vSharePoint April 2013 – SharePoint Document Sets

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SharePoint
Consultant
&
Developer
What are
Document Sets?
-Content Types let us wrap up
Documents in formal metadata
-Content Types are important to
SharePoint, and go even deeper
with Document Sets
-Document Sets came on the
scene with SharePoint 2010
-Help when you are working
multiple documents at the same
time
Scenario 1
Software Product Development
Documents
- Functional Specifications
- Project Plans
- UI Mockups
Scenario 2
Business Plan Documents
- Presentations
- Projections
- Non-disclosure Agreements
Scenario 3
New Office Location Documents
-
Contracts
Maps
Rental Agreements
Blueprints
What are
Document Sets?
Organizations that want to
manage multi-document
consistently can configure a new
Document Set content type for
each work product they typically
create.
Policies, tagging, and templates
can be applied to any document
set that is created.
- By default, Document Sets inherit
permissions from the library in which
they are located.
- You can opt to specify unique
permissions for a Document Set if you
need to restrict or change who has
access to the documents in an individual
Document Set.
- Users interact with document sets in
much the same way that they interact
with regular SharePoint folders.
-All documents in a Document Set share
the metadata and the entire set can also be
versioned.
-Any kind of document that your
SharePoint farm is configured to support,
can be included in a Document Set
-Anytime you want to enable users to
group multiple documents, that support a
single project or task, together into a
single entity.
-When you can see a business value in
assigning metadata to a folder-style
structure
- When you need to organize unmanaged
documents and enable collaboration on
documents that have all been invested with
similar metadata.
-Because folders are hard to search.
-Ease workflow deployment on multiple
items with SharePoint Designer
-Metadata only has to be updated in one
place for it to be applied to all the
documents contained within the Document
Set.
-Gives the ability to capture a version of
ALL documents within a container.
- Lives as a Site Collection Feature that
must be specifically enabled
- SharePoint 2010 & SharePoint 2013
- Standard & Enterprise Editions only:
Foundation does NOT include
Document Sets
- In Office 365 we can find Document Sets
feature under the Enterprise plans.
Working with
Document Sets
(SharePoint 2013 demo)
1.
Login to SharePoint 2010 site -> Site settings -> Site
Administration -> Site Collection Features -> Document
Sets -> Activate.
2.
Go to your document library settings.
3.
Select “Advanced Settings” option from the General
Settings section and select “Yes” for “Allow management
of Content Types”. Select “OK” to apply the changes.
4.
Back on the Library Settings page, we will need to add the
document set content type. Select “Add from existing site
content types” in the “Content Types” section
5.
The “Add Content Type” form will be displayed. Set
“Document Set Content Types” from “Select site content
types from” dropdown and select “Add”. Select “OK” to
add the content type.
6.
Now that the document set content type has been added,
we can go back to our document library. From the ribbon,
select “Files –> New Document –> Document Set”.
In the “New Document Set” form, specify the required
information and select “Save”.
Once the new document set is created, you will be
redirected to the document set welcome page.
Working with
Document Sets
(SharePoint 2013 demo)
7. Under Galleries, click Site content types.
8. On the Site Content Types page, click the name of the
Document Set content type you want to configure.
Under Settings, click Document Set settings.
9. In the Welcome Page section, click Customize the Welcome
Page. In the window that opens, click the Site Actions menu,
and then click Edit Page. The Document Set Welcome page is a
Web Part page that can be edited just as you would edit any
Web Part page.
10. When you have finished updating the Welcome Page, return
to the Document Set Settings page. In the Welcome Page
section, specify whether you want to update the Welcome Page
for any content types that inherit from this content type.
In the Update List and Site Content Types section, specify
where you want to update all content types inheriting from this
content type.
Top 3 Best Practices
1. Document Sets and Folders
present a similar interface to
users, however the functionality
in Document Sets are
specifically targeted to support
business processes and the
management of content as a
single unit.
Organizations using Folders
would be well served to start
using Document Sets as they
offer significant new capabilities.
Top 3 Best Practices
2. Leverage the functionality in
the Document Set Welcome
Pages.
The Welcome Page provides
users with far more information
than a folder name ever could.
Users can simply navigate to a
set and quickly ascertain not
only the content stored within,
but the context with which the
content is associated with.
Top 3 Best Practices
3.
Use Folders:
- If you need a hierarchy inside
- If you don’t need the extra
capabilities of Document Sets
Use Document Sets:
- If you don’t need a hierarchy
inside
- If you can benefit by
leveraging metadata to organize
your content
Top 3 Best Practices
Further Reading:
Document Sets planning
(SharePoint Server 2010)
Plan document sets in
SharePoint Server 2013
Keith Tuomi
Email: [email protected]
Blog: http://yalla.itgroove.net
Twitter: @itgroove_keith
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