SharePoint Document Issues

How to Filter and Organize SharePoint Customer Files with Metadata

Natalie Taylor Oct 9, 2026 868 views

Question details

The user wants to quickly search and filter customer files by criteria like staff member, service type, and year without modifying the current folder layout.

How to Filter and Organize SharePoint Customer Files Using Metadata

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Organizing and searching for shared customer files handled by multiple staff members in a document library.
Observed behavior: The user needs a way to view files dynamically based on custom tags while keeping the original filing structure intact.

Before you start

Ensure you have the necessary edit permissions for the SharePoint document library to add new columns and create custom views.

Solution 1Recommended

Add Metadata Columns and Create Filtered Views

Add custom columns for metadata (like staff member, dates, and remarks) and create dedicated views to filter documents without changing your folder structure.

By utilizing metadata columns instead of traditional folders, you can assign multiple attributes to a single document. This allows you to create flexible, customized views for different staff members or business requirements without physically moving the files.

Add Metadata Columns

Open your SharePoint document library and click on 'Add column' at the top right of the list. Create custom fields such as a 'Person' column for Staff Member, a 'Date and time' column for dates, or a 'Multiple lines of text' column for remarks.

Allow Multiple Selections

To assign a document to more than one staff member, go to the column settings for your Staff Member column, select 'More options', and toggle on 'Allow multiple selections'.

Initiate View Creation

Click the Settings gear icon in the top right corner, select 'Library settings', and then click 'More library settings'. Alternatively, click the View options dropdown menu (usually says 'All Documents') and select 'Create new view'.

Configure the Filtered View

Select 'Standard View' and give it a descriptive name (e.g., 'Johns Customer Files'). Scroll down to the 'Filter' section and select 'Show items only when the following is true'.

Apply Filter Criteria

Set the filter so that your target column (e.g., Staff Member) is equal to your desired value (e.g., John Doe). Click 'OK' to save the view. You can easily switch between this filtered view and the default 'All Items' view using the View dropdown.

Add Metadata Columns and Create Filtered Views

Tip: You can create as many customized views as you need. Setting them up as 'Public Views' allows your entire team to utilize the same filters.

Free Microsoft Office alternative

Experience Seamless Document Collaboration with WPS Office

While SharePoint handles complex library management, WPS Office provides a highly compatible, lightweight alternative for your daily document creation and team collaboration needs. Enjoy robust features and a familiar interface without the hefty subscription fees.

1. Download the Installer: Visit the official WPS Office website and click the Free Download button.
2. Install the Application: Run the downloaded installation file and follow the simple on-screen instructions.
3. Sign In and Collaborate: Open WPS Office and sign in to access your free cloud storage and start collaborating seamlessly.

Fully compatible with Microsoft Office formats including DOCX, XLSX, and PPTX.Built-in cloud storage for easy file sharing, tagging, and team collaboration.Lightweight application that installs quickly and runs smoothly on older devices.Completely free to use with an intuitive, familiar interface requiring zero learning curve.

microsoft office alternative - wps office

Frequently Asked Questions

Can I assign multiple staff members to a single document in SharePoint?

Yes. When you create or edit a 'Person or Group' column or a 'Choice' column in your document library, you can check the 'Allow multiple selections' option. This lets you tag the document with more than one staff member.

Will creating a filtered view change the folders for other users?

No, creating a custom view only changes how the files are displayed on the screen. It does not alter the underlying folder structure or permanently hide files from the default 'All Items' view.

How do I easily switch back to seeing all my files?

You can switch back to the original layout at any time by clicking the View dropdown menu in the top right corner of the document library (which will display the name of your current view) and selecting 'All Documents' or 'All Items'.

Document & File Issues