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Document Libraries: Managing the Proposals and Resumes

Posted By:Manning       Posted Date: March 18, 2011    Points: 200    Category: SharePoint    URL: http://www.dotnetspark.com  

In this article the author explains how to creating a library and customizing it based on the scenario requirements in SharePoint 2010.
 

In this article, based on chapter 4 of SharePoint 2010 Site Owner's Manual, the author explains how to creating a library and customizing it based on the scenario requirements. 

 

Get 40% off any version of SharePoint 2010 Site Owner's Manual with the checkout code dnspark40. Offer is only valid through www.manning.com.


Say you want to create a document library to hold proposal-related documents. In this article, we will walk you through creating a library and customizing it based on the scenario requirements.



Document library: managing the proposals


The first library we will create is the Proposals library.

Step
Action
Result/Notes
1. Go to Site Actions > More Options. A dialogue box will appear and present you with a list of options.
2. Select Document Library. You can filter by library to narrow your list of options. For the name enter "Proposals."
3. Select More Options. For the descriptions enter, "The following library is for proposal documents."
Select Yes for, "Create a version each time you edit a file in this document library?"
4. Select Create.


Once the library is created we will want to add some additional metadata for our users to enter when creating or uploading a new proposal. The next section will guide you through this.


Library columns: customizing the metadata associated with the proposals



This section will guide you through the steps for creating custom columns to associate metadata with each document that is added to the library.

Step
Action
Result/Notes
1. Go to Library Settings under the List tab located in the ribbon.
2. In the columns section select Create column. For Column name enter "Proposal ID."
Choose Single line of text.
Select Yes under the Require that this column contains information.
3. Select OK.

Now we are going to add a status column. This will be important for us to manage the proposals and indicate if they are inactive, active, or still in the draft phase. Later on, we will use this column to help us create views of the proposals that are uploaded.

Step
Action
Result/Notes
4. In the columns section select Create column. For the Column name enter "Status."
Under the Type of information in this column select choice.
Select Yes under the Require that this column contains information.
In the section labeled Type each choice on a separate line replace:
Enter Choice #1 with Active.
Enter Choice #2 with Archived.
Enter Choice #3 with Draft.
5. Select OK.

The next series of steps will explain how to modify the column order. This will impact the user when entering the information. It is recommended to move items that should be required to the top of a list. This will help your users understand the priority for entering information.

Step
Action
Result/Notes
1. Under Columns select Column Ordering.
2. Modify Proposal ID to be the 1st Position from the top.
3. Select OK.


Your users will now be able to upload proposals and have a clear understanding of the data that needs to be entered. We will now discuss how to modify the view of the data.


Library views: modifying the management view


When a user navigates to the proposals list he will be looking at the All Documents View. This is where he can go to see all of the proposals without any filters applied. The only modifications we will want to make are to ensure the new columns are displayed in the desired order.

Step
Action
Result/Notes
1. Select Modify View under the Library tab shown in the ribbon.
2. Modify Position from left for Proposal ID to 2.
3. Modify Position from left for Status to 4.
4. Select OK.


Congratulations you have created the Proposals document library. Let's now do the same for Resumes.



Document library: managing the resumes


To create the document library to manage the users resumes you will need to complete the following steps.

Step
Action
Result/Notes
1. Go to Site Actions > More Options A dialogue box will appear and present you with a list of options
2. Select Document Library. You can filter by library to narrow your list of options. For the name enter: "Resumes."
3. Select More Options. For the descriptions enter, "The following library is for human resources resumes."
Select Yes for, "Create a version each time you edit a file in this document library?"
4. Select Create.


Summary


We've showed you how to create a proposals library to manage the resources' resumes. You've also learned how to add metadata for your users to enter when creating or uploading a new proposal and how to modify the view of the data.



SharePoint 2010 Site Owner's Manual

By Massimo Perga, Timothy Binkley-Jones, and Michael Sync 


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