How to use Document Sets, Drop Off Library, and Managed Metadata in SharePoint 2013

1. Taking Document Management
Beyond Content Types
Theresa Eller | theresaeller@gmail.com | @SharePointMadam
sharepointmadam.blogspot.com | slideshare.net/sharepointmadam

2. Who is Theresa Eller?
SharePoint Career Path
• First SharePoint Site was SP2003
• Site Owner for Training site
• Finance Site Collection Owner
• Corporate Trainer for SharePoint 2010
• InfoPath/Electronic Forms Advocate
• Farm Admin/Production Support
• SharePoint Consultant/Analyst
Experience & Education
• Business Systems Analyst at
UT MD Anderson Cancer Center
• BA in Public Relations
• MA in Teaching & Learning with
Technology
• @SharePointMadam
theresaeller@gmail.com

3. Commercial Real-Estate Servicing Company
• Requirements
• Document uploads by internal employees and external customers
• Hundreds of documents that have the same metadata
• Ability to control who can view, download, upload, etc.
• Keep storage needs to a minimum
• Proposed Solution
• Extranet with a site collection for each company team
• Subsite for each client
• Subsite for each project
• Document sets with 1 level of folders (on project site)

4. My Research
Content
Types
Document
Sets
Managed
Metadata
Drop Off
Library

5. Content Type Overview
Content Type Hub & Publishing | Site Collection & Site Level Content Types

6. Content Types
Microsoft’s Definition
• Defines the attributes of a list item, a
document, or a folder. Each content
type can specify the following:
• Properties to associate with items of its
type
• Metadata to associate with items of its
type
• Workflows that can be started from
items of its type
• Information management policies to
associate with items of its type
• Document templates (for document
content types)
• Custom features
My Definitions
• Content Type
• Method for categorizing
information
• Metadata
• Details that describe the
information being categorized

7. What’s in Your Wallet?
Driver’s License Credit Card
• Name
• Type (Visa, MasterCard, etc.)
• Credit Card Number
• Expiration Date
• Name
• Driver’s License Number
• Address
• Expiration Date
• Height
• Date of Birth
• Restrictions

8. Metadata Sorting, Filtering, and Grouping

9. Location, Location, Location
• Content Type Hub (SharePoint On-Premises)
• Set up in Central Admin
• Uses Managed Metadata Service
• Involves publishing content types through timer jobs
• Content Type Hub (SharePoint Online/Office 365)
• Created automatically
• Site Collection
• Reusable among sites in the same site collection
• Site
• Specific to the site where created

10. Find Your Content Type Hub
SharePoint 2013 On-Premises
• Central Administration >
Manage Service Applications >
Managed Metadata Service
• Click the Properties button
on the ribbon
Office 365/SharePoint Online
• Site settings >
Content type publishing

11. Content Type Publishing

12. Run Content Type Subscriber Timer Job
• On-premises only

13. Content Type Publishing Hubs
• SharePoint Online/Office 365 only

14. Site Collection & Site Level Content Types
Site Collection
• Site settings > Site content types
Site
• Site settings > Site content types
No Publishing Required

15. Document Sets
10-Step Process | Benefits & Limitations

16. Document Sets
• Folder on steroids
• Inheritable metadata
• Site collection feature that must be enabled

17. 10-Step Process
1. Create site columns and content types
2. Assign site columns
3. Publish content types
4. Run Content Type Subscriber timer job
5. Create document set content types
6. Define document set settings & assign additional site columns
7. Publish document set content types
8. Run Content Type Subscriber timer job
9. Assign document set content type to document library
10. Create a document set

18. 1a. Create Site Columns (1 of 2)
• From site, site collection, or content type hub
• Site settings > Site columns > Create

19. 1a. Create Site Columns (2 of 2)

20. 1b. Create Content Types (1 of 2)
• From site, site collection, or content type hub
• Site settings > Site content types > Create

21. 1b. Create Content Types (2 of 2)

22. 2. Assign Site Columns
• From site, site collection, or content type hub
• Site settings > Site content types > Content Type Name >
Add from existing site columns

23. 3. Publish Content Types
• Site settings > Site content types > Document Content Type Name >
Manage publishing for this content type

24. 4. Content Type Publishing/
Content Type Subscriber Timer Job
Office365
On-Premises

25. 5. Create Document Set Content Type
• From site, site collection, or content type hub
• Site settings > Site content types > Create

26. 6a. Define Document Set Settings (1 of 7)
• Site settings > Site content types > Document Set Content Type Name
> Document Set settings

27. 6a. Define Document Set Settings (2 of 7)
• Add Content Types

28. 6a. Define Document Set Settings (3 of 7)
• Delete the default content type (if it’s not being used)

29. 6a. Define Document Set Settings (4 of 7)
• Remove the default content type (after deleting it)

30. 6a. Define Document Set Settings (5 of 7)
• Mark the checkbox for document set columns (metadata/properties)
that each document should inherit

31. 6a. Define Document Set Settings (6 of 7)
• Highlight the columns (metadata/properties) to display on the
document set welcome page
• Click Add

32. 6a. Define Document Set Settings (7 of 7)
• Mark the checkbox to Update the Welcome Page of Document Sets
inheriting from this content type
• Click OK

33. 6b. Assign Additional Site Columns
• Site settings > Site content types > Document Set Content Type Name
> Add from existing site columns
• Optional

34. • Site settings > Site content types > Document Set Content Type Name
> Manage publishing for this content type
7. Publish Document Set Content Types

35. 8. Content Type Publishing/
Content Type Subscriber Timer Job
Office365
On-Premises

36. 9. Assign Document Set Content Type to
Document Library (1 of 5)
• Library Settings > Advanced Settings
• Select the Yes radio button for Allow management of content types
• Click OK

37. 9. Assign Document Set Content Type to
Document Library (2 of 5)
• Library Settings > Add from existing site content types

38. 9. Assign Document Set Content Type to
Document Library (3 of 5)
• Locate the document set content type
• Click Add
• Click OK

39. 9. Assign Document Set Content Type to
Document Library (4 of 5)
• To set the document set content type as the default, click
Change new button order and default content type

40. 9. Assign Document Set Content Type to
Document Library (5 of 5)
• Set the Document Set to the first Position from Top
• To make it the default content type
• Uncheck Visible for the default content type (optional)
• Click OK

41. 10. Create a Document Set (1 of 2)
• In the library, click the Files tab
• From the ribbon, click the New Document dropdown
• Select the document set

42. 10. Create a Document Set (2 of 2)
• Enter metadata for the document set
• Click Save

43. Tips
• The document set welcome page uses the library’s default view
• Includes sorting, filtering, and grouping
• When uploading documents, some of the metadata data may not
appear for editing if using a browser other than Internet Explorer
• Disable the New Folder option in Advanced Settings if users should
not be able to create folders in the document set (or in the library)
• Enable versioning for the library
• Enables document set version capturing

44. Managed Metadata
Create a Taxonomy | Incorporate Term Sets in a Library

45. Managed Metadata
• Taxonomy
• Pre-defined terms—grouped in term sets—provide consistency
• Key-ahead matching on terms and synonyms
• Term sets manageable by the business (with appropriate permissions)

46. Find Your Global Term Store
SharePoint 2013 On-Premises SharePoint Online/Office 365

47. Create a Group (1 of 3)
• Right click on the Managed Metadata Service Application name
(top level with house icon)
• Click New Group

48. Create a Group (2 of 3)
• Name the new group

49. Create a Group (3 of 3)
• Enter general information about
this group
• Click Save

50. Create a Term Set (1 of 3)
• Right-click on the group
• Click New Term Set

51. Create a Term Set (2 of 3)
• Enter general information about this term set
• Owner is required to be able to save
• Click Save

52. Create a Term Set (3 of 3)
• Enter optional information
• Intended Use, Custom Sort, and Custom Properties

53. Add Terms to a Term Set (1 of 4)
• Right-click on term set
• Click Create Term

54. Add Terms to a Term Set (2 of 4)
• Name the term

55. Add Terms to a Term Set (3 of 4)
• Enter synonyms in the Other Labels field
• Click Save

56. Add Terms to a Term Set (4 of 4)
• Enter custom properties for the
term (optional)
• Click Save

57. Incorporate Term Sets in a Library (1 of 5)
• Create a new library column
• Select Managed Metadata as the column type

58. Incorporate Term Sets in a Library (2 of 5)
• Search for the term set or
• Expand the taxonomy until you locate the term set
• Click the term set to highlight it
• Click OK

59. Incorporate Term Sets in a Library (3 of 5)
• Upload a document to the library
• Edit the properties
• Click on the double tag icon to open the managed metadata
• Double-click the term
• Click OK

60. Incorporate Term Sets in a Library (4 of 5)
• Use key ahead matching to select a term or one of its synonyms
• Begin typing in the managed metadata field
• Select from the suggestions

61. Incorporate Term Sets in a Library (5 of 5)
• Click Save to keep the property changes

62. Drop Off Library
Content Organizer | Route Documents

63. Content Organizer/Drop Off Library
• Automatically route documents from a drop off library to their
appropriate location based on content types
• Site feature that must be enabled
• Site settings > Content Organizer > Activate

64. Content Organizer Settings & Rules
• Site settings > Site Administration
• Content Organizer Settings
• Content Organizer Rules

65. Content Organizer Settings (1 of 2)

66. Content Organizer Settings (2 of 2)

67. Content Organizer Rules (1 of 6)
• Must assign content types to document library prior to setting up
Content Organizer Rules

68. Content Organizer Rules (2 of 6)
• Click to enter a new rule

69. Content Organizer Rules (3 of 6)
• Alternate Names
• Type * to allow documents of unknown content types to be organized
by this rule

70. Content Organizer Rules (4 of 6)
• Conditions allow for special handling of documents

71. Content Organizer Rules (5 of 6)
• Route the document to a target location

72. Content Organizer Rules (6 of 6)

73. Drop Off Library
• Upload a document
• Select a content type
• Enter metadata
• Click Submit

74. Saved to Final Location

75. Expenses Library

76. Resources
Links to Additional Information

77. Resources
• Content Types
• A look at content type hubs in SharePoint Online (Office 365)
• How to Fix Content Types that Won’t Unpublish from a Content Type Hub
• Document Sets
• Document Sets: A Step-by-Step Guide
• Managed Metadata
• Introduction to managed metadata
• Drop Off Library
• A quick look at the SharePoint 2010 Content Organizer

78. Questions?
Theresa Eller | theresaeller@gmail.com | @SharePointMadam
sharepointmadam.blogspot.com | slideshare.net/sharepointmadam