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

Similar Messages

Workflow - move document set and the content

Hi,
I am working on "simple" solution to move document set and its content to different library.
Source and destination libraries were created using the same template.
I can copy documents from inside the doc set to other library but workflow doesn't work when run on doc set....
Any tip?
Thx

Plz check the following thread for similar issue
http://social.msdn.microsoft.com/Forums/sharepoint/en-US/5b8a3126-fa85-4e59-b785-02df7c277c87/copy-a-document-set-to-another-library-via-an-spd-workflow?forum=sharepointcustomizationprevious
Please Mark it as answer if this reply helps you in resolving the issue,It will help other users facing similar problem

Document Sets and Content Types

Hi All,
I am having trouble in getting the "document sets" content types applied as expected when I try to create a site based off custom template.
Scenario:
We have 8 document sets stored in a document library. This library is part of a site which we have saved as a template.
E.g. of document sets is "Others", "Meetings" etc
Each of these document sets have one or more content types associated with it.
We are trying to create a site based off the saved site template using powershell.
E.g. $web = New-SPWeb http://myserver/sites/mysite/subsite
$web.ApplyWebTemplate("{GUID}#Name of Template")
When we open the document sets in this newly created site, the content types seem to be coming all together rather than being associated with the specific document set.
E.g. Clicking "New document" in the "others" document set would show up content types from "meeting" and all the remaining document sets present in that library.
Interestingly, when I go to "Document Set" settings, I only see the content type of "Others" Document Set.
Any idea why the "New document" dropdown for the document set is not behaving as expected?

Hi Abhi,
Based on your description, I did a test. In my testing, everything worked well.
The steps are:
Go to Site Actions->Site Settings->Site content types.
Create a new content type, and select parent content type from Document Set Content Types, and Parent Content Type: Document Set
Click ok
Under Settings, click Document Set settings
On the Allowed Content Type section, select some content types and add them
Click OK
Then repeat step2-6, and create another custom document set
Open your library, and allow management of content types in advanced settings
Add the two document sets into the library
Check each document set, and each one had different content types
Save the site as a template and include the content
Create a new site based on the site template using PowerShell(the command was same with yours)
After creating, check the document sets of the library in the new site, everything worked well.
Please check your process as the above steps.
I hope this helps.
Thanks,
Wendy
Wendy Li
TechNet Community Support

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

Detect what the default edit form is for a document library and list using jquery

Hi,
So what I have done is with some jquery made it that when a files are dragged and dropped into a document library and there is a required field such as "Metadata" the EditForm.aspx opens up for the user to fill in the required column. I am building
the url up from what I have found in SharePoints DragDrop.js file. This is all working perfectly I just need to find a way to dynamically find what the default edit form is for that document library as I have just hardcoded like this...
g_currentControl.strSiteUrl + "/" + this.ListName + "/Forms/EditForm.aspx?ID=" + id
So I need a way to figure out what the default edit form is instead of hard coding like this in case someone creates a custom_editform.aspx or something for one of the lists.
Thanks

You can get it by hitting this REST end point via JQuery:
http://weburl/_api/Web/Lists(guid'YOURLISTGUID')/Forms
Chris Givens CEO, Architecting Connected Systems
Blog Twitter

Document sets and search not working properly

Hello,
I'm having some problems with the search function within my document library.
I have three kind of Content type Document sets:
Project A, Project B and Project C.
In my document library i have the following Document sets.
Project 1 | Project A document set
Project 2 | Project B document set
Project 3 | Project B document set
Project 4 | Project C document set
Project 5 | Project A document set
With the search function i can only find Project 2,3 and 4. The Content type document set (Project A, B and C) are all the same.
I already did a full crawl of search. Anyone any idea's what is the cause of this problem. I need to fix this before Friday, because of a presentation i need to do for school.
Hope you guys can help me out!

I've done a full crawl, but it had no effect. The Log shows nothing strange...
Or is it because i'm using . in the names?
Project 1 = 13.22.0001
Project
2 = 13.22.0002
Project 3 = 13.22.0003
etc.

Document Set and WF 2013

I have two questions:
1. Can workflow be started on Document Set (using 2013 workflow - Visual Studio) ?
2. Can Document Set be declared as Record from 2013 workflow - Visual Studio?
EDIT:
3. Can Document Set be declared as Record programmatically?

Yes you can start workflow on Document set.
http://sergeluca.wordpress.com/2011/06/05/sharepoint-2010-workflows-and-document-setsstart-the-workflow-when-a-new-item-is-createdbe-careful/
You cannot declare document set as record.
http://social.technet.microsoft.com/Forums/sharepoint/en-US/99af83f1-c1b8-4097-aac2-507e59593f71/document-set-cant-be-declared-as-a-record
http://www.sharepointanalysthq.com/2011/09/document-set-limitations-and-considerations-in-sharepoint-2010/

Question about metadata filtering and document sets

Hello,
I have a question about the metadata filtering when using document sets.
When i use the metadata filter for example for "Installatie: P00001" it shows.
But i wan't to show only the document set and not all the documents. Is this possible OOTB?

Hi striker,
You can add the "Content Type" in Hierarchy Fields for your list, then click the "Document Set" to filter the document set type item, then you can input the "P00001" in Installatle key filter, click apply, then it should show only document set
items with field value P00001.
http://office.microsoft.com/en-001/sharepoint-help/set-up-metadata-navigation-for-a-list-or-library-HA102832523.aspx
Thanks
Daniel Yang
TechNet Community Support

Related list on Document set welcome page

Hi
I want to show a discussion list within the welcome page of a document set. I thought that i could achieve this by creating a look up coloum on the discussion list that would contain the id of the document set. Then i would add the discussion list to
the welcome page of the document set and have the property web part of the document set send the document sets id to the discussion list - and thereby filter it so that it will only show the discussions that is related to current document set! (hope anyone
understands this!)
But i am not able to do this since the property web part does not allow connections! Does anyone know a way to do this?
Thanx! :-)

You can customize the welcome page of a document set and add other web parts to it. I did this once to achieve something similar to what you're after, but the user ended up finding it too complicated. It was to display a list of related documents below the
properties of the document set, so I had a list containing the related documents and the ID of the document set to which they were related. The web part on the document set welcome page could then filter by that ID. But the user found it too hard to maintain
the list of relationships, so I no longer have a working example.
Tom
SharePoint Systems Officer, Capital Regional District, BC, Canada

Create a Webpart with Sharepoint Designer to see and upload documents in document set

Hello,
In a document set, we see documents in this document set and we can upload files and documents only in this document set.
Can i save this view to other sites in webPart ?
I tried to use sharepoint designer saving the dataview in a file and then import this file in other site but the result is that webpart show me the root of the library, not the document set and same for file uploads, it show me the file upload window for
the root of the library.
Thanks.

Hi,
Thanks for your answer.
Yes, i linked source site collection from SPD; I don't want to send but i want to display document set in another site.
Finaly, i found a solution but i don't know if its the best practice :
i have all my libraries in the top site to have all important documents in one site.
So i want to display a library/folder/document set in webParts to my subsites.
To do this, i create a dataview in SPD; i save this dataview in a file and import this file as webPart in my subsites.
my problem : It display the root of my library instead of within the document set. AND when i clic on "upload a document", it display the root of my library upload form instead of the document set upload form
my solution : i create a dataview in SPD; i copy/past the document set upload form link in this dataview; I save this dataview in a file and import this file as webPart in my subsite; from the webpart of my subsite, i create a view to my document set.
... should i do it for all my views ? or is there another solution ?
Thanks

Sharepoint Online Bug: Document Set does not synchronize empty fields

If in the properties of document set the general field is empty, it will not be synchronized with internal files that has this general field. Ie, all files can have own values for the general field. If the value in document set (in properties) is not empty,
the synchronization works fine. This issue was tested in different sites from different account in Office365.
How to reproduce the problem:
1. In Document Set (DocSet1) I have general field (Field1).
2. When I create DocSet1 item in the list, Field1 is empty.
3. In DocSet1 I create file Doc1, also with Field1.
4. Field1 in Doc1 and DocSet1 has to be synchronized (because it's general).
5. When I change Doc1 file, put some text (Text1) for Field1,
the value remains as
Text1, but in that time Field1 in DocSet1 is empty.
6. Field1 wasn't synchronized, it has different values in DocSet1 properties and in internal file Doc1.
7. I go to DocSet1 and change Field1 to Text2, now the field is synchronized
8. Field1 in DocSet1 and Doc1 is Text2.
Why does it happen?

Hi ,
According to your description, my understanding is that the updated Shared Column of document item cannot synchronize with the Shared Column of the Document Set which is empty value.
For reproduce your issue, I added two Shared Columns “Description” and “E-Mail” into my Document Set Content Type and added it to a document library . Then I created a new Document Set and left
its two Shared Columns “Description” and “E-Mail” empty. When I created a document item in the new document set and set values to the two Share Columns, the Description column was still empty but the “E-Mail” column was updated with
new value.
By default, if the Shared Column of your Document Set is empty, the Shared Column of the items in the document set should be empty and cannot be updated.
For a good practice, I recommend that you can set the value of Shared Columns in your document set once your document set is created . For a workaround, you can hide Shared Column in the Edit
Form. Here is the code you can refer to:
<script type="text/javascript">
$(document).ready(function(){
HideFieldByInternalName("Coach");
HideFieldByInternalName("Duration");
HideFieldByInternalName("Locations");
function HideFieldByInternalName(internalName) {
$(".ms-formbody").contents().filter(function() {
var regExp = new RegExp(internalName, "i");
// match comment node containing internal field name
return ((this.nodeType == 8) && (this.data.match(regExp)));
}).parent().closest("tr").hide();
</script>
Reference:
http://en.share-gate.com/blog/document-sets-making-your-metadata-shine
Best Regards,
Eric
Eric Tao
TechNet Community Support

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.
Thanks
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Workflow for Document Set

I am trying to develop an e-mail notification on a Document Set - problem is the workflow triggers not only on the document set, but all the documents within the set.
I know I can't start the workflow "when a document is created" - has anyone found a solution so the workflow is only triggered when the document set is created (and not again when individual documents are uploaded)
Cindi

There are a couple of options that I can think of.
Firstly you could create a Resuable Workflow that is associated with the Document Set Content Type. Although in this instance I would probably look to create a new Content Type (let's say I call it MyCustomDocumentSet) with a Parent of Document Set
and set the Resuable Workflow to be based on MyCustomDocumentSet Content Type. Then associate the MyCustomDocumentSet with your List instead of the Document Set Content Type.
After you have created the Workflow you would need to go back into your MyCustomDocumentSet Content Type and set the Workflow to start on When an item is created.
The second option (perhaps not so elegant, but easy to set up and will work) is to have a normal List Workflow that fires for the Document Set and Documents within it, but have a condition to check what is being created. For example:
If CurrentItem:ContentType not equals Document Set
Stop the workflow and log "My Message"
If it isn't a Document Set then the workflow will stop. However, if it is a Document Set it will continue with whatever you add to your workflow after the condition and stop workflow action.

Note Board web part to display comments for explicit Document Set

I guess my question falls under 'Other customization' hence my post here.
Scenario:
I have a Document Set content type enabled for a library. At the moment I have a few "folders" [document sets] that contain their respective documents.
I edited a Document Set welcome page to include a Note Board web part. I edited the Note Board web part by adding a 'URL for note' to be a URL of a random Document Set welcome page while in edit mode.
(Basically, I went to a 'ABC' document set page, clicked edit page, copied URL from address bar, closed that page, went to 'Customize Welcome Page' for all document sets in that library, edited Note Board web part by pasting the link into its 'URL for note'
field)
Problem:
Currently, all comments are shared between all document sets (folders). When I go to 'ABC' document set and post a comment, I can see my ABC specific comments in e.g. 'XYZ' document set.
I want to have comments specific to each document set displayed on a respective page for that document set.
Solution?
I realize that I must have gotten an URL for a Note Board web part wrong and it does not filter comments explicit to each document set but fetches the comments from whole the library. My url is currently:
https://intranet.domain/sitecollection/library/Forms/Machine%20Process%20Pack/docsethomepage.aspx?ID=2&FolderCTID=0x0120D520009EDF2E3A3112B041AC6EC1D4133D77550000C297D6CB32E349A435E04924DC6C58&List=7b052f9c-7e35-4251-b66d-3bcdd2950014&RootFolder=%2Fuk%5Fqhse%2FProcess%20Packs%2FSigma%202345&RecSrc=%2Fuk%5Fqhse%2FProcess%20Packs%2FSigma%202345&PageView=Shared&InitialTabId=Ribbon.WebPartPage&Visi
I know I have to strip this URL from some parameters, presumably leaving just ID, FolderCTID, List and RootFolder.
Could someone actually tell me exactly how my URL should look like if I want to display comments only for a given document set on its welcome page?
Thanks!

Hi,
According to your post, my understanding is that you wanted to display comments only for a given document set on its welcome page, not display for all the document sets.
If so, you should not set the “URL for note” field in the Note Board web part, you can just leave it blank, then when you post a comment in one document set, the others would not display the comment.
Thanks & Regards,
Jason
Jason Guo
TechNet Community Support

PowerShell Script for Setting the Welcome Page View of a document set

Hi,
We are using document set in the document library and we have created the separate view in the document set and it will show only particular metadata columns. We need to change from default view to another view. For this, we need to write the power shell
script and update the document set welcome page view link in the document set template. Please let me know how we can get this.
Thanks,
Mylsamy

Hey Mylsamy,
welcome page view is stored in $contenttype.XmlDocuments. Here is how you can change the view using powershell:
$web = Get-SPWeb "WEBURL"
$list = $web.Lists["LISTNAME"]
$contenttype = $list.ContentTypes["CONTENTYPENAME"]
$viewid = $list.Views["VIEWNAME"].Id
$xmldocs = $contenttype.XmlDocuments
foreach($xmldoc in $xmldocs)
if($xmldoc.Contains("WelcomePageView"))
Write-Host "XML contains WPV"
$newview = [XML] @"
<wpv:WelcomePageView xmlns:wpv="http://schemas.microsoft.com/office/documentsets/welcomepageview" ViewId="$viewid" />
$xmldocs.Delete("http://schemas.microsoft.com/office/documentsets/welcomepageview")
$xmldocs.Add($newview)
break;
$contenttype.Update($updateChildren, $false)
Write-Host "Welcome Page View updated at " $list.Title
Regards,
Alexander

Document set and list

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