SharePoint has always been the go-to platform for document management and collaboration. But let’s be honest – adding metadata has often been a bit of a pain. 😬
That’s about to change. Microsoft has introduced a new Forms feature in SharePoint document libraries, and it’s a small update with massive potential. If you’ve ever wanted a simpler way to capture metadata alongside your documents, this is the update you’ve been waiting for.
💡 Why This Matters
Metadata isn’t just a nice-to-have. It’s the key to:
✅ Better governance
✅ Consistent data
✅ Automated workflows
And now, with Copilot in the mix, metadata becomes even more powerful. This new feature embeds forms directly into the document lifecycle, making it easier than ever to enforce metadata and streamline processes.
⚙️ How It Works
Here’s the magic in action:
- Create a Form – In your document library, click the new Forms button. Give your form a name, add a logo, choose a theme, and set options like notifications and custom messages.
- Add Metadata Fields – No need to jump back and forth between settings. You can add custom metadata columns right inside the form experience – choice fields, dates, required fields, you name it.
- Share the Form – Click Send Form, copy the link, and share it via Teams, email, or even as a button on a SharePoint page.
Here’s the kicker: users don’t need permissions to the document library to upload files via the form. 🤯 They can submit documents and metadata without ever seeing the library contents.
🔥 Why It’s a Game-Changer
Think about the possibilities:
- Collect project documents from external users without exposing your library
- Enforce metadata for governance and automation
- Trigger workflows based on metadata values
No more messy workarounds with Power Automate to strip permissions. No more chasing users for missing metadata. Just a clean, simple process.
⚠️ A Few Watch-Outs
- Forms are tied to folders, so don’t go wild creating dozens of forms and columns – it could get messy fast.
- Branding options are limited for now, but expect improvements from Microsoft soon.
✅ The Bottom Line
This update is a big win for efficiency and governance. If you’re struggling with metadata or document management, this feature could transform your workflows.
Want to learn more or see how this fits into your digital transformation strategy?
Drop us a message and let’s talk.
Watch our full rundown on this from our very own Marc Stamper then head over to our Youtube channel for more!