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

[@chh8860]

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

[@SharePointMaven]

Thank you! 🙏🙏

[@riaperera2705]

Wow this was quite literally one of the best trainings I’ve taken with immediate positive impact for my role. I rarely watch through whole videos like I did this time. Thank you so much!! Will look into your other courses.

[@SharePointMaven]

My pleasure, I sincerely appreciate your kind words! Happy to hear you found this helpful!

[@SJVKOC]

I have been thinking about how to use Sharepoint for document control for years and with your course you have given me a very good explanation on how to use Sharepoint for document control. Your teaching method is very clear and to the point and your use of examples is excellent. I believe the retention of what I learned with your course is high. I have a subcription to New Horizons on demand training courses for Sharepoint. I will complete the NH training courses and I will contact you for consultation. Here you go teacher 🍎Thank you.

[@SharePointMaven]

Thank you so much for the kind words - means a lot to me! Happy to hear you found my courses and content useful and informative! Happy to assist with a consultation! 🙏🙏

[@saibot293]

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

[@SharePointMaven]

Thank you. Nice to hear.

[@CandaceMillerPhD]

Super helpful to help me make the most out of document libraries! Great comparison to Amazon and will help me sell document libraries to my coworkers!! Keep it up!

[@SharePointMaven]

Thank you for the kind words! 🙏🙏

[@p.treyben5567]

Blog yes. I was thinking so! Thanks again.

[@SharePointMaven]

You are welcome

[@basrijkse]

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

[@SharePointMaven]

My pleasure, happy to hear!

[@smarterthananyone]

Outstanding! Also, how did you build the beautiful navigation bar at the top?

[@SharePointMaven]

Thank you. I believe you are referring to the Hub Menu: sharepointmaven.com/how-to-create-hub-sites-in-sharepoint/

[@mtamitolanga]

Thank you for the demo

[@SharePointMaven]

My pleasure!

[@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.

[@justinhuntington3269]

Thank you for the tutorial. Very helpful.

[@SharePointMaven]

My pleasure!

[@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

[@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.

[@KashifRazaSundrani]

Amazing one. Learned a Lot from this.

[@SharePointMaven]

Awesome, happy to hear!

[@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

[@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

[@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.

[@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

[@londonengland2309]

❤ excellent!👍

[@SharePointMaven]

Thank you!

[@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...

[@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

[@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

[@akram._.]

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

[@SharePointMaven]

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

[@dilankamohotti3607]

@@SharePointMaven So, does that mean, If we have folders and subfolder in a single document library, Then create a Flat view (a view using Show all files without folders option) we cannot successfully filter even if we have Content types and managed meta Data properly assigned to all documents in that Document library? (I'm just asking without actually trying it out. If i find something out I will drop a comment here :) )

[@SharePointMaven]

@@dilankamohotti3607 You should still be able to filter, though, this is not an ideal setup

[@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.

[@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

[@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

[@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/