489834 – SharePoint: Document Libraries – A new forms experience for streamlined document collection

Product:

Forms, SharePoint

Platform:

Online, US Instances, Web, World tenant

Status:

In development

Change type:

Links:

Details:

Introducing native forms within SharePoint Document Libraries to streamline document collection. Users can create custom forms directly in libraries for seamless file uploads and metadata submission. Forms can be shared as links within the organization, facilitating document collection without additional access. This integration enhances productivity by simplifying workflows and improving user experience.

Change Category:
XXXXXXX ... free basic plan only

Scope:
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Release Phase:
General Availability

Created:
2025-05-02

updated:
2025-10-16

Docu to Check

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MS workload name

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summary for non-techies**

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Direct effects for Operations**

User Experience Disruption
If the new forms experience is implemented without proper training or communication, users may struggle to adapt to the new interface, leading to confusion and decreased productivity.
   - roles: End Users, IT Support Staff
   - references: https://www.forbes.com/sites/bernardmarr/2021/01/25/the-top-5-technology-trends-in-2021/?sh=5c1c1c4e7b4b, https://www.cio.com/article/243828/how-to-manage-change-in-it.html

Data Integrity Issues
Without preparation, users may inadvertently submit incorrect or incomplete data through the new forms, leading to potential data integrity issues and impacting decision-making processes.
   - roles: Data Analysts, Project Managers
   - references: https://www.dataversity.net/the-importance-of-data-quality-in-business-intelligence/, https://www.gartner.com/en/information-technology/glossary/data-quality

Configutation Options**

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explanation for non-techies**

Imagine SharePoint Document Libraries as a digital filing cabinet where you store and organize important documents. Traditionally, when you needed to collect documents from others, you might have had to send emails back and forth, or use separate tools to gather information and files. This process could be as cumbersome as trying to manage paperwork with multiple trips to a physical filing cabinet, while also keeping track of sticky notes for additional information.

Now, with the introduction of native forms within SharePoint Document Libraries, this process becomes much more streamlined. Think of these forms as a digital receptionist that stands at the entrance of your filing cabinet. This receptionist not only collects the documents you need but also gathers any extra information or details you require, all in one go. You can create custom forms directly within the library, allowing users to upload files and submit metadata effortlessly.

Sharing these forms is as simple as sending a link within your organization. It’s like handing out a key to the digital filing cabinet that only allows access to the specific drawer you want others to use. This means people can contribute documents without needing full access to the entire library, ensuring security and simplicity.

This integration is designed to enhance productivity by simplifying workflows. It’s like having a smart assistant that organizes your documents and information efficiently, improving the overall user experience. By reducing the need for additional tools or complicated processes, it allows everyone to focus more on their core tasks rather than administrative hurdles.