How to Set Up SharePoint Metadata the Right Way

When it comes to SharePoint metadata, less is more—but not everyone gets that memo. Over the years, I have seen organisations go overboard, turning what should be a simple, structured system into a metadata nightmare.

In fact, I learned this the hard way.

Early in my career, I sat in Metadata Steering Committee meetings where a room full of people debated whether “Project Name” should be a single or multi-select field. We had spreadsheets filled with endless metadata fields, nine mandatory columns that no one used properly, and quarterly meetings where the same arguments happened again and again. It was chaotic, repetitive, and completely overwhelming—but it also taught me an important lesson:

Metadata should make life easier, not harder.

If you want a good laugh (and a cautionary tale), check out my post Liza’s SharePoint Chronicles: The Metadata Steering Committee, where I share the full story of how a well-intentioned metadata strategy turned into a complete disaster.

Now, let’s talk about how to set up SharePoint metadata the right way—without the chaos.

Step 1: Discovery—Understanding How Documents Are Managed Today

Before making any structural changes, the first step is to conduct a full discovery process. This involves meeting with key stakeholders and examining how the organisation currently manages documents. The goal is to understand existing workflows, identify bottlenecks, and determine how metadata can help rather than hinder document management.

Reviewing the Current SharePoint Setup

This means looking at what is already in place. Are there existing metadata fields? Are users already applying metadata, or is everything dumped into folders? Are they using search, or is navigation through libraries and folders the main method of finding content? Answering these questions helps identify the gaps and inefficiencies.

Examining Folder Structures, Naming Conventions, and Permissions

Many organisations still rely on traditional folder structures within SharePoint. Understanding these structures provides insight into how teams store and retrieve documents. Naming conventions also play a role—are they consistent? Do they contain redundant information that could be replaced by metadata? Permissions also dictate structure; if document access is limited by department, this impacts how metadata is applied at different levels.

Understanding How Different Teams Collaborate and Access Documents

Each department may have different needs when it comes to metadata. Some may require strict categorisation, while others may benefit from a more flexible tagging system. Understanding team workflows ensures that metadata fields reflect actual usage rather than theoretical models.

Identifying Compliance or Regulatory Requirements

Certain industries have specific compliance requirements for document retention, confidentiality, and classification. Identifying these early ensures that metadata supports compliance without adding unnecessary complexity.

Evaluating the Top-Level Structure and Departmental Sites

The decision-making process must consider the high-level structure of SharePoint. Are there hubs or standalone sites? Which sites need to be linked, and what content is shared across departments? Determining how sites, libraries, and folders interact will influence metadata decisions. This ensures metadata is applied efficiently and used consistently across the organisation.

Step 2: How SharePoint Structure Impacts Metadata

How SharePoint sites and libraries are structured often aligns with business functions, but in many cases, permissions end up dictating structure more than logic. For example, an organisation may have:

• A Finance site with document libraries for Budgets, Invoices, and Contracts
• A Human Resources site with libraries for Policies, Employee Forms, and Training Documents
• A Projects site with multiple libraries for different teams

Ideally, structure follows function, but if permissions restrict access across teams, this can impact how metadata is applied. This is why, during the discovery phase, I research:

• How sites are set up
• How permissions are structured
• Which teams need access to what

Understanding these elements helps define the right metadata approach, whether it involves site-level metadata, library-specific metadata, or a combination of both.

Step 3: Defining Standard Metadata—The Less, The Better

One of the most common mistakes organisations make with SharePoint metadata is overcomplicating it. Too many metadata fields can lead to user frustration and poor adoption.

The goal is to strike a balance between structure and usability. If users are required to fill in ten or more fields just to upload a document, they will likely find ways to bypass the system. I always recommend starting with the absolute minimum metadata necessary to provide value.

Using Document Type as a Starting Point

Many organisations start with just a Document Type column and structure their sites and libraries in a way that captures additional metadata automatically. This means that other key metadata—such as function or department—is inferred based on the site or library where the document is stored. This simplifies the process for users and ensures metadata is applied consistently.

By structuring sites and libraries to reflect business functions, metadata becomes an enabler rather than a barrier. This also improves search and filtering capabilities across the organisation, making it easier to locate documents.

Here are the core metadata columns I typically implement:

Document Type (Managed Metadata)

This is the most important column. It categorises documents based on their purpose, such as:

• Policy
• Procedure
• Template
• Form
• Report
• Contract

Beyond Document Type

Several other metadata fields are crucial for a well-organised SharePoint environment:

• Function (Managed Metadata): Categorises documents by business function such as HR, Finance, IT, or Legal.
• Confidentiality Level (Choice Column): Defines security classifications such as Public, Internal, Confidential, and Restricted.
• Retention Policy (Managed Metadata): Determines how long a document should be retained before archival or deletion.
• Owner (Person or Group Column): Specifies who is responsible for maintaining or updating the document.

These fields ensure a structured and user-friendly document management system while minimising unnecessary complexity.

Step 4: Implementing and Training Teams

Once the metadata model is designed, it is time to implement it in SharePoint and train users. This includes:

• Creating Site Columns and Content Types for consistency
• Using the SharePoint Term Store to enforce controlled metadata values
• Setting up document libraries with default metadata values
• Training teams on how to use metadata effectively

Training Methods to Ensure Adoption

Training is a crucial step in ensuring metadata is used correctly. Some effective methods include:

• Workshops and Hands-On Training: Running interactive sessions where teams upload and tag documents ensures they understand the benefits firsthand.
• Short Video Tutorials: Providing quick, on-demand videos that demonstrate how to tag documents correctly.
• Guides and Cheat Sheets: Simple one-page guides that explain how and when to apply metadata.
• Automated Metadata Suggestions: Using Power Automate to suggest metadata values based on document content.

One of the biggest challenges is getting users to adopt metadata instead of reverting to old habits. A well-planned change management approach can help ensure the successful rollout and adoption of the new system.

Final Thoughts: Metadata is a Journey, Not a One-Time Task

If you are just starting out with metadata, do not worry about getting it perfect from day one. Begin with the essentials and adjust as the organisation grows and evolves.

What metadata challenges have you faced in SharePoint? Share your thoughts in the comments.