SharePoint file metadata updates with Set-PnPListItem and UpdateType

Updating SharePoint file metadata with Set-PnPListItem requires the correct UpdateType. Use SystemUpdate for author and retention label changes, and UpdateOverwriteVersion when updating the editor.

When to use SystemUpdate

  • SystemUpdate updates list item metadata without creating a new version or changing the modified date.
  • It is ideal for author changes or retention label updates.

When to use UpdateOverwriteVersion

  • UpdateOverwriteVersion updates metadata and creates a new version.
  • It is required for editor changes because SystemUpdate does not update the editor field reliably.
  • For migrated files, changing the editor can still create an additional version.

Example script

This sample demonstrates updating author, editor, and retention label values.

if ($newAuthor) {
    try {
        if ($item.FieldValues["Author"].Email.ToLower() -eq $author.ToLower()) {
            Set-PnPListItem -List $list `
                            -Identity $item.Id `
                            -Values @{ "Author" = $newAuthor } `
                            -UpdateType SystemUpdate

            Write-Host "Setting Author to: $newAuthor for: $fileUrl"
        }
    }
    catch {
        Write-Host "Failed to update author $newAuthor on $fileUrl"
    }
}

if ($newEditor) {
    try {
        if ($item.FieldValues["Editor"].Email.ToLower() -ne $newEditor.ToLower()) {
            Set-PnPListItem -List $list `
                            -Identity $item.Id `
                            -Values @{ "Editor" = $newEditor } `
                            -UpdateType UpdateOverwriteVersion

            Write-Host "Setting Editor to: $newEditor for: $fileUrl"
        }
    }
    catch {
        Write-Host "Failed to update $(if ($newAuthor) { 'author: ' + $newAuthor } else { 'editor: ' + $newEditor }) on $fileUrl"
    }
}

if ($RetentionLabel) {
    Set-PnPListItem -List $list -Identity $item.Id -Label $RetentionLabel -UpdateType SystemUpdate
}

Notes

  • Changing Author and retention labels with SystemUpdate is the preferred approach for metadata-only updates.
  • Use UpdateOverwriteVersion when you need the Editor field to change.
  • Migrated files may still create a new version when editing the Editor field.