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Auto fill fields in document library RRS feed

  • Question

  • I am evaluating Moss2007 as a possible document management system. I am having some trouble with document library settings. What I would like to do is make a folder with property  fields that will be automatically filled in on any document placed in that folder. After reading some I found out that you can't add custom fields to a folder. So I made a content type ordered folder and added my custom fields to it, but now how can I make every file I put in that folder automatically add the data.  Basically what I want is a folder named after a person. I want the folder to have a case worker and a case number associated to it. Every file I put in this folder will have the same case worker and case number. Is this something that can be done?

    Monday, September 20, 2010 5:54 PM

Answers

All replies

  • Hi Shaun_All,

    I have a couple questions for you.

    Is there a reason you don't want to associate the case worker and case number to each document?

    What requirements drove using folders for the solution? Permissions? Users like folders?

    Please let me know and I will try to help.


    Tamara Bredemus SharePoint Minion...working up to Maven
    Monday, September 20, 2010 6:05 PM
  • I do want the case worker and case number on each document, that is where I am having the problem.  I can't figure out how to do it. I am open to other solutions, but have not used sharepoint before. This just seamed the like the obvious way to set it up, if there are better solutions I would be happy to learn about them.

     

    Thanks

    Monday, September 20, 2010 6:46 PM
  • You can set default values for columns in your content library, but I think your requirements are a little more complex than that.

    I would recommend using multiple document libraries, or if your requirements need you to upload all documents into one place, use metadata to classify and organize your content. You could even use worflows created in SharePoint Designer to set case worker and case number fields based on the department, for example.


    Planet Technologies || SharePoint Task Force
    Monday, September 20, 2010 6:55 PM
  • Let me give you a quick over view of what we are doing. What we have is a department that takes all of our paper forms associated with a particular client. and scans them into a software program (basically a database)  A typical case for say Jane doe, Will have several documents associated with her case. What I was thinking was a folder named Jane doe with a field for case worker, case number, first name/last name. Then every document for Jane would go in that folder and the fields (case number etc..) would be added to the metadata of each document put into that folder automatically.  Is this something sharepoint can do? or am I looking at it all wrong?
    Monday, September 20, 2010 7:59 PM
  • How do you envision loading the documents into SharePoint? Will this be an automated job or will there be an individual manually uploading these documents? How many documents will be uploaded at a time?

     


    Planet Technologies || SharePoint Task Force
    Tuesday, September 21, 2010 11:06 PM
  • Hi,

     

    Firstly, you want to add two columns for the folder content type and document content type to save the case worker and case number.

    Secondly, you want to set values for these two columns of the folder and let the system automatically set the same values for these two columns of the documents in this folder.

    Am I right?

    If yes, here is my idea:

    1.       Create two columns in the library > settings > list settings > columns section with the proper types. These two columns will be available to folder content type and document content type.

    2.       Then you can set values for the two columns of the folders.

    3.       For automatically setting the same values for the two columns of the documents added in the folders, you need to create your own workflow using visual studio.

    Here are some resources:

    http://www.microsoft.com/downloads/details.aspx?familyid=05e0dd12-8394-402b-8936-a07fe8afaffd&displaylang=en

    http://msdn.microsoft.com/en-us/library/ms461324.aspx

    http://vspug.com/andynoon/2008/02/06/sharepoint-2007-workflow-with-visual-studio-2008/

    Note: for getting the folder the documents belong to, you need use

    SPListItem.File > SPFile.ParentFolder > SPFolder.Item

    http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.splistitem_members.aspx

    http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.spfile_members.aspx

    http://msdn.microsoft.com/en-us/library/microsoft.sharepoint.spfolder_members.aspx

     

    Hope it is helpful!


    Seven
    • Marked as answer by Seven M Thursday, September 30, 2010 1:36 AM
    Wednesday, September 22, 2010 8:13 AM
  • Many documents  would be uploaded at a time.

    Wednesday, September 22, 2010 11:20 AM
  • Thanks for your help, I will look into your recommendation.

     

    Shaun

    Wednesday, September 22, 2010 11:21 AM