Data Publisher
Overview XE "Overview:Data Publisher" XE "Data Publisher:Overview"
What You Can Do
Consider how many individuals work within a particular
workspace or SharePoint site, need information that resides in other sites, and
cannot access that information because of security rights, work practices or
SharePoint limitations. For example, a contact list may be managed by the
Marketing department and contain information that needs to be routinely to the
Sales team. Documents that reside in an intranet may need to be published to
partners on an extranet. The ability to copy and move select information from
one list or library to another is a common need among SharePoint users.
In the past, administrators might attempt to address this
need by saving an existing list with its content as a template, then
redeploying it in another location. However, this is a one-time event and this
solution addresses neither the need to keep list items up-to-date nor the need
to copy and move only the data needed to where it's needed, when it's
needed. After migrating your information using a template, copying and
updating data becomes a very time-consuming, manual process subject to errors
and inconsistencies.
The CorasWorks Data Publisher™ answers this challenge by enabling
you to easily and quickly move or copy the data you want to where you want it.
You can increase your productivity by copying or moving selected records from a
selected list or library to multiple sites. And, unlike the option of saving a
list as a template, the Data Publisher allows you to configure the data
transfer and then save the settings so you can perform updates whenever they're
needed. It allows you to selectively target the fields you need, rather than an
entire list, and any attachments (documents, pictures, forms, etc.) are
included in the copy or move.
Having configured the web part and saved your settings, you
can return to that instance of the Data Publisher at any time to again copy or
move your data, keeping the destination list or library up-to-date without any need
to reconfigure the web part. Alternatively, you can modify the web part’s
settings every time you use the Data Publisher.
The Data Publisher increases productivity by supporting the
way people work, delivering common information to different teams with varying
needs and security rights, and putting the data where it is needed.
How It's Used
The Data Publisher offers the ability for users to specify numerous
variables, ensuring that you move or copy only the records you need. The
process of defining these variables is made easier via five basic configuration
steps. Each step below can be accessed from the Data Publisher drop-down menu
and is described in later in this help:
1. Select Sites
2. Select Lists and Map Fields
3. Set a Filter
4. Define Data Transfer (select records)
5. Execute
To keep your destination lists and libraries up-to-date, you
can execute your transfer again at any time. Go directly to the last
configuration screen and click the Execute button. Alternatively, you can modify
the settings on any or all screens each time you use the Data Publisher.
The Data Publisher includes a Web Part Administration
drop-down menu for use by individuals with Administrator access. You may or may
not see this menu, depending on your site permissions. This menu makes it easy
for Administrators to:
· Enable and disable certain
administrative and performance features
· Identify the types of lists,
libraries, and fields that can be moved/copied and mapped to each other
· Define the labels and content used
for all of the screen headings, messages, and field names used in the Data
Publisher
Last Modified: DATE \@ "MMMM yy" October 06
Configuration
Step 1: Select Sites
XE "Site Selection:Data Publisher" XE "Data Publisher:Site Selection"
The first step in configuring the Data Publisher is
identifying where you want the Data Publisher to look for source and
destination lists or libraries. This is done on the Select Sites screen. All of
the fields on this screen are described below. When you are ready to move to
the next configuration screen, click the Store Settings button and then select
the link in the lower right corner of the screen.
Site URL
Identify the URL for the top-level site that contains the
source and destination lists you want use. You can select lists from sites up
to 7 levels down from the URL you identify here. If you want to specify an
additional URL, click Add Another URL below this field. A field will be
provided where you can identify another URL. Remember that you can have a since
source and multiple destination lists or libraries.
NOTE: All of the URLs you identify here must reside
within the same configuration database where the Data Publisher is installed.
Levels to Search
As stated above, you can have the Data Publisher look for
lists and libraries up to 7 levels down from the URL(s) identified in the Site
URL field. Use the Levels to Search field to specify how many levels down you
want to look.
Show Hidden Lists
XE "Hidden Lists:Data Publisher"
Toggle this checkbox on if there are any hidden lists that
you want to have available for copying or moving as either a source or a
destination. When the available lists and libraries are displayed later in the
configuration process, the hidden lists will be included.
Use Relative URL
If the sites that hold the lists and libraries you want to
work with are all located below the site on which the Data Publisher is
instantiated, you can enable this checkbox. Then, rather than typing the entire
URL in the "Site URL" field, you can simply type the URL from the
current site down to the site where the lists are located.
Example:
If the Data Publisher is on http://www.corasworks.net/samplesites/demo.aspx
and the lists are on http://www.corasworks.net/samplesites/demo/training.aspx,
you could select this checkbox and then just type /demo/training in the
"Site URL" field.
MySite Setup
If you are running SPS, this field is used to identify how
your organization's My Sites are set up. If you want to work with lists and
libraries in your My Site, you must provide the URL for your My Site in the
Site URL field above. Then, when the available lists and libraries are
displayed in the next step in the configuration process, it will include the
lists and libraries from your My Site.
Configuration Step 2: Select Lists and Map
Fields
XE "List Selection:Data Publisher" XE "Map Fields:Data Publisher" XE "Field Mapping:Data Publisher" XE "Data Publisher:List and Field Selection"
The second screen in the Data Publisher configuration
process has three main functions:
1. Identify the source list from
which records will be copied or moved and the destination list that has the
desired structure
2. Select the fields in the
source list to be copied or moved and map them to the destination fields
3. Identify the destination
list(s)
All of the fields on this screen are described below. When
you are ready to move to the next configuration screen, select the link in the
lower right corner of the screen.
NOTE: The Data Publisher does NOT support Surveys,
Issues, or Discussions lists. It also does not support copying/moving data from
one lookup field to another.
Source List for Mapping XE "Source List:Data Publisher"
Click on the name of the list from which you want to copy or
move records. This drop-down field displays all of the available lists that can
be used as a source for the data transfer. The name of the site is displayed on
the left and the name of the list is displayed on the right.
The Data Publisher supports the following list types,
although your administrator may limit these via the Administration Properties
(see "Administration Properties" on the left side of this page):
· Announcements
· Contacts
· Document
Library
· Events
· Generic
List
· Links
· Picture
Library
· Tasks
· XML
Form
Destination List for Mapping XE "Destination List:Data Publisher"
Click on the name of the list you want to reference in
selecting fields populated in the destination list. This drop-down field
displays all of the available lists that have a similar field structure to the
source list you selected above. The name of the site is displayed on the left
and the name of the list is displayed on the right.
There are three settings on the Administration Properties
page (see Administration Properties) that define the list and library types
that can be used and which list and library types can be mapped to each other.
The Data Publisher references these settings and also looks at the source list
to determine the required fields. The potential destination lists that meet
these criteria are displayed in the Destination List for Mapping field for you
to select from.
Field Mapping Area
The first column in this area lists all of the fields in the
source list that you identified. The second column lists the fields in the Destination
List for Mapping that will be populated when the copy or move is executed. Any
fields that are common between the two lists are automatically mapped to each
other.
If you do not want to include a particular field, click
"Select Map To Field" at the top of the drop-down list for that field
if it isn't already selected.
If you want to map to a different field in the destination
list, select that field from the drop-down.
The Data Publisher does not support calculated fields, so
they will not be included in the field mapping area. It also does not support
copying or moving data from one lookup field to another.
There are two settings on the Administration Properties page
(see Administration Properties) that define the field types that can be used
and which field types can be mapped to each other. If you do not see all of the
fields you expect, it is possible that some of your field types are not
supported by the Data Publisher or are not identified in the Administration
Properties. The default field types supported by the Data Publisher are as
follows:
· Boolean
· Choice
· Cross-Project Link
· Currency
· Date/Time
· Integer
· Multi-Choice
· Note
· Number
· Recurrence
· Text
· URL
· User
Some system fields, such as Modified By, Created, etc. are
not automatically mapped for you. This is because the same fields must exist in
the destination list with their own unique values. For example, the Created
field on a record in the source list states the date and time on which that
record was created. The Created field on a record in the destination list
states the date and time on which the record was moved or copied into that
list. These fields do not and should not contain the same value.
If you want to keep track of the original values of a system
field, you can add a field to the destination list to hold that information. To
do this, select "Create New [field name] Field" from the bottom of
the drop-down list. This field will have the same name as the source field,
with some text appended to the beginning of the new field name. This text is
defined in the Data Publisher's Administration Properties. For example, if the
text is defined as "Original" and you choose to have the Data
Publisher create a new Created By field in the destination list, that field
will be labeled "Original Created By."
You should recognize all of the other fields on the screen,
with the possible exception of two source fields at the bottom of the field
mapping area. If you want to use either of these fields and they do not already
exist in the destination list or library, you will need to select "Create
New [field name] Field" as described above.
· Original Item - This field
is used to store a link back to the original source record.
· Transfer Message - This
field is used if you choose to provide text to be placed in a message field
that can be added to every record that is moved or copied, or just selected
records. For details on usage of this field, please refer to "Define Data
Transfer."
In addition, the Data Publisher will automatically create
three additional fields in the destination list or library that are not
displayed in the field mapping area. These fields are used to reference the
original source record:
· CWDPOID (Source ID)
· CWDPOLGUID (Source List ID)
· CWDPOSURL (Source URL)
NOTE 1: If you take advantage of any of these options
in adding fields to the destination list, they will not be displayed in any
views of the destination list until you add the new field(s) to a list view
after the move or copy is performed.
NOTE 2: Due to
the way SharePoint determines GUIDs, CorasWorks recommends that, if you are
moving or copying data from one site collection to another, you do not
include the following values in the copy/move:
· Assigned To
· Modified By
· Created By
NOTE 3: If you set up your field mapping to add these
fields to the destination list, perform a copy or move, and then return to this
screen, you may not be able to select a different destination list or library
that appears to have the same field layout as the original destination list or
library. Once you execute a move or copy, you may notice that the value in the
Mapped Field Name column on this screen no longer states "Create New
[field name] Field." Instead, it simply states the name of that new field
(e.g., "Transfer Message" instead of "Create New Transfer
Message Field.") Because that new field has been added to the destination
list or library that you selected the last time you executed the copy or move,
it no longer has the same field layout as the list or library you want to use
as your destination this time around. You will need to select your new
destination list or library in the Destination List for Mapping field, map the
fields, and then perform the remaining steps of the data transfer.
Store Settings Button
When you are finished making your selections in the areas
above, click the Store Settings button. The Data Publisher looks at all of the
potential destination lists and returns those lists that have at least all of
the fields you selected for mapping. The results are displayed in the Select
Destination Lists drop-down.
NOTE 1: A warning message will be displayed when you
click this button. The warning message explains that by storing the settings,
you will erase any mapping selections you may have used and saved in the past.
Once you click Store Settings, you cannot go back to any previously saved
selections. Instead, the currently displayed choices will be utilized.
NOTE 2: This is
not the last step on this page! Once you have stored the settings, you still
need to select the destination list(s) to which the data will be copied or
moved. See “Select Destination Lists” below.
Select Destination Lists
This field is used to select the list or library to which
you want to copy or move records (the destination list or library). If you want
to select more than one destination list, just click on each list one at a
time. Each time you make a selection, it will be saved and the page will be
refreshed so you can make another selection.
NOTE: The Data Publisher supports copying and moving
list and library items with attachments, provided the destination list(s) also
support attachments.
Remove Destination Lists
If you do not want to transfer records to one or more of the
lists you have selected, you can use this field to highlight each list you do not
want to use. It will be removed from the selection. If you want to completely
start over with your destination list selection, click Remove All Lists. This
does not affect your field mapping, only the lists you selected in the
"Select Destination Lists" field.
0Back to TopHelp_D2HPrivate(-9,582)Configuration Step
2: Select Lists and Map Fields0
Configuration
Step 3: Set a Filter
XE "Filtering:Data Publisher" XE "Data Publisher:Filter"
The third step in setting up the Data Publisher is optional.
If you want to, you can define a filter to limit the records that are included
in the copy or move. You can filter on any one or more fields in the source
list, as long as you mapped the field(s) in Step 2 (Select Lists and Map
Fields).
Individuals with administrator access can turn on or off a
user interface that makes it easy to build and apply filters for the data
transfer. When the Filter User Interface (Filter Builder) is turned on,
the fields described below are displayed. When it is disabled, users are
presented with a single field called "Filter" and are required to
construct a filter string manually. For syntax and other details regarding
manually building complex filters, please see Manually Build a Filter.
When you are finished defining your filter, click the Store
Settings button and then select the link in the lower right corner of the
screen to go to the next step in the configuration.
Field
This field presents a drop-down list of all of the fields in
the source list or library that you selected on the previous screen (Select
Lists and Map Fields). It is important to remember that you can only build a
filter based on the fields you mapped in the previous step. Click to select the
field you want use to start building your filter.
When
This field is used to select the desired operator for your
filter (equal to, less than, contains, etc.).
Value
This field is used to specify the field value you want the
filter to find. Wildcard characters (*, %) are allowed at the beginning or end
of a value but not in the middle.
If you selected a date field above and you leave the Value
field blank, it will default to today. You can also enter a date in this field
in any standard format, or any of the following variables:
· [Today] = Today's Date
· [CurrentYearStart] = The first day
in the current year
· [CurrentYearEnd] = The last day in
the current year
· [CurrentWeekStart] = The first day
in the current week
· [CurrentWeekEnd] = The last day in
the current week
· [CurrentMonthStart] = The first day
in the current month
· [CurrentMonthEnd] = The last day in
the current month
Days
This field will only be displayed if you selected a date
field above. It allows you to define the number of days to add or remove from
the value specified above. You can enter either a positive or a negative whole
number. For example, if you wanted to filter on records that were modified
within the past week, you would set the Field to Modified, When to "Is
Greater Than Or Equal To," leave the Value field blank, and set the Days
to -7.
Add Another Filter
If you want to add to your filter and look for multiple
fields or multiple values in a field, click Add Another Filter below the Value
field. An additional set of entry fields is displayed. All of the additional
fields are the same as those described above, with the exception of the And/Or
field.
The And/Or field is used to specify how the additional
expression should be added to the filter.
· And: Filter on records that meet
both criteria
· And - New: Filter on records that
meet both criteria and treat the next criteria as if it was in a set of
parentheses
· Or: Filter on records that meet
either criteria
· Or - New: Filter on records that
meet either criteria and treat the next criteria as if it was in a set of
parentheses
For a detailed explanation of the "And-New" and
"Or-New" options, please see Creating Filters in Usage Topics.
Manually Build a Filter
When you manually build a filter, the basic format is:
Field=SearchText (no spaces)
Example:
Postal Code=11111
Standard filter functions are supported.
Complex Filters
XE "Complex Filters:Data Publisher"
When creating a complex filter, use the column name to refer
to columns. For example, if the column name for one column is UnitPrice and the
column name of a second is Quantity, the complex filter would be:
UnitPrice * Quantity
When creating a complex filter, enclose strings with single
quotes:
LastName = 'Jones'
The following characters are special characters and must be
escaped, as explained below, if they are used in a column name:
\n (newline)
\t (tab)
\r (carriage return)
~
(
)
#
\
/
=
>
<
+
-
*
%
&
|
^
'
"
[
]
If a column name contains one of the above characters, the
name must be wrapped in brackets. For example, to use a column named
"Column#" in a complex filter, you would write [Column#] as in the
example below:
Total * [Column#]
Because brackets are special characters, you must use a
slash ("\") to escape the bracket if it is part of a column name. For
example, a column named "Column[]" would be written:
Total * [Column[\]]
Only the second bracket must be escaped.
The same holds true if your column name contains a space in
the name. For example, to use a column named "First Name" in a
complex filter, you would write [First Name]:
[First Name]='John'
User-Defined Values
User-defined values may be used within complex filters and
will be compared against column values. String values should be enclosed within
single quotes. Date values should be enclosed within pound signs (#). Decimals
and scientific notation are permissible for numeric values. For example:
· FirstName = 'John'
· Price <= 50.00
· Birthdate < #1/31/82#
For columns that contain enumeration values, cast the value
to an integer data type. For example:
EnumColumn = 5
Operators
Concatenation is allowed using Boolean AND, OR, and NOT
operators. You can use parentheses to group clauses and force precedence. The
AND operator has precedence over other operators. For example:
((LastName = 'Smith' OR LastName = 'Jones') AND (FirstName = 'John'))
When creating comparison complex filters, the following
operators are allowed:
<
>
<=
>=
<>
=
IN
LIKE
The following arithmetic operators are also supported in
complex filters:
· + (addition)
· - (subtraction)
· * (multiplication)
· / (division)
· % (modulus)
String Operators
To concatenate a string, use the + character. Whether string
comparisons are case-sensitive or not is determined by the value of the DataSet
class's CaseSensitive property. However, you can override that value with the
DataTable class's CaseSensitive property.
Wildcard Characters
Both the * and % can be used interchangeably for wildcards in
a LIKE comparison. If the string in a LIKE clause contains a * or %, those
characters should be escaped in brackets ([]). If a bracket is in the clause,
the bracket characters should be escaped in brackets (for example [[] or []]).
A wildcard is allowed at the beginning and/or end of a pattern. For example:
ItemName LIKE '*product*'
ItemName LIKE '*product'
ItemName LIKE 'product*'
Wildcards are not allowed in the middle of a string. For
example, 'te*xt' is not allowed.
Aggregates
The following aggregate types are supported:
· Sum (Sum)
· Avg (Average)
· Min (Minimum)
· Max (Maximum)
· Count (Count)
· StDev (Statistical standard
deviation)
· Var (Statistical variance)
· Null Identifiers
If a column does not contain data, the use of a column='' is
not permissible and will not return the results that you are trying to find.
Since the column row is empty, it will not respond with a String result, but
rather a NULL response. Because of this, you will need to utilize the "IS
NULL" or "IS NOT NULL" request to see if a column contains or
does not contain any data.
Example:
[First Name] IS NULL
[First Name] IS NOT NULL
Configuration
Step 4: Define Data Transfer (select records) XE "Record Selection:Data Publisher"
XE "Selecting Records:Data Publisher"
XE "Define Data Transfer:Data Publisher"
XE "Copy Records:Data Publisher" XE "Move Records:Data Publisher" XE "Data Publisher:Record Selection"
XE "Data Transfer"
Step 4, Define Data Transfer, is where you choose whether
you want to copy or move records, and whether you want to copy or move all of
the records or only specific ones. Remember that any attachments (documents,
pictures, forms, etc.) will be included in the copy or move, as long as the
destination list(s) also support attachments.
Publish Type
This field is used to specify whether you want to move or
copy the selected records.
NOTE 1: (COPIES) There is a setting in the
Administration Properties called "Overwrite Destination List Items"
that determines the treatment of any records that already exist in the
destination list when a copy is performed. It does not apply to moves. For a
detailed explanation, please see the Administration Properties.
NOTE 2: (MOVES) When records are moved to a
destination list, the Data Publisher does not perform a check to see if the
records being moved already exist in the destination list. It simply adds the
moved records to the list and does not do anything to any records that already
exist in the list. However, when records are moved to a destination library,
the Data Publisher looks at the name of the file associated with each record in
the source and the destination. If the file already exists in the destination
library, it is overwritten when the move is performed. If the file does not
already exist, a new record is added to the destination.
Copy/Move All
This field is used to specify whether you want to transfer
all of the records displayed on the screen or only selected ones.
· If you choose Yes, all of the
records will be selected for the data transfer when you click the Store
Settings button on this page.
· If you choose No, you will need to
select the individual records you want to include in the copy or move.
Message For All
This field is only displayed if you chose to map a Transfer
Message field as described in Step 2 (Select Lists and Map Fields). If this
field is displayed, you can use it to define the contents of a Transfer Message
field that can be added to every record that is copied or moved to the
destination list. For example, you might want to use this field to provide a
marketing code that indicates the original source of the data, the name of the
person performing the data transfer, or some other piece of information.
If you do not want to have the same message added to every
record, you can instead use the Transfer Message field described below. Both
[Today] and [Me] are supported as variables within this field.
Select
If you do not want to copy or move all of the records
displayed on the screen, you need to place a check mark in the Select column
next to each record you want to include. Any records that do not have a check
mark in this column will not be copied or moved. If a selected record has an
attachment, the attachment will be included in the copy or move as long as the
destination list or library also supports attachments.
HINT: If you want to move most of the records but not
all of them and you do not want to take the time to click on each one, set the
Copy/Move All field to Yes, click Store Settings, then remove the checkmarks
next to the records you don't want to move and click Store Settings
again.
Transfer Message
XE "Transfer Message:Data Publisher"
If you want to define custom content for the Transfer
Message field in individual records, you can do so in the entry area to the
right of each record. Both [TODAY] and [ME] are supported as variables in this
field. They are case-sensitive.
NOTE 1: If you define a message in the Message For
All field, it will take precedence over anything you type in a Transfer Message
field.
NOTE 2: If you set the Copy/Move All field to
"Yes," you cannot define individual messages for each of the records
to be copied or moved. It will automatically use the value in the Message For
All field (even if it is blank). However, you can work around this: Set the
Copy/Move All field to "Yes" and click Store Settings. This places a
check mark next to every record. Then set the Copy/Move All field to
"No," define the individual messages you want to use, and click Store
Settings again. While the point made in Note 1 above still applies, you cannot
define a transfer message in both the Message For All field and the Transfer
Message field.
Delete
XE "Delete Records:Data Publisher"
If you utilize the Data Publisher to copy records and then
delete a record from the source list, the next time you use the Data Publisher
to perform a copy with the same configuration settings, you will be given the
option for the Data Publisher to delete that record from the destination list.
If you scroll to the bottom of the record listing on the Define Data Transfer
screen, there will be a "Delete" section that states the IDs of any
records that have been deleted from the source list.
If you want to delete that record from the destination list,
place a check mark in the box to the left of that record. When you execute the
copy, the record will be deleted.
The destination record is only deleted if you go to the
Define Data Transfer screen and enable the check box. If you skip this screen
or do not enable the check box, the record will remain in the destination list.
Configuration Step 5: Execute XE "Execute the Data Publisher"
XE "Data Publisher:Execution"
This last screen in the configuration process allows you to
perform a test to check that your configuration settings satisfy all
requirements. Once the test has been performed successfully, you can click
Execute to proceed with the copy or move.
Check Settings
Click this button to verify that the source and destination
lists and fields exist, and that all required fields will be populated. The
results of all tests are displayed to the right. If you are copying or moving
records to more than one destination, separate results will be displayed for
each list or library. If they all say "OK," you can click Execute to
go ahead and perform the copy or move.
Execute
When you are ready to perform the copy or move, follow these
steps:
1. Click Execute. A confirmation message
is displayed to confirm your choice.
2. Click OK to proceed. The
selected records will be transferred and in a few moments, a few lines of text
that summarize the results are displayed. The IDs of the records that were
successfully copied or moved are displayed, as are the IDs of any records that
failed. If any records were deleted in the destination list or library, the IDs
of the deleted records will be listed first, with each ID preceded by a minus
sign (-).
Next Time...
You do not need to repeat the five configuration steps the
next time you need to copy or move data between the same lists. Depending on
what you want to accomplish, it can be as simple as returning to the Execute
screen and clicking the Execute button. If you only want to change one or two
settings, you can go to the appropriate screens and make the necessary
modifications, before skipping ahead to the Execute screen.
Usage Topics: Creating Filters XE "Filtering:Tips:Data Publisher"
XE "Data Publisher:Filter"
Contains vs. Is Equal To
Because SharePoint sometimes stores data differently than
the way it is displayed, you may find that you get better results from your
filters when you use the "Contains" operator instead of the "Is
Equal To" operator.
For example, you may see the name "Bob Smith" in a
view that includes the Assigned To field. However, SharePoint stores this name
with extra characters, so the actual stored value may be something like
"3;#Bob Smith." Therefore, if you want to filter on records that were
assigned to Bob, you get the desired results if you build the filter with the
"Contains" operator.
Available Fields for Building a Filter
You can only build a filter based on the fields you mapped
in Step 2 (Select Lists and Map Fields). This is more obvious when the Filter
User Interface (Filter Builder) is enabled, because only the fields you mapped
will be listed in the Field drop-down on the Define Filters screen. If the
Filter User Interface is not enabled, you will be allowed to manually build a
filter based on a field that you did not map, but your filter (Step 4: Define
Data Transfer) will not yield any results.
It is also important to note that the Data Publisher does
not support calculated fields. Again, this is more apparent when the Filter
User Interface is enabled, because calculated fields cannot be mapped and
therefore will not be listed in the Field drop-down. This is something to keep
in mind if you manually build a filter.
Using "Or-New" and "And-New"
This point only applies if the Filter User Interface is
turned on.
If you want to create a filter that is based on more than
one field or one value, click Add Another Filter below the Value field to display
an additional set of entry fields, preceded by the And/Or field.
If you only want to filter on two fields or values, the
process to build the filter is straightforward. Simply select "And"
or "Or" from the And/Or field and continue to define your filter. However,
if you want to filter on three or more fields or values, you may want to write
down what you want to do before you begin entering your criteria. Understanding
the way the "And-New" and "Or-New" options work makes
should explain why:
· And-New: Filters on records that
meet both criteria and treat the next criteria as if it was in a new set of
parentheses.
· Or-New: Filters on records that
meet either criteria and treat the next criteria as if it was in a new set of
parentheses.
In addition, because of the way the Data Publisher processes
filter expressions, it is important that you place grouped items at the
beginning of the expression and single items at the end. For example, say you
want to filter on contact records where the contact's job title is Purchasing
Manager and the state is either
(([State] = 'FL') OR ([State] = 'GA')) AND ([Job Title] LIKE 'Purchasing
Manager')
If you used the Filter User Interface (Filter Builder), you
would perform these steps to build the filter:
1. Set the Field to State.
2. Set When to Is Equal To.
3. Type FL in the Value field.
4. Click Add Another Filter.
5. Select Or from the And/Or field.
6. Set the Field to State.
7. Set When to Is Equal To.
8. Type GA in the Value field.
9. Click Add Another Filter.
10. Select And-New from the And/Or field.
11. Set the Field to Job Title.
12. Set When to Contains.
13. Type Purchasing Manager in the Value field.
14. Click Store Settings when you are finished.
Usage
Topics: General Notes
XE "Usage:Data Publisher" XE "Data Publisher:Tips"
Placing the Data Publisher on a Page
The Data Publisher should not be placed on a particular page
more than once. If you place multiple instances of the Data Publisher on a
single page and configure each one differently, the properties will not work
correctly. Of course, you can place another instance of the Data Publisher on
another page and configure it as you wish. In that case, both instances will
function as expected.
Selecting the Destination Lists
The number one reason CorasWorks Support receives calls
regarding the Data Publisher is users who have forgotten to select the
destination lists at the bottom of the page for Step 2: Select Lists and Map
fields. They have selected the source list and destination list for mapping and
mapped the desired fields, but cannot figure out why the link to the next step
is not available.
After you map the fields and click the Store Settings
button, you must select at least one destination list from the drop-down at the
bottom of the page. Once you have made that selection, the “Next: 3. Define
Filters” link will be displayed.
Ad-Hoc Usage vs. Static Settings
If you expect to perform the same copy or move on a regular
basis, you will want to keep the same static settings and discourage other
users from making any modifications. You may want to consider placing an
instance of the Data Publisher on its own tab or view and labeling the tab or
view so that its purpose is clear. If you have Administrator access, you can
use the LCID properties to modify the descriptions on any of the pages and add
a statement to explain that none of the settings should be modified because the
Data Publisher has been configured for a specific purpose. If you set up the
Data Publisher in this manner, you can configure it once and then go directly
to the Execute screen whenever you want to perform the same copy or move again.
If you expect to use the Data Publisher for different
purposes and want to achieve different results each time, place the web part
wherever it's convenient to you and your users. Any of the settings can be
modified any number of times. Just remember to review and save the settings on
each page so you get the results you expect, rather than what the previous user
configured.
Multiple Users
The Data Publisher is not meant to be accessed by multiple
users at once. As with all other CorasWorks web parts, you can have as many
instances of the web part in as many locations as you need. However, you should
ensure that you do not have more than one person modifying the settings or
executing a data transfer at once in a single instance of the web part. If
multiple users simultaneously attempt to modify the settings for a single instance,
the Data Publisher will utilize the most recently stored settings, which may
cause unexpected results when the copy or move is executed.
Supported List Types
Keep in mind that the Data Publisher supports the following
list types:
· Announcements
· Contact
· Document Library
· Events
· Generic List
· Links
· Picture Library
· Tasks
· XML Form
NOTE: The Data
Publisher does NOT support Surveys, Issues, or Discussions lists. It also does
NOT support copying or moving data from one lookup field to another.
Working with Large Amounts of Data
If you need to copy or move large amounts of data, it is
important to keep in mind some practical limits. As you increase the number of
records and/or size of documents or other attachments to copy or move, you also
increase both the amount of memory used by the server and the amount of time you
allow for the process to complete.
CorasWorks has thoroughly tested the Data Publisher and
found that the following recommendations ensure the best results and shortest
response time:
· Enable threading when
copying/moving more then 20-30 items (see Administration Properties).
· Limit the number of records to no
more then 100 in a single copy or move, with no more then 10 destinations (1000
total destination records).
· Limit the number of documents to no
more than 100 in a single copy or move, with no more then 10 destinations (1000
total destination documents).
Keeping Track of the Original Created or Modified Date, Created By, or
Modified By Value from the Source List
Some system fields, such as Modified By, Created, etc., are
not automatically mapped. This is because the same fields must exist in the
destination list with their own unique values. For example, the Created field
on a record in the source list states the date and time on which that record
was created. The Created field on a record in the destination list states the
date and time on which the record was moved or copied into that list. These
fields do not and should not contain the same value.
If you want to keep track of the original values of a system
field, you can add a field to the destination list to hold that information. To
do this, select "Create New [field name] Field" from the bottom of
the drop-down list. This field will have the same name as the source field,
with some text appended to the beginning of the new field name. This text is
defined in the Data Publisher's Administration Properties. For example, if the
text is defined as "Original" and you choose to have the Data
Publisher create a new Created By field in the destination list, that field
will be labeled "Original Created By".
Remember that if you add fields to the destination list,
they will not be displayed in any views of the destination list until you add
the new field(s) to a list view after the move or copy is performed.
NOTE: Due to the
way SharePoint determines GUIDs, CorasWorks recommends that, if you are moving
or copying data from one site collection to another, you do not include
these values in the copy/move:
· Assigned To
· Modified By
· Created By
Adding a Transfer Message to Items in the Destination List/Library
When you map fields from a source to a destination, you may
notice a source field called "Transfer Message". This allows you
create a field in the destination list or library where you can add content to
every record that is moved or copied, or just selected records. You can define
the same message for all of the records, or custom content for individual
records. For example, you might want to use this field to provide a marketing
code that indicates the original source of the data, the name of the person
performing the data transfer or some other piece of information.
To use this field, select Create New Transfer Message Field
when you map the fields from your source to your destination. When you get to Step
4 (Define Data Transfer), you will see that there is a Message For All field as
well as individual Transfer Message fields for each record listed.
NOTE: Do not
provide content in both the Message For All field and the individual Transfer
Message fields. If you define a message in the Message For All field, it will
take precedence over anything you type in a Transfer Message field.
If you set the Copy/Move All field to "Yes," you
cannot define individual messages for each of the records to be copied or
moved. It will automatically utilize whatever is placed in the Message For All
field (even if it is blank). However, you can work around this: Set the
Copy/Move All field to "Yes" and click Store Settings. This places a
check mark next to every record. Then set the Copy/Move All field to
"No," define the individual messages you want to use, and click Store
Settings again. The point made in the bullet above still applies, however --
you cannot define a transfer message in both the Message For All field and the
Transfer Message field.
Overwriting Records During a Copy
There is a setting in the Administration Properties called
"Overwrite Destination List Items" that determines the treatment of
any records that already exist in the destination list when a copy is
performed. It does not apply to moves. When this setting is turned off and a copy is performed, the
copied records will be appended to the destination list or library - any
existing records in the destination will not be affected. When this setting is
turned on, records are
copied as follows:
Lists
When a record is created in SharePoint, it is assigned a
unique ID. When the Data Publisher copies a record, it stores the ID of the
source record in a field called CWDPOID in the destination record. This is the
field the Data Publisher references to determine whether or not a record in the
source list already exists in the destination list when a copy is performed.
The Data Publisher does not perform a field-by-field comparison.
If Overwrite Destination List Items is turned on when you
perform a copy, the Data Publisher will determine whether the source ID exists
in the destination list. If it exists, the record will be overwritten. If it
does not exist, a new record will be created in the destination list.
NOTE:
If you manually copy a record from one list to another, the source ID is not
copied. As a result, the Data Publisher will not view that record in the
destination list as a duplicate and it will create a new record.
Libraries
When copying records between libraries, the Data Publisher
does not check the source ID. Instead, it looks at the name of the attached
file. If a record with the same file name already exists in the destination
library and Overwrite Destination List Items is enabled, the record will be
overwritten when the copy is performed.
NOTE 1: If a destination document library
includes a look-up field and a library item is overwritten by a copy, you will
lose the reference to the looked up item. You will need to access that record
in the destination library and reselect the value.
NOTE 2: If you create a hardwired link
to a document in the destination library and that document is overwritten by a
copy, the link will need to be changed.
Overwriting Records During a Move
When records are moved to a destination list, the Data
Publisher does not perform a check to see if the records being moved already
exist in the list. It simply adds the moved records to the list and does not do
anything to any records that already exist in the list.
When records are moved to a destination library, however,
the Data Publisher looks at the name of the file associated with each record in
the source and the destination. If the file already exists in the destination
library, it is overwritten when the move is performed. If the file does not
already exist, a new record is added to the destination.
Usage Topics: SPS Considerations XE "SPS:Data Publisher" XE "Data Publisher:SPS"
The Data Publisher supports both SharePoint Portal Server
(SPS) and Windows SharePoint Services (WSS). As a result, you can move and copy
records between a My Site on SharePoint Portal and the other lists and
libraries within SPS areas, sub-areas, or WSS site collections. To do this:
1. Define the URL for your My
Site in the Site URL field on the Select Sites screen (Step 1).
2. Make sure the My Site Setup
field (on the same screen) reflects the way in which your organization's My
Sites are set up.
When the available lists and libraries are displayed on the
Select Lists and Map Field screen (Step 2), the lists and libraries in your My
Site will be included. The rest of the configuration process is the same as for
a WSS implementation. A sample is discussed in "Publish from My Site to
Public Area," in DP: Business Scenarios. The example below shows how you
could identify a My Site URL on the Select Sites screen to include in the data
transfer.
Administration
Properties
XE "Administration Properties:Data Publisher" XE "Data Publisher:Performance" XE "Performance Features:Data Publisher"
XE "Data Publisher:Administration"
Used by administrators to enable and disable certain
administrative and performance features, this screen is accessed by selecting
"Administration Properties" from the Web Part Administration
drop-down menu. From this screen, administrators can also identify the types of
lists, libraries and fields that can be moved, copied and mapped to each other.
Show Admin for Administrators Only
If you select this option, only users with Administrator
access will be able to access the Web Part Administration tools. By
enabling this feature, you ensure that only administrators have access to
modify any of the properties within the administrative panel. This prevents
non-administrator users from erroneously disabling or renaming features or
deleting special mappings.
Only Administrators Can Use Data Publisher
The Data Publisher is a very powerful tool that can be very
dangerous if used improperly. If you turn this option on, you can limit
use of the Data Publisher to only those users who have been granted
administrative rights. If this option is not selected, any user
(except those with Read-only permissions) can use the Data Publisher.
Enable Filter User Interface (Filter Builder)
This feature provides a user-friendly interface that makes
it easy to build and apply filters for the data transfer. If this feature
is disabled, users are required to construct filter strings manually. The
Filter User Interface feature is enabled by default. For more information on
using this feature, please see "Set a Filter" from the navigation to
the left of this help topic.
Enable Menu Management
When this feature it enabled, individuals with Administrator
access can modify the look and behavior of the Data Publisher's menus. Five
additional options will be included on the Web Part Administration drop-down
menu (Break Menu Properties, Default Menu Properties, Drop Down Menu
Properties, Hover Menu Properties, and Top Menu Properties; see DP: Menu
Properties).
Overwrite Destination List Items
This setting only
applies to copied records. When this setting is turned off and a copy is performed, only
new records are added to the destination list or library; existing records in
the destination list or library are not affected. When this setting is turned on, records are copied as
follows:
For Lists
When a record is created in SharePoint, it is assigned a
unique ID. When the Data Publisher copies a record, it stores the ID of the
source record in a field called CWDPOID in the destination record. This is the
field that the Data Publisher references to determine whether or not a record
in the source list already exists in the destination list the next time a copy
is performed. The Data Publisher does not perform a field-by-field comparison.
If Overwrite Destination List Items is enabled when you
perform a copy, the Data Publisher will determine whether the source ID exists
in the destination list. If it exists, the record will be overwritten. If it
does not exist, a new record will be created in the destination list.
NOTE: If you manually copy a record
from one list to another, the source ID is not copied. As a result, the Data
Publisher will not view that record in the destination list as a duplicate and
it will create a new record.
For Libraries
When copying records between libraries, the Data Publisher
does not check the source ID. Instead, it looks at the name of the attached
file. If a record with the same file name already exists in the destination
library and Overwrite Destination List Items is enabled, the record will be
overwritten when the copy is performed.
NOTE 1: If a destination document
library includes a look-up field and a library item is overwritten by a copy,
you will lose the reference to the looked up item. You will need to access that
record in the destination library and reselect the value.
NOTE 2: If you create a hardwired link to a
document in the destination library and that document is overwritten by a copy,
the link will need to be changed.
Enable Threading
When enabled, the threading feature can provide your system
with better overall system performance. It does not enhance the
performance of the Data Publisher web part alone, but provides your overall
system with better performance. If the Data Publisher is performing a large
enough task, it can single-handedly tie up most of the resources your system
has available. If you enable threading, the Data Publisher web part is allowed
to run independently of the SharePoint web part queue and manage its own threads.
This means that control will be returned to the SharePoint process more
rapidly, allowing other web parts and web part pages to be rendered while the
"expensive" Data Publisher is running.
Thread TimeOut
If the Enable Threading option is enabled, this property
sets the time limit (in seconds) that a thread can run before Data Publisher
terminates it. This prevents web parts from holding up system resources
for extended periods.
Page Refresh Time
To avoid timing out, a browser needs to refresh itself frequently. When the Enable Threading option is enabled,
you can set the Page Refresh Time to any value between 0 and 59 seconds to set
the browser’s refresh interval while a process a running. This time
interval represents the amount of time in between each page refresh.
Example: If this property is set to 10, the current page will
refresh every 10 seconds for as long as the process is running.
Allowed List Types
This field defines all of the types of lists that you want
the Data Publisher to recognize. Each list type entered here must be separated
by a comma and contain no spaces.
Example:
If you wanted only Contacts, Events, and Tasks lists to be made
available in the Data Publisher, you would enter: Contacts,Events,Tasks
The Data Publisher supports all list types except Surveys,
Issues, and Discussions. The currently supported list types are:
· Announcements
· Contact
· Document Library
· Events
· Generic List
· Links
· Picture Library
· Tasks
· XML Form
List Type Mapping
This field is used to define (map) the list types that can
be selected as move/copy destinations. For each list type identified in
"Allowed List Types," you must specify the list type(s) to allow as a
destination. This property requires a special format to work correctly.
If the list types are not mapped correctly, you will see not see any options
available as a destination list when a primary source list is selected.
Format:
Source List Type=Destination List Type,Destination List Type^Source List
Type=Destination List Type,Destination List Type
Example:
Contacts=Contacts,Events,Tasks,Announcements,GenericList^Events=Events,Contacts,Tasks,GenericList
Library Types
This field is used to identify the library types that you
want the Data Publisher to recognize. The name of each allowed library type
must be separated by a comma (no spaces).
Allowed Field Types
This field is used to specify the field types you want the
Data Publisher to recognize when mapping fields. The name of each allowed
field type must be separated by a comma.
Example:
MultiChoice,DateTime,User,Integer,Number,Choice,Note,Text
The Data Publisher supports the following field types:
· Boolean
· Choice
· Cross-Project Link
· Currency
· Date/Time
· Integer
· Multi-Choice
· Note
· Number
· Recurrence
· Text
· URL
· User
Look-up fields and calculated fields are not supported. This
is because the metadata for these fields includes information about other lists
and fields from the source list that, once moved, would no longer match. The Data Publisher simply copies or moves
field values; it does not recreate look-up and calculated fields in the
destination list.
Field Type Mapping
This field is used to define (map) the destination field
types that can be selected as move/copy destinations. For each field type
identified in "Allowed Field Types," you must specify the field
type(s) to allow as a destination. If any field types are not mapped, they will
not be available in the list of available fields for mapping in the
"Define Data Transfer" step.
Each source field type must be separated by a carat ^ and
each destination field type allowed for that source type must be separated by a
comma (no spaces).
Format:
Source Field Type=Destination Field Type,Destination Field Type^Source Field
Type=Destination Field Type,Destination Field Type
Example:
MultiChoice=Text,Note,MultiChoice^Choice=Text,Note,Choice^URL=URL
Not Allowed Internal Field Names
When you define the "Allowed Field Types" values
as described above, you must take into consideration that there may be some
system fields you do not want your users to see. The "Not Allowed
Internal Field Names" field allows you to identify the internal field
names of those system fields, so they will not be included in the list of
available fields to be copied or moved. Place each internal field name in
single quotes and separate each field with a comma (no spaces).
Example (these
are the default values):
'ImageHeight','ImageWidth','_SharedFileIndex','_SourceUrl','HTML_x0020_File_x0020_Type','File_x0020_Type','Modified_x0020_By',
'Created_x0020_By','_ModerationComments','owshiddenversion','InstanceID','Order','CWDPOID','CWDPOLGUID','CWDPOSURL'
Appended Field Title
There are a few system fields, such as Modified, Created and
Created By, that will exist in both the source and destination lists, but which
cannot be mapped directly because the destination list must have its own unique
values. If you want to copy or move these fields, an additional field with a
different name must be added to the destination list. The "Appended Field
Title" field allows you to define the text value that will be appended to
the names of any of these fields.
Example:
If you specify "Original" as the Appended Field Title and the user
includes the Created By field in a copy, the destination list will include a
field called "Original Created By."
Message Field Name
Data Publisher users can define text to be placed in an
optional message field that is added to every record moved or copied to the
destination list, or they can define custom text for the message field for
individual records. The "Message Field Name" field is used to define
the name of this field.
Original Item Field Name
When you copy or move records, you can add a field to the
destination list or library that provides a link back to the original source
item. This field allows you to name the field that stores the link.
LCID Properties XE "LCID Properties:Data Publisher"
XE "Localization:Data Publisher" XE "Translation:Data Publisher" XE "Data Publisher:Localization" XE "Language:Data Publisher"
The LCID Properties screen is accessed by selecting
"LCID Properties" from the Web Part Administration drop-down menu. It
allows you to customize the labels for all of the visual presentation items in
the Data Publisher (screen headings, messages, field names, etc.). You can
customize all of the text presented to the user. You can also make style and images
modifications, but this is not recommended.
The list of items you can control is quite long and
extensive. You may find it easier to search for the item you wish to
modify. To do this, type some or all of the text you want to find in the
"Search LCID Names field" at the top of the listing and then click
Search. All of the settings that meet your criteria will be displayed.
To Modify a Property:
1. Locate the property you want
to modify.
2. Make the desired changes in
the edit field to the right of the property. If the contents are larger than
the size of the field, it may be easier to click the blue button displayed to
the right of the field when you place your cursor in the field. This opens a
text entry box that makes it easier to see the entire contents of the field. If
you use the text entry box, click OK to close it when you are finished editing.
3. When you are finished making
your changes, click Store Settings to apply your changes. They are put into
effect immediately.
If you searched for a property
using a particular value and then changed that value, the property will not be
displayed when you return to your search results. You will need to search for
the property referencing the modification you just made. Also, most properties
are utilized in one location in the Data Publisher. You may need to modify
multiple properties to affect all of the locations where that text is
displayed.
NOTE 1: When modifying the properties
for any alert or pop-up boxes, you need to use a special character to add line
breaks or carriage returns. To provide a line break in the text, type \n
before the text you want to appear on the next line below.
NOTE 2:
These two characters together are unsupported and should be not included in any
of the LCID Properties: “<” and “%”. These characters can only be used
independently of each other.
Menu Properties XE "Data Publisher:Menus"
Break Menu Properties
NOTE 1: These
properties are for advanced users only. CorasWorks will not support
modifications to these properties and recommends that you do not attempt to
make any changes to them.
NOTE 2: This
option on the Web Part Administration menu is only displayed if "Enable
Menu Management" is turned on in the Administration Properties. The
default is for "Enable Menu Management" to be turned off.
The Break Menu Properties option on the Web Part
Administration menu allows users with Administrator rights to define the
properties that apply to the Data Publisher break menus. The properties are
described below. When you are finished defining these settings, click the
Update button at the bottom of the screen to apply them.
CSS Class Names
The class names represent the style that will be applied to
each of the items within the administration pages. You can specify a
different class name value here, look up the class in the CSS file and change
the properties, or add your own class and specify it as the value.
Default Menu Properties
NOTE 1: These
properties are for advanced users only. CorasWorks will not support
modifications to these properties and recommends that you do not attempt to
make any changes to them.
NOTE 2: This
option on the Web Part Administration menu is only displayed if "Enable
Menu Management" is turned on in the Administration Properties. The
default is for "Enable Menu Management" to be turned off.
The Default Menu Properties option on the Web Part
Administration menu allows users with Administrator rights to define the
properties that apply to all of the Data Publisher menus. The properties are
described below. When you are finished defining these settings, click the
Update button at the bottom of the screen to apply them.
CSS File Name
This field is used to identify the name of the CSS file used
by the Data Publisher. It is stored in the wpresources folder for the
Data Publisher.
Delay
This field is used to define the length of the delay before
a menu opens, measured in milliseconds. This value is also used to define the
delay before a menu loses the focus and collapses.
Duration
This field is used to identify the time that it takes each
menu group to fully expand, measured in milliseconds.
Transition Type
This field is used to choose the visual effect used during
menu collapse.
Slide Type
This field is used to choose the type of slide effect used
when the menu expands.
Default Group CSS Class
This field is used to identify the default style sheet class
that describes the look of the menu groups.
Default Group Item Spacing
This field is used to identify the default spacing between
members of a group, measured in pixels.
Drop Down Menu Properties
NOTE 1: These
properties are for advanced users only. CorasWorks will not
support modifications to these properties and recommends that you do not
attempt to make any changes to them.
NOTE 2: This
option on the Web Part Administration menu is only displayed if "Enable
Menu Management" is turned on in the Administration Properties. The
default is for "Enable Menu Management" to be turned off.
The Drop Down Menu Properties option on the Web Part
Administration menu allows users with Administrator rights to define the
properties that apply to the Data Publisher drop-down menus. The properties are
described below. When you are finished defining these settings, click the
Update button at the bottom of the screen to apply them.
CSS Class Names
The class names represent the style that will be applied to
each of the items within the administration pages. You can specify a
different class name value here, look up the class in the CSS file and change
the properties, or add your own class and specify it as the value.
Padding (Left, Right, Top, Bottom)
This field is used to enter the amount of padding (space) to
apply to each item, measured in pixels.
Icon Height
This field is used to enter the height in pixels of the icon
listed.
Icon Width
This field is used to enter the width in pixels of the icon
listed.
Business Scenarios XE "Business Scenarios:Data
Publisher" XE "Data
Publisher:Business Scenarios" XE "Data Publisher:Usage Examples"
Scenario 1: Publish Data Cross-Functionally
This topic and the other business scenarios available
present examples of how the Data Publisher can be used effectively.
The Situation
At NewCo, prospective customers are captured by a variety of
marketing means and managed in a single contact list called “suspects” within the
Marketing Department’s SharePoint site. Since many of these individuals
come in over the web and other unscreened sources, John goes through the leads
every day to verify contact information and complete any missing contact
details. Marketing uses this list for its newsletter and other
promotional purposes, but John also needs to pass along the leads to the
appropriate salespeople for direct sales follow-up.
The Challenge
Sales doesn’t want to be going to multiple sites, like
Marketing, to get the information they need because:
· It's inconvenient
· They already have a contact list
with prospects from their direct efforts and don’t want to work with two
separate lists
· They have customized their contact
list to include other key profile data to help manage the sales process
Therefore, because the contacts are in separate lists, John
needs to copy the appropriate contacts from Marketing to Sales. This is a
manual entry process for John as he re-keys each contact, requiring hours of
work every week, and he often makes data entry errors.
The Solution
John finds a better way to copy the contact information, the
CorasWorks Data Publisher. John simply drags and drops the Data Publisher
web part from his gallery onto his Marketing SharePoint site. He then
goes through a simple five-step process one time to tell the Data Publisher
what he wants to do.
1. He selects the URL(s) that
contain the sites he wants to use. This includes the Marketing site that
contains the “Suspect Contact” list (source) and the Sales site with the “Sales
Contact” list (destination).
2. Next, he selects lists and
maps the fields for the records that will be copied to the destination
list. John chooses the standard contact information:
· Last Name
· First Name
· E-mail Address
· Company
· Job Title
· Business Phone
· Fax Number
· Address
· City
· State
· Postal Code
· Web Page
However, John wants to include a
special field called “Transfer Message” to note the date and time and any other
pertinent communications he wants to attach to the record for Sales. He also
wants to add a field that doesn’t exist in the Sales list, called “Marketing
Code,” so they can track deals that close and identify the lead source on those
deals. When John goes to map these two fields, he selects the option to
"Create New Transfer Message Field" and "Create New Marketing
Code Field." This will add the fields to the destination list when the
records are copied.
3. John then goes to the Define
Filters step, which is optional. He wants to limit the records he copies to
only those that have been assigned to an account executive. So he selects
"Account Executive" as the field to filter on and in the When field
he selects "Is Not Equal To," and leaves the Value field blank.
Alternatively, John could leave the When field set to "Select" and
type "is not null" in the Value field.
4. Then John defines the data
transfer to specify that he wants to copy records rather than move them as the
contacts are used by both Marketing and Sales. John can also scan the
list of contacts and, if for some reason he doesn’t want to send a particular
contact, simply clicks a box to “deselect” it from the copy.
5. Finally, John goes to the
Execute screen to perform a test, checking that his configuration settings satisfy
all his requirements (that the lists and fields exist and have an “OK” next to
them in both the source and destination sites). Once this is done, John clicks
a button to transfer the data.
The process took John less than 15 minutes to
complete. After his initial setup, John’s configuration is saved so he
can simply click one button to execute the copy on a daily basis.
Additional Solutions
Mark, the Sales manager, saw this capability and realized
that he could implement a similar process using the Data Publisher. He selects
prospects that the Sales team identifies through direct sales efforts and
copies those prospects to the Marketing list so they get the newsletter and
other communications from NewCo. Mark easily filters out the records he
doesn't want included.
Mark also determines that he can filter on closed business
each day and have an administrative resource copy contacts from Sales to his
Services team for implementation and Customer Support follow-up. This
enables Customer Support to see notes from the sales people regarding any
particular commitments or requirements for implementation.
Scenario 2: Publish Data to External Parties
The Situation
NewCo continually strives to achieve better communications
by sharing information with its customers as a means to gain a competitive
advantage, increase customer satisfaction and loyalty, and increase its
operational efficiency. To address this from a technology perspective,
NewCo implemented an extranet using SharePoint and CorasWorks to provide each customer
with a secure area to access key documents such as price lists, product
specifications, and order forms.
The Challenge
NewCo regularly makes changes to customer documents such as
pricing, standard specifications, and order forms that need to be published to
its hundreds of customers on the extranet. However, the publishing
process is manual, cumbersome, and time-consuming because each document and
form library has to be accessed and updated individually. NewCo has an employee
whose sole job responsibility is data entry on the extranet.
The Solution
With the Data Publisher from CorasWorks, NewCo can routinely
move updated documents maintained and revised on their intranet to targeted
customers on the extranet with a click of a button.
NewCo has a diverse customer base and organizes their
customers into three main categories: small business, medium business, and
enterprise clients. The documents and forms that require updating are only
unique to these respective groups, not to each individual customer, and the
Data Publisher is ideal for updating documents across multiple sites.
Dave, the administrator who used to spend 100% of his time
updating records, now spends less than 15 minutes each day completing the same
work, minus the errors, by using the Data Publisher. Dave configures Data
Publisher only once, then simply uses filters, site selections, and list
options to update the right lists with the right documents on a routine basis
(e.g. updated pricing, updated product specifications, and updated order
forms). For the initial setup he selects the CorasWorks Data Publisher
web part from his virtual gallery and adds it to his intranet site, he then goes
through a short five step process to tell the Data Publisher the details of his
specific needs.
1. He selects the URLs that
contain the sites he wants to use. This includes the intranet site containing
the document list where his updated records reside (the source site) and then
selects the sites on the extranet that contain the libraries where the documents
need to be copied (destination site).
2. Next, he selects the document
library on his intranet site where the desired documents reside (source
library). He then selects the destination document libraries that he needs to
update on the extranet site (destination libraries). In this case, the fields
are the same in both the source and destination libraries, so there's no need
for any customized mapping and Dave simply confirms that the fields properly
map to each other.
Dave wants to add one additional field called “Transfer
Message” where he can note the date and time and any other pertinent
communications associated with the data transfer. That way, the customer
can see a message regarding the update that is attached to each record.
3. Dave then defines the filters,
which are important because he needs to filter documents based on both the
document type (e.g., pricing) and customer size (small, medium, or
enterprise). He defines the necessary criteria for the filter to ensure
that the Data Publisher returns only those documents he needs:
1. Set the Field to Type
2. Set When to Is Equal To
3. Type pricing in the Value field
4. Select Add Another Filter
5. Select And from the And/Or field
6. Set the Field to Customer Size
7. Set When to Is Equal To
8. Type small in the Value field (or whatever size is appropriate for the
data transfer)
9. Select Store Settings
4. Then Dave defines the data
transfer to specify that he wants to copy records rather than move them.
Documents like pricing will be revised in the future, so he wants to maintain a
copy in his library. Before performing the copy, Dave can scan the list of
documents and, if for some reason he doesn’t want to publish a particular
document, he simply clicks a box to “deselect” it from the list.
5. Finally, Dave goes to the
Execute screen to perform a test to check that his configuration settings
satisfy all his requirements (that the libraries and fields exist and have an
“OK” next to them in both the source and destination sites). Then he
transfers the data.
After his initial setup, Dave saves the configuration so he
can simply execute document updates from the intranet to the extranet on a
routine and as-needed basis.
Scenario 3: Publish from My Site to a Public Area
The Situation
Each employee at NewCo has a My Site that is their personal
starting point for viewing and contributing to the organization's intranet
through the SharePoint Portal site. Often times, employees want to move or copy
data from their My Site to a collaborative team site. One example is an
individual who drafts a set of product requirements in their My Site and wants
to move those requirements to a project site for collaboration with other team
members.
The Challenge
By definition, “My Site” is not accessible to other
employees. Therefore, when data needs to be copied or moved to a list or
library within a team site, individuals find themselves saving lists as
templates, exporting data to Excel, and then importing it into the new site.
Alternatively, they may manually cut and paste or re-key information. All of these
options present limitations as well as opportunities for errors and user
frustration.
The Solution
The Data Publisher supports both SharePoint Portal Server
(SPS) and Windows SharePoint Services (WSS). Therefore, lists and libraries can
be moved or copied from a My Site on SharePoint Portal to the desired lists and
libraries within SPS areas, sub-areas, or WSS site collections.
Using the CorasWorks Data Publisher,
1. Victoria selects the URLs for
the project site (the destination site) and her My Site (the source site).
2. Next, she selects the lists
she wants to work with which include the requirements list on her My Site where
the desired data resides (source list) and the list on her project site where
she wants to move the data (destination list). In this case, the fields
are the same for both the source and destination lists, as NewCo has a list
template they use for requirements, so Victoria simply confirms that the fields
properly map to each other.
3. Victoria wants to move all of
the data, so she leaves the Define Filters screen blank.
4. Next, she defines the data
transfer. She chooses to move the records rather than copy them because she
will no longer need them in her My Site. Before performing the move, she
confirms that the correct records are selected and marked with a check box.
5. Finally, Victoria goes to the
Execute screen. She performs a test to check that her configuration settings
satisfy all requirements (that the lists and fields exist and have an “OK” next
to them in both the source and destination sites). Once that is done, she
transfers the data.