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SharePoint 2010 : Site Administration - Configuring a Document Set

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7/20/2013 7:33:23 PM

A document set allows an organization to collect related documents and group them together. When grouping the related documents together, they can be treated as one when it comes to metadata, workflow, versioning, and compliance.

For example, a document set for obtaining a mortgage loan can consist of the following forms — credit application, asset list, employment history, deed, and sales contract.

When buying a house, there are many forms to be filled out. They are methodically handled by several different parties — the bank, the seller, the real estate company, and so on. It all starts with a mortgage application. The application is submitted and a workflow kicks off for each item such as getting a credit report, appraisal on the property, employment verification, among other things.

Once the individual workflows come back with information, the application is then submitted to another party, which must approve the loan. Each workflow item is kicked off independently, but together they contribute to the final answer, which is whether or not the mortgage is approved for the potential buyer.

Once the mortgage is approved, there is a deed issued and sent to a title company and a payment plan is set up. This process is comprised of many forms and parties, and your ability to get the final approval is contingent upon each step being completed properly.

This recipe will show how to set up a document set for the mortgage process.&;

Getting ready

We first need to enable the Document Set Site Collection Feature.

Set up the following content types and group them under the type Mortgage:

  • AssetListCT&; — parent content type of Item

  • CreditApplicationCT&; — parent content type of Document

  • SalesContractCT&; — parent content type of Document

How to do it...

  1. Navigate to a site with the team site template implemented.

  2. Click on the dropdown next to Site Actions, and then click Site Settings.

  3. Under the category named Galleries, click Site content types.

  4. Click Create. The following form appears:

  5. Fill in the form as shown in previous screenshot and then click OK.

  6. Click Document Set Settings.

  7. Under the Allowed Content Types section, choose Mortgage from the drop-down list. Select CreditApplicationCT and SalesContractCT from under the Content Type dropdown.

  8. In Default Content, choose each content type selected in step 7 and add an associated document for each. Check the Add the name of the Document Set to each file name box. Your screen should look like the following screenshot:&;

  9. Under Shared Columns, check the boxes for Description and Managed Keywords.

  10. Add Managed Keywords to the Welcome Page Columns.

  11. Do not customize the Welcome page.

  12. Leave the Update all content types inheriting from this type option to Yes. Click OK.

  13. Create a document library called Mortgage.

  14. The ribbon lights up. At the far end, click Library Settings.

  15. Click Advanced Settings.

  16. Set the Allow management of content types option to Yes. Click OK.

  17. In the Content Types section, click Add from existing site content types.

  18. Add the MortgageDS content type, and click OK.

  19. Navigate back to the Mortgage document library. Click Documents under Library Tools.&;

  20. Click the drop-down list next to New Document and select MortgageDS.

  21. An entry form appears. Fill in the Name, Description, and Managed Keywords fields. Click Save.

  22. The following landing page appears with the necessary documents:

How it works...

Steps 1 to 5 show the process of creating a document set and giving it a name. Document Set is a content type. In our example, MortageDS inherits from this content type.

In steps 6 to 13, content types are assigned to be part of the document set. Also, documents are associated with their content types in step 8. In step 9, columns are included in the welcome page. These columns can be shared across the document in the document set itself. For instance, we could have added Mortgage Company as a column and had it applied to each document in the set.

This recipe did not set up any custom columns. Also, this recipe did not customize the welcome page.&;

The last part of the recipe is creating the document library, enabling management of content types, and then assigning the Mortgage document set to the library. When a new document set is created, all the associated documents with their content types are shown.

A loan processor could now go through and process all the necessary paper work without missing a mandatory form.

There's more...

Workflows can be created with SharePoint Designer and applied to the entire document set. Keeping in mind our Mortgage loan example, a workflow could be set up to send information to the title company and get information from the credit bureau. The application could then be sent to the bank after the credit bureau sends their information.

In addition, permission levels can be set on the individual documents. Finally, retention policies can be added to the document set.

More info

Document sets are built upon the content type SPFolder.

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