document sets: move over folders, there is a new organizer in town!

Document Sets:Move over Folders, there is a new organizer in town!

2 | SharePoint Saturday Chicago 2011

Why am I here?

Who am I? @chrisgeier @catpaint1 @beckybertram @iwkid @idubbs @kenschae @sharepointac

Outline & Agenda What are Document Sets? Why are they

needed? Introduction to using Document Sets Content Types assisting Document Sets Working with Document Sets

programmatically Conclusion Housecleaning

What are Doc Sets? Why are they needed?

History of Document Sets

Evolution of Content Management Content Management: “The practice of

content management is to organize information into usable searchable documents that can be efficiently stored and quickly ‘findable’. “

How do YOU group like minded documents in your company?

Business needs demand ECM ECM: “Adds a layer of automated

processes to assist with adding new content, approval processes and rules governing documents and data.”

What happens during your employee onboarding process?

What happens inside your formal sales process?

Introduction to Document Sets with SharePoint 2010

Definition “A Document Set is a group of related

documents that can be created in one step and then managed as a single entity.”

What can be included inside a document set?

Basics – Welcome Page

Basics – Default Content Library Settings -> ‘Content Types’ Select Document Sets -> Document

Set settings

Basics – Shared Columns Have Document Set

dictate values to the documents that reside inside the document set.

Basics – Alter Welcome Page Add columns to the Document Set then decide what columns should be

viewable on the welcome page.

Create views in Document Library than apply to Welcome page.

Basics – Alter Welcome Page Edit the page similar to how most SharePoint pages are altered through

the UI

Basics – Social Computing Keep it Social !!!!!

Basics – Versioning Don’t forget to turn on Versioning at the Document Library level !!

Administration - UI Enable through UI

Site Collection Level

Allow Management of Content Types

Add Content Types to Library

Administration - Powershell Enable through Powershell

Install-SPFeature on technet http://technet.microsoft.com/en-us/library/ff607825.aspx

Powershell ISE or SharePoint 2010 Management Shell

Administration - Powershell Enable through Powershell

Get-SPFeature on technet http://technet.microsoft.com/en-us/library/ff607945.aspx

Admin – Behind the Scenes Find Feature in 14/Template/Features

Admin – Behind the Scenes

WHOA! What about those ActivationDependencies?

Get-SPFeature | Sort –Property Id

Content Types assisting Doc Sets

The Need for Content Types Users love my document

library so much that they saved it as a template.

Now my environment has the same document set used in multiple locations!

The Need for Content Types Content Types

“A content type is a reusable collection of metadata (columns), workflow, behavior, and other settings for a category of items or documents in a Microsoft SharePoint Foundation 2010 list or document library.”

“Content types enable you to manage the settings for a category of information in a centralized, reusable way.”

Content Types & Doc Sets Content Types can inherit changes

Planning for Document Sets Planning for Document Libraries

http://technet.microsoft.com/en-us/library/cc262215.aspx

Planning for Document Sets http://technet.microsoft.com/en-us/library/ff603637.aspx

Planning for Content types http://technet.microsoft.com/en-us/library/ff603637.aspx

Programmatically working with Document Sets

Doc Sets – First Dance VS2010 reference to Microsoft.Office.DocumentManagement

Microsoft.Office.DocumentManagement.DocumentSets Microsoft.Office.Document

Look at Document Sets AS FOLDERS!!!!

Doc Sets – Create Checklist:

Hashtable for all your properties Parent Folder ID of the content type.

Needs to exist in the list Name of newly created DocumentSet Author

Doc Sets – Create You better know what your Content Type is, is it enabled and is your

target list using it? SPList.ContentTypesEnabled SPList.IsContentTypeAllowed

Doc Sets - Alter Makes it easy if you have the ID of the document set that needs to be

operated on.

Doc Sets - Delete Remember that Document Sets are really Folders on ‘juice’

All the SPFolder Methods are available for use!

Doc Sets – Move (export) Document Set – Export method

Doc Sets – Move (import) Document Set – Import method

Doc Sets - Challenges InvalidOperationException

Document ID Service needs to be enabled Document ID enable/disable job needs to successfully run. Document ID assignment job should be run.

DocSetTooBigForExportException DocumentSet Export method has a limitation of 50 MB

Deeply entrenched with Content Types Invalid Properties just disappear without any errors or exceptions.

Conclusion

What did I learn? (hopefully) I know that Content Management is a need that

is not going away. Document Sets is one aspect that could help out.

I know what a Document Set is, how to create one and what features are necessary to start using them.

I know that PowerShell can help me manage Document Sets.

I know that I can make Document Sets dance using custom code.

I know that Content Types are crucial to the success of my SharePoint farm.

Housekeeping

Housekeeping Please remember to submit your session

evaluation forms after each session you attend to increase your chances at the raffle

Follow SharePoint Saturday Chicago on Twitter @spschicago and hashtag #spschicago

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document sets: move over folders, there is a new organizer in town!

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