Forum Discussion
force metadata when uploading files
Hello,
When I enforce values in a column in a library (in a team site), and then when uploading a file, I am not forced to enter metadata, the file simply shows "Required info" in the column.
Is it not possible to enforce that metadata be entered for required fields? Currently I upload files and no enforcement of metadata when I have required fields set.
Thank you
- They did this because so many people would upload documents and ignore this and it would sit check out and no one would fill out metadata anyway.
I personally like the new modern way, and you can easily keep an eye on metadata by making use of the “files needing attention” view to follow up and tag documents that need to be tagged.
If you must use the enforced method then you’ll need to set the document library to classic mode where you can use the old behavior.
- Anton DorfmannCopper Contributor
Hi,
I found a WA for that problem. You can use the the old link /sites/XXXXX/_layouts/15/UploadEx.aspx for the upload ant then you have to fill in the required metadata.
- They did this because so many people would upload documents and ignore this and it would sit check out and no one would fill out metadata anyway.
I personally like the new modern way, and you can easily keep an eye on metadata by making use of the “files needing attention” view to follow up and tag documents that need to be tagged.
If you must use the enforced method then you’ll need to set the document library to classic mode where you can use the old behavior.- cbankxCopper Contributor
That sucks hearing this because I like making sure people put in metadata when they upload documents. You really only get once chance to get it from the user and that's the best time to get it...upon uploading.
Also...now I can't run a workflow with the metadata I'm expecting from the user when they upload a document. There's workarounds I use but overall that sucks. I like the old experience which would force the user to add the metadata and basically keep the document checked out.
cbankx Agree, we should at least have an option to force, or allow bypass IMO. And what happens if it's forced and skipped (Save file as draft , or remove/don't upload)
- hcvmanCopper Contributor
What is the point of making a metadata field required if it is not required...in this context, it really means, "we'd like this value, but you don't need to include it." Words have meanings.
- mattchowellIron Contributor
hcvman This is one of the starker examples of Msft's completely amateurish understanding of ux. There's a huge difference between telling users to upload documents and fill in the required fields and telling them to upload a document and THEN REMEMBER TO GO TO THE LIBRARY VIEW AND FILL IN WHAT'S MISSING. Worse still, there's no alert or notification that they need to do this. Msft "recommends" classifying with metadata rather than folders, yet they've removed an absolutely essential compliance component in getting users to do this. So now daily I get complaints from users because documents with missing tags "aren't showing up" in predefined views .... really, really stupid, Msft.
- Robert LienBrass ContributorThank you.
When looking at it, I believe this new method is also better. I don't expect to be using classic mode.
Thx- zstjmbBrass Contributor
I believe the only way to force users to add metadata when uploading a document is by using a list to capture the required fields, have the users then upload a document or documents, then use a MS Flow to move that data over to a document library, maybe after some approvals occur or using a delay or timer, etc. Having the ability to require the metadata when someone is uploading a file and not letting them save it until they do complete all the information, such as occurs in a SharePoint list, would be a really GREAT feature! I have been having issues getting all of the metadata over to the library even though it is written in the Flow. Robert Lien
- Paul de JongIron Contributor
I do not believe there is a silver bullet to address the problems associated with adding metadata to content. In addition to the above mentioned methods there are alternatives that may help. For example, use
- tools that require users to select content types (and set properties) during uploading
- tools that automatically extract properties from the uploaded content (e.g. PDF keywords, email subject, GPS coordinate, ...) and capture the values as metadata
- "inheritance" (e.g. documents uploaded to a project folder inherit the folder's metadata that are project specific)
- tools that provide "auto-classification" capabilitiesPaul | SLIM Applications
http://www.slimapplications.com - Paul de JongIron Contributor
Robert Lien
See Collab365 for a list with best document management apps: link