030-070 MetaServer Export – Export to SharePoint

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, Processed PDF is selected. This means that the output will be a PDF, no matter what the original imported file type was.

- PDF/TIF/JPG/PNG attachment: refers to the original PDF, TIF, JPG or PNG files that were imported with an Import Email action.

- Excel / Word attachment*: refers to Excel or Word files that were imported with an Import Email action.

- Original Body PDF: refers to the email body converted to PDF format.

- Email PDF: refers to the complete imported email, including all its attachments, 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.

- Imported PDF/TIF/JPG/PNG*: refers to the original PDF, TIF, JPG or PNG files that were imported with an Import from Folder action.

- Imported Excel / Word: refers to the original Excel or Word files that were imported by with an Import from Folder 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.

- Processed TIF: refers to the TIF version of an imported document or attachment converted to TIF with a Convert to Multipage TIF action.

- Processed JPG: refers to the JPG version of an imported document or attachment convert to JPG with a Convert to JPG action.

NOTE: Technically any imported file format such as TIF, JPG and PNG are internally converted to PDF first. So, if you want to separate an imported multipage TIF file and export the separated TIF files, you need to add a Convert to Multipage TIF action before exporting. In the export action, select "Processed TIF" as the File Source.

* = To import Excel or Word documents, you'll need to have a license of the “Import Office Documents” module.

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

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 SharePoint properties of the selected content type will be listed in the field mapping table.

You can also choose to dynamically switch content types using a field. Press the “…” button to select the dynamic field.

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) Type: this indicates the column type, like Text, Note, Number, DateTime* or Boolean.

3) 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.

*IMPORTANT – IN CASE OF AN “INVALID DATE” ERROR: SharePoint only accepts dates between 01/01/1900 and 12/03/8900. If a date is exported that is not between this range, the Export to SharePoint action will fail with an invalid date error and the document will end up in the Errors tab.

Work-arounds:

1. Put a date range check in your Validate Date and Time rules to avoid sending a date before 01/01/1900.

2. If you want to use dates before 01/01/1900, you’ll need to create a “Text” field instead of a “Date” field in your SharePoint library.

3. Since MetaServer version 3.1.23, you can correct the field value in the Errors tab. For example, in a rare case where your date is before 01/01/1900 and you did not have a Validate Date and Time step before exporting to SharePoint, you can correct or adjust that date in the Errors tab and Retry the action using that adjusted value.

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.