Document Library Migration & Metadata Updates with Microsoft SharePoint

Files

doc_migration_sharepoint.fmw
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Introduction

With the SharePoint Online Connector from the FME Hub, you can automate updates, migrate your documents, and automate administrative tasks on your Microsoft SharePoint instance.

What is Microsoft SharePoint?

SharePoint is a web-based service that securely stores, organizes, shares, and provides access to information across an organization. A key feature of SharePoint is its lists, which can be linked to other documents and edited simultaneously across the organization. There are many uses for SharePoint, but it is commonly used as an intranet site for sharing internal documents.

Requirements

Microsoft SharePoint Web Connection
- How to Create a SharePoint Web Connection for FME Form [Multitenant]
- How to Create a SharePoint Web Connection for FME Form [Single tenant]

Step-By-Step Instructions

Example 1: Uploading to SharePoint and Email Notifications

In this hypothetical situation, we have some metadata (XML) for an organization’s electronic document management system on a local or network drive. This organization wants to migrate its document management system to SharePoint using FME. Using a metadata file will allow us to mirror the current directory structure in the SharePoint Document Library.

1. Open FME Workbench

Open FME Workbench and click New to create a new workspace.

2. Read in Metadata

This is an example of how you might upload multiple files from your directory at once using a metadata file with path and file information. For this exercise, we have not provided the actual documents that are being migrated. Instead, we will illustrate the steps required to build the workflow for you as a reference for your own scenario, environment, and SharePoint Instance.

In this example, we’ve initiated the workspace with a reader to read in metadata containing information about the document management system:

The path portion of the metadata is most important; make sure it points to the correct files in your directory.

3. Add the SharePointOnlineConnector

Add a SharePointOnlineConnector to the canvas and connect it to the feature type used to read in your metadata file.

Open the parameters of the SharePointOnlineConnector by clicking on the cog wheel. Fill out all of the fields that appear in red with your own SharePoint Online Web Connection and file system. Set the Request Action to “Upload” and the File to Upload as the “path” attribute you created in your metadata file. Set your upload options by selecting a site, document library, and path from your SharePoint instance. Here, we have chosen to set the “If File Exists” option to Overwrite when importing new files.

Set the Attributes to:

_full_path
_id
_name
_url

This is what the workspace would look like so far:

4. Setting up Email Notifications

Add two StatisticsCalculators to the canvas. Connect one StatisticsCalculators to the output port and the other to the Rejected port of the SharePointOnlineConnector. We will calculate the total count of each of these.

Add an Aggregator to the canvas to merge the two StatisticsCalculators and connect the output port to a new AttributeCreator.

In the AttributeCreator parameters, create two new attributes as follows:

New Attribute: success
- Attribute Value: Metadata.id.total_count
New Attribute: failure
- Attribute Value: fme_rejection_code.total_count

Add an Emailer to the canvas and connect it to the output port of the AttributeCreator. Fill out your own credentials where the inputs are red. In the subject name, it is: “Document Migration Summary”.

In the body of the email, paste this snippet:

<h2>eDoc to SharePoint Migration Summary</h2> 
<p>@DateTimeFormat(@DateTimeNow(),%B %e), @DateTimeFormat(@DateTimeNow(),%Y) at @DateTimeFormat(@DateTimeNow(), %l:%M%p)</p>


 <p><strong>Uploaded Documents: </strong>@Value(success)</p>
 <p><strong>Rejected Documents: </strong>@Value(failure)</p>

5. Run your Workspace

You should have both migrated your files that mirror your current directory structure and have gotten an email that summarizes the number of documents that were successfully uploaded to SharePoint and how many failed to upload, similar to this:

Example 2: Updating SharePoint List Records

Suppose we have created a custom attribute or column in our SharePoint Document Library list called “Custodian” that contains the name of each document's owner. Let’s see how we can use FME to populate this value.

1. Open FME Workbench

Open FME Workbench and click New to create a new workspace.

Add a Creator to the canvas.

2. Add a SharePointOnlineConnector

The SharePointOnlineConnector will be used to read in the Document Library list, so that we can obtain and use the List Item ID downstream in our workflow.

Add a SharePointOnlineConnector to the canvas and connect it to the Creator.

Open the parameters by clicking on the cog wheel, and fill out all of the fields that appear in red with your own SharePoint Online Web Connection and file system. Select “List” from the Request Action.

Add the following attributes:

_full_path
_id
_list_id
_list_item_id
_name
_url

3. Attribute Creation

Add the AttributeCreator to the canvas and create a new attribute with the following:

New Attribute: Custodian
- Attribute Value: Ernie

4. Writing the Output

Add a Microsoft SharePoint List writer to the canvas, then configure it with your SharePoint connection and file system parameters. Make sure to set the List Name to the _list_id attribute and the Item ID Attribute to the _list_item_id attribute.

List Name: _list_id
Row Selection:
- Item ID Attribute: _list_item_id

Set User Attributes to Manual, and configure the Custodian attribute as a choice.

The workspace should look something like this:

Final output in SharePoint:

Additional Resources

Data Attribution

The data used in this tutorial are from Safe Software.