Applying and using a Document Set

Following on from my last post, this post looks at applying and using the newly created document set. Values in pink are examples only and you can substitute these with your own values as appropriate.

Now that we have created a Document Set content type for the Project Binder we need to attach this to the Document Library in which we want to be able to use this Document Set.

  • Click on {your site name} in the breadcrumb trail
  • Click on the Documents link to open the Document Library

We now need to go back to our Document Library and add our new Project Binder Content Type so that people can use it.

  • On the Ribbon click on Library and then click on Library Settings
  • Click on Advanced Settings
  • Ensure that Allow Management of Content Types is ticked
  • Click on OK to close the Advanced dialogue.
  • Scroll down and click on Add Content Types from Existing Site
    • Select Custom Content Types
    • Select Project Binder
    • Click on Add
    • Click on OK

This now means that we will have the option to create a new Project Binder Document Set within our document library.  To make it clearer, I will remove the default Document Set that SharePoint allows me to add to this library.

  • Click on Change New Button Order and Default Content Type
  • Untick Document Set
  • Click on OK

We will now create a new Project Binder Document Set.

  • Click on [your library name] on the breadcrumb trail
  • On the Ribbon click on Documents and then click on the New Document drop down list
  • Select Project Binder from the drop down list

You can see that we are now presented with a metadata form that allows us to enter information about the Project Binder including the custom Project ID and Project  Name fields that we created.

  • Enter a name “Project Binder for Project X
  • Enter a Project ID “1001
  • Enter a Project Name “Project X
  • Click on OK

This now takes us into the Document Set where you can see the customised Welcome Page and the custom fields that we elected to show on the Welcome Page.  Notice that there is also a document already in here; this is the default document that we selected earlier.  A more useful way of using this would be to have standard template documents that need to be completed for each project.

Let’s take a look at the metadata for this default image document.

  • Click on the document and from the dropdown select View Properties

You can see that it has inherited the Project ID and Project Name and also has a Document ID assigned.

  • Click Close

We will now upload a few more documents to the Document Set and see the new drag and drop feature for uploading multiple documents.

  • On the Ribbon click on Documents and then click on the Upload Document dropdown list and select Upload Multiple Documents

A form will appear; notice the area onto which documents can be dragged and dropped.

  • Launch Windows Explorer and browse to “c:\demos” [If the window is full size then click on the Restore Down window button]
  • Select a number of documents
  • Drag and drop these onto the SharePoint form
  • Close Explorer

These documents are now ready to be uploaded to SharePoint.

  • Click on OK

These documents are now being uploaded.  Notice how we are informed of the status of the upload.

  • Click on Done

Notice all of the new documents that are now in the Document Set.  They will all have inherited the Project ID and the Project Name and will be assigned unique Document IDs.  As mentioned earlier, operations can be performed on the Document Set as if it were a single item.  We can access these actions by selecting the new Document Set menu that appears on the Ribbon.

  • On the Ribbon click on Manage under the Document Set tab

There are a number of options here such as Capture Version, Workflow and Email a Link.  Note that we can even send the Document Set to the Records Centre.

  • Click on Send To

In this way we can treat the entire Document Set as a record which is a very powerful new feature.

  • Click on Done
  • Click on Documents to view the document library

Returning to the Document Library view we can take a look at how the Document Set appears in the list.  You can see that it has a new icon that differentiates it from other items in the list but other than that it appears just like a document.

Hopefully you have seen how the new Document Set functionality can improve the way that you work with documents within SharePoint.  As discussed, they are particularly useful for those scenarios where multiple documents are required in order to build up a particular entity such as a case or project.

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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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