How to create a SharePoint Document Management System (DMS)

Create a simple document management system in SharePoint using metadata. View an example of a SharePoint DMS demo, followed by step-by-step instructions on how to build one in SharePoint. There are several steps and decisions involved when you create a DMS in SharePoint.

00:00 - How to create a SharePoint Document Management System
00:19 - What is SharePoint DMS
01:40 - SharePoint DMS Demo
10:43 - Step 1: Define types of content
12:15 - Step 2: Define Metadata Columns
15:03 - Step 3: Create Columns
22:45 - Step 4: Pin Columns to the Filters Pane
25:12 - Step 5: Upload and Tag Documents
28:12 - Step 6: Edit in Grid View
30:31 - Step 7: Create Views
34:41 - Step 8: Format Columns
37:06 - Step 9: Search via Filters Pane
39:15 - Step 10: Search via Search Box
41:32 - Advanced SharePoint DMS Capabilities

In this tutorial, I cover the following:

Define Types of Content. Each and every type of content you will want to tag will need its own document library. The reason for this is that once created, metadata applies to the entire document library. So first, define different buckets of documents (types of content).

Define Metadata for each type of content. Once you defined the buckets, you will need to define metadata tags for each category. For example, if you would like to tag SOPs or Policies, you might want to create the following metadata columns: Owner, Author, Status, Expiration Date.

Column creation. There are multiple ways to define metadata and create columns in SharePoint. In this video, I explain how to create columns at the library level.

Document Tagging. Once documents are uploaded to the library. There are multiple ways to tag documents in SharePoint. I cover all 3 ways/options: tagging a single document, tagging multiple documents via Bulk Edit, and tagging multiple documents via Edit in Grid View.

View creation. The greatest benefit of metadata is that you are not limited to just one way of viewing the information. You can create multiple views within the same document library. This is where you can filter/group/sort documents in any way you wish and save those views for all the users to use.

Column Formatting. You can also format the columns just like you can in Excel. This will help color-code columns based on different rules and logic you set up. For example, you can compare the Expiration Date to Today and highlight the entire cell accordingly.

Document Search via the Filters Pane. Once everything has been built and tagged, you can easily filter the documents via the Filters Pane.

Document Search via the Search Box. You can also rely on the built-in Search Box. In addition to its regular search mechanism, it will also find the tags you type into the Search Box.

[chh]

As a 'Folder & File' guy, I found the Amazon illustration brilliant!

[p.treyben]

Blog yes. I was thinking so! Thanks again.

[carlallen]

Great video many thanks indeed, has anyone mentioned that you sound just like Nandor..which makes it even better.😂

[ipablome]

Big issue is that when you define document set or metadata you can't use one drive snychronize, because you will have lock icon

[arunn]

Thankyou.
One doubt how to set permissions that requester only view his request or file?

[saibot]

You are helping keep my job. I appreciate what you do.

[KS-nerf]

to be able to use SharePoint as a real document management system there are and has been some issues. does any one know if this has been solved? How to stop changing the "modified date" and "modified by" of a file when it is just opened and not modified.

[ipablome]

How can I define document set for all sites in tenant/hub?

[thinhphan]

Heyyy maven
How to extend Sharepoint's limit of 5000 items ?

[Julia-ucty]

You can set the columns as a default parent view and then change the columns per page and save view as

[basrijkse]

thank you for the very instructive video, it helped a lot.

[p.treyben]

Very nice! Thanks Greg. I can set this library with unique permissions. Yes. Then will the user (who is allowed assess) still be able to access the information document panel?

[CharleneGell]

I've been following along with your tutorials. I have built a few sites; I've been trying to work out how to restrict my 365-user group "member" from moving columns and being able to access the column settings. Our 365 Admin created the initial team and as an owner I set everything up. My understanding from your tutorial has been not to go into the advanced permission settings. Where has this gone wrong?

[maxstr]

Is it possible to add a number prefix to all documents automatically? We use eDOCS so it's easy if someone refers to a document by a number, "doc #5123."

[akram._.]

What if we use the Folder method alongside with the Metadata Columns?

[justinhuntington]

Thank you for the tutorial. Very helpful.

[MilenaHirkala]

Hello Sir, please do you know why is the Sharepoint examination made retired? thank you

[TheLordStuart]

hi, great video. Do you have tips/solution in a case where you have a sub department, lets say HR has policies for two different countries, so there would be a HR country 1 and HR country 2? additionally, how would one solve/create a system when you have a hierarchy of folders with policies, then procedures, then guidelines, which are all linked?

[nazerbori]

Do you have a video for QMS in SharePoint ?

[mehbob]

Thank you for this elaborate tutorial! Do you have any guidelines on best practice or method to migrate from an old document management system built on sql server?