Uploading files to the SharePoint Document Library and updating any metadata columns
Introduction
This article describes uploading files in a sequence to a SharePoint Document Library and then using CAML for updating each file's custom meta data. This article also describes how to use the DWS Web Service to create folders/subfolders in a Doc Lib and how to use the List Web Service to upload/update files inside a Doc Lib.
Background
In my organization, a large number of documents are scanned each day (.pdf), and we maintain a complex electronic system of approving documents and filtering/searching based on the respective metadata. Files are named in a specific manner. I had to write a Web Service named File Shunter in VB.NET which contains two functions: a function that takes the input folder and uploads the files to a server into a specific folder (this function also creates folders/subfolders based on the rules in the file name using the SharePoint DWS Web service), and another function for each document being uploaded, that extracts all the required metadata from the file name, and once the file has been uploaded, uses CAML and the List Web service (http://sp portal/subsite/_vti_bin/lists.asmx) to update the required metadata columns for the file. I use Web.config to store/retrieve the doc library name, portal name, user authentication etc... This code uses web services, so it is not required to run the code on the server where the portal is running (in cases where the SharePoint Object Model is used).
Another feature is we have to maintain the version history of each file. Since a file can be uploaded multiple times, we need to keep revisions. For this purpose, if version history is enabled in the document library and if a file's metadata is changed after it has been uploaded, it will become a new version. While we need to access and update the current file without making another version while updating it for this purpose, the function bEnableVersion(True/False) is used, which is set to True when uploading the file so that if the file already exists, then a version is generated inside the Doc Lib. But when updating its metadata, version history is set to false (bEnableVersion(False)). Another good feature of a document library is that it can be used as a mapped drive inside a file system (since it's a web folder). Our documentation dept. was used to accessing files from a shared folder before. Now, after files are uploaded to SharePoint, we just map the document library as a shared folder for each user so there is no difference for them to work/access these files. Just enable the WebClient service on the user's PC and map the Doc Lib (http://portal/site/doclib).
Using the code
There are two main functions: UploadDocument and WSSUpdateFile. The first function is passed the local file name (on the file system) and the remote file name (to be used inside the Doc Lib). Once the file is uploaded, the other function is passed the file name and any metadata column values to be updated. For test purposes, I created a column named "TestCol" in my test document library and passed it "Test Value". But this function can be passed as many number of metadata column values as required. Just add them in the XML batch inside the function with the column name and the value. To update file properties, normally, its ID is required to access it (even inside folders). I have used CAML to access the recently uploaded file and to get its ID, and then this ID is used in the List Web Service UpdateListItems function to update the properties of the file.
Included is the function "CreateFolder" which can be used to create any number of folder/subfolders within a Doc Lib. Most of the common required values like portal URL, Doc Lib name, user, password, domain, folder name (where files reside to be uploaded) are set into Web.config for easy modifications. The main function accesses these values to determine the required data and authentication. To upload the files, let's say from the D:\Test folder, in web.config, under the globalsharedpath key, add "<add key="GlobalSharedPath" value="D:\"/>". Pass only "D:\" and once the program is running, pass only "Test" in the input folder name. One thing to remember is that some of the SharePoint Web Services are site specific, which means you need to reference the exact site/subsite to play with it. For example, if I have a subsite under http://portal/sitedirectory/site, then the List Web Service reference should be like http://portal/sitedirectory/site/_vti_bin/lists.asmx.
<
configuration
>
<
appSettings
>
<
add
key
="SharePointServer"
value
=http://SP
Portal/Site
/>
<
add
key
="DocLibrary"
value
="Doclib"
/>
<
add
key
="User"
value
="User"
/>
<
add
key
="Domain"
value
="Domain"
/>
<
add
key
="Pwd"
value
="Pwd"
/>
<
add
key
="GlobalSharedPath"
value
="D:\"
/>
</
appSettings
>
Public
Function
UploadDocument(
ByVal
localFile
As
String
, _
ByVal
remoteFile
As
String
)
As
String
'
// Read in the local file
On
Error
GoTo
handler
Dim
r
As
Byte
()
Dim
Strm
As
System.IO.FileStream
=
New
System.IO.FileStream(localFile, _
System.IO.FileMode.Open, System.IO.FileAccess.Read)
Dim
reader
As
System.IO.BinaryReader
=
New
System.IO.BinaryReader(Strm)
Dim
filecontents
As
Byte
()
=
reader.ReadBytes(
CInt
(Strm.Length))
reader.Close()
Strm.Close()
Dim
sSPURL
As
String
=
ConfigurationManager.AppSettings(
"
SharePointServer
"
)
Dim
sDocLib
As
String
=
ConfigurationManager.AppSettings(
"
DocLibrary
"
)
Dim
sUser
As
String
=
ConfigurationManager.AppSettings(
"
User
"
)
Dim
sPwd
As
String
=
ConfigurationManager.AppSettings(
"
Pwd
"
)
Dim
sDomain
As
String
=
ConfigurationManager.AppSettings(
"
Domain
"
)
Dim
sRemoteFileURL
As
String
Dim
NC
As
System.Net.NetworkCredential
=
_
New
System.Net.NetworkCredential(sUser, sPwd, sDomain)
sRemoteFileURL
=
sSPURL
&
"
/
"
&
sDocLib
&
_
"
/
"
&
Trim
(
LTrim
(
RTrim
(remoteFile)))
sRemoteFileURL
=
Replace
(sRemoteFileURL,
"
"
,
"
%20
"
)
sRemoteFileURL
=
Replace
(sRemoteFileURL,
"
\
"
,
"
/
"
)
Dim
m_WC
As
WebClient
=
New
WebClient
m_WC.Credentials
=
NC
r
=
m_WC.UploadData(sRemoteFileURL,
"
PUT
"
, filecontents)
Return
"
TRUE
"
Exit Function
handler:
Return
Err.Description
End Function
Public
Function
WSSUpdateFile(
ByVal
sFileName
As
String
,
ByVal
sSiteDoc
As
String
, _
ByVal
sTestCol
As
String
)
As
String
Dim
sUser
As
String
=
ConfigurationManager.AppSettings(
"
User
"
)
Dim
sPwd
As
String
=
ConfigurationManager.AppSettings(
"
Pwd
"
)
Dim
sDomain
As
String
=
ConfigurationManager.AppSettings(
"
Domain
"
)
Dim
sFileIDinList
As
String
Dim
strBatch
As
String
=
""
sSiteDoc
=
Replace
(sSiteDoc,
"
%20
"
,
"
"
)
sSiteDoc
=
Replace
(sSiteDoc,
"
\
"
,
"
/
"
)
Dim
sFinalFilePath
As
String
Dim
sSPURL
As
String
=
ConfigurationManager.AppSettings(
"
SharePointServer
"
)
Dim
sDocLib
As
String
=
ConfigurationManager.AppSettings(
"
DocLibrary
"
)
Try
Dim
netAccess
As
System.Net.NetworkCredential
=
_
New
System.Net.NetworkCredential(sUser, sPwd, sDomain)
Dim
listService
As
New
SPLists.Lists
listService.Url
=
sSPURL
&
"
/_vti_bin/lists.asmx
"
listService.Credentials
=
netAccess
sFileIDinList
=
sGetID(listService.Url, sDocLib, sFileName)
If
sFileIDinList
<>
""
Then
sFinalFilePath
=
sSPURL
&
"
/
"
&
sDocLib
&
"
/
"
&
sFileName
'
Now we have FileID so update the list
strBatch
=
"
<Method ID='1' Cmd='Update'>
"
+
_
"
<Field Name = 'ID'>
"
&
sFileIDinList
&
"
</Field>
"
+
_
"
<Field Name = 'FileRef'>
"
&
sFinalFilePath
&
"
</Field>
"
+
_
"
<Field Name = 'TestCol'>
"
&
sTestCol
&
"
</Field>
"
+
_
"
</Method>
"
Dim
xmlDoc
=
New
System.Xml.XmlDocument
Dim
elBatch
As
System.Xml.XmlElement
=
xmlDoc.createelement(
"
Batch
"
)
elBatch.InnerXml
=
strBatch
Dim
ndreturn
As
System.Xml.XmlNode
=
_
listService.UpdateListItems(sDocLib, elBatch)
End
If
Return
"
TRUE
"
Catch
ex
As
Exception
Return
ex.Message
End
Try
End Function
Private
Function
sGetID(
ByVal
sURL
As
String
,
ByVal
sListGUID
As
String
, _
ByVal
sFileName
As
String
)
As
String
Dim
sUser
As
String
=
ConfigurationManager.AppSettings(
"
User
"
)
Dim
sPwd
As
String
=
ConfigurationManager.AppSettings(
"
Pwd
"
)
Dim
sDomain
As
String
=
ConfigurationManager.AppSettings(
"
Domain
"
)
Dim
netAccess
As
System.Net.NetworkCredential
=
_
New
System.Net.NetworkCredential(sUser, sPwd, sDomain)
Dim
L
As
New
SPLists.Lists
L.Credentials
=
netAccess
L.Url
=
sURL
Dim
xmldoc
As
XmlDocument
=
New
XmlDocument
Dim
query
As
XmlNode
=
xmldoc.CreateNode(XmlNodeType.Element,
"
Query
"
,
""
)
query.InnerXml
=
"
<OrderBy><FieldRef Name='Modified'
"
&
_
"
Ascending='False'></FieldRef></OrderBy>""
"
Try
Dim
caml
As
XmlNode
=
L.GetListItems(sListGUID,
Nothing
, query, _
Nothing
,
"
1
"
,
Nothing
)
Dim
id
As
String
=
caml.ChildNodes(
1
).ChildNodes(
1
).Attributes(
"
ows_ID
"
).Value
Return
id
Catch
ex
As
Exception
Return
ex.Message
End
Try
End Function
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