Stop Using Power Automate for Document Metadata (Do This Instead)

Key insights

• Document Sets in SharePoint allow users to group related documents and automatically sync metadata across all items, removing the need for manual updates or Power Automate workflows.
  
• You can enable Document Sets by activating a site collection feature in SharePoint, then create custom Document Set content types with Shared Columns that apply metadata to every document inside the set.
  
• Shared Columns, configured at the content type level, let you inherit and manage metadata efficiently, ensuring consistency across multiple document collections such as client folders.
  
• This approach eliminates common problems like buggy automation and time-consuming manual entry, streamlining metadata management for better accuracy and user experience.
  
• The shift from Power Automate to specialized tools and AI-powered solutions (like M-Files, Laserfiche, or Revver) offers simplified setup, deeper customization, cost savings, and seamless integration with existing business workflows.
  
• AI-driven document classification automates extracting keywords and categories from files, further reducing manual work while enhancing searchability and productivity within organizations.
  

Introduction: Rethinking Document Metadata Management in SharePoint

As organizations increasingly rely on digital documents, managing metadata efficiently has become a central concern. In his insightful YouTube tutorial, Daniel Anderson [MVP] challenges the widespread use of Power Automate for handling document metadata within SharePoint. Instead, he demonstrates how to streamline this process using SharePoint’s Document Sets and Shared Columns. This method promises a simpler, more reliable alternative to automation workflows that are often perceived as clunky or error-prone.

Anderson’s approach addresses a common pain point: the inefficiency of manual metadata updates and the maintenance overhead of automated flows. By leveraging built-in SharePoint features, users can synchronize metadata effortlessly across multiple documents, reducing both complexity and potential errors. This shift towards a more integrated solution reflects a broader trend in document management—prioritizing ease-of-use and adaptability.

Enabling Document Sets: A Seamless Start

The tutorial begins by guiding viewers through the activation of Document Sets within SharePoint. Anderson explains that enabling this site collection feature is a straightforward process, yet it unlocks powerful capabilities for organizing and grouping related documents.

Once Document Sets are activated, users can create custom content types tailored to their organization’s needs. This customization allows for the grouping of documents by projects, clients, or any other relevant category, laying the groundwork for more advanced metadata management. In contrast to Power Automate, which often requires intricate configuration, Document Sets offer a user-friendly setup that minimizes technical hurdles.

Shared Columns: Automatic Metadata Inheritance

A key highlight of Anderson’s demonstration is the use of Shared Columns within Document Sets. By configuring these columns at the content type level, any metadata applied to a Document Set is automatically inherited by all included documents. This ensures consistency and eliminates the need for repetitive manual entry or error-prone automated updates.

Anderson showcases how this automatic inheritance not only saves time but also improves data accuracy. For example, when managing client information across multiple document collections, updating a single metadata field at the Document Set level propagates the change instantly to all related files. This method stands in stark contrast to Power Automate workflows, which can be challenging to maintain and troubleshoot as organizational requirements evolve.

Advantages and Tradeoffs of the Document Set Approach

Switching from Power Automate to Document Sets for metadata management offers several notable benefits. First, it greatly simplifies the process, making metadata updates more intuitive for end users. Additionally, the risk of automation failures—such as missed triggers or broken flows—is largely eliminated, enhancing reliability.

However, there are tradeoffs to consider. While Document Sets and Shared Columns excel at synchronizing metadata within SharePoint, they may not offer the same level of cross-platform automation or integration that Power Automate provides. Organizations with complex, multi-system workflows might find Document Sets limiting if their processes extend beyond SharePoint. Therefore, the choice between these approaches depends on the specific needs and technical landscape of each organization.

Exploring Alternatives and Looking Ahead

Beyond SharePoint’s native features, Anderson briefly mentions the broader ecosystem of document management tools and workflow automation platforms. Solutions like Laserfiche, M-Files, and Revver provide advanced document storage and metadata capabilities, often powered by artificial intelligence for automatic classification. Meanwhile, platforms such as Zapier, Make, and Workato offer flexible alternatives to Power Automate for those seeking integration with a wide range of applications.

Ultimately, Anderson’s video encourages viewers to critically assess their current document management strategies. By weighing the simplicity and reliability of Document Sets against the broader automation capabilities of Power Automate and other tools, organizations can select the approach that best aligns with their operational goals and technical resources.

Keywords

Power Automate document metadata alternative best practices automate metadata management improve document workflow Power Automate tips document automation tools efficient metadata handling