Document library, hide all documents by default.

Hi
I have a document library and I want to give access to client. I want to hide all documents by default except the few I share with them.
If I upload new document it should not be visible to them by default until I share with them.
I have given read access to client but they can see all documents by default and every time I upload a new document I have to manually control the permissions.

Hi Shafaqat,
If you want only document creator has view/edit/delete permission on document item created by himself, it has to set the permission on the list time level for each item.
You can try using workflow to break the item permission inheritance and replace the proper permision on the current item per the following article.
http://johnliu.net/blog/2010/7/13/sharepoint-2010-configuring-list-item-permissions-with-workf.html
And developing the custom code of Event Receiver is a better way to set the proper/complex item permission when item is created or modified.
https://msdn.microsoft.com/en-us/library/ee231563.aspx
For uplaoding document to a library, I tested before, you can check and make sure the user has "View Application pages" permission on library level, then test again.
https://social.technet.microsoft.com/Forums/office/en-US/40b31ca1-1ade-42f0-a984-c16ab266f423/sharepoint-upload-permission?forum=sharepointadmin
Thanks,
Daniel Yang
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
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Daniel Yang
TechNet Community Support

Similar Messages

Not able to copying files/folders from one Document Library to another Document Library using Open with Browser functionality

Hi All,
We have SharePoint Production server 2013 where users are complaining that they are not able to copy or move files from one document library to another document library using “Open with Explorer” functionality.
We tried to activate publishing features on production server but it did not work. We users reported following errors:
Copying files from one document library to another document library:
Tried to map the document libraries and still not get the error to copy files:
In our UAT environment we are able to copy and move folders from using “Open with Explorer” though.
We have tried to simulate in the UAT environment but could not reproduce the production environment.
Any pointers about this issue would be highly appertained.
Thanks in advance
Regards,
Aroh
Aroh Shukla

Hi John and all,
One the newly created web applications that we created few days back and navigated to document library, clicked on “Open with Explorer”, we get this error.
We're having a problem opening this location in file explorer. Add this website to your trusted and try again.
We added to the trusted site in Internet Explorer for this web application, cleared the cache and open the site with same document library but still get the same above error.
However, another existing web application (In same the Farm) that we are troubleshooting at the moment, we are able click on “Open with Explorer”, login in credentials opens and we entered the details we are able to open the document
library and tried to follow these steps:
From Windows Explorer (using with Open with Explorer), tried to copy or move a files to
source document library.
From Windows Explorer moved this file to another destination document library and we got this error.
What we have to achieve is users should be able to copy files and folders using
Open with Explorer functionality. We don’t know why Open with Explorer
functionality not work working for our environment.
Are we doing something wrong?
We have referred to following websites.
we hope concepts of copying / Moving files are similar as SharePoint 2010. Our production environment is SharePoint 2013.
http://www.mcstech.net/blog/index.cfm/2012/1/4/SharePoint-2010-Moving-Documents-Between-Libraries https://andreakalli.wordpress.com/2014/01/28/moving-or-copying-files-and-folders-in-sharepoint/
Please advise us. Thank you.
Regards,
Aroh
Aroh Shukla

Sharepoint 2010 - Archiving the files from one document library to another document library in sharepoint site

I have a requirement to move the documents from one document library to another document library.
Source Library - DocumentLib
Destination Library - Archive
Archive document library will have folders by fiscal year.
Source documentlibrary has files from year 2012 till date.
Archive folder will have folders by fiscal year -(fiscal year starts from July1st -June 30th )
If the document is created date between 1st July 2012 -June 2013 then move the document to Archive document library and in folder Fiscal Year 2013.
If the document is created date between 1st July 2013 -June 2014 then move the document to Archive document library and in folder Fiscal Year 2014.
The structure of destination document library folder should be same as source document library.
Please find attached the screenshot of the requirement.
Files Type - Excel,pdf,microsoft outlook item
Could we use Sharepoint designer workflow to achive this task?
Any help on this will be appreaciated.

Hi Asritha,
According to your description, you want to create a workflow to meet the need.
Per my knowledge, there is no built-in action which can move the documents from the current library to a folder in another library.
I recommend to use the custom activity 'Copy List Item Extended' which need to be downloaded from
http://spdactivities.codeplex.com/.
Please per the steps below to deploy the custom activity to SharePoint:
Download the activity form http://spdactivities.codeplex.com/
Open Dos command prompt.
Browse to the directory that you can access stsadm.exe. The default location in version 3.0 is C:\Program Files\Common Files\Microsoft Shared\web server extensions\14\bin
Type the stsadm commands: stsadm -o addsolution -filename C:\UsefulSPDWorkflowActivities_0.5.0\DP.Sharepoint.Workflow.wsp (“C:\UsefulSPDWorkflowActivities_0.5.0\” is the file path)
Type the stsadm commands: stsadm -o deploysolution -name DP.Sharepoint.Workflow.wsp -allowgacdeployment -force -immediate
Open the Center Administration, Click System Setting->Manage Farm Solution-> dp.sharepoint.workflow.wsp->Deploy to the Web Application.
After that, we can create a workflow to meet the need.
Here is the detailed steps to create the workflow:
Create a workflow associated with the Source Library DocumentLib and set the workflow to start when an item is created.
Select If current item field equals value, change the settings to be If Current Item: Created is greater than 7/1/2012.
Select If current item field equals value, change the settings to be If Current Item: Created is less than 6/30/2013.
Select Copy List Item Extended, change the settings to be Copy item in Current Item to list at Fiscal Year 2013 folder url.
Select Delete Item, change the settings to be Delete Item in Current Item.
Select If current item field equals value, change the settings to be If Current Item: Created is greater than 7/1/2013.
Select If current item field equals value, change the settings to be If Current Item: Created is less than 6/30/2014.
Select Copy List Item Extended, change the settings to be Copy item in Current Item to list at Fiscal Year 2014 folder url.
Select Delete Item, change the settings to be Delete Item in Current Item.
Publish the workflow.
Best regards.
Thanks

How to copy a folder from one document library to another document library ?

How to copy a folder from one document library to another document library by programmtically?
Samarendra Swain
Team Sharepoint
www.manuhsolutions.com

You can use the SPFolder.CopyTo method.
public static void CopyFolder()
SPFolder folder = null;
using (SPSite site = new SPSite("http://basesmcdev2/sites/tester1"))
using (SPWeb web = site.OpenWeb())
folder = web.GetFolder("shared%20documents/newfolder");
folder.CopyTo("tester4/newfolder");
http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.spfolder.copyto.aspx
certdev.com

How to check A document library that has document publishing enabled and content approval

HI
1) how to check A document library that has document publishing enabled
2)A document library or a list that has content approval enabled
adil

For both question, check version settings of that library
>>1)Document Version History "Create
a version each time you edit a file in this document library?" should set to either create major versions or Create
major and minor (draft) versions.
http://office.microsoft.com/en-us/sharepoint-server-help/publish-or-unpublish-a-version-of-a-file-HA101862529.aspx
>>2)Content Approval "Require
content approval for submitted items?" should be set to Yes
My Blog- http://www.sharepoint-journey.com|
If a post answers your question, please click Mark As Answer on that post and Vote as Helpful

Document Lifetime hides all

Dear KM friends,
Enbling Lifetime on a folder hides all the documents of that folder, even though the life time of a particular document got valid visible time.
plz help me
thanx in advance
kantha

Hi Kantha,
After activating time-dependent publishing (or changing some date settings for some document), you should wait for a maximum of 15 minutes to let these changes take effect, see http://help.sap.com/saphelp_nw04/helpdata/en/d1/5b6635f5e0ef428fb513336881679b/frameset.htm
If you have still documents you expect to show up but which do not for read-only users, as an admin, choose details of this document --> settings --> properties --> lifetime. Good chances are that there is exactly one point in time for "valid from" as well as for "valid until", which leads to no show-up for read-only users ever.
Hope it helps
Detlev
PS: Please consider rewarding points. Also see Difference between Room Content and Extention store where I got no feedback...

Document library with one document which has 2 workflows

We have a document library and for one document we have 2 workflows. One canceled and one running. The running is a previous version. How could we delete the actual cancel workflow that we see in the library the previous workflow which is still running?

Hi,
Please refer to the following articles.
Cancel or terminate a workflow instance (SharePoint Server 2010)
http://technet.microsoft.com/en-in/library/cc298693(v=office.14).aspx
Remove a workflow association (SharePoint Server 2010)
http://technet.microsoft.com/en-in/library/cc262779(v=office.14).aspx
Please mark it answered, if your problem resolved or helpful.

View of Document Library showing only documents based on dates in columns.

I have a document library which includes only one content type of "Job Posting", which includes a "Posting Date" column, and a "Closing Date" column. I want a Web Part View of this library that will only show the documents when
the current date is after the Posting Date and before the Closing Date. What is the best approach?

Hi,
I usually create a view with filter OOTB and then change the query inside SharePoint designer, may be you can try this approach. here is a Q&A on this topic in this forum -
http://sharepoint.stackexchange.com/questions/26364/filtering-a-list-with-date-ranges-xslt-advanced-expressions-on-list-filters
Hope this helps!
Ram - SharePoint Architect
Blog - SharePointDeveloper.in
Please vote or mark your question answered, if the reply helps you

Apps be made available to a set of documents/workbooks not all documents/workbooks

Hi,
I have a requirement which says that the app for office is free but is limited to a set of documents/workbooks not for the all documents/workbooks.
Is there any APIs which provides the information about the document/workbook ?
or How can i implement this with server side code/Web API ?
Thanks!!
Santosh Sutar

Hi Santosh sutar,
>>I have a requirement which says that the app for office is free but is limited to a set of documents/workbooks not for the all documents/workbooks.<<
Based on my understanding, the apps is charged by user and it is not controled by developing.
>>Is there any APIs which provides the information about the document/workbook ?
or How can i implement this with server side code/Web API ?<<
I am afraid that apps for Office doesn't support this feature at present. If you want apps for Office support it, you can try submit the feedback from link below:
Customer Feedback for the Office Developer Platform
Also if you have issue publishing the apps for Office to Office store, you can get more effective response from
Publishing Apps for the Office Store forum.
Regards & Fei
We are trying to better understand customer views on social support experience, so your participation in this interview project would be greatly appreciated if you have time. Thanks for helping make community forums a great place.
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HERE to participate the survey.

Create document library with 2 columns multitext and lookup.

Remove-PSSnapin Microsoft.SharePoint.PowerShell -erroraction SilentlyContinue
Add-PSSnapin Microsoft.SharePoint.PowerShell -erroraction SilentlyContinue
#To which site u want to create the list
$spWeb=Get-SPWeb -Identity http://xyz
#List type or template
$spTemplate = [Microsoft.SharePoint.SPListTemplateType]::DocumentLibrary
#Get all the lists to the listcollection
$spListCollection=$spWeb.Lists
#adding the new list to the list collection
$spListCollection.Add("Student1","Student1",$spTemplate)
#get the path of subsite and sitecollecion
$path = $spWeb.url.trim()
#get the list to the list object
$spList = $spWeb.Lists["Student1"]
#adding the field type(Note) to the list
$spFieldType = [Microsoft.SharePoint.SPFieldType]::Note
$spList.Fields.Add("COMMENTS",$spFieldType,$false)
$ParentList = $spWeb.Lists.item("Studentlist")
$spList = $spWeb.Lists["Student1"]
$spList.Fields.AddLookup("lookupcol",$ParentList.id,$true)
$spChildListLookupField = $spList.Fields["lookupcol"]
$spChildListLookupField.LookupField = $ParentList.Fields["ID"]
$spChildListLookupField.Indexed = $true
$spChildListLookupField.RelationshipDeleteBehavior = [Microsoft.SharePoint.SPRelationshipDeleteBehavior]::Restrict
$spChildListLookupField.Update()
$Views = $spList.Views["All Items"]
$Views.ViewFields.Add("COMMENTS")
$Views.ViewFields.Add("lookupcol")
$Views.Update()
$spWeb.Dispose()
I am trying to create a document library with 2 coulmn types multitext and look up but i am getting the following error
I am getting erros - You cannot call a method on a null-valued expression - $spList.Fields.Add("COMMENTS",$spFieldType,$false)
Cannot index into a null array.
+ $spChildListLookupField = $spList.Fields["lookupcol"]

Hi,
I used the PowerShell you offered to do a test in my SharePoint 2013 and I reproduced your issue. I solved it by doing a little change to the PowerShell which you offered.
Because you create a document library, the default view of document library is "All Documents" rather than "All Items", just change
$Views = $spList.Views["All Items"]
to
$Views = $spList.Views["All Documents"]
Best Regards,
Lisa Chen
TechNet Community Support
Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact
[email protected]

Sharepoint Error Message "Configuring column based defaults is only allowed in document library lists"

We set up a SP 2010 site with several document libraries. Library A works fine only when I click on column default value settings I get the following error message:
"configuring column based defaults is only allowed in document library lists"
This list is a normal document library and all other settings work fine. If I create a new document library or go to the settings of document library B I don't see this problem and the feature works fine.
How can I solve this problem within this library since I cannot delete the library and replace it by a new one.
Thanks.
library settings page of this library:

Hi,
According to your post, my understanding is that
when you clicked on column default value settings you got the error message.
What are the column types in the library?
It seems that some column types don't support default value settings.
I recommend to create a new library with the same columns to check whether you can set
default values.
If so and the error message persists, please check the SharePoint ULS log to find more information about this error, the ULS log file is in the location: C:\Program Files\Common Files\Microsoft
Shared\Web Server Extensions\14\LOGS
You can check the ULS log by the methods here:
http://blogs.msdn.com/b/opal/archive/2009/12/22/uls-viewer-for-sharepoint-2010-troubleshooting.aspx
Best Regards,
Linda Li
Linda Li
TechNet Community Support

How-to: Disable syncing of document library for individual users or groups

Currently, as far as I know, disabling syncing for a document library is all or nothing - everyone with access can sync, or nobody can sync.
Ideally, there would be an independent list permission, "disable syncing," which appears when assigning permissions to a permission level. (Syncing is allowed by default if access to document library is granted, opposed to an alternative
approach of having "enable syncing" which would set the default the other way).
Given that this level of granularity is not provided out of the box (yet?),
is there any way (SPD?) to disable syncing for individuals? (Or to disable syncing for the entire library, then enable syncing to individual users? Depends on who there is more of, 'syncers' or 'nonsyncers'.)
* I know that syncing can be disabled across the board. This is not an option.
(2) "Open with Explorer" seems to be tied in with syncing, disabling syncing disables "Open with Explorer". Is there a way to keep "Open with Explorer" functionality while disabling syncing?

Hi,
According to your post, my understanding is that you want to disable sync option in library.
To disable sync option, and keen the open with explore option, we can use the JavaScript to achieve it.
I have made a code demo below to disable sync option for a particular user, it works like a charm, you can modify it to fit your scenario.
<script src="../jquery-1.11.0.min.js" type="text/javascript"></script>
<script src="../jquery.SPServices-2014.01.min.js" type="text/javascript"></script>
<script type="text/javascript">
var userid= _spPageContextInfo.userId;
var requestUri = _spPageContextInfo.webAbsoluteUrl + "/_api/web/getuserbyid(" + userid + ")";
var requestHeaders = { "accept" : "application/json;odata=verbose" };
$.ajax({
url : requestUri,
contentType : "application/json;odata=verbose",
headers : requestHeaders,
success : onSuccess,
error : onError
function onSuccess(data, request){
var loginName = data.d.Title;
//alert(loginName);
if(loginName=="Administrator"){
$("a[id='ctl00_SyncPromotedAction']").hide();
function onError(error) {
alert("error");
</script>
Thanks & Regards,
Jason
Jason Guo
TechNet Community Support

Copy document step doesn't copy a column of a document library

I have created a site workflow to run when a document is uploaded to a specific document library(A).
In the workflow it copies the document which is uploaded to another document library. Destination document library is decided by a column in the "A" document library named as 'Category'.
Depending on the category the document is copied to one of the other document libraries.There are 8 other document libraries.
"A" document library has 7 columns created by me. Other document libraries have the exact set of columns(In there exact same names) and one more extra column.
Workflow works perfectly fine and it copies the document. But only one column doesn't get copied to the destination libraries.
This particular column is a "multiple line" type and the number of lines are 4.
These settings including the column name,type,number of lines all are similar to the source document library.
Now the strangest thing is this only happens for 6 out of those 8 destination doc libraries. For two of the document libraries all the columns gets copied.(Those two are highlighted in the image)
I cross referenced almost all the document library settings with the working and not working destination document libraries and couldn't find any difference.
What could have gone wrong?
How does the SharePoint match the columns between document libraries when copying a document ? Is it only the column name or is there any other id its using?
Is there any other way to do debug kind of a thing in a workflow to find out the problem?

Hi Diren,
I tested the issue in my environment with SharePoint workflow 2013. I created two libraries, then created a multi-line text column with the same name for both of them respectively. The simple workflow is designed as below:
And it worked for multi-line text column. It turns out the multi-line text column during the copying to another library. All we have to ensure is the column name is the same. However, when creating column, I didn’t change the default settings unless the
Number of lines for editing was set to 4 for your situation.
As the issue occurs to part of libraries, I’d suggest re-adding an multi-line column with same name in the source library and other 7 libraries, and leave them with default settings. Then test the issue again, this helps us to eliminate the possible cause
with different settings.
Regards,
Rebecca Tu
TechNet Community Support

Issue while creating a new web part page (Safeunit.aspx) within a folder located under a Document Library.

Hi, I am facing an issue while creating a new web part page (Safeunit.aspx) within a folder (Safematic Seal Support Systems) located under a Document Library (Product Information Documents).
The path I am explaining:
Going to the Document Library (Product Information Documents) --> now inside that, clicking on a folder (Wet Seal Support
Systems) --> now inside the folder clicking on another sub-folder (Safematic Seal Support Systems) --> Here I want the web page Safeunit.aspx
Issue is that when I reach to the required destination, and want to create the web page by clicking on 'Site Action' --> 'Create' --> 'Web Part Page', now while selecting the Document Library name from the drop-down list, I do use 'Product
Information Documents' since the folder is inside this library only; but that create the page directly under the 'Product Information Documents' library, not under the sub-folder (Safematic Seal
Support Systems).
FYI, it is SP2007 version.
Kindly assist in this. Thanks in advance.

I see that you have the namespaces reference in your code.
I think you have changed the NameSpace name of your code to CreateSPFolder, change the reference in all your manifest, and other files to point to the current namespace name. It should help.
Hope this helps!
Ram - SharePoint Architect
Blog - SharePointDeveloper.in
Please vote or mark your question answered, if my reply helps you

How to Restrict printing the document using IRM for a Single Document?Allow printing for some documents and restrict the printing for particular documents in same document library?

Can we able to Configure the IRM in Document Level in SharePoint Document libraries?
The document library contains multiple document sets , Can we restrict the printing according to document sets? Allow printing for some documents and restrict the printing for particular documents in same document library
Is this possible?Please suggest.

Yes, that can be done. But note that all administrators will have the same right to print, so you need to make sure the users are not administrators. You can include a macro to disable printing, but if the users disable macro, they can print the documents.
Hence, there is no foolproof way to prevent printing documents. If you still need a foolproof security, PDF format provides password based security (viewing doesn't require a password) that can be implemented to prevent the document from printing,
which doesn't require any special scripts and is tough.
You can have a look at the following links:
http://msdn.microsoft.com/en-us/library/office/ms458245(v=office.14).aspx
http://msgroups.net/microsoft.public.word.docmanagement/prevent-printing-of-docum/91353
http://www.go4sharepoint.com/Forum/prevent-printing-saving-documents-10150.aspx
The following link explains about the security features in PDF. This is for information purpose only and not for promotion of any products:
http://www.pdflib.com/knowledge-base/pdf-security/
Balaji Kundalam

Document library, hide all documents by default.

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