Connect a Data Source for Custom Metadata

A data source keeps a Custom Object’s instances, or a Custom Property’s values, current from a file you do not have to touch again.

1. On the Inventory page, click “Inventory Options” ([…]) and select “Manage your metadata”.
2. Click “Metadata Options” ([…]) next to the desired custom metadata.
3. Click “Edit”.
4. Select either “SharePoint file (CSV or Excel)” or “SharePoint library (folder of CSV/Excel files)”.
5. Enter the location and file name of the file (e.g. https://contoso.sharepoint.com/sites/governance/Shared%20Documents/data.csv).
6. For the imported data, select either:
   • Keep only the latest file: rows the file no longer holds are removed from this object (overwrites the data with the current version of the file, and removes items not present in it).
   • Add up data from every file: rows are matched by a key property and updated in place (appends the data from the current version of the file, and does not remove items).
7. Click the dropdown and select the property that identifies the row (e.g. Name).
8. Click “Analyze” to read the file.
   • The file’s first row needs to be the exact name of each property, in the same order as the properties.
   • If a name does not match, an error is shown, and the file is not imported if you save at this point.
   • Make any adjustments until there are no errors, then check again by clicking “Analyze again”.
9. Click “Save and import”.

Each refresh writes one entry to the source’s run log with the trigger, the time, the status, and how many rows were added, updated, and removed. A file over 100 MB is not imported, Rencore Governance states the size and the limit when you try to save or refresh. If a scheduled refresh fails, the previous data stays in place and the failure appears as a warning in the scan log.

Policies, Reports, and Segments that reference the refreshed data pick up the change automatically. You do not need to open and re-save them after a refresh.