Document Sets vs Folders in SPO
Hi All, Document Sets is something I've been questioning since helping people move to SharePoint Online. With each modern feature being rolled out the advantage of Document Sets over folders is blurring for me. The approach to using modern features is new to me so I was hoping to discuss my thoughts: Team sites and Hub sites In modern SharePoint architecture we are moving/moved away from sub sites. This has been great for organisation where restructures seem to happen more often than not and teams moving to different departments or reporting lines. The push to use team (sharepoint) sites over subsites, leaves us with content types being created and managed per site. Upon writing this I looked at some solutions and my thinking would be to use https://support.office.com/en-us/article/publish-a-content-type-from-a-content-publishing-hub-58081155-118d-4e7a-9cc5-d43b5dbb7d02 to manage content types for hubs and their connected sites and https://docs.microsoft.com/en-us/sharepoint/dev/declarative-customization/site-design-json-schema Is this correct would everything being managed over site scripts be a better approach? Can site scripts be executed over an existing site to update? (For example adding more choices to field) What are each disadvantage and advantages? Document sets vs folders The change resistance to move away from folders has been a battle in multiple organisations. No matter how easy or fool proof the design is, the tiring conversation of folders wears on me. I would like to give the user what they want. The drive for metadata comes from the business wanting to have reporting through filtering and records management (retention and disposal). Sites that are not driven by these requirements, are less structured. Doc sets/metadata is recommended but the choice is left with business. Content types can be applied to folders, however this becomes a mess when using nested folders as users try to replicate their network file structure. I do not see much news around Document Sets from Microsoft - especially with the advent of Teams and One Drive for Business. Are document sets the way forward anymore? Is there a recommended approach to deliver good information architecture using folders in SharePoint Online?
How many documents is to much for a Document Set and Record center?
Hi Hoping someone can advise on a large Correction: document set Document center/record centers. How many documents are to much? I am architecting a solution for a client and just want to try and tap into some brain power for relatively large volumes of documents. SharePoint 2016 Standard Edition. The volume of invoices they receive per month is +-2500 to 3000. At this point the solution looks like this: Invoice lands in a Document Library and with certain metadata. Kicks-off a Nintex workflow for approvals and some of the topic stored procedures with details exported from their accounting system. Once the document is approved is where I'm planning for all the limits and thresholds and need some advice from preferable practical experience with volume. Thinking of archiving the invoices after approval to either a Document Center or a Record center and then configure some filtering so that the list view threshold does not become an issue. What are the limits and threshold differences between a document center and a record center and which one will be better suited? If we have to keep invoices for 7 to 10 years...which one will better handle +- 400 000 documents and should I plan for some more archiving? Maybe move documents from a Document Center to a record center after 5 years? Or keep it in the original document library and move it to a record center or document library after +-6 months? (18 000 documents in the document library) How would you design this solution?Icon of Document Sets changed to default folder icon - Support claims it is "by design"
Some of our customers heavily rely on the Document Set functionality. Last week we noticed that the icon of Document Set has changed within a list view from to This seems somehow to be related to the new functionality to change the colour of the folder. All tenants which already received this new feature show the wrong icon for Document Sets. All other locations ("New" menu, Details pane) are still using the Doc Set icon, so the list view seems the only place where the icon has changed for a Doc Set. I had a call with MS support today, and they told me (like on many SP-related issues before) that this is "by design". I am using Document Sets since 2010 - claiming that it is "by design" to change the Doc Set icon to the folder icon is like changing the icon of a Word file to the generic file icon.
SharePoint - Users have to click Save twice when create new Document Set
I am not sure what customization has been done on our SharePoint site but when user create new Document Set, there are 2 Save buttons, the 1st one is useless, the one at the bottom right is working. We are using SharePoint online. New site collection does not have this issue.
Document Sets - Use Flow to get Document Set properties
I'm trying to use Document Sets as a way to organise multiple sets of files and give each set metadata (status, cost, person responsible etc). Is there a way to use flow to retrieve the metadata of a selected document set, in a similar manner to how you would retrieve file info? Our proposed scenario is: Generate new request for information (new document set) Upload supporting files relating to the request for information into the document set Run a flow on the selected document set, retrieving the metadata and inputting into a template Save the Flow output (completed template) into the document set We were managing this previously using lists, but are finding it painful using attachments to list items. Also, I'm aware that Document sets are being brought across to modern, so we're anticipating this will be a useful feature going forward.Document Set Content Type in New Menu
I know you can create a Document Set and drag it into another Document Set. But is there a way to allow a Document Set as a Content Type of Document Set? It will be more intuitive for end users to have a consistent new menu experience at each layer (we only want to have two maximum).
Document set unable to delete default content on NoScript sites
It's possible to add default content to document sets. This functionality works just fine when creating new document sets from the document set content type. However, when the default content needs to be modified or deleted it's impossible to do so in sites that are enabled for NoScript. You get the access denied page "Sorry, you don't have access" when you try to delete a default content document and press OK in the document set advanced settings page. This has to be an oversight as it makes no sense that it's allowed to add default content but not delete it without disabling NoScript on the site. Can Microsoft please fix this? This is on SharePoint Online, but I believe the same issue is present on SharePoint 2019.Document set default content title property overridden using filename
If you add a default content document to a document set content type and create a new document set from that content type the default content will have it's title field set to the filename including extension. This contradicts the default behavior where templates uploaded to the new-menu and default OOB templates defaults to an empty Title field. Is there no way to specify the tile field for default content in document set content types or to set it as empty? This will for example override the ability for SharePoint Search to extract title from within the document for use in search results. Instead it will show the file name including extension. Jens Otto
Auto populate Name column Document Set with selected value lookup column
According to below question and pictures I am looking for a way to Auto populate Name column Document Set with selected value lookup column But I do not know how to do that. actually i wanted hide Name column on Document Set but i read some where is impossible. also i tried with java script but i could not. actually i do not know how? https://sharepoint.stackexchange.com/questions/286966/auto-populate-name-field-with-value-from-a-lookup-column-on-new-document-set-for
