Setting Metadata Standards with Default Values

For the metadata entered to be useful in searches and filters, it is important that it be accurate. List and library administrators can use a variety of methods to control the entries that users provide.

List or library administrators can set default values for metadata when the column is being created, or can return to the list settings page at a later date to change the default values. Setting a default value may not be advisable in some cases because end users who are in a rush, or feeling lazy, may simply leave the default setting when uploading a document. So, consideration should be given to the pros and cons of using default values.

Figure 22.16 shows a section of the settings available for a choice column in a document library. In the Default Value section, the administrator can choose to set one of the choices in the list above as the default value, or can have a Calculated value. In this figure, the default value will be Choice #1. If the field is cleared of text, the default value will be left empty. If Calculated Value is chosen, the administrator will need to enter an equation in the field provided.

Figure 22.16. Default Value field for a choice column.

Note also that there is the option to Allow Fill-in choices for the choice column, which may be a good option if strict control over the metadata entries is not critical for this column and library.