Configure and Organize documents in SharePoint – 4

~ Bipin Pankhania

There are 4 different ways to configure and manage document library.

  • Folders
  • Metadata
  • Content Type
  • Document Set

Part 4 will focus on Document Set Pros and Cons.

Each Document Set “page” serves as a mini-site that contains some basic information + documents themselves.

Document Sets are best for

  • Organizations/teams that run lots of mini-projects
  • Teams that need to ease their users who are too attached to folders into metadata concept
  • Situations where unique security/permission are required for each “folder” (document set)

Pros

  • Ability to set unique permissions for different document sets (folders)
  • Organizes documents in a presentable fashion
  • Allows for “light” project management without overhead of creating multiple sites/libraries
  • Allows for quite extensive filtering, grouping, sorting of documents based on their properties

Cons

  • Requires setup before documents are uploaded to SharePoint Document Library
  • Overall library size might be a concern (i.e.. 5,000 items view threshold limit) as all document sets/folders physically sit in same SharePoint Document Library
  • Best for mini-projects. No ability to add additional Project Management web parts to the mini project site (document set). If additional Project management capability is required – provisioning separate project sites is recommended.

————————————–

for queries, suggestions, feedback contact me on

email :bipinparshottam@gmail.com

skype: bipin.pankhania

Leave a comment