Join Gini von Courter for an in-depth discussion in this video Designing libraries for project documents, part of Managing Projects with SharePoint 2013.
- SharePoint 2013 and SharePoint Online both have many types of libraries, about eight altogether, some of which are going to be useful for our project. So, I won't discuss all of the different types of libraries. Simply the types that we might want to use. First is a document library which is a place that we can store files whether they were created in Microsoft Word or Excel, Visio, and Adobe as a PDF. We can store any kinds of documents that we wish in the document library with a few exceptions.
We can store, for example, a document that's actually an executable file. We then have form libraries and form libraries are a very specific type of library. They're actually created by publishing an InfoPath form. And so we have the ability to collect information and to be able to access that XML that's stored in the form library that was collected in InfoPath forms. If you wanna know about the role of form libraries and InfoPath you might take a look at InfoPath 2013 Essential Training.
We won't be creating that kind of library here in our site but it's a type that you might wish if you were going to, for example, be conducting a survey or if you were going to have a lot of stakeholders entering information in a form that you wanted to capture very neatly as XML. We have Wiki page libraries. We talked about using a Wiki earlier for our team to be able to have add-hot discussions. They're also good for brainstorming sessions and they're good anytime you'd like something that looks a lot like a white board.
So, you can consider adding a Wiki library. We're not doing that for this particular project site but again in your organization you're already using Wikis. There's no reason not to add one for a stated purpose on a project site. We have picture libraries which are used to store and to manage our digital assets that are images. So, picture libraries have some additional features, some additional functionality, so that you can view images so that you can easily create images of difference sizes from the same image for different uses.
And we have an asset library, which is a new feature in 2013. With asset libraries we can store our rich media assets. So, as well as pictures we can store video and audio files in an asset library. These are types of libraries that you might choose to use in a project site. We are going to be using document libraries and an asset library in our site. So, libraries for our site, first, the document libraries, we are going to create a library that can be used for project forms and templates.
The kinds of things that are used in every single project. Expense forms, travel requests. The template that we're going to use for a project summary or for a project charter, all of those items will go in a projectr forms and templates library who's short name will be forms. We're also going to have project documents and that will be called documents. We'll have deliverables or finalized documents and the short name for that will be finaldocs.
And we'll have management documents. This is where we would keep things like the budget For a long project we might want to keep evaluation forms in this library. But this is a library that would have different permissions. Not available to the whole team. Available only to perhaps the project manager and anyone who would be working on the budget. So, these are the libraries that we are going to create that are of the type document library. We're going to create a custom project documents library by customizing the documents library that already exists.
We're going to save it as a template and create a deliverables library using that template. This is a common practice. The custom columns that we're going to add are source, and status, and delilverable. Three new columns. Source is actually a required column and what we wanna know is where the information was originally obtained. For example, we might have a document that was created as an original draft.
So, it would say original draft but we might have a document in our document library that was given to us by a subject matter expert. We might have a document in our document library that came from an outside vendor. So, we wanna know the source of the documents that are in the library. We can tell who created them in terms of publishing them to the library but that doesn't necessarily tell us who the author is. Status is going to be a choice. And the statuses that are used in our organization are draft, for review, and final.
You might have different statuses for a document but as you imagine that a document has been created or has been worked on that it's in a draft mode when it's ready to be reviewed for fitness to deliver to a client or for fitness to be able to be distributed in the organization, then the status is changed to for review. When it's been reviewed by the project manager or her or his designee, it's marked as reviewed and if there is other work that needs to be done it can then be returned to the original author for more work or after it's been reviewed if there is no additional work the original author can mark it as final.
And then finally, we have the third column, which is deliverable. And deliverable is simply a checkbox that says, "Is this document actually a "version of something that is going "to be delivered as part of the project?" If a project we were for an external customer then we'd think of this as a customer facing document. But even with internal customers, if one of the things that's being created is a help manual then we would mark that as a deliverable because that help manual or that user guide will actually be something that will be delivered to the customer.
Reports are also types of deliverables. So, anytime we have something that will end up in the hands of the customer we want to be able to note that and we will then check the deliverable checkbox. You may have different custom columns in your organization or you may feel you don't need any custom columns at all. We'll begin by using the existing documents library and add these columns You may wish to add different columns for your organization.
Once you've set up project libraries, you'll learn how to save the site as a template for future use and to launch the finished product. The final three chapters guide you through the actual project management process: supporting team communication, adding and syncing task data, and using views for management and reporting.
- Creating a SharePoint project site
- Adding built-in apps
- Creating customized lists and list views
- Designing and customizing libraries
- Saving the project site as a template
- Launching a site
- Managing permissions and requests for access
- Using a site mailbox
- Viewing tasks and the calendar