I start on the home page of an out of the box Team Site in Share Point 2013. This is where I will put the new Document Library App and migrate the files.
Here is a screen shot of the File Share which shows it’s folder structure. I have 3 folders; 2009, 2010, and 2011. Each folder has a series of reports about GDP for several states. I am going to be migrating these over to Share Point 2013 so that I can take advantage of all of the amazing Document Management, metadata, and other features.
Each of the folders has the same collection of reports, it’s just that 2009 has the 2009 versions, 2010 has the 2010 versions and 2011 has the 2011 versions. We can see by this screen shot that there are GDP reports for: Arkansas, California, Illinois and Michigan.
There are a few ways to add to the site contents, I will add my Document Library App by clicking on the icon on the home page which says: Add lists, libraries, and other apps.
I don’t even have to look because the first option is the Document Library App, which is the most popular in this Site Collection. If I wanted another kind of app, the Find an app search text box works awesome.
When I choose to add a Document Library App SharePoint needs me to give it a name. I call this one the gdbByStateReports library and click OK.
Unlike some previous versions, I am not taken directly to the library. Instead I have to click the icon to get to my newly created Document Library App.
Most Site Owners and Site Collection Administrators will want to spend a lot of time clicking Library > Library Settings in the ribbon. I need to click the Library tab to change the context of the ribbon which is currently set to browse mode
Now I click Library Settings in the ribbon.
Here I can take a look at the out of the box columns that came with my Document Library App. I will need to add a couple, one to keep track of the state of origin and one to keep track of the year of the report. however I would consider Site Columns, or Site Columns using Meta Data Terms for a production deployment, probably as part of a set of formal content types.
I will create the first list column called, StateOfOrigin, it will be a choice column and the choices will be: AR, CA, IL, and MI. The default value is first choice which is AR, when I’m done I click OK (clicking OK not shown)
I see my new list column appearing in the Columns section of my Library Settings Page. Time to add a column for the year of the report so I click Create Column.
I name the column yearOfReport as shown here. I also make this a choice column with the options including: 2009, 2010, and 2011. The default value is 2009 (the first option) I leave this as is and then click OK (Clicking OK not shown)
I take a look at the Columns section and note that both my list columns have been successfully added to the Library.
I want to get back to the all documents page of my gdpByStateReports Document Library App so I click the link in the breadcrumb as shown in the screen shot above.
In order to build out the Folder Structure in the Library to match what’s on the File Share I need to click the Files tab. This will put the ribbon into the mode to interact with actual items in the library including the ability to add folders.
I click the New Folder icon.
I name the first Folder 2009 just like it is in the File Share. I have found that when migrating documents from a file share into Share Point it helps users to see similar structures like this. The great news is we can basically blow right through the folder structure to find anything in the Library quickly, but that’s another post.
I see the 2009 folder and click the New Folder icon.
No surprise here, i call this Folder 2010.
I see my 2009 and 2010 folders, just one more so I click the New Folder Icon.
I call this one 2011 and hit Save.
I now have a folder structure in my Document Library that exactly matches the one on my File Share.
I see several columns in the All Documents view. I want to get rid of a couple to simplify the workspace, so I click the Library tab.
I notice that the All Documents view is the active view and I click Modify View in the Ribbon.
i uncheck Modified and Modified By and make sure that StateOfOrigin and YearOfReport are selected, then I click OK (clicking OK not shown)
Now I can see very clearly the two pieces of meta data I that are really important in this Library.
Now that the Library is all set up and ready to go, I am going to configure the Column Default value settings. This way as I migrate the documents from the File share into Share Point 2010 the value of the YearOfReport will automatically be set to the folder it goes into.
click Library > Library Settings.
Click the Column default value settings under General Settings.
Here I see my 2 choice columns and the folders of my Library. I am going to set the YearOfReport default values by clicking the Folders one at a time and assigning a default value. I know that 2009 is already the default value, but I’m going to go through the steps anyways just in case for some reason someone decides to add another year, say, 2008 that might change the default value of this column. To set the value I click the folder 2009.
With 2009 selected I click the YearOfReport column.
select the radio button to Use this default value and type in 2009 and then click OK. Unfortunately Share Point does not give me an option with all the possible values, I have to know what to type here.
I then click on the 2010 Folder and Click on the YearOfReport Link. Notice the icon for the 2009 folder has changed to indicate that it has a set default value.
I repeat the process but this time I set the value to 2010 then click OK.
Finally I do the same process for the 2011 folder by clicking it and then clicking the YearOfReport link.
Once again I select the Use this default value radio button, and enter 2011 for the Default Value and then click OK.
I can see by the icons that each of the folders has a column default value set. I want to get to the home page of my site so I click the Icon.
I click the link gdpByStateReports to get to my new Library app in order to begin migrating my documents.
I’ll start with the 2009 documents. I open the 2009 folder in the browser by clicking the 2009 icon.
I have also opened the 2009 folder in windows explorer and selected all the files. With all the files selected I grab them and drag them into the section for the 2009 folder in Share point that says or drag files here.
When I’m done, I click the gdpByStateReportsLink.
I’m going to repeat the process for the 2010 folder, so I click the 2010 folder in the browser.
I grab the reports from the 2010 folder on the File share and drag them into the 2010 folder in Share Point.
I take a look and voilà the value for YearOfReport has been set to 2010.
I click the 2011 folder to open it in Share Point 2013.
I grab all the files from the 2011 folder on the File share and drag them into the 2011 folder in the Share Point 2013 document Library.
When I’m done, I’ll stay here so i can set the proper meta data values for the StateOfOrigin column.
In order to set the metadata values for the StateOfOrigin quickly, I am going to use something called Quick Edit. To get there I click the Library tab.
I click the Quick Edit icon in the ribbon. (this used to be called Data Sheet View).
I go to each reports StateOfOrigin column and choose the correct state.
When I’m done setting the column values, I click the Stop editing this list link.
Now I have each report’s StateOfOrigin and YearOfReport metadata values set correctly. Time to do the other Folders.
I can do this in any order I like, I went to the 2009 folder and set the values using Quick Edit next.
I am on the home page of my Demo site and I click gdpByStateReports which will take me to the document library i configured in the Column Default Settings in SharePoint2013 .
I click the Library Tab to change the ribbon to the context of interacting with the actual container itself.
Now that the ribbon is active on the Library Tab I can get to the Library Settings Icon so I click it.
I click the Versioning Settings link which is listed under General Settings on the Library Settings page.
I select the radio button next to: Create major and minor (draft) versions… then I select the check box next to Keep the following number of major versions: and enter 10, and select the check box next to Keep drafts for the following number of major versions and set it to 5. Then I click OK.
Whenever I set up versioning I changed the default view to include the Version column. This way anyone whom has access to the Library can see which version the document currently is at. In order to do this I click the All Documents Link.
I select the check box next to Version and then click OK (click OK not shown)
You can see that currently the version number is showing. I am going to click the 2009 folder so that I can work with some documents.
Again I take notice that the Version column is showing in the All Documents View and that each document is currently at 1.0.
I’m interested at this point in exploring Check In / Check Out. I click the Files Tab so that the Ribbon becomes contextual to working with one or more files in the Library.
If you click the check mark icon in the top row it will select all of the Documents. Now you can see that the icon to check out the documents is active and users can Check Out Documents, edit them and then Check them back in. The problem here is that it is not enforced. In order to enforce Checking In and Checking Out of Documents we have to go back to the versioning settings page and configure that setting. We’ll do that next. To get to the Library Settings Page, click the Library Tab.
I click the Library Settings Icon.
I click the Versioning Settings Link.
At the bottom I select the Require documents to be checked out before they can be edited? Yes radio button then click OK. This will preserve a linear history of each document in the Library.
Whenever I configure Check In / Check Out required I will again edit the All Documents View by clicking the All Documents Link in the Views section.
I Select Check In Comment and Checked Out To then click OK (Clicking OK not shown)
Now I can see both the Check In Comment and the Checked Out To column in the all documents view. I will now try working with a library item under my newly configured settings so I click the 2009 folder.
I’m going to work with the 2009-AR file. I notice that it’s at Version 1.0 and I can see that it is not checked out according to a lack of a green arrow next to the document Icon as well as a lack of values in the Checked Out To column.
In order to edit the Document I click the ellipse and then click EDIT.
Depending on how SharePointand Office are configured you may be prompted for credentials. If so enter them (not shown) and eventually you will get here where you will see a ribbon that says CHECK OUT REQUIRED. You can check out the document by clicking the Button Check out.
I add a very simple piece of text: “addingThisPart”
I click the save icon and then click the File Tab.
Here in the File Tab I can see the Check In Icon. I click this Icon.
I’m going to check in my changes as a Minor version (draft) this way those whom are collaborating on this document with me can see where I’m going, but I’m going to do a little more so I check the box that keeps the document checked out to me so that I can keep going.
With the document still checked out to me I make another edit and add: “and this part”
I click the Save Icon and the File.
I click the Check In Icon.
This time I select 2.0 Major Version and add my comments and then click OK.
I’ll leave Excel 2013 open in the background and then go to Internet Explorer to take a look at the All Documents View. i can see that the Document is checked in, at Version 2.0 and the last comments are ‘Ready To go.’
I go back to Excel 2013 and click the Check Out button to check the Document out and make another change.
I add: ‘one more thing’
I go back to look at SharePoint and if I refresh the page I see that the Document is Checked out and is currently at version 2.1.
I go back to Excel 2013 and click Save then File.
I click the Check In Icon.
This time I select 3.0 Major version (publish) and add my comments and hit OK.