MetaServer > Help > Export to SharePoint

030-070 MetaServer Export – Export to SharePoint

With the MetaServer Export to SharePoint action, you can export documents to SharePoint on premise or SharePoint Online.

You can construct the folder structure and file name using fixed elements and variables or metadata fields.

Select a library and content type and map variables or metadata fields with its columns.

The export connector makes use of SharePoint's versioning feature and when a document with the same name is exported a new version of the document will be created.

01 Export to SharePoint - Adding the Action

To add an Export to SharePoint action, select the action after which you want to insert the Export to SharePoint action and press Add -> Export -> to SharePoint. The Setup window will automatically open.

You can also open the setup window of an existing Export to SharePoint action by double clicking the action or by pressing the setup button on the right side of the action or in the ribbon, as shown below.

In our example, we will use the "CB - FLOATING DATA" workflow as a reference. This workflow is automatically installed with CaptureBites MetaServer.

02 Export to SharePoint – Setup

TIP: The thumbnail on the right will follow you, so you can easily refer to the Setup window. Click on the thumbnail to make the image larger.

Don't forget to add a description to your action.

01 - File Source: press the dropdown button to specify the source of your files. By default, PDF attachment and Processed PDF are selected. Support for other file sources is planned for a future release.

PDF attachment refers to the original PDF attachment that were imported by means of the Import Email action.

– Processed PDF refers to the PDF after every prior action. For example, if you’ve applied a Scale Page(s) action before exporting to a folder, it will export the scaled PDF. Email PDF attachments that have been modified with a Separation action or any conversion action are also considered as Processed PDFs.

Imported PDF refers to the original PDFs that were imported by means of an Import from Folder action.

- Processed TIF refers to the TIF version of an imported PDF or PDF attachment converted to TIF with a Convert to Format action.

- Email PDF refers to the email body converted to PDF format.

- Email EML refers to the complete imported Email including all its attachments in EML format.

- Email MSG refers to the complete imported Email including all its attachments in MSG format.

1) Labels: you can change the labels of each file source if you want to use them later as metadata values in your settings.

02 SharePoint Server Settings

Here you can enter your SharePoint server information. By default, we prefill the settings of a demo SharePoint server. Change these settings to your own SharePoint settings.

01 - Address: enter your SharePoint server address.

02 - User name: the user name of your SharePoint account. When in doubt, contact your IT department.

03 - Password: enter your SharePoint server password. When in doubt, contact your IT department.

04 - Domain: enter your domain if applicable

05 - Timeout: it’s recommended to use the default 100 seconds. If you experience regular timeouts, change it to a higher value.

03 Document Settings

01 - Library: select your destination library by pressing the drop-down arrow.

02 - Document name: you can set up your document name by combining fixed values, variables and metadata fields. Click on the drop-down arrow to pick from a list of possible values. You can see a preview of your document name below the input field.

You can also use the file name to dynamically make subfolders by simply inserting a “/” (forward slash). For example, if you want to add a dynamic subfolder based on the import date’s year, you would use a file name like this:

{ Import Date, YYYY }/{ Field, Date }_{ Field, Account Number }{ File Sequence Number }{ File Type Extension }

03 - Content type: press the drop-down button to select the correct content type. All the Alfresco properties of the selected content type will be listed in the field mapping table.

04 - Field mapping: here you can map SharePoint properties with fixed values, variables and metadata fields.

1) SharePoint Field:this column shows all existing properties in the selected content type.

2) Value: in the value column, you can enter fixed values or use the drop-down arrow to compose the value using the current Workflow’s metadata fields or variables.

05 - Date format: the “Date format” is relevant when you map a DateTime SharePoint field type.

DateTime type SharePoint fields will only accept valid dates and times in a consistent format. It’s very important to enter the correct input DateTime format as it was extracted by MetaServer. This way, the Export to SharePoint action can automatically convert the DateTime values and correctly update the date property.

For example:
You want to export the extracted Document Date that has a “MM/DD/YYYY” format to a Date type field in SharePoint.
You specify the following input format in the Date format input field:
{ Date, MM }/{ Date, DD }/{ Date, YYYY }

TIP: you can copy the current settings and paste them in another setup window of the same type. Do this by pressing the Settings button in the bottom left of the Setup window and by selecting Copy. Then open another setup window of the same type and select Paste.