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Creating different views for folders in a Library RRS feed

  • Question

  • I have created a document library that has 11 different folders in it. Each folder is a different department. For example one folder is Finance. I created a column call finance for the folder. I want to create a view that only allows the column finance to appear for the specific folder and not any other folders. Is this possible?

    Thank you 

    Monday, August 3, 2015 9:14 PM

Answers

  • Hi ajlangdon,

    From your description, you want to create different views for folders in a Library.

    Refer to the following steps:

    1. Create a content type named "sub folder" which use folder content type as parent content type.
    2. Add the "sub folder" content type in the library.
    3. Create a view named "sub folder" and in the Folders section, choose show this view in sub folder content type. Make the view as default view.

    Best Regards,

    Lisa Chen


    TechNet Community Support
    Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact tnmff@microsoft.com.

    Tuesday, September 1, 2015 5:07 AM
    Moderator

All replies

  • You can create a separate view for each department with desired columns. 

    But a library can have only one default view(which ever you choose).

    Monday, August 3, 2015 10:39 PM
  • Do you know how this can be done. I have tried to figure it out but could not.
    Monday, August 3, 2015 11:02 PM
  • Hi ajlangdon- I'm not a fan of folders, and this is one reason why. So, why use folders to accomplish what you're trying to do? You don't need them and it will work much easier without them. That said, if you're set on using folders, you should create a content type for each department, then create views based on each content type.

    cameron rautmann

    Tuesday, August 4, 2015 2:49 PM
  • If you are looking for a way to create diferent views uisng folder name .I think you can use the library feature called " Column Default Value settings" under Library settings >> General Settings.

    Here you can select the folder and set a default value = name of the foder , hance any docuemnt that is uploaded to the foder will have the metadata same as the folder name.

    Note : you need to create a column before setting a foder default value.

    Now later if you flatten the doc library you will be able to create view by grouping the files using this folder name column value.

    Hope this answers your question.

    Tuesday, August 4, 2015 3:07 PM
  • The only reason i am using folders is because i have created three different document libraries names Public, Confidential, and Classified. All three libraries have the same 11 document folders which are departments of the company and the library just classifies the documents of each department as public documents or classified etc. just putting all the documents into juts the three libraries makes it look cluttered and difficult to fin documents even if organized by different columns. So i created folders to help resolve the issue. Is there an easier way of organizing these document in the three separate libraries? 

    Thank you

    Tuesday, August 4, 2015 4:55 PM
  • Certainly possible, create different views for different folder names but only issue you will face for the contents within the folders. you need to write some JavaScript to not to show unnecessary content.

    Regards,
    Rupesh Singh
    -------------------------------------------------------------
    Please don't forget to mark it as answered, if your problem resolved or helpful.

    Tuesday, August 4, 2015 5:27 PM
  • I agree the libraries can look "cluttered," but you shouldn't have any problems finding documents if you set it up correctly. The columns work exactly like folders. As I mentioned, the use of content types does wonders for finding documents in large libraries. They also help classify the groups of documents so that they seem like they're in separate libraries. Especially if you set up views for each content type.

    cameron rautmann

    Tuesday, August 4, 2015 6:13 PM
  • Hi ajlangdon,

    From your description, you want to create different views for folders in a Library.

    Refer to the following steps:

    1. Create a content type named "sub folder" which use folder content type as parent content type.
    2. Add the "sub folder" content type in the library.
    3. Create a view named "sub folder" and in the Folders section, choose show this view in sub folder content type. Make the view as default view.

    Best Regards,

    Lisa Chen


    TechNet Community Support
    Please remember to mark the replies as answers if they help, and unmark the answers if they provide no help. If you have feedback for TechNet Support, contact tnmff@microsoft.com.

    Tuesday, September 1, 2015 5:07 AM
    Moderator
  • So in 365 Sharepoint the subsection you show where we specify the content type does not exist. Is there a new way to do this now ?
    Tuesday, October 9, 2018 9:15 PM
  • Allow management of content types needs to be enabled for the section to show up. Do this in advanced settings of the library 
    Monday, February 25, 2019 8:02 PM