1. 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

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6. A TYPICAL DOCUMENT LIBRARY – ALL DOCUMENTS VIEW

7. DUAL SUPER POWERS DOCUMENT SETDOCUMENT LIBRARY TEMPLATE

8. NOT A BATTLE OF ONE VS. THE OTHER RATHER, HOW DOES EACH COMPLIMENT THE 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 - CONTEXT

17. Create a Demo Document Library https://mysogetidemo.sharepoint.com/DemoDocLib/ https://mysogetidemo.sharepoint.com/DemoDocLib/ Document Library > Advanced Settings > Manage Content Types = ‘Yes’ DEMO DOCUMENT SET CREATE DOCUMENT SET CONTENT TYPE

18. 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

19. DEMO DOCUMENT SET RESULTS OF CONTENT TYPE CONFIGURATION

20. DEMO DOCUMENT SET DEFAULT LIBRARY CONTENT TYPE

21. DEMO DOCUMENT SET CONFIGURE DOCUMENT CONTENT TYPE

22. Navigate to Demo Site Library https://mysogetidemo.sharepoint.com/DemoDocLib/ https://mysogetidemo.sharepoint.com/DemoDocLib/ Document Library > Add From Existing Site Content Types  Select “RCA_#” DEMO DOCUMENT SET ADD CONTENT TYPE TO DOCUMENT LIBRARY

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

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

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

26. 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

27. Open Document Library > Select New > “RCA_#”  Create Document Set: Season 002 DEMO DOCUMENT SET CREATE DOCUMENT SET WITH DEFAULT CONTENT

28. 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

29. DEMO DOCUMENT SET CREATE SPECIAL DOCUMENT LEVEL VIEW

30. DOCUMENT SET Audit Report Contract Health Form Quality Control Form Safety Report Training Form DOCUMENT LIBRARY TEMPLATE 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 LIBRARY TEMPLATE PLANNING …

32. DOCUMENT LIBRARY TEMPLATE

33. Demo

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

36. 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

37. 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

38. 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

39. 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

40. DUAL SUPER POWERS DOCUMENT SETDOCUMENT LIBRARY TEMPLATE

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