Forum Discussion
Creating a new content type that will load metadata columns in a SPO Library
Hi All,
We are scanning in all paper docs into an SPO document library. The library has 5 metadata columns.
There are 2 columns where I need them to cascade.
The main column is Source the other is Doc type (deeds, leases, license).
I am having issues figuring out how to create a cascading dropdown for these and someone suggested to create a new content type that will load the metadata columns.
I can’t seem to find any documentation on how to create a brand new content type that will load the columns.
Can anyone lead me in the right direction either with a cascading dropdown in a document library or a new content type?
TIA,
Joe
- spucelik
Microsoft
Joe...depending on the 3rd party application you're using to scan the documents and assign metadata, some do have the ability to support cascading drop downs during the scan process.
HI Steve,
I am not using a third party tool to scan. Do you have any sugestions?
Also what do we do with all the files we are moving over to the library from shared drives?
Thanks,
Joe
- spucelik
Joe...do a Bing search for "SharePoint document imaging" and you'll see a few partners at the top that have solutions.
For files coming from shared drives...this is where you want to put on you're information architecture hat and logically organize the files. Don't just drag and drop, you'll have the same mess in a different place. Here are some suggestions to lead you're efforts.
- Review the naming convention of the file…generally this will have metadata within it you can harvest.
- As you’re looking at the folder structure the file resides in, carefully review the naming convention and hierarchy. This will lead to valuable metadata as well.
- Group like documents together in a document library that has the required security boundary. For example…invoices should be separate from policies. Two different libraries.
- Once you have the metadata harvested, consider the applicability of creating a content type for enhanced re-use and also to strengthen you’re search experience. Remember, not everything needs a content type but talk yourself out of it, versus thinking you need one for every list/library.
- As you are considering metadata always ask the user/yourself…how would I search for it and what type of security needs to around it. This will yield metadata and the document library organization.
- When you’re talking to the various departments, look for patterns in the metadata. For example when talking to HR and Marketing you may determine that both need a site column for “department”. Create a lookup list on the root of the site, populated it, created a site column and then included that in the appropriate content type. A good example of how to properly structure an information architecture.
- When identifying a “taxonomy” of information, consider using managed metadata to accomplish this. This is a bit more tricky to spot but get a bill of materials in you’re head as an example. The hierarchical structure can then be used as a site column -> content type in you’re IA (information architecture)
- Hi Joe,
Cascade Lookups is a functionality that is not provided in SharePoint Online Today so you have to implement it. Your options are two:
(1) PowerApps
(2) Custom DevHi Juan,
The more I am researching I dont think Power app is a solution.
You can't create a power app to a library only lists :(
Hope MS allows this soon or get cascading drop downs to work in SharePoint, seems like a realistic resquest...
Joe
HI Juan,
Do you have any samples of a power app that will do this?
Thanks,
Joe
