What’s in Document Set Metadata?A Document Set is, in fact, a Content Type. That means you can create your own, and add your own columns to it. A Document Set also has features that set it apart from your ordinary Content Type. Let’s take a look at what they are:
Welcome PageThis is a visual representation of a Document Set. By default, the Web Part page contains an Image Web Part, a Document Set Properties Web Part and finally, a Document Set Contents Web Part.
Welcome Page ColumnsWithin the Welcome Page, you can specify which columns of the Document Set you wish to display in the Document Set Properties Web Part. These columns are known as the Welcome Page Columns.
Allowed Content TypesThese dictate which Content Types from your site are allowed within your Document Set. By comparison, this is the same concept as Content Types applied to a list.
Shared ColumnsJust like Content Types can inherit columns from parent to child, content within the Document Set can inherit columns from its parent.
Key FeaturesAs you can see, the Document Set adds loads of new useful features to the plain old folder. Some of these features are key, and really make Document Set metadata a must for any serious content management within SharePoint.
Welcome Page: Make it Appealing for the End UserThe impact of well-presented information to the end user is underestimated. The Welcome Page breaks down the process of understanding what the page contains with a contextual image, a short description, some properties and an overview of the contained documents. Without code or any smoke and mirrors, a Document Set Welcome Page can have an appealing visual form, and help the user understand its contents.
Shared Columns: Mass Metadata Tagging Made EasyWith the use of Shared Columns, tagging your documents with the right metadata has never been easier! For example, we've shared the Coach and Locations columns in the Document Set metadata above, and added a few documents to it. The “Schedule.xslx” document now has the following metadata appended to it: One quick crawl of the SharePoint content and the search engine can quickly find documents related to the coach named “Emile Zatopek”:
Tips and Tricks with SharePoint Document Sets
Step by Step Explanation of How to Create a Document SetHere is an article that will show you how to create a Document Set and add columns to it by Benjamin Niaulin.
Update Your Documents if Shared Columns are Added Later in TimeIf by any chance you should add a Shared Column to your Document Set once it already has content, you'll notice that the metadata doesn't get pushed immediately to your documents.
Method 1:Update each item manually by editing it and saving. The will cause the metadata to be refreshed.
Method 2:There is a Timer Job called “Document Set fields synchronization job” which does just this. By default, it’s configured to execute every 15 minutes. Either of these methods can be scheduled for a more frequent execution, or you can press the “Run Now” button in the Job Definition:
- Ensure that you have JQuery loaded in your SharePoint site.
- Add a Content Editor Web Part to the Default Edit Form of the Document Set Library.
- Add the following piece of HTML to the Web Part:
- Stop editing and save the page.
Use the List View Web PartWhen creating a Document Set, it is provisioned with a Document Set Contents Web Part... which strangely resembles the List View Web Part. That’s because, behind the scenes, it actually is a List View Web Part that is generated and rendered! That being said, why not replace the static, non-configurable Document Set Contents Web Part with a List View Web Part and reap the benefits of an editable view? As you can see, the Document Set has a few tricks up its sleeve. With mostly out-of-the-box functionalities, and some easy coding, you can whip up a very interesting and visually appealing way to make your metadata shine through!
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