This SharePoint tutorial explains, what is document sets in SharePoint Online? How to activate document sets features in SharePoint Online/2013/2016.
Also, we will see how to create a custom document set content type as well as we will see how to add default content to a document set content type in SharePoint Online Office 365.
SharePoint Tutorial Contents
- Document Sets in SharePoint Online
- Activate Document sets feature in SharePoint Online
- Create Document Sets in SharePoint Online Document Library
- Add default content to document sets content type in SharePoint Online
- Enable Document Sets Feature
- Create a custom document sets content type
- Add Document Sets Custom Content Type to Document library
Document Set in SharePoint enables users to group multiple documents that support a single project or task, together into a single entity.
To work with Document sets we first need to activate the document set feature, then we need to enable content type And then we can add documents.
To activate the feature, open your SharePoint site and then click on the Settings icon and then Site Settings. This will open the Site Settings page. Here click on “Site collection features” under Site Collection Administration. Then in the Site collection features page, search for “Document Sets” feature and activate the feature.
Now you can create a document library in the SharePoint Online site, then go to the library settings. Then in the library settings page, click on Advanced settings under the General Settings page. Then in the Advanced Settings page select the Yes radio button in the Content Types section as shown in the fig below:
Now in the Library Settings page, click on “Add from existing site content types” under Content Types.
Then select Document Set and then click on Add like below:
Then open the document library and from the Ribbon click FILES tab and then click on Document Set like below:
This will open the Document Set pag, Give a name and Description like below, then Save.
Then click on Add a document, then select the file and Destination folder.
Now when you open the document library you will be able to see the document set name and if you click on that, then you will be able to see all the documents which you have uploaded to the particular document set.
Now, we will see, how to create a custom document set content type as well as we will see how to add default content to a document set content type in SharePoint Online Office 365.
Document sets are a feature that comes in SharePoint 2013, which helps to store and manage related documents for a single deliverable. Suppose you have a sales team that wants to store documents, files, photos, audio files, etc which are related to a particular case. Documents Sets provide those teams and users with the ability to manage those sets of documents as a single collection, deliverable, or work product.
Enable Document Sets Feature
Document sets is a feature at the site collection level which we have to activate before using it. To activate document sets feature, Open the Site Settings page then from Site Collection Administration, click Site collection features. And then from the Features pages search for Document Sets feature and click on Activate button.
Create a custom document sets content type
Now we will see how we can create a custom document sets content type. For this follow below steps:
– Open SharePoint site -> Site Settings -> then click on Site content types which is under Web Designer Galleries.
Then click on the Create button which will take you to the Create Custom Content Type page. Here give a name & description for the content type. And then choose “Document Set Content Types” in the Select parent content type from dropdown list. And then choose Parent Content Type as “Document Set”.
Once the document sets content type created, then click on the document sets content type to see the details about the content type. Here click on the Document Set settings like below:
Here is the Allowed Content Types section, you can see only Document will be there. Here I have just added one more content type as Image which looks like below:
Then in the Default Content you can select the Content Type for which you want to put the default content and then you can also give folder name and File Name and then choose a default file.
If you have given the Folder name then the document will come inside the Folder. It looks like below:
If you want the document set to the appended to each file name then you can check the check box “Add the name of the Document Set to each file name” as shown above.
Similarly if you want to add more default content then you can click on Add new default content… link to add more options like below:
Add Document Sets Custom Content Type to Document library
Now we will add the custom content type which we have created in the above steps to a document library.
Open the document library and then in the library settings page if you are not able to see “Content Types” section then we need to enable it in the “Advanced settings” page of the document library.
If you are using the new list looks in SharePoint online site, then you will not see the ribbon to go to the library settings page. Here once you open the document library then from gear settings icon and then click on “Library settings”. Then click on “Advanced settings” which is under “General Settings” category.
Then in the Advanced Settings page select Yes in “Allow management of content types?” section.
Now go back to the document library settings page and click on “Add from existing site content types” which is under Content Types section. Then choose Custom Content Types and then add our custom content type which we have created.
Once you add the content type, then the document sets content type will be available under the new button like below:
Click on that to create a document sets. Then add the details about the document sets like below:
Once the document sets got created you can see one folder got created which we have given in the default content section like below:
When you will click on the folder you can see the default document will appear which we have added like below:
In this SharePoint tutorial, we learned how to add default content to document sets content type in SharePoint Online Office 365?
You may like following SharePoint tutorials:
- Extending Web Applications in SharePoint 2013
- Delete Hidden Web Application in SharePoint 2013 using PowerShell
- SharePoint 2016 Create a web application and a Site collection using PowerShell
I hope this SharePoint tutorial explains all about document sets in SharePoint Online or SharePoint 2013/2016 and how to add default content to document sets content type in SharePoint Online Office 365.
Bhawana Rathore is a Microsoft MVP (3 times in Office Apps & Services) and a passionate SharePoint Consultant, having around 10 years of IT experience in the industry, as well as in .Net technologies. She likes to share her technical expertise in EnjoySharePoint.com and SPGuides.com