@SharePoint Microsoft SharePoint
December 3, 2018
@SharePoint_Net SharePoint-Asp.Net
December 4, 2018

Document set organization questions

My document set contains final documents as pdf. I have these metadata grouped into document type and year. So far all is well.

By and large, each final document trails with it the support files used to create the document (eg, an InDesign package or an Illustrator document used to generate the final pdf). A document may go through several revisions, each creating its own set of support files. And, FWIW, a final document’s name includes its document revision number, so Sharepoint versioning isn’t applicable. I may have three or four successive versions of the file in storage.

My questions are: what are my best options for organizing the support files and prior versions? I thought of creating a folder named “Support Files” within the document set, but I’m unable to assign metadata to it so I can’t set it to sort/group in the correct location. I thought of creating a restricted default view for users that shows only docs tagged “deliverable” (meaning a pdf ready for use) and another view for me as administrator that shows everything, but even though I can create multiple views I can’t figure out how to switch between them within the document set. What I’d really like is a permissions-based default view: user-level or read-only permissions see only deliverables, administrators see everything, but I can’t see how to do that. I considered a “prior versions” folder for obsolete versions (makes things clearer for users to see only the current version) but ran into the same inability to assign metadata to the folder.

Any advice or suggestions on what I can do??

submitted by /u/ahasibrm
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