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johnjohn-Peter's avatar
johnjohn-Peter
Iron Contributor
Jan 03, 2024

Document Sets Vs Folders, managed metadata and automation using power automate

We are trying to benefit from using folder structures and managed metadata to store and filter/search our SharePoint documents. so i created a term group >> with 2 term sets >> named "client" and "Doc Type", as follow:-

 

 
 

 

 

 

and at the same time we are storing the files into this folder structure as follow:-

 

-ClientName

    -DocType

        -the documents 

 

as follow:-

 

 

 

 

now there are 2 ways to implement the above:-

 

1) using SharePoint document sets

2) using regular folders, custom content type & Power Automate

 

using document sets we can set that when we create a new document set to have the related "client" and "Doc Type" fields and the related sub-folders auto created. while using regular folders, custom content type & Power Automate, i can do everything in power automate to create sub-folders and assign metadata to the document when they get created..

I always try to avoid using document sets because they are still on classic UI + they overcomplicate document management +  when i define document set it looks unaligned with what the user already do on their own sites, where they simply create folders and upload documents.. so is it wrong if i do not use document sets for my above scenario and rely on power automate to do the automation the way i want?

 

any ideas and thoughts? 

Thanks

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