SharePoint Document Set

Working with Document Sets using FileTransport and DataTransport

SharePoint Document Set is basically a “Special Folder” having multiple columns for metadata that applies to all files within the Set. The metadata columns available are defined by the Content Type of the Document Set

• Technically, each Document Set is a Document Library Item where:
  [HTML File Type] = 'Sharepoint.DocumentSet'

File Transport – Use FileShare or SharePoint to Create/Update/Delete/Recycle Doc Sets

Create a new Document Set

In the Folder column next to Document Library drop-down use the “Fusion colon syntax” MyDocSetContentType:MyDocSet This will create a Document Set named MyDocSet based on the Content Type MyDocSetContentType.

Create Documents Sets using any source folder level

To use source folder level 1 for creating the DocSet assign [<Content Type ID>] MyDocSetContentTypeName:1

Dynamic: Create an expression on the column [<Content Type ID>] If( [ParentFolder 01] = '','My Doc Set Content Type Name','Folder')

Copy Document Sets from other SharePoint Document Library

Map the “Source” [Content Type] to “Target” [Content Type ID]

If needed use expression or Search&Replace rules to define the correct new Content Type

Assign metadata to Document Set Items

Determine if the “Item being processed” is a Document Set, if yes assign it data else assign the file some data or skip the assignment

If( [HTML File Type] = "Sharepoint.DocumentSet", 'Some data..', 'Skip!' )

Notice that the keyword Skip! will signal to ignore/skip the assignment

Use the comprehensive DataTransport Component to update the Document Set Items with data from any data source. This video shows that in the second half

Use dynamic URL and create/update a specific Document Set

Use the “Fusion colon syntax” MyDocSetContentType:MyDocSet

In the column “Redirection of SharePoint Target Site” use the below syntax

https://abc.sharepoint.com/Shared%20Documents|MyDocSetContentType:MyDocSet

Determine if a source FileShare Item is Folder or File

Use the column [File Type]. Empty = Folder, other value is the file extension

If( [File Type] = "", 'Folder', 'File' )

Determine if a SharePoint Item is Folder/Document Set or File

Use the column [File Type]. Empty = Folder/DocSet, other value is the file extension

Use the column [Item Type]. 0=File, 1=Folder/DocSet

If( [File Type] = "", 'Folder/DocSet', 'File' )

If( [Item Type] = 0, 'File' , 'Folder/DocSet' )

Determine if a SharePoint Item is a Document Set

If the Document Library column [HTML File Type] = ‘Sharepoint.DocumentSet’ then the Item is a Document Set

If( [HTML File Type] = 'Sharepoint.DocumentSet', 'A Doc Set', 'Something else' )

Convert Document Set to Folder

Assign the column [<Content Type ID>] the value “Folder”

Create Document Set and sub solders from a template

Use FileShare or SharePoint as source and point to a predefined structure and just copy that to the target. You can even create documents sets based of folder structure in FileShare .. see examples above.

Delete/Recycle Document Set

Use the same technique as when deleting/recycling Folders.

Please note that DataTransport is by far more flexible and fast for delete/recycle operations

Convert List Items with attachments into Document Library Items in dynamically created Document Sets.

Each attachment becomes the file in a Document Library Item. Multiple attachments in same List item becomes multiple Items in the Document Library. All List Item columns can be used directly as metadata and/or used in calculated metadata for the files and/or the DocSet Attachment properties [Created] and [CreatedBy] are available and can be mapped to the Document Library Item. You do it using a simple construct of a DataTransport Component where you have the List with the attachments as source and in the For-Each-Row Target call a FileTransport Component. In the FileTransport Source use any SharePoint Document Library using the same SharePoint Connection as the Target and in the field Redirect to URL select the Parameter [<#Attachment URL>] (Remember to select the column in the DataTransport Source)

Data Transport – Use any data source to Update/Recycle/Delete existing Doc Sets

From Data Transport’s perspective, Document Set Items are just List Items, and you can manipulate them like any other Item. DataTransport cannot create new Document Sets
Document Sets: [HTML File Type] = 'Sharepoint.DocumentSet'
Folders : [HTML File Type] = '' AND [Item Type] = 1

Determine if a SharePoint Item is Folder/Document Set or File

Use the column [File Type]. Empty = Folder/DocSet, other value is the file extension

Use the column [Item Type]. 0=File, 1=Folder/DocSet

If( [File Type] = "", 'Folder/DocSet', 'File' )

If( [Item Type] = 0, 'File' , 'Folder/DocSet' )

Determine if a SharePoint Item is a Document Set

If the Document Library column [HTML File Type] = ‘Sharepoint.DocumentSet’ then the Item is a Document Set

If( [HTML File Type] = 'Sharepoint.DocumentSet', 'A Doc Set', 'Something else' )