In theory - yes, you can use this approach, but in practical terms the common users will not accept this. Especially, if you have the option to synchronise a library to your OneDrive, then you will not see these metadata fields and it gets very frustrating for regular users, because of the mismatch of information in the web version and the synchronised version in OneDrive.
Great idea and technically makes all the sense in the world, that metadata is very useful. However, the single greatest downfall is getting users to populate the data correctly.
Great idea, was thinking in that direction too. Now how can we use Copilot to automaticly classify our documents. With this approach i have a kind of DMS. We are an integration development team. Now we need to relate Azure DevOps projects and integration flows to the documents and verify i have all the required documents. I will add a column for project name and one for integration component name. Then i can create overviews, queries or views to relate my projects and assets to my documentation. Run a regular check over all documents to find new ones and classify them manually or automaticly. And some documents might need a periodic review. Could add a last reviewed column.
The potential benefit of using metadata vs folders makes sense, but as usual with SharePoint, MS ignores/deprioritizes the user experience. The metadata approach requires far too many steps and is just too complicated…there’s been almost no consideration for how to make it easy and “natural” for end users who don’t have PhD in SharePoint to adopt this method of file management in the real world. The cognitive load required is just too heavy and disruptive. It’s always been this way.
I think you forgot about permissions. But it is useful info who’s only working on limited documents.
Very clear and instructive. Thanks!
Thank you!
In theory - yes, you can use this approach, but in practical terms the common users will not accept this. Especially, if you have the option to synchronise a library to your OneDrive, then you will not see these metadata fields and it gets very frustrating for regular users, because of the mismatch of information in the web version and the synchronised version in OneDrive.
It all comes down to the requirements
Great idea and technically makes all the sense in the world, that metadata is very useful. However, the single greatest downfall is getting users to populate the data correctly.
Absolutely
Thanks for describing it in a very structured way.🙂
Thank you!
LOL-ing at "structured way," given the structure vs metadata content. 😀
great work
Thank you!
Very useful, thanks!
Thank you!
perfect .can u tell how to add view in metadata?
Great idea, was thinking in that direction too. Now how can we use Copilot to automaticly classify our documents. With this approach i have a kind of DMS.
We are an integration development team. Now we need to relate Azure DevOps projects and integration flows to the documents and verify i have all the required documents. I will add a column for project name and one for integration component name. Then i can create overviews, queries or views to relate my projects and assets to my documentation. Run a regular check over all documents to find new ones and classify them manually or automaticly.
And some documents might need a periodic review. Could add a last reviewed column.
You might need to play with power automate!
Hi Tosh , while adding new file it automatically give pop to add some column fields
Which is good
Thank you so much.
Thank you!
The potential benefit of using metadata vs folders makes sense, but as usual with SharePoint, MS ignores/deprioritizes the user experience. The metadata approach requires far too many steps and is just too complicated…there’s been almost no consideration for how to make it easy and “natural” for end users who don’t have PhD in SharePoint to adopt this method of file management in the real world. The cognitive load required is just too heavy and disruptive. It’s always been this way.
Can we use this on power bi as well? For filtering these docs on the PowerBi dashboard?
Yes - you can generate reports using these columns
Thanks. Could you pls make a video on that, how to create that?
Complicated
yes folders make too much sense, Microsoft lazy on building a good interface