How can I prevent metadata from being lost when using the "Move to" function

Question

I'm facing an issue when some metadata is lost in transmission between document libraries. The libraries are in different sites, and I've used the same format as the starting library to the destination, but some of the values in particular columns are missing when they arrive.

At the moment the solution that I'm using is to first export the original library to excel to keep a record of the metadata, and then migrating the files in parts and checking that all the columns get transferred properly, which is not ideal and is very time-consuming.

Is there a way to mitigate this data loss?

Thanks

Answer 1

Hi @Sean Holmes,

Thanks for reaching out to us. We are very pleased to support you.

Currently, the "Move To" feature will not preserve the managed metadata column values when moving items between libraries. The modern experience is a new feature and is in the improving phase. It may take some time to improve.

As a workaround, we recommend you use Power Automate to move files with managed metadata between libraries in the different site.

First, we recommend that you double-check that the destination document library must have the same exact metadata columns as the source document library, including their term sets.

I have tested two scenarios, one is to move all the files in the document library and the other is to move some of the files in the document library, you can choose one of them according to your situation.

Also, if you have a large number of files or large file sizes, it is likely to take longer to move files using Power Automate. We recommend that you wait a little longer after running the flow.

Move all the files in the document library:

1. Sign in to Power Automate home page and create a Manually Flow. If you are new to Power Automate, please refer this article to Get started with Power Automate.
2. Please switch to the classic designer, as the setup steps are clearer and more concise with the classic designer.
3. Add Get files (properties only) step and specify your source document library.
4. Add Get file properties step and specify the id value you got in the previous step. After that, you will find that this step is wrapped in Apply to each step. We will loop through the move operation for each file later on.
5. Add Move file step after Get file properties step in Apply to each step. Note that here we need to manually splice some values:
   • File to Move: your library name/ your folder name(Please omit if you don't have)/File Name with extension (This is dynamic content).
   • Destination Folder: If you have a specific folder, you can select it by clicking on the folder button next to it, or if you are just moving to a library, you can just type /your library name manually.
   
6. Click Save.
7. After the save is successful and there are no error messages you can run your flow by clicking on Test button at the top.

Move some of the files in the document library:

1. You need to save the files you want to move to a file.
2. Create a manually triggered flow.
3. Add Move folder step.
4. Save and test this flow.

If you have any questions, please do not hesitate to contact me.

Moreover, if the issue can be fixed successfully, please click "Accept Answer" so that we can better archive the case and the other community members who are suffering the same issue can benefit from it.

Your kind contribution is much appreciated.