Report on Metadata
Report on the metadata columns used inside lists and libraries.
We know this suggestion has been here for a while now. To be honest, this has never been a priority but today I am a bit curious on learning more about the ultimate need behind this idea.
Would the ability to report on metadata help you prepare for migrations? Or is it connected to content management?
What are your thoughts on this?
Since SharePoint Online doesn't provide any way to enforce required metadata for document libraries, it would be very helpful to be able to report on documents missing required metadata to help our organization enforce the requirement.
We really need this feature. For example, I have a column that is used across 20 different libraries. I have a request where the user would like to see the values of this column within each item of every list, and be able to review it in a single view.
It's been awfully quiet on this topic, and this feature still hasn't been implemented. A shame.
My scenario is from a content management perspective (as we're buying both Migration and Management at the same time these days).
I'd like to be able to find all documents (or document sets) that have a specific set of metadata, for example documents that have the custom metadata label "High sensitivity" that are shared with external users.
Or documents where the "Archival date" custom metadata has passed.
That's just two practical examples of the tens on the top of my mind.
If it could do what SharePoint Essentials Toolkit (item query) by Cognillo can do would be great. We already have ShareGate but looking at other products to fill some gaps. Like others, we need to report on duplicate metadata terms used across our organization which is very difficult to write PowerShell for. Determine which terms are being used incorrectly and action them (remove redundant old fields/terms). Cognillo's product does this by letting me add 'additional fields' (custom ones) in a report so I can include any field and show all values from items. So hopefully your team can provide some dates on this if it will be done. Thanks!
I have a SharePoint site to be migrated that has close to a thousand libraries and numerous lists. Within each are contract documents with a metadata field of DocType that is set to pull from a term store, though we believe therer are variences from that setting. Is there a way to run a report on the entirety of the site that gives me # of docs by that doc type field? I only see OOB metadata available in your "create custom report" field pickers.
It would be great to see which terms are actually in use and which aren't.
it would also be great to see if the additional labels you can add are more frequently used than the 'original' , to see if the company wants to 'rebrand' the term and maybe decomission some terms as a whole.
Basically it would be beneficial for managing your termstore.
Yes please this would be very useful
The ability to find where Managed Metadata columns are used across all our sites would be useful in both migration and content management situations. We don't know where they get used so the impact of changing the terms isn't fully assessed.
Raquel Meyers commented
This is both a migration and housekeeping issue for me.
For Migration: understanding where site columns and content types or term sets are actually used.
For house keeping: I would ideally be able to identify unused terms/term sets in the term store. The term store has an ability to grow like a wild animal with rouge unused terms!
We use RecordPoint to determine the retention periods for our sharepoint files.
By getting a metadata report, I can compare against the recordpoint rules and easily update rules accordingly.
Hettie Burger commented
Dear Team, I need this for my clients to be able to report per list on the columns with required metadata fields which is empty and needs to be completed.
Matt M. commented
For me, this would help in preparing for migrations. I worked with a customer recently that use Content Types Heavily, in their current farm, and wanted to consolidate their content types. Getting a report for Content Types wasn't terribly difficult, but understanding which ones were used in which libraries, and being able to map the metadata columns properly (bulk edit) would have been huge help.
Hopefully, this give you some context for my use-case.
This would be really useful to prepare migrations AND manage contents in scenarios where we have multiple libraries using the same metadata columns (same content type or not). This would be a nice way to check for the usage of a specific value in a termstore or choice column throught different sites/libraries
Pat Petersen commented
Useful to get properties that are custom on the list/library (content types). For example, being able to add fields in addition to the SP properties you already give us.
I think it would help for both to be honest. We could use it here to see if there is common metadata across sites that is maybe better dealt with at a tenant level instead. Or where people are using it - is it just list/library columns or is it site fields? Are they duplicating data or fields in site collections, etc?
Dan Sal commented
This would be useful mostly for migrations, but also for day-to-say maintenance.
1) Find usage of managed metadata terms and even term sets for deprecation/cleanup
2) Identify similarly named list columns to migrate to site columns
3) Identify duplicate site columns across site collections, report if they were published via content type publishing or not
Anna Ziarno commented
It would be extremely useful to get a report on all metadata on site. We use a workaround with Bulk edit to get data. But it's possible to get only one list at a time. With houndreds of lists you get the idea...
Bill Thomas commented
This would help a lot towards Information Architecture refinement. Firstly from the perspective of identifying what term sets are no longer used so we can safely remove them, and secondly evaluating similar but slightly different termsets that are user generated. The task as it stands right now gets messy and time consuming in a large organisation. It could also be handy to compare termsets in a source and destination.
Marcus Taylor commented
We need this report