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Setting up Document Libraries

Document libraries represent the storage location of documents. Content types are added to document libraries. Documents can then be stored in the document library with the available content types. Document libraries can be used multiple times for different areas. But it is recommended to create a document library for each area.

Create and publish document library

Document libraries need to be defined for all repository types and are used to store the documents. When creating document libraries for SharePoint, it is necessary to publish them. For Azure Blob Storage or Database, publishing is not required, and the publish action will not be visible.

To create and publish document libraries, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Libraries.
  3. Execute the action New in the ribbon bar.
  4. Specify the document library code by entering a code in the Code field.
  5. Select a default content type in the Dafault Content Type field.
  6. Activate the checkbox Activate Cycle.
  7. Activate the checkbox Versioning.
  8. Add more content types to the Content Types list.
  9. Execute the action Publish to Repository in the ribbon bar.
  10. The document library and the assigned content types is transferred to the repository.
  11. The document library and the assigned content types is marked as Published when it has been transferred successfully.

Reset publish state

Some settings cannot be adjusted for a document library in the published state. Furthermore, it is sometimes necessary to republish a document library. Resetting the publishing status helps in this case. The following steps need to be completed to reset the publish state for a document library and the assigned content types. Publishing content types is only necessary for the SharePoint repository. In Document Central, the Published status can be reset, allowing the Document Library to be published again. If the Document Library already exists in the repository, it will be skipped.

To reset the publish state for a document library, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Libraries.
  3. Mark the document library that should be resetet in the Document Libraries list.
  4. Execute the action Reset Status in the ribbon bar.
  5. The Published checkbox will be resetet for the document library and the assigned content type.

Info

The document library and the content types will not be deleted in the repository when the status is reset.

Delete document library

If a document library needs to be deleted completely, it is possible to delete the document library from Document Central for the SharePoint repository type.

To delete a document library, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Libraries.
  3. Mark the document library that should be deleted in the Document Libraries list.
  4. Execute the action Delete all data from repository in the ribbon bar.
  5. A message appears asking if you really want to delete all the data in the document library. This also deletes all releted entries to this document library in the document entry. Click Yes.
  6. The document library will be deleted from the repository and the document entries will be deleted from the document entry. The Published checkbox will be resetet for the document library and the assigned content type.

Info

The document library remains in the setup. The document library record can be deleted using the standard Business Central delete action.

Update document library from repository

If the SharePoint repository is used and document libraries has already been created there, it can be loaded into Document Central. This may be necessary, for example, if you want to load an existing structure from SharePoint.

To sync the existing content types from repository, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Libraries.
  3. Execute the action Update Repository in the ribbon bar.
  4. The content type is automatically loaded from the repository and added to the content type list.

Warning

Only content types added to a category DMS in the SharePoint columns will be loaded.

Setting up index

SharePoint has a limitation of 5000 elements in list view. To bypass this limitation, an index should be set for the Include in Query field from the assigned mapping. Document Central provides an action to set the index automatically in the document library.

To add metadata to the index of a document library, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Libraries.
  3. Execute the action Set Index in the ribbon bar.
  4. The metadata field assignments are created as index fields in the document library.

Expand default view with metadata

New metadata needs to be expanded in the Document Library view when it is created and assigned to content types.

To expand the default view with new metadata, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Libraries.
  3. Execute the action Expand Default View with Metadata in the ribbon bar.
  4. The default view in SharePoint Server is enhanced with missing metadata in the view.

Setting up new cycle

The document libraries can be divided into several subsites in the SharePoint site, each limited to one year. This process, called a cycle, is done to reduce the number of documents in each document library.

To create a new cycle, follow these steps:

  1. Navigate through the Document Central - Administrator role center.
  2. Click on Repository in the ribbon bar and execute the action Document Libraries.
  3. Execute the Create New Cycle action in the ribbon bar.
  4. Enter the year in the Year field and click OK.
  5. A new subsite with the year is created in SharePoint. All document libraries are created in the new subsite.