Upgrade List Bulk Import to a new release

Upgrade List Bulk Import to a new release

Icon-WarningIMPORTANT: Prior to commencing with the upgrade, Bamboo recommends that users disable all scheduled imports.

To upgrade a current installation:

Step Action
1. Extract the latest HW18.SL List Bulk Import Setup file. (Do not uninstall the existing Bamboo Bulk Import Application).
2. Install the new version. See Installing a Bamboo application for more information.
3. Enable scheduled imports if they were disabled prior to the upgrade. See Modify a Scheduled Import for more information.

Schedule Unattended & Recurring Imports

Schedule Unattended & Recurring Imports

Overview of Importing

If you have a large import that you want to run, you should consider scheduling the import to occur during a period of minimum activity on your SharePoint farm. Scheduling imports to run unattended is also useful if you have an import process that needs to run periodically with the same configuration parameters.

To modify a scheduled import, see Modify a Scheduled Import.

Icon-WarningIMPORTANT: Before scheduling an import to run unattended, you must have configured the import and saved the parameters in a configuration file. This is done as the last step in an import process.

Step Action
1. migmenu.pngFrom the File menu, select Migration Scheduler > Schedule a New Migration.
2.

schedconfig.pngChoose the Import Template by clicking the Browse button to browse to the desired location.

Enter a Task Name and a Task Description in the designated fields.

In the Task Settings area, choose the import frequency:

  • One Time. Choose the Start Date and Time by typing the value in the box or using the calendar drop-down menu and time arrows.
  • Daily Selectthe daily frequency to import (1-5).
  • Weekly. Welect the day of the week for recurring imports.
3.

When ready, click Apply to create the job. Otherwise, click Cancel to close the dialog without scheduling anything.

If you want to modify a scheduled import, see Modify a Scheduled Import.

Overview of Importing

Schedule an Import to Run Unattended

Schedule an Import to Run Unattended

Overview of Import Options

If you have a large import that you want to run, you should consider scheduling the import to occur during a period of minimum activity on your SharePoint farm. Scheduling imports to run unattended is also useful if you have an import process that needs to run periodically with the same configuration parameters.

Icon-WarningIMPORTANT: Before scheduling an import to run unattended, you must have configured the import and saved the parameters in a configuration file. This is done as the last step in an import process.

Step Action
1. HW18 - ImportScheduler.jpgFrom the main List Bulk Import interface, click Import Scheduler.
2.

HW18 - ImportScheduler2.jpgChoose the Import Template by clicking the magnifying glass icon to browse to the desired location.

Enter a Task Name and a Task Description in the designated fields.

In the Task Settings area, choose the import frequency:

  • One Time. Choose the Start Date and Time by typing the value in the box or using the calendar drop-down menu and time arrows.
  • Daily. In addition to the Start Date and Time, select the daily frequency to import (1-5).
  • Weekly. In addition to the Start Date and Time, select the day of the week for recurring imports.
3.

When ready, click Apply to create the job. Otherwise, click Cancel to close the dialog without scheduling anything.

If/when you need to modify the import schedule, see Modify a Scheduled Import.

Save & Edit Migration Templates

Save & Edit Migration Templates

Overview of Importing

You can save your import configuration parameters in a template file so you can re-use it or use it as the basis of a new import. Saving the import configuration parameters is not required.

Also use this process to edit a previously saved template.

To open an import template, see Open a Migration Template

Icon-WarningIMPORTANT: If you want to schedule an import to run unattended, you will need to save the import configuration to a template file.

To create an import template, follow these steps:

Step Action
1.

tempsave.pngConfigure the import source, target, and migration tab, as if you were going to execute the import. Once you’ve completed the configuration, in the Migration Tab, in the file menu click File > Save and save the template.

Icon-Tip By default, the name is ScheduleFile.xml or ReplicateScheduleFile.xml depending on your scenario, but it is better to provide a more descriptive name so you can remember specifically what the import is for.

2. SaveAs.pngChoose to save the template file to the Application Path, under the (Users > Username > Documents > Bamboo Solutions) folder location or a custom defined folder path.

If you receive an error message while saving “Please specify a non-blank value for Title ()”, you have not mapped the Title Field from the Target list to one of the Source lists. Check Configuring the Migration Tab & Mapping Columns#anchor article for additional details on mapping columns.

Open a Migration Template

Overview of Importing

Review Import Results in Log Viewer

Review Import Results in Log Viewer

Overview of Importing

To review import results immediately after an import process completes, follow the steps in the table below. If you need to open a log file from a previous import, see Review Logs for an Unattended Import.

Step Action
1. To get to the Log Files Viewer screen immediately after an import completes, select View Log button in the bottom right when your import completes
2.

The Summary tab of the Log Files Viewer page shows general information about the run.

2.png

The information displayed includes:

  • Log File: the name of the log file displayed
  • Source: the location from which data was imported. Depending on the import, this may show a network file system, a delimited text file, an Excel file, or a SQL table or view.
  • Target: the target site for imported data
  • Status:
    • Failed if any records were not imported;
    • Completed if all records were imported.
  • Account: the user who ran the import
  • Successes: the number of records successfully imported. If replicating files from a network file location, this will be the sum of the Folder(s) and File(s).
  • Failures: the number of records that were not imported.

    NOTE: These may not actually be failures, as you may have instructed the application to skip duplicates. These skipped records would appear in the Failures total.

  • File(s): The number of files that were imported
  • Folder(s): The number of folders that were imported
  • Start/End: The start and end dates of the import.
  • Error Details: Short message summarizing success or cause of failure
3.

To view details about specific items included in the import:

  • Click the Successes tab to review the records that were imported successfully.
    3.png

  • Click the Failures tab to review the records that were not imported due to failures. Review the cause for the failure in the Reason column.

  • Click the All Items tab to see success and failure details for all items in the import.

4.

Click the Home icon to navigate back to the home screen.

To view the logs of previous imports see Review Logs for an Unattended Import.

Overview of Importing

Review Logs from a Previous Import

Review Logs from a Previous Import

Overview of Importing

To review import result logs using the Log File Viewer, follow these steps:

Step Action
1. filelogs.pngTo view a log for a previous import, in the top menu bar, click File > View Logs to open the Log Viewer.
2. logpage.pngThe log viewer by default shows logs for the last import conducted. The Successes, Failures, and All Items tabs provide line item detail on specific import items.
Click on the Folder button on the right to select the import log you would like to view.
3.

logselect.pngLog files have the same name as the import file, with date-time information added before the extension. For example, for an import file called test3.txt, an associated log file name is
test3-8-17-2006-13-10.txt

Logs files are located within the same directory as the List Bulk Import application, in the Log folder (Program Files > Bamboo Solutions Corporation > Bamboo Bulk Import Application > Log).

If you didn’t name your import file, the log file will have a generic name, such as:
Bamboo.Log.5192014_112725_AM.xml

4.

The details of the selected log file are displayed. See Review Import Results in Log Viewer for details on individual items in the log viewer.

Navigate Home using the house icon in the upper left.

Overview of Importing

Review the results of an import that ran unattended using the Log Viewer

Review the results of an import that ran unattended using the Log Viewer

Overview of Import Options

Icon-WarningIMPORTANT: Even though you may not plan to run an import when opening the List Bulk Import application to view log files, you will still need to connect to a target site. It doesn’t matter which site you connect to, if you just need to view some old log files.

To review import result logs using the Log File Viewer, follow these steps:

Step Action
1. Open the Log Files Viewer screen by selecting View Log Files from the main File menu
or
click View Log Files from the Support Tool area of the main List Bulk Import screen.

HW18 View Log Files.png

The Log Files Viewer appears.
2. Click the open files icon (HW18 open file icon.png) to locate the log file you want to view.

HW18 open log file.png

In the Seect file to view dialog, select the log file to open. It should be filtered to show only log files, which are *.xml files.

HW18 browse for log file.png
3. The details of the selected log file are displayed. See How to Review Import Results Using the Log Viewer for details about how to review.

Replicate Files from a SharePoint Server

Replicate Files from a SharePoint Server

Overview of Import Options

List Bulk Import can copy files from a document library in one SharePoint environment to a document library in another SharePoint environment.

Icon-Tip If your source and target libraries are not exactly the same from a meta data or content type perspective, don’t use this process. Instead, see Import Data from One SharePoint Environment to Another for a more flexible method. This more flexible method will also allow you to choose to import from and/or to a specific folder in the library if you don’t want to replicate the whole library.

Step Action
1. If you aren’t already connected to the SharePoint site you want to import to, see Reset the Connection to the Target SharePoint Site.
2. HW18 Replicate file struc.pngIn the Import Tool section of the dashboard, click Replicate File Structure Job.
3.

Choose to Replicate file from SharePoint Server.

NOTE: For more information about replicating files from a local or network file directory, click Here.

HW18 - replicate from SP.png

  • Enter the source SharePoint Site URL or if you have imported from it previously, select it from the drop down selection list.
  • Select the radio button that denotes the version of the source SharePoint environment
  • Select the Source Server Authentication mode
  • Choose to connect to the source environment using the Current Login Account or a Custom Login Account

When ready to proceed, click Next.

4.

On the Location of Directory or Document/Picture Library page, select the Source List and the Destination List. The Select Source List drop down will show all libraries from the current Source site. The Select Destination List will show all libraries from the current Target site. If you don’t see the library you want, make sure that the account you have logged in as has access to the library and that you are connected to the correct source or target site.

replicate from sp.png

Choose the desired options:

  • Get Documents in all sub folders. If you do not check this option, only the top level files will be imported.
  • Copy Folder structure. If you don’t check this option, but check the above option, files from all folders will be imported to the target library but no folders will be imported.
  • Overwrite existing file(s).
  • Copy all versions. This will be enabled only if you are importing from a SharePoint document library with versioning enabled AND the target library also has versioning enabled.

    Icon-Tip If your source and target libraries are not exactly the same from a meta data or content type perspective, don’t use this process. Instead, see Import Data from One SharePoint Environment to Another for a more flexible method. This more flexible method will also allow you to choose to import from and/or to a specific folder in the library if you don’t want to replicate the whole library.

5.

On the Review and Import page, choose to save the configuration parameters in a template file.

NOTE: Save your import configuration parameters in a template file so you can re-use it or use it as the basis of a new import. Saving the import configuration parameters is not required.

6. If desired, choose to delete the existing files in the target library before starting the import. Select the option Empty Target before Import.

HW18 Empty target.png
When ready, click Import to start the import.

HW18 start import.png
The import will proceed and report progress as shown below.

HW18 file rep complete - view summary.png
7. When the import completes, click View Log to open the log file information page and review the details about the import. See How to Review Import Results Using the Log Viewer for more information.

HW18 file rep complete - view log.png

Otherwise, click Finish to return to the main List Bulk Import screen without reviewing the log file.

Overview of Import Options

Replicate File Structure from SharePoint Source

Replicate File Structure from SharePoint Source

Overview of Importing

You can use the Replicate File Structure option to exactly replicate the file structure and contents of SharePoint list or library. See here to Replicate a Local File Directory.

If your source and target libraries are not exactly the same from a meta data or content type perspective, don’t use this option. Instead, execute a standard SharePoint to SharePoint migration. This allows you to choose to import from and/or to a specific folder in the library if you don’t want to replicate the whole library.

When importing from a sharepoint list or library source, a Replicate File Structure option appears under the source pane of the Migration tab. Checking the box reveals additional options.

rep.png

repsettings.pngConfigure the replication options:

  • Copy folders and subfolders: If you don’t check this option, but check the above option, files from all folders will be imported to the target library but no folders will be imported.
  • Copy files within folders: If you do not check this option, only the top level files will be imported.
  • Copy all versions: This will be enabled only if you are importing from a SharePoint document library with versioning enabled AND the target library also has versioning enabled.
  • Duplicates: In the Target pane, set duplicate settings. If the target is a Picture or Document Library, users can only check for duplication based on the target column Name, which is the file name because a file with the same name cannot be imported twice to the same library. See Manage Duplicate Records for additional details.
  • Delete Existing Target List: Wipe the contents of the list prior to the migration.

  • Target: In the Target pane, configure duplicate record settings and toggle deleting the target list before import.

Overview of Importing

Overview of Importing

Overview of Importing

The steps below will walk you through the migration process. Click on the links in each step for additional configuration details.

If you are using a trial version of this product, please note the 15-item trial limit, which will automatically be enforced during the migration.

Step
1.

Select & Connect to an import source

Click on the source links below for additional details on configuring each data source.

Sharepoint: any library or list

Local: xls, xlsx, csv, txt, NFS, folders or directories

SQL : SQL database through an ODBC connection to Sharepoint

source.png
2.

Connect to a Target Site

Enter your Sharepoint version, site URL, authentication, and login credentials.
You can also specify a specific list or library directly via URL.

target.png
3.

Click on Migrate Tab & Select Target List or Library
Use the Target List or Library button to bring up the treeview selector, where you can choose a target and click OK.

NOTE: If you choose to delete existing target list content, it will delete the items in the default view of the target list. If the default view is filtered, not all items will be deleted.

treeselect2.png
4.

Map Source to Target
Configure how and where source will import to target.

migration.png
5.

Migration Configuration Options

6.

Pre-Migration Check

Confirm Migration details.

mig check.png
7. Complete the Migration & View Log
View a summary of the migration & log details.
mig complete.png
8. Advanced Features

Open a Migration Template

Open a Migration Template

Overview of Importing

To re-use a saved template for an import, follow these steps. To save a template, see Save a Migration Template

Step Action
1. filemenu.pngFrom the Home Tab, select View Templates. Or, from any tab, select File > Open Template or Open Recent.
2.

fileselect.pngBrowse for your saved template. It will be a file with a *.xml extension.

Locate the file and click Open.

3. All source, target, and mapping configurations will load. Review the saved settings and perform the import.

Back to Overview of Importing

Modify a Scheduled Import

Modify a Scheduled Import

Overview of Import Options

If you need to change the frequency of a scheduled import, change the day it runs, or stop it from running, follow these steps:

Step Action
1. HW18 - Modify Import Schedule.pngFrom the main List Bulk Import interface, click Modify Scheduled Import.
2. HW18 - Modify Import Schedule2.pngClick OK to acknowledge that the application is starting Windows Task Scheduler.
3. The Task Scheduler available on your PC opens. The one shown here from a Windows 7 PC.

HW18 - Task Scheduler Win7.png

Click Task Scheduler Library in the left pane to see the available jobs.
4.

HW18 - get job properties.pngRight click the job you want to modify and select Properties from the menu.

Icon-Tip If you want to delete or disable your scheduled job, click Delete or Disable from this menu. Disabled jobs can be enabled at a later time.

The Properties dialog appears.

5.

Click the Triggers tab of the Properties dialog, and then click Edit to modify the schedule. The Edit Trigger dialog appears.

HW18 - edit trigger.png

On the Edit Trigger dialog, make the necessary changes.

Icon-Tip If desired, you can change the schedule to repeat every month and expire on a certain date. These options are not available from the Schedule Import dialog of the List Bulk Import because it can show only those features available on most Task Schedulers.

HW18 - edit trigger2.png

When ready, click OK. Otherwise, click Cancel to close the dialog without making any changes.

Icon-WarningIMPORTANT: Bamboo recommends changes to the Triggers tab only. The remaining tabs are preconfigured based on the requirements of the List Bulk Import application.

Migrating List Bulk Import from SharePoint 2007 to SharePoint 2010

Migrating List Bulk Import from SharePoint 2007 to SharePoint 2010

Be sure you have at least the Minimum SharePoint 2007 Product Release (shown in the table below) installed before migrating. If not, upgrade your Bamboo product release before migrating. For more information, see Upgrading your Bamboo Web Part. Also, the target SharePoint 2010 farm requires at least the Minimum SharePoint 2010 product release shown.

Icon-Warning IMPORTANT: When migrating from SharePoint 2007 to SharePoint 2010, you MUST select the option to change existing SharePoint sites to use the new user experience. Your Bamboo products will not perform as expected with the old look and feel.

Minimum SharePoint 2007 Product Release N/A Minimum SharePoint 2010 Product Release N/A
In-Place Upgrade
Issues N/A
Resolution N/A
Database Attach Upgrade Method
Issues N/A
Resolution N/A

Map Values to Lookup and Choice Columns

Map Values to Lookup and Choice Columns

Overview of Importing

If your target list or library contains columns of type Choice, Lookup, People and Group, Yes/No, or Bamboo’s Lookup Column Selector provides options to map unique values from the source to the available values in the target.

For example, if your source data has Priority values of High, Medium, and Low but the target SharePoint list has the values for the Priority column set to 1-High, 2-Medium, and 3-Low you don’t need to modify your source data; you just need to map the data appropriately.

maplkup.png

In the Migration Tab, the “Mapping” column will display a green checkmark if the column values are mapped, or a red pencil, if the column needs mapping. Columns you have mapped will display a green pencil.

mapdialog.png

Step Action
Available Values The source column name and target column name you are mapping are displayed on the left of the page. Available Values on the right displays values from the target SharePoint list that can be mapped.
Map To Map to a source column, select the row of the source column you would like to map to, and select an item from Available Values, then click Map. To map a value to Hanif, in the example above, click on “Hanif” in “Available Values” and click Map.
Unmap To Unmap a value, Select a row in the mapping table and click Unmap to remove a Target Column Value from that row.
Automap Automap automatically maps source and target values with one click.
Navigate Use the Previous and Next buttons to step through the source columns to map. These buttons will be greyed out if there is only one column requiring mapping.
Confirm When all the values for all the Source Columns have been mapped, click OK to proceed to the next step.

Overview of Importing

Map a SQL Migration

Map a SQL Migration

Overview of Importing

Once your Target is configured, the Column Mapping section will populate. You also have the option to Delete the existing list before migration.

mapxls.png

  • Checkboxes: Select which columns you would like to import. The turquoise column will display arrows for importing columns and X’s for skipped columns.
  • Source/Type: Describes the column title and content type of the source.
  • Target/Type: Use the Target Dropdown to select a destination for the source column in each row. The Target Type will be the type of the imported information.
  • Sample Source Data: Displays an example item from the Source column as it will appear in the target.
  • Mapping: Indicates whether mapping is required for choice or look-up columns. If you see a red pencil icon, some mapping is required. Read more about lookup/choice mapping here.

Additional Configuration Options

When you’re done configuring the migration, confirm that you’ve mapped all the columns you would like to import. Unmapped columns will not import. Click Migrate to continue.

Next: Pre-Migration Check

Back to Overview of Importing

Map a Sharepoint to Sharepoint Migration

Map a Sharepoint to Sharepoint Migration

Overview of Importing

If you previously entered the URL for a specific list of library under the Source or Target tabs, those fields will be pre-populated in the migration tab. If not, use the treeview selector next to [Not Set] in both panes.

  • If you’ve selected a list or library as your source, the option to replicate the source file structure instead of mapping columns will be available. Read about replicating file structures for details.
  • You also have the option to Delete the existing list before migrating.
  • Versioning is only available for document library sources when both the source and target have versioning enabled.

Mapping Columns

mapping.png

  • Checkboxes: Select which columns you would like to import. The blue turquoise column will display arrows for importing columns and X’s for skipped columns.
  • Source/Type: Describes the column title and content type of the source
  • Target/Type: Use the Target Dropdown to select a destination for the source column in each row. The Target Type will be the type of the imported information.
  • Sample Source Data: Displays an example item from the Source column.
  • Mapping: indicates whether mapping is required for choice or look-up columns. If you see a red pencil icon, some mapping is required. Read more about mapping values for lookup and choice columns.

When conducting a SharePoint to SharePoint Migration, List Bulk Import maintains whatever versioning you have set up for that list or library. The versioning record will also appear in the import target.

Additional Configuration Options

When you’re done configuring the migration, confirm that you’ve mapped all the columns you would like to import. Unmapped columns will not import. Click Migrate to continue.

Next: Pre-Migration Check

Overview of Importing

Migrate a Local or Network File Directory

Migrate a Local or Network File Directory

Overview of Importing

See Overview of Importing for previous steps in setting up a local migration.

When you select a Local or Network File Directory as an Import Source, List Bulk Import automatically replicates the file structure and displays replication options. Versioning is not available for local files.

filemap.png

  • Copy folders and subfolders: If you do not check this box, only the top level source folder will be copied. None of the contents will be copied. Checking this box imports the entire folder structure of the Directory, but not the files.
  • Copy files within folders: This option enables copying the files in the imported folders. If you do not enable copying folders/subfolders, it will only copy files from the parent folder.
  • Duplicate Records: In the Target pane, set duplicate settings. If the target is a Picture or Document Library, users can only check for duplication based on the target column Name, which is the file name because a file with the same name cannot be imported twice to the same library. See Manage Duplicate Records for additional details.
  • Delete Existing Target List: Erase the contents of the list prior to the migration.

Save the import template if you’d like to replicate the import in the future or schedule it.
When you’re done configuring the migration, click “Migrate” to continue.

Next: Pre-Migration Check

Overview of Importing

Map a Local xls, xlsx, csv, or txt Migration

Map a Local xls, xlsx, csv, or txt Migration

Overview of Importing

Once your Target is configured, the Column Mapping section will populate. You also have the option to Delete the existing list before migration.

mapxls.png

  • Checkboxes: Select which columns you would like to import. The turquoise column will display arrows for importing columns and X’s for skipped columns.
  • Source/Type: Describes the column title and content type of the source.
  • Target/Type: Use the Target Dropdown to select a destination for the source column in each row. The Target Type will be the type of the imported information.
  • Sample Source Data: Displays an example item from the Source column as it will appear in the target.
  • Mapping: Indicates whether mapping is required for choice or look-up columns. If you see a red pencil icon, some mapping is required. Read more about lookup/choice mapping here.

Additional Configuration Options

When you’re done configuring the migration, confirm that you’ve mapped all the columns you would like to import. Unmapped columns will not import. Click Migrate to continue.

Next: Pre-Migration Check

Back to Overview of Importing

Manage Duplicate Records

Manage Duplicate Records

Overview of Importing

To check for duplicate records during an import, follow the instructions below.

Step Action
A.

dup.pngClick the pencil icon next to the Duplicate Records item on the migration tab to open the duplicate settings.

If you don’t need to check for duplicates, don’t enable duplicates features. It slows down the import process.

B.

dupconfig.pngNext, select how you would like to handle duplicates: Skip, Overwrite, or Allow. Then, check the box next to the columns that you would like to check for duplicates. For example, when importing contacts to a contacts list, you may choose to check the email address to determine if a record is a duplicate.

NOTE: If the target is a Picture or Document Library, users can only check for duplication based on the target column Name, which is the file name because a file with the same name cannot be imported twice to the same library.

C.

If overwriting duplicates with attachments, toggle the Bamboo Recycle Bin Clean Up Utility with the checkbox. The Clean Up utility will move the overwritten attachments from the site recycling bin into the server recycling bin, saving valuable database space.

Learn more about installing and using the Clean Up application.

Icon-WarningIMPORTANT: When updating items with attachments, the current attachments are removed and the files in the source file replace them.
For example, if the list item called Green title exists with an existing attachment called Sample1.docx, the import/update process will remove the existing attachment called Sample1.docx and replace it with a file called green.jpg.

dupfilepath.png

Once all of the columns are selected and the duplication rule is set, click OK.

Overview of Importing