• Overview
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BulkMetadataManager enables organizations to make optimum use of the capabilities of the SharePoint platform and improve user productivity and adoption. Using metadata in SharePoint columns allows for filtering, sorting, grouping and powerful searches. Lastly, it helps organizations meet compliance criteria (e.g., destroy content 7 years after the last modification).

Manage metadata in bulk

Select documents using CAML

Use CAML query to select documents for processing.

Extract properties from documents

Extract the relevant properties from the documents

Upload metadata to SharePoint

Upload the extract properties as metadata to SharePoint

Product Features

View all features in a single overview

See all features below

Check out how BulkMetadataManager extends standard SharePoint functionality for managing metadata



Leverage metadata

BulkMetadataManager offers unique functionality to harvest metadata stored in SharePoint documents and capture the values as SharePoint metadata.
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Overview

BulkMetadata extracts properties present within SharePoint documents (e.g., sent date, subject, … from emails, keywords from PDF files, last modified date from Office files), and uploads the extracted values into SharePoint columns. The application runs on a separate computer system and does not require any user interactions.

The application enables organizations to make optimum use of the SharePoint platform and improve productivity and user adoption. Using metadata in SharePoint columns allows for filtering, sorting, grouping and powerful searches. By extracting the created / modified dates from the actual documents (docx, pdf, msg, …) and not the import date, organizations can ensure data is retained/destroyed conform legal requirements.

Basically, the application:
– downloads documents based on a CAML query
– extracts the document properties
– uploads the metadata to SharePoint columns.

Common use cases:
– add metadata (e.g. sent date) to emails stored in SharePoint
– extract order details from PDF files residing in SharePoint
– extract last modified dates from emails, pdf files and Office files in SharePoint using the properties stored within the files (and not the date when the document was uploaded)
– make email attachments (pdf, docx, xlsx, pptx, vsdx, xml, csv, txt and zip) searchable

BulkMetadataManager in-depth

The following figures show the document details before and after running the application.
Metadata before:

Metadata after:

Supported file types and properties
The following properties can be extracted from documents stored in SharePoint:

Recover original create and modify dates
BulkMetadataManager allows for using the original create and modify dates present within files as SharePoint Created and Modified dates.
Existing situation

After extraction the original create and modify dates are used as Created and Modified dates

Making email attachments searchable
SharePoint Search does not index all email attachments. Our tests in different tenants indicate this is well below 50%. This results in blind spots in the search index. This affects users (and compliance officers) because search will not include the emails in the search results list. BulkMetadataManager allows organizations to have full visibility of their SharePoint data without having many blind spots. In short, BulkMetadataManager is a critical component to comply with privacy and other regulations.

Logging
The application generates multiple log files:
– a summary log file with high level details
– a detailed log file with details for the individual documents
– a whatif log file with the details of the extracted properties (if the WhatIf property is set to true)

Performance
The application is optimized for performance by using parallel processes for downloading documents and setting metadata, caching, and other optimization techniques. Under optimized conditions the application can process 10 documents per second. The application is build to handle very large number of documents (100000’s and more). In addition, the application architecture allows for scaling out by using separate computer systems.

BulkMetadataManager can handle throttling by SharePoint Online and will automatically resume after the retry-after period has expired. The application also supports large lists exceeding the list view threshold (5000 items).

WhatIf
The WhatIf option allows for assessing the application and the configuration without uploading the metadata to SharePoint. The extracted document properties are saved to a separate csv file for further analysis.

Deployment
This comprises of the following steps:
– install the BulkMetadataManager application (exe) on a separate computer (e.g., smallest Azure VM server, laptop, …)
– add/deploy Content Type to the SharePoint librarie(s) (if not already present)
– configure the metadata mapping using a static properties file (or using tenant properties)
– configure the ini file for your environment (this allows for granular control which sites and/or libraries are processed)
– update the CAML file to select the documents of interest
– run the tool via the cmd line

BulkMetadataManager can also be scheduled via the standard Windows Task Scheduler. This allows for extracting metadata from documents independent of the way they have been added to SharePoint (via web interface, OneDrive for Business, mobile applications, Power Automate, external applications, …).

Granular control
The use of a CAML query allows for granular control which documents are to be processed. BulkMetadataManager will only process documents selected using the CAML query and where the content type is present in the document’s library.

Supported environments
BulkMetadataManager supports SharePoint Online. Contact us if you have specific requirements.

Enhancements
The following enhancements will be implemented in future releases:
– support for other file formats such as jpg, png, mp4, mov, …
– support for importing metadata from csv files (to complement the extracted document properties)
– support for labelling documents (retention/sensitivity)

The target audience for running the application includes SharePoint administrators and site collection administrators. It is not intended for use by end-users.

Additional information

For further information check out the following sources:

In short: BulkMetadataManager offers unique functionality to manage the metadata of your SharePoint documents. It improves user productivity and enhances compliance with privacy, archiving and other regulations.