How to import documents and metadata from a file system

Video Transcript:

In this video, we’ll take a look at how easily you can import documents and their metadata from a File system to SharePoint and Office 365.

Migrating from a File Share with ShareGate

The first step is to select the target library. Once done, select the content you want to copy from your shared drive and click Copy now. By doing that, ShareGate will do a copy of your content and preserve the version history, authors and timestamps, all metadata, and permissions.

Metadata Mappings Report

If you want to make sure all your data is copied in the right column, you should take a look at the Mappings screen before the migration. There, you’ll be able to map the property columns from the source and destination. From this screen, you can also access the content type mapping that allows you to convert documents into the Content-type of your choice.

Finally, note that Users and groups, as well as permission levels can also be mapped to make sure your new environment is as secure as possible.

SG Documentation: Complete walkthrough of importing from a file share, & |mport from a file share – permissions

Advanced options for migrating

If you’re looking for more customization options when it comes to the data, the Advanced options are here to help. In this screen, you’ll be able to decide if you want to preserve the authors and timestamps, the permissions and content approval status.

Migrate exactly how you want, over and over

You can also flatten your folders and filter by time range and file extensions. In the metadata section, you can decide the behavior of ShareGate for all the destination properties. This way, you can decide to copy the data as-is, create custom values to push into your fields, tell ShareGate to ask you what it should replace each item with, create a default to fill empty values, or simply ignore a column.

When you’re done selecting your options, note that you can save the whole thing as a template if you need to use the same settings again in the future.

Export metadata for complete control

Finally, a third available option allows even more customization. Select the items to copy and then click on Export Metadata. ShareGate will then create an Excel sheet with all the items you selected and all the property columns of a target library. Within the sheet, you can modify all the metadata you want and use Excel at your advantage. You can use the filters, or formulas if you want.

This way, you can fill up empty columns, modify the content types of different elements manually, make sure naming conventions are respected and more. Once you are done modifying the sheet, go back in ShareGate and click on Import & Edit and select your Excel sheet.

ShareGate moves file show you want

ShareGate will then offer you the same option seen previously if you need to add more modifications. When you’ll click Start Copy, ShareGate will copy the items you exported to Excel, and proceed to the modifications you’ve done to the Excel sheet and the Template options.

As you can see, depending on your migration needs, ShareGate offers multiple options to customize your copy. This way, you get to copy what you want, the way you want it.