Knowledge Agent Autotagging from custom list

Hi Abhishek Bhosale

Thank you for reaching out to Microsoft Q&A forum

Based on your description, I understand that you want to implement automatic metadata tagging for files uploaded to SharePoint, but with the strict requirement that the tags must come exclusively from your organization's own controlled/custom tag list (typically a Term Store term set or a predefined list of allowed values), and never from any external/public AI suggestions or internet-sourced keywords.  

In this context, I recommend you consider trying SharePoint Premium Taxonomy Tagging approach. This is the natively and most widely adopted solution today. That said, you can follow below instructions to do this: 

1/ Prerequisites & Billing Setup

Requires SharePoint Premium pay-as-you-go (formerly Syntex) via Microsoft 365 admin center → Settings → Org settings → Pay-as-you-go services → Settings -> Document & image services → Taxonomy tagging → Link Azure subscription. 

Link references: Set up and manage taxonomy tagging

Free trial quota details (still active in December 2025)

2/ Prepare Your Custom Tag List in the Term Store 

• Go to Microsoft Purview portal or SharePoint admin center → Content services → Term store. 
• Create or use an existing term set then enrich every term with synonyms, descriptions, and (highly recommended) pin 3–10 representative sample documents per term  

3/ Enable Taxonomy Tagging on the Target Document Library 

• Add (or use existing) Managed Metadata column connected to your term set. 
• Edit the column → under “Automatically tag documents with terms” → toggle to Yes. 
• Maximum 5 taxonomy-tagging-enabled columns per library. 

Link reference: https://learn.microsoft.com/en-us/microsoft-365/documentprocessing/taxonomy-tagging?view=o365-worldwide

New or edited files are processed automatically (usually within minutes to a few hours). For existing files: bulk-edit in grid view (just open and close) or use Power Automate to “touch” them. 

Hope my answer will help you, for any further concern, kindly let me know in the comment section.

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To implement autotagging using a custom tag list in SharePoint, you can utilize the Knowledge Agent's capabilities alongside custom workflows. The Knowledge Agent allows you to set up automations in your document library by describing your intent in natural language. However, for your specific requirement of using tags from your organization's custom tag list, you would need to create a custom workflow that retrieves tags from your list and applies them as metadata when files are uploaded.

Here are some steps you can follow:

1. Create a Custom Tag List: Ensure you have a SharePoint list that contains the tags you want to use for autotagging.
2. Set Up Knowledge Agent: Use the Knowledge Agent to create a rule that triggers when a file is uploaded to your document library.
3. Develop a Custom Workflow: You may need to develop a custom workflow using Power Automate or SharePoint Designer that fetches the relevant tags from your custom list based on certain criteria (like file type, metadata, etc.).
4. Apply Tags as Metadata: Once the workflow retrieves the tags, it should apply them as metadata to the uploaded document.

This approach allows you to leverage the Knowledge Agent for automation while ensuring that the tags used are specific to your organization’s needs.

Thanks Steven for such a precise response. I am aware about the SharePoint Premium Taxonomy Tagging feature, but I am looking forward to leverage the Knowledge agent for the task. If it does not work then I will look out for the sharepoint premium taxonomy tagging. Really appreciate your effort to explain.