Using column data to populate dropdown box on document properties

Question

I use column data YYYYMM to populate a dropdown control to add properties to all documents. I have been doing it for 12 years to retain the date of documents even when they have been copied or moved, to track when last they were reviewed and updated. The dropdown is becoming very long. I am not able to sort the list to ensure that the most recent date is at the top, not the very bottom. I have two questions:

How can I sort the data from the column data to change the order in the dropdown control?

If I delete all the dates from 2012 for instance. Would that impact my document properties for instance when I move documents between document libraries which all point to the same column data for properties or change the document in some other way?

Answer 1

Dear DR dud,

Good day! Thank you for posting to Microsoft Community. We are happy to help you.

As per your description, it seems that you are having issue with a column data that use YYYYMM to populate a dropdown control to add properties to all documents, need confirmation on whether deleting old data and sort in order will affect the document properties for instance when I move documents between document libraries which all point to the same column data for properties.

If the understanding above is right, to help you better, we'd like to collect more detailed information to do test on our side. Given this, would you please share some screenshots of your Column data and column settings so that we can make a test library to do test? More details and screenshots for "use column data YYYYMM to populate a dropdown control to add properties to all documents" is appreciated.

Please also share how is the file moved, via "Move To" function or Power Automate?

Appreciate your understanding that sometimes the initial reply may not resolve the situation very soon. However, we can work together to narrow down and resolve the situation. Please kindly post back and provide the more information, then we can focus on your specific scenario and provide specific suggestions.

If the understanding above is not consistent with yours, please feel free to post back and point that.

Your understanding and patience will be highly appreciated. We hope that you are keeping safe and well!

Thanks for your cooperation.

Sincerely,

Rhoda | Microsoft Community Moderator