Import SharePoint Tasks and Lists to KanBo Board

With the KanBo Data Importer you will be able to import the whole SharePoint List's structure into KanBo Board and Cards.

The transfer is lossless and all List's elements will be transformed into chosen elements of KanBo.


We will present you 2 cases of importing SharePoint Lists: a simple Task list and a complex Custom list (step 3 and 4).







1. Prerequisites

1. Download the SharePoint Data Importer (PC Only)

Here is the package for lower than 2.55 versions of KanBo (without Personal KanBoHome) - ImportItemsToKanBo.zip


Here is the package for KanBo 2.55 or higher versions (with Personal KanBo Home)  ImportItemsToKanBo.zip



2. Generate a Certificate for SharePoint Items Importer 

Follow this manual to generate the certificate - http://community.kanbozone.com/topics/1410-create-a-certificate-for-kanbo-sharepoint-data-importer/ .


3. You can use this program on your PC and on any Virtual Machine.


4. Add the Certificate to the KanBo web.config


If you have KanBo hosted on Azure, please enter https://YOURKANBONAME.scm.azurewebsites.net, then go to the Debug console -> Powershell -> site -> wwwroot and start editing the web.config.


If you have KanBo hosted on premises, please enter the folder where all KanBo files are added (often it is inetpub -> KanBoSites -> Your KanBo Folder and start editing the web.config ).


In the web.config, please find the <authentication> section and enter there the following lines, adding a path to your freshly generated Certificate. Save the changes.


<provider id="login" type="AppSignedLogin">
<signer type="X509SignerFromFile" file="{Path to .cer} />
</provider>




2. Preparation in KanBo

1. Create a Board or Boards for all SharePoint Task Lists or Lists you would like to import - this step is obligatory. You can also use a previously created Board, but it's recommended to start with an empty one.

2. Add users present in the SharePoint List to this KanBo Board.

3. Enable Card statuses if you would like to import statuses from your SharePoint List.


TIP If users from the SharePoint list are not present and Card statuses in a Board are not enabled, a KanBo Note will store all information about it as a fallback.


3. Importing a simple Task List from SharePoint

1. Unzip the previously downloaded SharePoint Data Importer. Click on ImportItemstoKanBo.exe file.



2. Once the Importer is Launched, enter information in the following fields.


Certificate path - a path to your freshly generated certificate( f.e.x KanBoApiCert.pfx)

Certificate password - a password to your freshly generated certificate

KanBo URL - the URL address to KanBo to which you would like to import SharePoint lists to

Login - your KanBo Login

Is o365 - select this checkbox if you would like to import lists from SharePoint online. Unselect it if you are using the on premises version of KanBo.


2. Click on Next. Enter information in the following fields:
SharePoint Url - URL address of the Site Collection where your Lists are stored

SharePoint login - your SharePoint login

SharePoint Password - your SharePoint account password






3. Select a Board you would like to import your List to.



Select a SP List you would like to import to a Board.



Select a view of this List.




TIP: You can choose any of available List views. In this case, only items visible in this View will be imported to a KanBo Board. Also if you have previously filtered Items in a List view, only filter results will be imported to a KanBo Board.

TIP 2: If you would like to have 2 or more Boards which contain the same List (but in 2 different views), we recommend to create 2 Boards and import a List twice. In this case, it is essential to change the List view to different during this step.


Click on Next button once you fill all the fields.


4. Mapping List fields.

Every item of the SharePoint List can be imported as an element in KanBo. Please choose elements from KanBo in this view. 


Example:

Map Task Name as Title,

Map Due Date as DueDate,

Map Assigned To as Member,

Map Description as Note,

Map Priority as Label,

Map Task Status as List.



We recommend to:

Map a Task name as a Title,

Map due and end dates as a DueDate,

Map start dates as a Startdate,

Map people assigned as Responsible and Members,

Map Category as a Label,

Map Status as a Status.





TIP: We recommend to delete the "Completed" field from the SharePoint list and skip it. In the presented example, our SharePoint lists lacks this field and we are not importing it.

However, you can obviously decide not to delete this field and import it to KanBo as a Note. In such scenario, information about the "Completed" field will be posted in a Note.

TIP 2: A number of fields in the Mapping steps might vary depending on a number of Items which are visible in a chosen SharePoint List view.



5. When all fields are mapped, please click on Import. Wait until you will get a communicate about finishing this action.




6. The view in KanBo

Enter a Board to see the importing results.The whole structure of your SharePoint List will be imported into KanBo.




TIP: In this case, Task Statuses have been mapped as Lists. You can switch your Board view to see all Cards ordered by Statuses using the Board Views functionality.


Enter a Card to see the more detailed results. 

As you can notice, all documents from Items of your SharePoint Task list are also added to a KanBo Card.









4. Importing a complex custom SharePoint List

With KanBo Data Importer, you are not only able to import simple Task Lists, but also very complex Custom Lists from SharePoint. Simply perform the earlier importing steps, but please make sure to map all custom fields from your custom SharePoint list.


1. Unzip the previously downloaded SharePoint Data Importer. Click on ImportItemstoKanBo.exe file.



2. Once the Importer is Launched, enter information in the following fields.


Certificate path - a path to your freshly generated certificate(KanBoApiCert.pfx)

Certificate password - a password to your freshly generated certificate

KanBo URL - the URL address to KanBo to which you would like to import SharePoint lists to

Login - your KanBo Login

Is o365 - select this checkbox if you would like to import lists from SharePoint online. Unselect it if you are using the on premises version of KanBo.





2. Click on Next. Enter information in the following fields: 

SharePoint Url - URL address of the Site Collection where your Lists are stored

SharePoint login - your SharePoint login

SharePoint Password - your SharePoint account password


3. Select a Board you would like to import your List to.

In the next field, select a SharePoint List you would like to import.

Next, please select a view of your SharePoint list.




TIP: You can choose any of available List views. In this case, only items visible in this View will be imported to a KanBo Board. Also if you have previously filtered Items in a List view, only filter results will be imported to a KanBo Board.


TIP 2: If you would like to have 2 or more Boards which contain the same List (but in 2 different views), we recommend to create 2 Boards and import a List twice. In this case, it is essential to change the List view to different during this step.


4. Mapping List fields.

Every item of the SharePoint List can be imported as an element in KanBo. Please choose elements from KanBo in this view. 


In this example:

Map Title as Title,

Map Project ID as Note,

Map Definition as Note,

Map Manager as Responsible,

Map Department as Label,

Map Phase at Status,

Map Start date as StartDate,

Map End date as DueDate,

Map Progress as Note,

Map Budget as Note,

Map Category as List,

Map Collaborator as Member.




TIP: A number of fields in the Mapping steps might vary depending on a number of Items which are visible in a chosen SharePoint List view.


5. When all fields are mapped, please click on Import. Wait until you will get a communicate about finishing this action.


6. Now please enter a Board to see import results.


The Items view and KanBo Board view.







The Item view and Card's view.

As you can notice, all documents from SharePoint Custom List Item are also added to a KanBo Card.







Common mistakes:

1. If you don't enable Card Statuses in a Board and you map a field as a Card Status, you will see information about Card status only in a Note. Please enable the Card Statuses functionality to add the status information in the proper field.

2. There can be a situation when you add a person to you SharePoint list and this person is not added to a Board to which you import this List. In this case, this person won't be assigned as a Person responsible or a member to a Board, but the only information about this person will appear in a Note.



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