Update: Document Sets in Modern Document Libraries
I am pleased to announce some updates on the plan and timeline for improving the Document Set experience in modern document libraries.
In January, we communicated a March delivery date for these improvements. We apologize for missing that date. We’re now planning on rolling out this change in May. We will be making the official announcement to the Message Center very soon with exact dates. Thank you all for your patience!
This change allows organizations to use the power of document sets to group related documents together with consistent metadata and structure without having to go back and forth between classic and modern experiences.
Document sets now look and feel like ordinary folders in modern libraries, and benefit from all the cool new features in modern. This means that users can drag and drop content to upload to document sets, link to content that lives outside the document set, pin files to the top of the document set, start flows on document set items, and define conditional formatting on document set items. It also means that the Document Set experience can be customized using SharePoint Framework Extensions, just like all other modern list views.
All the content management rules you can define on document set content types are still supported. No business processes were harmed in the making of this change! Document set metadata can be viewed and edited in the details pane while in a document set. Shared metadata specified in a document set content type continues to work as it always has; values inside shared columns will be copied to items inside the document set. Columns that are identified as Welcome page columns in the content type are sorted to the top of the details pane, so that users can find them easily.Content and structure rules specified in the document set content type are also supported, including the default content and default view settings.
Document set versioning functionality will appear under the context menu on document set items in the modern list view, include “Capture Version” and “Version History.” Other document set-specific actions from the Document Set ribbon are still there, but only in classic. Just like any other modern list view page, you can click “Return to classic SharePoint” in the lower left hand corner to go back the classic document set experience back.
The one caveat is that customized document set welcome pages are not supported in modern. This change will not affect document sets that use welcome pages that have been configured with custom HTML or web parts; those welcome pages will still be displayed in classic mode, as they are today.
LincolnDeMaris When pushing new document sets from the CTH, they always seem to be classic for some reason. In our brand new development environment new document sets are modern. Is there a way to modernize existing document sets in the CTH? If not, how can I make a modern document set in the CTH that I can use to replace the old one's?
How about the Document Set Welcome page in the Modern setup. Many will prefer the classic setup, where the folder picture and document set attributes are displayed on top.... instead of the document set info displayed to the right (info pane)LincolnDeMaris
Do you know how to change this without changing to classic.
We are noticing a behaviour with Document Sets where we change the content type on a Document Set to folder so that we can use them as folder, but internally it remains a Document Set - meaning you can't create a document set inside that folder.
Looks like when a Document Set's content type is changed to Folder, not all internal metadata are reset, causing UI to treat the folder like a Document Set although it's no longer one!
That appears to be by design. Document sets within document sets could lead to contradicting content type restruction and metadata inheritance rules. You can still create (sub-)folders within document sets, and the metadata wil inherit across these onto the items stored in (sub-)folders. Only expection (still by Nov 2023) is that enterprise keywords, if in use, do not seem to inherit at all. Probably because they are a 'special' kind of column with different behavior.
I have found that if I have, for example, three different custom content type Document Sets added to the same library, then, after creating new Document Set and saving it, Details Pane shows additional columns as not filled, but that columns belong to other Document Set content type in the same library.
If I go back to the document library and reopen the same newly created Document Set again, then all columns are displayed correctly.
The same wrong columns are displayed when link to document set is opened from Flow dynamic content called "Link To Item".
I have noticed that CORRECT columns are displayed when URL in browser has "viewid=".
And INCORRECT columns are showed when URL doesn't have "viewid=" - just after saving the document set, or reaching it from MS Teams Dynamic content link.
I have already reported the issue, MS has opened the ticket, but still waiting for an answer.
Also it looks like when I add first custom Document Set content type to Document Library, everything is correct. But when I add second one or third one, and try to create new Set, the additional fields from first content type is show as not filled out.
LincolnDeMaris, when updating a document set content type (like adding a new allowed content type), here is the behavior:
For existing documents set folders created before the update:
The new content type will only be available at the root of the document set folder. It will not be available for folders inside the document set folder.
To be able to get the new content type inside these subfolders, I need to switch to classic, open the document set folder and perform an "Update documents set". This command is not available in Modern. I want to make sure we will get this option in modern unless adding a new content type will be reflected in subfolders without performing an update.
For newly created documents set folders: It will work as expected.
There are still other issues with documents set and it looks like there is no more tuning on this. Can you give us the status for modern documents set development? Is this completed for Microsoft?
LincolnDeMaris This has been a long going discussion, but for what I have read no one has mentioned the problem I'm experiencing when I search within a library with Document Sets. The search works fine. I can find my document set, but as I then select the document set to open it it does not switch to the configured view for that one. My views for showing the document sets and the one showing the content inside the document set is quite different, and I end up seeing nothing inside the document set even though it has content. To see the content I have to switch the view manually.
This works just fine when not doing a search. I have tried configuring the views so the document set one is only shown at the top level, and the one showing the content of the document set is shown only for the proper content type, but this does not work when your searching either.
Anyone that has seen this and managed to find a way around?
KaiAtleI can confirm the behaviour you're describing. I didn't find a workaround so far (except for relying more on the searchfunction of the Harmon.ie Outlook plugin rather than SharePoint-in-browser. That comes with other downsides, as it is more focused on files than on document sets/views - but in the end, it is much faster to find the right document and access its properties.
LincolnDeMaris Can you help me understand how I can trigger a power automate flow to notify a team when a document set is created? I'm struggling with this
SarahTurnerI created a Flow that only runs if the Content Type is equal to DocSet, in this case, DocSet is the document set Content Type. I have two Flows that are triggered by my document set library and both use Trigger Conditions to filter on what they should process.
Example Flow Document Set: Trigger Condition: @equals(triggerBody()?['{ContentType}']?['Name'], 'DocSet') Flow Process Documents in Library: Trigger Condition: @not(equals(triggerBody()?['{ContentType}']?['Name'], 'DocSet'))
You can use Trigger Conditions or Conditions in the Flow.
LincolnDeMaris it would be great if we could specify more default content content types then just document, for example folder would be useful if you want to create a folder structure with no documents inside the folders.
LincolnDeMaris What's the go with folders inside document sets not inheriting changed metadata from the set? The files inside the document inherit properly but not the folders?
Is anyone else having this issue and is there a workaround for now? I contemplated running a flow overnight to repopulate all my metadata but I have a "last modified by" requirement and this would stuff that up.
Folders do not have custom metadata so nothing to inherit... unless you added custom metadata to your folder content type (not recommended). Items will inherit the metadata across (sub-)folders as you have seen, so no problem there. One unformtunate exception: enterprise keywords, if used. Note: you cannot use document sets within documents sets.
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I am pleased to announce some updates on the plan and timeline for improving the Document Set experience in modern document libraries.
\n
\n
In January, we communicated a March delivery date for these improvements. We apologize for missing that date. We’re now planning on rolling out this change in May. We will be making the official announcement to the Message Center very soon with exact dates. Thank you all for your patience!
\n
\n
This change allows organizations to use the power of document sets to group related documents together with consistent metadata and structure without having to go back and forth between classic and modern experiences.
\n
\n
\n
Document sets now look and feel like ordinary folders in modern libraries, and benefit from all the cool new features in modern. This means that users can drag and drop content to upload to document sets, link to content that lives outside the document set, pin files to the top of the document set, start flows on document set items, and define conditional formatting on document set items. It also means that the Document Set experience can be customized using SharePoint Framework Extensions, just like all other modern list views.
\n
\n
All the content management rules you can define on document set content types are still supported. No business processes were harmed in the making of this change! Document set metadata can be viewed and edited in the details pane while in a document set. Shared metadata specified in a document set content type continues to work as it always has; values inside shared columns will be copied to items inside the document set. Columns that are identified as Welcome page columns in the content type are sorted to the top of the details pane, so that users can find them easily.Content and structure rules specified in the document set content type are also supported, including the default content and default view settings.
\n
\n
Document set versioning functionality will appear under the context menu on document set items in the modern list view, include “Capture Version” and “Version History.” Other document set-specific actions from the Document Set ribbon are still there, but only in classic. Just like any other modern list view page, you can click “Return to classic SharePoint” in the lower left hand corner to go back the classic document set experience back.
\n
\n
The one caveat is that customized document set welcome pages are not supported in modern. This change will not affect document sets that use welcome pages that have been configured with custom HTML or web parts; those welcome pages will still be displayed in classic mode, as they are today.
\n
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I am pleased to announce some updates on the plan and timeline for improving the Document Set experience in modern document libraries.
\n
\n
In January, we communicated a March delivery date for these improvements. We apologize for missing that date. We’re now planning on rolling out this change in May. We will be making the official announcement to the Message Center very soon with exact dates. Thank you all for your patience!
\n
\n
This change allows organizations to use the power of document sets to group related documents together with consistent metadata and structure without having to go back and forth between classic and modern experiences.
\n
\n
\n
Document sets now look and feel like ordinary folders in modern libraries, and benefit from all the cool new features in modern. This means that users can drag and drop content to upload to document sets, link to content that lives outside the document set, pin files to the top of the document set, start flows on document set items, and define conditional formatting on document set items. It also means that the Document Set experience can be customized using SharePoint Framework Extensions, just like all other modern list views.
\n
\n
All the content management rules you can define on document set content types are still supported. No business processes were harmed in the making of this change! Document set metadata can be viewed and edited in the details pane while in a document set. Shared metadata specified in a document set content type continues to work as it always has; values inside shared columns will be copied to items inside the document set. Columns that are identified as Welcome page columns in the content type are sorted to the top of the details pane, so that users can find them easily.Content and structure rules specified in the document set content type are also supported, including the default content and default view settings.
\n
\n
Document set versioning functionality will appear under the context menu on document set items in the modern list view, include “Capture Version” and “Version History.” Other document set-specific actions from the Document Set ribbon are still there, but only in classic. Just like any other modern list view page, you can click “Return to classic SharePoint” in the lower left hand corner to go back the classic document set experience back.
\n
\n
The one caveat is that customized document set welcome pages are not supported in modern. This change will not affect document sets that use welcome pages that have been configured with custom HTML or web parts; those welcome pages will still be displayed in classic mode, as they are today.
\n
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LincolnDeMaris When pushing new document sets from the CTH, they always seem to be classic for some reason. In our brand new development environment new document sets are modern. Is there a way to modernize existing document sets in the CTH? If not, how can I make a modern document set in the CTH that I can use to replace the old one's?
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How about the Document Set Welcome page in the Modern setup. Many will prefer the classic setup, where the folder picture and document set attributes are displayed on top.... instead of the document set info displayed to the right (info pane)LincolnDeMaris
Do you know how to change this without changing to classic.
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We are noticing a behaviour with Document Sets where we change the content type on a Document Set to folder so that we can use them as folder, but internally it remains a Document Set - meaning you can't create a document set inside that folder.
Looks like when a Document Set's content type is changed to Folder, not all internal metadata are reset, causing UI to treat the folder like a Document Set although it's no longer one!
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I have found that if I have, for example, three different custom content type Document Sets added to the same library, then, after creating new Document Set and saving it, Details Pane shows additional columns as not filled, but that columns belong to other Document Set content type in the same library.
If I go back to the document library and reopen the same newly created Document Set again, then all columns are displayed correctly.
The same wrong columns are displayed when link to document set is opened from Flow dynamic content called \"Link To Item\".
I have noticed that CORRECT columns are displayed when URL in browser has \"viewid=\".
And INCORRECT columns are showed when URL doesn't have \"viewid=\" - just after saving the document set, or reaching it from MS Teams Dynamic content link.
I have already reported the issue, MS has opened the ticket, but still waiting for an answer.
Also it looks like when I add first custom Document Set content type to Document Library, everything is correct. But when I add second one or third one, and try to create new Set, the additional fields from first content type is show as not filled out.
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LincolnDeMaris, when updating a document set content type (like adding a new allowed content type), here is the behavior:
For existing documents set folders created before the update:
The new content type will only be available at the root of the document set folder. It will not be available for folders inside the document set folder.
To be able to get the new content type inside these subfolders, I need to switch to classic, open the document set folder and perform an \"Update documents set\". This command is not available in Modern. I want to make sure we will get this option in modern unless adding a new content type will be reflected in subfolders without performing an update.
For newly created documents set folders: It will work as expected.
There are still other issues with documents set and it looks like there is no more tuning on this. Can you give us the status for modern documents set development? Is this completed for Microsoft?
Thanks.
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LincolnDeMaris This has been a long going discussion, but for what I have read no one has mentioned the problem I'm experiencing when I search within a library with Document Sets. The search works fine. I can find my document set, but as I then select the document set to open it it does not switch to the configured view for that one. My views for showing the document sets and the one showing the content inside the document set is quite different, and I end up seeing nothing inside the document set even though it has content. To see the content I have to switch the view manually.
This works just fine when not doing a search. I have tried configuring the views so the document set one is only shown at the top level, and the one showing the content of the document set is shown only for the proper content type, but this does not work when your searching either.
Anyone that has seen this and managed to find a way around?
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KaiAtle Im having same problem. View switches on opening folder.
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KaiAtleI can confirm the behaviour you're describing. I didn't find a workaround so far (except for relying more on the searchfunction of the Harmon.ie Outlook plugin rather than SharePoint-in-browser. That comes with other downsides, as it is more focused on files than on document sets/views - but in the end, it is much faster to find the right document and access its properties.
Kr,
Vincent
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LincolnDeMaris Can you help me understand how I can trigger a power automate flow to notify a team when a document set is created? I'm struggling with this
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I also do not see \"document set' triggers in power automate. we are on the gov network.
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SarahTurnerI created a Flow that only runs if the Content Type is equal to DocSet, in this case, DocSet is the document set Content Type. I have two Flows that are triggered by my document set library and both use Trigger Conditions to filter on what they should process.
Example Flow Document Set: Trigger Condition: @equals(triggerBody()?['{ContentType}']?['Name'], 'DocSet') Flow Process Documents in Library: Trigger Condition: @not(equals(triggerBody()?['{ContentType}']?['Name'], 'DocSet'))
You can use Trigger Conditions or Conditions in the Flow.
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LincolnDeMaris it would be great if we could specify more default content content types then just document, for example folder would be useful if you want to create a folder structure with no documents inside the folders.
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I discovered an apparent document set bug trying to add default documents.
Despite # now being a legal filename character, and being able to upload files to a document set with # in the filename:
* When document set settings is displayed, SharePoint only includes the characters in the filename up to the #
* You get an access denied error when you try to edit and save any document set changes
The issue can be resolved by deleting the document set. Which is really tough if you've already added the content type to a library and added content.
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LincolnDeMaris , Shared Columns does not synchronize when copying or moving files into a Document Sets. Is this normal?
Also adding the document sets name at the beginning of each file names does not work....
Can we get some feedback to know if modern document sets will be abandoned because this can't be used in production as it is right now.
Thanks.
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LincolnDeMaris What's the go with folders inside document sets not inheriting changed metadata from the set? The files inside the document inherit properly but not the folders?
Is anyone else having this issue and is there a workaround for now? I contemplated running a flow overnight to repopulate all my metadata but I have a \"last modified by\" requirement and this would stuff that up.
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Items will inherit the metadata across (sub-)folders as you have seen, so no problem there. One unformtunate exception: enterprise keywords, if used. Note: you cannot use document sets within documents sets.","body@stripHtml({\"removeProcessingText\":false,\"removeSpoilerMarkup\":false,\"removeTocMarkup\":false,\"truncateLength\":200})@stringLength":"203","kudosSumWeight":0,"repliesCount":0,"postTime":"2023-11-24T02:10:27.499-08:00","lastPublishTime":"2023-11-24T02:10:27.499-08:00","metrics":{"__typename":"MessageMetrics","views":2367},"visibilityScope":"PUBLIC","placeholder":false,"originalMessageForPlaceholder":null,"isEscalated":null,"solution":false,"entityType":"FORUM_REPLY","eventPath":"category:Content_Management/category:products-services/category:communities/community:gxcuf89792board:SharePoint_General/message:464058/message:3991508","attachments":{"__typename":"AttachmentConnection","edges":[],"pageInfo":{"__typename":"PageInfo","hasNextPage":false,"endCursor":null,"hasPreviousPage":false,"startCursor":null}},"customFields":[]},"CachedAsset:text:en_US-components/community/NavbarDropdownToggle-1743095130000":{"__typename":"CachedAsset","id":"text:en_US-components/community/NavbarDropdownToggle-1743095130000","value":{"ariaLabelClosed":"Press the down arrow to open the menu"},"localOverride":false},"CachedAsset:text:en_US-shared/client/components/common/QueryHandler-1743095130000":{"__typename":"CachedAsset","id":"text:en_US-shared/client/components/common/QueryHandler-1743095130000","value":{"title":"Query Handler"},"localOverride":false},"CachedAsset:text:en_US-components/messages/EscalatedMessageBanner-1743095130000":{"__typename":"CachedAsset","id":"text:en_US-components/messages/EscalatedMessageBanner-1743095130000","value":{"escalationMessage":"Escalated to Salesforce by {username} on {date}","viewDetails":"View Details","modalTitle":"Case Details","escalatedBy":"Escalated by: ","escalatedOn":"Escalated on: ","caseNumber":"Case Number: ","status":"Status: ","lastUpdateDate":"Last Update: ","automaticEscalation":"automatic escalation","anonymous":"Anonymous"},"localOverride":false},"CachedAsset:text:en_US-components/users/UserLink-1743095130000":{"__typename":"CachedAsset","id":"text:en_US-components/users/UserLink-1743095130000","value":{"authorName":"View Profile: {author}","anonymous":"Anonymous"},"localOverride":false},"CachedAsset:text:en_US-shared/client/components/users/UserRank-1743095130000":{"__typename":"CachedAsset","id":"text:en_US-shared/client/components/users/UserRank-1743095130000","value":{"rankName":"{rankName}","userRank":"Author rank {rankName}"},"localOverride":false},"CachedAsset:text:en_US-components/messages/MessageTime-1743095130000":{"__typename":"CachedAsset","id":"text:en_US-components/messages/MessageTime-1743095130000","value":{"postTime":"Published: {time}","lastPublishTime":"Last Update: {time}","conversation.lastPostingActivityTime":"Last posting activity time: {time}","conversation.lastPostTime":"Last post time: {time}","moderationData.rejectTime":"Rejected time: {time}"},"localOverride":false},"CachedAsset:text:en_US-components/messages/MessageSolvedBadge-1743095130000":{"__typename":"CachedAsset","id":"text:en_US-components/messages/MessageSolvedBadge-1743095130000","value":{"solved":"Solved"},"localOverride":false},"CachedAsset:text:en_US-components/messages/MessageSubject-1743095130000":{"__typename":"CachedAsset","id":"text:en_US-components/messages/MessageSubject-1743095130000","value":{"noSubject":"(no subject)"},"localOverride":false},"CachedAsset:text:en_US-components/messages/MessageBody-1743095130000":{"__typename":"CachedAsset","id":"text:en_US-components/messages/MessageBody-1743095130000","value":{"showMessageBody":"Show More","mentionsErrorTitle":"{mentionsType, select, board {Board} user {User} message {Message} other {}} No Longer Available","mentionsErrorMessage":"The {mentionsType} you are trying to view has been removed from the community.","videoProcessing":"Video is being processed. 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Microsoft
