1. ADVANCED
DOCUMENT LIBRARY
TECHNIQUES
Document Sets
Document Library Templates
Kerry Dirks MCP, MCSD
Manager Consultant, Sogeti
SharePoint Solution Architect4/9/2016
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6. ATYPICAL DOCUMENT LIBRARY – ALL DOCUMENTSVIEW

7. DUAL SUPER POWERS
DOCUMENT SET
DOCUMENT LIBRARY
TEMPLATE

8. NOTA BATTLE OF ONEVS.THE OTHER
RATHER, HOW DOES EACH COMPLIMENTTHE OTHER

9. 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
…

10. 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
…

11. 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
…

12. 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
…

13. 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
…

14. 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
…

15. DOCUMENT SET - DEMO

16. DOCUMENT
LIBRARY
DOCUMENT
SET
DOCUMENT
SET
DOCUMENT
SET
DOCUMENT SET - CONTEXT

17. Create a Demo Document Library
https://mysogetidemo.sharepoint.com/DemoDocLib/
Document Library > Advanced Settings > ManageContentTypes
= ‘Yes’
DEM
O
DOCUMENT
CREATE DOCUMENT SET CONTENTTYPE

18. Site Collection > SiteActions > Site Settings > Site ContentTypes
 ContentType: Document Set
 Name: RCA_#
 Add Site Column: SuperHero
 Add Site Column: Villains [configure as hidden]
DEM
O
DOCUMENT
CREATE SITE LEVEL CONTENTTYPE

19. DEM
O
DOCUMENT
SET
RESULTS OF CONTENTTYPE CONFIGURATION

20. DEM
O
DOCUMENT
SET
DEFAULT LIBRARYCONTENTTYPE

21. DEM
O
DOCUMENT
SET
CONFIGURE DOCUMENT CONTENTTYPE

22. Navigate to Demo Site Library
https://mysogetidemo.sharepoint.com/DemoDocLib/
Document Library > Add From Existing Site ContentTypes
 Select “RCA_#”
DEM
O
DOCUMENT
ADD CONTENTTYPETO DOCUMENT LIBRARY

23. Document Library > Add From Existing Site ContentTypes
 Select “RCA_#”
 Configure visibility and default
DEM
O
DOCUMENT
CONFIGURE CONTENTTYPES

24. Document Library > Library Settings > Advanced Settings
 Set ‘New Folder’ setting to “No”
DEM
O
DOCUMENT
TURN OFF FOLDERS

25. Open Document Library > Select New > “RCA_#”
 Create Document Set: Season 001
 [Empty Document Set]
DEM
O
DOCUMENT
CREATE DOCUMENT SETTHAT’S EMPTY

26. Select Document Library ContentType > “RCA_#”
 Document Set Settings
> Add Default Content Documents
> Share “SuperHero” column values
 OK
DEM
O
DOCUMENT
ADD DEFAULT CONTENTTO DOCUMENT SET
CONTENTTYPE

27. Open Document Library > Select New > “RCA_#”
 Create Document Set: Season 002
DEM
O
DOCUMENT
CREATE DOCUMENT SETWITH DEFAULT
CONTENT

28. Open Document Library > LibraryTab > CreateView > “DocView”
 [Columns] Type, Name,Title, SuperHero,Villains, Content
Type
Open Document Set ContentType > “RCA_#”
 Document Set Settings >Welcome PageView > “DocView”
 Ok
 View Document Set at Document Level DEM
O
DOCUMENT
CREATE SPECIAL DOCUMENT LEVELVIEW

29. DEM
O
DOCUMENT
CREATE SPECIAL DOCUMENT LEVELVIEW

30. DOCUMENT SET
• Audit Report
• Contract
• Health Form
• Quality Control Form
• Safety Report
• Training Form
DOCUMENT LIBRARYTEMPLATE
EXAMPLES
…

31. 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 LIBRARYTEMPLATE
PLANNING
…

32. DOCUMENT LIBRARYTEMPLATE

34. Create a Demo Site Library
https://mysogetidemo.sharepoint.com/DemoLibTemplate/
DEM
O
DOCUMENT
REVIEW & SAVE OOTB DOCUMENT LIBRARY
TEMPLATE

35. 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.DEM
O
DOCUMENT
REVIEW & SAVE OOTB DOCUMENT LIBRARY
TEMPLATE

36. Document Library > Library Settings > Advanced Settings >
 Allow Management of ContentTypes = ‘Yes’
SelectContentType of ‘Document’
 SelectAdvanced Settings > Upload template modified on prior
page
 Navigate to library and create a new document; it will resemble
the previously saved template
DEM
O
DOCUMENT
UPDATE LIBRARY CONTENTTYPE

37. Select ContentType of ‘Document’
 Add the columns: SuperHero andVillains
 Perform a QuickEdit to update document properties
DEM
O
DOCUMENT
ADD METADATATO LIBRARY CONTENTTYPE

38. Within ContentType, selectAdvanced Settings
 Select ‘EditTemplate’, update with verbiage
 Add ‘Form Fields’ to display SuperHero andVillains values.
 Save locally as _002
 Close out ofWord
 Upload template to the ContentType
DEM
O
DOCUMENT
TURN ON LIBRARY CONTENTTYPE FEATURE

39. Create a new document; it will resemble the previously saved
template
 Save the document to the library
 Review SharePoint metadata values
DEM
O
DOCUMENT
TURN ON LIBRARY CONTENTTYPE FEATURE

40. DUAL SUPER POWERS
DOCUMENT SET
DOCUMENT LIBRARY
TEMPLATE

41. Kerry Dirks MS, MCSD
Manager Consultant, Sogeti USA
kerdirks@yahoo.com
@kerdirks
kerdirks.wordpress.com
Q &
A