How to create a SharePoint Document Management System (DMS)

[@SharePointMaven]

👉 If you want to learn more on this topic, check out this video as well: kzbin.info/www/bejne/pp22p4uLaK1kZ8ksi=Gn-P_JKrUfsFShTX

[@p.treyben5567]

Blog yes. I was thinking so! Thanks again.

[@SharePointMaven]

You are welcome

[@chh8860]

As a 'Folder & File' guy, I found the Amazon illustration brilliant!

[@SharePointMaven]

Thank you! 🙏🙏

[@ipablome]

Big issue is that when you define document set or metadata you can't use one drive snychronize, because you will have lock icon

[@SharePointMaven]

Lock icon appears if you don't have proper permissions or checked out a file I believe?

[@ipablome]

@@SharePointMaven I check this and I’ve proper permissions and no no checked out file. When I try add metadata from content type gallery, a padlock appears

[@SharePointMaven]

@@ipablome OK. Hard for me to advise without seeing setup, etc

[@ipablome]

@@SharePointMaven I found resolution. When I publish document set from admin gallery and transfer it to site, in site gallery i have I've this type read only option. It must be change in advanced settings

[@SharePointMaven]

@@ipablome Oh OK, makes sense

[@arunn87]

Thankyou. One doubt how to set permissions that requester only view his request or file?

[@SharePointMaven]

You will need to set up unique permissions

[@KS-ne3rf]

to be able to use SharePoint as a real document management system there are and has been some issues. does any one know if this has been solved? How to stop changing the "modified date" and "modified by" of a file when it is just opened and not modified.

[@SharePointMaven]

The date does not change unless you modify the doc

[@saibot293]

You are helping keep my job. I appreciate what you do.

[@SharePointMaven]

Thank you. Nice to hear.

[@Julia-uc7ty]

You can set the columns as a default parent view and then change the columns per page and save view as

[@SharePointMaven]

OK

[@basrijkse]

thank you for the very instructive video, it helped a lot.

[@SharePointMaven]

My pleasure, happy to hear!

[@p.treyben5567]

Very nice! Thanks Greg. I can set this library with unique permissions. Yes. Then will the user (who is allowed assess) still be able to access the information document panel?

[@SharePointMaven]

Yes

[@p.treyben5567]

@@SharePointMaven Greg I notice you and other SharePoint experts including documentation on your site etc. Great addition by the way. Could have always been there but now I am paying attention to more SharePoint. Question? I am working on building my own documentation. Can be tedious. Is there a particular way you create documentation for a specific build? I can reach out to you via email if you like. Thanks again!

[@SharePointMaven]

@@p.treyben5567 I believe by documentation you mean blog? If so, there is no easy way - it is a pretty tedious process.

[@CharleneGell]

I've been following along with your tutorials. I have built a few sites; I've been trying to work out how to restrict my 365-user group "member" from moving columns and being able to access the column settings. Our 365 Admin created the initial team and as an owner I set everything up. My understanding from your tutorial has been not to go into the advanced permission settings. Where has this gone wrong?

[@SharePointMaven]

Correct, my recommendation is to stick with OOTB permissions. You can still go to advanced permissions if you need to deviate from OOTB permissions levels such as your use case.

[@maxstr]

Is it possible to add a number prefix to all documents automatically? We use eDOCS so it's easy if someone refers to a document by a number, "doc #5123."

[@SharePointMaven]

There is a Doc IT feature, but it is limited. Perhaps via Power Automate...

[@carlallen8894]

Great video many thanks indeed, has anyone mentioned that you sound just like Nandor..which makes it even better.😂

[@SharePointMaven]

Haha, wow, never heard that before. Thanks, though, appreciate the kind comments.

[@akram._.]

What if we use the Folder method alongside with the Metadata Columns?

[@SharePointMaven]

It won't work. Filtering won't work as desired.

[@MilenaHirkala]

Hello Sir, please do you know why is the Sharepoint examination made retired? thank you

[@SharePointMaven]

No, I do not

[@MilenaHirkala]

@@SharePointMaven thank you for your reply.

[@justinhuntington3269]

Thank you for the tutorial. Very helpful.

[@SharePointMaven]

My pleasure!

[@KashifRazaSundrani]

Amazing one. Learned a Lot from this.

[@SharePointMaven]

Awesome, happy to hear!

[@thinhphan2629]

Heyyy maven How to extend Sharepoint's limit of 5000 items ?

[@SharePointMaven]

Lots of ways to do so

[@thinhphan2629]

@@SharePointMaven Please ! you can help me ? Thanks Maven

[@TheLordStuart]

hi, great video. Do you have tips/solution in a case where you have a sub department, lets say HR has policies for two different countries, so there would be a HR country 1 and HR country 2? additionally, how would one solve/create a system when you have a hierarchy of folders with policies, then procedures, then guidelines, which are all linked?

[@SharePointMaven]

Sure, it is possible with metadata and audience targeting

[@TheLordStuart]

@@SharePointMaven thanks for replying. Do you have a video regarding that?

[@SharePointMaven]

I have posts on Audience Targeting on my blog

[@SharePointMaven]

@@TheLordStuart Yes, I have videos on Audience Targeting on my channel

[@ruizjcantonette]

Can i get a one on one course?

[@SharePointMaven]

I don't provide 1:1 courses, but I do provide 1:1 consulting: sharepointmaven.com/sharepoint-consulting/

[@mehb0ob]

Thank you for this elaborate tutorial! Do you have any guidelines on best practice or method to migrate from an old document management system built on sql server?

[@SharePointMaven]

Thank you. I have generic guidelines for any migration on my blog, but not specifically from SQL Server

[@mehb0ob]

@@SharePointMaven Ok I will try to find it on your blog !

[@SharePointMaven]

@@mehb0ob sharepointmaven.com/the-harsh-reality-about-the-sharepoint-migration-projects/ and sharepointmaven.com/sharepoint-migration-checklist/

[@mehb0ob]

@@SharePointMaven Many Thanks

[@ipablome]

How can I define document set for all sites in tenant/hub?

[@SharePointMaven]

Via Content Type Gallery in SharePoint Admin Center

[@ipablome]

@@SharePointMaven you sure? I heven’t got option like document set I admin center.

[@SharePointMaven]

@@ipablome Yes

[@nazerbor3i]

Do you have a video for QMS in SharePoint ?

[@SharePointMaven]

No, but I have a blog post: sharepointmaven.com/how-to-create-a-quality-management-system-in-sharepoint-online/

[@nazerbor3i]

@@SharePointMaven thank you, i read the blog post i was just wondering if you have a video for it. Thanks

[@londonengland2309]

❤ excellent!👍

[@SharePointMaven]

Thank you!