• Status: Solved
  • Priority: Medium
  • Security: Public
  • Views: 294
  • Last Modified:

List of Documents in SharePoint Docuiment Library

Hello Experts,

I am trying a build a master list of documents list on our portal. The aim here is to list all doc names, IDs, last modified date, modified by, doc status( approved,pending) and version number.

I have created a view that shows all this information but when i try to export it to spreadsheet it does not bring over the version number.

Other option i tried is by running a report from designer but the data requries a lot of clean up and ofcourse it required desinger which not everyone has except me.

I was wondering if there is a way to automatically dump all this data into a list and just maintain that?

Thanks in advance!
R
0
rohitsurya
Asked:
rohitsurya
  • 4
  • 3
1 Solution
 
MelMcCommented:
You coudl create a custom list that has lookup fields on the document library and then export that.
0
 
rohitsuryaAuthor Commented:
Thanks! Can you tell me how i can do that? sounds like a great idea.
0
 
MelMcCommented:
Create a custom list. The only field that will be automatically created will be the Title field.
Create a new column in the list, for the type select lookup then select the library as the source and what column you want to pull in.
You can do this for each field that you want on your "report"
Then that can be exported to Excel.
0
Windows Server 2016: All you need to know

Learn about Hyper-V features that increase functionality and usability of Microsoft Windows Server 2016. Also, throughout this eBook, you’ll find some basic PowerShell examples that will help you leverage the scripts in your environments!

 
rohitsuryaAuthor Commented:

Ok i tried what you suggested and it works but here is a additional challenge

there are 16 folders from where i need this information but these folders are part of a huge document library. so when i create a look up column its pulling versions of ALL the documents not only the onlye from these 16 folders which is understandable.

I cannot move these folders to a separate doc library since it was set up that way by someone before me.

Can i bind this column with individual document. and have it pull version from say looking at the doc title or something.
0
 
MelMcCommented:
It looks like this tool may be able to help.
http://www.artfulbits.com/products/sharepoint/cross-site-lookup.aspx

OR you will have to write a custom column via code

OR you could use SPD and update the view that and add a column that displays @FieldRef (which is the item's URL) and just trim out the portion that holds the folder portion of the URL. Although I do not think that this will export to Excel.
0
 
MelMcCommented:
Another option would be to have a metadata field that was set to the folder name or some type of category and you could filter on that.
0
 
rohitsuryaAuthor Commented:

ok this is what i did.

I just created a view that has doc id, status ,etc etc etc and version id. it serves our purpose. but still i cannot export the version to excel. everything else is exporting.
0

Featured Post

Concerto's Cloud Advisory Services

Want to avoid the missteps to gaining all the benefits of the cloud? Learn more about the different assessment options from our Cloud Advisory team.

  • 4
  • 3
Tackle projects and never again get stuck behind a technical roadblock.
Join Now