Missing Metadata in SharePoint Library

Question

Hi, all,

Our team uses an Excel spreadsheet in a SharePoint document library to track daily calls.

Their process:

• They open the last saved version of the spreadsheet that has a metadata column
• Save-As > Save a Copy > Rename
• Make changes

When they go back to the library, the metadata is not there any longer. Sometimes it's immediate, sometimes it's after a few days, and sometimes the metadata is retained.

Could this be a setting in the library or in the spreadsheet, or something else?

Any insight will be appreciated.

Answer 1

Dear Catalina,

Thanks for your updates and kindness.

It seems that I can't reproduce the issue in our environment.

I create a content type Weekly Call Excel and a choice type of the site column Custom Column 1 and set the default value as metadata1 and add the column to the content type.

I then show the custom column Custom Column 1 on the library view.

Now when you add a new Excel file from the content type Weekly Call Excel, the column value should be metadata1 by default.

When you open the existing one>Info>Save a Copy>rename as a new file>Info>Show All Properties>change the metadata value and the updated value will be synced to the library. If you don't change, the default value will be synced.

Do you see that the metadata value isn't synced on the library view or you just see the blank value? If you see the blank value, do you set the default value on the site column?

Moreover, some possible reason may be that someone in the organization creates some flows updating the metadata value. Could you check whether there are some flows configured on the library to change the metadata value in the library automatically from your side?

Your effort and time are greatly appreciated!

Sincerely

Cliff | Microsoft Community Moderator

Answer 2

Dear Catalina,

Are you using the default content type of Excel file? If yes, when you add the field to the default library view, it should be always visible in the site library.

If you are using a custom Excel content type and set the custom view with the fields for it, the metadata may be hidden.

So are you using the custom content type and the custom view?

Could you upload some related screenshots showing the issue in your environment for our reference?

Note: Remove any private information before uploading the screenshots.

Your effort and time are greatly appreciated!

Sincerely

Cliff | Microsoft Community Moderator

Answer 3

Hi, Cliff. Thank you for responding.

This is an uploaded spreadsheet, so it should be the default content type.

Below is the screenshot of the library.

As I mentioned in the OP

1. They open the last saved version of the spreadsheet from Document Type: Weekly Call Excel, which has metadata.
2. Save-As > Save a Copy > Rename
3. Make changes (auto-save)

When they go back to the library, the metadata is not there any longer. Sometimes it's immediate, sometimes it's after a few days, and sometimes the metadata is retained.

Answer 4

Dear Catalina,

Thanks for your updates.

By looking into the screenshots you provided, you seem to enable the custom content type. There seems to be no custom metadata in the library view. Do you mean that you can't see the custom metadata in the All Documents view or you can't see it in the property form?

May I know whether you add the custom metadata to the default content type? Could you check whether the column is checked in Show or hide columns?

What type of the column do you use as the metadata? Some screenshots showing the metadata you use to the default content type are appreciated.

Note: Remove any private information before uploading the screenshots.

Meanwhile, please check whether you hide the column in the form as follows. If yes, change it to Optional to see and let us know the result.

Your effort and time are greatly appreciated!

Sincerely

Cliff | Microsoft Community Moderator

Answer 5

Hi, Cliff. Thank you for your response.

The metadata is the Document Type column. It is not based on a content type at all. It is just a drop-down column in the library.