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Adding fields to folders in a document library

  Asked By: Grace    Date: Feb 01    Category: Sharepoint    Views: 6167

I am using SPS 2003 sp2 in our environment and am looking to add fields
to filter / sort on in a document library. I have added the fields to
the topmost folder in the library and they do show in the default view.
The problem is that when I go to the Edit Properties page, the fields
are not available to edit until I get to to the document level. Is
there something I am doing wrong, or is this by design?



5 Answers Found

Answer #1    Answered By: Cade Velazquez     Answered On: Feb 01

The best way to manage files in a library  is to keep it as flat as
possible. I.e. do not use folders  to organize documents. SharePoint
is a database, which means you can store more items in less buckets
(libraries) and tag them properly so you can create views that filter
on the tags you have created.

Using folders makes the users drill to find something rather than
allow SharePoint filter based on the metadata you build in.

If you use your folder structure as a guide to creating metadata
tags, you can easily accomplish this but you must think in terms of
data retrieval and not document  storage; a big difference.

Say you wanted to group financial document by quarter. Normally you
would create a folder for each quarter then store your documents in
each folder making users drill and search to find them. If you create
a choice column in your library called Quarter, then place Qtr 1, Qtr
2, etc. as choices, you can then create views (queries) based on
those metadata fields. This allows you to group and filter your
documents based on the choices made during upload.

You can have literally hundreds of documents in a library and if they
are properly tagged, you will never need a folder. You simply create
the views you need based on the metadata you create. Much easier for
the users to find things this way. A document can also look as though
it lives in more than one place at a time by the way the views are
built. Something you can't do with folders.

Answer #2    Answered By: Ariana Christensen     Answered On: Feb 01

I like the design you are suggesting, just not sure that it will work for what I want to do. I have a site where we intend to store our projects and would like to group all the supporting documentation and specs together so that the common user can quickly and easily find everything related to that project. There could be hundreds of projects open at any particular time and each project could have 50+ documents related to it. Would each project then require a view?

Answer #3    Answered By: Gopal Jamakhandi     Answered On: Feb 01

While I heartily concur with this assessment, WSS v3 offers metadata on
Folders and added responsiveness from folder partitioning. However, I
don't think that list views can sort, filter, and group on folder
metadata and I don't think that it is available for each list item in
the folder in a list view. So, while the waters have been muddied a bit
by WSS v3 with regard to the use of folders, probably not compellingly

Answer #4    Answered By: Kyla Eckert     Answered On: Feb 01

I don't understand where you are trying to see the custom fields.

Answer #5    Answered By: Joshuah Huber     Answered On: Feb 01

I was hoping to set the fields  on the folder level, but have since found out that the only place to add additional fields is at the document  level. I think my question has been answered.

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