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,

Thanks for your updates and kindness.

From the screenshots you previously uploaded, I only see some default columns in the library.

May I know whether the issue is that you can't see the custom metadata in the All Documents view or you can't see it in the property form?

If you can't see the custom metadata in the All Documents view and make sure that the column is added to the content type, please check whether you hide the column in the view.

Your effort and time are greatly appreciated!

Sincerely

Cliff | Microsoft Community Moderator

Answer 3

Hi, Cliff.

Thanks for responding.

The "Document Type" column (far right in the screenshot) is not a SharePoint default.

The column was created to add metadata to each document. It is not a Content Type, just a SharePoint column.

As I mentioned in the OP, the process is:

1. They open the last saved version of the spreadsheet with the "Document Type: Weekly Call Excel" metadata already present.
2. Save-As > Save a Copy > Rename the spreadsheet.
3. Make changes
4. Auto-save

Then, when they go back to the library, the metadata is no longer there for the newly created spreadsheet.  Sometimes it's immediate, sometimes it disappears after a few days, and sometimes the metadata is retained.

This issue happens in all views.

Answer 4

Thank you, Cliff, for your help in this matter.

I will look into it further.

Answer 5

Dear Catalina,

You are welcome.

Welcome to share any updates at your convenience if you need further help on this issue.

Your effort and time are greatly appreciated!

Sincerely

Cliff | Microsoft Community Moderator