SharePoint Document Sets - SharePoint Saturday Denver 2013

Document Sets - SPS Denver 2013
April Wolfe, SharePoint Consultant, MCITP, MCSA

NOVEMBER 9, 2013

© 2013 PLANET TECHNOLOGIES, INC.

April Wolfe
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Exclusively SharePoint-focused since late 2006
Member of Colorado SharePoint User Group Leadership
Team www.cospug.com
MCITP, SharePoint 2010
MCSA, Windows Server 2012
Specialties
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Codeless solutions using InfoPath, SharePoint
Designer, advanced SharePoint configurations, user-centric
solution design, communication strategies and documentation

Proud to work for Planet Technologies! www.go-planet.com
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Microsoft Partner with five gold and six silver competencies
CPLS Microsoft certified training partner
Six Time Microsoft Federal Partner of the Year
Three Time Microsoft State and Local Partner of the Year
We have MCSMs, MVP, MCT, CRM Rangers, and 130+
consultants across the country
Large team of highly skilled consultants in the Denver metro
area


Configuring
SharePoint to yield
business value by
facilitating processes

and enabling user
adoption

Process Flow

Goal: Create a process for submitting new Park
Proposals, sending for review, and tracking approvals


Process Flow – Submit New Form


Process Flow – Upload Documents
Document Set Welcome Page:


Process Flow – Send For Review


Process Flow – Review Documents


Process Flow - Approve


Process Flow – Approved


Content Type Setup
Site Columns

Site
Level

Make content type
changes at the
site level:
Site Actions >
Site Settings >
Gallery >
Site Columns/
Content Types

Create

New

In Review

Approved

Create

New

In Review

Approved

Library
Level

Apply content
types to a library:
Library Settings >
Advanced Settings >
Allow Management
Of Content Types,
then add content types


Other Ingredients
CSS

”Basic” sets border colors and strips out the default “Edit Properties”
and “View Properties” links on the Document Set Welcome Page

<style type="text/css">

Basic

.ms-WPBorderBorderOnly {padding: 5px; background-color: #f2f3f3;
border:3px #2E75B6; border-style:solid;}
#EditPropsLink {font-size: 0pt;}
#ViewPropsLink {display: none;}
</style>

New Proposal


#EditPropsLink:after {font-size:
14pt; content:"Click here to send for
review";} </style>


In Review


#EditPropsLink:after {font-size:
14pt; content:"Click here to
approve";}
</style>

Other Ingredients
Default Documents and Image Files

Document Sets can have default documents which are created when the
document set is created
The image files are for the Document Set Welcome Pages


Other Ingredients
Dashboard Plan

Mayor

Show document sets currently in the review stage where Required Reviews
contains “Mayor”

City Council

contains “City”

Your Mom

contains “Mom”


Other Ingredients
Workflows
Create

• Switch to “New” content
type to reveal additional
checkbox field


Processing

• Switch to “InReview”
content type if checked
for review
• Email reviewer

Other Ingredients
Workflows
Check Approvals

• Record results in Approval Log
• Compare Required Reviewers with Approval Log
• If any are missing, stop the workflow
• If none are missing, change content type to
“Approved” and send email


Implementation
 Create Site Columns
– Columns = fields that will
appear in the data entry forms
 Create Content Types
– Content Type = specific form
and specific Document Set
Welcome Page for each stage
 Customize Document Set Settings
– Specify which content types can
be added in the Document Sets
– Add columns to properties area
– Add default documents, such as
“Safety Checklist”
– Select which columns to share
between Document Sets and all
documents within them

 Edit each Document Set Welcome
Page
– Set web parts to be “border only”
– Move web parts around as
desired
– Add “Basic” CSS using Content
Editor Web Part
– Add “New Proposal” and “In
Review” CSS using CEWP
– Add images/instructions/etc. –
whatever helps the end users
understand what to do at each
stage

Implementation – Workflow: Create
 Executes when item is created
 Immediately switches from “Create”
content type to “New” content type.
Why? The sole purpose of this is to expose
additional fields by switching content types.
In this example, there is a checkbox called
“Send for Review” that we don’t want
visible when someone creates it, but rather
should only becomes visible once the
submitter has a chance to upload
documents. So by using a “Create” content
type without the checkbox, we hide that
field initially. Then when it is switched via
this workflow, it becomes visible for the
next step.

 Sends an email

Implementation – Workflow: Processing
 Executes when item is updated
 Checks if the Send for Review
checkbox was checked and that it is a
New proposal
 Switches the content type to InReview
to reveal different fields in the form for
the next stage
 Sends an email


Implementation – Workflow: Approvals
 Executes when an item is updated
 Updates Approval Log

 Resets fields


Implementation – Workflow: Approvals
 Compares Required Reviewers with
actual reviewers
– If a reviewer is required but not
yet in the approval log, the
workflow stops because at least
one review is not complete
– If a reviewer is required and is
already in the approval log, it
goes to the next condition
– If all required reviewers match
actual reviewers in the approval
log, then it is approved; the
content type is switched and
email is sent


Implementation – Dashboard
 Add web parts for each audience
 Optional: create SharePoint group for
each audience and populate with
people
 Edit each web part and edit the
current view:
– Filter: show items where content
type = InReview and Required
Reviewers contains Mayor
(repeat for all)
– Choose columns and other
settings, including audience
targeting where you select the
appropriate SharePoint group


Questions?

awolfe@go-planet.com
@SharePointWolfe
www.linkedin.com/in/aprilwolfe


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