Advanced Document Set Creation

Following on from my last post, this post looks at creating document sets in greater detail. Values in pink are examples only and you can substitute these with your own values as appropriate.

Create the Document Set

The first thing that we will do is create a new Document Set.  To do this I have to create a new content type.  First of all decide where you want to create the Document Set definition; this would typically be at the root level of the Site Collection.

  • Click on Site Actions – Site Settings
  • Under Galleries click Site Content Types
  • Click on Create
    • For Name enter “Project Binder
    • For Parent Content Type select Document Set Content Types
    • For Content Type select Document Set
  • Click on OK

This is the Document Set configuration page and you can see that we can set up a number of things I relation to this Document Set including Workflows and Information Management Policies.

Index Fields

We will now add a couple of index fields to this Document Set in order to classify the Project Binder with additional metadata.

We will add one field to store the Project ID.

  • Click on Add from new Site Column
    • Column Name “Project ID
    • Set the type to Single line of text
    • Set the number of characters to “15
    • Click on OK

We will add another field to store the Project Name.

  • Click on Add from new Site Column
    • Column Name “Project Name
    • Set the type to Single line of text
    • Set the number of characters to “100
    • Click on OK

This has now added two new metadata fields that will always be available every time you create a Document Set of this type.  Documents that are then added to this Document Set will be able to inherit these fields and their values from the parent Document Set container.

Content Types & Columns

We will now take a look at other ways in which we can configure the Document Set.

  • Click on Document Set Settings

First of all we can restrict the types of content that can be added to the Document Set.  By default, the Document Content Type is included.  We will also add the new Audio, Video and Media Content Types which are new to SharePoint 2010.

  • For Allowed Content Types select Audio, Video and Image
  • Click on Add

We can also set up default content.  What this means is that when you create a new Document Set, it will automatically be created with some default content.  In our project analogy, we could prepopulate our project binder with various blank project management documents that would need to be completed.

  • For Default Content select
    • Content Type Image
    • Click on Browse
    • Browse to “Libraries\Documents\M300_Camera.JPG
    • Click on Open

This image will now be present every time we create a new Project Binder Document Set.

Under Shared Columns we can define which fields should be added to the Document Set and shared by all documents that are added to it.  The value set at the document set level will be inherited by any added documents.

  • For Shared Columns select Project ID, Project Name

Customise The Welcome Page

We can also specify which of the above columns should appear on the Welcome Page.

  • For Welcome Page Columns select Project ID, Project Name
  • Click on Add

It is also possible to customize the Welcome Page for the Document Set by changing images, adding web parts etc.

  • Click on Customize the Welcome Page

This is the layout for the Welcome Page.  We can add and remove web parts and configure it as required.  In this example we will simply change the default icon for the document set.

  • On the Ribbon click on Page and then click on Edit Page
  • Highlight the image web part on the left and from its drop down menu select Edit Web Part
  • Change the name of the image to “DLICON.GIF

    You can test this to make sure that it is valid

    • Click on Test Link
    • Close the window
    • Click on OK

    You can now see the updated image.

    • Click on Stop Editing
    • Close the Window
    • Click on OK

    The Document Set Content Type has now been defined and is ready to use.  The next post will provide a walk-through on how to apply this to a Document Library.

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    About rearcardoor

    Chairman and founder of ImageFast Ltd, a leading UK ECM consultancy business and Microsoft Gold Partner. Over 20 years experience delivering successful ECM projects utilising scanning, data capture, document management, records management, workflow, BPM and SharePoint.
    This entry was posted in ECM, SharePoint 2010 and tagged , . Bookmark the permalink.

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