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Eric Shupps eshupps The SharePoint Cowboy is the founder and President of BinaryWave, a leading provider of operational intelligence solutions for Microsoft SharePoint. Eric Shupps eshupps The SharePoint Cowboy has worked with SharePoint Products and Technologies since 2001 as a consultant, administrator, architect, developer and trainer. he is an advisory committee member of the Dallas/Ft. Worth SharePoint Community group and participating member of user groups throughout the United Kingdom. Eric Shupps eshupps The SharePoint Cowboy has authored numerous articles on SharePoint, speaks at user group meetings and conferences around the world, and publishes a popular SharePoint blog at http://www.sharepointcowboy.com. Presentations by Eric Shupps eshupps The SharePoint Cowboy Webinar - Migrating Legacy On Premise Solutions to SharePoint Online and Windows Azure featuring Eric Shupps Who are you and what do you want - Working with OAuth in SharePoint 2013 SharePoint is Talking Are You Listening? Eric Shupps SharePoint 2013 Performance Enhancements Taking Advantage of the SharePoint 2013 REST API Eric Shupps on Improving Performance with New Features in SharePoint 2013 SharePoint 2013 New and Improved Migrating Legacy On Premise Solutions to SharePoint Online and Windows Azure Eric Shupps Presents SharePoint 2013 Real World Help Desk App End to End Windows Azure Apps for SharePoint 2013 Eric Shupps Demonstrates Customizing the Visual Studio 2010 SharePoint Deployment Process Introduction to SharePoint Development SharePoint 2010 Unit and Integration Testing with Eric Shupps Building Enterprise Records Management Solutions for SharePoint 2010 Taming Information Chaos in SharePoint 2010 SharePoint 2010 Performance and Capacity Planning Best Practices Building Dynamic Applications with the SharePoint Client Object Model Articles by Eric Shupps eshupps The SharePoint Cowboy Eric Shupps' Ten Steps to Optimize SharePoint Performance Webcasts by Eric Shupps eshupps The SharePoint Cowboy Secrets of SharePoint Part 5: Configuring Microsoft Office SharePoint Server 2007 for Optimal Performance Creating End User SharePoint Solutions for Performance and Scalability SharePoint 2010 Performance Enhancements for Administrators by Eric Shupps Microsoft SharePoint Server 2010 for the ASP.NET Developer Eric Shupps on Following Best Practices and Avoiding Common Errors with Microsoft Office SharePoint Server 2007 Development Eric Shupps - SharePoint Performance and Capacity Planning Essentials Troubleshooting Common Performance Problems in SharePoint 2010 Videos by Eric Shupps eshupps The SharePoint Cowboy Channel 9 Interview with Eric Shupps SharePoint TechTalk with Eric Shupps - Different Views on Social Computing SharePoint Post-Deployment Planning and Management with Eric Shupps SmartTrack for SharePoint Feature Overview SmartTrack for SharePoint Podcasts by Eric Shupps eshupps The SharePoint Cowboy SharePoint Pod Show - Design for Performance (Eric Shupps) SharePoint Pod Show - Test Driven Development with Andrew Woodward and Eric Shupps eshupps The SharePoint Cowboy Run As Radio - Eric Shupps Improves SharePoint Performance
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June 03
The Case of the Missing Office Document Properties in SharePoint 2010

In preparation for a presentation on Records Management with Rob Bogue at a recent conference, I created some very simple demonstrations using the built-in Records Center template. The template creates a site with common records management artifacts, such as a drop-off library and records library, enables the various RM features (Document ID, In-Place Records Management, etc.), and replaces the default home.aspx page with a records-focused page. The scenario was simple: 1) create a content type with the "Author" site column, 2) associate the content type with the two default libraries, 3) create a content organizer rule which moves items from the drop-off library to the records library, placing each item into a folder based on the Author property in the document, 4) upload multiple items, check them in, and demonstrate how the organizer rule automatically creates folders in the target library and puts documents in the right place based on promoted metadata properties. Simple, right?

Not so fast. When I tried this on my shiny new Records Center site the Author property was never promoted from the Word document. I tried this on several different libraries, with and without records settings enabled, and the same thing happened each time – on upload the Author property never came through nor did Title, Subject, or any of the other standard document properties. So I went back and tried it on a normal Team Site and – voila! – it works just fine. What gives?

Turns out that the document parser is not enabled on a records center site by default (for dark and mysterious reasons that I don't quite comprehend); therefore, property promotion does not occur. By way of background, property promotion refers to the process of extracting values from properties of a document and writing those values to corresponding columns on the list or document library where the document is stored. Property demotion is the same process in reverse. When the values of document properties change, the changes can be automatically written back to the list. When the values of columns or fields in a list item change, the changes can be automatically written back to the document that is associated with the list item. Thus both the document and its associated list item remain in sync.

SharePoint 2010 initiates property promotion or demotion when the following events occur:

  • A file is uploaded to a document library.
  • The fields of a list item that is associated with a file are modified.
  • The Properties property of an SPFile object is updated programmatically.
  • A file is downloaded for the first time after the list schema has changed.

In each case, SharePoint determines whether a parser is associated with the file type. If one is, the system invokes the parser, passing it the document and a property bag object. The parser then either fills the property bag with values that need to be promoted to the list or extracts from the property bag the values that need to be demoted to the document.

Properties are only promoted or demoted if they match list columns that apply to the document. The columns that apply to a document are specified by the following:

  • The document's content type, if one is assigned.
  • The columns in the document library, if the document does not have a content type.

The following image illustrates the property promotion process:

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So how do we fix this when using the record center site template? Fortunately, the answer is pretty simple. A little bit of powershell is all it takes to flip the document parser back on:

$site = new-object microsoft.sharepoint.spsite("http://rm.contoso.com/records")
$web = $site.openweb()
$web.parserenabled = $true
$web.update()

Now we're back in business. Documents uploaded to the drop-off library now include the Author field and my demo works as expected. Case closed (but I'd still love to know why this functionality is disabled by default).

 

Comments

I am having the same problem but with forms!

Would your powershell code work with InfoPath forms? I wanted to use the records center to store some InfoPath forms. I am encountering the same problem with fields not promoting at all. 
 on 6/7/2011 7:16 AM

I am having the same problem but with forms!

Would your powershell code work with InfoPath forms? I wanted to use the records center to store some InfoPath forms. I am encountering the same problem with fields not promoting at all. 
 on 6/7/2011 7:45 AM

I am having the same problem with InfoPath forms

I am having the same problem promoting fields from a form into columns in a record library. Do you have any idea if there is a solution for this?
 on 6/7/2011 2:48 PM

Re: The Case of the Missing Office Document Properties in SharePoint 2010

Thank you this sloved my problem.
 on 10/10/2012 5:06 AM

I want the opposite

One of our site collections is clearing the values stored in columns if the document does not have any values stored in the document xml. I need the previous version's properties to be pushed onto the new document being uploaded.
 on 3/6/2013 3:54 PM

Beautiful!

This exact issue surfaced for me utilizing the Document Information Panel; I found a reference to an issue caused by spaces in site column names...no such luck; removing the site column name spaces did nothing.

This has to be the issue...testing now.
 on 9/11/2013 5:02 PM

characters matter

I had a similar issue with Document Routing and the comment about the space character concern tipped my hat towards a solution.  On my 2013 SP farm, Document Routing will not work with certain characters in the filename.   I had to remove a comma character from the filename of the document in the Drop Off Library and Document Routing immediately began working again and processed the document correctly.  Funnily though, if a user adds a document to a destination library with the Drag and Drop feature, the comma is an acceptable character for the filename.
 on 8/17/2016 12:29 PM

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This site is brought to you by BinaryWave in cooperation with Eric Shupps Eric Alan Shupps eshupps @eshupps The SharePoint Cowboy. We hope you enjoy the SharePoint-related content on topics such as performance, monitoring, administration, operations, support, business intelligence and more for SharePoint 2010, SharePoint 2013 and Office 365 created by Eric Shupps The SharePoint Cowboy. We also hope you will visit our product pages to learn more about SmartTrack, Operational Analytics for SharePoint, SharePoint monitoring, and SharePoint administration, while also discovering great offers from our partners. Please visit the blog of Eric Alan Shupps, Twitter handle @eshupps, for more information on application development, the SharePoint community, SharePoint performance, and general technology topics. Eric Shupps Eric Alan Shupps eshupps @eshupps The SharePoint Cowboy is the founder and President of BinaryWave, a leading provider of operational support solutions for SharePoint. Eric Shupps Eric Alan Shupps eshupps @eshupps The SharePoint Cowboy has worked with SharePoint Products and Technologies since 2001 as a consultant, administrator, architect, developer and trainer. He is an advisory committee member of the Dallas/Ft. Worth SharePoint Community group and participating member of user groups throughout the United Kingdom. Eric Shupps Eric Alan Shupps eshupps @eshupps The SharePoint Cowboy has authored numerous articles on SharePoint, speaks at user group meetings and conferences around the world, and publishes a popular SharePoint blog at http://www.binarywave.com/blogs/eshupps.