Frequently Asked Questions

1. Can DocKIT be installed and run from a client computer (workstation)?
2. Can I connect to a remote SharePoint server using DocKIT?
3. Does DocKIT support a batch file for import instead of setting up the import task through the Explorer interface?
4. How does DocKIT handle document or list item versions?
5. Does DocKIT propagate Custom Metadata Properties defined in documents?
6. Can I import folders & documents and list items to multiple SharePoint lists?
7. How does DocKIT associate the external metadata to the documents that are imported to SharePoint?
8. What types of columns cannot be included in the metadata?
9. What are the precautions to take while migrating documents to SharePoint using DocKIT?
10. The application error log file DocKITErrorLog.txt in the DocKIT application path is gradually increasing in size. Can I delete it?
11. Does DocKIT propagate the current NTFS permissions in my source folders and files to Microsoft SharePoint?
12. What is the required structure for the metadata file?
13. Can DocKIT update SharePoint default fields such as Created Date, Last Modified Date, Created By and Modified By fields in SharePoint for folders, files and list items?
14. Can DocKIT assign Content Approval Status for folders, documents and list items when importing them to a SharePoint list?
15. Can I replace unavailable users / groups with the valid users / groups while assigning values for the person or group column?
16. What permissions are required in SharePoint for DocKIT to import contents?
17. Can DocKIT import tasks be invoked from the command line or scheduled?
18. Does DocKIT support 'Audience Targeting' feature in Microsoft SharePoint?
19. Can I rename the documents that are already loaded in SharePoint library using DocKIT?
20. Can I work with a claims-enabled SharePoint site such as SharePoint Online in Office 365 using DocKIT application?

Q.1.

Can DocKIT be installed and run from a client computer (workstation)?

Yes, DocKIT can be installed and run from a Windows8/Windows 7/Vista/XP client computer with .NET Framework 4.0 or later.

Q.2.

Can I connect to a remote SharePoint server within my local network using DocKIT?

Yes, you can connect to a remote Microsoft SharePoint 2013 / Microsoft SharePoint 2010 / MOSS 2007 / WSS v3.0 server within your local network by specifying the required user credentials to connect to the remote SharePoint server.

Q.3.

Does DocKIT support a batch file for import instead of setting up the import task through the Explorer interface?

Yes, the current version of DocKIT supports batch import of documents and list items using a batch descriptor file. You can create a task of Import folders, files and metadata to SharePoint Libraries (Batch File Mode) or Import metadata to all SharePoint Lists (Batch File Mode)option and specify the import task settings to run in an interactive mode or a as scheduled task.

Q.4.

How does DocKIT handle document or list item versions?

DocKIT provides options to handle the condition where a document or a list item with the same reference name already exists in SharePoint, as the one currently imported to SharePoint. You can specify whether to overwrite the existing document or list item in SharePoint, retain existing version, update the latest version or leave the item as-is in SharePoint.

If you select the 'Overwrite' option, DocKIT deletes the document or list item in SharePoint (along with its version history) and imports the new document or list item. If you select the 'Create New Version' option, DocKIT retains existing document or list item versions in SharePoint and updates the document or list item as the latest version.

Q.5.

Does DocKIT propagate custom document properties defined in documents?

DocKIT imports the file properties seen in the 'Summary' tab of file properties in Windows Explorer, namely - Subject, Author, Category, Keywords, and Comments for all documents, except image files such as JPG, GIF etc. For MS-Office documents (Word, Excel, PowerPoint), 'Title', 'Manager', 'Company', 'Application Name', 'Word Count', 'Slide Count' etc. file properties can also be imported using DocKIT. The custom Microsoft Office document properties (available in Custom tab in document Properties screen) will be automatically propagated to SharePoint library automatically, when a column with same name exists in the SharePoint library.

Q.6.

Can I import folders & documents and list items to multiple SharePoint lists?

Yes. DocKIT allows you to import folders/documents and list items to multiple SharePoint lists in a single import session. You can do so by using the batch file task option or use the explorer like UI to drag-and-drop documents or list items into multiple lists along with associated metadata.

Q.7.

How does DocKIT associate the external metadata to the documents that are imported to SharePoint?

The field names that are specified in the HEADER of the external metadata file will be used to match the column names in the SharePoint library. DocKIT will assign the respective columns values specified for each document in the external metadata file to the respective documents in the SharePoint library. You must ensure that the field names in the metadata file and the SharePoint column names in the corresponding SharePoint library exactly match to ensure that the respective metadata values are assigned to the documents.

Q.8.

What types of columns cannot be included in the metadata?

DocKIT will not update System defined, Read-only and Computed columns in a SharePoint list.

Q.9.

What are the precautions to take while migrating file share contents to SharePoint using DocKIT?

• Ensure the network traffic is minimal while copying documents / files / metadata from remote shares on the network.

• Avoid running any other applications in the background during the content migration process.

• Temporarily disable any anti-virus software that may be running during the migration operation (if necessary).

• Good hardware configuration.

• Run the content migration tasks during off-peak usage of SharePoint environment.

Q.10.

The application error log file DocKITErrorLog.txt in the DocKIT application path is gradually increasing in size. Can I delete it?

Yes, you may delete this error log file. DocKIT generates an error log file in the Log folder in the common application data path (<Application Data Folder>\DocKITxx). The error log file tends to increase in size over a period of time especially if the application meets with frequent error conditions. The application does an "append" to the error log each time it runs. This is required for diagnostic purposes during trouble shooting. You may delete the error log file periodically. For each import task, DocKIT creates a task folder (same name as task name) and the error log file is stored in the respective task folder. You can use DocKIT's cleanup utility periodically to maintain the task files.

Q.11.

Does DocKIT propagate the current NTFS permissions in my source folders and files to Microsoft SharePoint?

Yes, the current version of DocKIT does propagate NTFS permissions to SharePoint. DocKIT requires user running DocKIT application must atleast have read permissions in the source folder / file to retrieve the NTFS users and must be the owner of the folder / file to retrieve NTFS permissions list. 

Q.12.

What is the required structure for the metadata file?

Refer to the relevant sections in the application help document for more information.

Q.13.

Can DocKIT update SharePoint default fields such as Created Date, Last Modified Date, Created By and Modified By fields in SharePoint for folders, files and list items?

Yes, DocKIT can update the Created Date, Last Modified Date, Created By and Modified By fields that are maintained by SharePoint. DocKIT can assign these values from the original source files’ properties (or) external metadata file column (or) specific values entered by the user. Please note that DocKIT client application is fully capable of updating the above mentioned fields without installing DocKIT Web Service component in the SharePoint server (especially in Office 365 Standard / Dedicated Server Edition). Refer About DocKIT section in the Help document for more information.

Q.14.

Can DocKIT assign Content Approval Status for folders, documents and list items when importing them to a SharePoint list?

Yes, DocKIT will be able to set the content approval status and related comments to the folders, documents and list items after uploading them to a SharePoint list / library. You can specify the approval status in an external metadata file (or) use a custom property defined in the document (or) assign a specific approval status (say Draft, Pending and Approved) for the items that are migrated during that session. Please note that DocKIT client application is designed to set the content approval status without installing DocKIT Web Service component in the SharePoint server (especially in Office 365 Standard / Dedicated Server Edition). Refer About DocKIT section in the Help document for more information.

Q.15.

Can I replace unavailable users / groups with the valid users / groups while assigning values for the person or group column?

Yes, you can use the user / group mapping feature to replace unavailable users / groups with the valid users / groups by selecting the appropriate User/Group Mapping Template in DocKIT import task wizard.

Q.16.

What permissions are required in SharePoint for DocKIT to import contents?

1. The following permissions must be enabled at the web application level:

   • Site Permissions - View Pages, Use Remote Interfaces, Open

   • List Permissions - Override Check Out, Add Items, Edit Items, Delete Items , View Items
      

2. For the content migration task to run as expected, the given user credential must have at least View, Add, Update and Delete permissions in the destination SharePoint list.

3. For DocKIT to perform a Cancel Checkout operation on a document or list item, which is currently checked out by another user, Override Check Out must be enabled in the List Permissions. Also, the user performing the import task must have Full Control in the destination SharePoint list.

4. For updating System Dates (Created Date and Last Modified Date), System Users (Created By and Modified By) and Content Approval (Approved, Pending and Draft) of folders / files / list items in SharePoint, the user name specified in SharePoint login / user account specified in the Run As parameter in the scheduled task should be:

   • Member of administrators group in the local server and remote SQL Server (or)

   • Application pool user account (or)

   • Owner of the site where the destination SharePoint list resides
      

5. For assigning roles and permissions, the given user credential must have Modify list permission level in the destination SharePoint list.

Q.17.

Can DocKIT import tasks be invoked from the command line or scheduled?

Yes, you can invoke import tasks created in DocKIT application using the import task wizard from either the DOS command prompt or Windows Task Scheduler. Please refer to the relevant sections in the application help document for more information.

Q.18.

Does DocKIT support 'Audience Targeting' feature in Microsoft SharePoint?

Yes, DocKIT supports 'Audience Targeting' feature available in Microsoft SharePoint Server 2010 and Microsoft Office SharePoint Server 2007. A file / folder can be assigned respective target audiences belonging to any of the following groups:

• Global Audiences group

• Security / Distribution group

• SharePoint group

You can provide the respective audience values (that belong to the above listed categories) separated with ';' in the external metadata file in order to assign them in 'Target Audiences' field of the respective document / folder in a SharePoint library. Please note that DocKIT expects DocKIT Web Service component to be installed in the destination SharePoint server in order to set the values that belong either to Global Audience group or Security / Distribution group.

Q.19.

Can I rename the documents that are already loaded in SharePoint library using DocKIT?

Yes. Refer to the relevant sections in the application help document for more information.

Q.20.

Can I work with a claims-enabled SharePoint site such as SharePoint Online in Office 365 using DocKIT application?

DocKIT supports Windows authentication, Forms authentication and Claims authentication methods seamlessly. For Windows and Forms authenticated sites, you can provide the user name and password using the option Use the following credential to connect to SharePoint. For sites that use federated identity (such as Office 365), select Use federated authentication (Web Single Sign-on) to connect to SharePoint option provided in the migration task wizard. Please read the relevant help section for more information.

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