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SharePoint 2010 : Making Enterprise Content Management Work - Document Management (part 2) - Document Sets

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7/11/2013 8:38:52 PM

4. Document Sets

A new feature in SharePoint 2010 is called Document Sets. Using this feature, documents can be organized into a collection of related documents that can be managed as one. In effect, document sets are folders with which you can:

  • Share metadata across documents

  • Version the document set itself (instead of the individual documents)

  • Initiate workflows for the whole document set

  • Set permissions on the document set

  • Create a welcome page for the document set

Document sets are implemented as Content Types. To enable document sets, go to Site Actions → Site Settings. Next, under Site Collection Administration, click Manage Site Collection Features and activate the Document Sets feature (see Figure 6). After you have the feature enabled, you can go to the document library’s Advanced Settings page and enable management of Content Types. Finally, add the Document Set Content Type to the library (Figure 7).

Figure 6. The Document Sets feature and the Document ID Service feature are each enabled at the Site Collection

Figure 7. The Document Set Content Type must be added to the document library before you can create one

So when do you use document sets? Mainly you want to use document sets when you want to treat a number of documents as a single item with common metadata, permissions, and workflow. For example, you might be creating a proposal for a customer. This proposal itself might be a Word document, while you’ll also deliver a PowerPoint presentation, a video presentation, and an Excel spreadsheet for financial analysis. In this scenario, you would probably want all of the items to share the same metadata (customer name, opportunity ID, and so on).

Another example of a document set is when you have a presentation that is associated with supporting materials in spreadsheets. Document sets allow you to keep all the related content together and ensure that users can find documents in the context of their “family.”

When a user navigates to a document set, she will see information about the document set and can view and upload documents associated with the set (see Figure 8). In addition, there is a special tab in the ribbon that appears when a user enters a document set (see Figure 9). This ribbon selection enables the user to create a version of the set (see Figure 10), start a workflow on the set, and manage permissions on the set as a whole.

Figure 8. Document sets enable you to capture a version of a collection of documents, selecting either the latest of all documents within the set or only the latest published versions of the documents

Figure 9. When viewing a document set, a special tab in the ribbon enables you to edit properties on the set, configure permissions, e-mail a link to the document set, capture or review versions, and initiate workflows

Figure 10. Document sets also enable you to capture a version of a collection of documents, selecting either all documents within the set or only published documents
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