Setting up metadata

What is metadata

Metadata is information about a document, such as customer, project, document type or status. Filling in these fields consistently immediately makes every storage action a little smarter. Even if your organization does not yet use automation, metadata helps keep an overview and already lays the structure for future processes.

Better searching and filtering

The biggest immediate benefit of metadata is the speed with which you can retrieve information. Instead of browsing through folders, you can filter by properties such as project, client name or document type. So you don't have to know where something is, as long as you know what you're looking for.

Consistent document structure

Adding metadata consistently creates a uniform way of working within your organization. Documents are more easily recognized, shared and maintained because they contain the same properties everywhere. A well-established set of metadata can largely replace traditional folder structures, reducing duplication and increasing oversight.

Automation with metadata

Metadata is the basis for much future automation within Microsoft 365 and Docubird. Based on metadata, processes can be started automatically, such as:

• Approval flows on status changes
• Reminders for documents with an expiration date
• Reports by project or document type
• Automatically move or archive files

Even when these processes are not yet in place, metadata is already helping to build the right structure and data quality.

Using metadata in Copilot

Microsoft Copilot also uses metadata to provide targeted and reliable answers. When documents contain clear metadata, Copilot can better understand context, find files faster and summarize more accurately. Thus, adding metadata directly increases the value of Copilot within your Microsoft 365 environment.

Sample scenario

Account manager Lisa prepares to visit her customer Contoso. She opens Copilot and asks, "What's going on at customer Contoso right now?" Because all documents and emails are stored in Docubird and enriched with the appropriate metadata, she gets a summary of the latest communication, open actions and current project statuses within seconds. This saves her valuable time and eliminates the need to manually search through various mailboxes and documentation.

Recommended approach

• Always fill in the available metadata fields when saving documents or emails.
• Limit the number of fields to what is really relevant so that users fill in quickly and consistently.
• Agree with Docubird which metadata fields best fit your work processes.
• Start consistent input now, even without direct automation, so your organization is ready for the next step.

Learn more

Want advice on setting up metadata or linking it to workflows, reports or Copilot? Contact Docubird for support on a metadata structure that fits your organization.