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Document Set is a new feature introduced in SharePoint 2010 as part of content/document management. Document set helps to manage group of documents as a single entity. Actualy Document set is a content type that can be attached to any document library and make use of it's features.

Advantages of Document Sets
Consider a type "Project", each project has requirements document, project effort estimation spreadsheet, project plan presentation. To standardize the project management process, it's enforced to have all these documents for every project. In SharePoint 2007 it's not so easy to group different documents in same document library as each document is individual item. But this can be done within few minutes with Document sets feature. Documents sets will have Templates for each document, ie a predefined format document for review document, effort estimation, project plan presentation can be attached while defining this document set content type. Each library which uses this content type will get those document templates when user creates new document set.

Apart from these document sets can be versioned. It can have it's own customized Welcome page which is like home page for the project. Document Set content type basically inhertited from "Document" content type. Other content types also can be added if required. Workflows can be attached and few more options provided in SharePoint designer for document sets.

 

Document Sets Workflow Actions



How to enable Document Sets?
Document sets by default won't be enabled in SharePoint 2010. It's a feature and has to be enabled manualy. Then document sets Content type has to be customized (if required). After that it can be attached to Document libraries. First keep all project document templates (Requirements document, Effort Estimation, Project Plan Presentation) ready.
 

  1. Login to SharePoint 2010 site -> Site settings -> Site Administration -> Site Collection Features -> Document Sets -> Activate.
    Document Sets Feature

     
  2. Site Settings -> Galleries -> Site Content types -> Document Set Content Types -> Document Set.
    Document Sets Content Type

     
  3. Select Document Set Settings.
    Document Sets Content Type

     
  4. Under Default Content section select the templates. Click "Add new default content" to select and upload more template documents.
    Document Sets Default Documents

     
  5. Now we'll create new document library. If you want to attach to existing document library then skip this step.
    Document Sets - New Document Library

     
  6. Open the document library -> Library (Tab) -> Library Settings.
    Document Library Settings

     
  7. Under General Settings select Advanced Settings. We need to enable allow management of content types setting.
    Document Library Settings

     
  8. Under Content types Select Yes for "Allow management of content types?" and save/Click Ok.
    Allow Management of content types

     
  9. Now in the library settings page Content types section will be shown. Select "Add from existing site content types".
    Add Document Sets Content Type

     
  10. Under "Select Content types" section select "Document Set" and Add. Now click Ok.
    Add Document Sets Content Type

     
  11. In library settings -> Content types section -> Document sets -> Settings -> Name and description. Change name as "Project Plan".
    Rename Document Sets

     
  12. Open the document library -> Documents (Tab) -> New Document -> Project Plan.
    New Document Sets Item

     
  13. Provide a project name for eg. "Aqua" -> Ok.
    New Document Set

     
  14. Now a Project Plan Document set created with all default template documents. You'll be landed in Project Plan Welcome Page. :)
    Document Sets Welcome Page

     

To change Welcome page and other settings, check Document Sets Content type settings.

Note: Document sets is feature of Microsoft SharePoint Server 2010 (MSS 2010) and won't be available on SharePoint Foundation 2010.

 

posted on Tuesday, November 30, 2010 11:30 AM

Feedback

# re: What is Document Sets in SharePoint 2010? 5/2/2012 3:32 PM Bijaya
Very very useful and well explained. Thanks for Sharing. Keep it up !!!

# re: What is Document Sets in SharePoint 2010? 5/3/2012 2:18 PM Jamil Haddadin
Very easy to follow! best basic tutorial for Document sets

# re: What is Document Sets in SharePoint 2010? 6/23/2012 10:56 AM chak
Nice explanation .............
Thanks for sharing

# re: What is Document Sets in SharePoint 2010? 7/25/2012 12:21 PM Ruchi
It was very nice explaination for a beginer....

# re: What is Document Sets in SharePoint 2010? 9/6/2012 12:13 PM sridhar
very nice .....it helped me

# how to archive the documents in document set ? 11/9/2012 2:55 PM Balaraju
pls anybody tell ...
how to archive the documents in document set ?

# re: What is Document Sets in SharePoint 2010? 12/4/2012 11:19 AM Ravi prakash
Hi,
it is very useful to me,thanks to lot you.

# re: What is Document Sets in SharePoint 2010? 1/10/2013 10:36 PM Edson Catugy
Nice explanation!

# re: What is Document Sets in SharePoint 2010? 2/8/2013 12:43 PM bhagya
very nice explanation, its very useful to me, thanks

# re: What is Document Sets in SharePoint 2010? 3/15/2013 4:47 PM Balanarasimha
very nice explanation.


Thanks,
Bala

# re: What is Document Sets in SharePoint 2010? 4/12/2013 3:11 PM Praveen
Excellent Post Dude.

# Document Set Issues 5/15/2013 3:33 AM Seema
Hi, I have created a Content Organizer rule for DocumentSet and its working fine and files are added to "Drop Off Library" as a .zip folder for DocumentSet. This works fine when adding the documents manually. But, when am trying to add documents to "Drop Off Library" programatically using documentSet.Export(); and DocumentSet.Import() methods. This is not creating the .zip file. Please let me know how can we move documentSet from one document library to other as .zipfile...

# re: What is Document Sets in SharePoint 2010? 5/20/2013 8:09 PM seema
Content Organizer rule is working properly when document sets are added manually to drop off library. but uploading the files one by one to drop off library is not suggestable.. What is the other best way to do it?


# re: What is Document Sets in SharePoint 2010? 5/20/2013 8:40 PM Venkatesh R
Hi Seema,
I yet to check that. Please check in MSDN for content organizer rule. If not found then raise query in MSDN forum.
Thanks.
-Venkatesh R

# re: What is Document Sets in SharePoint 2010? 6/7/2013 3:31 PM Dilip
Thanks Much

# re: What is Document Sets in SharePoint 2010? 7/3/2013 7:51 PM Shirley P
I have a question...is it possible to have the document library columns be common to all documents in the document set, but to have additional columns under the document set which are not used for the entire document library.

My use case is to have the document set be named for a specific test case. Then each document within that set will include the individual task information. For example: The specific test case could be "Hello World". Then in the "Hello World" document set, the individual documents might be: 1) Test #1; 2) Test #2; etc. Within the document set of "Hello World", the columns would be Task Name, Task Purpose, Task Steps, Test Result, etc. These columns would not need to be used for the columns in the document library where "Hello World" resides (and the other Document Sets) - it would have its own set of columns that are common to all Test Cases.

Clear as mud? :)

# re: What is Document Sets in SharePoint 2010? 11/18/2013 2:34 PM Gaurav Kaushal
Nice Article.
Thanks

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