Default Value for SharePoint List based on the Folder Hierarchy

Copper Contributor

Hi, 

I arranged default value for my SharePoint Document Library based on the folder hierarchy, it means that my metadata will auto populate based on the folder that I generate the document in. 

I need the same setting for my SharePoint List. Is there any way to do that?

Thanks, 

Nastaran

6 Replies

Hello @NastaraN 

 

please describe your use case in more detail.

 

What do you mean you need this at site level as well?

 

Do you want set metadata on site level e.g. department, and all the documents/pages/elements inherit this metadata?

 

Here is a walk-thru from @JoanneCKleinMicrosoft how you can set site property bag: https://joannecklein.com/2021/09/24/adaptive-scope-retention-policy-a-walk-thru/

 

Regards, Dave  

@NastaraN Unfortunately, it is not possible to define default values for columns based on folder hierarchy at SharePoint site level.

 

Those settings (Change Default Column Values) are only available at document library level and not at SharePoint site level.


Please click Mark as Best Response & Like if my post helped you to solve your issue. This will help others to find the correct solution easily. It also closes the item. If the post was useful in other ways, please consider giving it Like.

Hi David,
Good catch. I meant at SharePoint List not site. I edited my question now.
I work in the Project Management Office, I arranged folders for project based on the fiscal year, project name, and then 3 levels of folder hierarchy for project records like financial, communication, legal,... documents. In the my Document library, I set the "Column Default Value Setting" to auto populate the metadata based on the folder name, each column of metadata represents one of the folders hierarchy.
I wanted to do the same arrangement for my list. The purpose of the list is to keep the picture, short notes for different projects and its main purpose is to provide regular update of the projects.
I hope it is clear.
Thanks,
Nastaran

@NastaraN Unfortunately, those settings are available only for document libraries and not for SharePoint lists.

 

You can only set column level default values in column settings which will be same default value for all list items/folders in the list: 

ganeshsanap_0-1686842553226.png


Please click Mark as Best Response & Like if my post helped you to solve your issue. This will help others to find the correct solution easily. It also closes the item. If the post was useful in other ways, please consider giving it Like.

@ganeshsanap thanks for your response. 
Is there any kind of integration with another tool such as power automate to make it happen?

Thanks, 

Nastaran

@NastaraN It depends. Are you creating folders inside SharePoint list?

 

Also, you mentioned you need to keep the picture and short notes for different projects. Maybe you can utilize SharePoint document library itself instead of using SharePoint list.

 

You can upload pictures to the document library and can have additional columns again each picture to add project details. You can also make those required columns so that users will see error messages when they do not provide details for few columns.

 

If you want to keep using lists only, how are you planning to update default values using Power automate (what will be the conditions? detailed requirements specific to using lists will help)?


Please click Mark as Best Response & Like if my post helped you to solve your issue. This will help others to find the correct solution easily. It also closes the item. If the post was useful in other ways, please consider giving it Like.