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In SharePoint 2010 Essential Training, author Simon Allardice demonstrates the full feature set in SharePoint 2010 and the necessary skills to be a SharePoint site administrator. The course shows how to use SharePoint, create sites and site collections, and plan and design sites and portals. It also covers Office integration, security and permissions, and advanced features such as document management and business intelligence.
I am going to create a new document set in this site collection. All I have right now is a blank site called Business Development with one document library in it called Investment Opportunities. I'd like then to upload business plans as document sets into this library. Now, the first thing that I have to do is just turn on the ability to use document sets at all. It is a feature, which means I need to go to my Site Settings page. It's a site collection feature, not just a site feature, but a site collection feature.
So, you have to be a site collection administrator to turn this on. You may have to talk to someone if you're not a site collection admin. The Document Sets feature is here. I'm going to click Activate, and that step one taken care of. I can now go back to my Home page. It doesn't make any visible difference yet, because I haven't actually defined the document set at all, and that's going to be step two. I am going to go back to my Site Settings page because what I'm interested right now is my Site Content Types gallery.
A document set is a content type and that's what we are actually create one. I am going into my Site Content Types gallery and I'm going to click Create. Make a new content type. I'll call it the Business Plan Document Set. If you are creating a document set, you want to be very careful what content type you are inheriting from. So I am selecting that my parent content type is the Document Set content type so the parent content type is Document Set.
All content types really do get inherited from something, which is a good thing. You don't want to have to reinvent the wheel completely from scratch. I am going to click OK just to put that into its own group called Custom Content Types. That's just naming it so I can find it later. So, I now have the Business Plan document set defined. I need to tell it two things: What are the documents that I want and what columns, what's the metadata that I want to attach to this document set. Well, all document sets will start off with a Title and Name and a Description, but I might want to add some more information.
So I am going to just say add from a new site column that I'd also like to have a Business Plan Status. That in my particular organization that's a formalize choice, which will be a series of statuses that could be Received, In Progress, Approved or Rejected. This of course is completely up to me and it's up to my organization and how we actually perform our business.
The columns that you add, whether they are required or not, and what the data in them is of course completely up to you and your organization. You can add 20 columns if you see fit or just two. I might add things like a date received and a point of contact if I wanted to. But let's say I am going to leave it at that. The next thing that I need to do is for this content type, I need to select the option that says Document Set Settings. Once I'm editing the Document Set Settings, I can actually say what kind of things are allowed in this document set.
If you are intending regular attachments, Excel, Word, PowerPoint, OneNote, that kind of thing, you can just leave the default which is that Documents are allowed in the document set, but you might get a bit more specific. One thing that's very common with document set is you can have default content. So, if you wanted to have some templates that will always created when you made a new copy of this document set, here is where you specify them. I am going to browse out to a local folder where I have some example documents, a Business Plan Description, and I need to add another one for an Excel spreadsheet for the first Year projections, and add another one for a PowerPoint presentation about this business plan.
Of course, this is completely up to you. This would just be an example. A little bit below you have something called the Welcome Page column. You'll see the welcome page in a minute. When you make a new document set, you can actually decide which pieces of metadata you want to see on that page before you actually drill down into the individual documents. So, I'll say that I want to look at Business Plan Status. I'm not going to customize the welcome page. I'm just going to click OK. That's now step two is defined. We've actually define what are document set means.
Step three is that we have to go to the library that we want to use it on and go to our library settings. I am going to click my Library pane on the Ribbon, go to Library Settings, and I have to do this in two stages. This is the same as SharePoint 2007. First, going to be Advanced Settings and saying yes, I want to manage content types because a document set is a content type. Then the second stage is if I am managing content types, which ones do I use. So, after turning that option on, I have a section in my settings of this library saying I am using the Document content type.
I'm going to add from existing site content types, find my Business Plan document set and add it, click OK. If I wanted to I could also remove the default document from this library. That's completely optional. Let's say I'm not going to do that right now. Now, I can go back to my library itself. There is nothing in here yet. If I wish to create a new document in here, I'd go to my Documents section of the Ribbon and I have a New Document button here.
But if I click the arrow I have the two choices here. Do I want to create a new document or a Business Plan document set? I am going to choose the Business Plan document set. It's going to ask me to give it a name. I am going to call it the Three Trees Acquisition. I could end the Description here if I thought that was meaningful. I'm going to select from the choices that I have defined, which is just to say I'll say this business plan was received. When I click OK the document set is created and this is what they mean by the Welcome Page.
We are actually looking at the document set. It's got the title of Three Trees Acquisition, our Business Plan Status is Received, and I have the individual templates inside here. These with the default content documents that I had named in the document set itself. Any of these can be either viewed, in this case, I am using the Microsoft Word Web application or I could edit it in the browser. Save my changes and close this.
This is all considered packaged up into the document set. If I actually back to the library itself, I see this document set as one entry that I can drill down inside. So, it's keeping all my documents contained inside this one document set. Of course, the point of defining the document set is that you're going to create multiple copies of it. So, I can now just go back to my Documents section on the Ribbon. Create another Business Plan document set, and say this one was for the Auberge Restaurant.
Click OK. Create more copies of the projection documents, the description, and the presentation and all of these are contained inside the one library. Document sets are a great way to create and manage multiple documents at once and because they are content types, you can also base workflow on this document set or base information management policy, things like auditing and exploration can also be based from this document set.
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