WHAT IS A DOCUMENT SET?
Document Set is a special Content Type. To explain in basic terms, Document Set is a folder with metadata. Except, this folder can have metadata assigned to it. And the documents you put inside of that folder can also have metadata assigned to them. Awesome!
WHAT MAKES DOCUMENT SETS SPECIAL?
In addition to being able to have metadata combined with folders, document sets have these special and unique features that make them standout from other document management methods.
1. Ability to inherit metadata
You can set the Document Set such that any files uploaded to the Document Set (folder) will inherit the metadata from that folder.
2. Unique permission for each document set
You can also assign unique permission to each document set. You can do the same with regular folders, but the user experience is much better with document sets.
3. Ability to search across the document sets
All the document sets (folders) you create reside in a single library. That means that you can easily search across document sets since you will essentially be searching in a single document library.
DOCUMENT SET LIMITATIONS
1. It is all about documents
It is a limitation by default. But If you are thinking of using document sets to manage small projects, all you have on a welcome page is a document set. While you can add other web parts to the welcome page, they will be common to all document sets (in other words, you cannot have each welcome page contain its own task list or calendar for example).
2. Document Library can get really large
Say you configured a document library to house client data and are using document sets for it. With time, this library might get really large, impacting performance and ability to find stuff.
3. Metadata sync
If you decide to sync the document library with document sets to your desktop (link) – you would loose the metadata when you try to access the files on your PC. Metadata will stay in SharePoint, but will not get copied onto your computer.
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