Copy files with Metadata Tags in SharePoint Site - A DIY Tutorial!

SharePoint is an essential tool for collaboration and document management in the modern workplace. It allows organizations to store, organize, and share documents in a central repository. However, as enterprises scale their use of SharePoint, the challenge of managing metadata becomes increasingly important. Metadata plays a key role in organizing and categorizing documents, making it easier to search, filter, and retrieve files.

One of the key features in SharePoint is the ability to copy files along with their associated metadata tags. This feature simplifies workflows and ensures that metadata is preserved during file duplication, saving time and reducing the risk of errors. In this article, we will explore how to copy files with metadata tags in SharePoint, the benefits of doing so, and best practices for optimizing the process.

Related article: Merge Google Workspace accounts

What Are Metadata Tags in SharePoint?

Metadata refers to information that describes a document’s content, such as its author, creation date, keywords, or document type. SharePoint allows users to apply metadata tags to files stored in libraries, offering an organized structure for managing files across the platform.

The Importance of Copying Files with Metadata Tags

Copying files in SharePoint is a routine task, but doing so with their metadata intact offers several benefits:

1. Metadata helps users understand the context of a document. When copying files, it’s important to keep metadata tags to ensure the copied file maintains its relevance within its original context.

2. SharePoint's search functionality relies heavily on metadata tags. Copying files with metadata ensures that the copied file is also indexed properly, improving search results and making it easier for team members to find the file later.

3. If your organization uses workflows based on metadata, preserving metadata when copying files helps maintain consistent document management practices across the platform.

4. Copying files without metadata can lead to inconsistencies or data loss. Retaining metadata ensures that the copied file remains accurate and aligned with organizational standards.

Methods to Copy Files with Metadata Tags in SharePoint

1. Manual Copying Using the SharePoint Interface

The most basic method of copying files within SharePoint is through the web interface. While it’s simple to perform, this method may not always preserve all metadata.

Here’s how you can copy files manually in SharePoint while retaining metadata:

1. Navigate to your document library in SharePoint.

2. Select the file or folder you want to copy.

3. Click on the ellipsis (three dots) next to the file name to open the context menu.

4. Select Copy to or Move to.

5. Choose the destination library or folder within the same SharePoint site or across different sites.

6. In the copy dialog box, ensure that the metadata is retained during the move or copy process.

This method works well for a few files, but it can become tedious when copying large numbers of files or documents across different libraries.

Also read: Migrate Teams chat from one tenant to another

2. Using Power Automate for Automated Copying with Metadata

For more complex scenarios, such as bulk file copying with metadata, Microsoft Power Automate (formerly known as Microsoft Flow) can be an excellent tool. Power Automate allows users to create workflows that automate tasks, including copying files along with metadata.

Here’s how you can set up an automated flow to copy files with metadata in SharePoint:

1. Open Power Automate and select Create from the left-hand menu.

2. Choose a blank flow and select a trigger. For example, you can use the When a file is created or modified trigger.

3. After configuring the trigger, add an action called Copy file. This action will copy the file from the source document library to the destination.

4. In the action settings, make sure the metadata fields are mapped to the corresponding fields in the destination document library.

5. Once the flow is configured, test it by uploading a file or triggering the flow based on your trigger event. Power Automate will automatically copy the file and retain its metadata tags in the process.

This method is especially useful for automating repetitive tasks and maintaining consistency across multiple libraries or SharePoint sites.

3. Using SharePoint Migration Tool (SPMT)

For large-scale migrations or when you need to copy files between different SharePoint environments (e.g., from an on-premise SharePoint to SharePoint Online), the SharePoint Migration Tool (SPMT) can be an excellent option. This tool is specifically designed to handle bulk file transfers while preserving metadata tags.

The steps are as follows:

1. Download and Install the SharePoint Migration Tool (SPMT) from the Microsoft website.

2. Launch the tool and connect it to your source SharePoint environment (either on-premises or another SharePoint Online site).

3. Select the files and folders you want to migrate.

4. Choose the destination SharePoint site and configure the tool to ensure metadata retention.

5. Begin the migration, and the tool will automatically copy the files along with their metadata.

SPMT is a powerful tool for organizations with large volumes of data and complex migration scenarios.

4. Using Automated Migration Tool for Copying Files with Metadata Tags

In addition to the built-in SharePoint Migration Tool (SPMT) provided by Microsoft, Systools SharePoint Online Migrator is another automated solution that can simplify the process of migrating and copying files while preserving metadata in SharePoint environments. It provides an effective solution for organizations looking to perform SharePoint migrations and backups with a focus on maintaining the integrity of metadata.

A standout feature of this solution is its ability to migrate files while retaining metadata tags, ensuring that the destination files are fully indexed and organized as they were in the original SharePoint environment. This tool not only handles document migration but also maintains folder structures, permissions, and metadata mappings, which is especially crucial for businesses that depend on consistent metadata tagging for document management and search optimization.

Read also: Migrate Teams channel to another Teams

Benefits of Using this Solution!

• Metadata Integrity: The tool preserves both default and custom metadata tags, ensuring that the context of each file is maintained.

• Ease of Use: With its intuitive interface, the tool simplifies the migration process, even for large-scale projects.

• Time-Saving Automation: Automating the migration process reduces the need for manual intervention, saving valuable time and resources.

• Support for Complex Migrations: Whether migrating between different SharePoint environments or migrating data from external systems, the Systools tool can handle complex migration scenarios.

Conclusion!

Copying files with metadata tags in SharePoint is essential for preserving context, ensuring consistency, and maintaining data integrity. Whether you use the manual interface, Power Automate, or the SharePoint Migration Tool, it’s important to choose the right method for your use case. By following best practices such as using consistent metadata fields, leveraging content types, and testing the process before large-scale copying, you can ensure a seamless experience when transferring files.