SharePoint User Group UK

We are using metadata and columns rather than the use of folders for uploading files into document libraries.

Does anyone know of any way in which we can tag files on multiple upload?

As far as I can make out this will only work on the uploading of individual files.

Many thanks.

Hi Richard,

Not out of the box unfortunately (that I'm aware of).

Depending on if this is a one-off upload or if you need to do this on a regular basis there are some options.

These can include buying a 3rd party product such as Metavis, writing a custom app, creating a scripted solution using Powershell or potentially uploading all the documents & then open in datasheet view to manipulate the metadata (generally easier than doing it via the browser).

Another option may be to set the default values of the metadata in the library and then upload the appropriate documents (which then adopt the default values) then repeat with another set of default values.

Thanks,
Steve
Novotronix Ltd

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Steve Eyton-Jones
Novotronix Ltd
Connect on LinkedIn - http://www.linkedin.com/profile/view?id=335417
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We have just done this and found the easiest way to do this is upload multiple documents into the libraries, then click on the Library Tag and change the View to Datasheet View. It was then relatively straight forward clicking on each metatag field and selecting the items from the pop up list. It took a little time to complete, but far quicker than uploading several hundred documents one at a time and selecting as you go. This requires that the Metatags Field is displayed in the default view to do this, so you may need to change this option before doing this.

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Many thanks


Peter

Thank you for this. Datasheet view certainly allows you to tag documents and looks very useful. Thanks!

We are also pondering over whether users can tag their documents in Windows Explorer and then when they upload their files into SharePoint, it imports their keywords into a column.

Does anyone know if this is possible?

We're just trying to get out heads around the notion of the effective tagging of documents before rolling out our platform and training to staff.

Thanks.

Yes, you can 'kind of' apply a tag to a document. If you add a keyword to each document (eg HR Documents contain 'HR' in the document filename) you can then create a workflow in Sharepoint Designer that will look for keywords in the filename and then automatically tag the document with the correct metatags, although the downside for this is that it will only tag the document once (if you wanted a document tagged for H&S and HR for instance, you would have to add the second metatag manually).

Hope this helps

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Many thanks


Peter

Richard,

Which version of the office clients are you using? If you're using 2007 or even better 2010, then you can save directly from the client app into SharePoint.

If the library that you browse to supports metadata, then this can be added from the document information panel within the Office App. Whilst that doesn't help during a bulk upload, it's much easier that way than saving locally and uploading afterwards once the users start working with SharePoint.

Paul.

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Hi,

I typically use a spreadsheet to capture all the columns (tags) first. Start with the filename in alphabetical order. Then add columns with your tags. Make sure that your datasheet matches this Excel worksheet by creating the relevant columns and view. Upload your docs and then copy all the columns from the Excel worksheet into your datasheet view.

This also mean your work can be done and checked for accuracy and consistency before being added to Sharepoint. Once uploaded and clean, you can always later export to Spreadsheet and make further bulk changes eg new columns and tags.

You can also use variations on this to bulk rename files or properties.

Hi,

I was facing the same issue and tried this solution but to no avail.
The metadata column in datasheet view is read-only and doesn't allow me to edit the value.

Can you confirm that you're able to "edit " a meta data column in datasheet view?

I will be surprised as there are people who are writing add-ins just to overcome this deficiency e.g. http://kwizcom.blogspot.com/2012/03/datasheet-view-alternatives.html

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