Tag Archives: document library

Chapter 6-2: Libraries

Document sets

Document sets are folder-like areas that allow collaboration between users on documents without creating a new site or new document library. It allows for documents to be linked with common metadata, automatic creation of certain documents, and a user-friendly welcome page with the structure of a web part page. These areas are great when working on research collaboration, various group studies, and centralized knowledge repositories. They also allow for workflows to run on a set of documents instead of a single document.

To create a new document set, first ensure that the “Document Sets” feature is activated in the features area. For information on how to do this, look in the “Administration” chapter later in this manual. After the feature is activated, change the “Library Settings” page in the library you want to add a document set to “Allow Management of Content Types” in the “Advanced Settings” area. Once this setting is in place, you can navigate back to the library and click the “New Document” drop down area to see the “Document Set” option. After you’ve initialized the settings, you can upload new documents to it by going to the “Documents” tab in the “Library Tools” section of the ribbon and simply clicking “Upload Document”.

Chapter 6 2: Libraries

Document ID Feature & Services

The document ID feature assigns unique ID’s to documents to streamline the process of retrieving items across the site without tracking them down by navigating directly to them. By using the unique ID, you no longer have to use the location path of the document, which is useful if the file changes libraries or sites.

To use this feature, you first have to enable it in the site collection features page. To learn about enabling and disabling features, see the “Administration” chapter.

Once it’s enabled, the service will assign ID’s to documents in the site collection automatically. It will not assign ID’s to list items. The service makes a new column on the document’s content type or document set and assigns various identifying data to the documents. Once the ID’s are assigned, you can find the document ID by viewing the document properties by right clicking the item and clicking “View Properties”.

Chapter 6 2: Libraries

You can the reference the ID by typing it directly in a URL, by typing it in the “Search” area (so long as the search administrator has configured this option in the search settings) or by using the “Enter a Document ID” web part which will bring up the document. This web part is located in the “Documents” category of the web part creation page.

Integration with office products

The SharePoint 2010 version of SharePoint has become highly evolved from previous version by integrating extremely well with Microsoft Office products. This allows for a higher degree of collaboration between users, thus improving productivity.

The new Business Connectivity Service (BCS) allows for creation, reading, updating, and deleting of files to external sources in certain Office applications. These applications include Outlook, Word, PowerPoint, Excel, SQL, Visio and Access to name a few. For instance, a user could connect to an extremely large external table in SQL that would hinder performance if it was imported into SharePoint. This works by utilizing external content types.

Microsoft Word is arguably the most widely used application today. With Word 2010, you can collaborate together simultaneously on documents, synchronize the document with SharePoint with just one click, and integrate with the Notes and Tags features seamlessly.

Note: The features described above are only available with the Word 2010 version and not the Word 2007 or earlier versions.

In the “Lists” chapter of this manual, using Access and Excel from SharePoint was already discussed. Aside from these, you can also design workflows in Visio 2010 and import that workflow directly into SharePoint. It works the same way in reverse if you wanted to quickly map out a process in Visio instead of SharePoint.

Another great new feature is the PowerPoint Broadcast service. This allows users to share slide presentations online with a 50 user limit. This is a great alterative to a LiveMeeting or WebEx.

All of the office integration features are robust and numerous in SharePoint 2010 with Office 2010. A whole document could be written just on this integration alone. For brevity sake, please consult other material on how to integrate each individual application.