sps-advanced document library techniques
TRANSCRIPT
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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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THANK YOU SPONSORS!
Use #SPSOmaha in your tweets to thank them!
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BUSINESS/INTRO TO SP TRACKThe Business/Intro to SP Track is proudly sponsored by
Visit their booth to schedule local training for your organization!
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GET TO KNOW SOGETILOCAL TOUCH—GLOBAL REACH™ AT YOUR SERVICE
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A TYPICAL DOCUMENT LIBRARY – ALL DOCUMENTS VIEW
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DUAL SUPER POWERS
DOCUMENT SET
DOCUMENT LIBRARY TEMPLATE
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NOT A BATTLE OF ONE VS. THE OTHER
RATHER, HOW DOES EACH COMPLIMENT THE OTHER
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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 …
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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 …
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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 …
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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 …
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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 …
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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 …
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DOCUMENT SET - DEMO
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DOCUMENT LIBRARY
DOCUMENT SET DOCUMENT SET DOCUMENT SET
DOCUMENT SET - CONTEXT
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Create a Demo Document Libraryhttps://mysogetidemo.sharepoint.com/DemoDocLib/
Document Library > Advanced Settings > Manage Content Types = ‘Yes’
DEMODOCUMENT SET
CREATE DOCUMENT SET CONTENT TYPE
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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
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DEMODOCUMENT SET
RESULTS OF CONTENT TYPE CONFIGURATION
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DEMODOCUMENT SET
DEFAULT LIBRARY CONTENT TYPE
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DEMODOCUMENT SET
CONFIGURE DOCUMENT CONTENT TYPE
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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
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Document Library > Add From Existing Site Content Types Select “RCA_#” Configure visibility and default
DEMODOCUMENT SET
CONFIGURE CONTENT TYPES
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Document Library > Library Settings > Advanced Settings Set ‘New Folder’ setting to “No”
DEMODOCUMENT SET
TURN OFF FOLDERS
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Open Document Library > Select New > “RCA_#” Create Document Set: Season 001 [Empty Document Set]
DEMODOCUMENT SET
CREATE DOCUMENT SET THAT’S EMPTY
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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
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Open Document Library > Select New > “RCA_#” Create Document Set: Season 002
DEMODOCUMENT SET
CREATE DOCUMENT SET WITH DEFAULT CONTENT
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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
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DEMODOCUMENT SET
CREATE SPECIAL DOCUMENT LEVEL VIEW
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DOCUMENT SET
• Audit Report
• Contract
• Health Form
• Quality Control Form
• Safety Report
• Training Form
DOCUMENT LIBRARY TEMPLATE
EXAMPLES …
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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 …
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DOCUMENT LIBRARY TEMPLATE
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Demo
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Create a Demo Site Libraryhttps://mysogetidemo.sharepoint.com/DemoLibTemplate/
DEMODOCUMENT LIBRARYTEMPLATE
REVIEW & SAVE OOTB DOCUMENT LIBRARY TEMPLATE
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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
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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
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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
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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
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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
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DUAL SUPER POWERS
DOCUMENT SET
DOCUMENT LIBRARY TEMPLATE
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Kerry Dirks MS, MCSDManager Consultant, Sogeti USA [email protected]
@kerdirks
kerdirks.wordpress.com
Q & A