternate File Name Mask lt FileName gt lt Index gt a 0 You can propagate original created date and last modified date for folders and files from SharePoint library to the NTFS file system In a FAT file system the last modified date alone will be retained from SharePoint library When document packaging option is selected the created date alone will be retained from the SharePoint library Retain created date
97. etwork share C Export list contents physical files only Export SharePoint list contents folders files list item attachments 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 ea Oe Gemma 3 Click Next button 4 Specify the SharePoint source location 5 Add Folders and items to export 6 Specify List View Options 7 Specify Version Options 8 Specify Permission Options 9 Specify Export Conditions 10 Specify Document Packaging Options 11 Add Destination Folder Option 12 Specify File Settings 13 Specify Metadata File Settings 14 Specify Task Settings 15 Click Finish button to create the task or click Back button to change the task settings 59 CHAPTER 3 Export SharePoint List contents using the browse option 3 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 A 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 B Export list contents physical files only
98. evious week SPListX checks the source list item s modified date value and exports those items that are changed in last previous month SPListX compares the source list item s modified date value with list item s last import date and time maintained by the application and proceeds with the export accordingly SPListX checks the source list item s modified date value and exports the items that are changed in the last 7 days SPListX checks the source list item s modified date value and exports the items that are changed in the last 14 days 94 CHAPTER 3 Export SharePoint List contents using the browse option 3 9 Document Packaging Options Document Packaging helps in storing related documents contents together in a single file in compressed format SPListX has the provision to export document sets and document file versions as packaged contents grouped together Follow the steps outlined below to store multiple document versions and document sets grouped together in the file system file share 1 The Document Packaging Options step appears as shown below E SPListX Task Wizard Test Search Step Number Document Packaging Options Select packaging option below to compress documents files during the export process Packaging Settings Do not package documents or files Perform document packaging for 2 Select Packaging Settings from the options outlined below a Do no
99. f item and folder conditions are as follows Export Condition Description Assuming the date specified by the user is in MM DD YYYY format and with this Modified Date gt 09 09 2009 condition SPListX exports list items that have been modified after 9th September 2009 Exports list items that have been created Created By John Doe by John Doe Assuming the date specified by the user is in MM DD YYYY format SPListX exports list items created in the month of September 2010 Created Date gt 09 01 2010 AND Created Date lt 09 30 2010 91 CHAPTER 3 Export SharePoint List contents using the browse option Content Type Document Modified By John Doe Item Relative Base URL My Folder Exports list items that have content type as Document Exports list items that have been modified by John Doe Exports list items that has relative URL as My Folder The following section describes the data types supported by SharePoint and an example of how to state the export condition SharePoint Example Description Data Type Yes No Document Verified SPListX exports list items that have the Yes Document Verified value set to Yes SPListX exports only list items that do Text Title lt gt Research not have Research as value for Title field Created Date gt 09 01 2010 AND Created Date lt 09 30 2010 Date and Time Assuming da
100. ful 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 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 CHAPTER 4 Export SharePoint List contents using a batch descriptor file 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 a folder for the list or folder underneath when its contents are empty This option creates the folder in the destination location if the source list or folder contents are empty Select the appropriate option to create the folder by selecting the option Yes No e 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 3 You can create separate folder for storing file attachments associated with list items The folder file naming option will be useful when list item
101. he 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 184 CHAPTER 5 Export SharePoint List contents using the search option 3 specified path is not available in the specified location by selecting the option yes d Do you want to create a folder for the list or folder underneath when its contents are empty This option creates the folder in the destination location if the source list or folder contents are empty Select the appropriate option to create the folder by selecting the option Yes No e 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 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 A
102. he Document Packaging Options step appears as shown below SPListX Task Wizard Test Search Step Number Document Packaging Options Select packaging option below to compress documents files during the export process Packaging Settings Do not package documents or files Perform document packaging for 2 Select Packaging Settings from the options outlined below a Do not package documents or files SPListX will not package the exported documents or files b Perform document packaging for Document package will be created for each exported document set or file version based on the option selected below If the file already exists in the package File Settings options will be applied CHAPTER 4 Export SharePoint List contents using a batch descriptor file E SPListX Task Wizard Test Search Step Number Document Packaging Options Select packaging option below to compress documents files during the export process Packaging Settings Do not package documents or files Perform document packaging for Document sets stores multiple documents in a single compressed file Documents and its versions stores documents and its versions based on version export option in a single compressed file Document sets This option will package all files stored in the document sets into a single compressed file The package is created in the same name as the document set Documents
103. his location C Users Public Documents SPListX XLSX v amp location Store metadata file s in format in the respective list folder location If file already exists Append metadata fle Overwrite metadata file Tag timestamp with filename New header names itm Header Name Edit Optional Source URL Source URL Version Number Version Number lt Back Next gt 5 Cancel 2 SPListX creates the metadata file using the List name and List GUID in the format List Name List GUID to maintain a unique metadata file name 3 Specify the Metadata filename amp location using the options below a Store metadata file s in this location 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 b Store metadata file s in the respective list folder location This option will export the metadata file in the selected file format into the respective list folder locations where the physical documents files are exported 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 103 CHAPTER 3 Export SharePoint List contents using the browse option 4 If the metadata file already exists in the destination location choose from any 5 6 one of the following options a Append
104. hown below r SPListX Task Wizard e o am Step Number Batch descriptor file Specify batch descriptor file to use in order to export folders list items and its associated metadata to the local file system or network share Specify user credential to connect to SharePoint when running the export task File Name SharePoint user credentiak Use the following credential to connect to SharePoint Connect to SharePoint using the specified user credentials SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site User Name VYAPINLAB kevin Dd johndoe contoso com contoso johndoe johndoe Password eoooooooooooooooo _ Use Web Single Sign on credential to connect to SharePoint Connect to SharePoint sites configured with ADFS as identity provider induding Office365 2 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 XLSX or Text file TXT 3 Click o to see a sample batch descriptor file such as Comma delimited CSV file MS Excel XLSX 4 The batch descriptor 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 5 Click to add a hidden sheet name of the Excel file from the drop down CHAPT
105. ied in the Alternate File Name Mask text box 187 CHAPTER 5 Export SharePoint List contents using the search option To select alternate file naming mask click the alternate file name mask button placed next to the alternate file name mask textbox Alternate file name mask dialog appears as shown below be used as alternate file name mask Select macros to Construct alternate file naming mask with the available macros provided in the dialog Click OK to close the dialog The new files will be exported in the name format syntax entered in the file naming mask 2 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 sroaton Meath Step Number File Settings Use the option below to manage file duplicates in the Windows File System You can also propagate Created Date and Last Modified Date fields from SharePoint Library to the Windows File System If the file with the same name already exists in the destination location Do not overwrite the existing file Overwrite the existing file Rename the new file that is currently exported from SharePoint Alternate File Name Mask lt FileName gt lt Index gt 8 You can propagate original created date and last modified date for folders and files from SharePoint library to the NTFS file system In a FAT file system the
106. ield Name Export list items if the above condition is satisfied not satisfied lt 5 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 CHAPTER 4 Export SharePoint List contents using a batch descriptor file example you can export list only when List Type Document Library Field Name Base Type X owe fe Value Document Library weer Cwe Conditions Lo Lexx Le Base Type Document Library Export list items if the above condition is satisfied not satisfied o J came 6 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 the user gt Export list items if the above conditions are satisfied Lists that satisfy the condition will be marked for export gt Export list items if the above conditions are not satisfied Lists that do not satisfy the condition will be marked for export 7 Folder Level Conditions Select any one of the following options given below gt Do not apply any conditions No conditions will be used to filter folders gt Apply
107. ify the SharePoint columns you wish to export By default all user defined SharePoint columns will be Column Settings Do not export columns Export all columns 4 Export all user defined columns A Export selected columns lt Type column names here gt A Examples Tite Description Author lt Back Next gt 2 Select any one of the following metadata settings gt gt Do not export columns This option does not export columns Export all columns Exports all columns available in the source SharePoint list including SharePoint system columns such as Created Modified Approval Status etc Export all user defined columns Exports all columns that are created by a SharePoint user Export selected columns Exports columns that are specified in the textbox 168 CHAPTER 5 Export SharePoint List contents using the search option Step Number Column Settings Options Specify the SharePoint columns you wish to export By default all user defined SharePoint columns will be exported Do not export columns Export all columns i Export all user defined columns 4 Export selected columns Title Created By Approval Status vr 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 169 CHAPTER 5 Export SharePoint List contents using the search option 5 7 Version O
108. ill append the new metadata in the existing metadata file b Overwrite This option will overwrite the existing metadata file c Tag timestamp with file name This option will create a new metadata file tagged with a timestamp for each export You can specify new column names to use 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 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 Name New Name q Column Name New Header Name Source URL Source URL Version Number Version Number You can specify SharePoint column name in the Column Name textbox and a new field name to use in the New Name textbox Click OK For example a SharePoint column named Department in the source SharePoint list can be renamed as Location when creating the metadata files during the export operation 191 CHAPTER 5 Export SharePoint List contents using the search option 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 Name New Name oF AC Column Name New Header Name Source URL Source URL Version Number Version Number Destination Destination 7
109. in search query 72 CHAPTER 3 Export SharePoint List contents using the browse option selected items from export Press F5 to refresh treeview 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 Source _https vyapin sharepoint com gore vyapin onmicrosoft com Folder Advanced Search Browse Search Results 7 objects selected 4 Back 1 of1 Next Title Path Modified Date A SPListX_Synopsis docx https vyapin sharepoint 29 Nov 11 8 44 14 AM 31 1 2F0 https vyapin sharepoint 08 Feb 12 11 45 47 AM B SPListX_TrialDownload https vyapin sharepoint 29 Nov 11 8 44 39 AM P TestingFiledfaf https vyapin sharepoint 08 Feb 12 11 38 51 AM team Site How To Use https vyapin sharepoint 06 Oct 11 1 47 50 PM A Team Site Test Run https vyapin sharepoint 29 Nov 11 6 52 14 AM P coding Techniques and https vyapin my sharep 01 Feb 00 12 00 00 PM SPListX_Brochure pdf https vyapin my sharep 29 Nov 11 7 48 35 AM O SPListX_customer_feed https vyapin my sharep 29 Nov 11 7 49 11 AM fadfafdafgh https vyapin sharepoint 08 Feb 12 11 48 28 AM A d lM Lite 4 bee iMm as ne eb snassnnna aes Export Location C Users Public Documents SPListX Export Items added for export Source Des
110. information yapin sharepoint com https vyapin sharepoint com Connected Henceforth the shared credential can be used to connect to the federated SharePoint site by SPListX until the connectivity is closed or cookies are deleted 7 Click Close button to close Web Single Sign on Dashboard dialog 54 Chapter 2 SPListX Features 2 20 View Activity Log To View Activity Log associated with a task history item 1 Select an item from Task History pane Task History Refresh GJ Open Log Folder 4g View Activity Log XK Remove Start Time End Time Remarks 09 Jan 12 11 08 07 AM 09 Jan 12 11 08 44 AM Completed successfully 09 Jan 12 11 06 42 AM 09 Jan 12 11 06 56 AM Incomplete refer activity log 05 Jan 12 3 08 56 PM 05 Jan 12 3 09 54 PM Completed successfully 2 Click View Activity Log from SPListX main screen GJ View Activity Log Or Select View Activity Log from Tools menu Tools is Cleanup History X Remove Activity Log 55 Chapter 2 SPListX Features 3 The Activity Log Viewer dialog appears as shown below gana log View View task statistics task results detailed file results and Errors Use up down arrow key buttons to view previous or next task activity history TaskName Sample Task Source User ken vyapin onmicrosoft com t Start Time 17 Dec 12 11 24 24 AM EndTime 17 Dec 12 11 25 19 AM Elapsed Time 00 00 54 Remarks Completed successfully B Tas
111. int Views from the list library follow the steps outlined below 1 The List View Options wizard step appears as shown below Step Number List View Options Export list items documents based on SharePoint List Views View Settings All items in the List View AllItems aspx Select Columns to export Default View All Views Specific Views Columns to export Export all columns 4 Export all user defined columns i Export selected columns lt Type column names here gt a E Examples Title Description 2 Select any one of the following View Settings given below a All items in the List View AllItems aspx Select Columns to export Export all items documents including folders in the list view as it appears in Allitems aspx web page corresponding to the list You have the additional option to specify the SharePoint columns to export as per the options below i Export all columns Exports all columns available in the source SharePoint list including built in SharePoint columns such as Created Modified Approval Status etc ii Export all user defined columns Exports all columns that are created by a SharePoint user 76 CHAPTER 3 Export SharePoint List contents using the browse option iii Export selected columns Exports columns that are specified in the textbox Step Number List View Options Export list items documents based on SharePoint List Views
112. ist item version from the source e Latest version only Export the latest list item version from the source 170 CHAPTER 5 Export SharePoint List contents using the search option 3 File Version Handling Step Number Version Options Specify the list item versions to export By default latest version of the list item will be exported Export Versions All versions Export version range Export version date range Ste 20 Feb 12 End 20 Feb 12 Export major versions only Latest version only File Version Handling Export each file version to a version folder named as v lt VersionNumber gt Store latest version in root folder Store latest version in the respective version folder Export each file version as separate files named as lt FileName gt _v lt VersionNumber gt lt Back Next gt Select any one of the following export options a Export each version to a version folder named as This option will create a version folder for each file version based on the version folder name specified in the folder name mask textbox You have the option to export the latest file version to the root folder or export it to the respective version folder i Store latest version in root folder Export the latest file version to the root folder specified by the user To select Version folder name click the button placed next to the export version to as version folder name textbox Version folder
113. itions 42 64 65 67 83 95 96 98 113 136 137 139 Export Options 43 87 Extensible Mark up Language 77 107 149 Favorites 32 35 45 79 109 151 favorites list 32 Files Overwritten 39 Folder Traversal option 58 grid view 57 Hardware configuration 2 Install the software 4 Intel Pentium processor 3 Items to export 47 59 keyword search 50 51 56 128 license key 4 list contents 1 12 43 87 List contents 12 13 14 41 82 84 112 114 158 165 list items 1 6 12 41 43 44 48 49 50 56 57 58 64 66 69 71 77 78 84 85 87 88 95 97 100 101 106 107 112 124 125 128 136 138 141 143 148 149 List Separator 84 114 Metadata 42 43 76 77 83 87 106 107 113 148 149 metadata file 77 78 85 107 115 149 modified date 76 105 148 165 ModifiedBy 154 MOSS 2007 156 overwrite a file 72 102 145 parenthesis 65 68 96 99 137 140 Press Del key 17 Profile Manager 20 29 30 31 References 172 Resolution 39 40 166 Resolution Tips 39 40 Retain task history 37 218 CHAPTER 7 References Schedule task 80 110 152 Search Conditions 113 124 159 search option 12 13 14 112 114 158 Search Options 56 128 Search Tuner 55 56 127 Search URL 119 159 Service Pack 2 Set as default 34 SharePoint 1 6 12 13 14 19 20 21 29 31 32 33 35 39 41 42 43 44 45 48 49 50 52 53 5
114. k Statistics Task Results Items Ignored Files Overwritten Errors All Results List Settings Task Settings Resolution Tips The table below summarizes the task export summary statistics and detailed statistics for each list Property Value Summary Statistics Source statistics Number of lists processed Number of folders processed Number of items processed m ow O m Number of item versions processed Total size of files processed 3308 KB Total errors Export statistics Total folders created Total files exported including attachments Total versions exported Total files overwritten Total items ignored induding attachments o oO o fo o Total exported size m r Save Results Open Log Folder 4 The activity log of a task is classified into nine different categories seen under separate tabs a Task Statistics Summarizes the manage task summary statistics and detailed statistics for each SharePoint list b Task Results Summarizes detailed result of each task level check c Items Ignored Summarizes the items ignored during export process based on certain conditions d Files Overwritten Summarizes the files overwritten during export process e f g h i Errors Summarizes the errors that occurred during export All Results Summarizes the detailed results of the export task List Settings Summarizes the destinati
115. kbox to display the favorites or SPListX will show windows options by default http TestMachine SharePoint out J SharePoint Favorites http TestMachine SharePoint File System Favorites E Show favorites for SharePoint URL and File System path 36 Chapter 2 SPListX Features 4 In order to set Default favorite select a favorite and Click Set as default button to set the default favorite The Default favorite will be highlighted in Bold Add a SharePoint URL or File System path as a favorite SPListX will show the favorites whereever applicable Click the checkbox to display the favorites or SPListX will show windows options by default Name http TestMachine SharePoint create ie SharePoint Favorites E Show favorites for SharePoint URL and File System path 37 Chapter 2 SPListX Features 5 To enable the favorites you have to check the Show favorites for SharePoint URL and File System path option and Click OK button to enable the feature Add a SharePoint URL or File System path as a favorite SPListX will show the favorites whereever applicable Click the checkbox to display the favorites or SPListX will show windows options by default Name http TestMachine SharePoint E Show favorites for SharePoint URL and File System path o cae Henceforth Manage Favorites will show the favorites as a dropdown wherever applicable 38 Chapter 2 SPListX Features 2 1
116. l 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 your selection Use this wizard to cleanup the files that are created by SPListX for SharePoint 2010 application selectively and uninstall SPListX completely from the machine 1 Launch the uninstall wizard by clicking Start gt Programs gt SPListX for SharePoint 2010 gt SPListX Uninstall Wizard The SPListX Uninstall Wizard dialog will be shown as below Welcome to SPList Export for SharePoint 2010 Uninstall Wizard o lt This wizard helps you to deanup and uninstall SPList Export for SharePoint 2010 completely Z SPListX This wizard will quide you through the steps to deanup the files that are created by SPList Export for SharePoint 2010 application Using this wizard you can Cleanup export tasks and task history Cleanup scheduled tasks that are associated with export tasks Cleanup log files Cleanup Stored Profiles created by SPListX Profile Manager Uninstall SPList Export for SharePoint 2010 application Click Next to proceed 214 CHAPTER 6 References 2 Select required cleanup options as shown below Step 1 of 2 Cleanup Op
117. last modified date alone will be retained from SharePoint library When document packaging option is selected the created date alone will be retained from the SharePoint library Retain created date Retain modified date 188 CHAPTER 5 Export SharePoint List contents using the search option 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 a Retain created date Carry forward propagate Created Date field from the source folders files and list item attachments to the Windows file system b Retain modified date Carry forward propagate Last Modified Date field from the source folders files and list item attachments to the Windows file system 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 3 Click Next to Proceed 189 CHAPTER 5 Export SharePoint List contents using the search option 5 13 Metadata File Settings SPListX will create metadata files based on the following options given below 1 The Metadata File Settings step appears as shown below Step Number Metadata File Settings Specify destination path to store metadata file and export file format CSV XLSX XML Metadata file name Store metadata file s in this location C Users
118. le you can export list only when List Type Document Library Field Name Base Type X owe fe Value Document Library weer Cwe Conditions Lo Lexx Le Base Type Document Library Export list items if the above condition is satisfied not satisfied o J came 6 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 the user gt Export list items if the above conditions are satisfied Lists that satisfy the condition will be marked for export gt Export list items if the above conditions are not satisfied Lists that do not satisfy the condition will be marked for export 7 Folder Level Conditions Select any one of the following options given below gt Do not apply any conditions No conditions will be used to filter folders gt Apply the following conditions The conditions specified will be used to filter folders taken for export from source SharePoint List 87 CHAPTER 3 Export SharePoint List contents using the browse option 8 Click Define to specify the conditions The Folder Export Conditions Dialog appears as shown below example you can export folder only when Created By john doe seme Ca OR to Filter Ole xix Lo Export list items if the above condition is satisfied not sa
119. le Sign on credentials to connect to SharePoint 1 The Task Settings step appears as shown below r SPListX Task Wizard e o am L Step Number Task Settings Enter a unique name for the export task and specify schedule task settings Connect to SharePoint As D This user VYAPINLAB kevin Prompt me for user context at task run time 2 Enter a unique task name in Task Name textbox 3 Select a Task Option from one of the following options a Run later to run the task later as and when desired b Run now to run the task immediately after clicking Finish button c Schedule 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 CHAPTER 4 Export SharePoint List contents using a batch descriptor file B SPListX Task Wizard T a Step Number Task Settings B Enter a unique name for the export task and specify schedule task settings o Task Name Sample Task Connect to SharePoint As D This user VYAPINLAB kevin Use Run As user context given below Schedule Settings Run As VYAPINLAB Administrator Schedule Daily Y Start time 18 32 Schedule Task Daily Every 1 At 18 32 every day starting 08 05 2012 In sche
120. le click on results to launch the URL in your browser Save Results Click yes to launch the file Click Close button to close the dialog 5 Sample Search Result format in CSV Title Path Created Date Modified Date Purchase http vyapin Purchase document purchase report xls 2 11 2009 2 15 2009 Marketing http vyapin Purchase document marketing ppt 2 11 2009 2 15 2009 Account Report http vyapin Purchase document Account Report xls 2 11 2009 2 15 2009 209 CHAPTER 5 Export SharePoint List contents using the search option 6 Steps to modify the search results i Remove the Columns created date modified date title from the file ii Add Destination Path Column and specify the file path Sample Batch file format for CSV Path Destination Path http http vyapin Purchase document purchase report xls C My Documents http http vyapin Purchase document marketing ppt vyapinfs ExportDocs shared doc contents http http vyapin Purchase document Account Report xls C My Sales Lists Backup 7 Create a task to Export SharePoint List contents using a batch descriptor file 210 6 References Chapter 6 1 Error Messages and Resolution Resolution Tips 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
121. lect the URL using the browse button The URLs to search narrow down the search results For each searched URL you can export to a different export location if necessary 1 The Search URL Settings step appears as shown below Step Number Search URL Settings This wizard helps you manage the export task settings Batch File URL to search C Users Public Documents SPListX Export URL to search Export Location Z IIE lt Back Next gt 2 If you choose Batch File option 1 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 XLSX or Text file TXT 2 Click o to see a sample batch descriptor file such as Comma delimited CSV file Excel XLSX file 3 The external metadata file will be automatically 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 4 Click to add a hidden sheet name Excel file in drop down 156 CHAPTER 5 Export SharePoint List contents using the search option Step Number Search URL Settings This wizard helps you manage the export task settings Batch File D Common Data Batch File csv Sheet Name URL to search Export location C Users Public Documents SPListX Export Items to search
122. ledfgf https vyapin sharepoint 08 Feb 12 11 38 51 AM P Team Site How To Use https vyapin sharepoint 06 Oct 11 1 47 50 PM P Team site Test Run https vyapin sharepoint 29 Nov 11 6 52 14 AM P Coding Techniques and https vyapin my sharep 01 Feb 00 12 00 00 PM SPListX_Brochure pdf https vyapin my sharep 29 Nov 11 7 48 35 AM SPListx_customer_feed https vyapin my sharep 29 Nov 11 7 49 11 AM D fodfafdgfgh https vyapin sharepoint 08 Feb 12 11 48 28 AM Export Location C Users Public Documents SPListx Export Add to Favorites Change Export Location gt lt Remove Remove All Folder Traversal Not applicable for items Destination Title https vyapin sharepoint com Demo CC Users Public Documents SPListX Ex SPListX_Synopsis docx Document library SPListx_Synopsis docx https vyapin sharepoint com Sharec C Users Public Documents SPListX Ex t31 1 2fgg Documents XPlicaErrorLog txt Not applicable for items https vyapin sharepoint com Demo _C Users Public Documents SPListX Ex SPListX_TrialDownload html Document library SPListX_TrialDownload html hitann fhnmnin nharannin nan Charnr Ci lone I hlic nn mantal int Vie Tantinntilnd int m Not applicable for items If advanced search is enabled in SharePoint site then you can perform advanced search by clicking advanced search link 69 CHAPTER
123. list gt Look for a property named OFFICE 4 click OK 200 CHAPTER 5 Export SharePoint List contents using the search option gt Click Add Mapping and select the ows_Created_x0020_By text from the ALL categories dropdown list Click OK gt Make sure the box is checked Allow this property to be used in scopes click OK Use this page to view and change the settings of this property Name and type oe Type a name For this property and select the type of propere name information you want to store in this property CreatedBy Description The type of information in this property Text Content using this property Number of items Found with this property more than 1000 This section displays the number of items found with this property Mappings to crawled properties O Include values from all crawled properties mapped 4 list of crawled properties mapped to this managed property is shown To use a crawled property in the search s i system map it to a managed property A managed property Crawled properties mapped to this managed property Include values from a single crawled property based on the order specified can get a value from a crawled property based on the order Office 4 Text Move Up specified using the Move Up and Move Down buttons or from ows_Created_x0020_By Text all the crawled properties mapped Move Down Add Mapping Remove Mapping Use in
124. ll export permissions based on the user specified options 174 CHAPTER 5 Export SharePoint List contents using the search option The export permission options appear as shown below SPListX Task Wizard Sample Task x Step Number Permission Options Works only for SharePoint 2010 Export site list item permission from SharePoint file to the metadata file Export Permissions Do not export permissions Export permissions Export permissions for V Site V List W Listitem Permission format User Role format g johndoe Full Control Oo Role User format e g Full Control johndoe u Inheritance status V Export inheritance status as separate column shows if the permission is Unique or Inherited Oo Membership information Export membership information and role definition to a separate XML file Oo 2 3 4 5 6 You can export permissions for Site List List item to the metadata file depending on the user selection Check appropriate checkboxes in Export permission for options Specify the Permission format to use when exporting the permission information for the Site List List item to the metadata file using the options given below a User Role format Exports permission details as User Role e g johndoe Full Control Limited Access johnsmith Read View Only etc b Role User format Exports permission de
125. location and ignores all list items that are available within the added top level folder and sub folders 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 source 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 OK button to proceed or click Cancel to discard the changes 74 CHAPTER 3 Export SharePoint List contents using the browse option 10 Items to export steps contains top level site sub sites document library folders and files added for export as shown below Step Number Items to export http rd06 9004 SeaHorse lis LIstTesting C Users Public Documents SP All items and folders http rd06 9004 SeaHorse _ci Master Page Gallery C Users Public Documents SP All items and folders http rd06 9004 SeaHorse Re ReportLibrary C Users Public Documents SP _ All items and folders http rd06 9004 SeaHorse Sh Shared Documents C Users Public Documents SP All items and folders 11 Click Next to Proceed 75 CHAPTER 3 Export SharePoint List contents using the browse option 3 5 List View Options You can export list items or documents based on SharePoint List views and thereby specify the SharePoint columns to export metadata To selectively export SharePo
126. lternate File Name Mask text box To select alternate file naming mask click the alternate file name mask button placed next to the alternate file name mask textbox 100 CHAPTER 3 Export SharePoint List contents using the browse option Alternate file name mask dialog appears as shown below Select macros to be used as alternate file name mask Construct alternate file naming mask with the available macros provided in the dialog Click OK to close the dialog The new files will be exported in the name format syntax entered in the file naming mask 2 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 p SPListX Task Wizard Batch Step Number File Settings Use the option below to manage file duplicates in the Windows File System You can also propagate Created Date and Last Modified Date fields from SharePoint Library to the Windows File System If the file with the same name already exists in the destination location Do not overwrite the existing file Overwrite the existing file Rename the new file that is currently exported from SharePoint Alternate File Name Mask lt FileName gt lt Index gt fe amp You can propagate original created date and last modified date for folders and files from SharePoint library to the NTFS file system In a FAT file s
127. manage SPListX export tasks and their corresponding task history SPListX Task Manager provides menu and tools to work with the tasks easily Task View Tools Help BAaobliag a g New Task Edit Task Copy Task Delete Task Run Now Task Status Cleanup History Task List 1 tasks Task Details a E Site Settings 3 URL http rd21 8000 SPListx LJ User Option Use vsslab ken credential to connect to SharePoint Export Options Export Options Export list contents and metadata Create full destination folder path Yes from the drive letter or lt machine name share name gt if it does not exist View Options E wv Task Properties Task History 2 Refresh 4 Open Log Folder 4y View Activity Log md Remove Task Name Sample Task Start Time End Time 21 Jul 12 1 04 59 PM 21 Jul 12 1 05 11 PM D ipti Export SharePoint List contents using the browse option Source New Created On 21 Jul 12 1 04 09 PM Last Modified 21 Jul 12 1 04 09 PM SPListX Task Manager contains a standard menu bar and toolbar along with four panes to manage SPListX export task effectively 1 Task List pane 2 Task Properties pane 3 Task Details pane 4 Task History pane Chapter 2 SPListX Features 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 AAO F a New
128. miter character such as comma semi colon etc The delimiter character used in the external metadata file should be same as List Separator defined in locale settings in Regional and Language Options in Control Panel and Format string value available in the registry key HKEY_LOCAL_MACHINE SOFTWARE Microsoft Jet 4 Engines Text The following table shows the equivalent Format string for List Separator in the registry key List Separator Equivalent Format String Comma CSV Delimited Semi colon Delimited asterisk Delimited 3 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 List URL e g http vyapin Shared Documents or sub folder URL within SharePoint List e g http vyapin Shared Documents sample folder1 or file URL within the SharePoint List e g http vyapin shared documents sample folderi1 SampleDocument doc or list item URL within the SharePoint List e g http vyapin lists cities 1_ 000 4 Use wildcard representations and in order to export the list items from the source SharePoint list Please see wildcard characters usage for this purpose CHAPTER 4 Export SharePoint List contents using a batch descriptor file Wildcard Example Description characters http sharepoint lists Cities Exports all items f
129. n is maintained in the TaskHistory folder The task history information can be seen at right bottom of SPListX application s main window Task History 2 Refresh jj Open Log Folder fgg View Activity Log XK Remove Start Time End Time Elapsed Time Remarks 09 Jan 12 11 08 07 AM 09 Jan 12 11 08 44 AM 00 00 36 Completed successfully 09 Jan 12 11 06 42 AM 09 Jan 12 11 06 56 AM 00 00 14 Incomplete refer activity log 05 Jan 12 3 08 56 PM 05 Jan 12 3 09 54 PM 00 00 57 Completed successfully To view task history of a particular task 1 Select a task from Task List pane Task List 4 tasks sample Task J sample Taski C sample Task2 J sample Task3 2 The history of task will be displayed at right bottom of SPListX main window as shown below Task History 2 Refresh E Open Log Folder gy View Activity Log gt lt Remove Start Time End Time Remarks 09 Jan 12 11 08 07 AM 09 Jan 12 11 08 44 AM Completed successfully 09 Jan 12 11 06 42 AM 09 Jan 12 11 06 56 AM Incomplete refer activity log 05 Jan 12 3 08 56 PM 05 Jan 12 3 09 54 PM Completed successfully Where Start Time gt Date and Time a task was initiated End Time gt Date and Time a task completed its export process Elapsed Time gt Total time hh mm ss a task has taken to complete its export process Remarks gt Brief remark about the status of export 30 Chapter 2 SPListX Features Possible Remarks Description Complet
130. name mask dialog appears as shown below 171 CHAPTER 5 Export SharePoint List contents using the search option JN TO A TE MaSK Specify a valid folder name to export latest file version Sample Value Shared Documents 20120220 114541 Result You can use the available macros to construct the new folder name in the Result textbox ii Store latest version in the respective version folder This option will create a version folder name based on the current file version and export the file into the version folder b Export each file version as separate files named as Each file version will be exported using the file version name constructed in the file version name mask text box To select Version file name click the button placed next to the export version to a separate file name textbox Version file name mask dialog appears as shown below Specify file name to export versions Sample Value TestDocument Shared Documents 20120220 114607 1 lt FileName gt _v lt VersionNumber gt You can use the available macros to construct the new file name in the Result textbox 4 Click Next to proceed 172 CHAPTER 5 Export SharePoint List contents using the search option For Latest Version Only option in the Export Versions you have the option to export the latest file version to the root folder or export it to the respective version folder The File Version Handling settings appear as sho
131. nding to the list You have the additional option to specify the SharePoint columns to export as per the options below i Export all columns Exports all columns available in the source SharePoint list including built in SharePoint columns such as Created Modified Approval Status etc ii Export all user defined columns Exports all columns that are created by a SharePoint user CHAPTER 4 Export SharePoint List contents using a batch descriptor file iii Export selected columns Exports columns that are specified in the textbox Step Number List View Options Export list items documents based on SharePoint List Views View Settings All items in the List View AllItems aspx Select Columns to export Default View All Views gt Specific Views Columns to export Export allcolumns 4 Export all user defined columns 4 Export selected columns Title a Enter one column name per line Ensure the ContentType column name entered here exactly matches the display name of the SharePoint column lt Back J Next gt Finis b Default View Exports all items including folders available in the Default view of the given SharePoint list The SharePoint columns defined in the default view will be exported to the metadata file c All Views Exports all Views in the SharePoint list The SharePoint columns defined in the respective list views will be exported to the metadata file d Specific
132. ndition is satisfied not satisfied o _ Gm 9 Click button to add the SharePoint columns in Field Name dropdown 179 CHAPTER 5 Export SharePoint List contents using the search option The Add Fields Dialog appears as shown below 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 10 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 180 CHAPTER 5 Export SharePoint List contents using the search option der Export Conditio Specify rule that must be satisfied before exporting item from SharePoint For example you can export folder only when Created By john doe FieldName Created Date m mm Operator lt X Value 01 Jan 12 E 0 ter om writer Conditions LDO Lela la Created Date lt 01 Jan 12 Export list items if the above condition is satisfied not satisfied ox cae 11 SPListX will export the folders that satisfy the export condition or export
133. ndoe u johndoe contoso com johndoe Denotes the password for the user name specified in u parameter Enclose the password in double quotes For example p 2ab45fb This optional flag suppresses SPListX s login dialog prompt to enter user credentials to connect to SharePoint 23 Chapt 2 3 er 2 SPListX Features 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 r E Sample Task SharePoint Login Provide user credentials to connectto SharePoint Connect to SharePoint using the specified user credentials SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site http rd90 8000 voyager administrator johndoe contoso com contoso johndoe johndoe The export task will be reported in a new dialog as shown below 2 Sample Task SPListX Task Status Thursday December 13 2012 12 16 41 PM Source http rd90 8000 Freigegebene Dokumente 2004 Annual doc os Action Exporting file ee C Users Public Documents SPListX Exp ort 20121213 121643 Freigegebene Destination Dokumente 2004 Annual doc Overall Progress Number of items to process 1 Number of items processed 0 of 1 Total size processed in KB 28 Total items processed 0 folders 1 items Elapsed Time 00 00 00 1
134. ndows Task Ba Run Now Ctrl R Exit Ctrl Q Or Press CtrI N 13 Chapter 2 SPListX Features 2 Select a task type in New Task dialog and click OK Select a task type for creating a new task A wizard will quide you through steps to create a task based on the selected Task type Create a task to export folders files and list items induding 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 induding attachments along with metadata from SharePoint list to file system based on the entries in the descriptor file Export SharePoint List contents using the search option Create a task to export folders files and list items induding attachments along with metadata from SharePoint list to file system based on SharePoint Search results a Create a task to Export SharePoint List contents using the browse option b Create a task to Export SharePoint List contents using a batch descriptor file c Create a task to Export SharePoint List contents using the search option 14 Chapter 2 SPListX Features 2 4 Edit an existing task Edit Task To edit an existing task 1 Select a task in the Task List pane 2 Click Edit Task from SPListX main screen z Edit Task Or Select Edit Task from Task menu Task E New Task Ctrl N Z Edit Task
135. ning page In addition to exact match it will bring back n matches on pages paged and paging How to enable stemming in MOSS 2007 gt VV V V Go to the search page enter any query to return the search results page For ex enter keyword sharepoint in anykeywords text box Under Site Actions select Edit page Locate the Search Core Results web part usually in the bottom zone From the Edit button select Modify shared web part In the task pane that appears on the right hand side under Results Query Options select Enable Search Term Stemming checkbox Note If stemming is switched on it will increase your index size and potentially impact search performance 6 What is meant by Trimming Duplicate Search Results 7 8 To specify whether duplicate list item URLs should be removed from search results How to view duplicate search results in MOSS 2007 gt Go to the search page enter any query to return the search results page For example enter keyword sharepoint in any keywords text box gt Under Site Actions select Edit page gt Locate the Search Core Results web part usually in the bottom zone gt From the Edit button select Modify shared web part gt In the task pane that appears on the right hand side under Results Query Options check the box labelled Remove Duplicate Results How to enable advanced search in WSS 3 0 Install SQL Search S
136. nistrator x cae Edit Task To edit an existing Task 1 Select a Task in the Task List Pane 2 Click Edit Task from SPListX Main Screen Edit Task Or Select Edit Task from Task Menu E New Task Ctrl N Z Edit Task Ctrl E E Copy Task Ctrl C G Delete Task Del T Create Windows Task G Run Now Ctrl R Exit Ctrl Q Or Press Ctril E 17 Chapter 2 SPListX Features 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 These are the following Edit Task functions a edit Export SharePoint List contents using the browse option b edit Export SharePoint List contents using a batch descriptor file c edit Export SharePoint List contents using the search option 2 6 Delete an existing task To delete a SPListX export task 1 Select a task from Task List pane Task List 4 tasks sample Task J sample Taski sample Task2 J sample Task3 2 Click Delete Task from SPListX main screen Delete Task 18 Chapter 2 SPListX Features Or Select Delete Task from Task menu Task E New Task Ctrl N Edit Task Ctrl E ES Create Windows Task iE Run Now Ctrl R Exit Ctrl Q Or Press Del key 3 Click Yes in Delete Task message box shown below This action will remove task Sample Task and it
137. nly The shared credential is accessible only by the same user in the same computer The shared credential can be removed by deleting the cookies using Internet Explorer 1 Launch Web Single Sign on Dashboard tool using Tools menu 50 Chapter 2 SPListX Features Tools Profile Manager Active Directory Profile Manager Manage Favorites Proxy Settings g Cleanup History View Activity Log X Remove Activity Log Using this dashboard Laesi aa reae a gape daims enabled SharePoint sites that use federated identity model Enter or select a daims enabled SharePoint site URL and dick Connect button If there is no shared credential available for the site you will be prompted for user credentials on demand to make the persistent connection Refer Help document for more information we Oo ia Status 3 In order to verify the connectivity status of a site provide the site URL in the text box and click Connect button to commence the authentication process 51 Chapter 2 SPListX Features Using this dashboard you can check the connection persistence status of daims enabled SharePoint sites that use federated identity model Enter or select a daims enabled SharePoint site URL and dick Connect button If there is no shared credential available for the site you will be prompted for user credentials on demand to make the persistent connection Refer Help document for more information URL
138. ns where the physical documents files are exported 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 CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 If the metadata file already exists in the destination location choose from any one of the following options a Append This option will append the new metadata in the existing metadata file b Overwrite This option will overwrite the existing metadata file c Tag timestamp with file name This option will create a new metadata file tagged with a timestamp for each export 5 You can specify new column names to use 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 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 Name New Name da f Column Name New Header Name Source URL Source URL Version Number Version Number 6 Specify SharePoint column name in the Column Name textbox and a new field name to use in the New Name textbox Click OK For example a SharePoint column named Department in the source SharePoint list can be renamed as Location when creating th
139. nt List contents using the browse option der Traversal dialog appears as shown below iG Folder Traversal Options Specify folders settings to use when reading the contents from source list folder and folder contents sub folders and items to export to file system 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 All folders only Export the source list items induding items in sub folders but not any of its sub folders All items only Export the source list items including all its sub folders All items and folders Select any one of the following options given below to specify the contents to be exported from the source folders in SharePoint a b c d 9 Click 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 Export the source list items but not any of its sub folders 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 Export the source list sub folders but not any of its items All folders only This option creates the sub folder structure in the destination
140. nts SPListX Copyright 2008 2012 Vyapin Software Systems Private Limited All rights a r N SPListX You are on day 1 of your 30 day evaluation period License Type 30 day Evaluation Copy This software is meant solely for evaluation purposes only You can export only 2000 items from SharePoint lists to file system during the 30 day evaluation period whichever limit comes first License Agreement 3 Click Change button to change Application Data folder location of SPListX application 11 Chapter 2 SPListX Features The Browse for Folder location dialog will appear as shown below BE Desktop gt G Libraries a jl Computer gt amp Local Disk C gt New Volume D gt t Network gt BA Control Panel 8 Recycle Bin 4 Select a desired folder location and Click OK The folder location can be local drives or mapped network drives 5 SPListX provides an option to copy or move the existing SPListX application settings SPListX export task settings task histories activity logs error logs etc to the new location once you change the Application Data Folder Once you specify the new Application Data folder location SPListX will prompt you to copy or move existing SPListX application settings to the new location as shown below The application data folder has been changed to the new folder location successfully Do you want to Copy or Move all application settings and
141. o SharePoint As This user a Manage Profile Use persistent session of the target site Check session status in Web SSO Dashboard Schedule Settings Run As VYAPINLAB kevin sede Sortine Gee il Every E day At 18 32 every day starting 08 05 2012 195 CHAPTER 5 Export SharePoint List contents using the search option 7 SPListX expects the user must ensure the persistent connectivity status using Web Single Sign on dashboard To check the status click Web SSO Dashboard hyperlink i SPListX Task Wizard o Using this dashboard you can check the connection persistence status of f daims enabled SharePoint sites that use federated identity model Enter or select a daims enabled SharePoint site URL and dick Connect button If there is no shared credential available for the site you will be prompted for user credentials on demand to make the persistent connection Refer j pin sharepoint com ps vyapin sharepoint com 8 Click Finish button to create the task 196 CHAPTER 5 Export SharePoint List contents using the search option 5 15 Working on Search Results With SharePoint Search Results gt Working with SharePoint 2010 Search Results gt Working with SharePoint 2007 Search Results 5 16Working on SharePoint 2010 Search Results Working with Search Results Disclaimer The information below can be specific to particular SharePoint environmental
142. o 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 Today Yesterday This Week This Month Last Week Last Month Since Last Update in SharePoint Since Last Migrate in SPListX Last 7 days and Last 14 days By using Changed operator you can filter the list items based on the above mentioned values from SharePoint list For example if you need to migrate list items that are modified in SharePoint today you can specify a export condition as stated below Modified Date Changed Today Operator amp Value Changed Today Changed Yesterday Changed This Week Changed This Month Description Exports list items that are created or modified in the present day at the time of export in SharePoint Exports list items that are created or modified in the current week Exports list items that are created or modified in the current week Exports list items that are created or An Example Modified Date Changed Today Modified Date Changed This Week Modified Date Changed This Week Modified Date Changed This Result Remarks SPListX compares the source list item s modified date value with the current day at the time of export and exports the list items which are modified on the current day SPListX ch
143. oceed 78 CHAPTER 3 Export SharePoint List contents using the browse option 3 6 Version Options To selectively export list item versions to the destination file system location 1 The Version Options step appears as shown below Step Number Version Options z Specify the list item versions to export By default latest version of the list item will be exported Export Versions All versions Export version range Export version date range tart 20 Feb 12 E 20 Feb 12 Export major versions only Latest version only File Version Handling Export each file version to a version folder named as v lt VersionNumber gt Store latest version in root folder Store latest version in the respective version folder Export each file version as separate files named as lt FileName gt _v lt VersionNumber gt o lt Back Next gt 2 Export Versions By default All versions 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 All versions Export all list item versions available in the source list b Export version range Export only list item versions specified in the range from the source list e g versions 2 to 5 c Export version date range Export only list item versions by date specified in the range from the source list e g versions date 11 19 2010 15 19 2010 The sour
144. 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 specified The user account specified in the scheduled 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 specified path Ensure that the given destination folder location is valid and exists The file is checked out or locked for editing by user This error may occur when reading a file in SharePoint if the given file is checked out and exclusively locked by another user The Microsoft Jet database engine cannot open the file lt file name gt It is already opened exclusively by another user or you need permission to view its data again or close and re launch SPListx Ensure that the specified file is not currently in
145. on List Settings at the time of export Task settings Summarizes the task settings at the time of export Resolution Tips Summarizes the commonly encountered error messages and the ways to address them 5 Click Save Results button 56 Chapter 2 SPListX Features The Activity Save dialog appears as shown below ia Activity Save 0a a Specify export path and select results to export in XLSX format Export Path SATER sill Bloat atek sine mies Create folder path if does not exist Tabs Task Statistics V Task Results Files Overwritten V Errors List Settings E Task Settings M will be exported as a separate HTML file 6 Select reports to save task results in Microsoft Excel format XLSX Each report in ActivityLogViewer dialog is stored as a separate worksheet in MS Excel NOTE Task Settings and Resolution Tips will be exported as a separate HTML file 7 Click Open Log Folder buttons to open the folder that contains the activity log of the currently displayed task history item NOTE For all errors refer File Errors section of Activity Log to view a description of the actual error that occurred during export 57 Chapter 3 Export SharePoint List contents using the browse option 3 1 Create Task To create a task to export folders files list items including attachments along with their metadata from SharePoint List to file system
146. on location using browse option or enter the destination location path in the textbox and click Add button to search for selected lists Click OK button to proceed or click Cancel to discard the changes 158 CHAPTER 5 Export SharePoint List contents using the search option Items to search contains top level site sub sites document library and lists added for search as shown below x Select folders and or list items to export Use Ctrl key to select multiple items Select destination folder location and click Export button to export items Click Remove button to remove selected items from export Press F5 to refresh treeview Source http rd21 8001 Go vsslab ken Browse a gi 33 objects S Home F Up sly Add to Favorites X Refresh E List Views W Filter E ARKSP 2010 m f Contacts Web DB Name E Fisi Content_type_and_list_modifications_z f arksP 2010 m gil Team site R contacts Web DB E Rf Test site 8 content_type_and_list_modifications_2012 R team site Sl Test site E Announcements Audit Events Library ES Audit Log Trimming Library 3 eulktib Migrate calendar S customized Reports z m G Form Templates ii 7 7 Add to Favorites Change Export Location gt lt Remove Remove All Destination http rd21 8001 http rd21 8001 DB C Users Public Documents SPListX Export C Users Public Documents SPListX Export
147. on to invoke Trial Search tool The Trial Search tool will help you perform a live search against the keywords and help you verify the search results The Trial Search Dialog appears as shown below acl ia scm Trial search tool will help you perform a live search to verify the search results URL https vyapin sharepoint com z Signinas gore vyapin onmicrosoft com Back Next Tite Path Note Double dick on results to launch the URL in your browser 165 CHAPTER 5 Export SharePoint List contents using the search option a Select URL from the URL drop down b The SharePoint Login Dialog to connect to SharePoint will appear as shown below Enter a valid user credential to connect to SharePoint Provide user credentials to connectto SharePoint Connect to SharePoint using the specified user credentials SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site User Name yyapinlab ken johndoe contoso com contoso johndoe johndoe Password eeeeeeeecceccccce c Click Search button to perform search Trial search tool will help you perform a live search to verify the search results URL https vyapin sharepoint com a Signinas gore vyapin onmicrosoft com v of1 gt gt Next 8 objects 44 Back 1 Tite t31 1 2f99 TestingFiledfof fadfgfdagfgh confusding task
148. ontext for future use SPListX will store the user credential to connect to SharePoint in the Microsoft Windows Stored User Names and Passwords Credential Manager applet for security reasons The stored user profile is tied to the user context currently logged on user account in which the profile is created Hence you will not be allowed to change the scheduled Run As user context for the export task Click Manage Profile button to create new user profile 5 As for Web Single Sign on credential based export task the task settings will be shown as below 194 CHAPTER 5 Export SharePoint List contents using the search option r SPListX Task Wizard Step Number Task Settings Enter a unique name for the export task and specify schedule task settings Connect to SharePoint As This user v Manage Profile Prompt me for user context at task run time k The Web Single Sign on framework expects the user name and password to be given by user interactively in a browser based login dialog Hence the user profile list is not accessible for this type of connection 6 As far as scheduled run is concerned SPListX enables you to setup the export task using persistent connection and shared credential as shown below SPListX Task Wizard Step Number Task Settings Enter a unique name for the export task and specify schedule task settings Sample Task Office365 Connect t
149. opriate option to create the top level folder by selecting the option Yes No 97 CHAPTER 3 Export SharePoint List contents using the browse option 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 a folder for the list or folder underneath when its contents are empty This option creates the folder in the destination location if the source list or folder contents are empty Select the appropriate option to create the folder by selecting the option Yes No e 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 3 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 Pi Attachmen
150. option selected by the user gt Export list items if the above conditions are satisfied Folders that satisfy the condition will be marked for export gt Export list items if the above conditions are not satisfied Folders that do not satisfy the condition will be marked for export 12 List Item Level Conditions Same as Folder Level Conditions 13 Click Next to proceed 90 CHAPTER 3 Export SharePoint List contents using the browse option Examples of Export Conditions Examples SPListX 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 Description Exports list items that have server relative URL as Server Relative URL site name subsite name lists list site name subsite name lists list name name For example Server Relative URL vyapin sharepoint lists Product List Exports list item and attachments of lists List Name Cities named as Cities Exports documents from all document eis Type l Document Library libraries in the entire web application Exports list items and attachments of all custom lists other than document libraries that are present in the entire web application Base Type lt gt Document Library A few examples o
151. or network share 1 Select Export SharePoint List contents using the browse option in SPListX Task Options dialog as shown below and click OK 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 Export SharePoint List contents using the search option Create a task to export folders files and list items including attachments along with metadata from SharePoint list to file system based on SharePoint Search results 58 CHAPTER 3 Export SharePoint List contents using the browse option 2 The SPListX Task Wizard appears as shown below Step Number Welcome to SPListX Task Wizard This wizard helps you manage the export of SharePoint list contents to the file system along with its associated metadata DB Export Option Export list contents and metadata Export SharePoint list contents folders files list item attachments and its associated metadata to the local file system or n
152. orm the export process based on the line entries in the batch descriptor file gt Export files list items and attachments based on SharePoint search results Chapter 1 SPListX Introduction Key Advantages gt Simple solution to export folders documents along with their associated metadata from SharePoint document libraries Export 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 Export from multiple SharePoint lists to file server network shares local computer Maintain source folder structure and version history when exporting data from the SharePoint list document library Export list items documents pictures based on user defined data filters constructed based on SharePoint columns Automate export tasks through command line or Windows Task Scheduler interface Propagate original Created Date amp Last Modified Date in SharePoint to the Windows File System fields for each folder document Chapter 1 SPListX Introduction 1 2 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 1 2 3 4 5 6 Versions of SPListX that you are evaluating or you have registered with us Version information could be found in the About Screen and in Help
153. ough 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 Chapter 1 SPListX Introduction 5 Please Copy the license key sent to you through email and pastes it in the License Key textbox 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 BEGIN LICENSE KEY COPY BELOW THIS LINE 4Select and then Copy the a selected text 01 CuTY R2NtNo8ky LD C 2tP CP6 WinwersiN3wh JPR9rin Ly flah Gi f LEIS 2x dPB PFZy Image 2 How to copy license key screen Chapter 2 SPListX Features Vv Vv Y VV VW WV WV VW VW WV VW VV WV WV Y Active Directory Profile Manager Create task Edit task Copy an existing task Delete an existing task Run a task Run a task from command line Profile Manager File Share Manager Proxy Settings Manage Favorites Create Windows Task Task Manager Task History Export SharePoint List contents using browse options Export SharePoint List contents using a batch descriptor file Export SharePoint List contents using the search option Chapter 2 SPListX Features 2 1 Task Manager SPListX creates export tasks for export process setup to export documents list items and metadata from SharePoint to file system SPListX Task Manager in the main application window will help you
154. p ig Calendar Name o Gd announcements 53 Demo Document library fl Calendar 3 E Form Templates a1 a a s Demo Document library E E 43 List Template Gallery E Form Templates Q Master Page Gallery ins wal dgani DFES ESList Template Gallery E Reporting Templates AE E Shared Documents age y d Reporting Metadata a 3 Site Assets f B Site Pages a EalReporting Templates 2 Martinot Export Location C Users Public Documents SPListX Export Add to Favorites v cached Items added for export Change Export Location X Remove Remove All le gt gt 4 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 site collection 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 the arrow 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 The search textbox allows you to search for list items for the keyword specified in search textbox Advanced Search Link will be enabled for site that has office search service You will also see a textbox middle and browse button which en
155. perties at current site and underneath Current site indicates that site URL specified b Properties Trim duplicate search results This option will remove the duplicate item Urls from search results Include stemming results This option will not include the stemming results If you enable stemming search results will bring back words related to search keywords For ex If you search for keyword run Search results will bring back words matches like runs running Include only relevance results This option will include only relevance results in search results Relevance will bring the search results closely related to the search query c Search results 164 CHAPTER 5 Export SharePoint List contents using the search option 6 Process only items recommended This option will search for list items only Process all results This option will include all list view URLs site URLs in search results But export process engine will ignore the site URLs List view URLs for export d Perform keyword search if advanced search is not enabled In WSS 3 0 advanced search is not enabled If you want to perform search for the WSS 3 0 sites SPListX will ignore all the properties scopes and result types specified in search query Keyword search query is framed based on the keywords specified in All Keywords textbox Any Keywords textbox Exact Phrase textbox Click OK to proceed Click Trial Search butt
156. ps vyapin sharepoint com Sharec Documents Readme txt https vyapin sharepoint com Sharec Documents XPlicaErrorLog txt https vyapin sharepoint com Sharec Documents XPlicaErrorLog34fh txt C Users Public Documents SPListX Ex C Users Public Documents SPListx Ex C Users Public Documents SPListx Ex C Users Public Documents SPListX Ex Get Started with Microsoft SharePoint Foundation fadfgfdgfgh t31 1 2fgg ver 2 idsdg Not applicable for items Not applicable for items Not applicable for items Not applicable for items You can also enhance your keyword search by specifying Managed Property with value in keyword search textbox 68 CHAPTER 3 Export SharePoint List contents using the browse option am 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 _https vyapin sharepoint com gore vyapin onmicrosoft com enn gt ContentType Document Advanced Search Browse Search Results 7 objects selected 4 Back 1 of1 Next Tite Path Modified Date 2 sptistx_Synopsis docx https vyapin sharepoint 29 Nov 11 8 44 14 AM P t31 1 2f99 https vyapin sharepoint 08 Feb 12 11 45 47 AM P SPListx_TrialDownload https vyapin sharepoint 29 Nov 11 8 44 39 AM l TestingFi
157. ptions To selectively export list item versions to the destination file system location 1 The Version Options step appears as shown below Step Number Version Options Specify the list item versions to export By default latest version of the list item will be exported Export Versions All versions Export version range Export version date range tart 20 Feb 12 E 20 Feb 12 Export major versions only Latest version only File Version Handling Export each file version to a version folder named as v lt VersionNumber gt Store latest version in root folder Store latest version in the respective version folder Export each file version as separate files named as lt FileNName gt _v lt VersionNumber gt lt Back Next gt 2 Export Versions By default All versions option is selected Item version settings will be used for each of the list items exported from the list Select any one of the following version settings a All versions Export all list item versions available in the source list b Export version range Export only list item versions specified in the range from the source list e g versions 2 to 5 c Export version date range Export only list item versions by date specified in the range from the source list e g versions date 11 19 2010 15 19 2010 The source list date used for exporting is Modified date of a list item d Export major versions only Export the major l
158. ptor file 4 1 4 2 4 3 4 4 4 5 4 6 4 7 4 8 4 9 4 10 4 11 Create Task Create Batch Descriptor File Export Options Batch descriptor file List View Options Version Options Permission Options Export Conditions Document Packaging Options Destination Folder Options File Settings 55 58 58 60 61 64 76 79 83 85 95 97 100 103 106 111 111 113 116 117 119 122 126 128 134 136 139 Table of Contents 4 12 4 13 Metadata File Settings Task Settings 5 Export SharePoint List contents using the search option 5 1 5 2 5 3 5 4 5 5 5 6 5 7 5 8 5 9 5 10 5 12 5 13 5 14 5 15 5 16 5 17 5 18 Create Task Create Search Batch Descriptor File SharePoint User Credential Search URL Settings Search Conditions Column Settings Options Version Options Permission Options Export Conditions Document Packaging Options Destination Folder Options File Settings Metadata File Settings Task Settings Working on Search Results Working on SharePoint 2010 Search Results Working on SharePoint 2007 Search Results How to Create Batch File Using Search Results 6 References 6 1 Error Messages and Resolution 6 2 Troubleshooting 6 3 Howto Uninstall SPListX 7 Index 142 145 150 150 152 154 156 161 168 170 174 176 182 184 187 190 193 197 197 20
159. r of stored user names and passwords http support microsoft com kb 281660 Stored User Name and Password Best practices http technet microsoft com en us library cc784749 WS 10 aspx 41 Chapter 2 SPListX Features 2 15 File Share Manager Use this tool to create a file share user profile to retrieve the contents from File Shares which are added in the search content source These user credentials are used to access the file share source which are added in the search crawl index and to export the file share contents to the target location These user profiles are stored securely in Windows Stored User Names and Passwords Credential Manager SPListX stores the file share user profile in the local computer and will be accessible only by the user who creates the user profile If the user who creates the file share user profile has a Roaming user account in the enterprise the stored user profile can be accessed in any computer in the Windows enterprise The stored file share user profile can be used by SPListX application only The credential information is stored securely in 256 bit encrypted format in Windows Stored User Names and Passwords Credential Manager 1 Select File Share Manager from Tools menu Tools Profile Manager Active Directory Profile Manager File Share Manager Manage Favorites Web Single Sign on Dashboard Proxy Settings g Cleanup History View Activity Log
160. rch Conditions This wizard helps you manage the export task settings All of these words Share Point Any of these words The Exact phrase None of these words Result Type All Results v Scope Narrow the search Property Author hd ser Operator x Logical operator And Or vae Property Author John Doe Search Tuner Trial Search lt Back Next gt 5 You can fine tune the search results by clicking Search Tuner button The Search Tuner dia og appears as shown below 163 CHAPTER 5 Export SharePoint List contents using the search option rch tuner By default search will start from current site and its contents Select Properties to include in search query and specify what results to indude Search options Search across all content in the index Search across the current site and all of its subsites Properties V Trim duplicate search results Indude stemming results V Indude only relevance results Search results Process items only recommended Process all results V Perform keyword search if advanced search is not enabled a Search Options Search across all content in the index SPListX will search for list items content properties across all the content indexed at farm level Search across the current site and all of its sub site By default SPListX will search for list items contents and pro
161. rch results count may increase to 1250 records approximately this is due to the incremental crawling of the content source How to avoid the System Services TimeoutException during export process of search results in SPListX During frequent usage of SharePoint SharePoint Search services cannot serve the search request within the stipulated time therefore SharePoint search server itself throws a System ServicepProcess TimeoutException To avoid this exception we strongly recommend you to perform search export process during off peak hours How stemming will help you to get related search results Stemming will bring back words closely related to the query terms i e inflectional variants for most languages but for some languages derivational variants as well 198 CHAPTER 5 Export SharePoint List contents using the search option For example sample search queries with search results S No Search Keywords Search Results 1 Run In addition to exact match it will bring back matches on Woe runs ran running 2 Page In addition to exact match it will bring back matches on mou pages paged and paging 5 How to enable stemming in SharePoint 2010 gt Go to the search page enter any query to return the search results page For ex enter keyword sharepoint in anykeywords text box Under Site Actions select Edit page Locate the Search Core Results web part usually in the bottom zone
162. red documents Sample Brochure doc C My Documents http vyapin shared documents sample folder1 vyapinfs ExportDocs shared doc contents nttp vyapin lists C My Sales Lists Backup http vyapin lists cities C My Cities Backup 153 CHAPTER 5 Export SharePoint List contents using the search option 5 3 SharePoint User Credential Specify the user credential to connect to the SharePoint 1 The SharePoint User Credential step appears as shown below E SPListX Task Wizard e o a Step Number SharePoint User Credentials Specify user credential to connect to SharePoint when running the export task SharePoint user credential Use the following credential to connect to SharePoint Connect to SharePoint using the specified user credentials SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site Username VYAPINLAB kevin x m Gohndoe contoso com contoso johndoe johndoe Password eeeeeeceeeoseeeeee Use Web Single Sign on credential to connect to SharePoint Connect to SharePoint sites configured with ADFS as identity provider induding Office365 2 Specify the user s credentials to connect to the SharePoint using the options given below a Use the following credential Connect to SharePoint URL using the user context Stored in the user profile OR Enter the user name in any ONE of
163. rmissions to the metadata file b Export permissions This option will export permissions based on the user specified options 83 CHAPTER 3 Export SharePoint List contents using the browse option The Export Permissions options appear as shown below SPListX Task Wizard Sample Task l Ea Step Number Permission Options Works only for SharePoint 2010 Export site list item permission from SharePoint file to the metadata file PF he Export Permissions Do not export permissions Export permissions Export permissions for V Site V List W Listitem Permission format User Role format g johndoe Full Control Oo Role User format e g Full Control johndoe u Inheritance status V Export inheritance status as separate column shows if the permission is Unique or Inherited Oo Membership information Export membership information and role definition to a separate XML file Oo coe 2 3 4 5 6 You can export permissions for Site List List item to the metadata file depending on the user selection Check appropriate checkboxes in Export permissions for options Specify the Permission format to use when exporting the permission information for the Site List List item to the metadata file using the options given below a User Role format Exports permission details as User Role e g johndoe Full Control Limited Access
164. rom the source SharePoint list default http sharepoint shared Exports all items and folders documents from the source SharePoint list http sharepoint lists tasks Exports list items available in the top level folders only http sharepoint lists custom Exports folder structure only list NOTE For list items folder traversal option is not applicable 5 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 to be stored 6 Be consistent with the drive letters and UNC path when exporting folders files and list item attachments from a SharePoint list If you use local mapped drives to export files or list item attachments ensure the Destination Path field has the corresponding local mapped drive path e g M My Documents If you use shares to export file or list item attachments ensure the Destination Path field has the corresponding UNC path e g Machine_ Name Share_ Name 7 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 8 For Microsoft Excel file formats XLSX you do not
165. s associated task history Are you sure you want to delete the task NOTE Deleting a task will permanently delete the selected task and its task history items 19 Chapter 2 SPListX Features 2 7 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 1 Select a task from Task List pane Task List 4 tasks C sample Task J sample Task1 C sample Task2 J sample Task3 2 Click Run Now from SPListX main screen Run Now Or Select Run Now from Task menu Task E New Task Ctrl N Z Edit Task Ctrl E E CopyTask Ctrl C G Delete Task Del T Create Windows Task Run Now Ctrl R Exit Ctrl Q Or Press Ctri R Key 20 Chapter 2 SPListX Features 3 Click Yes in Run Now confirmation message box as shown below This action will run the selected task Sample Task Do you wish to proceed 4 The Credential Dialog will appear as shown below The given credential will be used to connect to the SharePoint site HE Sample Task SharePoint Login Provide user credentials to connectto SharePoint Connect to SharePoint using the specified user credentials SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site URL http rd90 8000 User Name voyager administrator a em johndo
166. sk started or commenced 6 Once the export task is complete a new entry will be added in Task History section where you can view the export activity performed when the task ran last 22 Chapter 2 SPListX Features 2 8 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 1 Usage SPListX TaskRunner lt task name gt profile user name u user name p password noprompt Where SPListX TaskRunner Task name Profile u p noprompt Name of the SPListX Task Runner application Specify absolute path where the SPListX TaskRunner located For example C Program Files SPListX SPListX TaskRunner Name of the SPListX Task to run from DOS command prompt enclose the task name in double quotes For example Sample Taski Denotes profile name stored in the current user context using SPListX s Profile Manager in which SPListX task must be run Enclose the user name in double quotes For example profile voyager admin user profile Contoso johndoe profile johndoe contoso com profile johndoe 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 voyager administrator u Contoso joh
167. sk Option from one of the following options a Run later to run the task later as and when desired b Run now to run the task immediately after clicking Finish button c Schedule 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 193 CHAPTER 5 Export SharePoint List contents using the search option B SPListX Task Wizard T a Step Number Task Settings B Enter a unique name for the export task and specify schedule task settings o Task Name Sample Task Connect to SharePoint As D This user VYAPINLAB kevin Use Run As user context given below Schedule Settings Run As VYAPINLAB Administrator Schedule Daily Y Start time 18 32 Schedule Task Daily Every 1 At 18 32 every day starting 08 05 2012 In scheduled export process SPListX allows the user to enter different user credentials to connect to SharePoint and to create a scheduled export task unattended mode By default SPListX will use the user account specified in the scheduled Run As user context to connect to SharePoint In case if you decide to use different user context to connect to SharePoint when running the scheduled task you can do so by storing the SharePoint user c
168. st item permission information to the metadata file This feature works only for SharePoint 2010 environment 1 The Permission options specification wizard step appears as shown below Step Number Permission Options Works only for SharePoint 2010 Export site list item permission from SharePoint file to the metadata file Export Permissions Do not export permissions Export permissions Export Permissions a Do not export permissions This option will not export permissions to the metadata file b Export permissions This option will export permissions based on the user specified options CHAPTER 4 Export SharePoint List contents using a batch descriptor file The export permissions options appear as shown below Step Number Permission Options Works only for SharePoint 2010 Export site list item permission from SharePoint file to the metadata file Export Permissions Do not export permissions Export permissions Export permissions for V Site V List W Listitem Permission format User Role format g johndoe Full Control Oo Role User format e g Full Control johndoe u Inheritance status V Export inheritance status as separate column shows if the permission is Unique or Inherited Oo Membership information Export membership information and role definition to a separate XML file Oo 2 You can export
169. stem use below options 1 Alternate File Name Mask If the file with the same name already exists in the destination location follow the steps outlined below r SPListX Task Wizard Batch Step Number File Settings Use the option below to manage file duplicates in the Windows File System You can also propagate Created Date and Last Modified Date fields from SharePoint Library to the Windows File System If the file with the same name already exists in the destination location Do not overwrite the existing file Overwrite the existing file Rename the new file that is currently exported from SharePoint Alternate File Name Mask lt FileName gt lt Index gt wom You can propagate original created date and last modified date for folders and files from SharePoint library to the NTFS file system In a FAT file system the last modified date alone will be retained from SharePoint library When document packaging option is selected the created date alone will be retained from the SharePoint library Retain created date Retain modified date a Do not overwrite the existing file Skips the file without overwriting the existing file with the same name b Overwrite the existing file Deletes the file from the destination location and exports the current source file c Rename the new file that is currently exported from SharePoint Rename the file based on the file name mask specified in the A
170. t Type will narrow down the search results By default SPListX will search for all list items of all list types For ex If you want to narrow down your search results only for documents select All Documents type in result type Scope Scopes will narrow down the search results returned to search query It can be either shared Farm level or locally defined Site level Scopes can be defined by specifying different rules using custom metadata on content source 3 Click button to add the SharePoint managed properties in properties drop down The Add Managed Properties Dialog as shown below 162 CHAPTER 5 Export SharePoint List contents using the search option Specify the managed property name in Name textbox and select the data type of the column in SharePoint from Type drop down Before adding managed properties Please ensure the followings i Specified managed property exists in Shared Services Provider ii Data type matches exactly Click Add button to add the managed property to the property drop down Click Remove button to remove the columns from the property drop down 4 You can specify the conditions by selecting the property name and by specifying a corresponding value with the necessary operator You can use mathematical operators such as gt gt etc to define your query Complex queries can be constructed by using logical operator AND or OR Step Number Sea
171. t applicable for SharePoint 2003 67 CHAPTER 3 Export SharePoint List contents using the browse option 2 x 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 _https vyapin sharepoint com gore vyapin onmicrosoft com Folder gt sharepoint Advanced Search Browse Search Results 4 objects selected 44 Back 1 ofl gt gt Next Title Path Modified Date TestingFiledfof https vyapin sharepoint 08 Feb 12 11 38 51 AM A Team Site How To Use https vyapin sharepoint 06 Oct 11 1 47 50 PM D confusding task https vyapin sharepoint 06 Feb 12 12 10 12 PM A SPListX_customer_feed https vyapin sharepoint 29 Nov 11 8 43 22 AM cet Started with Micros https vyapin sharepoint 06 Oct 11 1 47 50 PM l fodfofdafoh https vyapin sharepoint 08 Feb 12 11 48 28 AM P t31 1 2fg99 https vyapin sharepoint 08 Feb 12 11 45 47 AM Pl ver 2 1dsdg https vyapin sharepoint 08 Feb 12 11 40 20 AM Items added for export Source Destination Export Location C Users Public Documents SPListx Export Title Add to Favorites Change Export Location gt lt Remove Remove All Folder Traversal https vyapin sharepoint com Lists A htt
172. t folder tag name xa Specify folder name mask for exporting attachments Macro Sample Value ItemID 1 ItemName Cities ListName Shared Documents ba ari mW j Result Attachment_ lt ItemID gt _ lt ItemName gt x J cme 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 98 CHAPTER 3 Export SharePoint List contents using the browse option Step Number Destination Folder Options Specify folders settings to use when creating folders in file system Do you want to create current timestamp folder under destination location Yes Do you want to create the topevel folder s induded for export Yes Do you want to create destination folder path if it does not exist Yes Do you want to create a folder for the list or folder underneath when its contents are empty Yes Do you want to create separate folder for storing attachments Yes Attachment Folder Tag Attachment_ lt ItemID gt _ lt ItemName gt 4 Click Next to proceed 99 CHAPTER 3 Export SharePoint List contents using the browse option 3 11 File Settings To construct Alternate File Mask and to propagate Created Date and Modified Date from SharePoint Library to Windows File Sy
173. t package documents or files SPListX will not package the exported documents or files b Perform document packaging for Document package will be created for each exported document set or file version based on the option selected below If the file already exists in the package File Settings options will be applied 95 CHAPTER 3 Export SharePoint List contents using the browse option E SPListX Task Wizard Test Search Step Number Document Packaging Options Select packaging option below to compress documents files during the export process Packaging Settings Do not package documents or files Perform document packaging for Document sets stores multiple documents in a single compressed file Documents and its versions stores documents and its versions based on version export option in a single compressed file i Document sets This option will package all files stored in the document sets into a single compressed file The package is created in the same name as the document set ii Documents and its versions This option will package the documents and its associated versions into a single compressed file The package is created in the same name as original document or file The document s versions are exported into the created package based on the settings specified in Versions Settings wizard step 3 Click Next to Proceed 96 CHAPTER 3 Export SharePoint List contents using the bro
174. tails as Role User e g Full Control johndoe johnsmith Contributor janedoe etc Inheritance status Export the inheritance status of the Site List List item as a separate column field in the metadata file This column field indicate if the permission is Inherited or Unique role assignment at the Site List List item level in SharePoint Membership information This option exports membership and role definition information to separate XML files These XML files are stored in the same location as the metadata files in the name _membershipinformation and _roledefinition The user account that connects to SharePoint must have System Account permission to retrieve respective membership information Similarly the user account specified in Active Directory Profile Manager for each domain must have Domain Admin permission to retrieve respective membership information Click Next to Proceed 175 CHAPTER 5 Export SharePoint List contents using the search option 5 9 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 1 The Export Conditions step appears as shown below Step Number Export Conditions Specify condtions for list folders items to export from SharePoint L3 List Level Folder Level Item Level Specify a list level
175. te specified by the user is in MM DD YYYY format SPListX exports list items created in the month of September 2010 Product ID gt 10 OR SPListX exports list items that have 123ABC 154XYZ Number Product ID value lies in between 10 to Product ID lt 100 100 SPListX exports list items that have Currency Peed ces ast i209 Product Cost value equal to 100 Text or Number values can be given for this field The values can be single or City New York multiple Multiple values should be Choice City separated by London Paris Singapore SPListX exports the list items that have City column value set as London Paris and Singapore The values can be single or multiple Product Code 100 Multiple values should be separated by Lookup Product Code SPListX exports the list items that have 123ABC and 154XYZ as value for Product Code field 92 CHAPTER 3 Export SharePoint List contents using the browse option User or group values can be given for this field The values can be single or multiple Multiple values should be separated by Document Reviewed by John Doe People or Group Document Reviewed by John Doe Jane SPListX exports the list items that have Doe Document Reviewed by value set to John Doe and Jane Doe A Handy Operator Apart from relational operators SPListX allows you t
176. that must be satisfied before exporting item from SharePoint For example you can export folder only when Created By john doe Bedname eao GA Operator lt v Value 01 Jan 12 EM Conditions LoD Leala Created Date lt 01 Jan 124 Export list items if the above condition is satisfied not satisfied o gence CHAPTER 4 Export SharePoint List contents using a batch descriptor file 11 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 gt Export list items if the above conditions are satisfied Folders that satisfy the condition will be marked for export gt Export list items if the above conditions are not satisfied Folders that do not satisfy the condition will be marked for export 12 List Item Level Conditions Same as Folder Level Conditions 13 Click Next to proceed CHAPTER 4 Export SharePoint List contents using a batch descriptor file 4 9 Document Packaging Options Document Packaging helps in storing related documents contents together in a single file in compressed format SPListX has the provision to export document sets and document file versions as packaged contents grouped together Follow the steps outlined below to store multiple document versions and document sets grouped together in the file system file share 1 T
177. the following formats lt DOMAIN NAME gt lt USER NAME gt UserName DomainName UserName and its corresponding password SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site b Use Web Single Sign on credential to connect to SharePoint Connect to SharePoint URL using federated identity configured using ADFS Use this option to connect to Office365 SharePoint Online configured using federated identity provider 154 CHAPTER 5 Export SharePoint List contents using the search option SPListX Task Wizard Step Number SharePoint User Credentials Specify user credential to connect to SharePoint when running the export task SharePoint user credential Use the following credential to connect to SharePoint Connect to SharePoint using the specified user credentials SPListX will initiate Windows authentication or Forms authentication depending on configuration in the target SharePoint site User name VYAPINLAB kevin v EN johndoe contoso com contoso johndoe johndoe Password eecceeccccooecees Use Web Single Sign on credential to connect to SharePoint Connect to SharePoint sites configured with ADFS as identity provider induding Office365 3 Click Next to Proceed 155 CHAPTER 5 Export SharePoint List contents using the search option 5 4 Search URL Settings You can specify the URLs to search using a batch file or se
178. the export task and specify schedule task settings Sample Task Office365 Connect to SharePoint As This user v Manage Profile Use persistent session of the target site Check session status in Web 550 Dashboard Schedule Settings Run AS VYAPINLAB kevin sete Bae ttm i Schedule Task Daily Every 1 S day s At 18 32 every day starting 08 05 2012 7 SPListX expects the user must ensure the persistent connectivity status using Web Single Sign on dashboard To check the status click Web SSO Dashboard hyperlink 109 CHAPTER 3 Export SharePoint List contents using the browse option f T SPListX Task Wizard e a OX Using this dashboard you can check the connection persistence status of f daims enabled SharePoint sites that use federated identity model amp Enter or select a daims enabled SharePoint site URL and dick Connect button If there is no shared credential available for the site you will be prompted for user credentials on demand to make the persistent connection Refer Help document for more information sharepoint com Status sharepoint com 8 Click Finish button to create the task 110 Chapter 4 Export SharePoint List contents using a batch descriptor file 4 1 Create Task Create a task to export folders files along with their list metadata from SharePoint Library to file system or network sh
179. the file with the same name already exists in the destination location Do not overwrite the existing file Overwrite the existing file Rename the new file that is currently exported from SharePoint Alternate File Name Mask lt FileName gt lt Index gt cx You can propagate original created date and last modified date for folders and files from SharePoint library to the NTFS file system In a FAT file system the last modified date alone will be retained from SharePoint library When document packaging option is selected the created date alone will be retained from the SharePoint library Retain created date Retain modified date mI E CHAPTER 4 Export SharePoint List contents using a batch descriptor file 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 a Retain created date Carry forward propagate Created Date field from the source folders files and list item attachments to the Windows file system b Retain modified date Carry forward propagate Last Modified Date field from the source folders files and list item attachments to the Windows file system 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 3 Click Next to Proceed CHA
180. tination Title Add to Favorites Change Export Location gt Folder Traversal a Remove G amp Remove All Document https vyapin sharepoint com Demo _C Users Public Documents SPListX Ex Document library SPListX_Synopsis docx https vyapin sharepoint com Sharec C Users Public Documents SPListX Ex t31 1 2fag Documents XPlicaErrorLog txt https vyapin sharepoint com Demo __C Users Public Documents SPListX Ex library SPListX_TrialDownload html hitinn lhnanin nharannin ram Charne CM laren Ie hin Ian mantnlONl nVn Tantin dnd ine SPListX_Synopsis docx SPListX_TrialDownload html Not applicable for items Not applicable for items Not applicable for items Rint annlizahlin Enr tne m 7 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 list items added for export in the order in which it appears in the Items added for export grid The export process order can be changed by the navigation buttons available in the right side of the grid 8 SPListX will export the folders list items and associated metadata based on Folder Traversal Option Usei utton to edit the folder traversal option for list folders that are added in added for export grid view 73 CHAPTER 3 A Fol Export SharePoi
181. tions Cleaning up the information based on your selection SPListX V Cleanup export tasks and their history instances Cleanup all export tasks and task history information maintained by SPListX induding folders such as Config Temp and Log V Cleanup scheduled tasks that are associated with the export tasks Remove all associated scheduled tasks available in Windows Control Panel that are configured to run the export tasks in scheduled manner V Cleanup stored user profile s Remove all stored user profiles created using SPListX Profile Manager in the current user context Remove all application files and uninstall SPListX application from the machine Click Next to proceed 3 Confirm the cleanup and or uninstall process Step 2 of 2 Cleanup Process Cleaning up the information based on your selection SPListX Click Finish button to proceed with the deanup process or dick Cancel button to terminate the uninstall wizard 215 CHAPTER 6 References Click Finish to run cleanup and or uninstall process Click Cancel to close the wizard 4 Once the file cleanup process is complete the uninstall wizard will automatically run Windows Installer program to remove SPListX application from the machine if you have selected the cleanup option Uninstall SPListX application in the wizard 216 7 index Activate dialog 4 Activate screen 3 activate the software 3 Activity Log
182. tisfied x 9 Click button to add the SharePoint columns in Field Name dropdown 88 CHAPTER 3 Export SharePoint List contents using the browse option The Add Fields Dialog appears as shown below 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 co umns to the fieldname dropdown list Click Remove button to remove the columns from the fieldname dropdown list 10 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 89 CHAPTER 3 Export SharePoint List contents using the browse option Specify rule that must be satisfied before exporting item from SharePoint For example you can export folder only when Created By john doe FieldName Created Date z ms Operator gm v Value 01 Jan 12 E Coone oror TE LDO Lela la Created Date lt 01 Jan 12 Export list items if the above condition is satisfied not satisfied o J came 11 SPListX will export the folders that satisfy the export condition or export the folders that do not satisfy the export condition depending on the
183. ttachment folder tag name lt a Specify folder name mask for exporting attachments Macro Sample Value ItemID 1 ItemName Cities ListName Shared Documents X m Result Attachment_ lt ItemID gt _ lt ItemName gt Lox cancel 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 185 CHAPTER 5 Export SharePoint List contents using the search option Step Number Destination Folder Options Specify folders settings to use when creating folders in file system Do you want to create current timestamp folder under destination location Yes Do you want to create the topevel folder s induded for export Yes Do you want to create destination folder path if it does not exist Yes Do you want to create a folder for the list or folder underneath when its contents are empty Yes Do you want to create separate folder for storing attachments Yes Attachment Folder Tag Attachment_ lt ItemID gt _ lt ItemName gt 4 Click Next to proceed 186 CHAPTER 5 Export SharePoint List contents using the search option 5 12 File Settings To construct Alternate File Mask and to propagate created Date and Modified Date from SharePoint Library to Win
184. tware Windows 7 Vista XP or Windows Server 2008 2003 with the latest service packs and NET Framework 4 0 or higher To work with SharePoint Online in Office 365 Windows 7 Windows Server 2008 R2 with the latest service packs and NET Framework 4 0 or higher is recommended Chapter 1 SPListX Introduction 1 4 How to Activate the Software Once you purchase the software online or through any one of our resellers you will receive a sale notification through e mail from our sales department We will send you an e mail with the necessary instructions to activate the software In case you do not receive an e mail from our sales team after you purchase the software please send the following information to our sales department at sales vyapin com with the sales order number gt Company Name End user Company Name gt 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 License Type 30 day Evaluation Copy To activate the software copy and paste the license key in the textbox below License Key e Image 1 Activate screen Perform the following steps to activate the software 1 Download evaluation trial copy of software from the respective product page available in our website at http www vyapin com 2 Install the software on the desired computer 3 You will receive a license key thr
185. ver 2 1dsdg Note Double dick on results to launch the URL in your browser Save Results Team Site How To Use Get Started with Micros SPListx_customer_feed Path https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint https vyapin sharepoint Modified Date 08 Feb 12 11 45 47 AM 08 Feb 12 11 38 51 AM 06 Oct 11 1 47 50 PM 06 Oct 11 1 47 50 PM 08 Feb 12 11 48 28 AM 06 Feb 12 12 10 12 PM 29 Nov 11 8 43 22 AM 08 Feb 12 11 40 20 AM 166 CHAPTER 5 Export SharePoint List contents using the search option Click Save Results button to save the search results in CSV or Excel format Click Close button to close the dialog Step Number Search Conditions This wizard helps you manage the export task settings All of these words Share Point Any of these words The Exact phrase None of these words Result Type All Results Scope Narrow the search Property author o T uino 8 Click Next to proceed 167 CHAPTER 5 Export SharePoint List contents using the search option 5 6 Column Settings Options To selectively export metadata columns from the SharePoint list 1 The Column Settings Options step appears as shown below exported Step Number Column Settings Options Spec
186. will be prompted for credential username and password as shown below Rovian R 8 Office 365 User ID Password Forgot your password Remember me Keep me signed in Don t have a user ID assigned by your organization Use a Hotmail account to sign in 2012 Microsoft Corporation Privacy Legal Provide User ID and Password in the respective textboxes and click Sign in button to proceed 63 CHAPTER 3 Export SharePoint List contents using the browse option 3 4 Items to Export To add folders and items to export to the destination location in the file system 1 The Items to export step appears as shown below Step Number Items to export This wizard helps you manage the export task settings 2 Click Add Edit button to add and remove the folders and items for export 64 CHAPTER 3 Export SharePoint List contents using the browse option 3 The Select items to export dialog appears as shown below 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 _https vyapin sharepoint com gore vyapin onmicrosoft com Folder Advanced Search Browse Search Results E EES 22 objects O Home Up Add to Favorites Refresh im List Views W Filter E Announcements am
187. wn below Step Number Version Options Specify the list item versions to export By default latest version of the list item will be exported Export Versions All versions Export version range tart Enc Export version date range tart 20 Feb 12 End 20 Feb 12 Export major versions only Latest version only File Version Handling Store latest version in root folder Store latest version to a version folder named as v lt VersionNumber gt a a Store latest version in root folder Export the latest version in the root folder itself b Store latest version in the respective version folder Creates a latest version folder and export the latest file version in the latest version folder 173 CHAPTER 5 Export SharePoint List contents using the search option 5 8 Permission Options SPListX can export SharePoint site list list item permission information to the metadata file This feature works only for SharePoint 2010 environment 1 The Permission options specification wizard step appears as shown below Step Number Permission Options Works only for SharePoint 2010 Export site list item permission from SharePoint file to the metadata file Export Permissions Do not export permissions Export permissions Export Permissions a Do not export permissions This option will not export permissions to the metadata file b Export permissions This option wi
188. wse option 3 10Destination Folder Options SPListX will create destination folders based on the following options given below 1 The Destination Folder options specification wizard step appears as shown below Step Number Destination Folder Options Specify folders settings to use when creating folders in file system Do you want to create current timestamp folder under destination location Yes Do you want to create the topevel folder s induded for export Yes Do you want to create destination folder path if it does not exist Yes Do you want to create a folder for the list or folder underneath when its contents are empty Yes Do you want to create separate folder for storing attachments Yes Attachment Folder Tag Attachment_ lt ItemID gt _ lt ItemName gt 2 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 appr
189. ww vyapin com Sales Contact sales vyapin com Technical Support support vyapin com Table of Contents 1 SPListX Introduction 1 1 1 2 1 3 1 4 About SPListX Technical Support System requirements How to Activate the Software 2 SPListX Features 2 1 2 2 2 3 2 4 2 5 2 6 2 7 2 8 2 9 2 10 2 11 2 12 2 13 2 14 2 15 2 16 2 17 2 18 2 19 Task Manager Change Application Data Folder Location Create new Task Edit an existing task Edit Task Copy an existing task Delete an existing task Run a task Run a Task from Command Line Create Windows Task Task Status Task History Profile Manager Manage Favorites Active Directory Profile Manager File Share Manager Remove a task history item Cleanup History Proxy Server Settings Web Single Sign on Dashboard 11 13 15 16 18 20 23 26 28 30 32 35 39 42 45 46 47 50 Table of Contents 2 20 View Activity Log 3 Export SharePoint List contents using the browse option 3 1 3 2 3 3 3 4 3 5 3 6 3 7 3 8 3 9 3 10 3 11 3 12 3 13 Create Task Export Options SharePoint source location Items to Export List View Options Version Options Permission Options Export Conditions Document Packaging Options Destination Folder Options File Settings Metadata File Settings Task Settings 4 Export SharePoint List contents using a batch descri
190. ystem the last modified date alone will be retained from SharePoint library When document packaging option is selected the created date alone wil be retained from the SharePoint ibrary Retain created date Retain modified date 101 CHAPTER 3 Export SharePoint List contents using the browse option 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 a Retain created date Carry forward propagate Created Date field from the source folders files and list item attachments to the Windows file system b Retain modified date Carry forward propagate Last Modified Date field from the source folders files and list item attachments to the Windows file system 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 3 Click Next to Proceed 102 CHAPTER 3 Export SharePoint List contents using the browse option 3 12 Metadata File Settings SPListX will create metadata files based on the following options given below 1 The Metadata File Settings step appears as shown below Task Wizard Sample Task Step Number Metadata File Settings Specify destination path to store metadata file and export file format CSV XLSX XML Metadata file name Store metadata file s in t

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