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SharePoint 2013; Creating a document set based on a library column

Posted on 2014-08-28
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Last Modified: 2014-09-12
Document sets are different now.  How to create a "library" view of documents in different libraries, using a value in the other site libraries?

For example: Library A is for documents of type A, one document per person.  Library B is for documents of Type B, one document per person.  Document in A and B have a column with a unique identifier for the person.

Now create a library for the person the presents documents from both Library A and Library B?
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Question by:VirtualKansas
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LVL 4

Expert Comment

by:Nuno Rogado
ID: 40292869
Hi,

I think you are missing View and Library concepts.

One View is only for one Library.

What you are requesting is not available OOTB (out of the box).

You can use scopes and search to search.
Or you can develop a search web part to do a custom search on those specific libraries.

I hope this can help you.

Best Regards,
Nuno Rogado
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Author Comment

by:VirtualKansas
ID: 40295497
OK, eliminate the word "view" and assume we would look outside the box; what's a reliable way to aggregate documents from two libraries to one, based in a common list field?  

Library A and Libary B each have a document type, but also each has a common list field number i.e. Document 001.  Later in document life, we want a new document Library for all documents of any type that have field value of 001.  How to do, with some automation?
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LVL 4

Expert Comment

by:Nuno Rogado
ID: 40296512
Hi,

For your first Question please read this article:
https://web.archive.org/web/20120401233117/http://www.sptechweb.com/content/article.aspx?ArticleID=35702 

For second question you can use: PowerShell, Workflows, 3rd Party Tools or a custom Timer Job.

Best Regards,
Nuno Rogado
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Author Comment

by:VirtualKansas
ID: 40298544
The web link is a bit dated.  We're O365/SP2013 Ent.  Is there a similar response available for our configuration?

"PowerShell, Workflows, 3rd Party Tools or a custom Timer Job." is awfully broad response.  Been trying to keep the question simple so answers could be more specific.  The real challenge is much bigger.

Hard to believe this challenge is uncommon; are we over or under simplifying the question (can we rephrase for a better response?)
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LVL 4

Expert Comment

by:Nuno Rogado
ID: 40298570
Hi,

It's dated but still applies to your configuration.

SharePoint is an amazing platform.
You can use OOTB functionality or you can extend it.

Yes, please rephrase. Better requirement definition leads to better solutions!

Taking just your first question example: "Now create a library for the person the presents documents from both Library A and Library B?"

I would ask: should the document physically move between their original Libraries (A and B) and the new library for the person? Or this new library for the person is just a virtual one and is showing the documents from their original locations (Library A and B)?

Knowing the different concepts like Libraries and Views really helps in defining the problem and finding the best solution!

Best Regards,
Nuno Rogado
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Author Comment

by:VirtualKansas
ID: 40298961
Ultimately a physical move would be a goal.  For now?   Call it a virtual library that presents an aggregate called for lack of a better way to put it "Library C".  So, Library C is an aggregate of Libraries A and B, where the documents in Library A and in Library B are keyed the same.

i.e. Document Library A contains documents, some with a key field of 001 and Document Library B also contains documents, some with a key field of 001.  Document Library C presents all documents in Library A and B with key field of only 001.

Better?
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Accepted Solution

by:
Nuno Rogado earned 2000 total points
ID: 40310456
Perfect.

In this case you need to implement a web part with code that reads data from both libraries, does the join and presents the data to the user.

There's nothing in SharePoint that can do that for you automatically.

You could create also a 3rd Library with links to the documents and populate that library with timer job or every time documents were added or removed to those 2 libraries... but I thinks that's more code and I prefer not to create more data...
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Author Closing Comment

by:VirtualKansas
ID: 40320080
Benn on to other things, apologies for not catching your response.  No OOB is a surprise, seems like this is a chore that should be on every librarians mind.  

For now, I have a 3rd party app. (been avoiding 3rd party like the plague) that will at least create a view of all doc.'s grouped with a similar tag and presents the doc.'s and their library location that creates a pseudo document set.

Still doesn't solve the issue of on library per document set, however I have another 3rd party tool in SkySync that is not an app. but is agnostic and adept at speaking to SharePoint.  Their new release due out in coming weeks also will ready metadata for the sync.'s,  We can create sync. jobs that cycle through all the document libraries for specific tags and then move/copy/sync to any point B locations, including another library.
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