sps-advanced document library techniques

ADVANCED DOCUMENT LIBRARY TECHNIQUES

Document SetsDocument Library Templates

Kerry Dirks MCP, MCSDManager Consultant, Sogeti

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A TYPICAL DOCUMENT LIBRARY – ALL DOCUMENTS VIEW

DUAL SUPER POWERS

DOCUMENT SET

DOCUMENT LIBRARY TEMPLATE

NOT A BATTLE OF ONE VS. THE OTHER

RATHER, HOW DOES EACH COMPLIMENT THE OTHER

DOCUMENT SET

DOCUMENT TEMPLATE

• Legal Team needs to manage a set of documents for each Client

• Real Estate Team needs to manage a set of documents for each Client (ie; Residential, Commercial)

• Product Team needs to centralize all content related to the Life Cycle of each product

EXAMPLES …

DOCUMENT SET

DOCUMENT TEMPLATE

There is no limit to the number of documents that may reside within a document set

BUT

Performance may be impacted by the List View Threshold default of 5,000 items.

Constraint: List View Threshold

PLANNING …

DOCUMENT SET

DOCUMENT TEMPLATE

There is no limit to the number of document sets that may reside within a document library

BUT

Presentation may be impacted by the List View Threshold default of 5,000 items.

Constraint: List View Threshold

PLANNING …

DOCUMENT SET

DOCUMENT TEMPLATE

Shared Metadata may cascade from the parent level to each document within the set

BUT

When there are more than 10 items in a Document Set, a timer job will run within ~15 minutes to sync the metadata

Constraint:Shared Metadata Doc Set Limit

PLANNING …

DOCUMENT SET

DOCUMENT TEMPLATE

Document Set Routing is a great vehicle for directing content into other locations based on Status

BUT

Be aware that the Content Organizer Timer Job, by default, runs once daily.

Constraint:Content Organizer Timer Job

PLANNING …

DOCUMENT SET

DOCUMENT TEMPLATE

• Provides a means of managing multiple documents as a set

• Has its own Content type that may be augmented with additional columns

• Provides multiple levels of configuration & presentation

• As an option, provides cascading of metadata from the document set (parent) to each document (child)

FEATURES …

DOCUMENT SET - DEMO

DOCUMENT LIBRARY

DOCUMENT SET DOCUMENT SET DOCUMENT SET

DOCUMENT SET - CONTEXT

Create a Demo Document Libraryhttps://mysogetidemo.sharepoint.com/DemoDocLib/

Document Library > Advanced Settings > Manage Content Types = ‘Yes’

DEMODOCUMENT SET

CREATE DOCUMENT SET CONTENT TYPE

Site Collection > Site Actions > Site Settings > Site Content Types Content Type: Document Set Name: RCA_# Add Site Column: SuperHero Add Site Column: Villains [configure as

hidden] DEMODOCUMENT SET

CREATE SITE LEVEL CONTENT TYPE

DEMODOCUMENT SET

RESULTS OF CONTENT TYPE CONFIGURATION

DEMODOCUMENT SET

DEFAULT LIBRARY CONTENT TYPE

DEMODOCUMENT SET

CONFIGURE DOCUMENT CONTENT TYPE

Navigate to Demo Site Libraryhttps://mysogetidemo.sharepoint.com/DemoDocLib/

Document Library > Add From Existing Site Content Types Select “RCA_#”

DEMODOCUMENT SET

ADD CONTENT TYPE TO DOCUMENT LIBRARY

Document Library > Add From Existing Site Content Types Select “RCA_#” Configure visibility and default

DEMODOCUMENT SET

CONFIGURE CONTENT TYPES

Document Library > Library Settings > Advanced Settings Set ‘New Folder’ setting to “No”

DEMODOCUMENT SET

TURN OFF FOLDERS

Open Document Library > Select New > “RCA_#” Create Document Set: Season 001 [Empty Document Set]

DEMODOCUMENT SET

CREATE DOCUMENT SET THAT’S EMPTY

Select Document Library Content Type > “RCA_#” Document Set Settings

> Add Default Content Documents> Share “SuperHero” column values

OK

DEMODOCUMENT SET

ADD DEFAULT CONTENT TO DOCUMENT SET CONTENT TYPE

Open Document Library > Select New > “RCA_#” Create Document Set: Season 002

DEMODOCUMENT SET

CREATE DOCUMENT SET WITH DEFAULT CONTENT

Open Document Library > Library Tab > Create View > “DocView” [Columns] Type, Name, Title, SuperHero, Villains,

Content Type

Open Document Set Content Type > “RCA_#” Document Set Settings > Welcome Page View >

“DocView” Ok View Document Set at Document Level

DEMODOCUMENT SET

CREATE SPECIAL DOCUMENT LEVEL VIEW

DEMODOCUMENT SET

CREATE SPECIAL DOCUMENT LEVEL VIEW

DOCUMENT SET

• Audit Report

• Contract

• Health Form

• Quality Control Form

• Safety Report

• Training Form

DOCUMENT LIBRARY TEMPLATE

EXAMPLES …

DOCUMENT SET

• Governance Identify template owners

• Identify metadata requirements Library requirements Document requirements

• Template management Central authority Owner managed

• Change management process Enterprise impact Department impact

DOCUMENT LIBRARY TEMPLATE

PLANNING …

DOCUMENT LIBRARY TEMPLATE

Demo

Create a Demo Site Libraryhttps://mysogetidemo.sharepoint.com/DemoLibTemplate/

DEMODOCUMENT LIBRARYTEMPLATE

REVIEW & SAVE OOTB DOCUMENT LIBRARY TEMPLATE

Document Library > Library Settings > Advanced Settings > Edit Template Save a copy of template locally (save as

TestLibTmplt_001.dotx) Make a few changes to the local copy and save

Recommendation: Do NOT update the OOTB template. DEMO

DOCUMENT LIBRARYTEMPLATE

REVIEW & SAVE OOTB DOCUMENT LIBRARY TEMPLATE

Document Library > Library Settings > Advanced Settings > Allow Management of Content Types = ‘Yes’

Select Content Type of ‘Document’ Select Advanced Settings > Upload template

modified on prior page Navigate to library and create a new document; it

will resemble the previously saved templateDEMODOCUMENT LIBRARYTEMPLATE

UPDATE LIBRARY CONTENT TYPE

Select Content Type of ‘Document’ Add the columns: SuperHero and Villains Perform a QuickEdit to update document properties

DEMODOCUMENT LIBRARYTEMPLATE

ADD METADATA TO LIBRARY CONTENT TYPE

Within Content Type, select Advanced Settings Select ‘Edit Template’, update with verbiage Add ‘Form Fields’ to display SuperHero and Villains

values. Save locally as _002 Close out of Word Upload template to the Content Type DEMO

DOCUMENT LIBRARYTEMPLATE

TURN ON LIBRARY CONTENT TYPE FEATURE

Create a new document; it will resemble the previously saved template Save the document to the library Review SharePoint metadata values

DEMODOCUMENT LIBRARYTEMPLATE

TURN ON LIBRARY CONTENT TYPE FEATURE

DUAL SUPER POWERS

DOCUMENT SET

DOCUMENT LIBRARY TEMPLATE

Kerry Dirks MS, MCSDManager Consultant, Sogeti USA kerdirks@yahoo.com

@kerdirks

kerdirks.wordpress.com

Q & A