Code Explainer

PowerShell Script for Moving Files in SharePoint

This script automates file relocation within SharePoint by utilizing the PnP PowerShell module. It processes a CSV list of filenames, moves found files to a specified folder, and includes error handling and batch processing to ensure

Prompt

# Import PnP PowerShell module
Import-Module PnP.PowerShell

# Connect to the SharePoint site
Connect-PnPOnline -Url "https://yourtenant.sharepoint.com/sites/yoursite" -UseWebLogin

# Path to your CSV file
$csvPath = "C:\path\to\your\filenames.csv"

# Destination folder relative URL
$destinationFolder = "/sites/yoursite/Shared Documents/YourDestinationFolder"

# Import the CSV file
$files = Import-Csv -Path $csvPath

# Initialize counters
$batchSize = 50  # Number of files to process in one batch
$currentBatch = 0

# Loop through each file name in the CSV
foreach ($file in $files) {
    $fileName = $file.FileName # Assuming your CSV has a column 'FileName'

    # Search for the file in the document library
    $fileItems = Get-PnPListItem -List "Documents" -Query "$fileName"

    # If multiple items are found or it's not an array, ensure it's treated properly
    if ($fileItems.Count -eq 1) {
        $fileItem = $fileItems[0] # Get the first (and hopefully only) item
        $fileUrl = $fileItem.FieldValues["FileRef"]

        # Move the file to the destination folder
        Move-PnPFile -ServerRelativeUrl $fileUrl -TargetUrl "$destinationFolder/$fileName" -Force
        Write-Output "Moved $fileName to $destinationFolder"
    } elseif ($fileItems.Count -gt 1) {
        Write-Output "Multiple files found for $fileName, skipping."
    } else {
        Write-Output "File $fileName not found."
    }

    # Increment the batch counter
    $currentBatch++

    # Pause to avoid overwhelming the server
    if ($currentBatch -eq $batchSize) {
        Write-Output "Processed $batchSize files, pausing for 15 seconds..."
        Start-Sleep -Seconds 15
        $currentBatch = 0
    }
}

# Disconnect from SharePoint
Disconnect-PnPOnline

Answer

Code Explanation: PowerShell Script for Moving Files in SharePoint

The provided code snippet is a PowerShell script that automates the process of moving files from one folder to another in a SharePoint site by leveraging the PnP PowerShell module. Below is an analysis and breakdown of the code.

1. Importing the PnP PowerShell Module

Import-Module PnP.PowerShell

Purpose: This line imports the PnP PowerShell module, which contains cmdlets specifically designed for SharePoint operations. This module must be installed prior to running the script.

2. Establishing a Connection to SharePoint

Connect-PnPOnline -Url "https://yourtenant.sharepoint.com/sites/yoursite" -UseWebLogin

Purpose: This command connects the script to the SharePoint site located at the provided URL. The -UseWebLogin parameter allows users to log in via a web browser prompt, which is useful for authentication especially when using multi-factor authentication (MFA).

3. Defining File and Destination Variables

$csvPath = "C:\path\to\your\filenames.csv"
$destinationFolder = "/sites/yoursite/Shared Documents/YourDestinationFolder"

$csvPath: Specifies the path to a CSV file that contains the list of filenames to be processed.
$destinationFolder: This is the relative URL for the destination folder in SharePoint where the files will be moved.

4. Importing the CSV File

$files = Import-Csv -Path $csvPath

Purpose: This command reads the CSV file and imports the data into a variable named $files. The CSV is expected to have a column named "FileName" that contains the names of the files to be moved.

5. Initializing Counters

$batchSize = 50
$currentBatch = 0

$batchSize: Defines how many files will be processed in a single batch (in this case, 50).
$currentBatch: This variable keeps track of the number of files processed in the current batch.

6. Looping Through the Filenames

foreach ($file in $files) {
    $fileName = $file.FileName

Purpose: This loop iterates over each file entry from the CSV. The FileName field from each CSV row is stored in the $fileName variable.

7. Searching for the File

$fileItems = Get-PnPListItem -List "Documents" -Query "$fileName"

Purpose: This command searches for items in the "Documents" library where the FileLeafRef (the actual file name in SharePoint) matches the current $fileName. It uses CAML (Collaborative Application Markup Language) to define the query structure.

8. Conditional Handling of Search Results

if ($fileItems.Count -eq 1) {
    ...
} elseif ($fileItems.Count -gt 1) {
    ...
} else {
    ...
}

Purpose: This block checks how many files were found that match the query:
- If exactly one file is found: It proceeds to move that file.
- If multiple files are found: Outputs a message indicating that it is skipping that file due to ambiguity.
- If no files are found: Outputs a message indicating that the file was not found.

9. Moving Files

Move-PnPFile -ServerRelativeUrl $fileUrl -TargetUrl "$destinationFolder/$fileName" -Force

Purpose: This command moves the specified file to the target destination folder in SharePoint. The -Force parameter allows the command to overwrite any existing files with the same name at the destination.

10. Batch Processing Control

$currentBatch++
if ($currentBatch -eq $batchSize) {
    Start-Sleep -Seconds 15
    $currentBatch = 0
}

Purpose: Each time a file is processed, the counter is incremented. Once it reaches the defined batchSize, the script pauses for 15 seconds to avoid overwhelming the SharePoint server. This mitigates potential throttling or performance issues.

11. Disconnecting from SharePoint

Disconnect-PnPOnline

Purpose: This final command disconnects the session from the SharePoint site, which is a good practice after completing operations.

Additional Key Concepts Explained

CAML (Collaborative Application Markup Language): A query language used in SharePoint to query and manipulate data. It's essential for fetching items using specific criteria.
Batch Processing: The division of tasks into smaller groups to manage load better and prevent server overload.

Summary

This PowerShell script efficiently manages files in a SharePoint site by importing a list of filenames from a CSV file, searching for each file in a specified document library, and moving them to a designated folder while handling potential errors. Proper connection management and pacing through batch processing are key features of this script, ensuring reliable operations in SharePoint.

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