Company Documents with Folders
The component in your SharePoint intranet that presents company documents organized into folders.
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The component in your SharePoint intranet that presents company documents organized into folders.
Last updated
Was this helpful?
Company Documents with Folders is a component that helps you manage the documentary areas of your SharePoint intranet in an effective way. Just like , it collects files such as guidelines, procedures, graphic materials, templates and so on. The distinctive feature of this web part is that it reproduces document organization into folders, unlike Company Documents, which does not read folders and reproduces files in the form of a list. It is important to specify that Company Documents still allows you to categorize content through the use of tags, which correspond to categories. However, if you wish to display folders in your documentary area, you can use the Company Documents with Folders web part, which is the topic of this guide.
Company Documents with Folders shares many characteristics and benefits with Company Documents, namely:
Tags and categories: thanks to tags, users can easily retrieve documents associated with a specific team, department, event, or project.
Favorites: every user can build their own Favorites area to easily find useful documents.
Latest Files: you can highlight the latest documents uploaded to the intranet to keep users updated.
Content indexing: document access is very easy thanks to SharePoint's capabilities to analyze and index content for search. By simply typing a term in , you can retrieve files containing the searched word in the title or body of the text (it also works with PDFs).
In addition to that, the component integrates with SharePoint, offering users fundamental features for effective document management and retrieval. These include:
Versioning for tracking and recovering changes;
Real-time sharing;
Access control;
Monitoring of approval workflows.
Targeted notifications whenever a public file is modified;
Indexing to make document content searchable.
If your page is not already in edit mode, click on Edit at the top right of the page.
Click on it and, in the web part search box, enter Folders to quickly find and select the Company Documents with Folders web part, which is named IAI-DocumentsFolders.
The layout settings allows you to customize the appearance of your application by adjusting various layout settings.
By opening this first configuration, you will see the following options:
Do you want to hide the background? You can choose to hide or display the webpart background. The default setting is “No”. This means that, by default, the webpart is characterized by a white background. If you enable this option, the white card background will be completely removed, allowing the content appear directly on the page. As a result, the webpart will be transparent, showing either the selected background image or the chosen SharePoint page color.
Do you want to hide the background shadow? You can choose whether to show or hide the background shadow. The default setting is “No”. This means that, by default, the webpart is characterized by a subtle depth effect that can make the webpart stand out more against the rest of the page. If you enable this option, the shadow behind the background will be removed, giving the web part a flatter, cleaner look without any depth.
Select the type of background shadow If you decide to set the background shadow, a further configuration will appear and you can select the style from High Contrast, Light, or Dark options.
If you select High contrast, this option creates a strong, bold shadow effect that provides a high level of contrast between the background and the content.
By choosing the Light background shadow, it will create a soft and subtle effect, giving a more delicate and gentle depth to the background.
Finally, the Dark background shadow style provides a darker, more intense effect, adding depth and emphasizing the background even more.
Do you want to hide the title? Here you can select whether to show the webpart title or hide it. If set to visible, the web part title will appear on the left side.
Enter the application title Thanks to this configuration, you can customize the application title. If you keep it blank, SharePoint will show the default title “Documents Folders” at the top left angle of the webpart.
In this section, you can specify the document library from which the web part retrieves files and configure the favorite document list.
Enter the URL of the site where the document library is located.
Select the document library containing the files you want to display.
Enter the URL of the site where the favorites list is located.
Select the favorites list. Thanks to this feature, users can mark items as favorites and create an area of favorite documents.
Enter the path where acknowledgment is located: this field is to be filled in only if the Acknowledgement system has been activated. In such a case, here you need to enter the URL of the page where the Acknowledgement web part is configured. This way, all the documents will be opened through the "Acknowledgement" page, and users will have the possibility to confirm that they have read the files. If this field is left blank, the documents will be opened in a standard way. The following screenshots provide examples of these two possibilities:
This configuration allows you to filter documents by specific tags; when you do so, the web part shows only the files belonging to the category or categories you have selected. For example, if your document library contains files from different departments, you may want to filter documents by department, e.g. Marketing, IT, Sales and so on.
Enter the taxonomy's unique id. You need to fill in this field only if your tenant has more than one Term store.
Configure filters/tags: in this window, you can configure the various filters to be applied to your documents. By filling in the fields, the available filters for the news will appear.
To open the filter configurator, click on Configure filters/tags. The following panel will appear:
In the first column, write: owstaxId + the name of the column used to assign tags to documents. For example, owstaxIdDepartments.
Field internal name: enter the field internal name.
To get the field internal name, follow these steps:
Open the document library. Click on the Settings icon at the top right of the page, then click on Library settings.
Click on More library settings.
In the Columns section, click on the name of the column.
A page will open; you can find the field internal name in the URL of this page, next to "Field=".
Copy-paste the field internal name into the required field of the Collection data panel header.
Then, copy-paste the id of the term set. To do this, go to the Term store and find the id of the term set. To find this code, access the Term store by following the steps described above. In the Term store, click on Global term groups to see all the term groups that have been created. Then, click on the term group that contains the term set you need, and finally select the term set: on the right of the page, you will see the unique identifier of the term set. Copy-paste the code into the required field of the Collection data panel header.
Enter the custom filter name you wish to apply, which will be displayed on the right side of the application, under the Favorites filter, such as Departments. This is a name used to identify a filter you are creating, which will be applied to the documents items. The custom filter helps organize and narrow down the displayed content based on specific criteria.
Show filter? Indicate whether the filter dropdown should be displayed to users. Flag this option if you want users to see and interact with the filter dropdown; leave it unflag it if you want to hide it.
Show tag? Determine if the tags assigned to the documents should be displayed in the documents preview. Flag this option to show the tags; unflag it if they should be hidden from view.
Show search bar? Specify if a search bar should be shown in the filter dropdown to allow users to search for a specific tag. If you want a search bar to appear, flag this option; otherwise, unflag it. This functionality can be useful in case you think you’re going to have a large number of tags.
Stop reordering: This option prevents the ability to reorder items. By default, the webpart sorts tags alphabetically. However, there might be cases (such as the Months) you might need to sort by the same order set in the Term Store. That said, flag this option if you want to follow the same sorting order available in the Term store, or unflag it if you want to keep the alphabetical order.
Indicate whether the filter is open by default: here you can choose if the drop-down menu of the filter will be open or close by default. If you flag this box, it will be open by default, otherwise it will be close by default.
Insert the language managed property if it has been manually edited: you need to insert the internal name of the language managed property if it has been manually edited. If you leave this field blank, the default internal name will be used: owstaxIdIAILanguage.
In this section, you can configure several settings that define how documents are managed and displayed.
Open or download the document? You can choose whether the document will be opened in Word Online or downloaded when the user clicks on it. The former option is the default one.
Select a property to sort documents: here you can choose to sort documents by last modified, creation date or file name. Choose an option from the drop-down menu.
Select the direction of the sort: you can decide to order documents from the most recent or from the least recent.
Folder display order: Finally you can choose the folder display order: from A to Z or from Z to A.
Here is an example of Documents folders:
The web part is composed of the following elements:
A list of folders identified by a folder icon. Click on a folder to see the documents it contains. The documents are presented in the form of a list, which includes an icon and the information you have chosen to show (e.g. author, date, file extension). Each file type is identified by a specific icon.
A list of documents which are not included in any folder. The list is characterized by the same elements described above.
A star icon which allows you to mark documents as favorites. Click on this icon to add an item to your favorites list.
A download icon, if you have chosen to show it. If you want to save a document, you just need to click on this symbol.
A search bar which allows you find documents more quickly. You just need to type a word in the search bar to retrieve files containing the searched word in the title or in the body of the text.
The filters section, which is made up of drop-down menus. The first one is the Favorites filter, which allows you to filter results to see only the resources you marked as favorites. Through the other filters you can filter documents by category.
In this section, you can set options concerning the display order of your files.
Show download icon? You can decide whether to display or hide the download icon.
Show author? You can decide whether to show the author of the document. If you choose to show it, the author's name will appear under the title of the document. By using the drop-down menu below, you can choose to show the name of the actual author (select Author) or the name of the last user who modified the document (select Modified by).
Hide root label: you can choose to hide the root label of the breadcrumb when you are viewing the root folder. You just need to activate the Hide root label option.
Custom root label: Thanks to an update of this component, it is possible to customize the name of root label of the breadcrumb. You just need to type the name you would like to use in the Custom root label box. If you don't write anything in this field, the name of the document library will be used.
Show date? you can decide whether to show the date when the document was published. If you choose to show it, the date will appear under the title of the document.
Select to show the document title: The next visibility option allows you to show or hide the file extension in the title of the document.
Show relative path? you can choose whether to show the relative path and the absolute path of the document. If you decide to include this information, it will appear under the author and the date.
Component height: you can adjust the webpart height.
To access the Term store, which is a section of the Administration Area of the site, you need to take the following steps:
Click on the Settings icon at the top right of the page, then click on Site information.
Click on View all site settings.
Under Site Administration, click on Term store management.
You will land on the Term store, i.e., the area where you can create term sets and terms to categorize your content. Here you can find the unique identifier of the taxonomy, which is a code composed of numbers, letters and hyphens.
Enter the unique id of the managed property term set: write the unique identifier of the term set. To find this code, access the Term store by following the steps described above. In the Term store, click on Global term groups to see all the term groups that have been created. Then, click on the term group that contains the term set you need, and finally select the term set: on the right of the page, you will see the unique identifier of the term set. Copy-paste the code into the required field of the Collection data panel header.
A subsite is a site within a parent site where you can store, organize and manage content. In particular, it is recommended to create a subsite to collect document libraries. Below is a guide on how to do so:
Click on the Settings icon at the top right of the page, then click on Site contents.
Click on New > Subsite.
You will land on an interface where you need to insert information on the subsite. The first fields to fill in are Title, Description and URL name.
Enter the title, i.e. the name of the site.
For example: documents
If you want, you can also write a description, but this is optional.
Complete the URL name by writing the title you chose.
For example: https://intranetai.sharepoint.com/sites/my-hub/documents
Keep the default settings, except for the second to last choice: the default option is Yes, change it to No, so that the site will not be displayed on the top link bar of the parent site.
Finally, click on Create.
To create a new document library in your subsite, follow these steps:
Click on New > Document library.
Click on Blank library. The following pop-up will appear:
Enter the name of the document library. Please, avoid spaces; use capital letters instead, so that the library URL will be cleaner.
For example: GraphicMaterials, Guidelines, Procedures
If you want, you can also enter a description, but this is optional.
Leave the Show in site navigation box flagged.
Click on Create.
As mentioned above, you should create a new list of favorite documents for each documentary area you build on your intranet. This will allow users to create their own Favorites area.
For example, if you create a documentary area collecting guidelines, you should add a list specifically for guidelines.
To add a new list, take the following steps:
Click on the Settings icon at the top right of the page, then click on Site contents.
Click on New > List.
As you want to create a list from an existing list, click on From existing list. Select Documenti Preferiti IAI among the lists available on the site.
Click on Next. A pop-up will appear; complete it as follows:
Give a name to the list. The name should inform you on the content of the list. Please, avoid spaces; use capital letters and hyphens instead, so that the list URL will be cleaner.
For example: IAIFavouriteDocuments-Guidelines
If you want, you can enter a description, but this is optional.
Remove the flag from the Show in site navigation box, so that the list will not appear in the site navigation.
Click on Create.
Hover your mouse above or below an existing web part. You will see a line with a circled +, like this: .
Click on the Edit properties button on the left of the web part to open the property pane, which has four sections: Layout Settings, Data sources, Filters settings, General settings and Display settings. See below for more information on each of these sections.
It is recommended to create a documents subsite to collect document libraries. See the section titled to learn how to do so.
You should create a new list of favorite documents for every documentary area you build on your intranet. See the section titled to learn how to do so.
to access the Term Store.
Please refer to our guide to learn how to create term sets in the Term store, add columns of the managed property type to a document library, and assign tags to documents.
to discover how to configure the id of the term set store.
It is recommended to create a documents subsite to collect document libraries. See the section titled to learn how to do so.
Now, you just need to click on Upload to add files to the document library. When configuring Company Documents with Folders, you will need to select the document library in the General Settings, as explained in the .
When configuring Company Documents with Folders, you will need to select the list of favorite documents in the General Settings, as explained in the .
After adding a new list of favorite documents, you need to configure it in order to enable users to interact with the list. To learn how to configure this list, read the . In particular, please refer to the First type of configuration section.
