Understanding Metadata in SharePoint

Oct 13, 2025 by vinooalluri.com 88 views

Introduction

When migrating a list or library from one site collection to another in SharePoint 2013, it's essential to preserve metadata to ensure that the content remains accurate and up-to-date. However, users often encounter issues with metadata preservation when using the Export-SPWeb and Import-SPWeb PowerShell commands. In this article, we'll delve into the challenges of metadata preservation and provide a step-by-step guide on how to successfully export and import a list or library while preserving its metadata.

Understanding Metadata in SharePoint

Before we dive into the solution, it's crucial to understand what metadata is and how it's stored in SharePoint. Metadata refers to the additional information associated with a list or library item, such as author, created date, modified date, and version history. In SharePoint, metadata is stored in the item's properties, which are represented as a collection of key-value pairs.

Challenges with Metadata Preservation

When using the Export-SPWeb and Import-SPWeb PowerShell commands, metadata preservation can be a challenge due to the following reasons:

Property mapping: When exporting a list or library, the Export-SPWeb command maps the properties of the source list to the destination list. However, if the property names or data types don't match, the metadata may not be preserved correctly.
Version history: When importing a list or library, the Import-SPWeb command may not preserve the version history of the items, leading to a loss of metadata.
Field types: If the field types of the source and destination lists don't match, the metadata may not be preserved correctly.

Step-by-Step Guide to Preserving Metadata

To successfully export and import a list or library while preserving its metadata, follow these steps:

Step 1: Prepare the Source and Destination Lists

Before exporting the list or library, ensure that the source and destination lists have the same field types and property names. If the field types or property names don't match, you may need to create a custom mapping file to preserve the metadata.

Step 2: Export the List or Library using Export-SPWeb

Use the Export-SPWeb PowerShell command to export the list or library from the source site collection. You can use the following syntax:

Export-SPWeb -Identity <source site collection URL> -Path <export file path> -IncludeUserSecurity -IncludeVersions

The -IncludeUserSecurity parameter preserves the user security settings, and the -IncludeVersions parameter preserves the version history of the items.

Step 3: Create a Custom Mapping File

If the field types or property names of the source and destination lists don't match, create a custom mapping file to preserve the metadata. You can use the following syntax:

<?xml version="1.0" encoding="utf-8"?>
<Mapping>
  <FieldMapping>
    <SourceField>SourceField1</SourceField>
    <DestinationField>DestinationField1</DestinationField>
  </FieldMapping>
  <FieldMapping>
    <SourceField>SourceField2</SourceField>
    <DestinationField>DestinationField2</DestinationField>
  </FieldMapping>
</Mapping>

Step 4: Import the List or Library using Import-SPWeb

Use the Import-SPWeb PowerShell command to import the list or library into the destination site collection. You can use the following syntax:

Import-SPWeb -Identity <destination site collection URL> -Path <export file path> -IncludeUserSecurity -IncludeVersions -MappingFile <mapping file path>

The -MappingFile parameter specifies the custom mapping file created in Step 3.

Step 5: Verify Metadata Preservation

After importing the list or library, verify that the metadata has been preserved correctly. You can use the following PowerShell command to check the metadata:

Get-SPListItem -Identity <list item URL> -List <list name> | Select-Object -ExpandProperty *

This command retrieves the properties of the list item and displays them in a table.

Conclusion

Preserving metadata is crucial when migrating a list or library from one site collection to another in SharePoint 2013. By following the step-by-step guide outlined in this article, you can successfully export and import a list or library while preserving its metadata. Remember to prepare the source and destination lists, create a custom mapping file if necessary, and use the Export-SPWeb and Import-SPWeb PowerShell commands with the correct parameters to preserve the metadata.

Additional Resources

For more information on exporting and importing lists and libraries in SharePoint 2013, refer to the following resources:

Troubleshooting Tips

If you encounter issues with metadata preservation, try the following troubleshooting tips:

Check the property names and data types of the source and destination lists.
Verify that the custom mapping file is correct and complete.
Use the -Debug parameter with the Export-SPWeb and Import-SPWeb commands to troubleshoot issues.
Consult the SharePoint 2013 PowerShell Cmdlets documentation for more information on troubleshooting.
SP2013 Export-SPWeb and Import-SPWeb: Preserving Metadata Q&A ================================================================

Introduction

In our previous article, we discussed the challenges of preserving metadata when migrating a list or library from one site collection to another in SharePoint 2013 using the Export-SPWeb and Import-SPWeb PowerShell commands. We also provided a step-by-step guide on how to successfully export and import a list or library while preserving its metadata. In this article, we'll answer some frequently asked questions (FAQs) related to preserving metadata when using the Export-SPWeb and Import-SPWeb commands.

Q: What are the common issues that occur when preserving metadata?

A: The common issues that occur when preserving metadata include:

Property mapping: When exporting a list or library, the Export-SPWeb command maps the properties of the source list to the destination list. However, if the property names or data types don't match, the metadata may not be preserved correctly.
Version history: When importing a list or library, the Import-SPWeb command may not preserve the version history of the items, leading to a loss of metadata.
Field types: If the field types of the source and destination lists don't match, the metadata may not be preserved correctly.

Q: How can I prepare the source and destination lists for metadata preservation?

A: To prepare the source and destination lists for metadata preservation, follow these steps:

Verify field types: Ensure that the field types of the source and destination lists match.
Verify property names: Ensure that the property names of the source and destination lists match.
Create a custom mapping file: If the field types or property names don't match, create a custom mapping file to preserve the metadata.

Q: What is a custom mapping file, and how do I create one?

A: A custom mapping file is an XML file that maps the properties of the source list to the properties of the destination list. To create a custom mapping file, follow these steps:

Open Notepad or a text editor: Open Notepad or a text editor and create a new file.
Add the XML header: Add the following XML header to the file:

<?xml version="1.0" encoding="utf-8"?>

Add the mapping elements: Add the following mapping elements to the file:

<Mapping>
  <FieldMapping>
    <SourceField>SourceField1</SourceField>
    <DestinationField>DestinationField1</DestinationField>
  </FieldMapping>
  <FieldMapping>
    <SourceField>SourceField2</SourceField>
    <DestinationField>DestinationField2</DestinationField>
  </FieldMapping>
</Mapping>

Save the file: Save the file with a .xml extension, such as mapping.xml.

Q: How do I use the Export-SPWeb and Import-SPWeb commands with a custom mapping file?

A: To use the Export-SPWeb and Import-SPWeb commands with a custom mapping file, follow these steps:

Export the list or library: Use the Export-SPWeb command to export the list or library from the source site collection. Specify the custom mapping file using the -MappingFile parameter:

Export-SPWeb -Identity <source site collection URL> -Path <export file path> -IncludeUserSecurity -IncludeVersions -MappingFile <mapping file path>

Import the list or library: Use the Import-SPWeb command to import the list or library into the destination site collection. Specify the custom mapping file using the -MappingFile parameter:

Import-SPWeb -Identity <destination site collection URL> -Path <export file path> -IncludeUserSecurity -IncludeVersions -MappingFile <mapping file path>

Q: What are some troubleshooting tips for metadata preservation issues?

A: Some troubleshooting tips for metadata preservation issues include:

Verify the property names and data types: Ensure that the property names and data types of the source and destination lists match.
Verify the custom mapping file: Ensure that the custom mapping file is correct and complete.
Use the -Debug parameter: Use the -Debug parameter with the Export-SPWeb and Import-SPWeb commands to troubleshoot issues.
Consult the SharePoint 2013 PowerShell Cmdlets documentation: Consult the SharePoint 2013 PowerShell Cmdlets documentation for more information on troubleshooting.

Conclusion

Preserving metadata is crucial when migrating a list or library from one site collection to another in SharePoint 2013. By following the step-by-step guide outlined in this article and answering the FAQs, you can successfully export and import a list or library while preserving its metadata. Remember to prepare the source and destination lists, create a custom mapping file if necessary, and use the Export-SPWeb and Import-SPWeb PowerShell commands with the correct parameters to preserve the metadata.

Additional Resources

For more information on exporting and importing lists and libraries in SharePoint 2013, refer to the following resources:

Troubleshooting Tips

If you encounter issues with metadata preservation, try the following troubleshooting tips:

Check the property names and data types of the source and destination lists.
Verify that the custom mapping file is correct and complete.
Use the -Debug parameter with the Export-SPWeb and Import-SPWeb commands to troubleshoot issues.
Consult the SharePoint 2013 PowerShell Cmdlets documentation for more information on troubleshooting.