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.
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
NOTE: If you are interested in viewing the help for this component running on the Workplace Suite Winter 2007 for SharePoint 2007, click here.
Last Modified: July 07