SharePrep - Prepare File Names for Import into SharePoint

 

Download
Registration
Screen Shots
Feedback
Support
F.A.Q.


Other software:
DelinvFile
PurgeIE
PurgeFox

Utility for Renaming Files and Folders for SharePoint Import

from the author of DelinvFile and PurgeIE

 

Great for OneDrive for Business and SkyDrive Pro

 


SharePrep 3.01 supports XP, VISTA, Win-7 and Win-8 [32 & 64 bit] 


 

Beginning with version 3.01, 
SharePrep
includes UniCode logic to enable processing of file and folder
 names containing characters from other languages.

Beginning with version 2.03, 
SharePrep
no longer requires "Run as Administrator".

Beginning with version 2.02, 
SharePrep
includes functions for truncation of long names.



SharePrep is a special-purpose utility program for SharePoint that you can use to correct file and folder names in preparation for importing data into Microsoft's SharePoint Server and MOSS. The folder and filenames within SharePoint have more restrictions than for normal Windows operation.   These restrictions are for both special characters and length of the file names and folder names.

If you are seeing either of the following messages, SharePrep can help...


The file or folder name <name> contains invalid characters. Please use a different name. Invalid characters include the following:

~ " # % & * : < > ? / \ { | }.

The name cannot begin or end with a dot and cannot contain consecutive dots.

The specified file or folder name is too long. The URL path for all files and folders must be 260 characters or less (and no more than 128 characters for any single file or folder name in the URL). Please type a shorter file or folder name.

 

In addition to truncation, SharePrep provides for user-defined character string substitutions which you can use to abbreviate common words in the file and folder names.  This can help you retain usable names. 

 


Download SharePrep - Utility for Renaming Files and Folders for SharePoint   Click to access download page for SharePrep

The current version of SharePrep is 3.01.

SharePrep supports Windows, XP, VISTA,
Win-7
 and Win-8 [32 & 64 bit] systems 



The following are the currently known File and Folder name restrictions for SharePoint:

1. The name can not contain any of the following characters:

"
-
Quotation mark
#
-
Number sign
%
-
Percent Sign
&
-
Ampersand
*
-
Asterisk
:
-
Colon
<
-
Less than Symbol
>
-
Greater than Symbol
?
-
Question Mark
\
-
Backslash
{
-
Left Brace
}
-
Right Brace
|
-
Pipe
~
-
Tilde
/
-
Slash

 

2. The name can not begin or end with a period

3. The name can not contain a double period

4. The file name can not exceed 128 characters in length

5. The folder name can not exceed 128 characters in length.



SharePrep provides a convenient user interface to allow you to search your file names and folder names for the above restrictions and provides functions for automatically renaming the file and folder names to replace the restricted characters.

SharePrep is configurable.  You can define the action to be used by the rename function for each of the restricted characters. For each, you can choose to delete the character, replace with a blank or replace with a character or string of characters you specify.

You can add additional entries to Options table.  A string of characters can be used for both the search and the replacement characters.  This gives you a means for abbreviating portions of file and folder names for the purpose of shortening their names to meet the SharePoint name length restrictions.

SharePrep provides a convenient User Interface for selecting the folder for processing, setting the Options table and Repairing the file and folder names.
 

SharePrep is not just for SharePoint.  Some customers are using SharePrep in their routine maintenance procedures to bulk rename invalid files and folders.  For example, some backup / recovery programs have name restrictions.  These customers are dealing with files downloaded from the Web and files from non-Windows systems.

The current version of SharePrep implements batch execution.  This incorporates use of a command file and provides for use of an alternate options file.

The current version also provides for user override of the 128 byte length tests.  This is to give non-SharePoint customers a means for avoiding the name length error messages.


Truncation

Recent changes include functions for truncating long file and folder names to user specified lengths.  This is available for both Auto Repair and manual renaming.  This should facilitate getting your names under the 128 character limit.

 

The Resolve Duplicate Names function can be used to resolve any duplicates created by truncation, etc..  

Note that the optional truncation is applied after performing the designated character substitutions.


Trial Period and Limitations

SharePrep is currently distributed only as a Limited-Trial. The rename and delete functions are available, but limited, in Limited-Trial mode.

The reason for this marketing approach is that many organizations may need SharePrep for only a single one-day conversion.  The Limited-Trial is limited to 15 days and the number of renames / deletes is limited to 50.

However, this approach permits you to use SharePrep as a diagnostic tool to check the lengths of file and folder names as well as to identify the quantity of names that require renaming.  In short, you can determine whether you need the rename functions of SharePrep before committing to the purchase of a license.  

Upon purchasing a license, you will be sent a Registration Code which you enter into SharePrep to complete the registration process. This will enable all of the program's functions.

Site Licenses or Multiple-use Licenses are available for larger organizations that need them. These licenses are priced based on the number of computers that would make use of the program.  An additional 25% discount is available for Site Licenses for educational institutions, public libraries and government facilities.   [Request a Quote]

 



If your company requires you to fully test software prior to purchase and you are likely to purchase if you could verify that SharePrep would work on your projects and systems, Request a Trial Registration



SharePrep
makes use of the short form of file and folder names to perform the renames.  This is the older 8.3 format of the names that are normally maintained in the directories of the drive volumes.  Some have modified their systems to avoid the creation of the 8.3 names on NTFS volumes.  This can cause some renames to fail.

Further, some larger data centers have transferred MAC-created files to their servers.  As MAC systems allow filenames considered invalid to Windows systems,  SharePrep may have trouble with these particularly when the invalid character occurs within the short name.

Therefore, Assistance & Resources for Computing, Inc. will refund the license fee upon receipt of proof that SharePrep is unable to perform as advertised.  Any request for a refund must be made within 30 days of the purchase.


Credits

The credit for the idea to create SharePrep belongs to Göran Husman.   He is an author, SharePoint MVP, Consultant & Trainer residing in Stockholm, Sweden.  Göran is president of HumanData Inventus AB - http://www.humandata.se/   He has published several SharePoint books.

Göran first requested a change in the scan function of Delete Invalid Files, to search for additional characters.  After receiving a pre-release copy of the program with the enhanced function, he requested that the program be enhanced to automatically rename files to replace the given characters.  

He explained that he had a client with a project containing over 55,000 files to be imported into SharePoint.  The scan revealed that there were over 1,000 files with restricted characters that would have to be manually modified before importing into SharePoint.

Development of SharePrep began the next day.


 

[PurgeIE Home Page]  -  click to access PurgeIE Home Page


Assistance & Resources for Computing, Inc
Copyright © 2007-2013.  All rights reserved.
Revised: July 24, 2014