Preparing unmanaged documents for SharePoint

Many times the data that comprises projects consists of individual documents that exist in an unmanaged environment. There are a few things you should do before you add unmanaged documents to SharePoint.

Document preparation

To prepare your unmanaged documents for SharePoint, you should:

Remove unwanted files

When you add a folder to the library, every document in the folder is added to the library, regardless of whether or not you want to manage them.  You should remove any documents that you do not want to manage before adding the folder to the library. These documents might include text or log files that reside in the folder you want to import.

Find duplicate document names

You can add duplicate documents to a managed library, but duplicate document names cannot exist in the same folder. If duplicate document names are found, you should ensure that you are adding the correct document to the library.

Find invalid document names

SharePoint supports the same conventions that the file system supports for naming folders and documents. Folder names, document names, document numbers, and revision numbers can consist of all Unicode characters except the following characters: # : \ ? * < > % / | " ~ & { }

In addition to the invalid characters listed, you cannot use a period (.) :

When these characters are encountered during the Add to Solid Edge SP process, the invalid characters are replaced using a character your choose. The replacement character is determined by the Solid Edge SP preference, SolidEdge_AddtoIXT_Replace_Character. Comments are added to the log file indicating the old and new filenames, or old and new document number or revision number.

Search your local folder for invalid document names before adding them to SharePoint.

Review mapping information for document types versus default content type

The datapreputilitiestemplate.xlsm includes the worksheet, Content Types-Solid Edge SP. This worksheet provides the mapping information for document type versus default content type. You can edit the values in the table, and you can add new rows of information when you need to.

Document Extension

Part Content Type

Revision
Content
Type

Default
Content
Type

par

Part

Part-Revision

SE-Part

dft

Part

Part-Revision

SE-Draft

psm

Part

Part-Revision

SE-Sheetmetal

asm

Part

Part-Revision

SE-Assembly

pwd

Part

Part-Revision

SE-Weldment

dwg

Part

Part-Revision

Solid Edge SP-Document

dxf

Part

Part-Revision

Solid Edge SP-Document

Creating custom properties

You can create custom Solid Edge properties to define which object the property goes to. For example, you can create custom properties to define the Item Revision for non-Solid Edge documents including image files, .pdf documents, and Microsoft Office documents (MS Word, MS Excel, MS PowerPoint). You can also create custom properties to define the properties for non-graphic parts.

There are three basic steps to creating custom properties:

Tip:

Refer to the Solid Edge Help topic for instructions.

Custom properties should also be added to the columns of the analysis spreadsheet datapreputilitiestemplate.xlsm explained in the Fine Tune Your Data section.

Conduct a dry run with Add to Solid Edge SP

You can use the Add to Solid Edge SP program to perform a dry run to accomplish many of the document preparation tasks.

As the dry run scans the list of documents to be added to SharePoint, it checks for file name length, invalid characters, and identifies files that contain broken links. In the event duplicate document numbers are discovered, the dry run erases the document number of one of the parts in preparation for adding the documents to the managed environment. The dry run builds an ordered list of your files and produces the list in .xmlm format ready for use with the Analyze files program.

During the dry run, you have the opportunity to view log files and suspend the Add to Solid Edge SP process to fix the broken links. If no broken links were found, you can add the documents to SharePoint and update the status of the documents to Checked In.

To learn more about using Add to Solid Edge SP, see the Solid Edge Help topic, Adding documents to a Solid Edge SP managed environment.

Automated tools for data analysis

To make the task of preparing unmanaged files easier, a few programs designed to assist you with preparing and importing large batches of unmanaged data are made available to you in Start→Programs→Solid Edge ST6→Data Preparation when you install Solid Edge SP.

Note:

Microsoft Office Professional 2007 must be installed on the client to run the programs. The input file must be in .xlsm document format.

Analyze your unmanaged files

The Analyze program provides an automated set of tools for evaluating your unmanaged files. The program:

Fine tune your data

Fine-tune the data generated by the analysis through the use of the analysis spreadsheet, datapreputilitiestemplate.xlsm, so that it correctly represents the data that will be imported into SharePoint.

Caution:

It is imperative for your unmanaged data to be evaluated and corrected prior to import so you can have a correctly populated SharePoint database from the start and minimize future efforts.

If you use custom Solid Edge data properties, you must define the custom properties for use in SharePoint using the spreadsheet datapreputilitiestemplate.xlsm located in \Program Files\Solid Edge ST6 \Program. See the Help file Define custom properties prior to analysis for instructions.

Repair broken links

The Link Fixup program locates the Excel spreadsheet produced from the file analysis process and defines the parameters used for repairing broken links before you import them into SharePoint.

Update the files

The Modify program updates unmanaged Solid Edge files based on entries in the spreadsheet that is produced as the output of file analysis. New property values are saved in the unmanaged Solid Edge files.

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