document sets: move over folders, there is a new organizer in town!
DESCRIPTION
from high level to detailsTRANSCRIPT
Document Sets:Move over Folders, there is a new organizer in town!
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Why am I here?
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Who am I? @chrisgeier @catpaint1 @beckybertram @iwkid @idubbs @kenschae @sharepointac
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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?
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History of Document Sets
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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?
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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
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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?
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Basics – Welcome Page
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Basics – Default Content Library Settings -> ‘Content Types’ Select Document Sets -> Document
Set settings
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Basics – Shared Columns Have Document Set
dictate values to the documents that reside inside the document set.
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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.
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Basics – Alter Welcome Page Edit the page similar to how most SharePoint pages are altered through
the UI
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Basics – Social Computing Keep it Social !!!!!
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Basics – Versioning Don’t forget to turn on Versioning at the Document Library level !!
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Administration - UI Enable through UI
Site Collection Level
Allow Management of Content Types
Add Content Types to Library
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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
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Administration - Powershell Enable through Powershell
Get-SPFeature on technet http://technet.microsoft.com/en-us/library/ff607945.aspx
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Admin – Behind the Scenes Find Feature in 14/Template/Features
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Admin – Behind the Scenes
WHOA! What about those ActivationDependencies?
Get-SPFeature | Sort –Property Id
Content Types assisting Doc Sets
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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!
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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.”
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Content Types & Doc Sets Content Types can inherit changes
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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
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Doc Sets – First Dance VS2010 reference to Microsoft.Office.DocumentManagement
Microsoft.Office.DocumentManagement.DocumentSets Microsoft.Office.Document
Look at Document Sets AS FOLDERS!!!!
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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
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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
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Doc Sets - Alter Makes it easy if you have the ID of the document set that needs to be
operated on.
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Doc Sets - Delete Remember that Document Sets are really Folders on ‘juice’
All the SPFolder Methods are available for use!
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Doc Sets – Move (export) Document Set – Export method
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Doc Sets – Move (import) Document Set – Import method
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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
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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
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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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