Enhancing Document Management in SharePoint with Document Sets
SharePoint offers a dynamic feature known as Document Sets, tailored for the efficient organization and management of related documents within an organization. These sets are more than just ordinary folders; they enable users to apply metadata to a group of documents, fostering consistency and simplifying the tracking process. This is particularly advantageous for handling complex documents or projects, as it enhances both access and collaborative efforts.
However, a notable limitation emerges once Document Sets are activated: the inability to view the Version History on the Document Set itself. This restriction can pose a challenge when there’s a need to identify when or by whom changes were made to a document set’s metadata.
Fortunately, there are solutions to circumvent this issue. One method is to utilize PowerShell for tracking the changes. Alternatively, ShareMasters offers a user-friendly option with its ‘Explore Master’ feature, available even in the free version of ShareMaster.
To leverage ShareMaster for viewing the Version History of Document Sets, start by clicking on ‘Explore Master’ and establish a connection to your SharePoint site. After connecting, select ‘files’ and navigate to your desired library. Within ‘Explore Master’, Document Sets are displayed akin to folders. Browse through these to locate the specific Document Set you wish to examine. Upon selection, click ‘Version History’ on the right-hand side of the interface. This action reveals a comprehensive list of all versions, each expandable to view detailed changes.
By integrating these tools, SharePoint users can effectively manage and track alterations in Document Sets, ensuring a more robust and transparent document management system.