Article published on the 20th of July 2020.
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 will be described in the following sections.
There are currently no license requirements associated with the use of document sets.
As previously mentioned, document sets are based on templates. When creating documents using a document set, new documents are generated based on the templates which are either selected or required by the selected document set.
In the following image, a couple of document templates have been configured for a project management solution:
For information on how to create document templates and how to use them, please visit this article.
At the moment, these templates are not part of any Template sets. To do this, we need to set up a taxonomy system containing terms to categorize the templates. This can be done in the Term Store Management page:
- In the root site of your solution, click the "Settings" icon in the top right of the page.
- Click "Site information".
- Click "View all site settings".
- In the Site Settings page, under "Site Administration", click "Term store management".
- In the Term Store Management page, expand the Site collection taxonomy group.
- Right-click the "WorkPoint 365 template sets" term set
- Click "Create Term" to create a new term. This can be thought of as a category. An example could be document categories of "Company documents", "Project documents", and "Risk documents". These can have additional sub-terms. For example, "Project documents" could have a sub-term called "Project description" and "Project calculations".
In this example, we have set up a taxonomy system with the following terms:
Once we have a taxonomy system, such as the one in the image above, we can use the terms as categories for templates in WorkPoint.
In the following image, we have attributed a category from the taxonomy system to each template in the template library of our WorkPoint solution:
- Select the template to categorize in the template library. In this example, we select a template called "Description of materials".
- In the top right of the page, click the "Details" icon.
- Click the value field of "Template sets" in the details panel to add a category to the selected template.
- Once the field is clicked, you can click the tag icon to get an overview of selectable categories:
- In this example, we select the "Project descriptions" category for the template. Note that the available options are the terms created in the Term Store Management page. If you need more or other options than the ones shown here, you can add more and remove these in the Term Store Management page.
- To add the category, click the "Apply" button.
- Close the details panel. The "Project descriptions" category should now have been added to the "Descriptions of materials" template. Along with the "Description of Materials" template, all the other templates in the template library have also been categorized using the terms from the taxonomy system:
Note that some of the templates also have been categorized in the "Required in template sets" column. Terms can be added to this column in the exact same way as the category in was set for the "Template sets" column in the example in pt. 10-13.
When a template has been categorized in the "Required in template sets" column, document sets created using the taxonomy term must include that template. An example of this is given later in this article. Templates which are required in a document set are marked with a red asterisk (*), and cannot be removed from the document set.
4. End User Guide
Please visit this article for a user guide for Document Sets.
5.1. Template groups not showing up after configuration
In some cases, after configuration, the template groups does not show up in the advanced document wizard.
In this case, you might want to try and update the template set terms cache by following these steps:
- In the WorkPoint Administration, in the left side menu click "Template Library".
- In the Template Library settings page, click the "Update cache" button in the Caching of template set terms section.
When the operation is complete, you will be returned to the Administration dashboard with a confirmation message:
Please try and open re-open the advanced document wizard and check if the template groups now shows up.