Can we depend on Metadata and eliminate folders/ will this work for large document libraries?

asked 2022-12-29T20:51:49.9+00:00
john john 676 Reputation points

I read many articles which show how metadata provide many benefits over folders. and they show cases where users will be uploading all documents inside the root folder >> tag them using metadata columns >> and they will create views with filters on the metadata. but this architecture will fail sooner or later, because views will not allow us to show more than 5,000 documents. and if we add multiple filters and the first filter return more than 5,000 documents, the second filter will fail and so on. also based on SharePoint limitation if a folder contain more than 100,000 documents you can not break the permission on it.. so are metadata really replace folders for real enterprise document library which might contain 1-2 million documents?


A group of Microsoft Products and technologies used for sharing and managing content, knowledge, and applications.
5,977 questions
SharePoint Server Management
SharePoint Server Management
SharePoint Server: A family of Microsoft on-premises document management and storage systems.Management: The act or process of organizing, handling, directing or controlling something.
2,354 questions
{count} votes

1 answer

Sort by: Most helpful
  1. answered 2023-01-03T02:21:59.693+00:00
    Jinwei Li-MSFT 4,691 Reputation points Microsoft Employee

    Hi @john john ,

    Apologize to reply late. I suggest you could use a modern PnP Search Web Part to complete it.

    The PnP 'Modern Search' solution is a set of SharePoint Online modern Web Parts allowing SharePoint super users, webmasters and developers to create highly flexible and personalized search based experiences in minutes.

    I have found this article for your reference. Hope it would help you.
    PnP Modern Search

    If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

    Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.