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Questions regarding Content Type columns and site libraries for a Document Management System

  Asked By: Lucas Davis         Date: Apr 10, 2010      Category: MOSS      Views: 429
 

Let me start saying that I am completely new to SharePoint. Now, being that said, It has been a little more than two months that I have been reading about MOSS and designing the taxonomy for an Enterprise Document Management System to be hosted on MOSS 2007.
Unfortunately, I was given a development server just a couple of weeks ago, and the server is very resource limited which slows down my progress considerately.

Anyway, based on the user's processes and current documents, I have identified almost 200 different document types. Most of this documents share various metadata such as Category, Document Type, Fiscal Year, Authors, etc.

Therefore, what I did is to differentiate each of this document types as content types with their associated metadata that would exist in different sub-sites and document libraries. But, I have a couple of doubts:

1) Suppose that there are documents that have the same metadata, let's call it "Case Status" column, which could be either "Open" or "Closed". And the way I would like the system to ultimately work is that on the Top site level, users could change the status for all inherited document's subsites at once. Is this possible? If so, how could this be achieved? From my understanding, site columns allow you to share columns options between different child content types, but it doesn't allow to share documents metadata values.

2) I believe that since documents metadata are nothing more than rows in one (or several) SQL Server, it should be fairly simple (and common practice) to allow document metadata to be shared and manipulated from forms. Is this actually possible?

3) I have searched on the web, and couldn't find good information regarding DMS on SharePoint (Content types. Document Libraries, Data Views, Content Queries, etc). All of the information is pretty basic, and doesn't give real life examples where documents relate to each. Are there any MOSS Admin or developer books that you could recommend?

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1 Answer Found

 
Answer #1       Answered By: Josephine Buchanan          Answered On: Apr 10, 2010       

> what will be listed in the Data View? Just the list items?

Yes

> I think it would be great to have the ability to share some values

Not out of the box... but would be nice. You can do just about anything using Visual Studio workflows and library event receivers, but it would take some creative coding.


A quick thought (and not thought all the way through...)

Create two lists (a list and a library) and link them (most likely with a workflow or custom upload page). Add the "group metadata" to a list item. Add a new column to the library with the ID of the "group metadata" list item. Searches would then find both list metadata and library metadata. You could display these two as connected web parts so a user could click a list item and in the second web part see the related documents... Or maybe create a custom web part to handle the "linked" display or the lists..

 


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