SharePoint 2007 Metadata Issue
We have created various content types to collect metadata that drives the content which is displayed on Data View Web Parts. In these content types we have defined required fields. These required fields are not consistent between the various content types though. We have Document set as the default content type and allow this to be changed throughout the life of the document. We have encountered an issue where required metadata is remaining after a user changes the content type. The field is no longer part of the different content type, but when we attempt to remove the data from datasheet, which is the only area where we can display the fields, we get this error: “Changes to the current row cannot be saved due to invalid data or missing data in required fields.” The files are generally created with Office 2003 although a select few users have Office 2007. We are using SharePoint 2007 with a version of 6510. The workaround that I found, which is unacceptable, is to delete the document and remove the fields from the custom/advance properties in the document. Then upload the document back to the site. This is not acceptable as all previous versions of the document would be lost. Has anyone else experienced this and found a more reasonable solution? We are looking for a no code solution to this as our Site Collection is a no code deployment. Please let me know if more information is required.
February 24th, 2011 2:58pm

I would suggest making the field not required.
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February 24th, 2011 3:12pm

I would like to, but that is not an option yet. We have to drive the Data View Web Parts with a minimun set of data. If we make all fields optional then the users would not fill out any of the fields. We have only made one field required for all of the content types. I would like an alternate solution, but in my troublshooting and searching I am not finding anything.
February 25th, 2011 8:11am

I would like to, but that is not an option yet. We have to drive the Data View Web Parts with a minimun set of data. If we make all fields optional then the users would not fill out any of the fields. We have only made one field required for all of the content types. I would like an alternate solution, but in my troublshooting and searching I am not finding anything.
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February 25th, 2011 8:11am

The best solution would, in my personal view, be to put some consideration into your content types. If you're having to change content types at all, it sounds like there's a bit of a mismatch between business process and what you've implemented. Can you give me a typical scenario/example of where this sort of problem would occur.http://www.final-exodus.net
February 25th, 2011 9:17am

I would not recommend changing content types repeatedly on the same document. You stated that you do not wish to strip the metadata out of the properties on the 2003 document to make it 2007 Office compatible. However, you are willing to strip/orphan metadata by changing content types several times on a document? I agree with Steven that you need to re-evaluate the business process for these documents. If that is not possible, perhaps combine the problematic content types into a single one to avoid this issue.
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February 25th, 2011 9:58am

Thank you both for your responses. The issue is that I work for a law firm and there are strict guideline in place with regards to Sarbanes Oxley and ISO 9001. A scenario that has occurred is that a document is submitted as evidence, which we created a content type for that collects specific data fields, and it is later ruled out as not being evidence. At that time we have to switch a content type to archive, the actual content type is not always consistent . We do not collect the same metadata after switching to the final content type and no longer have the same required fields as before. We cannot remove the document from SharePoint as this is our system of record. With that being said, the only workaround that I have found will not work for us. We now need to take a deeper look into how we build out content types from our business processes. That will be the long term solution, but now I was looking to see if there was a short term fix until we can put the ultimate solution in place.
February 28th, 2011 11:30am

We have encountered an issue where required metadata is remaining after a user changes the content type. The field is no longer part of the different content type, but when we attempt to remove the data from datasheet, which is the only area where we can display the fields, we get this error: “Changes to the current row cannot be saved due to invalid data or missing data in required fields.” I cannot reproduce what you described with SharePoint version 12.0.0.6548. On the contrary, I did noticed that DataSheet view will not enforce the required field rule (Explained in http://blogs.msdn.com/b/joerg_sinemus/archive/2009/06/08/datasheet-view-with-lists-and-content-types.aspx ). So, did you modified the field setting with code as described in http://blogs.msdn.com/b/joerg_sinemus/archive/2009/06/08/datasheet-view-with-lists-and-content-types.aspx ? Gu Yuming TechNet Subscriber Support in forum If you have any feedback on our support, please contact tngfb@microsoft.com
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March 3rd, 2011 10:48pm

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