Uploaded Documents Not Appearing in Sharepoint Document Library
SharePoint Online document libraries include the selection to move content to a different location. But what happens to the metadata when this content is moved?
This post explains what happens to the metadata when different types of content stored in a SharePoint Online document library is moved (non copied) using the 'Move to' option to a different library in either the aforementioned site or a unlike site (both in SharePoint Online).
TL:DR
If you don't have time to read all the details, here is a summary. When content is moved between SharePoint document libraries (same site or other sites) using the built-in 'Move to' functionality, the following occurs for all types of content:
- The original organisation generated metadata (Created, Modified) is retained for all types of content.
- The original Certificate ID is retained for all types of content only if the destination site has the Document ID characteristic enabled.
- Information Protection labels (set on Office document only) are retained unless a characterization setting prevents the movement.
- Memory labels are retained for all types of content.
- Whatever added metadata is lost for all content unless the destination library has exactly the same metadata columns. However, Office documents may retain those values in their XML construction.
- The same outcomes occur if documents are moved betwixt two synced document libraries in File Explorer.
Metadata in SharePoint libraries
All SharePoint document libraries include four types of metadata:
- System generated. Examples include the Created [in SharePoint, non the original item created date] and Modified dates, the Created by and Modified by names, File size, Content Type, sequential ID, and Version History (which is a collection of metadata objects). If Certificate IDs are enabled, it also includes the Document ID (PREFIX-LibraryID-sequential ID, eg 'RECORDS-12312322-234). Annotation that every object saved to SharePoint is also assigned a unique GUID.
- Proper name. This is either the original name of the detail (in the instance of an electronic mail, the e-mail subject line), or added by an end-user. Annotation that this is NOT the same column every bit the Title column which is blank by default.
- Added metadata. That is, pre-existing or custom site, or 'local', metadata columns added to the library. In the examples used in this postal service, the added metadata is 'Document Type' (choice, default ='Agenda'), 'Event Blazon' (choice, default ='Indoor'), and 'Random Text' (text, default = 'Elephant').
- Compliance metadata (when practical). Retention label, Label practical by, Characterization setting, Sensitivity (for Information Protection labels).
It is important to note that metadata in added metadata columns in ane library will Not appear in the destination library unless that (destination) library has exactly the aforementioned columns.
For the purpose of this post, 4 different types of content (Office/Give-and-take document, PDF, email (.msg and .eml), paradigm) were moved from a library with multiple metadata elements shown below to an empty document library in brand new site with zilch configured at the site or library level.
The metadata elements assault the source site library were equally follows:
- Certificate IDs
- Certificate Type (choice)
- Consequence Blazon (choice)
- Random Text (default set to 'Elephant')
- Retention label practical to the library and a different label applied at the folder level
- Data Protection characterization. This was only practical to Discussion documents (when they were edited) as there was no pick to apply information technology to the emails, PDFs or images.
Moving a PDF, email (msg) and epitome
Every bit the effect is likely to be the aforementioned for all not-Office content, a PDF, email (msg) and image were all moved at the same fourth dimension to the destination library. Immediately a notification appeared that metadata properties on all three items would be lost if they were moved. The selection to 'Motility anyhow' was selected and the items were moved.
The destination library shows the three items without the Document IDs (which were not enabled) or any of the added metadata columns. Withal, the items have retained the Retention label – no retention has been set anywhere on the destination site.
Were the Certificate IDs moved?
No. The original Certificate IDs did NOT appear considering the destination library did not have the Document ID feature enabled.
Once that characteristic was enabled and the column was made visible in the list view, we can run into that the three items that were already moved have lost their original Certificate IDs. Two new items moved have retained their original source Document ID (CORPRECORDS-667097513-n).
Moving Office documents
The metadata applied to Role documents (Word, Excel, PowerPoint with an 'ten' at the cease) works in a similar mode but those documents also embed the metadata in their underlying XML structure.
Some of this metadata is visible in, and can exist directly edited from, the Info properties of the document. For example, in this document …
… nosotros can run into the Certificate ID, Document Type, Random Text and Outcome Type in the Info properties. These metadata properties remain with the document fifty-fifty when it is downloaded and so tin can be very useful to decide the origin of a document if, for example, information technology is found equally an email attachment or on a network file share.
Where is this metadata embedded?
All Office documents with a document extension that ends in 'x' (e.g., docx) are based on an XML structure that can be viewed by converting the original to a zip file (using the CMD crush and REN to rename information technology) then extracting the resulting naught file and opening it.
The XML structure of a standard Word document looks like the following. The XML documents contained in the structure can be viewed with unproblematic text viewers like NotePad.
The system, added and embedded metadata backdrop are stored in ane of the XML documents named item1 to item 4 in the customXml folder. The following shows the values practical in item1, while detail 4 contains the other values that can be assigned to choice fields.
The metadata for the Sensitivity label (including any formatting details) is stored in the 'custom' XML certificate in the docProps folder.
BUT – details of the Retentiveness label are non stored in the XML properties of the downloaded certificate. This may be considering once the document is downloaded, the retentiveness characterization no longer applies.
What happens to that metadata when Word documents are moved?
Every bit with the previous examples, a warning will signal that metadata backdrop may be lost. If 'Motion anyhow' is selected, the document is moved.
If the document has an Data Protection characterization setting that prevents it, it may not be possible to move information technology. The following bulletin will be displayed. The only manner to movement it is to change the label to one that allows it, or remove the label.
For any other Role document, the original Certificate ID and Retention characterization are retained but any added metadata backdrop will be lost if those columns do not exist in the destination library.
However, it seems that the added properties are not completely lost; they are moved to the 'custom' XML document in the docProps binder.
Still, if the same metadata column is added to the library, documents that take this added metadata in the 'custom' XML document do not display that metadata. It must be added dorsum.
What happens if the destination library has the same metadata columns?
If the destination library has the same added metadata columns, as shown in the example beneath, that metadata will exist copied to the destination library. The first Give-and-take document in the instance below was copied before the metadata column was added.
Summing up
When content is moved betwixt SharePoint document libraries (same site or other sites) using the built-in 'Motion to' functionality, the following occurs for all types of content:
- The original system generated metadata (Created, Modified) is retained for all types of content.
- The original Document ID is retained for all types of content just if the destination site has the Document ID feature enabled.
- Information Protection labels set on Role document simply are retained unless a label setting prevents the move.
- Retention labels are retained for all types of content.
- Added metadata is lost for all content unless the destination library has exactly the same metadata columns. However, Office documents may retain those values in their XML structure.
Source: https://andrewwarland.wordpress.com/2021/07/02/metadata-persistence-when-records-are-moved-in-sharepoint/
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