Maintaining Lookup Relationships When Moving Sharepoint Libraries And Lists

SharePoint environments often undergo changes to information architecture over time. Site owners may decide to rearrange libraries and lists to improve usability. IT teams might need to migrate content databases to new farms during upgrades. In these scenarios, lookup relationships between SharePoint lists can break when moving components to new locations.

This article will examine lookup columns in detail, including how they link data across lists. We will explore the impacts of relocating libraries and lists on these list associations. You will learn techniques to properly retain connections when shifting SharePoint components within or across site collections.

Understanding Lookup Relationships in SharePoint

SharePoint lookup columns allow creating connections between separate lists. For example, you can build parent-child relationships by correlating records with ID columns across hierarchies.

Lookup columns pull information from a source list using a particular field as the key. The lookup list contains the data options to display. Users selecting items from that column initiate search queries against the source. Filters narrow down available lookup values based on criteria.

SharePoint adds hidden association columns upon lookup creation. These system fields store source item IDs or text values to reference. They enable correlating records between distinct lists for data integrity.

Impacts of Moving Lists and Libraries on Lookups

When relocating SharePoint lists through site navigation changes, the hidden association columns storing source references can break. List URLs change when moving components, causing disconnects. Additionally, lookup sites may no longer exist in the new location, preventing list pairing.

During database migrations to different farms, the reference connections can similarly fail. List GUIDs may differ between environments even if names stay the same. List IDs regeneration also alters association columns meant to persist linkage information.

Broken lookup links leave columns without a data source to pull from. Users also cannot select values, forcing manual inputs. Severed relationships generate orphan records without context from associated data. This can introduce complex data repairs to realign information.

Techniques to Retain List Connections

Fortunately, SharePoint provides native tools to preserve lookup associations when moving content databases or lists across sites. The critical aspect is maintaining integrity of the hidden linkage columns. This allows SharePoint to seamlessly redirect queries to the new data source location.

Using Site Content and Structure in SharePoint Admin Center

The Site Content and Structure tool in SharePoint admin center enables live editing site navigation. It allows reordering site structure through drag-and-drop actions. This method retains list and library GUIDs when moving components within the same site collection.

To leverage this capability:

1. Navigate to the SharePoint admin center and select the “Site Content and Structure” page
2. Find the library or list to relocate under the source site
3. Drag the component to the new target destination in the site hierarchy

This process preserves the hidden columns with original reference data. Any lookup links remains fully intact after the move.

Saving List as Template

Another approach is saving the lookup source list as a template with content. You can then recreate it in the new place while importing existing items. This brings over lookup metadata to link back to initial sources.

Follow these general steps:

1. Navigate to List Settings for the lookup source list
2. Under List Operations, choose “Save list as template” with the “Include Content” checkbox enabled
3. Specify template name and description then click OK to save the .STP file
4. Go to the new destination site where you want the list
5. Access List Settings and select “Add an app” to upload the saved .STP template
6. Choose to add the list based on the custom template, creating an exact replica of the original list and content

This technique brings over lookup columns and associated hidden linkage details. Related lists will continue pulling connected data from this list template copy.

Exporting and Importing List Via SharePoint Designer

The SharePoint Designer tool also allows backup of list structures with content retained. You can then import this exported package to another location. The list GUIDs and columns persist through this process.

To leverage SharePoint Designer for list migration:

1. Open the site containing source list in SharePoint Designer
2. Navigate to All Files > Lists folder and locate the desired list
3. Right-click on the list and select “Export List” to produce a CAB file bundle
4. In SharePoint Designer, access the target destination site for the list
5. Go back to All Files > Lists and click “Import List” pointing to the previously exported CAB

Make sure to select the “Include Content” option when exporting the list. This maintains lookup associations during the migration to sustain connections.

Configuring List Settings to Preserve Lookup Links

SharePoint provides a list setting to propagate lookup relationships when moving lists across site collections. Navigate to List Settings > Advanced Settings to find the “Allow management of Content Types” setting.

Enabling this option adds a Content Type ID to the hidden association column in lookup fields. This GUID persists even if list names or IDs change during relocation across sites. Content types travel with lists to redirect lookup sources.

This approach may still require reestablishing the lookup manually to link to this Content Type ID. But it provides the foundation to reconnect lists moved to new locations. The source reference details remain available in the column metadata.

Step-by-Step Guide to Move List While Keeping Lookup Intact

When reorganizing SharePoint navigation or upgrading environments, you may need to relocate a list with existing lookup connections. Follow this process to smoothly transition the component without breaking associations:

Back Up Original List with Content

Start by backing up the source list that other lists reference in their lookup columns. As covered in previous sections, you can use site templates, SharePoint Designer export, or the Save As Template options.

Retain content so any list item relationships persist through the migration. This captures hidden columns storing lookup identifiers to source list data.

Create New Target List

Next, create a blank list in the desired new location matching the original title and column configurations. Make sure to design any lookup fields first to establish before importing content.

Do not use the same list name if migrating across different site collections. SharePoint will assign a unique GUID and ID to this new environment-specific list.

Re-establish Lookup Relationship

If the site template or SharePoint Desiger import options were used from the backup, the lookup may automatically reconnect after restoring content.

Otherwise, you will need to link the lookup column to the new list location. In List Settings > Lookup column > Get Information from, redirect the reference to the migrated list source.

For moves across site collections, check the “Allow management of Content Types” option enable propagation through Content Type IDs.

Validate Lookup Connectivity

Confirm the restored lookup functions correctly by selecting items from that column within the associated lookup lists. Verify no errors appear when choosing values from the drop-down.

Cross-check report views or column references to ensure proper data matching between related records. Also check for any orphaned list items missing associated lookup details.

Troubleshooting Broken Lookup Connections

If issues emerge with severed lookup relationships when moving SharePoint lists, there are ways to troubleshoot and repair the breaks:

Identifying Orphaned Lookups

Create filtered views on any lists showing lookup columns to isolate records missing linked source IDs. Blank values in these reference columns indicate a broken association.

Cross-check this against the Display ID from the source list to validate orphan status. Drill-down into list item details to further diagnose missing mappings.

Relinking Lists Manually

Repair simple linkage breaks by rerouting the lookup column to the new source list location. Adjust the Get Information From setting to the migrated list site URL and name using List Settings.

For more complex issues with complete reference drops, manually remap columns by correlating Display ID values from respective lists. Export to Excel may be required for bulk updates.

Recreating Lookup Columns

For extensive lookup damage unable to restore connections, deleting and re-adding the lookup columns will properly relink lists. Make sure content migrations are completed first before the recreation steps.

Align new columns against source list Display ID or Content Type ID fields. This will assign updated reference metadata to re-associate list content across both systems.

Best Practices for Managing List Relocations

Use these recommendations when moving lists referenced in lookup relationships to limit connectivity disruptions:

• Always backup lists with content before attempting a migration to preserve associated data
• Understand limitations when moving lists across different site collections and farms
• If available, leverage native SharePoint tools like templates and Content Types to retain lookups
• Reconfirm lookup list source location and settings after finalizing the move
• Test lookup functionality thoroughly post-migration to validate mappings
• Consider lookup implications before attempting SharePoint list or structural changes

With proper planning and awareness, admins can rearrange SharePoint navigation and infrastructure without introducing lookup association issues. Following the guidance in this article will help maintain integrity of linked data even when relocating lists.