Feb 23 2022 06:38 AM
Is there a way to require unique metadata in Sharepoint?
I'm researching a suitable application to move our engineering documents to. We've been using Filenet since 2003 and it's time to make a change.
I would like to make sure a drawing in only in the system once.
Most systems seem to look at the file name to identify a unique document.
But we might have XYZ-123.PDF or XYZ-123.TIFF. These most likely represent the same drawings. I do not want to present the user with a choice or worse if they have different descriptions and the user finds the file based on description they have a 50/50 chance of getting the wrong file. This does not seem like great document management but seems to be a common practice with applications.
How do you handle file1.doc and file1.docx or 123.jpg or 123.bmp.
Can Sharepoint use the metadata to identify a unique document? Can Sharepoint use a combination of columns to identify a unique document?
Feb 23 2022 08:22 AM
Nice use case but at the same time challenging.
Do you want to use SharePoint as the working environment for your technical staff or do you want to use it to publish final drawings? or both?
SharePoint + metadata is not optimal.
You can configure the columns to contain unique values. The main problem is users need to set the metadata manually and are not forced (even when the values are set to required) when using the modern view.
Using the OneDrive for Business client is also not an option because it currently does not support metadata.
Do the pdf and tiff files contain properties like keywords? (ideally these values are unique)
There are apps that can automatically extract the values and capture them into SharePoint columns.
Do you have specific requirements for searching?
Reason for asking. It is possible to extract information from pdf files (e.g. comments that originate from the AutoCAD drawings). This way you can use search to find all drawing containing a certain pump number.
Paul | SLIM Applications
Feb 23 2022 08:49 AM
Feb 23 2022 08:52 AM
Feb 24 2022 12:33 AM
@tstroh
Some topics to address:
1. How will the publishers add metadata? Manually during uploading, automatic extraction, ...
or will this be done through an separate app? Can they use the classic view?
2. Is there a need to detect duplicate metadata values before uploading or after uploading?
In the latter case you may want to look at Power Automate.
3. Is the current viewer for pdf and tiff files adequate for your end-users that read the files?
4. Structure: placing all 240 k documents into a single library/location will result in problems with the list view threshold
5. Consider use of managed properties to help your users find information quickly.
e.g. search for part: xyz123
Summary:
Using SharePoint for the intended purpose is very well possible. Cost effective solution with decent interface, permissions, search, previewing, ...
Just make sure you have a solid plan to cover the gaps and end up with a robust solution.
Paul | SLIM Applications
Feb 24 2022 06:14 AM
Feb 24 2022 07:20 AM
@tstroh
about 2. having multiple layers sounds attractive but also requires initial effort plus ongoing effort to maintain. I would only go down this route if a single layer does not provide sufficient quality.
about 5.
Yes, you can combine multiple managed properties in a single search request
for example. To search for emails from google where the subject contains request use the following search query.
from: google subject:request
Mar 14 2022 04:14 AM
google subject:request Looking for something a bit more intuitive. A form would be nice.