How to Use Automatic Tagging in SharePoint

Liza

21 Jan 2025 — 3 min read

Automatic Tagging of Metadata

Let’s face it: everyone hates filling out metadata in SharePoint. The groans, the sighs, the “Do we really have to do this?” are all too familiar. But what if I told you there’s a way to make it easier for everyone? Enter default column values — a game-changer for those who want the best of both worlds: folders and metadata. This post is going to show you how to use automatic tagging in SharePoint.

By setting default column values on your folders in document libraries, you can ensure metadata is automatically applied when users upload or create documents. Yes, this is possible, and yes, it’s as magical as it sounds. But as with all things SharePoint, success lies in planning your information architecture properly.

The Metadata Nightmare That Could Have Been Avoided

Let me take you back in time to a project I worked on years ago. The organisation had a grand idea: they would implement nine mandatory metadata fields for every document across the company. Nine. Mandatory. Fields.

We even had a metadata steering committee. Yes, a committee dedicated to metadata. I flew halfway across the world to attend meetings where we debated things like whether “Project Name” should be a single or multi-select choice. (Spoiler: it was a single select.)

Needless to say, it didn’t go well. Adoption was slow, end users were frustrated, and arguments over metadata tagging became part of the company culture. If only we’d had tools like default column values back then. I’m not even sure this was an option in the 2007 version of SharePoint, but it would have saved us from months of bickering, countless meetings, and probably a few grey hairs.

Moral of the story: don’t let your metadata dreams turn into nightmares. Plan smartly.

Why Default Column Values Are the MVP of Metadata

Default column values let you automatically tag metadata on documents uploaded or created within a specific folder in a document library. It’s the perfect blend of folder structure and metadata tagging. Here’s why it’s a game-changer:

Ease of Use: End users don’t have to think about tagging; it happens automatically.

Consistency: Metadata is applied uniformly, reducing human error.

Time-Saving: No more nagging emails reminding teams to fill in metadata fields.

Real-World Scenario: Marketing Campaign Files

Imagine you’re managing a document library for your marketing team. You’ve set up folders for each campaign: Launch Q1, Launch Q2, Launch Q3, and so on. Instead of expecting your team to manually tag documents with metadata like Campaign Name or Campaign Quarter, you can set default column values for each folder.

For example:

The Launch Q1 folder automatically tags documents with:
- Campaign Name: Launch Q1
- Campaign Quarter: Q1
The Launch Q2 folder automatically tags documents with:
- Campaign Name: Launch Q2
- Campaign Quarter: Q2

When someone uploads a document to the Launch Q1 folder, it’s automatically tagged. No effort required.

How to Set Default Column Values

Here’s how to use automatic tagging in SharePoint:

Navigate to Your Library Open the document library where you want to set default column values.
Access the Library Settings Go to the settings gear icon and select Library settings.
Open Column Default Value Settings Under the “Columns” section, you’ll see an option for Column default value settings. Click on it.
Select a Folder Choose the folder for which you want to set default column values. You’ll see the columns available for tagging.
Set Default Values For each column, set the default value you want applied. For example:
- Campaign Name: Launch Q1
- Campaign Quarter: Q1
Save and Test Save your settings and test the functionality by uploading a document to the folder. Check if the metadata is automatically applied.

Lessons Learned (and Laughed About)

Looking back at my steering committee days, I’m reminded of how much SharePoint has evolved. From endless debates about single vs. multi-select fields to automatic tagging, we’ve come a long way. Today, with a bit of planning, you can save your team from the dreaded “metadata fatigue” and make SharePoint a tool they actually enjoy using.

Remember, the key to success is in structuring your folders and metadata thoughtfully. And maybe, just maybe, you’ll avoid the need for a steering committee entirely.