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Creating a new Document Set

From: SharePoint 2010 New Features

Video: Creating a new Document Set

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 to be able 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, and it's a site collection feature, not just a Site feature, but a site collection feature.

Creating a new Document Set

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 to be able 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, and 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 are not a Site Collection Admin. The Document Sets feature is here. I am going to click Activate. That's step one taken care of. I can now go back to my homepage. It doesn't make any visible difference yet, because I haven't actually defined the document set at all. That's going to be step two. I'm 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 where we actually create one. 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'm selecting that my parent content type is the Document Set content type, and 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'm 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, a name, and a description, but I might want to add some more information.

So I'm going to say Add from a new site column. That I would also like to have a Business Plan Status. And that in my particular organization that's a formalized 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 in how we actually perform our business.

The columns that you add, whether they're 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 2. I might add things like a date received and a point of contact if I wanted to. But let's say I'm 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're 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 sets is you can have default content. So if you wanted to have some templates that were always created when you made a new copy of this document set, here is where you specify them. I'm going to browse out to a local folder where I have some example documents, a Business Plan Description.

I'm going to add another one for an Excel spreadsheet for a 1st Year Projection, 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 defined what our 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. So I'm going to click my Library pane on the Ribbon. Go to Library Settings. I have to do this in two stages. This is the same as SharePoint 2007. First, going to the 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'm managing content types, which ones do I use? So after turning that option on, I have a section in my settings of this library, say I'm 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 was to create a new document in here, I'd go to my Documents section of the Ribbon. 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'm going to choose the Business Plan Document Set. It's going to ask me to give it a name. I'm going to call it the Three Trees Acquisition.

I could enter a description here, if I thought that was meaningful. I'm going to select from the choices that I had defined, which is just to say I'll say this Business Plan was Received. When I click OK, the document set is created. This is what they mean by the Welcome Page. We're actually looking at the document set. It's got the title of Three Trees Acquisition. Our Business Plan Status is Received. I have the individual templates inside here. These were the default content documents that I had named in the document set itself.

Any of these can be either viewed. In this case I'm 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 go 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 Document section on the Ribbon, create another Business Plan Document Set. Say this one was for the Auberge Restaurant. Click OK. Create more copies of the Projection documents, the Description, 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 expiration can also be based from this document set.

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SharePoint 2010 New Features

25 video lessons · 10119 viewers

Simon Allardice
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