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Can a list have BOTH links AND documents?

  Asked By: Tapasvi    Date: Nov 24    Category: Sharepoint    Views: 1248

I have two list questions:

1) Is there a way in MOSS/WSS3 either built-in, or via a 3rd party web
control to have a list that can show BOTH documents AND links

The scenario would be something like a 'resources' list for a particular
subject. People might find PDFs, Screenshots, and URLs that would all be
applicable to the particular topic. Right now, we'd have to make
multiple lists for this and folks would have to go between them to see
everything. It'd be great to have a list that can handle various types
of data.

2) Is there a document list control that can show items in a nested

Right now, I can easily make a list with folders, but people have to
click into each folder to see the contents. People have been asking for
a way to show the folders already expanded like you would see in
Explorer View in Windows:

- item
- item
- folder
- item
- item
- folder
- item
- item



8 Answers Found

Answer #1    Answered By: Yvonne Rodriquez     Answered On: Nov 24

You can enable the 'link-to' document  content type for a document
library or list.

Answer #2    Answered By: Elisha Abbott     Answered On: Nov 24

How do you enable that? I don't see that as an option.

Answer #3    Answered By: Naimish Ranganekar     Answered On: Nov 24

Yup to both

1) Just add in the "link to" content type to the library

2) Just create a new view  and choose one of the "Group By" options

With number 2 remember that as you wont be using folders  you should
limit yourself to less than 2000 document  to the doc library or
performance will rapidly go downhill

Answer #4    Answered By: Caleb Gordon     Answered On: Nov 24

I hate when I find  the answer the minute after I send the email. ;0)

OK, got it! Thanks!

So, follow-up question...is this the proper method to 'share' the same
document across sites/libraries?

For instance, I imagine we're going to end up with a lot of department
'policy' documents  on each department site. If someone wants to add
another department's policy file to their list, I obviously don't want
them uploading a separate copy. Would this be the recommended
alternative to suggest to site users?

Answer #5    Answered By: Christie Carlson     Answered On: Nov 24

I don't want to sound evasive, but how many licks does it take to get to
the center of a tootsie-pop?

Seriously, that is a really tough question to answer. In a simple
environment, I would prefer the link-to method. But, then all users must
have the correct permissions on the original document. There could be
issues with Views, indexing, etc. where things aren't where a user might

You will need to define a small pilot-group and test your overall
document management strategy, when defined.

Answer #6    Answered By: Dorothy Farmer     Answered On: Nov 24

Let me state it in a different manner:

The link created in a list  is a different object than the document  to
which it links.

Therefore, it has its own security settings, so you could give a user or
group of users permission to see the link and frustrate them because
they do not have permission to the document to which the link points.

Also, the link would not magically disappear when someone deletes or
moves the document to which it points.

Answer #7    Answered By: Jacklyn Burnett     Answered On: Nov 24

My question:
> So, follow-up question...is this the proper method to 'share'
> the same document  across sites/libraries?

One answer:
> Yup

Other answer:
> Seriously, that is a really tough question to answer...You will
> need to define a small pilot-group and test your overall document
> management strategy, when defined.

Firt, thank you both Philip and Ben for the answer! I have a hunch you
are both absolutely correct. These answers are why I think I both love
Sharepoint the more I use it as much as I hate it the more I use it.

We've actually been talking with MS for more than a month to try and
have them help us understand what, exactly, we need to purchase from
them to meet our needs. I'm amazed at how many unknowns there seems to
be even within the confines of MS regarding this product.

It seems like a truly innovative product from MS that even MS is going
to need some time to fully understand completely.

Answer #8    Answered By: Breann Beach     Answered On: Nov 24

To explain

My answer - yes, i think this is the proper way to share content across

I think other answer is more "do you want to as you lose control  and the
links are just links, they're not security trimmed - why don't the users
just go to where the "true" copy of the data  is"

If that's the case, I have to say his answer is better than mine - but
if you do decide you want to link content, then this is the way to do it

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