Company Documents with Folders
The component in your SharePoint intranet that presents company documents organized into folders.
What is Company Documents with Folders
Company Documents with Folders is a component that helps you manage the documentary areas of your SharePoint intranet in an effective way. Just like Company Documents, 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 Advanced Search, 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.
Explore the advantages of Intranet.ai Company Documents by clicking here to learn more.
Add the Company Documents with Folders web part to a SharePoint page
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.
Configuration
General Settings
In this section, you need to:
indicate the document library from which the web part will retrieve files;
configure filters, thanks to which you can filter files by category.
Enter the URL of the site where the document library is located.
It is recommended to create a documents subsite to collect document libraries. See the section titled Create a documents subsite to learn how to do so.
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.
You should create a new list of favorite documents for every documentary area you build on your intranet. See the section titled Create a new list of favorite documents to learn how to do so.
Enter the taxonomy's unique id. You need to fill in this field only if your tenant has more than one Term store. 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.
After having assigned tags to documents, you need to configure filters. This feature 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.
Please refer to our guide "Creation of tag systems for news and documents" 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 open the filter configurator, click on Configure filters. The following panel will appear:
Managed property: write owstaxId followed by the name of the column used to assign tags to documents. Please, do not use spaces.
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.
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.
Enter custom filter name: write the name of the filter, which will be displayed on the right side of the application, under the Favorites filter.
For example: Departments
Show filter?: if you flag this box, the filter will be displayed.
Show tag?: if you flag this box, the tag will be displayed next to the file name.
Indicate whether to show the search field: if you flag this box, a search bar will be included in the drop-down menu of the filter. This search bar allows you to search for tags, so it is particularly useful if you have several tags, as you will be able to find them more quickly.
Stop reordering: by default, the tags in the filter drop-down menu are ordered alphabetically. If you flag this box, the tags will keep the same order they have in the term set.
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, otherwhise it will be close by default.
In the last field of the General Settings, 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 taken: owstaxIdIAILanguage.
Document Settings
If you are not in edit mode already, click Edit at the top right of the page.
Enter the path where acknowledgement 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:
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.
Visibility Settings
In this section, you can choose whether to display specific information about your documents.
If you are not in edit mode already, click Edit at the top right of the page.
First, 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).
Second, 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.
Then, 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.
The next visibily option allows you to show or hide the file extension in the title of the document.
You can also decide to show or hide a download icon which you can click to download the document.
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.
Finally, 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.
Order Settings
In this section, you can set options concerning the display order of your files.
If you are not in edit mode already, click Edit at the top right of the page.
First, you can decide to sort documents by modification date, creation date or filename. Choose an option from the drop-down menu.
Second, you can decide to order documents from the most recent or from the least recent.
Finally you can choose the folder display order: from A to Z or from Z to A.
Here is an example of what Company Documents with Folders looks like once the configuration is complete:
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.
Create a documents subsite
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.
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 dedicated section.
Create a new list of favorite documents
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.
The list of favorite documents should be created in the parent site, not in subsites, otherwise the web part will not work.
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
It is recommended to always name a list of favorite documents as "IAIFavouriteDocuments" followed by the name of the document library. This way, you will organize your lists of favorite documents in an orderly manner and you will easily find them. In addition, this is important in view of future updates of the web part.
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.
When configuring Company Documents with Folders, you will need to select the list of favorite documents in the General Settings, as explained in the dedicated section.
Configure a list of favorite documents
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 dedicated guide. In particular, please refer to the First type of configuration section.
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