Property templates can be used when copying content to have a greater control over the migration. They allow you to select the options used for the copy and to set custom actions for all of the destination list or library’s columns. You can use the built-in " Copy Now Template", "Create a Custom Template", or " Full Copy Template".
Whenever you copy content using Copy SharePoint Content, you will be prompted to select a property template for the copy.
A. The Copy Now template is always available and will copy every mapped property (see Map Properties) while preserving version history, permissions, content approval status, authors and timestamps.
B. Creating a template can be done by simply clicking on "+ Create a Custom Template". Once created, templates will appear below the "+ Create a Custom Template" button. Each template is associated to a destination list or library and cannot be reused for other destinations.
C. Edit a template by clicking on the pencil icon located on each template button.
D. Delete a template by clicking on the X located on the far right of the template button.
- Click on "Import/export templates".
This will open the Import/Export window.
- To Export, select one or multiple templates and click on Export, then choose the location where you want to save the .sgt file.
- To Import, click on Import, and then select the.sgt file that was previously exported. This will add the imported template(s) to the list of available templates for that destination list or library.
Copy Now Template
The Copy Now template is always available and will copy every mapped property (see Map Properties) while preserving version history, permissions, authors and timestamps.
Create a Custom Template
Creating a template can be done by simply clicking on "+ Create a Custom Template" (see Manage Templates). Once created, templates will appear below the "+ Create a Custom Template" button. Each template is associated to a destination list or library and will not be displayed for other lists or libraries.
A. This is a field to set your template name.
B. This option allows you to set the Checked-In value for documents that are copied over to SharePoint. The setting will allow to Check In as a Draft or Published version of a document, or keep the same value as the source. This option will only be available if the destination Document Library supports Versioning.
C.This option allows you to set the approval status value of items and documents copied over to SharePoint. This option will only be available if the destination list supports Content Approval. See Approval Status section for more details.
D.This option will bring over the values in the "Created By", "Created", "Modified By" and "Modified" columns while copying. See Authors and Timestamps section for more details.
E. This option will preserve version history while migrating. For the option to be available, versioning should be enabled on the destination list or library. If the destination only allows for major versions, only the source major versions will be copied, not the draft (minor) versions.
F. This option will preserve item-level permissions while migrating. With this option selected, all the item-level permissions will be preserved when copying, taking into consideration mapped users and groups and mapped permission levels. If it is not selected, everything will be set to inherit permissions from its parent (which is the default behavior in SharePoint).
G. This option will preserve WebParts when copying pages.
H. This option will preserve user alerts associated to the items. This requires the server extension on the source and destination site
I. This option will correct your links. This means that items that link to another item in your source site will be corrected during the migration to link to items in your destination site. For example, if you have a Wiki page library and 2 pages in this library : a Details page and a General page. The General page contains a link to the Details page. If you migrate those 2 pages to a new Wiki page library on a new site and you don't select the option to correct links, the new General page will contain the exact same link as it did before, which means that it will link to the old Details page. If you select the option to correct links, the new General page will link to the new Details page.
J. This option allows you to completely eliminate any folder structure you had when copying to the destination and put every item or document at the top-level.
K. This option allows you to limit the number of versions to be migrated, Sharegate will however always conserve the latest major version. By not selecting this and selecting the "Preserve version history" option, Sharegate will copy all versions.
L. This option allows you to limit the content to be migrated by selecting a date range, based on the latest version of the item. Selecting "All time" will make Sharegate ignore the limit (everything will be migrated). Selecting "Custom" will allow you to enter a date range. Sharegate will only copy the items that were last modified during the selected date range. Not selecting one of the dates here will make Sharegate ignore the limit (for example, setting the "from" date to 9/23/2013 and leaving the "to" date empty will make Sharegate copy everything that was modified since 9/23/2013).
M. This option allows you to limit the content to be migrated by specifying the extensions of the files. The filter is available only when migrating libraries. Selecting "Include all" will make Sharegate migrate all your content. Selecting "Limit to" or "Exclude" will allow you to enter the extensions to filter with. You can delimit your extensions with a ";". With "Limit to", Sharegate will only copy items for which the file extension matches one of the extension specified. With "Exclude", Sharegate will copy all files except items for which the file extension matches one of the extension specified.
N. See Metadata section for more details.
- imported template(s) to the list of available templates for that destination list or library.
Full Copy Template
The Full Copy template is always available and will copy every mapped property (see Map Properties) while preserving version history, permissions, authors and timestamps.
Note that Sharegate will not copy links for files that are shared with a link. Click here for more information on this.
This option allows you to set the approval status value for items and documents copied over to SharePoint. The setting will allow you to set the status to:
- Ignore (does not set approval status)
- Same as current (will match the source property)
Note that this option will only be available if the destination list has Content Approval enabled.
Authors and Timestamps
This option will bring over the values in the "Created By", "Created", "Modified By" and "Modified" columns while copying. This can be used along with the Map Users and Groups functionality to control the information you bring over in case some authors of some documents do not exist on the destination site. If this option is not selected, the "Created By" and "Modified By" values will be set to the user performing the migration and the "Created" and "Modified" dates will be set to the date and time when the migration was performed.
Exceptions: In some cases, a server-side install is required to preserve authors and timestamps. Please visit the Server Extension guide for more information.
You can set different actions to execute on the fields of the destination list or library while copying content. Those actions are based on the content type of the item currently being copied, so you can set a different action to be used for the same column in two different content types.
Those actions can be set on almost all SharePoint fields. Here is a list of the supported field types:
- Single Line of Text
- Multiple lines of text
- Date and Time
- Yes/No Checkbox
- Person or Group
- Hyperlink or Picture
- External Data (Provided the column was created using the same settings)
- Managed Metadata (Provided the terms exist already)
- Enterprise Keywords
- Full HTML content with formatting and constraints for publishing
- Image with formatting and constraints for publishing
- Hyperlink with formatting and constraints for publishing
- Summary Links data
- Rich media data for publishing
You can edit hidden properties that are not always available through the SharePoint user interface (in your browser) when copying content. These are clearly identified under each Content Type selected in the Property Template.
Different actions can be applied to the destination properties while copying content. This can include applying mapped values, mapped values with a default in case it is empty, custom values, prompted values or ignoring the field. To set an action on a destination property for a given content type, click on the dropdown menu associated with a column.
Set mapped value will set the value specified in the source column mapped with the given destination column. An indicator will appear to let you know if it is mapped to a source property already or if you need to set the mapping. Clicking on Set mapping will open the Map Properties window.
Set custom value will allow you to set a specific value to be used in a given column for a given content type while copying content.
Ask a value will stop at each item being copied using this content type and will ask you to specify a value for it.
Ignore will ignore this field and skip it.
Set mapped value or default will do the same as "Set mapped value", but if the resulting value is blank, it will use the default value that you specified.
When migrating content to Office 365, a special pipeline is offered by Microsoft that can significantly increase migration speeds. You first have to configure the Performance Options.