Enable SharePoint Doc Sets with Ease: Quick Guide
SharePoint Online
Nov 25, 2023 9:00 AM

Enable SharePoint Doc Sets with Ease: Quick Guide

by HubSite 365 about Daniel Anderson [MVP]

A Microsoft MVP 𝗁𝖾𝗅𝗉𝗂𝗇𝗀 develop careers, scale and π—€π—‹π—ˆπ— businesses 𝖻𝗒 π–Ύπ—†π—‰π—ˆπ—π–Ύπ—‹π—‚π—‡π—€ everyone π—π—ˆ 𝖺𝖼𝗁𝗂𝖾𝗏𝖾 π—†π—ˆπ—‹π–Ύ 𝗐𝗂𝗍𝗁 π–¬π—‚π–Όπ—‹π—ˆπ—Œπ—ˆπ–Ώπ— πŸ₯𝟨𝟧

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Master SharePoint Document Sets for Efficient Project Management

A Document Set in SharePoint Online essentially acts as a content type and is available across the site collection. Once created, it allows for streamlined handling of multiple documents as if they were one item. This functionality is particularly useful for managing documents that may be created in different phases, by various individuals, or in multiple formats.

The flexibility of a Document Set includes being able to design a Welcome Page customized with project details. This Document Set feature makes it easier for team members to access important information and resources. Additionally, predefined content can be automatically generated within each Document Set using controlled templates, ensuring consistency and adherence to organizational standards.

SharePoint Document Sets further offer the ability to define specific content types and shared metadata within the set. Organizing workflows is also simplified, as Document Sets can go through review and approval processes collectively. Moreover, Document Sets can be routed to specific folders, sites, or libraries through the Content Organizer.

Users find themselves at ease managing Document Sets due to the familiar document management features within SharePoint Online. Document Set authors are empowered to create new work products with ease, capture version histories, initiate workflows, and manage permissions. Even sending links or moving Document Sets is streamlined with the Send To command, ensuring seamless interaction and distribution.

In conclusion, SharePoint Document Sets are a powerful tool for managing related documents. The content type offers customizable characteristics, metadata, and workflow processes that simplify the creation and handling of multi-document work products. Easy to set up and use, Document Sets enhance project management and ensure organizational consistency.

Enhancing Efficiency with SharePoint Document Sets

To enable Document Sets in SharePoint, you need to follow a series of steps. Document Sets are a feature that allows you to group related documents together, making them easier to manage and work with. Here’s how you can enable them:

  • Activate the Site Collection Feature: First, you need to activate the 'Document Sets' feature at the site collection level. Go to 'Site Settings' > 'Site Collection Administration' > 'Site Collection Features'. Find the 'Document Sets' feature and click 'Activate'.
  • Add Document Set Content Type: Once the feature is activated, you need to add the Document Set content type to your library. Go to the library where you want to use Document Sets. Click on 'Library Settings' > 'Advanced settings'. Ensure that 'Allow management of content types?' is set to 'Yes'. Then, under 'Content Types', click 'Add from existing site content types'. Select 'Document Set' from the list and add it to your library.
  • Configure Document Set: You can now configure the Document Set by adding or removing document templates, setting up default metadata, etc. This can be done through the library settings under the 'Document Set' content type.

Once these steps are completed, you'll be able to create and use Document Sets in your SharePoint library.

Summary: Enabling Document Sets in SharePoint

Document Sets are a useful feature in SharePoint for grouping related documents. To enable them, you need to activate the feature at the site collection level, add the Document Set content type to your desired library, and configure it according to your needs. This allows for better organization and management of documents in SharePoint.

The introduction of Document Sets in SharePoint Online is a game-changer for managing related documents. They offer an innovative way to handle multi-document work products as a single unit, which is a significant advantage in various industries dealing with complex projects.

With customizable features, such as the Welcome Page, and the ability to ensure the uniformity of documents through shared metadata and templates, SharePoint Document Sets streamline project management tasks. Furthermore, they integrate seamlessly with existing SharePoint features, providing a familiar interface for users while extending functionality. This powerful tool thus becomes a vital asset in organizations’ digital toolkits, fostering collaboration and enhancing productivity.

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