SharePoint Document Issues

How to Use Different SharePoint Metadata by Folder

WPS Content Manager Oct 9, 2026 869 views

Question details

The user wants to display or require different metadata fields based on the specific SharePoint folder where a document is stored.

How to Use Different SharePoint Metadata by Folder in SharePoint Online

Product: SharePoint Online
Device & OS: not provided
Scenario: Managing a document library containing different client folders and project types that require a customized information architecture.
Observed behavior: SharePoint document libraries do not provide an out-of-the-box feature to dynamically display different metadata fields or choices depending solely on standard folders.

Before you start

Ensure you have Site Owner or Full Control permissions on the SharePoint site to activate features, create content types, and modify library settings.

Solution 1Recommended

Use Document Sets and Custom Content Types

Document Sets act as enhanced folders that allow you to group related documents, apply default metadata, and assign specific content types to a 'folder' level.

By replacing standard folders with Document Sets, you can create a unique content type for each client or project type. This approach allows you to bind specific metadata columns to specific Document Sets, effectively giving you different metadata requirements per 'folder'.

Enable the Document Sets feature

Navigate to Site Settings > Site Collection Features, find 'Document Sets', and click 'Activate'.

Create a new Content Type

Go to Site Settings > Site content types and click 'Create'. Name it after your project type and set its parent content type to 'Document Set' (under Document Set Content Types).

Add metadata columns

Inside your new Document Set content type, click 'Add from new site columns' or 'Add from existing site columns' to attach the specific metadata fields needed for this project folder.

Configure Document Set Settings

Open the Document Set settings for your new content type. Define the 'Allowed Content Types' for documents inside the set, and configure 'Shared Columns' so that documents automatically inherit the folder's metadata.

Add to Document Library

Go to your Document Library settings, select 'Add from existing site content types', and add your newly created Document Set content type to start creating these customized folders.

Use Document Sets and Custom Content Types

Best Practice: Using Shared Columns inside Document Sets eliminates manual data entry, ensuring all files within the set automatically receive the correct client or project metadata.

Solution 2

Customize the Library Experience with Power Apps

If Document Sets do not meet your exact conditional metadata needs, Power Apps can be used to build a fully customized user interface for your library.

Free Microsoft Office alternative

Prepare Documents for SharePoint with WPS Office

While you customize your SharePoint architecture using Document Sets and Power Apps, WPS Office serves as the perfect lightweight, free alternative to Microsoft Office for creating and editing your Word, Excel, and PowerPoint files before uploading them.

1. Download and Install: Visit the official WPS Office website to download and install the free suite on your PC or Mac.
2. Create or Edit Files: Open WPS Writer, Spreadsheets, or Presentation to prepare your project documents with full Microsoft format compatibility.
3. Upload to SharePoint: Save your finished documents locally, then upload them directly into your customized SharePoint Document Sets to inherit the proper metadata.

Completely free and lightweight suite for high-speed document processing.Highly compatible with Microsoft Office formats (.docx, .xlsx, .pptx) for seamless SharePoint integration.Familiar user interface ensuring a zero-learning-curve transition for your team.Easily format and edit files locally before applying your complex SharePoint metadata.

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Frequently Asked Questions

Can I set default column values for standard SharePoint folders?

Yes. While standard folders do not change which metadata fields are displayed, you can use 'Column default value settings' in Library Settings to automatically assign a specific metadata value when a file is uploaded into a standard folder.

Are Document Sets fully supported in modern SharePoint Online?

Yes, Document Sets are supported in modern SharePoint Online libraries. However, configuring the underlying content types and Document Set settings still takes place in the classic Site Settings interface.

Will changing a folder to a Document Set affect existing files?

You cannot simply convert a standard folder into a Document Set. You must create the new Document Set first, and then move your existing files into it using the 'Move to' feature.

Document & File Issues