{"id":443,"date":"2012-05-23T20:08:27","date_gmt":"2012-05-23T20:08:27","guid":{"rendered":"http:\/\/www.myfatblog.co.uk\/?p=443"},"modified":"2012-05-24T14:04:06","modified_gmt":"2012-05-24T14:04:06","slug":"bulk-tagging-in-sharepoint-2010","status":"publish","type":"post","link":"http:\/\/www.myfatblog.co.uk\/index.php\/2012\/05\/bulk-tagging-in-sharepoint-2010\/","title":{"rendered":"Bulk tagging in SharePoint 2010."},"content":{"rendered":"<p>One of the questions posted recently on the SUGUK forums was, \u00e2\u20ac\u02dcHow do I get my content into SharePoint and tag it to enable search, without the pain of uploading it one by one\u00e2\u20ac\u00a6\u00e2\u20ac\u00a6\u00e2\u20ac\u009d<\/p>\n<p>It\u00e2\u20ac\u2122s a good question and one that comes up many times, otherwise, people like Quest and Metalogix wouldn\u00e2\u20ac\u2122t have their migration products out in the market.<\/p>\n<h3><strong><em>What options do we have?<\/em><\/strong><\/h3>\n<table border=\"0\" cellspacing=\"0\" cellpadding=\"2\" width=\"556\">\n<tbody>\n<tr>\n<td valign=\"top\" width=\"188\"><strong><em>Method<\/em><\/strong><\/td>\n<td valign=\"top\" width=\"178\"><strong><em>Pros<\/em><\/strong><\/td>\n<td valign=\"top\" width=\"188\"><strong><em>Cons<\/em><\/strong><\/td>\n<\/tr>\n<tr>\n<td valign=\"top\" width=\"188\">Upload each item one by one<\/td>\n<td valign=\"top\" width=\"178\">Document tagged on upload.          <br \/>Can ensure key columns are filled in.<\/td>\n<td valign=\"top\" width=\"188\">SLOW!<\/td>\n<\/tr>\n<tr>\n<td valign=\"top\" width=\"188\">Use the Multiple Upload feature<\/td>\n<td valign=\"top\" width=\"178\">Quicker          <br \/>Can use Edit in Dataview to set basic metadata<\/td>\n<td valign=\"top\" width=\"188\">Have to revisit every document to add metadata for Managed Metadata values.          <\/td>\n<\/tr>\n<tr>\n<td valign=\"top\" width=\"188\">Third Party Migration Tool<\/td>\n<td valign=\"top\" width=\"178\">Fast way of moving lots of content into SharePoint.          <br \/>Generally intelligent tagging options available.<\/td>\n<td valign=\"top\" width=\"188\">Cost.          <br \/>Training and Setup time.<\/td>\n<\/tr>\n<tr>\n<td valign=\"top\" width=\"188\">Custom Upload Tool<\/td>\n<td valign=\"top\" width=\"178\">Tailored to your requirements          <br \/>Business logic can be applied<\/td>\n<td valign=\"top\" width=\"188\">Cost          <br \/>Development time<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>Personally, I like to use OOTB features as they don\u00e2\u20ac\u2122t cost me anything, but find a way to use them that reduces the manpower overhead. And just recently I came across a little known feature to help.<\/p>\n<h3>Default Column Values give us a way of doing just that!<\/h3>\n<p>For my example, I\u00e2\u20ac\u2122m going to take a Supplier Documents library, and transfer the contents of my Shared Drive where I store all that wonderful data, and place it into SharePoint. Because I had this in a Shared Drive, you can imagine that I\u00e2\u20ac\u2122d tried to keep control of the documents by using a folder hierarchy. Something you\u00e2\u20ac\u2122re probably familiar with I\u00e2\u20ac\u2122m sure\u00e2\u20ac\u00a6<\/p>\n<ul>\n<li>F:\\supplier documents<\/li>\n<ul>\n<li>F:\\supplier documents\\adobe<\/li>\n<li>F:\\supplier documents\\apple<\/li>\n<li>F:\\supplier documents\\cisco<\/li>\n<li>F:\\supplier documents\\Hewlett Packard<\/li>\n<li>F:\\supplier documents\\Microsoft<\/li>\n<\/ul>\n<\/ul>\n<p>etc\u00e2\u20ac\u00a6.<\/p>\n<p>What I want to do, is move all of those documents into SharePoint, and have SharePoint automagically tag the documents with the supplier name in a managed metadata field, something we can\u00e2\u20ac\u2122t do manually through the edit in datasheet view.<\/p>\n<p>I\u00e2\u20ac\u2122ve already created a Term set and made it available to the site, I\u00e2\u20ac\u2122ve created my Supplier Documents library, and I\u00e2\u20ac\u2122ve just added my top level folders by supplier to match the file share hierarchy. (I\u00e2\u20ac\u2122m only going one level deep, but if you subdivided the supplier folders further, there\u00e2\u20ac\u2122s nothing to stop you applying the same techniques here, Just be aware of the URL length\/folder depth restrictions..)<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 5px auto; padding-left: 0px; padding-right: 0px; display: block; float: none; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_thumb.png\" width=\"244\" height=\"149\" \/><\/a><\/p>\n<p>In my library, I\u00e2\u20ac\u2122ve only added a single Managed Metadata field of Supplier, but you can add more and use this same technique for those. It works with any column that let\u00e2\u20ac\u2122s you specify a default value (Yes, even lookup columns!)<\/p>\n<p>To apply our metadata to our hierarchy, we need to take a look in the library settings and open the Column Default Value Settings page.<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_3.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 5px auto; padding-left: 0px; padding-right: 0px; display: block; float: none; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_thumb_3.png\" width=\"202\" height=\"172\" \/><\/a><\/p>\n<p>This opens up a hierarchical view of your document library showing the folders that you created along with the columns that can be manipulated.<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_4.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 5px; padding-left: 0px; padding-right: 0px; display: inline; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_thumb_4.png\" width=\"578\" height=\"157\" \/><\/a><\/p>\n<p>Clicking on the supplier name in the left hand tree, will allow us to change the default values for that folder. We\u00e2\u20ac\u2122ll do that now and assign the relevant tag to the correct folder. Once you\u00e2\u20ac\u2122ve clicked on the folder, then click on supplier in the content area to open the edit default value window.<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_5.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 5px; padding-left: 0px; padding-right: 0px; display: inline; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_thumb_5.png\" width=\"551\" height=\"239\" \/><\/a><\/p>\n<p>Click use this default value, and add the correct value fr0m our metadata store for each folder.<\/p>\n<p>Once we return to the top level, you\u00e2\u20ac\u2122ll see that each folder has a green * next to it showing that it contains default values.<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_6.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 5px auto; padding-left: 0px; padding-right: 0px; display: block; float: none; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_thumb_6.png\" width=\"567\" height=\"151\" \/><\/a><\/p>\n<p>Switching back to our library view, nothing much has changed. The real magic comes when we now upload some content.<\/p>\n<p>The first method we\u00e2\u20ac\u2122ll use is a single upload. I\u00e2\u20ac\u2122m going to browse into the Adobe folder and upload a single file into it using the add document link.<\/p>\n<p>As expected, the usual add metadata window pops up, but this time with our supplier preselected as Adobe.<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_7.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 5px auto; padding-left: 0px; padding-right: 0px; display: block; float: none; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_thumb_7.png\" width=\"345\" height=\"218\" \/><\/a><\/p>\n<p>Excellent, Now we\u00e2\u20ac\u2122ll do a multiple upload into the Cisco folder.<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_8.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 5px auto; padding-left: 0px; padding-right: 0px; display: block; float: none; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_thumb_8.png\" width=\"350\" height=\"279\" \/><\/a><\/p>\n<p>Click ok.<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_9.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 5px auto; padding-left: 0px; padding-right: 0px; display: block; float: none; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_thumb_9.png\" width=\"545\" height=\"69\" \/><\/a><\/p>\n<p>And you\u00e2\u20ac\u2122ll see as we get returned to our library that all of the documents have had the Cisco supplier tag added!<\/p>\n<p>And finally, that old bugbear that a lot of admins try and get users to steer clear of\u00e2\u20ac\u00a6 Explorer view!<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_10.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 5px auto; padding-left: 0px; padding-right: 0px; display: block; float: none; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_thumb_10.png\" width=\"209\" height=\"244\" \/><\/a><\/p>\n<p>Back in SharePoint:<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_11.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 5px; padding-left: 0px; padding-right: 0px; display: inline; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_thumb_11.png\" width=\"578\" height=\"83\" \/><\/a><\/p>\n<p>As you can see, SharePoint has automatically tagged even the documents dragged into Explorer view with our Supplier name.<\/p>\n<p>Ah you say, we&#8217;ve got tons of ugly folders in our document library and \u00e2\u20ac\u0153folders are bad! mm&#8217;k!\u00e2\u20ac\u009d Not a problem, using explorer view, you can now take the tagged documents out of their folders and move them into the root folder of the library, keeping their nicely tagged metadata. Then just delete the folders.<\/p>\n<p><a href=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_12.png\"><img loading=\"lazy\" decoding=\"async\" style=\"background-image: none; border-bottom: 0px; border-left: 0px; margin: 5px; padding-left: 0px; padding-right: 0px; display: inline; border-top: 0px; border-right: 0px; padding-top: 0px\" title=\"image\" border=\"0\" alt=\"image\" src=\"http:\/\/www.myfatblog.co.uk\/images\/BlogImages\/Bulk-tagging-in-SharePoint-2010_8DFC\/image_thumb_12.png\" width=\"578\" height=\"121\" \/><\/a><\/p>\n<h3>How does it work?<\/h3>\n<p>Under the hood, SharePoint registers a synchronous event handler that applies the tags you select as you upload documents. So you\u00e2\u20ac\u2122ll need to bear this in mind if you\u00e2\u20ac\u2122re doing anything with the documents in your own event handlers or workflows. Also consider dragging and dropping batches of files.. SharePoint is going to trigger an event handler for EVERY one&#8230;<\/p>\n<p>if you delete the folders, or remove the default values, SharePoint will unregister the event handlers automatically.<\/p>\n<p>I hope this proves useful to you.<\/p>\n<p>Paul.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>One of the questions posted recently on the SUGUK forums was, \u00e2\u20ac\u02dcHow do I get my content into SharePoint and tag it to enable search, without the pain of uploading it one by one\u00e2\u20ac\u00a6\u00e2\u20ac\u00a6\u00e2\u20ac\u009d It\u00e2\u20ac\u2122s a good question and one that comes up many times, otherwise, people like Quest and Metalogix wouldn\u00e2\u20ac\u2122t have their migration &hellip; <\/p>\n<p><a class=\"more-link btn\" href=\"http:\/\/www.myfatblog.co.uk\/index.php\/2012\/05\/bulk-tagging-in-sharepoint-2010\/\">Continue reading<\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_exactmetrics_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"footnotes":""},"categories":[34,3,31],"tags":[65,63,166,64],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Bulk tagging in SharePoint 2010. - Blog of an overweight SharePoint addict<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"http:\/\/www.myfatblog.co.uk\/index.php\/2012\/05\/bulk-tagging-in-sharepoint-2010\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Bulk tagging in SharePoint 2010. - Blog of an overweight SharePoint addict\" \/>\n<meta property=\"og:description\" content=\"One of the questions posted recently on the SUGUK forums was, \u00e2\u20ac\u02dcHow do I get my content into SharePoint and tag it to enable search, without the pain of uploading it one by one\u00e2\u20ac\u00a6\u00e2\u20ac\u00a6\u00e2\u20ac\u009d It\u00e2\u20ac\u2122s a good question and one that comes up many times, otherwise, people like Quest and Metalogix wouldn\u00e2\u20ac\u2122t have their migration &hellip; 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