Document Management in the List View

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1 Document Management in the List View I want to manage my documents inside folders. I also want to manage my folders within the Quest List View and copy or move documents to different folder. Module Background: Quest Log Homes Storyline: Alison Arroyo, a QLH Sales Person from the East Region has been charged to manage Sales Documents for the East Region. Alison has an existing process in place that she uses to help her create Sales Documents. The process contains three steps: Create the Document Template, Update the Document and Release it. To manage this process, Alison has created a Document Library named: Sales that contains three Folders: 01 Templates, 02 Drafts and 03 Releases. When the document is ready for Release it is copied from the: "03 Releases" folder to the: "Sales Documents for Release" Document Library. Existing Problem: Alison is very satisfied with the Sales Document Management process in place. However, she is not happy with the manual steps required to copy a Document ready to Release into the "Sales Documents for Release" Document Library". The copying process involves copying the Sales Release Document in an Explorer View to the clipboard and pasting the same document in the "Sales Documents for Release" Document Library in Explorer View. While this process works, because of the many manual steps involved, it is open to errors. Alison would like to simplify this process. Solution provided by the QDS WebParts: The answer to Alison's problem comes in the form of the Quest List View WebPart.

2 By using the Quest List View WebPart with the Source and Destination Document Libraries, the user can select the Document(s) to copy or move from the source Document Library folders. The Quest List View WebPart simplifies the process by eliminating the multiple steps involved when copying Documents through the Explorer View. Module Lessons: How Do Folders Work in the List View? Microsoft SharePoint 2003 includes the ability to create folders within document libraries. Microsoft SharePoint 2007 expands this further by enabling the user to create folders within SharePoint lists as well. However, the majority of times the folder functionality is used in document libraries. Users can configure the Quest List View to display folders in the lists or libraries that are being displayed in the list view. This opens up the folder panel which can be used to manage the folders within the lists or libraries. The items in the selected folder are shown in grid underneath the folder panel. The folders can also be expanded which displays any sub folders. Folders can also be created under the currently selected folder and the current folder can be deleted as well. Applying CAML Filter to Folders Besides the ability to filter the list items, the Quest List View also gives you the ability to filter the folders that are displayed in the folder panel. SharePoint 2007 gives you the ability to apply metadata on folders and there are many organizations who take advantage of this capability. If you maintain a good metadata on your folders, then the ability to filter the folders will be very useful for you. For example, you may categorize your folder using Category field. You can apply the filter for your folders so that only folders with specific category appear in the folder panel. Using the Quest List View to Move and Copy Documents The Quest List View WebPart contains the ability to copy or move a document to another folder or another library. This is demonstrated in table 1 below. Note: Moving or copying action only works for documents in a document library. This capability does not work for list items in regular SharePoint list.

3 Module Labs: Table 1: Moving/Copying documents from source to destination Lab Setup: Starting Location: Starting Module: QLH Employee: Username: Password: 08 Module 08 Document Management in Quest List View Adam Anderson LITWAREINC\SPAdmin Lab 1: Managing Folders Using the List View WebPart 1. Click on the Manage Sales Document Libraries Folders WebPart Menu 2. Click Configure 3. Click Edit button of the Viewed Lists section 4. Check the checkboxes for: a. Sales b. Sales Documents for Release 5. Click OK button 6. Click Save button 7. Click the Edit button of the Display Fields section 8. Check the following checkboxes: a. Name b. Title c. ID d. Checked Out To

4 e. Workspace URL 9. Click the Save Button 10. Click the Toolbar Appearance Tab 11. Check the Show Folders CheckBox 12. Click OK Button Lab 2: Showing Folders in Explorer View with the List View WebPart 1. Click the Actions Toolbar Button 2. Click Show Folders Lab 3: Hiding Folders in Explorer View with the List View WebPart 1. Click the Close button at the bottom of the Explorer View Lab 4: Showing the Folder Panel on page load 1. Click on the Manage Sales Document Libraries Folders WebPart Menu

5 2. Click Configure 3. Click the Folder Tree Appearance tab 4. Check the Show Folder Tree on Page Load checkbox 5. Click OK Lab 5: Creating a Folder Using the List View WebPart 1. Click the Actions Toolbar Button 2. Click Show Folders 3. Hover over the folder node where the subfolder will be created 4. Right click the node 5. Click New Folder 6. Create a folder titled Q3 Sales Numbers 7. Click the Actions Toolbar Button 8. Click Show Folder 9. Expand the node where the subfolder was created Lab 6: Deleting a Folder Using the List View WebPart 1. Hover over the folder node to be deleted 2. Right click the node 3. Click Delete

6 Lab 7: Moving and Copying a Document using the List View WebPart 1. Click on the Manage Sales Document Libraries Folders WebPart Menu 2. Click Configure 3. Click the Toolbar Appearance Tab 4. Check the Show Copy/Move Button 5. Click OK button 6. Click the folder node where the document is located: Sales/ 01 Templates 7. Click on the Document to be copied ( it should turn into a light dark grey background ) 8. Click the Actions Toolbar Button 9. Click Copy/Move 10. Choose the action: Copy or Move 11. Check the Overwrite existing files checkbox if required 12. Select Target Folder: Sales Documents for Release 13. Click Go button

7 14. Click OK Button 15. Click the Actions Toolbar Button 16. Click the Show Folders Button

8 17. Click the Sales Documents for Release Folder Lab 8: Setting Up CAML Filter for Folders In this exercise, we will setup a CAML filter for the folders. We will setup the CAML filter so that only the folder that contains the word sales will show up in the folder panel. 1. Click on the Manage Sales Document Libraries Folders WebPart Menu 2. Click Configure 3. Scroll down to the CAML Filter for Folders property and click the Edit button 4. Click Add Condition 5. Select Name in the Field Name dropdown 6. Select Contains in the Operator dropdown 7. Enter sales for the Value 8. Click Save 9. Click OK

9 10. Expand the Sales document library and notice that only the folder that contains the word sales appear in the folder panel

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