Automating Document Classification Using PnP PowerShell

Automating document classification in SharePoint Online improves content organization, retrieval, and compliance. Using PnP PowerShell, we can:

Assign content types dynamically
Apply metadata and tags based on file properties
Set up retention labels for compliance
Move or categorize documents automatically

Step 1: Prerequisites

1.1 Install and Update PnP PowerShell

Ensure PnP PowerShell is installed:

Install-Module PnP.PowerShell -Scope CurrentUser

Update if needed:

Update-Module PnP.PowerShell

1.2 Connect to SharePoint

Authenticate with your SharePoint site:

Connect-PnPOnline -Url "https://yourtenant.sharepoint.com/sites/YourSite" -Interactive

Result: You are now connected to your SharePoint environment.

Step 2: Retrieve Documents from a Library

To get all files from a Document Library:

$LibraryName = "Documents"
$Files = Get-PnPListItem -List $LibraryName  
$Files | Select Title, FileLeafRef, FileDirRef, ContentType

Result: Fetches document titles, names, paths, and content types.

Step 3: Assign Content Types Based on File Types

To automatically classify documents by file type:

$LibraryName = "Documents"

$Files = Get-PnPListItem -List $LibraryName 

foreach ($File in $Files) {
    $FileName = $File["FileLeafRef"]
    
    if ($FileName -like "*.pdf") {
        Set-PnPListItem -List $LibraryName -Identity $File.Id -Values @{"ContentTypeId"="0x010100ABC123"} # Content Type ID for "Reports"
    }
    elseif ($FileName -like "*.xlsx") {
        Set-PnPListItem -List $LibraryName -Identity $File.Id -Values @{"ContentTypeId"="0x010100DEF456"} # Content Type ID for "Financials"
    }
}

Result: Assigns content types based on document format.

Step 4: Apply Metadata Automatically

To classify files based on their names or properties, use:

foreach ($File in $Files) {
    $FileName = $File["FileLeafRef"]

    if ($FileName -like "*Invoice*") {
        Set-PnPListItem -List $LibraryName -Identity $File.Id -Values @{"Category"="Finance"; "Department"="Accounts"}
    }
    elseif ($FileName -like "*Contract*") {
        Set-PnPListItem -List $LibraryName -Identity $File.Id -Values @{"Category"="Legal"; "Department"="Compliance"}
    }
}

Result: Assigns metadata tags based on document keywords.

Step 5: Assign Retention Labels Automatically

To enforce data compliance using retention labels:

foreach ($File in $Files) {
    if ($File["FileLeafRef"] -like "*Confidential*") {
        Set-PnPListItem -List $LibraryName -Identity $File.Id -Values @{"ComplianceTag"="Confidential-5Years"}
    }
}

Result: Applies retention labels automatically.

Step 6: Move Documents to Folders Based on Classification

To organize documents by moving them to folders:

foreach ($File in $Files) {
    $FileName = $File["FileLeafRef"]

    if ($FileName -like "*HR*") {
        Move-PnPFile -ServerRelativeUrl "/sites/YourSite/Shared Documents/$FileName" -TargetUrl "/sites/YourSite/Shared Documents/HR/$FileName" -Force
    }
}

Result: Moves documents based on classification.

Step 7: Automate with a Scheduled Task

To schedule this classification script daily:

1️⃣ Save the script as ClassifyDocuments.ps1
2️⃣ Open Task Scheduler in Windows
3️⃣ Create a new task
4️⃣ Set the trigger to Daily
5️⃣ Set the action to Run PowerShell script:

powershell.exe -ExecutionPolicy Bypass -File "C:\Scripts\ClassifyDocuments.ps1"

Result: Automates document classification daily.