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Show Users the More Informative Possibilities Presented by SharePoint 2010 Document Sets to Accelerate Transitions from Folders

Document Sets, introduced with SharePoint Server 2010, constitute a powerful method of associating much more information with documents and even groups of documents than is the case with document repository strategies built on the premise that folders will be used to contain such data. An impediment to business users grasping the capabilities presented by this new feature, not to mention the likely benefits of implementing a document repository strategy built with document sets, has been the relative opacity of descriptive information about the feature; for example the following quote from MSDN eludes a typical business user’s understanding: “This [capability of Document Sets to empower users to create a composite item that consists of properties and child documents] enables customers to associate multiple documents with a single work item and wrap them into a single version or workflow.” Fortunately, Microsoft’s Get the Point Blog includes a very useful, business user-centric presentation of the features of SharePoint Server 2010 Document Sets authored by Microsoft MVP Michal Pisarek.

Once Michal Pisarek’s blog post has been digested, the urgency then moves over to determining a straightforward method of exploiting this feature as the juices ought to be going to dive into constructing an edifice of Document Sets to handle documents transitioned out of folders for greater utility. We provide precisely the type of straightforward presentation of how to build these features in a video tutorial on SharePoint-Videos: Creating Document Sets. This video tutorial is part of our SP102 – Site Collection Administrator Training for SharePoint 2010.

We think it also makes lots of sense to review this video within a context of learning about the interconnectedness of meta data, the Term Store and Taxonomy. The fact is that the process of creating columns for documents housed within Document Sets specifically generates required meta data for this meta data, Term Store and Taxonomy process to be effective.

IT staff and delegates from business groups should focus on assimilating the facts about of Document Sets. Once the process has been understood by IT and evangelists within the ranks of the business units, it should be a simpler process to “spoon feed” end users with the poser of this feature to hasten the relocation of documents from folders to document sets. Of course, should such an endeavor succeed, then the informative capabilities of SharePoint Server 2010, overall, will take a great leap forward.

We welcome opportunities to discuss projects like implementing Document Sets with groups of users. Please contact us at (630) 786-7026, or Contact Us to further a discussion about our video training content.

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