Document management for dispersed teams
A SharePoint intranet and document management system for CitNOW, with data migrated from the old setup so teams in different locations can find and co-author their work.
SharePoint metadata automation
Metadata applied the moment a file lands.
The Contextual Metadata Manager watches your SharePoint libraries and stamps every new or moved file with the right metadata, based on the folder it sits in and the taxonomy you define. People carry on saving files where they always have and the classification happens in the background.
5 levels
of taxonomy: Business Unit, Function, Activity, Task and Sub-Task
1 app
to manage sites, taxonomy terms, mapping rules and flows
20+ years
of SharePoint experience behind the product
The problem
Why metadata rarely gets filled in.
- 1
People skip the tagging
Asking staff to fill in metadata on every file means most of it never gets done.
- 2
Inconsistent terms
Without one taxonomy, the same thing gets tagged several different ways.
- 3
Search and governance suffer
Untagged files are harder to find, retain and govern.
What it does
Define, stamp and audit your metadata.
The Metadata Manager is a Power Platform solution with a React configuration app.
Define
Your taxonomy in one place.
Set up terms from Business Unit down to Sub-Task in a single configuration app.
- Five levels of taxonomy
- Sites and libraries registered in the app
- Settings changed without code
Stamp
Metadata applied automatically.
Mapping rules link folders to taxonomy terms, and Power Automate flows stamp new and moved files through the Microsoft Graph API.
- Rules based on folder location
- New and moved files picked up
- Each flow on its own schedule
Audit
A record of every change.
Every creation, move and metadata update is logged, and you can filter the audit trail by date, operation type or status.
- Log of every file event
- Filters by date, operation or status
- Audit retention you control
How we work
How the Metadata Manager works.
01
Register
You register the SharePoint sites and document libraries you want the Metadata Manager to watch, from the configuration app.
02
Define
You set up the taxonomy in a single interface, from Business Unit down to Sub-Task, so every term lives in one place.
03
Map
You create rules linking folder locations to taxonomy terms, so a file saved in a given folder picks up the right metadata.
04
Stamp
Power Automate flows pick up new and moved files through the Microsoft Graph API and stamp the metadata, each flow on its own schedule.
05
Audit
Every creation, move and metadata update is logged, and you can filter the audit trail by date, operation type or status.
Built on Microsoft 365
Built on Power Platform.
The Metadata Manager runs in your own tenant and works alongside the SharePoint you already have.
Runs in your tenant
A Power Platform solution with a React configuration app.
Settings without code
Environment variables control endpoints, audit retention and a master switch.
Users work as normal
People save files where they always have and classification happens in the background.
In beta
Sign up and we will be in touch about getting it running in your tenant.
Case studies
Case studies we have delivered.
Read the CitNOW case study
Related services
Where the Metadata Manager fits.
The Metadata Manager is a Power Platform solution with a React configuration app, and it works best alongside a document structure and governance model that people have agreed. These are the services we usually pair it with.
SharePoint governance
Permissions, naming conventions and content lifecycle rules, so the metadata you stamp supports a model people actually follow.
Document management systems
Structured libraries, workflows and retention in SharePoint, with metadata doing the heavy lifting for search and reporting.
Knowledge management
A structured, searchable knowledge base in SharePoint that relies on consistent tagging to stay findable.
Power Automate
The flows behind the Metadata Manager are Power Automate, and we build other flows for approvals, reviews and archiving too.
Microsoft Purview
Retention labels, sensitivity labels and records management that sit on top of well classified content.
SharePoint migration
Moving from file shares or older SharePoint, with folder structures planned so the mapping rules work from day one.
FAQ
Frequently asked questions.
Do users have to tag documents themselves?
No. Users save files into folders as normal and the Metadata Manager applies the metadata from your mapping rules when a file is created or moved.
What does it run on?
It is a Power Platform solution with a React configuration app. Power Automate flows do the stamping and the Microsoft Graph API is used to monitor document activity.
Can we change settings without a developer?
Yes. Environment variables control the Graph API endpoints, how long audit records are kept and a master switch for metadata stamping, all from configuration rather than code.
Is it available now?
The Metadata Manager is in beta. Sign up and we will be in touch about getting it running in your tenant.
Sign up for the Metadata Manager beta.
Tell us what you are working on and we will come back to you within one working day to arrange a call.