Nice video. Is there a way to only show specific columns when changing views? If I had project plans and project expenses in the same document library, ideally when I am looking at the expenses, I would only like to see specific columns related to that. I wouldn't want to see and expense columns when looking at a project plan. Maybe I am not setting the library correctly.
Yes! When you create a view, you specify which columns you want to see. So in your example, one view could show project plan-related columns, while another view would show expense-related columns.
What if I want to add a differente kind of file which icon is not available on Sharepoint? is there a way to define my own icon? Thanks for the amazing content!
You could use JSON formatting to set the icon to something custom. I'd probably start with a custom column so you can access the JSON formatting feature. I've got a few videos that cover this subject. Here's the first in the series! th-cam.com/video/EGKEaHb4ewY/w-d-xo.html
Immediately running into a concern, hoped you might have some advice? My child content types inherent a choice column from the parent content type. Each child content type should have a different default value but be able to select a different choice value when needed. 1. If I inherent the column from parent, it seems like the option for default value is not allowed in the children. 2. The workaround might be to not inherit the column, but then if I were to switch content types for an existing doc in my document library it erases the metadata as if it's a totally different column, but still shows in the list view. 3. In the list view I see all the files metadata under one column, but in the library settings you see several with the same name (one column of for each content type)... Is there some merging of columns thing that needs to happen? Or maybe just use a conditional calculated column based on [Content Type]? P.S. Other than Power Automate (because its flakey when modifying in-use files), Is there a way to programmatically generate a default value. I'm trying to generate something like PC-005 where PC is abbreviation for Procedure content type, and 005 is because it's the 5th procedure created in the lib. I would just just use document ID but "reasons".
If you want to programmatically set a default value, you'll need something other than SharePoint. Power Automate or PowerShell would be options for you, although possibly the new Autofill column could work?
Hello, great video. I already have a list with about 200 fields. Is there away to add those existing fields to site columns instead of having to create all of them again since the list already has data in it?
If you're using list columns, you'll have to recreate them, unfortunately. What I'd recommend is using PowerShell or Power Automate to automate the data move from one set of columns to the other. 200 columns is a LOT of columns, though 😮
Hi Steve, awesome video as usual. quick question, and apologies in advance if you have already explained this: What if I wanted to upload bulk of files to the folder? can I do batch assignment for the different types I've created? e.g. to give it all the same topic title?
Hey Mens! So the way that works is that when you do a bulk upload, all documents are added using the default content type on the library (whichever you set as default in Library Settings). After the upload, you can change the content type of any of those documents if you wish. You can also select multiple documents after the upload and change the content types in bulk.
Is there no option to add content types or columns to a subfolder only.. Does it have to be the entire Document library. ? I have a subfolder full of one type of document that requires a bunch of metadata.. the other folders in the document library dont need the columns or same metadata.. how to apply this to just a folder and not a document library.. if I have to do this a document library level for everything then im going to have so many document libraries.
For 99% of use cases, you want to avoid using folders in your document libraries. As counter intuitive as it seems, you want a "flat" library, with all files in the same root level. Use indexed columns and content types. Set up views to filter the data how your users need to see the files. That's the modern approach, however if you really need folders, look into document sets. That's a much better approach to folders, while still looking like it's a folder.
If you mean a sub-content type, you can specify an existing content type to serve as the "base" and then add any new fields you need on the new content type.
Check out the final video in this series!
th-cam.com/video/jGosiA8XVDY/w-d-xo.html
Thank you, clearly explained.
Glad it was helpful!
A video on the relationship between document Sets and content types etc would be amazing!
Noted! Thank you!
5:58 Thank you for the tip!
My pleasure! Lots more to come!
Exactly what I was looking for, great video!
Awesome, thank you!
Nice video. Is there a way to only show specific columns when changing views? If I had project plans and project expenses in the same document library, ideally when I am looking at the expenses, I would only like to see specific columns related to that. I wouldn't want to see and expense columns when looking at a project plan. Maybe I am not setting the library correctly.
Yes! When you create a view, you specify which columns you want to see. So in your example, one view could show project plan-related columns, while another view would show expense-related columns.
What if I want to add a differente kind of file which icon is not available on Sharepoint? is there a way to define my own icon? Thanks for the amazing content!
You could use JSON formatting to set the icon to something custom. I'd probably start with a custom column so you can access the JSON formatting feature. I've got a few videos that cover this subject. Here's the first in the series! th-cam.com/video/EGKEaHb4ewY/w-d-xo.html
This video helped me add content types successfully - thanks legend!
Glad it helped!
Helped me so thanks! Have liked and subscribed👍
Glad it helped! Thanks so much for letting me know!
Immediately running into a concern, hoped you might have some advice?
My child content types inherent a choice column from the parent content type.
Each child content type should have a different default value but be able to select a different choice value when needed.
1. If I inherent the column from parent, it seems like the option for default value is not allowed in the children.
2. The workaround might be to not inherit the column, but then if I were to switch content types for an existing doc in my document library it erases the metadata as if it's a totally different column, but still shows in the list view.
3. In the list view I see all the files metadata under one column, but in the library settings you see several with the same name (one column of for each content type)...
Is there some merging of columns thing that needs to happen? Or maybe just use a conditional calculated column based on [Content Type]?
P.S. Other than Power Automate (because its flakey when modifying in-use files), Is there a way to programmatically generate a default value. I'm trying to generate something like PC-005 where PC is abbreviation for Procedure content type, and 005 is because it's the 5th procedure created in the lib. I would just just use document ID but "reasons".
If you want to programmatically set a default value, you'll need something other than SharePoint. Power Automate or PowerShell would be options for you, although possibly the new Autofill column could work?
Thank you so much!
You're most welcome. Thank you for the thank you! 😀
If SharePoint allowed permissions on certain views to be assigned using user groups, this feature would be even more fantastic.!
Yes, I've always thought views should have permissions.
Hello, great video. I already have a list with about 200 fields. Is there away to add those existing fields to site columns instead of having to create all of them again since the list already has data in it?
If you're using list columns, you'll have to recreate them, unfortunately. What I'd recommend is using PowerShell or Power Automate to automate the data move from one set of columns to the other. 200 columns is a LOT of columns, though 😮
Hi Steve, awesome video as usual. quick question, and apologies in advance if you have already explained this: What if I wanted to upload bulk of files to the folder? can I do batch assignment for the different types I've created? e.g. to give it all the same topic title?
Hey Mens! So the way that works is that when you do a bulk upload, all documents are added using the default content type on the library (whichever you set as default in Library Settings). After the upload, you can change the content type of any of those documents if you wish. You can also select multiple documents after the upload and change the content types in bulk.
Is there no option to add content types or columns to a subfolder only.. Does it have to be the entire Document library. ? I have a subfolder full of one type of document that requires a bunch of metadata.. the other folders in the document library dont need the columns or same metadata.. how to apply this to just a folder and not a document library.. if I have to do this a document library level for everything then im going to have so many document libraries.
For 99% of use cases, you want to avoid using folders in your document libraries. As counter intuitive as it seems, you want a "flat" library, with all files in the same root level. Use indexed columns and content types. Set up views to filter the data how your users need to see the files. That's the modern approach, however if you really need folders, look into document sets. That's a much better approach to folders, while still looking like it's a folder.
Hello i have question, how to create a new content in sub topic in sharepoint?
If you mean a sub-content type, you can specify an existing content type to serve as the "base" and then add any new fields you need on the new content type.