Workflow to capture document set version automatically

Hi,
I have a document library filled with over 800 document sets. I need a automatic versionning system for the library and I figured my solution was to use a custom Workflow.
So I created a workflow in Sharepoint Designer with only one step: "Capture a version of the document set". The Workflow is setup to start at any modification or creation in the list.
My problem is that every time the workflow run, it creates 10 identical versions of the same document set instead of 1. I tried capturing the version manually and it captures only one version (as it should).
Any idea?
Thanks in advance for your help!

I found a workaround to this issue. First create a new field called AutoVersion. Make it a Yes/No checkbox. Add this to your Document Set. Update your workflow so that it first checks that AutoVersion is checked before capturing a version, then after capturing
the version uncheck this box. Now if the user checks the box, the workflow will capture the version, but on the second through tenth time it tries to capture the version it will see the box is now unchecked and won't run.
This works fine, but you can go anadditional step and add some jQuery to the Edit Properties page so that the checkbox gets check automatically when the form is opened and also hides the checkbox so it can't be unchecked. To the user there will not be a
checkbox visible, but to SharePoint it will think the box has been checked and run the workflow.
More info here on the code you can use to perform this: http://techaholica.com/2015/02/27/sharepoint-version-a-document-set-through-a-workflow/

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SharePoint Document Set Version Extension

Before reading further, please note this is not a simple 'how do I enable versioning' and, as far as I can tell, nothing similar has been asked before...
Instead I am looking for any solutions (3rd party or OOTB) or novel suggestions for an extension to document set versions so that users are presented with a friendlier user interface than the default version history dialogue that we all know and love.
This is a very specific request from a senior stakeholder at my company who requires the highlighting/comparison of document set versions in which we are already displaying a custom ASPX page of properties and lookups against other data in the site. The
user has previously used (and most likely prefers) the Atlassian Confluence offering (https://www.atlassian.com/software/confluence) which provides such functionality.
So far I have explored the following no code solutions:
Allowing users to track their own changes through Word and then uploading the document to the correct document set. This is not an option due to the number of clicks users have to navigate through and the loss of centralised tracking etc. through the doc
set properties
Providing users with the ability to mark their changes in the document set with rich text highlighting (has to be enabled through SPD for document sets) which was initially promising but places the reliance on users to remember to highlight changes correctly.
I have also noticed a frustrating feature with version control which, in the history dialogue box, properties with a large number of characters (we have extended most fields to be greater than 250 - I know this is probably not recommended but needed to be
done) are clipped so that the entire field is not visible. Through PowerShell I can see that the values are fully stored in the Snapshot Collection for each document set.
Currently, I am working on the assumption that this is the only way to access version history and a custom server side solution (CSOM doesn't seem to expose these properties) will be the only option going forward. Ideally a no-code option (especially not
server side) would be preferable so reaching out to you wonderful experts for some insights.
Really appreciate any responses...

Hi,
Based on your description, my understanding is that you want to make the Document Set Version history with a friendlier user interface than the default version history dialogue.
SharePoint seems to only expose the Document Set's metadata version in the "Version" column. I call this the metadata version because this will only increase if you make changes to the document set's properties, and not if you update the documents
inside. This is what I mean by metadata version.
In the Document Set Version history, the first column displayed is No. This is not the regular version column of the library, but a totally different one. When creating a document set version the version column of the library doesn’t change,
only the No value.
The version(s) of a document set are stored in the propertybag of the item itself.
Take a look at this article about how to retrieve document set version history:
http://www.itidea.nl/index.php/how-to-retrieve-document-set-version-history/
Best Regards,
Lisa Chen
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]
Lisa Chen
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

SharePoint 2013 - Document Set Capture Version History. Does each version captured for each document set keep a copy of all the document stored in the document set?

Hi All,
We have currently encountered an issue where even though version control is turned on in a document library, changes made to the metadata of a document set is not tracked in a version history.
We have found that in order to this a user will need to manually click on the capture version history button.
With this in mind, we are concerned about the impact of this on our storage. The question we have been trying to answer is whether each document set version:
stores the change in metadata of the document set and a copy of all the documents stored in the document set
stores the change in metadata of the document set and a reference to the documents stored in the document set (making use of SharePoint 2013's shredded storage)
The reason we ask this is that if a document set version stores a copy of all the document stored in a document set, a change in one of the fields in the document set could result in the storage used to grow exponentially. e.g. if the document set contains
documents totaling 30MB, and if we have 10 versions of the document set, we could take up 300 MB in the content database for just one document set.
We have tried to some searching around Google but wasn't able to find any answers around this question. Would appreciate some assistance from anyone who has knowledge around how document set version history works.
Thanks in advance.
John

i had a long thing written out, but submit failed. suffice to say it does "2". it only stores the changes with pointers to the documents.
Christopher Webb | Microsoft Certified Master: SharePoint 2010 | Microsoft Certified Solutions Master: SharePoint Charter | Microsoft Certified Trainer| http://tealsk12.org Volunteer Teacher | http://christophermichaelwebb.com

Document set items Version history

Hi,
I'm trying to to retrieve document set version history. here i need to retrieve all modified versions of a document in document set ? Can any body help?
I have tried but didnt find anyway .. how to get version history of a document in document set.
Thanks in advance.
SPSite site = SPContext.Current.Site;
SPWeb web = site.OpenWeb();
string ver = web.Url + "/" + sharedDocs;
//Get the selected document
SPListItem listItem = SPContext.Current.Web.Lists["Contract Documents"].GetItemById(99);
if (listItem.FileSystemObjectType == SPFileSystemObjectType.Folder)
//Get the folder
SPFolder myFolder = listItem.Folder;
//Make sure the folder has items
if (myFolder.ItemCount > 0)
//For each item get the document name
foreach (SPFile item in myFolder.Files)
string name = item.Name;
foreach (SPListItem vh in myFolder.Files)
SPListItemVersionCollection coll = vh.Versions;
foreach (SPListItemVersion version in coll)
var VersionLabel =version.VersionLabel;

No Jenkis,, No thats my fault.. I forgot to add code below.
And I have tried the below code which is fine getting versions but it is not retrieving current version.
My case, i have a document with versions 1.0, 1.1 but here
filecollection.Count is showing 1. that is 1.0 version. Is any other way to get current version?
SPSite site = SPContext.Current.Site;
SPWeb web = site.OpenWeb();
//Get the selected document
SPListItem listItem = SPContext.Current.Web.Lists["Contract Documents"].GetItemById(99);
if (listItem.FileSystemObjectType == SPFileSystemObjectType.Folder)
//Get the folder
SPFolder myFolder = listItem.Folder;
//Make sure the folder has items
if (myFolder.ItemCount > 0)
//For each item get the document name
foreach (SPFile item in myFolder.Files)
string name = item.Name;
SPFileVersionCollection filecollection = item.Versions;
if (filecollection.Count > 0)
foreach (SPFileVersion v in filecollection)
var VersionLabel =v.VersionLabel;
Thanks in advance.

Display Document Set Columns Within The Document Set

Hello all! Hopefully you all can let me know if the idea I have in my head is possible:
Background: I have a Document Library with a custom made Document Set that has about 15 columns. The way I initially designed this, I left about 10 of the fields as "Hidden" because we didn't want the user to fill out that information
when creating a Document Set. That information would be completed in the next step through a Workflow. The Document Set Welcome Page has been left pretty much untouched with the usual web parts for Document Set Properties and the view of the items within the
Document Set.
Question: What I would like to know is...would it be possible to display those Document Set fields within the Document Set itself? At the moment, if I try to add another Document Library web part and view it, the information web part is
empty, or it contains information about one of the items within the Document Set.
Simplified Structure of Document Set:
Name (required)
Fiscal Year (Required)
Total Cost (Required)
Approval Date (Hidden)
Requisition # (Hidden)
Team Members (Hidden)
Reminder Date (Hidden)
User creates a new Document Set, fills out the information, and saves (this triggers a background workflow that approves the Document Set). After approval, a new workflow is started to provide the information for the Hidden fields (and also schedules a reminder
for that Reminder date.)
The goal would be to display those Hidden fields in another web part on the page. Right now, I have users going back up to the main level of the Document Library to look at a view that contains those fields.
Hopefully I haven't confused you all too much! Please let me know if my idea is possible and any resources you might have!
Thanks!
Toni
Toni Marie

Here is the approach to read document set columns and assign to other webparts:
for each document set you can find the id when you clicking on the document set or navigating to the welcome page,
using this id read query string and the associated item column values and assign to otherwebpart .
Reference code:
//page_load for other webpart read the query string of welcome page
if (Page.Request.QueryString["ID"] != null)
                ID = Convert.ToInt32(Page.Request.QueryString["ID"]);
                if (itemID > 0)
                    GetDocumentSetItem(ID , site);
protected void GetDocumentSetItem(int itemid, SPSite sSiteUrl)
            SPSite site = sSiteUrl;
            SPWeb web = site.OpenWeb();
            SPList list = web.Lists.TryGetList("DocumentlibraryName"); //where documentset content type attached
            SPListItemCollection items = list.GetItems();
            SPListItem item = null;
            if (itemid > 0)
                item = list.Items.GetItemById(itemID);//getting the current item
   //read the document set item column values and assign it other webpart controls ,
                txtDocsetidname.Text = Convert.ToString(item["FileLeafRef"]);
                txtDocsetid.Text = Convert.ToString(item["hiddenfield"]);
In the welcome page I have placed button to load webpart ,while loading the webpart I am reading the query string assigning the values to otherwebparts.
G1

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
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Eric
Eric Tao
TechNet Community Support

SPD List serial WorkFlow attach Dynamic approvers, Document Sets attached to List

SPD Workflow:
System : SharePoint 2013
1. Approver's should be fetched from a people picker item of another List based on condition (Filter with department)
2. Workflow should be serial & approvers should be dynamic from above list item people picker based on department condition
3. As it is a List workflow i.e., Custom List is associated to Workflow but I need to upload a document set as a List item
4. When ever user creates a New List Item, Initiation page should allow him to attach multiple documents, while uploading first document into list from Intiation page, it should create a unique document set with a sequence number and other documents
should be added in the same document set & that document set should be attached to list item.
5. Action from Email should reflect the workflow approval.
/*below point is not Important to achieve in SPD*/
6. I would like to create a separate List or New List after 1000 document sets are uploaded to workflow list & workflow should be associated automatically when a New List is created
*I know how to achieve It from server or client side coding..
suggest optimized way to achieve above points in SPD 2013 & OOB only?
V

Hi,
I had tested again with multi workflows which are assigned to three users, they all worked well.
At first, the workflow would send an email to the first approver, when the first approver approved; then send an email to the second approver, when the second approver approved; then send an email to the third approver.
When the third approver approved, the workflow would completed, then the assigner who started the workflow would receive an email that the workflow has been completed.
You can create a simple workflow to check whether it works.
Such as you can just only use the “Start Approval Process” one action to check whether it works.
Did the issue occur in other lists or libraries?
You can create a new list or library, then create an approval workflow to check whether it works.
Thanks & Regards,
Jason
Jason Guo
TechNet Community Support

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

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.

Workflow on Document Set

When comparing folders and Document Sets in SharePoint, there is one note that says that workflows can be started on Document Sets, but not folders. What does that mean?
I can only create workflows that are attached to site or list. I have created one list workflow, and, every time I add new folder or document set to that list, workflow starts. So what does it mean that workflow can be started on document set?

What article did you refer
Normally if you want to manually start a workflow it can only be on Item and not folder. You can see that here
http://www.codeproject.com/Articles/30452/SharePoint-Workflows-for-Folder-Content-Type
You can plan for workflow on folder. Using below
http://www.codeproject.com/Articles/30452/SharePoint-Workflows-for-Folder-Content-Type
If this helped you resolve your issue, please mark it Answered

Will pages automatically reformat to correct size when using Folio Builder or do I have to make pages iPad format, for example, in InDesign document set up from the start?

Will pages automatically reformat to correct size when using Folio Builder or do I have to make pages iPad format, for example, in InDesign document set up from the start?

Moved to DPS forum.
You need to set up the pages appropriately for the target device. For iPad that's 1024x768.

Move document to document set - Workflow

Hello!
I'm looking for a workflow that will move a document (from the standard "documents" library) and actually put it into a Document Set (e.g. DocSet1, DocSet2, etc.) in a different library called "Document Sets"
Is anybody aware of a way to do this please?
Thank you,
Griff

You need a simple workflow which will move document from one document library to another.
http://social.msdn.microsoft.com/Forums/en-US/442eb024-29c5-44e1-91ea-97d37aa5cec2/move-sharepoint-designer-workflow-from-one-document-library-to-another?forum=sharepointcustomizationlegacy
Once moved to Document sets library based on rule it will have proper document set and DOcument ID assigned to it.
http://stackoverflow.com/questions/2403407/move-sharepoint-designer-workflow-from-one-document-library-to-another
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How can I use Document Set description field in a SharePoint workflow

We bundle together related documents into a Document Set and then route the Document Set for approval using a Sharepoint 2010 workflow. Within the workflow, we are also sending an email to each approver, and an email to a manager if items become past
due. I have been asked if I can add the Description field from the Document Set to the email text.
I am familiar with the use of the "Add or Change Lookup" control to insert fields into the email text.
For example: Data Source "Current Item" with field "Title" becomes
[%Current Item:Title%].
The problem is that I can't find a data source that will pull in the Document Set description.
Any help would be appreciated.

Hi,
According to your post, my understanding is that you wanted to use Document Set description field in a SharePoint workflow.
I recommend to modify the view to display the description field.
If you add the description, it will display the value.
Then you can create workflow as below:
Thanks,
Linda Li
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]
Linda Li
TechNet Community Support

Workflow to capture document set version automatically

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