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Copy/Merge Content
User can copy contents from sites or lists to another site collection to manage the storage space and balance loads between content databases.
- Copy/Merge Lists: SharePoint Information Organizer allows the user the merge the List Items, Files and Folders into a single list.
- Copy/Merge Sites: Using this feature multiple Sites can be copied from one Site collection to another. Before copying the Sites, the user can also create a new Site Collection, Content database or a Web Application to copy the selected Sites.
Taxonomy Management
Term Store Manager: Using this feature, the user can manage the Term Store by creating, updating, copying and deleting the Term Store objects.
Manage Content
User can perform management tasks like Column creation, Export metadata and Lists creation to manage lists and libraries.
- Create a column in multiple lists: SharePoint Information Organizer allows the user to create a column in multiple lists at the same time based on the details given by the user such as column name, column type, lists for column creation, in addition to column settings such as column description, mandatory column, maximum number of characters allowed, and the default value.
- Export metadata to excel: SharePoint Information Organizer allows the user to export the metadata of multiple SharePoint lists to an excel file simultaneously.
- Create Lists and Libraries: Using this feature, the user can create multiple Lists and libraries at a time.
Classify Content
User can classify and re-classify the contents in sites, lists and libraries.
- Update the list Metadata value: SharePoint Information Organizer allows the user to update the metadata value for all the items in the list. The user can also select multiple lists to perform this operation at the same time.
- Import Metadata: SharePoint Information Organizer updates the metadata of items in multiple lists. The user can specify the metadata values in an Excel sheet.
- View/Edit Content Type: This feature shows the classification of content types and also allows the user to re-classify the content types and its columns.
Search Content
View how list items or Content types are organized. The user can search for a list item or select a content type to display its properties. The search results can also be exported.
- Metadata/Content Search: Using the Metadata Search feature the user can perform advanced search based on the Metadata and the search results can be saved in an Excel sheet.
- List of Content Types: This feature shows the classification of all content types and their respective fields with its properties and the results can be saved in an Excel sheet.
Cleanup Content
SharePoint Information Organizer performs SharePoint content level cleanup in bulk such as Web, List, List item and User cleanup.
- Cleanup Webs: SharePoint Information Organizer displays the list of available sub webs from the current web and allows the user to select multiple webs from the list to delete each web permanently.
- Cleanup Lists: SharePoint Information Organizer shows a query page to retrieve the lists needed for cleanup. Query option includes List base type, Application Lists and Sub-site traversal option. From the list displayed after the query operation, the user can select multiple lists for cleanup. SharePoint Information Organizer also provides two options for performing this cleanup operation. The user can select between delete and recycle options. The delete option deletes the lists permanently from the site collection and the recycle option sends the selected lists to Site Collection Recycle Bin which can be retrieved by Site Collection Administrators if needed in future.
- Cleanup List Items: SharePoint Information Organizer shows an item level query page to retrieve the items from SharePoint Lists. This interface looks like SharePoint View’s column filter. From the items displayed after the query operation, the user can select multiple items for cleanup. SharePoint Information Organizer also provides two options for performing this cleanup operation. The user can select between delete and recycle options. The delete option deletes the items permanently from the site collection and the recycle option sends the selected items to the Site Collection Recycle Bin from which they can be retrieved by Site Collection Administrators if needed in future.
User Management
- Cleanup Users: SharePoint Information Organizer gets the Active Directory details of User Accounts based on several criteria, such as:
- All users
- Disabled users
- Deleted users
- Last log on dates of users based on the number of days since last login
- User account expiration details based on the expiration date interval
Based on the criteria, the list of users is displayed and users considered unnecessary or stale can be removed permanently from the Site Collection. Apart from cleaning up Users in SharePoint, this also assists in complying with the regulatory policies of the organization.
- Move Users: SharePoint Information Organizer displays all the SharePoint Groups and Users in the current Site. The administrator or Site owner can assign permissions by moving the Users, from one SharePoint group to another.
Feature Activation
SharePoint Information Organizer shows the list of available features both at Site Collection level and Web level. The administrator can select multiple features to Activate or Deactivate.
Reports
- View recycle log: This report shows the list of SharePoint Lists and List items which are sent to the Site Collection Recycle Bin by SharePoint Information Organizer.
- View delete log: This report shows the list of SharePoint Webs, Lists and List Items which are deleted by SharePoint Information Organizer.
- View activity log: This report shows the list of all actions which are performed by SharePoint Information Organizer.
Installation
- What permissions or privileges are required to install SharePoint Information Organizer?
SharePoint Information Organizer is a Farm solution. Hence, the user should be a Farm Administrator of the SharePoint Farm to install it.
- Why am I getting ‘The local Farm is not accessible’ message in SharePoint Management Shell while trying to install SharePoint Information Organizer?
Make sure SharePoint Management Shell is running in the elevated context to access local SharePoint Farm resources.
- Why am I getting ‘Admin SVC must be running’ message while installing the SharePoint Information Organizer?
SharePoint 2010/2013 Administration service is used to install Farm solution across SharePoint Farm. It will create timer jobs to replicate the solution in front-end and/or applications servers in the Farm. Please make sure that the SharePoint 2010/2013 Administration service is running in all SharePoint servers in the Farm.
- Why am I getting access denied error in the event logs on accessing the cleanup features in SharePoint Information Organizer after I create the service application instance with a new managed account?
Ensure that the new managed account has sufficient permissions to access the content database of the Web Application / Site Collection. For more information, please walk through the Getting started section in the help document.
- Why am I getting ‘Cannot Access Local Farm’ error while installing the solution packages through batch files?
If “Cannot access local farm” error occurs on executing the batch, it means that the current user doesn’t have sufficient permissions to access the Configuration database of the SharePoint server. To assign permissions to current user launch the SharePoint management shell in elevated context and type the following command, Add-SPShellAdmin user domain\user name. This provides the necessary rights for the user to access the SharePoint resources.
Configuration
- Can I create a new service application pool for the service instance of SharePoint Information Organizer?
Yes, you can create a new dedicated service application pool to host SharePoint Information Organizer service instance for better throughput. It is the recommended practice for enterprise SharePoint application deployment. For this, you can use SharePoint Central Administration Site upon creating new service instance.
- What permissions or privileges are required to use SharePoint Information Organizer?
The users should have Full Control permission in the Site Collection to access the SharePoint Information Organizer features.
- Where should I activate the SharePoint Information Organizer Site Collection feature?
SharePoint Information Organizer feature can be activated from the Site Collection features page of the respective Site Collection.
- What user account does the SharePoint Information Organizer use while accessing SQL server?
SharePoint Information Organizer uses the associated managed account (so called service account of the corresponding service application pool) that was configured in the service instance creation page.
Features
- Where are the audit records stored for the actions performed by SharePoint Information Organizer and how can I view it?
The audit records/events are stored in SharePoint Information Organizer database. These events can be viewed from the Activity log page of the SharePoint Information Organizer. Also, SharePoint ULS logs will have some more additional information for diagnostic purposes.
- Where can I retrieve the recycled Lists and List Items?
The recycled Lists and List Items will be stored in the Site Collection Recycle Bin and can be retrieved at any time by the Site Collection Administrator.
- Can I also retrieve the users and Webs which I have deleted recently using SharePoint Information Organizer?
Unlike Lists and List Items cleanup operations, the Webs and users cleanup operations are permanent and cannot be rolled back.
- Why am I not able to perform the cleanup actions by SharePoint Information Organizer?
Please ensure that the service account using which the SharePoint Information Organizer runs has sufficient permissions to access the content database. See the SharePoint logs for more details.
- Can I update the metadata of multiple SharePoint Lists and Libraries using SharePoint Information Organizer?
Yes, you can update metadata in bulk for multiple SharePoint Lists and Libraries using the Update Metadata feature in SharePoint Information Organizer, but it is limited to a single field at a time. However, Import Metadata feature enables the flexibility of updating metadata for multiple fields against multiple SharePoint Lists and Libraries in a single operation.
- Can I update the metadata of an external column using the metadata update feature in SharePoint Information Organizer?
Yes, SharePoint Information Organizer supports updating metadata to an external column seamlessly. The BCS column value along with the filter name should be specified for a successful update. SIO will search for the specified column value in the LOB entity using the given filter and assign the corresponding ID (when the BCS column value match is found) of the LOB record to the external column in SharePoint. Specify this value in filter name: value format. SIO also automatically fills-up the column values associated with the BCS column during update process.
- Is it possible to perform cleanup actions in the Sub-Sites and Webs from the top level Site?
Yes, in the List and Item query page, there will be an option for Sub-Site traversal. Select this option to retrieve the Items from the Sub-Site also.
- The Cleanup Users feature doesn’t fetch any records after performing query operation. Why?
Please ensure that the current user or the specified user has sufficient permissions to access the domain from which the user details have to be fetched.
- Can I selectively export the metadata of files and Items from SharePoint Lists and Libraries?
Yes, the user can selectively export metadata for specific set of fields across SharePoint Lists using SharePoint Information Organizer. Also, the Filter criteria can be used to refine the results.
- Where are the exported metadata files stored in my local system?
The exported files are saved in the default downloads folder of the local computer.
- Is there a possibility of accidental cleanups by the users who don’t have the permissions to perform the operation?
No, the users who don’t have the full control permissions in the Site Collection will get a ‘access denied’ error, when they try to access the SharePoint Information Organizer.
- Can I create a dedicated service instance of SharePoint Information Organizer for a specific Web application?
Yes, this can be done by creating a new service instance and configuring the service application associations in the Application Management section in the Central Administration Site.
- Can I copy the List Items, Files and Folders across Web Applications?
Yes, using the Merge/Copy content feature the List Items can be copied to any List or Library across Web Applications.
- What is the purpose of reference column in Merge/Copy content feature?
The reference column is used to verify the existence of content in destination to perform the overwrite and versioning operations.
- Why am I not able to delete a Content Type using SharePoint Information Organizer?
Ensure that the Content Type is not in use. The Content Type usages will be shown in the View/Edit Content Type Feature. Content Type in usage cannot be deleted until the usage is removed from a List or Content Type.
- Why am I not getting any search results from Metadata/Content Search feature?
Since the Metadata/Content Search feature uses the SharePoint Search Service, the Search service must be provisioned (running) to use this feature. Ensure whether the Search Service is provisioned in the Server.
- Can I split up my Site Collection by moving the Sites selectively?
Yes, using the Copy/Merge Sites feature, multiple Sites can be selected and copied to a different Site Collection.
- I want to copy the Sites from a Site Collection to a new Site Collection / Content Database, since the size of the existing Site Collection has become too large. How to do this?
Using the Copy/Merge Sites feature, sites can be copied to a different Site Collection. Before performing this operation, the user can create a new Site Collection or a Content database or a Web Application to move the selected sites.
- I want to create a Taxonomy Group/Term Set in a Term Store similar to a group which is already present in another Term Store. How to do this?
If the new Term Store exists in the same SharePoint Farm, the Term Store Manager feature can be used to copy the Groups to a new Term Store, using the Copy and Paste options. If the new Term Store exists in a different Farm, the user can use the Export and Import options to create the Term Sets in the new Term Store.
Installation
- What permissions or privileges are required to install SharePoint Information Organizer?
SharePoint Information Organizer is a Farm solution. Hence, the user should be a Farm Administrator of the SharePoint Farm to install it.
- Why am I getting ‘The local Farm is not accessible’ message in SharePoint Management Shell while trying to install SharePoint Information Organizer?
Make sure SharePoint Management Shell is running in the elevated context to access local SharePoint Farm resources.
- Why am I getting ‘Admin SVC must be running’ message while installing the SharePoint Information Organizer?
SharePoint 2010/2013 Administration service is used to install Farm solution across SharePoint Farm. It will create timer jobs to replicate the solution in front-end and/or applications servers in the Farm. Please make sure that the SharePoint 2010/2013 Administration service is running in all SharePoint servers in the Farm.
- Why am I getting access denied error in the event logs on accessing the cleanup features in SharePoint Information Organizer after I create the service application instance with a new managed account?
Ensure that the new managed account has sufficient permissions to access the content database of the Web Application / Site Collection. For more information, please walk through the Getting started section in the help document.
- Why am I getting ‘Cannot Access Local Farm’ error while installing the solution packages through batch files?
If “Cannot access local farm” error occurs on executing the batch, it means that the current user doesn’t have sufficient permissions to access the Configuration database of the SharePoint server. To assign permissions to current user launch the SharePoint management shell in elevated context and type the following command, Add-SPShellAdmin user domain\user name. This provides the necessary rights for the user to access the SharePoint resources.
Configuration
- Can I create a new service application pool for the service instance of SharePoint Information Organizer?
Yes, you can create a new dedicated service application pool to host SharePoint Information Organizer service instance for better throughput. It is the recommended practice for enterprise SharePoint application deployment. For this, you can use SharePoint Central Administration Site upon creating new service instance.
- What permissions or privileges are required to use SharePoint Information Organizer?
The users should have Full Control permission in the Site Collection to access the SharePoint Information Organizer features.
- Where should I activate the SharePoint Information Organizer Site Collection feature?
SharePoint Information Organizer feature can be activated from the Site Collection features page of the respective Site Collection.
- What user account does the SharePoint Information Organizer use while accessing SQL server?
SharePoint Information Organizer uses the associated managed account (so called service account of the corresponding service application pool) that was configured in the service instance creation page.
Features
- Where are the audit records stored for the actions performed by SharePoint Information Organizer and how can I view it?
The audit records/events are stored in SharePoint Information Organizer database. These events can be viewed from the Activity log page of the SharePoint Information Organizer. Also, SharePoint ULS logs will have some more additional information for diagnostic purposes.
- Where can I retrieve the recycled Lists and List Items?
The recycled Lists and List Items will be stored in the Site Collection Recycle Bin and can be retrieved at any time by the Site Collection Administrator.
- Can I also retrieve the users and Webs which I have deleted recently using SharePoint Information Organizer?
Unlike Lists and List Items cleanup operations, the Webs and users cleanup operations are permanent and cannot be rolled back.
- Why am I not able to perform the cleanup actions by SharePoint Information Organizer?
Please ensure that the service account using which the SharePoint Information Organizer runs has sufficient permissions to access the content database. See the SharePoint logs for more details.
- Can I update the metadata of multiple SharePoint Lists and Libraries using SharePoint Information Organizer?
Yes, you can update metadata in bulk for multiple SharePoint Lists and Libraries using the Update Metadata feature in SharePoint Information Organizer, but it is limited to a single field at a time. However, Import Metadata feature enables the flexibility of updating metadata for multiple fields against multiple SharePoint Lists and Libraries in a single operation.
- Can I update the metadata of an external column using the metadata update feature in SharePoint Information Organizer?
Yes, SharePoint Information Organizer supports updating metadata to an external column seamlessly. The BCS column value along with the filter name should be specified for a successful update. SIO will search for the specified column value in the LOB entity using the given filter and assign the corresponding ID (when the BCS column value match is found) of the LOB record to the external column in SharePoint. Specify this value in filter name: value format. SIO also automatically fills-up the column values associated with the BCS column during update process.
- Is it possible to perform cleanup actions in the Sub-Sites and Webs from the top level Site?
Yes, in the List and Item query page, there will be an option for Sub-Site traversal. Select this option to retrieve the Items from the Sub-Site also.
- The Cleanup Users feature doesn’t fetch any records after performing query operation. Why?
Please ensure that the current user or the specified user has sufficient permissions to access the domain from which the user details have to be fetched.
- Can I selectively export the metadata of files and Items from SharePoint Lists and Libraries?
Yes, the user can selectively export metadata for specific set of fields across SharePoint Lists using SharePoint Information Organizer. Also, the Filter criteria can be used to refine the results.
- Where are the exported metadata files stored in my local system?
The exported files are saved in the default downloads folder of the local computer.
- Is there a possibility of accidental cleanups by the users who don’t have the permissions to perform the operation?
No, the users who don’t have the full control permissions in the Site Collection will get a ‘access denied’ error, when they try to access the SharePoint Information Organizer.
- Can I create a dedicated service instance of SharePoint Information Organizer for a specific Web application?
Yes, this can be done by creating a new service instance and configuring the service application associations in the Application Management section in the Central Administration Site.
- Can I copy the List Items, Files and Folders across Web Applications?
Yes, using the Merge/Copy content feature the List Items can be copied to any List or Library across Web Applications.
- What is the purpose of reference column in Merge/Copy content feature?
The reference column is used to verify the existence of content in destination to perform the overwrite and versioning operations.
- Why am I not able to delete a Content Type using SharePoint Information Organizer?
Ensure that the Content Type is not in use. The Content Type usages will be shown in the View/Edit Content Type Feature. Content Type in usage cannot be deleted until the usage is removed from a List or Content Type.
- Why am I not getting any search results from Metadata/Content Search feature?
Since the Metadata/Content Search feature uses the SharePoint Search Service, the Search service must be provisioned (running) to use this feature. Ensure whether the Search Service is provisioned in the Server.
- Can I split up my Site Collection by moving the Sites selectively?
Yes, using the Copy/Merge Sites feature, multiple Sites can be selected and copied to a different Site Collection.
- I want to copy the Sites from a Site Collection to a new Site Collection / Content Database, since the size of the existing Site Collection has become too large. How to do this?
Using the Copy/Merge Sites feature, sites can be copied to a different Site Collection. Before performing this operation, the user can create a new Site Collection or a Content database or a Web Application to move the selected sites.
- I want to create a Taxonomy Group/Term Set in a Term Store similar to a group which is already present in another Term Store. How to do this?
If the new Term Store exists in the same SharePoint Farm, the Term Store Manager feature can be used to copy the Groups to a new Term Store, using the Copy and Paste options. If the new Term Store exists in a different Farm, the user can use the Export and Import options to create the Term Sets in the new Term Store.
SharePoint Information Organizer is a centralized content management and classification application that lets you re-organize Site collections, Sites, Libraries and Documents all from within SharePoint 2013/2010.
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Highlights
- Classify, control and organizeAllows the user to create a column in multiple lists at the same time based on the details given by the user such as column name, column type, and lists for column creation.
- Update metadata in bulkUser to update the metadata value for all the items in the list. The user can also select multiple lists to perform this operation at the same time.
- Manage Taxonomy data in Term StoresUser can manage the Term Store by creating, updating, copying and deleting the Term Store objects.
- Re-organize Content TypesUser can classify and re-classify the contents in sites, lists and libraries.
Benefits
- Split or merge site collections and optimize content databases - Consolidate content & optimize SharePoint server resources.
- Classify your content properly with well-structured metadata - update metadata in bulk and use the Taxonomy management feature to Manage Term Stores.
- View and edit SharePoint Content Types for better classification.
- Create, update & delete SharePoint columns.
- Improve indexing of content and the quality of search results by reorganizing your metadata.
- Clean-up Sites, Webs, Lists, Libraries, List Items, & Documents - remove content bloat and improve SharePoint efficiency.
- Remove unwanted or unavailable SharePoint users.
- Improve SharePoint Security & Compliance.
- Allow departments and end users to organize and manage their own SharePoint data - offload burden from the SharePoint central administrator.
- Unifies many SharePoint content & metadata organization and classification tasks in a single interface.
- Architected using SharePoint Service Application framework and fully supported SharePoint APIs to optimize resources while performing the desired content management operations.
- Accessible from the ribbon in SharePoint Site pages and the activity logs keep track of all changes made using the application .
Take a tour Watch this SharePoint Information Organizer product tour to find out how it helps SharePoint administrators run their Sites efficiently and improve end-user experience.
I found Dockit product through SharePoint.com and found it extremely useful. We used Dockit to import hundreds of documents into SPS. Users were in desperate need for them but refused to take the time to upload them. Dockit saved us the upload time, and more importantly, made the information available in a timely fashion. Small issues were worked out quickly by a capable and dedicated customer support staff.
- iFormation Group, USA
We find that Dockit is an extremely valuable tool for migrating intranet content to SharePoint Portal Server. When you are faced a large number of documents to migrate each of which has to be populated with metadata, Dockit reduces considerably the effort involved in publishing information. Typically it reduces the time a user has to spend per document by 75%, by enabling documents to be published in batch mode rather than real time through the standard SPS interface.
- Director - Knowledge & Content Mgmt., Getronics, UK
The Dockit application proved extremely useful for importing large numbers of files and folders quickly and easily into SharePoint. Previously, we were having to import files individually, but through using Dockit we were able to deal with huge directories in a fraction of the time that it would have taken. An excellent tool, really glad we found it.
- Guildford Borough Council, UK
We used Dockit to import over a thousand engineering documents, preserving the folder structure. It was simple to use and saved us a lot of time.
- Director, Information Technology, White Electronic Designs Corporation, USA
