How to export managed metadata from subfolders and documents to csv

Question

I have a document library and at the top level we have a number of folders for each year i.e. 2024, 2023, 2022, 2021 etc. Against these yearly folders we have a Content Type of "Yearly Folder".

Under each yearly folder we have a huge list of Folders each folder is classed as a case and has a Content type of "Case Folder"

In the script if I change the value in this line Case Folder"

to Yearly Folder then I get the information of the top level yearly folders but when i change it to Case Folder. The script runs but nothing is exported

I currently am using the below script but it doesn't seem to be working.

#Add-Content -Path C:\ManagedMetadata.csv -Value '"Case Folder", "CaseName"'

#Get the following folders

#Case Number / Folder Name CaseNumber

#Case Name

#Case Type

#Aircraft Type

#Case GUID

#########################################

#Set following three variables before run

$siteUrl ="https://url here"

#$siteUrl ="https://url here/"

$libraryName = "Case"

$csvLocation = "C:\ManagedMetadata.csv"

#########################################

#Add folder header

$folderHeader = "Location,Title,Case Number,Case Name,Case Type,Aircraft Type,Case GUID,"

Add-Content -Path $csvLocation -Value $folderHeader

Connect-PnPOnline -url $siteUrl -UseWebLogin

$items = Get-PnPListItem -List $libraryName -Query "Case Folder"

foreach($item in $items){

$folderInfo += '","'

$folderInfo += $item.FieldValues["Title"]

$folderInfo += '","'

$folderInfo += $item.FieldValues["CaseNumber"]

$folderInfo += '","'

$folderInfo += $item.FieldValues["CaseName"]

$folderInfo += '","'

$folderInfo += $item.FieldValues["CaseType"].Label

$folderInfo += '","'

$folderInfo += $item.FieldValues["AircraftType"]

$folderInfo += '","'

$folderInfo += $item.FieldValues["CaseGUID"]

$folderInfo += '",'

$folderInfo

Add-Content -Path $csvLocation -Value $folderInfo
```}

Answer

I don't know if this helps at all, but since you have a "PowerShell" tag on this question, here's a less cluttered version of your script:

#Add-Content -Path C:\ManagedMetadata.csv -Value '"Case Folder", "CaseName"'
#Get the following folders
#Case Number / Folder Name CaseNumber
#Case Name
#Case Type
#Aircraft Type
#Case GUID

#########################################
#Set following three variables before run
$siteUrl = "https://url here"
$libraryName = "Case"
$csvLocation = "C:\ManagedMetadata.csv"
#########################################

$row = [ordered]@{}
Connect-PnPOnline -url $siteUrl -UseWebLogin
$Query = "Case Folder"
Get-PnPListItem -List $libraryName -Query $Query |
    ForEach-Object{
        $row.Clear                                          # remove any previous keys and values
        $row["Location"]        = "????"                    # $LibraryName maybe???
        $row["Title"]           = $_.FieldValues["Title"]
        $row["CaseNumber"]      = $_.FieldValues["CaseNumber"]
        $row["CaseName"]        = $_.FieldValues["CaseName"]
        $row["CaseType"]        = $_.FieldValues["CaseType"].Label
        $row["AircraftType"]    = $_.FieldValues["AircraftType"]
        $row["CaseGUID"]        = $_.FieldValues["CaseGUID"]
        [PSCustomObject]$row
} | Export-CSV $csvLocation -NoTypeInformation

I don't know what goes into the "Location" column of your CSV since that line appears to be missing in your posted code.One of the SharePoint folks (I hope) will help with the query problem.

Answer

Hi @Glenn Skinner,

Thank you for posting in this community.

Try adding the -FolderServerRelativeUrl parameter to specify that the results are fetched from a certain folder.

Get-PnPListItem -List Samples -FolderServerRelativeUrl "/sites/Spe24/Document1/2024%20Yearly%20Folder"

User's image

Reference: Get-PnPListItem.

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Answer

Hi @Glenn Skinner,

Sorry for the late reply, as it took me a little time to find a solution.

This issue occurs because SharePoint Online uses the Large List Resource Throttling feature. By default, the list view threshold is configured at 5,000 items. When the defined item limit in a list is exceeded, the message is displayed.You can add 1000 in the View tag in your query. This way we can fix the error.

Reference: SharePoint Online: Get List Items from Large Lists ( >5000 Items) using PowerShell without List View Threshold Exceeded Error.

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For Question: Also this would only cover the 2024 yearly folder but i have folders for every year going back to 2012 so would I need to run it separately for each year

I'm afraid yes, we need to set the name of Yearly Folder manually, because in -FolderServerRelativeUrl we are specifying to get the contents of the Yearly Folder.

In addition, exporting by year is not prone to 5000 view threshold errors.

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How to export managed metadata from subfolders and documents to csv

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