Manage SharePoint with Out-of-Box List and Document Library Settings

Manage SharePoint with Out-of-Box List and Document Library Settings

by

SharePoint can be both complicated and simple at the same time. Too often, I've noticed that custom solutions are built to do something that's already available in SharePoint. Since we at Sharegate are all about simplifying your SharePoint management experience, in this video, I'll explore some of the settings available for a SharePoint List or Document Library, so you can get the results you're looking for quicker.

SharePoint Management: Understanding List & Document Library Settings

Creating a Document Library

Hi, I'm Benjamin Niaulin here at Sharegate. In this video, I want to talk about a little bit of the power or the options that you have when managing a list or document library. I've been talking to a lot of people these days and what I've noticed is that not everyone is aware of what you can use out-of-the-box settings when you create, let's say, your document library, for example. So obviously you can create columns in there, but they'll only belong to that library. So you might want to create a side column so that it's reusable somewhere else later on. Okay.

Then we can talk about content types where we put a bunch of side columns together that we're always going to use together, and assign it to the document library. But, this also allows the document library to have multiple kinds of documents so that a user can upload a contract and be asked different questions than if the user uploads an invoice within the same document library. Right? You don't want the same form.

Versioning Settings

So those are the basics, but there's some other options. So obviously, you can go to the versioning settings, change some of the versions that you'll have, but if you enable major and minor versions, then you have to make sure that your users are notified or know that they have to publish items for everyone else to see it. Otherwise, it stays a draft. You can also play with the check-in/check-out within the versioning settings, but the check-in/check-out is basically going to tell everyone in SharePoint, "Hey, this person checked out the item. You can't open it or edit it."

It also does some other things. For example, if you have major and minor versions, every time you click save or so, it would create a new minor version. Right? If you check-out, then every time you click on save, since it's kind of saved in a local, temporary copy on your computer, then it doesn't really create a new version within SharePoint. So sometimes that's pretty useful to know.

Other options, and this time we'll go into the advanced settings. Let's go check out the advanced settings for a little while.

And then, some of my favorite settings that not many people leverage, and these can be done either at the content type level or on the document library itself, is all of the policies, the information management policies. So we're talking about the retention policies. For example, you take one of your date and time columns, plus x amount of months or years that you delete the document, for example.

There's also other kinds of policies. Let's check them out quickly.

Advanced SharePoint Management Settings

And finally, something very, very important that's back in the advanced settings: it's the InfoPath template, right? You could use just a regular template, but what you can do is also leverage InfoPath, a very cool form tool.

And there are many other settings around the document library, and I really highly encourage you to go check them out and play around with them because sometimes, you don't even need to go code something, it's already there.

Benjamin Niaulin
Benjamin Niaulin @bniaulin

Well known as the SharePoint Geek, Benjamin has been helping people all around the globe reach their goals by simplifying SharePoint solutions. You haven't met Benjamin yet? Look for him at SharePoint conferences and events!