Forum Discussion
tictag
Jan 09, 2022Brass Contributor
Eat My Cake? SharePoint Search Folders
I want to keep all my business documents in relevant folders (e.g. proposals, invoices etc) but I also want client-based folders (e.g. client A, client B etc). I absolutely refuse to duplicate files ...
- Jan 09, 2022For what you are describing, you may just be able to use "regular" folders. You can propagate metadata using Column default value settings so that solves (1) and for (2), the answer is yes. You can use Content Types if each document has different properties or just add a column called Document Type if they all share the same properties (i.e. Client Name). When you create a folder for each Client Name, set a default in Library settings. This seems a lot simpler than using document sets. I would consider document sets if I have a library of JUST proposals so I can keep all the files associated with a proposal together and have a standard "set up" for each proposal set. But, for what you are describing, I would first try using a Folder per client AND a Site Column that you add to the library for Client Name.
Dean_Gross
Jan 09, 2022Silver Contributor
to do this, I recommend using Content Types, this will allow you to assign document specific metadata and provide you the ability to sort, group, filter and view files in a wide variety of ways. see https://support.microsoft.com/en-us/office/introduction-to-content-types-and-content-type-publishing-e1277a2e-a1e8-4473-9126-91a0647766e5 to get started. I also recommend reading articles from Susan_Hanley who is an expert on this subject, see https://www.susanhanley.com/white-papers
tictag
Jan 09, 2022Brass Contributor
I am currently playing with the Document Set content type to create my per-contract document set, but this is actually raising more questions because then I'd want folders of just proposals (or whatever) and folders for just clients. Feel like I might be making a rod for my own back!
Nothing comes to mind with configurable Search Folders like you get in packages like Docuware or even Outlook for that matter?
Thanks for the links, will take a look 🙂
Nothing comes to mind with configurable Search Folders like you get in packages like Docuware or even Outlook for that matter?
Thanks for the links, will take a look 🙂