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.
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
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.
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.
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.
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.
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.