Document Management With SharePoint - Part 3
Written By: Knox Cameron -- 8/24/2011 --
(2389) comments --
Categories: Design, Document Management, Features, Integration with other products , Programming and Customizations, SharePoint 2010, SharePoint Foundation 2010, Workflow
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Including system information
The file name and modified date are preserved by the
interaction between Word and SharePoint (assuming the Office integration between
Office and SharePoint is working correctly), so we can use normal Word
functionality to show these in our cover page. Unfortunately, the process to
include them is a little more involved, because it relies on traditional Word
First, we need to add more rows to our table. Again, when the insertion point
is inside a property, we can't just press Tab as we normally would to add rows
to the table, so from the Table Tools -> Layout ribbon tab, select the Insert
Below button a few times. Then click to move the insertion point back to the
first column of the first blank row.
In the first column, type "File name" and press the Tab key. In the second column, from the
Insert ribbon tab, select Quick Parts -> Field... Locate "FileName" in the list
Select OK to insert the field. Tab to the next row, and type "Modified date".
Tab to the second column, and again select Insert -> Quick Parts -> Field... This
time, select the "SaveDate" field. Optionally, select a date format in the Field
properties area of the dialog. Select OK to insert the field.
Finally, let's add the full path to the document in SharePoint. Type
"SharePoint location" in the first column of the last row. In the second column,
again insert the FileName field, but this time check the box under Field options
on the right to add the path to the file name.
This cover page is the kind of cover page you would use for internal
distribution or filing. The same approach can also be used to create nicely
formatted presentation pages for documents. You can also use quick parts as a
document automation tool, so users select or enter information once, and it can
be repeated in multiple places through the body of a document, instead of using
search and replace. Your imagination is the limit!
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