Copy through column data to sub folders? Sharepoint

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ZacMatthews-5100 asked Apr 8, '22 ZacMatthews-5100 commented May 4, '22

Copy through column data to sub folders? Sharepoint

Hi, I have created one main folder in my Sharepoint library.
Within this folder I have created 3 subfolders and added a few files also.
I have created a single text column called 'Year' which has appeared throughout all of these folders.
What I would like to do is when I input data into a column attatched to the main folder, I would like all the subfolders and files underneath to also have that data filled in the same columns. To save time as they all have the same information in the columns I want to make.
Thank you in advance for any help and suggestions,
Zac

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Answer 1 · 2022-04-11T09:37:51.187Z

EmilyDu-MSFT answered Apr 11, '22 ZacMatthews-5100 commented May 4, '22

@ZacMatthews-5100

There're two options for you.

1.Instead of folder, I suggest you use Document Set as first level. In the Document Set, create folder1, folder2 and folder3. And upload some files into Document Set and folders.
(1)Go to Library settings -> In the Content Types section -> Click Document Set -> Add from existing site or list columns -> Add Year column into Document Set content type.
(2)Go to Library settings -> In the Content Types section -> Click Document Set -> In the Document Set settings -> Select Year column in the Shared Columns section.
After that, shared column of the Document Set itself will pass on files inside the document set. But for three folders, you should manually fill in the column value.

2.You could set default value for the Year column. The Year column default value will automatically be filled in for files, but it will not automatically be filled in for folders. For main folder and three sub folders, you should manually fill in the column value.

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EmilyDu-MSFT · Apr 15 at 08:10 AM

@ZacMatthews-5100

I’m checking how the things are going on about this issue. Whether the answer helps you?

If there is any problem with this issue, feel free to let me know.

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ZacMatthews-5100 EmilyDu-MSFT · Apr 15 at 10:34 AM

Oh hey Emily, I really think I stuffed up the wording on this one and what I meant to say was if I have my Document Library, say called 'Documents' and in that library I have a few different folders of projects I have been working on and in each of those folders I have more folders and and files, what I would like to do is each folder and every folder inside of it to have the same metadata that can be changed by editing the main folders metadata, thus making it really quick to change everything and yet have all the files and documents have the same metadata at once. Is it at all possible?
Thank you for checking up on the query Emily,
Zac

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EmilyDu-MSFT ZacMatthews-5100 · Apr 18 at 07:24 AM

@ZacMatthews-5100

Sorry for misunderstanding your question.

Per my knowledge, your requirement cannot be achieved.

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Answer 2 · 2022-04-11T14:24:13.627Z

sadomovalex answered Apr 11, '22 ZacMatthews-5100 commented May 4, '22

in your scenario you may use Document Set instead of folder. Document Set is kind of advanced folder (it's content type inherits Folder CT): i.e. it has all the same features are regular folders plus additional features unique for Document Set. On of these features is called Shared Columns - these columns will be automatically inherited from parent Document Set (once you defined their values there) to files added to this Document Set.

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MaytrixProjects-9475 · Apr 12 at 06:45 AM

Hi Sadomovalex, I think this just might work! I have one more question: If I have a document set with folders I have put into it, and then documents I have put into those those folders, will the documents pick up on the column metadata defined in the document set? Thank you very much, Zac

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sadomovalex MaytrixProjects-9475 · Apr 12 at 03:02 PM

probably Shared Metadata will be also shared in sub folders of document set but I'm not 100% sure since didn't try that by my self. It is faster to test that

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WendyLi-MSFT sadomovalex · May 03 at 07:17 AM

@MaytrixProjects-9475 Did you try "Document Set" as sadomovalex said for your requirement? Does it work for you?

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