User Guide: Document Sets

Article published on the 21th of July 2020.


1. Introduction

Document sets are used for creating sets of documents which share common themes such as usage or subject.

Examples of document sets could be a set of contract documents including appendices or project documents with project descriptions and the like.

Documents from a document set are created from templates, which can be categorized to form the actual document set. This process is described in the this article.

2. End User Guide

Once a taxonomy system has been created and templates have been categorized using terms from there, we can use these templates and template sets to create document sets. You can read more about how the configuration steps for setting up a taxonomy system in relation to document sets in this article. In this example, we will create a set of documents for a project in WorkPoint:

Design of Bike0112 - Home - Google Chrome
  1. To create a set of documents from a document set, in the My Tools panel, click "All actions".
  2. Click "New".
  3. Click "Document (Advanced)".

This opens the advanced Document creation wizard:

  1. Clicking the "Document language" drop down allows you to filter templates based on the language set in the template library. If you select e.g. "English", only templates marked as "English" in the language column in the template library are visible in the wizard. In this example, we keep the language at "All".
  2. In the "Template groups" section, you can select which template group to generate documents from. Note that the Template groups corresponds to the Terms in the taxonomy system which was created previously in the configuration article. Selecting a Template group shows which templates are categorized by the selected template group. In this example, we have expanded the "Project documents" group and selected to view "Project descriptions" templates.
Design of Bike0112 - Home - Google Chrome
  1. As previously mentioned, templates which are required in a template set are marked with a red asterisk. These cannot be left out if selecting to generate a document set using the selected template group.
  2. Templates marked with a check mark can be left excluded from creation with the document set by clicking the check mark. The check mark will then change to an "x", indicating that a document from this template will not be generated. You can click the "x" to re-enable the template.
  3. Click the "Add" button to add a document from a different location to the document set.
  1. Setting the scope of the document search to "Template library" allows us to add templates which are not part of the template group we originally wanted to create documents from. We can also search for documents using other scopes from the drop down menu.
  2. In this case, we select the "Risk list" template, since we also want a document of this type to be generated in our document set.
  3. Click the "Add document" button to proceed.
  1. Note that the "RIsk list" template now has been added to the document set.
  2. Once all documents have been added to the document set, click the "Finalize" button.
  1. Select a library in which to store the documents.
  2. Optionally select a sub folder of the destination library if one exists.
  3. Set the type of the output of the document set. Available options are:
    • SharePoint document set (saves all documents into a SharePoint document set).
    • Individual files (saves the documents as individual files).
    • Merged to one file (merges the documents into one file. This options only works if all documents are Word documents).
  4. Set the content type of the documents
  5. Click the "Edit" buttons to edit the name of each individual document, or change all names at once using the "Edit all properties" button.
  6. To start generating the documents from the document set, click "Save documents".
Design of Bike0112 - Documents - All Documents - Google Chrome

When the creation process is complete, the document appear in the destination folder, complete with fields merged as per the templates they were created with.

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