Question

Sandi2525 on Tue, 02 Apr 2013 18:37:51


SharePoint 2010 provides you with site columns in the Core Document Columns group-- columns such as Author, Date Created, Version, etc.  I was under the impression that the Author column was supposed to be 'mapped' to the Author property of an Office document.  When the Author column is added to a library and associated with the Document content type within the library, opening an existing document from the library and viewing the Document Information Panel for the server properties does indeed show that the Author field is populated with the Author name from the document's Document Properties.  However, when the Author column is added to a view, it is blank.  You can edit the SharePoint properties for the document and type in an Author name, but it is not carried over to the document's Document Properties and is not displayed in the Document Information Panel (Server Properties)-- the Author name from the Document Properties are instead displayed.  I'm clearly missing something here.  I'd very much like to be able to 'map' the Date Created column to the document's Created date from the Document Properties, but it seems like the Author column isn't working as expected and I need to understand how this works because I'm clearly confused.  Can anyone explain how the Author column from Core Document Properties actual works and why it's populated in the Document Information Panel, but not in the view?  Any help or advice is appreciated!

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Replies

thriggle on Tue, 02 Apr 2013 23:35:10


Did some testing on my own and confirmed that Author sure does seem to behave funny.  The value it's given in Word never seems to sync up with the value on SharePoint, and vice versa, although both values are retained consistently in their respective medium.

If you do want to see or edit the value of the SharePoint column named Author from within Word, open "Advanced Properties..." from the same menu where you would open the document properties (on the upper left of the document information panel).  In the "Custom" tab you will probably see the Author0 column. It had to be named Author0 internally so as to avoid conflict with SharePoint's "Created By" column (which gets dibs on "Author").  You can change the value of this custom Author0 property and it will update in SharePoint just fine.  My guess would be that the conflict between the Created By column in SharePoint and the Author field in Word got overlooked by the Office and SharePoint development teams.

However, Date Created works with a two-way sync in my testing; you can change it in either the document information panel in Word or through the SharePoint library interface, and the value stays consistent.

teylyn [MVP] on Wed, 03 Apr 2013 00:10:02


I don't see an Author0 in the custom properties. I find that when I create a new column in the document library with the data type "single line of text" and the field name ...

_Author

... the Word Author property will populate it. 

Sandi2525 on Wed, 03 Apr 2013 09:50:37


Did some testing on my own and confirmed that Author sure does seem to behave funny.  The value it's given in Word never seems to sync up with the value on SharePoint, and vice versa, although both values are retained consistently in their respective medium.



Thanks for confirming, thriggle. It's nice to know that I wasn't missing anything and that this is relatively consistent behavior. Dare I call it a bug?

However, Date Created works with a two-way sync in my testing; you can change it in either the document information panel in Word or through the SharePoint library interface, and the value stays consistent.



The Date Created is not 'mapped' to the Created date of the document, correct? Meaning, it's not pulling the date from the one available in Advanced Properties? Any idea on how to make that happen? Ideally, I'd like to "coax" Date Created into pulling the document's Created date from Advanced Properties.

teylyn [MVP] on Wed, 03 Apr 2013 10:01:06


Did you try the "_Author" column in SharePoint? That will update if the Author property in the Word file is changed.

Sandi2525 on Wed, 03 Apr 2013 10:08:53


Did you try the "_Author" column in SharePoint? That will update if the Author property in the Word file is changed.
That would be the column I'm using.  It does not update the Author property in the Word document.

thriggle on Wed, 03 Apr 2013 23:46:38


I don't see an Author0 in the custom properties.

Teylyn, did you add the Author site column from the Core Document Columns group?  I believe Sandi was asking about the behavior of those site columns, and whether they sync directly with the Word properties.

Adding an "_Author" text field to the list (not as a site column) does seem to sync with the Word author property. Very cool!  Taking a gander at the list item's properties through powershell reveals that you could also do that trick with _Comments, _Category, and _Status.

However, it doesn't seem like there's a way to hook Word's Created date into a SharePoint column.  I'm guessing this is because it's not meant to be edited, unlike the other exposed document properties.

Sandi2525 on Thu, 04 Apr 2013 10:30:59


Adding an "_Author" text field to the list (not as a site column) does seem to sync with the Word author property. Very cool!  Taking a gander at the list item's properties through powershell reveals that you could also do that trick with _Comments, _Category, and _Status.

Curiouser and curiouser.  If you open the Site Columns gallery and right click on the Author column in Core Document Properties then select Properties from the context menu, it shows its internal name as _Author (/_layouts/fldedit.aspx?field=%5FAuthor...).  However, when you add the site column to the library, it's internal name is now Author0 (/_layouts/fldedit.aspx?field=Author0...).  You have to create a column named _Author directly in the library.  I don't understand at all why that would be the case as I thought the intent of the site columns in the Core Document Properties group was to grab the properties from the document itself.

It's a bummer that there doesn't seem to be a way to expose the document's created date property since that's what I was most interested in grabbing from the documents.

I really appreciate all of your help, thriggle and teylyn.  This was a very helpful discussion.

Robert Bloomfield on Mon, 20 Jun 2016 13:32:29


Hi Teylyn
I'm still struggling to get the "_Author" Column to show the Author. 

My problem is this, when I've imported the word files, it correctly reads the author of the word files, it displays the Author in the Author column which is in the Core Document Column Group. So far so good.

But it shows the string as an email, the column is defined as a single line of text and I'd rather it was Person or Group, and showed the field as 'name with presence'.  I can't seem to edit the Author Column to my preference. 
I thought it maybe possible to have a new column, the "_Author" column, display the result from the word file meta data re Author and show it as the name with presence. In effect making the original Author column defunct.

But it's not associating with the Word Document Author.  What do I need to do? 
Thank you for any steer in this.  

Rob B

 

Brendan P Murphy on Tue, 17 Apr 2018 20:19:13


I'm guessing the setup of the Author column as a text field is intentional.  The person/group field has to be tied to a user that exists in AD.  If you had an author of a document that was no longer with your company and had been removed, then a person/group field would be blank.