Create document set by workflow based on external list

Hello,
I'm wondering if the following is possible:
I have a external list with all my projects.
Next to that i have an document library where i place all the documents about the projects in document sets. Is it possible to automatically create the document sets based on the external list?
So when a new record is created in the database (External list) it automatically creates a document set. (The document sets have an external data column which refers to the projects external data)
I was thinking of an workflow, but i don't know how to accomplish this. I'm just a beginner with SharePoint.
Kind regards,
Robbert-Jan

Hi Robbert ,
According to your description, my understanding is that you want to create a document set for an external list in SharePoint 2013.
For achieving your demand, you can refer to the article:
http://msdn.microsoft.com/en-us/library/ff394479(v=office.14).aspx
http://blogs.msdn.com/b/chandru/archive/2013/08/10/sp2013-creating-document-set-using-workflow.aspx
One thing to notice is you cannot associate workflow with External List because workflow engine cannot run on back end system.
Reference:
http://siddiq-sharepoint2010.blogspot.in/2011/12/bussniess-connectivity-services.html
Best Regards,
Eric
Eric Tao
TechNet Community Support

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Create Document Set with custom Create Only permission set

Here is the situation. We have a requirement where my customer wants to create document sets, however, document set/document level permissions are required.
Setup: We created a new permission level called "Create Only". We then give the user Read and Create only permissions. This allows the user to theoretically create the item. We then run a Workflow on create that Replaces the permissions so that
you are only allowed to view the ones you created along with other security groups based on their choices in the metadata fields.
This setup works PERFECTLY when using a List or Form Library.
However, for the life of me I cannot get it to work for Document Sets. If I have the same setup, I get an Access Denied message. However, it still creates the document set.
What is weird, I've been playing around with custom permission levels and it seems as though the user has to have EDIT permissions at a minimum in order to create the document set. This will not work for me since I dynamically assign permissions to each
document set based on what they select.
As a side note, the only tool I have at my disposal is SharePoint Designer 2010.
Does anyone know if there is an actual requirement to have EDIT permissions when creating a Document Set? Any input would be greatly appreciated.
Alternatively, is there a way to setup permissions on a library for all NT Authenticated users so that we can give them the necessary permissions to create the Document Set, but still prevent them from see the other items and then the Workflow would set
the permissions accordingly?
I believe the more granular the permissions it uses those permissions instead so would this work? I have not tested this theory yet.

Hi,
According to your description, my understanding is that you want to know if there is an actual requirement to have EDIT permissions when creating a Document Set and is there a way to setup permissions on a library for all NT Authenticated users and prevent
them from seeing items created by others.
For the first question, per my knowledge, if a user is given the Add Items permission, he/she can create a document set in SharePoint.
However, there is an error “access denied” after the document set is created. It is due to the user has no permission to access the page which SharePoint will redirect the user to after finishing creating the document set.
If the user is also given Edit Items permission, there will be no error when he/she create a document set.
For the second question, I recommend to follow the link below to
customize item permissions for each document submitted to a document library and remember to give the
NT Authenticated users contribute permission.
http://blogs.technet.com/b/spke/archive/2010/04/09/configure-item-level-permissions-for-document-libraries-sharepoint-2010-edition.aspx
To grant permission to NT Authenticated users, please refer to the link below:
http://office.microsoft.com/en-in/sharepoint-server-help/what-happened-to-add-all-authenticated-users-HA101805183.aspx
Best regards.
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Move Files from one document set to another document set using workflow

Hi All,
Env : SP 2013 Server - SPD 2013.
I'm trying to make a SPD Workflow that must copy a files from one Document Set to another Document set in the same library other document library
Does Someone already get success for Copy files from one Document Set to another Document set?
Thanks for your help.

Hi,
According to your post, my understanding is that you wanted to move Files from one document set to another document set using workflow.
I recommend to use the custom workflow activity Copy List Item Extended Activityto
copy files to another document set.
You can do this with codeless SharePoint Designer workflows as long as you can install the
Codeplex Custom SharePoint Designer Workflow Activities.
These activities are also built-in to SPD2013. However, you can only use the custom activities in the SharePoint 2010 Platform.
To install the custom activities, please follow the steps as below:
Download the solution file form
Useful Sharepoint Designer Custom Workflow Activities
Copy the wps file to the Disk C.
Open the SharePoint 2013 Management Shell.
Run the command: add spsolution c:\ dp.sharepoint.workflow.wsp
Open the Center Administration, click System Setting->Manage Farm Solution-> dp.sharepoint.workflow.wsp->Deploy to one or more Web Application.
Open the SharePoint designer, create SharePoint 2010 Platform workflow, add action from Custom Actions.
Best Regards,
Linda Li
Linda Li
TechNet Community Support

Create Document Sets with Javascript COM - Sharepoint 2010

I am trying to work out if it's possible to create Document Sets in a list using the Javascript COM.
If it is possible does anyone have an example of how to do it. I am using Sharepoint 2010.
Many thanks.

Hi,
after long seeking I found this solution:
SPController.prototype.createTestDocumentSet = function(){
if(this.clientContext === null) {
alert("Share Point couldn't be loaded.");
return false;
var item = null;
var oList = this.clientContext.get_web().get_lists().getByTitle('ListName');
this.clientContext.load(oList);
var itemCreateInfo = new SP.ListItemCreationInformation();
itemCreateInfo.set_underlyingObjectType(SP.FileSystemObjectType.folder);
itemCreateInfo.set_leafName('Haliluja Doc Set');
item = oList.addItem(itemCreateInfo);
item.set_item("ContentTypeId", "0x0120D520");
//item.set_item('ContentType', 'Document Set');
item.set_item('Title', 'Haliluja Doc Set');
item.update();
this.clientContext.load(item);
this.clientContext.executeQueryAsync(function(){console.log("doc set created!");}, function(sender,args){console.log("keep working... "+args.get_message());});

Error Creating Document Set in a Custom Sandboxed Action

I created a custom workflow sandboxed action, and one of the lines is required to create a new document set in a document library.
The code works when i run it in a console application. The document set is created successfully.
However, it doesn't in the workflow. Sadly since i am lost about how on earth it is to debug my custom action, all i get is error and nothing specifically.
i have been on this for over 10 hours now.
I would appreciate your help.
Thanks

Hi Anjorin,
The DocumentSet class is not available in Sandbox.
You have to create a Farm solution.
If the class is available in sandbox class, you will find the description below in SDK.
Available in Sandboxed Solutions: Yes
http://msdn.microsoft.com/en-us/library/microsoft.office.documentmanagement.documentsets.documentset.aspx

Create Document Sets from template

Our current functionality: a document library is saved as a template. When a user creates a new document library they created it from that template. This ensures that all new document libraries consist of a pre-defined set of documents
as a starting point.
I'm looking into a Document Set solution. My question is: Is it possible to create a Document Set based on either an existing document set or an existing document library? Basically, we have an initial set of documents that we would like
to be included in all the new Document Sets created. If they cannot be added at the time of creation, what would a power user need to do so that after an empty document set is created they would add a pre-defined set of documents from some other location
in Sharepoint. Basically, what I'm asking, is there something for Document Sets that is equivalent to:
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- creating a new document library based on that template
except that I want to find out if something like this is possible for Document Sets
thanks,

What's a data set?
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Create document set using ECMA Script

Hi,
I want to create a document set in SharePoint 2010 document library where i have already included document set content type.
Is there any way to create a document set using ECMA Script?? If yes, then please provide the sample code for this...
Thanks.
-Prashant

Hi Prashant,
Although this post is aimed at SP 2013 and the App model, it should give you the object model references you need to complete your goal:
http://blogs.msdn.com/b/mittals/archive/2013/04/03/how-to-create-a-document-set-in-sharepoint-2013-using-javascript-client-side-object-model-jsom.aspx
In particular the following function should be of use:
function CreateDocumentSet() {
var ctx = new SP.ClientContext("http://yourSharePointSite");
var parentFolder;
var newDocSetName = $('#txtGetDocumentSetName').val();
var docSetContentTypeID = "0x0120D520";
var web = ctx.get_web();
var list = web.get_lists().getByTitle('DocSetLibrary');
ctx.load(list);
parentFolder = list.get_rootFolder();
ctx.load(parentFolder);
var docsetContentType = web.get_contentTypes().getById(docSetContentTypeID);
ctx.load(docsetContentType);
ctx.executeQueryAsync(function () {
var isCreated = SP.DocumentSet.DocumentSet.create(ctx, parentFolder, newDocSetName, docsetContentType.get_id());
ctx.executeQueryAsync(SuccessHandler('Document Set creation successful'), FailureHandler("Document Set creation failed"));
}, FailureHandler("Folder loading failed"));
ctx.add_requestSucceeded(function () {
$('#txtGetDocumentSetName').val('');
alert('Request Succeeded');
ctx.add_requestFailed(function (sender, args) {
alert('Request failed: ' + args.get_message());
// Failure Message Handler
function FailureHandler(message) {
return function (sender, args) {
alert(message + ": " + args.get_message());
// Success Message Handler
function SuccessHandler(message) {
return function () {
alert(message);
Keith Tuomi | Twitter: @itgroove_keith | Blog:
http://yalla.itgroove.net
Please click "Propose As Answer" if a post solves the problem or "Vote As Helpful" if a post has been useful to you.

SharePoint 2013 REST Create "document set" folder

Hi,
Is there a way in rest api model to create a "document set" folder into a Library?
I have already created a folder through this code :
body: { '__metadata': { 'type': 'SP.Folder' }, 'Name': 'New name' }
Do i need to use another namespace ? Or do i add new properties into the body section ?
Regards.

Hi,
you could see below a part of my code which works : a CRM's plugin create a document set on a SharePoint online document Library.
I have to use the "/_vti_bin/listdata.svc" instead "_api". Don't forget to add the "Slug" header.
try
Uri spSite = new Uri(https://contoso.sharepoint.com/sites/MySite);
SpoAuthUtility _spo= SpoAuthUtility.Create(spSite, "[email protected]", WebUtility.HtmlEncode("pwd"), false);
var formDigest = _spo.GetRequestDigest();
headers = new Dictionary<string, string>();
headers.Add("X-RequestDigest", formDigest);
headers.Add("Slug","https://contoso.sharepoint.com/sites/MySite/Projects/MyDocSetName|0x0120D520007A233E5B7896684DA77F0B084D0FE117">https://contoso.sharepoint.com/sites/MySite/Projects/MyDocSetName|0x0120D520007A233E5B7896684DA77F0B084D0FE117");
restQuery = "/_vti_bin/listdata.svc/Projects";
url = new Uri(String.Format("{0}/{1}", _spo.SiteUrl, restQuery));
byte[] data = System.Text.Encoding.UTF8.GetBytes("");
// Send a json odata request to SPO rest services byte[] result = HttpHelper.SendODataJsonRequest(
url,
"POST", // reading data from SP through the rest api
data,
(HttpWebRequest)HttpWebRequest.Create(url),
_spo, // pass in the helper object
headers
catch (FaultException<OrganizationServiceFault> ex)
throw new InvalidPluginExecutionException(ex.Message.ToString());
Regards.
Gilles Martinez
Twitter
Blog
Please mark as helpful/answer if this resolved your post

Workflow: create a document set and add default documents to it

Having a workflow create a new document set seems straightforward: use the "create list item” action, choose the target library and one of the document set content types available in it
and supply values for the fields. But that workflow action doesn't provision the document set with default content, even though the content type has default content defined. Other people have asked the same question and some say you can write a second workflow
triggered by creating the new document set item in the target library, but I don't see how you can add default content to it.
"Copy list item" would work if you could supply the title of the document set along with the target library. You can copy files (in my case several .msg, .pdf and .docx files) from
a "templates" library, but without being able to add the document set name/path as part of the target "this list" they end up in the root of the target library not in the document set.
I've seen suggestions that "Create list item" will work, but I don’t see how it can since with that you can't supply a file name to provide the default content with.
Am I missing something?
Tom
SharePoint Systems Officer, Capital Regional District, BC, Canada

Hi Tom,
According to your description, my understanding is that you want to add documents to the document set using workflow.
I recommend to use the custom workflow activity “Copy List Item Extended” and you download it from the following link:
http://spdactivities.codeplex.com/.
With this activity, we can copy documents to document sets.
Please refer to the link below to deploy the custom activity:
http://social.msdn.microsoft.com/Forums/sharepoint/en-US/24f21b48-0078-4c18-bd3e-180cd2291c28/moving-items-into-library-foldersdocument-sets-infopathspd-2010-workflow
Thanks,
Victoria
Forum Support
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
[email protected]
Victoria Xia
TechNet Community Support

How to create a Document Set in SharePoint 2013 using JavaScript Client Side Object Model (JSOM)?

Hi,
The requirement is to create ""Document Sets in Bulk" using JSOM. I am using the following posts:-
http://blogs.msdn.com/b/mittals/archive/2013/04/03/how-to-create-a-document-set-in-sharepoint-2013-using-javascript-client-side-object-model-jsom.aspx
http://social.msdn.microsoft.com/Forums/sharepoint/en-US/1904cddb-850c-4425-8205-998bfaad07d7/create-document-set-using-ecma-script
But, when I am executing the code, I am getting error "Cannot read property 'DocumentSet' of undefined "..Please find
below my code. I am using Content editor web part and attached my JS file with that :-
<div>
<label>Enter the DocumentSet Name <input type="text" id="txtGetDocumentSetName" name="DocumentSetname"/> </label> </br>
<input type="button" id="btncreate" name="bcreateDocumentSet" value="Create Document Set" onclick="javascript:CreateDocumentSet()"/>
</div>
<script type="text/javascript" src="//ajax.aspnetcdn.com/ajax/jQuery/jquery-1.7.2.min.js"> </script>
<script type="text/javascript">
SP.SOD.executeFunc('sp.js','SP.ClientContext','SP.DocumentSet','SP.DocumentManagement.js',CreateDocumentSet);
// This function is called on click of the “Create Document Set” button.
var ctx;
var parentFolder;
var newDocSetName;
var docsetContentType;
function CreateDocumentSet() {
alert("In ClientContext");
var ctx = SP.ClientContext.get_current();
newDocSetName = $('#txtGetDocumentSetName').val();
var docSetContentTypeID = "0x0120D520";
alert("docSetContentTypeID:=" + docSetContentTypeID);
var web = ctx.get_web();
var list = web.get_lists().getByTitle('Current Documents');
ctx.load(list);
alert("List Loaded !!");
parentFolder = list.get_rootFolder();
ctx.load(parentFolder);
docsetContentType = web.get_contentTypes().getById(docSetContentTypeID);
ctx.load(docsetContentType);
alert("docsetContentType Loaded !!");
ctx.executeQueryAsync(onRequestSuccess, onRequestFail);
function onRequestSuccess() {
alert("In Success");
SP.DocumentSet.DocumentSet.create(ctx, parentFolder, newDocSetName, docsetContentType.get_id());
alert('Document Set creation successful');
// This function runs if the executeQueryAsync call fails.
function onRequestFail(sender, args) {
alert("Document Set creation failed" + + args.get_message());
Please help !!
Vipul Jain

Hello,
I have already tried your solution, however in that case I get the error - "UncaughtSys.ArgumentNullException: Sys.ArgumentNullException:
Value cannot be null.Parameter name: context"...
Also, I tried removing SP.SOD.executeFunc
from my code, but no success :(
Kindly suggest !!!
Vipul Jain

How to create dashboard through CSOM to show workflow from external lists

We have following requirement.
SharePoint 2013 standard edition environment is installed. SO no BI site template is possible.
Development has to be through CSOM only.
Vendor data is stored in external database in SQL server 2012.
There are number of workflow running for external lists.
Now the question is how can we create a dashboard through CSOM to show status of various workflows? How to develop through CSOM?
Thanks in advance for help.

Hello ,
You can use below libraries for creating charts in sharepoint 2013 .
https://github.com/CardinalNow/ChartsInSharePoint2013
or
http://modeln.github.io/sDashboard/
ex. http://msdn.microsoft.com/en-us/library/office/dn481315(v=office.15).aspx
I have used sDashboard This is really good .
Best
Regards Kuldeep Verma
Please remember to click "Mark As Answer" if a post solves your
problem or "Vote As Helpful" if it was useful.
here requirement is totally different as CSOM and ext database, workflow and dash board together. actual answer is different.

Count the number of a certain document type in a document-set

The Content types allowed in my Document-Set are document type A and document type B. How can I count the number of document type A in the document-set with workflows? I need to know if there is at least one document of type A inside the
document-set. With “Item child count” condition in workflows I can only count the total number of the documents and not the number of specific document type.

Hi pax123,
According to your description, my understanding is that you want to count the number od the documents based on Content Types.
As a workaround, you can create two columns to store the count of documents for your two content types. Then create a loop action to loop all documents, if content type is equal to your content type A, do a calculate to plus 1 to the numberA, then update
the column numberA. Do a same if condition in the loop for your content type B.
How to loop through all items
http://blog-sharepoint.blogspot.com/2010/01/sharepoint-looping-workflow-how-to-loop.html
I hope this helps.
Thanks,
Wendy
Wendy Li
TechNet Community Support

Document set and list

Hi,
I need to add a list to a document set or link it somehow. I tried on the document set page to add webpart a list which works but dont know how to filter only list items related to the particular document set.
Has anyone done something similiar?

Yes, I have done something similar, but I must admit that in the end we just used folders in a list.
If you want to use the document set, what I did was:
- create my own link to the document set with a querystring filter parameter to filter out the correct items (via a workflow and multiline field)
- created my own links to add new items to the list (in order for the source parameter to link to the document set with the parameters and to fill in some fields like RootFolder)
So there is a lot of customization to be done there. That is why we used a list with folders. I still use the workflow to create a link for the items, but there is no more customization for the items to filter them, we just use the correct RootFolder.
Regards, Marijn Somers|| http://www.beyond-it.be || Twitter: http://twitter.com/marijnsomers || http://marijnsomers.blogspot.com

Document Set Creation in document library using REST API in Sharepoint 2013

Hi,
I want to create the document set using REST API call. Currently i am able to create the folder and able to upload the files using REST API's in the document library. Is there any way we can pass the contentype name or Id and create the document set using
REST API call. We need to create the document set along with metadata and upload the files inside the document set.
I need to create the document set along with meta data column values using REST API. Please let me know how we can achieve this through REST API.
Thank you,
Mylsamy

Hi,
According to your post, my understanding is that you wanted to create document set along with managed metadata fields.
The REST API does not currently support working with Managed Metadata or Taxonomy fields.
As a workaround, we can use the JavaScript Client Object Model.
Create document set using JavaScript Client Object Model.
http://blogs.msdn.com/b/mittals/archive/2013/04/03/how-to-create-a-document-set-in-sharepoint-2013-using-javascript-client-side-object-model-jsom.aspx
http://social.technet.microsoft.com/Forums/sharepoint/en-US/aacd96dc-0fb2-4f0d-ab4c-f94ce819e3ed/create-document-sets-with-javascript-com-sharepoint-2010
Set managed metadata field with JavaScript Client Object Model.
http://sharepoint.stackexchange.com/questions/95933/add-list-item-with-managed-metadata-field-through-jsom
http://sharepointfieldnotes.blogspot.com/2013/06/sharepoint-2013-code-tips-setting.html
Thanks,
Jason
Forum Support
Please remember to mark the replies as answers if they help and unmark them if they provide no help. If you have feedback for TechNet Subscriber Support, contact
[email protected]
Jason Guo
TechNet Community Support

Document Set name as refiner in Search results?

I'm wondering if there is a way to use the document set name as a refiner in a search results page so a user can search a specific site or document library and choose the document set name to narrow the results? Initially I thought I could create a
shared column on the document set (in the properties of the document set type itself) which looked up or calculated the document set name and then this would be shared with the documents within the set. I couldn't find a way to get the name of the set.
What would be the best way (if any), of getting the search results or document properties themselves (if I created a column which contained the document set name for e.g.) to show the document set (if populated) that the document belongs to?
Document Library
Document 1
Document 2
Document Set A
     Document A1
     Document A2
Document Set B
     Document B1
How can I get search results to show a refiner on Document A1 and A2 indicating they're in the same Document Set A? I realise I need crawled/managed property but how best should I set this up?
If this is not possible can anyone suggest an alternative please?
Many thanks!
Scott

Hi,
I am afraid that there is no existing managed properties on the document which we can count on to know which document sets the document belongs to. Just like what you said "created a column which contained the document set name", this could
be a workaround to achieve what you want.
To do that:
1. Add a new site column named DocumentSetName and add it to
DocumentSet Content Type. And give value "DocumentSet_A" for document set A and "DocumentSet_B" for document set B.
2. In the Document Set settings, enable the newly added column as
Shared Columns. It means that all documents added to this document set will share the column and its value.
3. Reindex this document library.
4. In the Search Results refiner, add the automatically created Managed Property
as Refiner.
With this method, you can filter the documents with the name of document sets when searching office documents in search center. The only information you need input manually is Value of the site column.
http://blogs.technet.com/b/sharepoint_made_easy/archive/2013/03/19/step-by-step-configuration-to-add-custom-refiners-in-the-refinement-panel-of-search-results-page-for-sharepoint-online.aspx
Moreover, if you have the requirement to create batch of DocumentSets without any manual input, you can refer to the following link which explain how to create them with proper settings and default values.
http://www.c-sharpcorner.com/Blogs/12139/how-to-create-document-set-using-csom-in-sharepoint-2013.aspx
Miles LI TechNet Community Support

Create document set by workflow based on external list

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