sharepoinTony

@info – The practical side of SharePoint

Information Management Policy Label limitations

Posted by sharepoinTony on January 28, 2011

I can’t say this is how it will work in your environment…I can only tell you that the following is what I experienced when testing Labels in MY ENVIRONMENT.

What am I talking about?

Well, in SharePoint 2010 Server I enabled a number of document management & records management features. I also setup a content type using some custom site columns. Then within a Records Center document library I configured a Retention schedule in the Information management policy settings.

One of the options presented to you in the policies screen is “Labels”.  The description given is

“You can add a label to a document to ensure that important information about the document is included when it is printed.”

When you check the Labels checkbox the option expands to allow you to enter the text or properties you want to display, the font and font size, the general placement of the label (left, right, or middle), and a Refresh button that allows you to see the label that you are generating for your documents.

After applying the label, and saving my work, I thought I would test to see how the label is applied and where it prints.  This is where I found these limitations:

  • Labels are only added to documents created within the SharePoint library (using “New Document”).  Uploaded documents are ignored by this feature.
  • Labels are only applied to the default document type, which typically is a MS document. 
    • Labels are NOT applied to PDF, JPG, TIFF, etc.
    • I only tried a few doc types, but it appears Labels will be applied only to Word and Excel files.
  • Labels are located at the top of the document, you have no option to place it elsewhere, including the header or footer.

If you need this feature to meet a requirement in your environment, then you may want to test before you assume the feature will do what you need it to do.

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