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NastaraN
Copper Contributor
Joined Apr 12, 2023
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Effective Strategies for Managing Metadata Across SharePoint Libraries when updating column value
Hello SharePoint Community, I've recently implemented SharePoint as our department's record management system for projects. Within our project SharePoint site, various documents and items in the site library and list contain essential metadata such as "project manager" and "project name." At the end of the year, we plan to archive these project documents and items in a designated archive library and list. As part of this process, we also intend to update the "project name" column with the list of projects for the upcoming year. To ensure we don't miss any crucial metadata information in the files during this transition, what considerations should we take into account? My main concern is that we won't be able to add to the "Project Name" column every year and need to keep it updated with the "Active Projects" list. So, what will happen to the archived project documents that contain the "project name" metadata when its value is not in the "Project Name" column anymore? What would be the best solution to prevent the loss of metadata in this archival process? Looking forward to your insights and expertise. Thank you!Need Help Adding Customized Footer and Revision Control to Microsoft Forms for Controlled Documents
Hello, I have a situation where only the blank form is considered a controlled document, not every response or filled form. Currently, I keep most of my controlled documents in SharePoint Document Management System (DMS), where I use settings like Document Number, version control, and adding the latest revision and revision date as a label in the footer, going through an approval flow. I also want to keep the form documents in the DMS, while also benefitting from the features of Microsoft Forms. To achieve this, I need a solution to address the following concerns: Adding a customized footer to my form. Finding a solution for revision control. Obtaining a copy of the form in PDF format or something similar that I can add to my DMS and include the metadata in my SharePoint DMS. I would appreciate any help you can provide with these concerns. Thank you.Re: Default Value for SharePoint List based on the Folder Hierarchy
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, NastaranDefault Value for SharePoint List based on the Folder Hierarchy
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, NastaranRe: How to use Version in a calculated column?
kalpeshvaghela Thanks for your help, appreciate it! It works and added as a separate column named Label. Still I cannot use "label" column which includes my Revision info, for a calculated column. Also in my file properties , the label shows like below for me. Is there anything that I need to change? Thanks, NastaranRe: How to use Version in a calculated column?
Hi kalpeshvaghela , Thanks for your reply. I tried to follow the steps, however no column is added to my library. I tried to use it for version as an example. As I understand this method will add the version (or any other column) to the printed file. I am looking to copy it in a separate line, my intention is to use the version in my file name convention and this way I can use it in a calculated column which will be the file name. Thanks, NastaranAuto-populate custom Word Properties to SharePoint Metadata
Hi, I added a Document Number as a custom property in my word file. I want to auto populate the Document Number in the SharePoint Properties when I uploaded a file. It is easily possible for my Document Title, since the title is a basic field in word properties also there is an existing columns in SharePoint for Title, but I couldn't auto populate my document Number. I would appreciate if anyone could help on it. Thanks, Nastaran
