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Document Management with SharePoint 2010 - Part 1

Written By: Knox Cameron -- 6/21/2011 -- join -- contribute -- (8) comments -- printer friendly version

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Categories: Document Management, Features, Integration with other products , SharePoint 2010, SharePoint Foundation 2010

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Viewing documents using the tags

Now the documents are tagged, we can use the tags to view documents in ways that make sense, without being limited by a fixed folder structure.  

Ad hoc filtering

The first thing you can do is simply filter the library using the columns, the same way you would with a list in Excel. In the document library view, select the drop-down menu for any column heading to get sorting and filtering options for that heading.

Document library showing ad hoc filtering using the headings

You can filter using multiple headings to quickly find all documents relating to a particular city by a particular consultant. A symbol indicates column headings with filters applied.

Document library view with ad hoc filters applied to two columns

Creating views 

You can also prepare views for yourself and others to use, showing the columns you want to see, sorted and filtered as you wish, and using grouping so users can quickly find the documents they want.

To create a view, select the Create View option from the drop down under the current view name in the header.

Option to create a view

You have various options for creating a new view, including various standard formats, or basing the new view on an existing one.

Options for creating a new view

For this exercise, select the Standard View option. First, we will create a view showing documents grouped by client, so call the view "By Client". By default, it will be a public view, that is, visible to other users.

Giving the new view a name

In the Columns section, you can select which columns you want to show in the view, and their order. The default or previously selected columns are listed first, then the rest in alphabetical order.

For this view, we will group by client so we don't need to include the client column. We will also group by document type, so we don't need that column either. De-select the check boxes for both those columns, as well as Client:City.

Columns that can be used in the view

Note some of the other columns available that you can use in views:

  • Copy source gets filled in automatically when a document is copied in SharePoint using the Send To option in its context menu in the library - it's only useful when you have a process where this is regularly being done
  •  You have three different variants of the Name (i.e. file name) column, depending on whether you want to give people a menu to perform various operations on the document, or you just want to give them a link to open the document, or you just want to show the name of the document with no link
  • There is an "Edit (link to edit item)" column you can use to allow the user to edit the item if you are not showing the name
  • Folder Child Count and Item Child Count can be used in views of libraries where documents are in folders. These columns will show the number of sub-folders and (non-folder) items within a folder. This is helpful for users to save them from navigating down into an empty folder when they are looking for something, although note that the count is not recursive (i.e. the item count will not include items within subfolders).

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