HP Trim

This post presents a method to perform simple / small migrations of records from HP Content Manager (also known, by virtue of acquisitions, as Tower software, Trim Context, HP Records Manager ) into SharePoint (any version – 2010,2013,2016,2019, Online, Office 365).

It is not suitable for large / complex migrations but is useful in certain scenarios.

The basis of the migration is approach is;

  • Records in Trim – As Is
  • Export the records using Trim Port
  • Manipulate the record data using Microsoft Excel
  • Import the folders using Import for SharePoint
  • Import the records using Import for SharePoint
  • Records in SharePoint, as we want them To Be
  • Improve as required

 

Records in Trim – As Is

The records will be in Trim.  Some may be “contained” inside folders.

Export the data using Trim Port

Trim includes a data transfer capability called Trim Port.  This can be used to export records / electronic records and associated meta data from Trim.

Manipulate the record data using Microsoft Excel

The exported data can be loaded to Excel.

Here we can add columns / manipulate as required

Specifically we can add columns for;

  • The full file path to the electronic records.
  • The destination filename
  • The destination folder.

Import the folders using Import for SharePoint

We can run an import to create the folders.

Import the records using Import for SharePoint

We can import the records themselves.

Records in SharePoint, as we want them To Be

The records will now be in SharePoint.  Those records that were contained in folders will be so in SharePoint.

Improve As Required

You’ll want to improve and address;

  • Transfer of all necessary meta data and renditions
  • Records type to content type conversion.
  • Retention / disposition
  • Security, specifically permissions

If you needs are complex you likely require a migration solution specifically designed for this type of migration.

Try;

http://www.ensentia.co.uk/migrate-trim-context-sharepoint/

 

 

 

 

 

 

Create Wiki Page

Destination Item

If you want to;

  • Migrate wiki pages to SharePoint with meta data
  • Import wiki pages to SharePoint with meta data
  • Bulk create wiki pages in SharePoint with meta data
  • Migrate web pages to SharePoint
  • Import web pages to SharePoint
  • Bulk create web pages in SharePoint

You can specify a destination item type of PublishingPage.

Configuration

The destination item type is set to WikiPage;

The content type that determines the type of WikiPage is sourced from the contenttype column in the data source;

The content for the page comes from a column in the source called wikifield;

Source

The source could be;

Create Publishing Page

Destination Item

If you want to;

  • Migrate publishing pages to SharePoint with meta data
  • Import publishing pages to SharePoint with meta data
  • Bulk create publishing pages in SharePoint with meta data
  • Migrate web pages to SharePoint
  • Import web pages to SharePoint
  • Bulk create web pages in SharePoint

You can specify a destination item type of PublishingPage.

Configuration

The destination item type is set to PublishingPage;

The content type that determines the type of PublishingPage is sourced from the contenttype column in the data source;

The page layout to use can be specified;

Source

The source could be;

Create Folders

Destination Item

If you want to;

  • Migrate folders to SharePoint with meta data
  • Import folders to SharePoint with meta data
  • Bulk folders sets in SharePoint with meta data

You can specify a destination item type of folder.

Configuration

The destination item type is set to folder;

The content type that determines the type of Folder is sourced from the contenttype column in the data source.

Source

The source could be;

Create Document Sets

Destination Item

If you want to;

  • Migrate document sets to SharePoint with meta data
  • Import document sets to SharePoint with meta data
  • Bulk create document sets in SharePoint with meta data

You can specify a destination item type of folder (document sets are folders).

Configuration

The destination item type is set to folder;

The content type that determines the type of document set is sources from the contenttype column in the data source.

Source

The source could be;

Import Excel Data to SharePoint

Source

If you want to;

  • Import / migrate an Excel sheet to a SharePoint list
  • Import / migrate an Excel sheet to a SharePoint contacts list
  • Import / migrate an Excel sheet to a SharePoint calendar
  • Import / migrate documents to SharePoint with meta data in Excel
  • Import / migrate files to with meta data sourced from Excel

then you can specify an Excel worksheet source;

Configuration

 

Import OleDb Data to SharePoint

Source

If you wish to;

  • Import / Migrate OleDb data to a SharePoint list
  • Import / Migrate documents to SharePoint where the meta data is accessible via OleDb
  • Bulk create items in SharePoint where the meta data is in OleDB e.g.
    • Folders
    • Document Sets
  • Import / Migrate web pages to SharePoint where the meta data is accessible via OleDb

Then you can specify an OleDb table data source.

Configuration

OleDB Table

You can define a data source as being a table using OLEDbTable.  This also (optionally) allows each row to be updated after import as successful or otherwise along with any Exception data.  This is useful for large imports.

Below the table that we are telling Import for SharePoint to use is a worksheet “Clients” in an excel spreadsheet.

If you want to update the source table with status data.

The table must contain columns ImportKey, ImportStatus, Exception.

ImportKey must be unique.

In the example below only the first 10 rows will be considered for import since only they have the importstatus “Import”.

OleDB Select

You can define a data source as simply the results of a select statement using OLEDbSelect.

 

Further Thoughts

The database behind OleDB source could be;

  • SQL Server
  • Access
  • Excel
  • Oracle
  • Simba
  • Interbase
  • Firebird
  • PostgreSQL
  • MySQL
  • MariaDB
  • SAP ERP
  • MongoDB
  • Azure Table

Import ODBC Data to SharePoint

Source

If you want to;

  • Import / migrate data from an ODBC data source into a SharePoint list.
  • Import / migrate documents / files to SharePoint where the meta data is held in an ODBC data source
  • Import / migrate pages to SharePoint where the web page content is stored in an ODBC data source.
  • Bulk create items in SharePoint from an ODBC data source

Then you can specify an ODBC data source.

Configuration

Further Thoughts

The database behind the ODBC source could be;

  • Oracle
  • FoxPro
  • Visual FoxPro
  • MySQL
  • MongoDB
  • Postgre
  • DataFlex
  • Ingres
  • Progress
  • Sybase
  • IBM DB2
  • Azure Table
  • JDBC
  • Microsoft Dynamics

32 / 64 bit

To use a 32bit ODBC Driver you must be running 32bit Import for SharePoint

To use a 64bit ODBC Driver you must be running 32bit Import for SharePoint

Contact us if you are having problems.

Duplicate Detection

This article gives one idea to avoid creating duplicates when importing from Excel, database or any other data source to a list or library.

Scenario

In our example we have a list of job titles.  Some are duplicated and we do not wish to import these.

Import Tool

We are going to use Import for SharePoint.

List Configuration

We will go to list settings and select the Job Title field (The field which needs to be unique).

We will make that field require a unique value.

Import Source

We will use our spreadsheet that contains duplicates

Import Configuration

The import configuration file for this scenario is included in the documentation and the installation.

Office365_JobDescriptions_Items_Excel_Select.xml

Import Execution

When the import runs the tool will report the appropriate errors.

Result

In your destination list the duplicate values will not be present.

Further Thoughts

This is a simple but effective way to avoid duplicates in a list that works both when importing or entering items via the UI.

Of course your needs may be more complex.  Perhaps the duplicate is detected across multiple fields.

You can address more complex scenarios by creating a single unique column in Excel (using CONCAT) or in the database (compound key) or SQL select statement (e.g. ‘ColumnThis’+’ColumnThat’).

Additionally we can enhance Import for SharePoint to address your needs directly under our enhancement programme.