Document Management with SharePoint 2010 - Part 1
Written By: Knox Cameron -- 6/21/2011 --
(9) comments --
Categories: Document Management, Features, Integration with other products , SharePoint 2010, SharePoint Foundation 2010
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Adding and tagging documents
Bulk adding documents
Now we have our columns ready, we can add our documents into the library and
tag them. You probably have a collection of documents in a folder on your
computer or a file share to start with. The quick way to get them into the
library is to use Explorer view.
Select the Library tab from the ribbon in the library. In the Connect &
Export group, select Open with Explorer.
This will open a Windows Explorer window into which you can drag and drop
documents to upload them into SharePoint.
- This button is only available if you are using Internet Explorer.
- Alternatively, you can use the Add document link in the library view,
then select Upload Multiple Files..., then drag and drop documents into that
- SharePoint has more restrictive naming conventions than a file share.
You may be unable to upload individual files where their name is too long or
uses characters like & in the name.
- If you have or expect to end up with a large number of documents (more
than say 1000), you should plan to use folders to break the documents up
into more manageable sets. Although SharePoint 2010 is better able to deal
with large numbers of documents in one folder than 2007, it is still better
to avoid possible performance issues. You can still tag the documents as
described below, and show all documents (for example) worked on by a
particular consultant irrespective of which folder they are in.
Tagging in SharePoint
Once you have the documents in SharePoint, you can start tagging them using
the columns we created. The easiest way to do this is using Datasheet View. As
you did before with the company list, in the document library select the
Datasheet View button at the top left of the Library tab of the ribbon. Now you
can tag the documents spreadsheet-style.
As you can see, you are given drop-down lists to select document type, client
and consultant. After you select a client, the Client:City is automatically
completed. You can also "fill down" where there are a group of documents with
the same value, by dragging down the dot at the bottom right corner of a cell,
just like you would in Excel.
Similarly, you can fill in the consultant column by selecting people from the
user list, so you end up with a library full of tagged documents.
Tagging in Office
Once a document is stored in SharePoint, you can directly work with it using
the integration features in Office on your machine. This includes the ability to
click on the document in a SharePoint view, whereupon the document opens in the
appropriate Office application on your machine. Once you have finished, you can
save and close the document, and Office will automatically save it back up to
SharePoint. (There are a number of technical pre-requisites for this integration
to work, so it may not be available in all cases.)
Part of the integration is the ability to edit metadata tags within the
Office application, and use them in the document. Of course, for Office to know
what tags are available, the document needs to be linked to the SharePoint
library. So you need to create a document and save it into the library; or have
opened a document from the library; or have created the document from a template
in the library.
- You can create multiple templates in a library and associate them with
different sets of metadata tags using SharePoint "content types", but that
is beyond the scope of this article.
In a document linked with the SharePoint library, in Word 2010 select File,
then in the Info tab, select Show Document Panel from the Properties drop down.
In Word 2007, select Office > Prepare > Properties.
Word will then show you the properties from the document library in a panel
above the document. You can edit these properties directly in the panel, for
example selecting a new client company.
You can also use these properties in the body of the document. For example,
you could have a document layout with a placeholder for the client company name,
and have that linked to the client company selected in SharePoint.
To try this out, position the cursor at the end of the document, type a
return and the word "Client:" and a space. Then select the Insert tab, then
Quick Parts > Document Property > Client.
This gives you a Quick Part in the document which will print the client name,
and even allow you to select a client when editing the document.
You will have noticed a number of other Document Properties in the Quick
Parts menu apart from the ones that came from the SharePoint document library,
such as Abstract and Comments. These are built into Word, and some of them are
used in the templates and building blocks (like report cover pages) that come
with Word. Some of them will automatically link with a column of the same name
in a SharePoint document library, namely: Title, Author, Subject, Manager,
Company, Category, and Keywords.
- Others, like for example Abstract, will not. If you create a column in
SharePoint called Abstract, you will end up with two identical-looking
"Abstract" options in the Quick Parts menu. One of them will insert the
SharePoint tag and the other the separate Word document property.
- I have never seen this documented, so you remember you read it here
These quick parts allow you to set up documents so that the user selects or
enters information once and it automatically fills in throughout the document.
You could also set up a cover page to print with the document showing the tags
that have been applied.
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