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Document Properties - Metadata RRS feed

  • Question

  • Hi,


    as I know SharePoint puts the metadata in every MS Office document. One metadata = one document property.

    Therefore it is possible to read the metadata from an MS Office document also outside of SharePoit . That means, if the document will be downloaded, then the document holds the values of metadata in the appropriate document properties. Assumed I'm not wrong  (see above), some question:

    Initial Situation:

    A MS Office Document   D1 is stored in SahrePoint and has metadata M11, M12, M13 - they are stored also in the document's  properties P11, P12 and P13. The values are: V11, V12 and V13.

    Questions:

    1. What will the value of  M11, after we have changed the value of P11: V11 -> V17  on the folloving ways:

    a)  by opening document for editing

    b) by editing in Browser

    c) by editing in Word (in case of Word document)

    d) by checking out / checking in

    e) How to change the value of M11 "automatically" ?

    2. There is an Office document D2 outside of SharePoint with properties and values  P21, P22, P23; V21, V22, V23. Is there a way to define metada (M11, M12; M13) with values (V21, V22, V23) automtcally by putting D2 in SahrePoint ?

    Thanks in advance,

    Michel

    Friday, September 6, 2013 9:11 PM

Answers

  • There is a concept of 'Promoting' document properties to SharePoint metadata.

    See here http://msdn.microsoft.com/en-us/library/aa543341%28v=office.14%29.aspx

    Your options are to either find a way to make your properties be picked up by the automated parser or to build your own. The first would probably be to create the document template in SharePoint, then issue that template to people to use. The second would be more tricky but should be possible and might give better results.

    Saturday, September 7, 2013 9:59 AM

All replies

  • 1) You're not providing enough information to answer the question. If you are saving the file locally then the online copy will not be updated until the file is re-uploaded, when the new properties will be loaded. If you're working on the document in-situ then the changes will be immediate on saving.

    Checking in and checking out shouldn't be relevant.

    Automatic changes of properties is easily done using PowerShell or C# but you'd have to provide more information about what you're trying to do.

    2) Yes. If you take D1 out of SharePoint, rename the file from docx to .zip, then explore within the document you can find the serialised property data. It can get very complicated for MMS fields but for normal fields it's fine.

    If you were to copy the metadata from D1, then add it to D2, then it should set any SharePoint based metadata for D2 to be the same as that held by D1 on upload. SharePoint will always defer to the metadata in the uploaded file, even if you're replacing an existing copy.

    This post by Eric might be of interest, although it's slightly tangential. http://www.binarywave.com/blogs/eshupps/Lists/Posts/Post.aspx?ID=250


    Friday, September 6, 2013 11:57 PM
  • Obviously I have formulated my question not enough clearly. I try again on other way:


    1)  There is two different "fields"

    metadata in MS SharePoint (e.g. M11) and

    document property in document (e.g. P11) .

    You have refered only to the document property.  My question refers to processing: moving of the value (V11) of document property (P11) into SharePoint metadata (M11), shortly:

    M11 = V11, P11 = V17

    Updating D1

    Is the value of M11 is  V17 ?

    2) Here ist the question, how to assign and set existing metadata in SharePoint based on document properties, in case SahrePoint never seen the document before, document was created outside of SP.

    The case in simplyfied form: the documents in SP have the metadata M11, M12, M13.

    There is a document created locally D2.

    We need an automatic process for assigning of existing metadata in SP (M11, M12, M13) to this document and setting their values as: M11 = V21, M12=V22, M13=V23. The idea: we put the values in document properties: P21=V21, P22=V22, P23=V23.

    Is it possible to build a process(PowerShell / C# and Co)  at all ? Should be the  Name of properties be identical:  nameOf(P11) = nameOf(P21), ... ?

    Thanks a lot in advance.

    Michel

     


    • Edited by Michel777 Thursday, September 26, 2013 5:57 AM
    Saturday, September 7, 2013 7:40 AM
  • There is a concept of 'Promoting' document properties to SharePoint metadata.

    See here http://msdn.microsoft.com/en-us/library/aa543341%28v=office.14%29.aspx

    Your options are to either find a way to make your properties be picked up by the automated parser or to build your own. The first would probably be to create the document template in SharePoint, then issue that template to people to use. The second would be more tricky but should be possible and might give better results.

    Saturday, September 7, 2013 9:59 AM