Does anyone know if there is a way to auto populate columns/metadata in SharePoint with default values for existing file and folders. I have tried by going into library settings and changed the default column settings with the value I needed. It seems to be working fine for any documents that are created after changing this setting, but isn't working for existing documents that were already in SharePoint? How can I change the column values for existing files and folders please? Can I use power automate to do this or can it be done using SharePoint?Thanks in advance

I think if you are using normal folders then a power automate flow would be the only option.But you would get the desired effect If you are willing to switch your folders to "Document Sets"https://mikehatheway.com/2022/02/17/modern-document-sets/"Document Sets" can automatically set properties on all documents in the set.

I have tried creating a new manual tiggered workflow, then used “update file properties” but I get errors when I run it. "{"status": 404,"message": "Could not find list item.\r\nclientRequestId: 315ca606-00ee-44ff-b38e-c6e88c145930\r\nserviceRequestId: 315ca606-00ee-44ff-b38e-c6e88c145930"}"I have entered the correct site address. library and the two columns I wanted the values changed in, so am at a loss why it is not working. Using the correct username account which is owner/admin access to that site too.Anyone have any ideas?Thank you.

Did you also enter the correct item ID in the ID Field of the "update file properties" action?

what or where would I get the correct item ID that i need to enter?I have enter the correct *Site Address, and *Library Name. It is just the *Id that is that I have enter, but where would I get the correct value to enter there please, current I have just entered a random number?

Brandccc You get that ID from the Trigger as a dynamic content But you might get an endless loop if you update that file in a flow that is triggered if you update an item.... You should also insert a condition that makes sure that you don't needlessly update the item (i.e. check if the two columns already have the value you want to set)

Auto-populating columns in SharePoint for existing files and folders

pogeli3588
Copper Contributor
Oct 05, 2022
what or where might I get the right thing ID that I really want to enter?
I have enter the right *Site Address, and *Library Name. It is only the *Id that will be that I have enter, however where might I get the right worth to enter there please, current I have quite recently entered an irregular number?
SvenSieverding
Bronze Contributor
Oct 04, 2022
I think if you are using normal folders then a power automate flow would be the only option.

But you would get the desired effect If you are willing to switch your folders to "Document Sets"

https://mikehatheway.com/2022/02/17/modern-document-sets/

"Document Sets" can automatically set properties on all documents in the set.
- Brandccc
  Copper Contributor
  Oct 04, 2022
  I have tried creating a new manual tiggered workflow, then used “update file properties” but I get errors when I run it.
  
  "{
  "status": 404,
  "message": "Could not find list item.\r\nclientRequestId: 315ca606-00ee-44ff-b38e-c6e88c145930\r\nserviceRequestId: 315ca606-00ee-44ff-b38e-c6e88c145930"
  }"
  
  I have entered the correct site address. library and the two columns I wanted the values changed in, so am at a loss why it is not working. Using the correct username account which is owner/admin access to that site too.
  Anyone have any ideas?
  Thank you.
  - SvenSieverding
    Bronze Contributor
    Oct 04, 2022
    Did you also enter the correct item ID in the ID Field of the "update file properties" action?

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Auto-populating columns in SharePoint for existing files and folders

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