SharePoint Document Sets - How to include default documents when a new document set is created.

g'day there everyone Daniel Anderson here welcome back to this session as we move our way through uh the functionality and features of SharePoint document sets or folders on steroids as I like to call them now just a little bit of a recap of what we've covered so far so we've gone through how we actually enable the document set site collection feature and then also how we add a document set to a library because in essence a document set is a content type that we just need to add to a document library or document libraries so that we can make use of these document sets so we've already covered that we've also then covered and moved on to the next stage where we have added some metadata to our document set and really see the potential there of being able to have metadata Associated to that top level document set we can also share our metadata columns to the doc documents that reside inside of those document sets and then also we've been able to step through the creation of a an additional view that allows us to have a different view of the top level of the library so where our document sets are stored as opposed to when we enter a document set we can have a different view inside of that document set so that leads us on to this session here where we're going to take things a little bit further now again where we're going to have a look at the ability to have some default content that is whenever you create a document set have some default sets of documents that actually get provisioned and created inside of the document set when we create a new one so let's jump in and have a look at how we go about doing this and where these settings are and then we'll go through that demo so we can see here I am in the document set settings okay so to get to the document set settings I'm just going to jump back to the document library and then you can see I've already got a document set sitting here I've got some additional metadata here now one of these columns is actually what we call a shared column so this due date here you'll see that it is a shared column and when we're inside of this document set I'm actually looking at a different view here as opposed to what I was at the library level so to get to the document set settings I'm going to go to library settings and then to more Library settings and then I'm going to actually click on under content types click on document set now once we're in the settings for a document set we can go to document set settings and then that gives us the ability to uh do some more things so the the section we're going to focus on here is this default content uh default uh content set setting here so you can see from the description if you want a new Doc if you want new document sets that are created from this content type to include specific items upload those items here and specify their content types to create a folder in the document set where one or more items will be stored we can type in or paste the name of the font in the folder box here because we've got this folder box here so we can see we don't have additional custom content types right now but we do have the out of the box document content type so what we can do here is we can choose a file so we can navigate to a file that we want to use for the uh for a template so let me just grab a demo document here and let's go for a user guide all right so we'll go for this one here we'll add the name of the document set to each file name as well so we'll leave that ticked and then we could also add multiple different types of documents here all right so we could have multiple documents so I'm going to choose another document I might have a spreadsheet all right so let's have an estimate spreadsheet that we want to to add as a default content there too now ideally what we would do is we'd be creating an additional content type which we'll step through in a minute and then we can assign that content type to these documents as well so we can see here we've got our shared column which is that due date and then we've also got the the selected view when we're inside the document set here and it's set like so so I'm just going to click OK and that's going to then uh make those changes all right so now let's jump back on to documents and let's go to create a new document set so let's go new document set and then we're presented with uh the classic experience right now so let's go to Project B we can enter in a description uh let's just go migration to SharePoint from file server because these document sets are based on projects so each project becomes a document set the due date let's just give this a due date we'll go the end of May and we'll go project status we'll go active and then we will save this all right so once this is saved that's going to take us back to the document the library itself and inside of the document set now we can see here that these documents have actually been automatically created for us and you can see that we've got the document set name that's been prefixed to the start of the file name so Project B new user guide Project B uh design estimates okay and you can see inside of the document set where again we're just on our uh our our custom view now when I jump back up to the top level of the document Library we can see that we've got our project status is active we've got our due date here as well now when we go back into that we can see that we are there and we are set with our documents now what about custom content types what about having rather than uh using the default document content type let's create a custom document content type for use for our projects and then we will use that as a default document inside of the the project uh document set so let's go up to the Cog in the top right hand corner we'll go to site information we'll then go to view all site settings now we're going to create a site content type here so let's click on site content type and we're taken to our site content type Gallery so we're going to create a new content type and call this project document so let's call this project document and we'll did we have no let's go contoso content types we'll pop it into this existing category now the parent we want to have as a document and we want it to be the document content type so we'll base it off the out of the box document content type now let's add a new site column let's create a new site column and let's call this project document type and let's have a look at our categories we've got project columns and then we are going to use a choice column all right so we've got our choices here let's go to uh issues register we might have a status update report let's just call it status update and let's call this one estimates estimate okay or actually let's call this one commercials all right so we've got three types of documents all right so let's save that and we've now created a new content type so let's now go back to our site so we'll go back to the RFQ site we'll go into the document Library settings and then we'll add this additional project document content type to our library so that we can use that inside of our out of our document set so I'm going to go to library settings I'm going to go to more Library settings and then we are going to go to add from existing site content types under the content type section so let's go and add that so what we should see under contoso content types is our project document let's add that and we'll click OK all right so now that's being added so that we can use that in our library now the next thing I'm going to do is go into the back into the document set and then we will go into the document set settings okay and then what we'll do is we might um let's go add a new default uh what for actually the first thing we need to do is we need to allow that content type to be used so you can see at the top here we've got only one content type that's allowed for use inside of the document set so what we want to do is we want to make sure that we have the project document that is allowed in this document set ideally we would remove this okay so you'd remove that default document content type but let's now choose project document project document let's change these over also to project document and we will choose a couple of new files to to add all right so we've already got the new user guide and this design estimate let's go to a PowerPoint document and we'll also just add another document here um like so so we'll just wait for this to come up and we'll go to a spreadsheet all right so we'll go to these two here all right so there we go we're still going to leave add a name to the document set for each file and we will now click ok so now we've got four documents that when we create a new content a new document set that will automatically be created for us so let's jump back into documents so we've got our two document sets here let's create a new one now you can see that we've got document document set and project document as our content types let's go to document set and we'll create a brand new one for us let's call this one project c um SharePoint Intranet we'll give it a due date we'll fill out this metadata remembering the due date is a shared column okay and the project status let's just go not started and we'll save that we're then taken directly to inside that that document set that we've just created and let's have a look at our documents that are being automatically created for us so now we've got four documents and you can see that the document set name has been prefixed again to these files when I select one of these let's have a look and you can see that this content type has been set to project document and I've got the ability here to now make this a um you know change the status of this project document type now because we've got this view here what we can do is now we can change the view so I want to make sure that we've got our project document type available in this View so inside document set I want to save this view as inside document set so that we're we're seeing that project document type now when I go back up into the documents you can see that I don't see that project document type because it doesn't really relate to this document set level all right but when we go into a document set that's where our documents are and we want to see the type of documents that they are um uh that they are set to inside of the document set okay so let's leave it there that's another session on the power of uh SharePoint document sets and in that just recapping in that session what we've done is we have gone through the ability to be able to set default documents that are created when a new document set is uh is Created from the new button and also added an additional content type for use and allowed that inside of that document set as well so I hope that brings you some value today if you have missed the other two sessions then I will link to those in the description of this video so you can go back and have a look at those they will also appear just at the bottom of the screen here flashing up there so go back and have a look at those if you need to have a little bit of a recap thanks for watching see you next time

Channel: Daniel Anderson

Views: 4,162

Keywords: SharePoint, DOcument Sets, Microsoft Loop, Microsoft 365, Document Management

Id: KTUkJe775Rs

Length: 13min 23sec (803 seconds)

Published: Wed Mar 29 2023