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Document Management With SharePoint - Part 3

Written By: Knox Cameron -- 8/24/2011 -- join -- contribute -- (2727) comments -- printer friendly version

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Categories: Design, Document Management, Features, Integration with other products , Programming and Customizations, SharePoint 2010, SharePoint Foundation 2010, Workflow

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Problem

So now we've got documents in SharePoint and we've got some nice looking views. What else can we do to leverage that information, particularly to get it into documents?

Solution

Let's look at some of the possibilities.

In part 1, we touched on using document properties and Quick Parts in Word to bring in information from columns in the SharePoint library. We will explore that further, using the example of creating a cover page for a document.

We will also look at how to bring in some critical pieces of information which are not in the quick parts: the file name, modified date and file location (URL).

Finally, we will walk through creating a Quick Steps workflow that looks up information from another list and from the SharePoint user list, as an alternative way of getting more information relating to the document into its metadata.

Making more use of SharePoint data

In part 1, we saw how you can reference information from SharePoint library columns inside Office documents. For example, where we have a library with these columns (see Part 2 of the series for how we put the color coding into the view):

Document library view in SharePoint showing columns

As we saw in part 1, you can display a panel showing the document properties linked to these columns using File -> Info -> Properties -> Show Document Panel in Word 2010, or Office -> Prepare -> Properties in Word 2007.

Word document showing document properties panel

Let's go ahead and use those properties to make a cover page for when the document is printed that shows how it has been classified in SharePoint.

  • Word has a built-in gallery of cover pages which I will not use for this exercise. You could adapt them for your purposes. However, they are not designed to integrate with SharePoint so, as they stand, they do not use compatible document properties (see part 1 of this series).

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