Sharing Data between Subsites within a Site Collection


  • Hi<o:p></o:p>

    I am planning the design for our SharePoint online environment (moving from SharePoint WSS 3.0) <o:p></o:p>

    The plan is to have a site collection for projects - each project is represented in a subsite (project site template). <o:p></o:p>

    However, we will need to have an environment where one can view the entire project documents. An exhaustive view -from all project subsites. This means that I would like to work with one Document Library across all project sites, and each project site will have its own field defaults. In this exhaustive view we can filter the results based on various fields.<o:p></o:p>

    Is there a way to share a document library across multiple sites within a site collection? I did see a thread which mentioned using SharePoint Designer for this, I would like to know whether there are alternatives or maybe my implementation is problematic?<o:p></o:p>

    I do not want to use one site for the entire project records. That's what brought us to working with folders in the current environment and I am trying to flatten the data –so having one document library + using metadata to distinguish between different project attributes is the solution I am looking for.<o:p></o:p>



    Gali Gonen

    Monday, May 9, 2016 11:49 AM


    • Use content roll up webparts like Content Search webpart, which can consolidate all your documents
    • Create a result source - you can configure query, which can show only the documents, and get items from specific web template sites
    • Create appropriate managed properties for filtering/sorting
    • Configure the CSWP with the result source 
    This will be more efficient on performance than any other approach.

    Rajesh| @rjesh
    You don't need to buy me a beer, if helpful just smile, vote, and mark it as answer.

    • Marked as answer by Gali Gonen Tuesday, May 10, 2016 11:19 AM
    Monday, May 9, 2016 6:47 PM