I am trying to find the best approach to follow, to implement this business need:-
1- We need to create a document library inside our sharepoint online site collections.
2- the ability to search and filter the documents based on their location (folder and sub-folders).
3- For example we will have the following folder structure:-
HR General Document External Internal Policies External Internal Private IT General Document Outlook SharePoint Admin Development Office 365 Policies
now i want to be able to filter the documents based on the folders. for example to get all the document which are "Internal" OR to get all the "IT" documents which are external, and so on...
in other words to have the document been tagged based on their folders. now i found this appraoch How to automatically tag files with metadata based on folders in SharePoint which mainly maps the folder/sub-folders to terms or choices within drop-down columns. but this appraoch has the following limitation in my case:-
- Require to manually map the folders/sub-folders. and users might create a folder and forget to map it.
- Will not apply to document already uploaded to the folders
- Most importantly, the build-in list view filtering will not allow us to filter for example all the "IT" documents which are external, unless we navigate to the IT folder first, because seems the list view filters will not filter documents inside the folders/sub-folders.So if we are inside the document library top level (root url for the document library), we can only filter documents directly added to the document library, and the filter will exclude documents added to the folders/sub-folders. and to fix this issue we need to modify the list view and chose to show all the documents without folders, which will cause the threshold issue in-case our document library exceed 5,000 items which can happen very soon in our case
so can anyone adivce on this please? we need to dynamically filter documents based on their folder? does sharepoint online provides any built-in features or if there are any 3rd party tools?
second point, also if we can find a way to do such a filtering from multiple document libraries?