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Document Tagging

Anonymous
2020-08-17T09:06:53+00:00

Hi, I am trying to setup a SharePoint solution with the below requirements but struggling to achieve this, any help would be greatly appreciated

Requirements:

  • 'Tag' a document with a Document Type from a list of company specific document types i.e.. Invoice, Proposal, Process, Policy etc
  • 'Tag' a document with a Client Name from a defined lists of clients
  • Assign a document to a person
  • Add a due date
  • These tags are to be available across multiple sites and document libraries
  • Create a page or view in one central location that shows all documents of a certain type i.e. Invoices. This view is to have a filter so the user can refine the list of documents that are shown, for instance, which documents are assigned to a particular person, which documents are overdue, which documents relates to a client (All using the above fields)
  • Use the search box to be able to find the document, for instance searching for all Policy documents would search for the tags and display results.

Steps so far:

  • I have looked at the Term Store and created Term Sets and Terms for Document Types and Clients.
  • I have created columns in documents libraries for Assigned Person and Due Dates
  • I have used a Highlighted Content Webpart to display documents of a certain type i.e. Invoices

Problems:

  • The Highlighted Content Webpart doesn't pull across any other columns apart from Modified or Modified By
  • I am unable to filter the view in the Highlighted Content Webpart on any of the other fields
  • My Search results are only retuning the for the current site rather than searching across sites

Any help and pointers would be greatly appreciated, am I going down the wrong path using the Term Store?

Thanks in advance

V

Microsoft 365 and Office | SharePoint | For business | Windows

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  1. Anonymous
    2020-08-19T15:25:28+00:00

    Hi PinPointNetV,

    In terms of your requirement, I’ve test it for multiple times, while there seems has no out-of-box way to make it, based on my test and experience, we are not allowed to combine with different document libraries, but as a workaround, I think you may use the Dynamic list filtering to filter the lists based on different document library webpart which might improve and also benefit your work efficiently, that’s why we suggest you use the feature of Dynamic list filtering.

    Here are my steps: create a list (my sample is Filter with Policy, Invoices, Proposal) >add document webparts in your site Home page (for example, my sample is to add two document webparts because I have two document libraries named as "Documents & doc lib test)>  set the Dynamic filtering as required>when I filter Policy in the Filter list> it can filter both document libraries as I want. See below screenshots:

    For more details you can refer this article: Dynamic list filtering

    We appreciate your patience and understanding again!

    Best regards,

    Gloria

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  2. Anonymous
    2020-08-18T20:54:18+00:00

    Hi Gloria, thanks for the suggestion.

    This wouldn't take care of a central view for files stored in different document libraries or sites? Is there a way to achieve that?

    Thanks

    Vince

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  3. Anonymous
    2020-08-18T15:09:33+00:00

    Hi PinPointNetV,

    Based on my test, the Highlighted Content Webpart seems do not filter and pull across any columns apart from Modified the same as yours,  however, I think you can use Document Library webpart instead of Highlighted Content webpart with creating customized Views to achieve your requirement. Here are my steps for you to refer:

    1.Create some columns as you required including Document type, Client Name, Due Date in document library.

    1. Click Library Settings in the right corner Settings> scroll down to the bottom and click create different views as you want to filter(like Invoices, Proposal, Policy etc)> Standard View> ensure check Document type is equal to Invoices/ Proposal and etc>OK.
    2. Inserting Document library webpart in created page> choose Documents> click Publish> then you can go to Home page> click Invoices view> and you can filter them.

    Regards,

    Gloria

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  4. Anonymous
    2020-08-17T21:41:37+00:00

    thanks!

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  5. Anonymous
    2020-08-17T15:07:05+00:00

    Hi PinPointNetV,

    Thanks for choosing Microsoft.

    According to your requirement, please give us more time to test, I’ll try my best to help you and post back ASAP.

    Appreciate your cooperation in advance.😊

    Regards,

    Gloria

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