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Doc Lib columns - Site Collection or Site Level

  Asked By: Ralph    Date: Sep 08    Category: Sharepoint    Views: 1202

Can anyone out there help me understand the pros and cons of having
User-Defined Columns for Doc Libs at the Site Collection level versus
the Site level?

I have several Site Collections, each with several Sites represented
as logical Projects at my company. The business owners want to have
several Doc Libs, each representing a physical distinction of
classifications of documents in the project. And each Doc Lib will
have the same 6 or so User-Defined columns. Now, the Subject field
in Doc Lib #1 may have 5 values to choose from in a Choice data type,
whereas the Subject field in Doc Lib #2 may have 10 values to choose
from. I was able to test that this worked in my development area.

The question goes more toward where should these User-Defined columns
be setup; at the Site Collection level or the Site level? I can see
the advantage of having it at the Site Collection level, since I could
simply choose it for all the other Sites now and in the future.
However, I don't know if I lose anything with that approach versus
having it at the Site level.

Site Collection
* Project 1
** Doc Lib1
*** Subject (choices - Choice1, Choice2, Choice3)
** Doc Lib2
*** Subject (choices - Choice1, Choice2, Choice3, Choice4, Choice5)

* Project 2
** Doc Lib1
*** Subject (choices - Choice1, Choice2)
** Doc Lib2
*** Subject (choices - Choice1, Choice2, Choice3, Choice4)
Any insight would be great.

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1 Answer Found

 
Answer #1    Answered By: Micheal Knight     Answered On: Sep 08

The only thing you gain or lose  by doing it at the site  level would be
the ability to re-use the custom columns. When defined at the Site
Collection level  you can re-use the columns  anywhere in the collection.
When done at the Site level you can only use them in that site and sites
below that site.

However, you may also want to look into the concept of Content Types.
Defining one content type  per classification of document would allow you
to define the documents  and then build doc  libraries off those content
types. You could incorporate the required columns into each content
type.

 
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