Document Management with SharePoint 2010 - Part 1
Written By: Knox Cameron -- 6/21/2011 --
(2287) comments --
Categories: Document Management, Features, Integration with other products , SharePoint 2010, SharePoint Foundation 2010
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In our scenario, the important attributes we want to capture are document
type, client and consultant. Let's go ahead and set those up in the library.
Document type column
Document type in this example is a simple choice from Proposal, Working
paper, Interim report and Final report.
Browse to the default view of the library. Select the Library tab in the
ribbon, and in the Manage Views group, select the Create Column button.
Enter the column name, in this case "Document type". Set the type of
information to Choice. Enter a description, and enter the choices.
SharePoint will automatically make the first entered choice (in this case,
"Proposal") the default. This can be a trap, because everything will end up
being a proposal if users are in a hurry! It's probably better to have no default. Delete
the default value in the dialog.
- There was an issue in SharePoint 2007 where you could not delete a
default value once it was saved. This seems to be resolved in SharePoint
2010. The workaround was to select the "Calculated Value" option and enter
the formula ="" (an equals sign and two double quotes).
Leave Add to default view selected, and select OK to create the column.
For the other two columns, client and consultant, we want to provide a list
of names from which users may select, but we don't want to edit the column
definition every time we hire a new consultant or start work for a new client. So
we will make these columns lookup information from elsewhere in the site.
First, we need to create a client list. We will do this by creating a simple
custom list in SharePoint.
Go to Site Actions > More Options... Select the option for a Custom List, and
type a name for the list (in this case "Clients"). (I am creating a simple
custom list for this example, but for a real solution you may prefer to use a
"Contacts" list template which includes a range of address fields already set
Click Create. This creates a simple list with a "Title" column, which we will
use for the client name. We will add one more column, "City", for the city where
the client is based, so we can use this later for a view of our documents by
On the List tab of the ribbon, in the Manage Views group, click the Create
Column button as you did earlier. Call the column "City". Leave all other options
at their defaults and select OK.
For the purpose of demonstration, enter some information in the list. The
quickest and easiest way to do this is to select the Datasheet View button at
the top left of the List tab of the ribbon. You can then enter multiple rows by
just typing and pressing the tab key, the same way you would in Excel or Access.
Now that we have a client list, we can create a column in the document
library that uses it. Return to the document library using the link on the left.
Again, select the option to Create Column in the Library tab of the ribbon. This
time, type the name "Client". Then, select the information type "Lookup
(information already on this site)". Enter a meaningful description, then in Get
information from: select the "Clients" list. Make sure the Title column is
selected, then select City as an additional column.
In the Relationship area, you will see that you can tell SharePoint to
enforce the relationship so that (for example) no-one can delete a client for
which there are linked documents. However, we will not worry about that for this
exercise, so just scroll down and select OK.
The final column we will create is a column to show which consultant worked
on the document. Although SharePoint keeps track of who uploads and amends
documents, in our scenario we want to track the responsible consultant
separately from the person who may have amended the document most recently.
We could create another custom list just like we did for clients. However,
our consultants are all users in the system so we can just link to the existing
user list in SharePoint.
Once again, select Create Column in the document library. This time, type in
the name "Consultant". Select the type of information "Person or Group". Type an
appropriate description, remembering this is meant to help users understand what
information to fill in for the column.
As you can see, there are options to allow users to select groups, and to
restrict the selection to users in a particular group. For the purpose of this
exercise, we will just accept the defaults so select OK.
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