Create custom properties in Document Libraries


Create custom properties in Document Libraries

SharePoint gives you the ability to collect additional properties (also referred to as metadata or library columns) about your content. These properties can be used to search, filter, sort, and group content. When you upload to SharePoint, you get a form, prompting you to provide some information. This is called metadata and it is entirely customizable. Everything in SharePoint is considered a table, including libraries. When you want to add a custom property or field, it is referred to as a column.

Example of document properties

Adding metadata

There are four approaches to adding metadata:

  1. Add a column directly to your list/library: This is the quickest approach, but that field can’t be used anywhere else. If later want another library to have that field, you will have to manually add it.
  2. Create a site column: SharePoint has common pre-existing columns that can be used in any list or library in the site (such as Fax number, phone number, email, address, postal code etc.). You can create new columns here and they will also be reusable elsewhere. This is a good idea if you will have multiple document libraries that need to capture the same properties. If you update properties of a site column, it will update in all locations where it is used. A full list of pre-existing columns can be found by selecting the gear icon (top right corner) > Site contents > Site settings > Site Columns.
  3. Create a site content type: Most advanced. Define a consistent “wrapper” for your document so that it automatically comes with the appropriate columns. Reusable across the site. For example, define an invoice content type with the columns vendor, date received, date paid, and processing status. Content types require that you use site columns.
  4. Create an enterprise content type: Most advanced. Define a consistent “wrapper” for your document so that it automatically comes with the appropriate columns. Reusable across all the sites. This is ideal if you plan multiple site collections or will be working across different department sites. You will need a SharePoint Administrator to implement this.

Before you begin: See if there is an existing site column that can be reused (select the gear icon (top right corner) > Site contents > Site settings > Web Designer Galleries > Site Columns). You should not change the type of an existing site column.

Add a column to a library or list

  1. From inside the document library, select the gear icon (top right corner) > Library Settings.
    2. Select Create column. To reuse an existing site column from elsewhere in the site, select Add from existing columns.
    4. Define your fields:
    • Column name: the label for the field/property.
    • Type of information: the format your input should take.
    • Description: use it to provide clarity to your users who will input details in the column.
    • Require this column contains information: select Yes to make this field mandatory.
    • Enforce unique values: enforces unique values for the list/ library. This is to prevent duplicate entries.
    • Default value: should there be a default value in this field?
    • Add to default view: show this column in the default view of the library. You can adjust this at any time.
    • Column Validation: an advanced feature.

5. Select OK to create the column.

Edit or update field properties

You have limited ability to edit the default, out of the box columns, but you can modify custom columns at any time.

  1. From inside the document library, select the gear icon (top right corner) > Library Settings.
  2. Scroll down to the Columns section. Select the field you want to update.
  3. To add a new value, remove, or reorder a value in a list, make your change in the choice box. Choices will be presented to users in the order which they appear in the box.
  4. To save your changes, select OK.

Note: If you change values in a picklist after there is already content in the library, items using the old values will not automatically update. You will have to manually update the individual document properties to reflect the new values.

Change the order of the fields in the input form

The fields (metadata) you define are used in the input/properties form when a user uploads a document.

  1. From inside the document library, select the gear icon (top right corner) > Library Settings.
  2. Scroll down to the Columns section. Select Column ordering.
  3. Use the dropdowns under Position from Top to reposition them.
  4. To save your changes, select OK.

To change what columns are viewable in the library or list, use Views.