How do you specify a template for new document libraries, in which new libraries are created with some preset settings like reviosioning enabled and some default columns are included in the default view like Version and CheckIn.
I am looking at doing this at site collection level.
There are two basic options:
Through the browser, you can customize a Document Library the way you want it and then save it as a custom list template by selecting Settings > Document Library Settings > Save document library as template.
In Visual Studio, you can create a feature that includes a custom list definition. For more information, see How to: Create a Custom List Definition. To enable versions, set the VersioningEnabled and possibly the EnableMinorVersions attributes on the List element.
You can create your own ListDefinition via Visual Studio.
List definition would include all possible content types for list, columns, views.
Also you can provision your own site columns if needed.
Then configure your feature for site collection level and use it =)
In order to makethis process easier try creating ListDefinition for Content Type and select a content type. (in your case i suppose it would be Document)
Related
I need to create list of products (with details like date of orders, etc). But I want to also add files for each product, like order document, leaflet, etc and of course I want to have possibility to filer/group by files. I try to create column with files in, but I fail. Maybe I can link somehow documents from Library to items in list?
Can someone help me?
thanks
I got the feeling the best solution to use here would be document sets. It is both for SP onPrem and online
Basically a document set is like and item with metadata and a folder for files at the same time.
Update1
for SharePoint Online (onPrem the steps are very similar, just the look and feel is different)
go to sitcollection features and activate document set feature.
go to content types settings in sitecollection settings and create a new content type
when creating content type make the content type inherit from document set content type
then add some columns (like text fields, datetime pickers etc. whatever is needed, You may also have status column)
after that in the document library You want to use the document set go to list settings and in advanced settings turn on content type management
add the new document set content type (You may also add this ct as default one)
when adding new item select the new content type. You will have the new form with all the defined columns, In the item You may add files like You would add them to the folder. Being in the item You may see the properties in the right property pane
I hope this solution is what You need :). I think it is the best OOTB solution that I can think of for Your problem.
Update2
please also check this link for a similar step by step instructions but with screens.
Is it possible to add additional properties to a document library in SharePoint using OOTB or Customization?
By default Document library has properties like Title, Description.
I need to add an other custom property in a library level which i can use it for further purpose.
Appreciate your inputs..
Thanks,
Gnanasekhar K
If you want to have metadata for folders/Library, You can look in to "Document Sets"(OOTB)
You can create columns and even run workflows on it.
You can add custom columns to document library. Navigate to document library settings and click on add new column. Or Alternatively click on Create Column option in the ribbon.
Choose the column display name, data type and other properties like default values, choice options etc. (depending upon the type of column you intend to create) and click on OK button.
You would be able to see the column in the default list view. You will also be able to capture the column's value for each document (after you upload it) via Edit properties form.
Refer [this][1] article for more details
For storing metadata for document library, you can use property bags. Property bags can be associated with
farm
web application
site collection
site
list/library
You can do this using
Powershell script
CSOM code
JSOM code
I'm trying to work out a way to display the contents of the version column from SharePoint (i.e. the value that changes every time a file is checked in) as a field (or something similar) inside of a Word document.
Ideally, I'd like to know how to configure SharePoint so I could click something like "Insert > Quick Parts > Document Property > Version", and it would include the version in the document. The goal is to make it easier for someone to correlate a printed version of a document with the version history of SharePoint.
I have been able to add editable text columns to the Document content-type and have them show up as document property quick parts. I've also been able to add a calculated column which gets the version as a text string... however this calculated column isn't showing up in Word as a document property. (Perhaps I'm missing a setting on the calculated column)
This is one way to get the version in your document, it's a bit painful to get it working...
Enable versioning and content types on your document library.
Go into document library settings and select the content types you want the version to appear in.
Select Information management policies settings from the content type menu.
Select define a policy and click .
Click on the 'Enable Label' Check box
Do not Check the other two boxes in the Labels section.
In the Label Format field, enter the metadata fields in the following format:
Version : {Version} \n
Set the label appearance and click on preview.
Click at the bottom of the page.
Go back to the library and create a new document using the content type you have modified.
Save the file as a Word 2007 format.
Select the insert tab
Select Quick Parts from the Ribbon menu and hover over document property
Select Label from the properties list
This should display the metadata defined in your label as a field in your word document. The field will update automatically when you next open the document.
Save.
This requires configuring both SharePoint and your Word document.
TO CONFIGURE SHAREPOINT'S DOCUMENT LIBRARY:
Go to the document library where you plan to store your version-controlled documents.
Click on Settings > Document Library Settings
Click on "Versioning settings" and make sure that you're either having it "create major versions" or "create major and minor (draft) versions".
Click OK.
Click on "Information management policy settings"
If your library can handle multiple content types, you'll see a list of them. Click on "Document". If it can only handle one content type, skip this step.
Select "Define a policy..." and click OK.
Check the "Enable Labels" box, but don't check either of the other two boxes in that section.
Type {Version} into the "Label format" box.
(Optional) You can format the version label.
Click on the "Refresh" button to see a preview of your version label. It will say something like {_UIVersionString}
When you're satisfied with the label's appearance, click OK.
To get back to your document library, click on the document library's name in the breadcrumb trail at the top of the page.
TO CONFIGURE YOUR WORD DOCUMENT:
Either create a new document in the library or upload one.
Open the document and edit it.
Put the cursor wherever you want the version label to appear.
Go to Insert > Quick Parts > Document Property > Label
The version label "{_UIVersionString}" will show up in the document.
Save the document (and choose what the next version should be). You're all set!
If you want to test it, close the document and reopen it. The updated version will automatically appear where you put the version label.
These instructions were based on Erwin's answer.
I followed Rachel's instructions and they worked great. However, capturing this version update in the document does create a problem if you want to do electronic signatures. For instance, if your version is 1.6 and you decide this is the one for people to sign; you'll find that when they sign it, the document will be saved as version 1.7. When you open the document again, the version 1.7 will not match the authorized version of 1.6 and you'll be informed that all the signatures are invalid.
IMPORTANT:
In SP2010 you cannot save as a site template when Labels are enabled within a document library under Information management policy settings. The document library will get corrupted and even if we disable the policy, the save as site template function is still broken. The only option seems to be to permanently delete and rebuild the list.
The RevNum field that I think jaloplo is referring to is not the same as the SharePoint document version number. It updates every time you save the document, but seems to keep its own revision numbering system, correlated to (but independent of) the SharePoint version numbering system.
Try creating a calculated field in a custom content type. The field can be equal to the Version. That will give you the ability to add it as a property in the document. This only works well with Office 2007 docs.
Once a custom content type is created, you create a new document based on the content type.
After creating the document, you can extract the document information panel and save it. It is an info path form, so you can customise it if necessary and upload the customised panel to the content type.
Erwin's answer is spot on, but I wanted to leave this in case someone runs into the same issue I did. If you attempt to set the label for version on the site collection content type rather than at the document library level, you will get the error "The label reference, Version, could not be found." when previewing or saving the Information Policy. Also, you will be unable to save a policy at the document library level if you have previously defined one at the site collection content type level. It must be set to "None" on the site collection content type. Probably should have been obvious to me from the start, but it wasn't, and maybe this will help someone else down the line.
All columns of a document library are document properties for a word document. To take the version of the document you have to show document properties and then select "advanced properties". In thit moment, you'll see the classic document properties window and you can see the "Version" property in the last tab.
So, you can add the value of this property to your document in the place you want, for example, the footer.
I set up a new scope and passed in the URL for a specific document libary that I created that hold 2 word documents.
For some reason when I start a full crawl, it does not see the 2 word documents.
The word documents have meta data and I've created Managed Properties that map the crawled properties.
I am trying to utilize the Advanced Search webpart to be able to search from this scope. When I enter a search term such as the filename of the word document, no results are returned.
Any ideas?
You need to enable the document library to be searchable. Enable it through the document libraries properties.
Edit
See Harnessing Properties in SharePoint Search
To get to the Document Library Advanced Settings page, from within a given library, select the Document Library Settings menu item from the Settings dropdown, and then select the Advanced settings hyperlink under the General Settings header. Somewhere in there, you should see something like the following image. Make sure that the radio button is set to Yes. Source
(source: bamboosolutions.com)
What account is the crawler running as? Maybe that account doesn't have read permission on the list, so it can't index it.
Can you find information from the same documents in other document libraries, when using the default search scope?
Can you find information from this document library using the default search scope?
Are you trying to create a custom search results page, or just scope?
One thing to try is to check the search crawl log to see if there were any errors when it was searching the library.
I am writing a custom Sharepoint solution and I have to fulfill a requirement that an item in 1 document library must be visiable in another document library, e.g. maintaining global company document which should display in all other librarys
I need to sync properties, e.g. name so that when it changes in the source list it should also change in the destination lists. The items created in the destination list should not be able to have workflows or other options in the ECB Menu (exception for maybe going to source document).
Does anyone have a realistic solution on how to accomplish this ?
I have been trying to use CopyIntoItems of the copy web service to create linked copies with no luck, it always just creates a new copy of the source item (see: http://platinumdogs.wordpress.com/2009/01/14/sharepoint-moss-creating-document-library-items-uploading-files-to-a-document-library/)
Creating a custom content type has also entered my mind (since the source properties is contained in a content type) but then how do I filter the ECB menu ?
If the destination document library is a replica of the source document library, can't you solve this by displaying the items on the destination side using a content query web part instead of duplicating the items?
In the process for googling for something else I might have come across the solution to your problem.
Apparently Sharepoint has a built in 'linked document' type. You can just use that to link the documents, instead of copying.
More info here.