Fill properties for selected files

Fill properties uses the current document library's saved metadata policy. It extracts configured values, shows a row for every selected file, validates the complete draft, and writes the approved values to SharePoint.

Before you begin

Make sure that:

• Manage columns contains a valid saved policy for the current library.
• The policy includes a source pattern with named captures and destination columns.
• Native SharePoint validation remains synchronized with that policy.
• You can edit the selected files and configured columns.
• Every selected row is a file, not a folder.

If the policy contains validation only and no fill layout, Fill properties can't generate a preview.

Open Fill properties

1. Open the governed document library in SharePoint.
2. Select one or more files from that library.
3. Select Fill properties on the command bar.
4. Wait while Protect checks the policy, selected files, existing values, and native validation.

The command appears only when at least one row is selected and every selected row is a file.

Read the preview

The dialog shows n of n files ready and one table row per selected file.

Point to a status or truncated validation message to read its full text.

Correct selected-file values

1. Read each row from file name through the final property.
2. Select an allowed value from choice fields.
3. Enter required values in editable text fields.
4. Correct every field-level validation message.
5. If the policy generates a file name, confirm the proposed name and extension.
6. Continue until every selected file shows a green status and the ready count equals the selected count.

Generated properties update as their editable sources change. Protect validates required values, allowed choices, supported formats, source structure, and rename safety.

Fill the properties

1. Confirm that every row is ready.
2. Select Fill properties.
3. Keep the dialog open while the progress bar advances.
4. Review the success, warning, and error messages after processing.
5. Select Close.
6. Refresh the SharePoint library and confirm the updated columns and any intended file names.

The result summary identifies successful updates and file-specific failures so that a partial operational failure isn't mistaken for complete success.

Understand rename behavior

The policy can use the SharePoint file-name field as a read-only extraction source. If the policy explicitly makes that mapped source writable, Fill properties can rename the file to the validated generated value.

Before enabling rename in a policy:

• Preserve the file extension.
• Test names for invalid SharePoint characters and collisions.
• Confirm links, integrations, and downstream processes tolerate a rename.
• Pilot the policy with non-production files.

See Configure metadata and naming policies for the policy syntax and supported rules.

Resolve common blockers