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Migration Tool Update – May/June 2014

Version 1.2 of the Clockwork Software Migration Tool is nearing completion. It is currently being tested by some customers against SharePoint 2013. It includes some new features and a number of tidy ups. So you can see what is coming …

[Note 1: The next major version (v2) is intended to have a much simpler method of mapping metadata, as well as provisioning options (possibly as a separate product).]

[Note 2: This blog entry will get updated if necessary]

Some of the features for version 1.2 are:

Naming

A fourth option for naming the document (Title exactly as specified etc).

Note – these refer to the use of “Title” from the SQL when used for the “Name” column in SharePoint.

  • Document Number only and Title plus Document Number: these two guarantee uniqueness for a document name so two documents of the same name in your ECMS don’t end up overwriting each other.
  • Title (plus Doc Number if too long) is for where the names in the ECMS were unique but may need to be truncated to fit into SharePoint so the document number is appended to ensure uniqueness.
  • Title exactly as specified doesn’t migrate the document unless it’s name as specified in the SQL is correct.

Name and URL length can now be controlled with two settings:

  • max file name length (default = 127)
  • Max full URL length (default=250)

When illegal characters are found in a document or folder name, by default they are replaced with ‘_’ using a RegEx string. You can now specify your own RegEx string and also the character to replace invalid items.

  • Note that if “Title exactly as specified” is used documents with illegal characters will not be migrated
  • Error severity of 500 (illegal characters) and 600 (name too long) are logged

Managed metadata

Multi level term sets now supported. Define each term in the SQL by its position in the hierarchy

  • TermSetName/Term1/TermA

Multi select managed metadata fields now supported. Define as per the hierarchy above with a user defined delimiter between each term. e.g. using ‘;’ as a delimiter:

  • TermSetName/Term1; TermSetName/Term2/TermA;TermSetName/Term3

Managed metadata term sets to 7 deep now supported.

Managed Metadata Service now optional. Fixed an issue where it would fail if there was no Managed Metadata Service . Default is that there is one.

Handling “URL links”

Many ECMSs allow users to save links to documents or to web pages. Any document that is mapped to a content type based on the “Link To Document” content type can now be handled by the Migration Tool wit

Database

Security now supports Full Access: So as well as Reader and Contribute rights, now Full Access can also be applied to a  document for a user or group.

Three options for building the SQL: Now you can choose between using 1, 2 or the standard 3 views when building up a migration set.

  • 3 views works well for Hummingbird (DOCsOpen, DM5 and 6, EDocs) as their databases work off separate Profile (overall document detail) & Version tables which map well to two “base” views and one is different for each migration run as it selects the relevant documents.
  • 2 views works better for Worksite where the document table combines document and version detail in one table.
  • 1 view was requested by a customer.

Migrating documents with multiple libraries where the document numbers overlap.

Most multi library ECMSs are carefully set up to ensure document numbers are always unique, however not everyone gets this right.

Because the Migration Tool prevents documents being migrated more than once based on their document number, the standard approach is to use a separate Migration database for each library where document numbers may come into conflict.

I have added an option to have an alternate document number recorded as a string so that you might record a library specific prefix or suffix on the document number and use that to prevent document being remigrated, while still allowing documents in a different library with the same document number to be migrated. The only constraint is that you cannot migrate documents from multiple libraries in a single migration run.

NOTE: For users of previous versions this change requires the addition of field “altDocnum – nvarchar(50), default ‘’ ” to both tMigrationLog and tMigratedDocs.

Miscellaneous

  • Added an option to not use placeholder files. Instead to simply not migrate the document. Placeholders are often wanted by legal companies as even if the physical document has gone missing the fact that it did exist with particular metadata should be recorded so those documents get migrated with a “placeholder” document.
  • Maximum number of documents to hold in memory can be set. This determines the number of documents retrieved each time from the SQL. Default is 1000. Note only the metadata is held in memory, the physical files are only read in as they are migrated
  • Fixed an issue with the “Update Old ECMS” process where it interferes when not actually being used.
  • Changed the “Delete Migration Runs” selection list to only show Migration Runs for the currently active Parameter Set.
  • Improved logging

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