ADVANCED DOCUMENT LIBRARY TECHNIQUES Document Sets Document Library Templates Kerry Dirks MCP, MCSD Manager Consultant, Sogeti SharePoint Solution Architect 4/9/2016 SharePoint Saturday Omaha

THANK YOU SPONSORS! Use #SPSOmaha in your tweets to thank them!

BUSINESS/INTRO TO SP TRACK The Business/Intro to SP Track is proudly sponsored by Visit their booth to schedule local training for your organization!

GET TO KNOW SOGETI LOCAL TOUCH—GLOBAL REACH™ AT YOUR SERVICE

A TYPICAL DOCUMENT LIBRARY – ALL DOCUMENTS VIEW

DUAL SUPER POWERS DOCUMENT SETDOCUMENT 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 - CONTEXT

Create a Demo Document Library Document Library > Advanced Settings > Manage Content Types = ‘Yes’ DEMO DOCUMENT 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] DEMO DOCUMENT SET CREATE SITE LEVEL CONTENT TYPE

DEMO DOCUMENT SET RESULTS OF CONTENT TYPE CONFIGURATION

DEMO DOCUMENT SET DEFAULT LIBRARY CONTENT TYPE

DEMO DOCUMENT SET CONFIGURE DOCUMENT CONTENT TYPE

Navigate to Demo Site Library Document Library > Add From Existing Site Content Types  Select “RCA_#” DEMO DOCUMENT SET ADD CONTENT TYPE TO DOCUMENT LIBRARY

Document Library > Add From Existing Site Content Types  Select “RCA_#”  Configure visibility and default DEMO DOCUMENT SET CONFIGURE CONTENT TYPES

Document Library > Library Settings > Advanced Settings  Set ‘New Folder’ setting to “No” DEMO DOCUMENT SET TURN OFF FOLDERS

Open Document Library > Select New > “RCA_#”  Create Document Set: Season 001  [Empty Document Set] DEMO DOCUMENT 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 DEMO DOCUMENT SET ADD DEFAULT CONTENT TO DOCUMENT SET CONTENT TYPE

Open Document Library > Select New > “RCA_#”  Create Document Set: Season 002 DEMO DOCUMENT 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 DEMO DOCUMENT SET CREATE SPECIAL DOCUMENT LEVEL VIEW

DEMO DOCUMENT 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 Library DEMO DOCUMENT LIBRARY TEMPLATE 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 LIBRARY TEMPLATE 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 template DEMO DOCUMENT LIBRARY TEMPLATE UPDATE LIBRARY CONTENT TYPE

Select Content Type of ‘Document’  Add the columns: SuperHero and Villains  Perform a QuickEdit to update document properties DEMO DOCUMENT LIBRARY TEMPLATE 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 LIBRARY TEMPLATE 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 DEMO DOCUMENT LIBRARY TEMPLATE TURN ON LIBRARY CONTENT TYPE FEATURE

DUAL SUPER POWERS DOCUMENT SETDOCUMENT LIBRARY TEMPLATE

Kerry Dirks MS, MCSD Manager Consultant, Sogeti kerdirks.wordpress.com Q & A