SPS-Advanced Document Library Techniques
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Transcript of SPS-Advanced Document Library Techniques
ADVANCED DOCUMENT LIBRARY TECHNIQUES
Document SetsDocument Library Templates
Kerry Dirks MCP, MCSDManager Consultant, Sogeti
SharePoint Solution Architect4/9/2016SharePoint Saturday Omaha
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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 [email protected]
@kerdirks
kerdirks.wordpress.com
Q & A