SPO: Have documents added to a folder inherit the column values of parent folder?

AConfusedUser 71 Reputation points
2021-11-02T16:53:13.867+00:00

We want to create hundreds of folders in a document library. Each folder will have 15 or so columns with various values. (Things like ClientID, SalesRegion, JobNumber, JobSiteState, etc...)

When we upload documents to those folders, we want each document to have the same values in it as the parent folder they are uploaded into.

We don't want to have to specify static default values for each folder, we are looking for a way to create a folder and then any document added to it automatically get those values set automatically.

The reason for this is we want to filter on those columns when doing document searches.
ClientID= ABC123, SalesRegion=Midwest, etc... then the document search string "Silver Plated Widget Foundry"

Is there a way we can accomplish this?

Thank you

Microsoft 365 and Office | SharePoint Server | For business
Microsoft 365 and Office | SharePoint | For business | Windows
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Accepted answer
  1. Echo Du_MSFT 17,316 Reputation points
    2021-11-03T06:47:07.417+00:00

    Hello @AConfusedUser ,

    Welcome to Q&A Forum!

    You can create Document Set to achieve your needs.

    Please follow the steps:

    1.Sign in the site collection as a site admin

    2.Enable Document Sets feature for a site collection

    • Site settings >> Site collection features >> Document Sets

    145960-1.jpg

    3.Go to the Document library page, create columns for the library

    146017-2.jpg

    4.Click Library settings >> Advanced settings >> Enable "Allow management of content types"

    146018-3.jpg

    5.Go back the Library Settings page, under the "Content Types" section, click "Add from existing site content types" link

    145977-4.jpg

    6.On the Add Content Types page, add Document Set content type

    146074-5.jpg

    7.Go back the Library Settings page, under the "Content Types" section, click "Document Set" link

    145978-6.jpg

    8.On the List Content Type page, under the "Columns" section, click "Add from existing site or list columns" link

    145970-7.jpg

    9.On the Add Columns page, add avaliable columns

    146076-8.jpg

    10.Go back the List Content Type page, click Document Set setting

    145979-9.jpg

    11.On the Document Set Setting page, under the "Shared Columns" section, select columns that your wanted.

    145998-10.jpg

    12.Go back the Document library page to create Document Set.

    146062-11.jpg

    13.Here is my test:

    146077-documentset.gif

    For more information, please see "Create and configure a new document set content type" article.

    Thanks,
    Echo Du

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