SharePoint Document Management
2 Ways to add a video content type to SharePoint 2010
SharePoint 2010 supports the uploading and storing of media files such as image files, audio files, and video files. If you want to upload a video to a SharePoint document library, you can choose to provide metadata for the video by associating it with the Video content type. The Video content type is one of the default content types that comes with ...
Steps to create a SharePoint Document Center
A Document Center is a site in SharePoint, so you can create it just like you create any other type of site in SharePoint 2010. The only difference with other types of sites is that a SharePoint Document Center is optimized by default for creating, using, and storing a large amount of documents. You can create a SharePoint Document Center to ...
2 Ways to delete a document in SharePoint 2010
Documents are generally stored in document libraries in SharePoint. A feature of any good document management system is having the ability to delete and restore deleted documents. In SharePoint 2010, you can use either SharePoint’s web browser interface or Windows explorer to delete one or more documents from a document library. To delete a document from the SharePoint 2010 browser interface: In SharePoint ...
2 Ways to move a document library in SharePoint 2010
Document libraries reside on sites in SharePoint. And a site belongs to a parent SharePoint site collection. In the event that you want to move a document library in SharePoint 2010, there are two possible situations: Move a document library between sites in the same SharePoint site collection. Move a document library between sites in different SharePoint site collections or on different servers. In ...
Relevant Documents web part in SharePoint 2010
The Relevant Documents web part is a web part that can be used for document management purposes in SharePoint. The Relevant Documents web part displays documents that are relevant to the current user, which includes: Documents that were last modified by the current user. Documents that were created by the current user. Documents that the current user has checked out.
Understanding Document Sets in SharePoint 2010
Document Sets are a new feature in SharePoint 2010 document management. While conceptually they might be easy to understand, that is, a Document Set is a folder that contains a set of related documents, it might be more challenging to understand how you can use them, so here are a few possible scenarios... Suppose you have a new project that is going ...
Move documents from one library to the next in SharePoint 2010 using Open with Explorer
Moving documents from one SharePoint document library to another either on the same SharePoint site or a different SharePoint site is an essential activity for document management in SharePoint. There are several ways to move documents between SharePoint sites and document libraries, one of which is to use a SharePoint Designer workflow to move documents from one SharePoint library to the ...
Create a lookup site column to a list in SharePoint 2010
As you may already know, site columns can be used on content types in SharePoint to define metadata in SharePoint for documents. And unlike list columns, site columns can be created once and then reused across as many SharePoint content types, lists, or libraries as you want. Suppose you want to create a site column that displays the items from a ...
How to turn on versioning in SharePoint 2010
Versioning in SharePoint allows you to apply incremental numbers to documents in a SharePoint document library and thereby keep track of the changes made to documents. A document version number can consist of a major version only, such as for example 1, 2, 3, etc., or it can consist of a combination of a major and minor version such as for ...
How to delete a document library in SharePoint 2010
There might be times when you want to delete an entire document library in SharePoint 2010 as part of your processes and procedures for document management in SharePoint.
How to delete a SharePoint document library template or list template
A SharePoint document library template, not to be confused with a document template in a SharePoint document library, is a .stp file that contains the structure, views, and optionally the contents of a SharePoint document library. Likewise, a SharePoint list template is a file that defines the structure of a SharePoint list. Templates for both SharePoint libraries and lists are called ...
How to add a version column to a SharePoint document library
Introduction to versioning in SharePoint Document management systems should allow for the tracking and maintaining of versions of documents. Windows SharePoint Services (WSS) 3.0 and MOSS 2007 offer the possibility to maintain the history of the versions that each document goes through. While it is not enabled by default, you can enable versioning on SharePoint document libraries, and once you do, you ...
How to set the default document template on a SharePoint document library
The default document template on a SharePoint document library is defined as the document template of the first content type listed under the menu of the New button on the SharePoint document library. The importance of the order of document templates listed under the menu of the New button on a SharePoint document library becomes apparent when you want to use ...
Document Center site template available in WSS 3.0?
What is the Document Center? The Document Center is a site template that comes with Microsoft Office SharePoint Server (MOSS) 2007. It provides features for creating and managing large sets of documents. The Document Center is not available in WSS 3.0, but you can enable several of the features provided by the Document Center in MOSS 2007, in WSS 3.0. Enabling Document Center features in ...
Design and create a document content type in SharePoint
Document content types in SharePoint While SharePoint offers several types of site content types, the two most important content types for document management in SharePoint are used to create: Documents Folders Site content types used to create documents are called document content types, and those for folders, folder content types. Document and folder content types encapsulate the metadata, workflows, policies, and other settings of documents ...
Using a User Tasks web part for collaboration and document approval in SharePoint
It is common in document management scenarios to have multiple people approving a document. In such a case, you can assign a task to a user so that the user knows that there is a document for him/her to approve. The out-of-the-box (OOTB) Approval Workflow in Microsoft Office SharePoint Server 2007 uses this method to notify users that there is a ...
How to create a SharePoint site column
Site columns are used in SharePoint as metadata on documents. Document types in SharePoint are defined through content types. The scope of a site column, that is, the availability of a site column on SharePoint sites, depends on the SharePoint site you create the site column on. The availability of a site column follows the site hierarchy in SharePoint, which means ...
How to add a content type to a SharePoint document library
You can use content types in SharePoint to define document types. Content types consist of site columns, which are used to define metadata of documents in SharePoint. Content types allow you to store documents of different types in the same SharePoint document library. For example, you can use content types to define multiple document templates on a SharePoint document library. Adding ...
How to enable check-in, check-out, and versioning on a SharePoint document library
Check-in and check-out Check-in and check-out in document management controls the editing of documents by multiple people. It ensures that only one person can edit a document at a time. To edit a document, a user would first have to check-out a document. This prevents anyone else from editing the document until that user checks the document back in. During the period that ...
Adding a document template to a SharePoint document library using a content type
You can use site content types to assign one or more document templates to a SharePoint document library. This means that you can create document templates that define the structure of documents and then add these document templates to a document library, so that users can create documents based on these document templates. Figure 1. Document templates assigned ...
Understanding the basics of content types in SharePoint
Document types and metadata in SharePoint Content types in SharePoint define document types in document management, while site columns in SharePoint define the metadata in document management. Since document types consist of metadata, content types consist of site columns. In SharePoint, a content type always inherits from a base content type. So when you create a content ...
SharePoint document management web parts: Relevant Documents
Introduction One of the Windows SharePoint Services (WSS) 3.0 out-of-the-box (OOTB) web parts you can use for document management in SharePoint is the Relevant Documents web part. The Relevant Documents web part helps you create a personalized view of the documents you (as the currently logged on user) are working with. The Relevant Documents web part allows you to: Display documents that were last ...
Defining document management metadata in SharePoint
Introduction to SharePoint site columns Site columns are at the core of document management in SharePoint. As mentioned in Defining document types and metadata in an EDRMS, you can use site columns in SharePoint to define metadata and content types to define the document types that make use of site columns. Site columns provide a central and reusable model for defining columns: You can ...
How to enable tree view navigation in WSS 3.0
Introduction A document management system should allow for easy retrieval of documents. Part of being able to easily retrieve documents is being able to easily navigate documents. The flat folder structure of document libraries In SharePoint, documents are stored in documents libraries, and documents libraries can have many levels of folders and subfolders. But a SharePoint document library can only display documents and folders ...