Can A File Have Multiple Locations on Sharepoint and Edits Made Affect All Locations?

Question

_{Monday, May 7, 2012 7:03 PM | 1 vote}

Can a single file be displayed in different Sharepoint folders? For example, I have a marketing doc for Product X. I would like to place that doc in a global Marketing Sharepoint folder and in a global Sharepoint folder for Product X. If someone goes in and edits the marketing doc, the edits can be seen/saved in both doc locationss (marketing folder and Product X folder).

I see it similarily to having a doc in one folder and having shortcuts/links to the doc in other folders.

Makes sense?

All replies (2)

_{Monday, May 7, 2012 7:17 PM ✅Answered}

You can take advantage of the "Send to" function in SharePoint. http://office.microsoft.com/en-us/windows-sharepoint-services-help/specify-a-send-to-destination-for-a-library-HA010120850.aspx

This will maintain a source file and all changes to that source file will be seen in the other libraries you've sent too.

Paul Turner http://redmanta.co.uk/blog Twitter: @RedMantaUK MCTS:WSS,MOSS,2010 MCITP:2010.
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_{Monday, May 7, 2012 7:18 PM ✅Answered}

Two possible ways to do this.

1. Place the document in one location and use the LinktoDocument content type in the other libraries.  Supply the address of the original document in the link to document content type entries.  The document will only be stored in one place, but retrievalble from anywhere you want it.  this does require that users have access to the original library location.
2. Create the docuemnt in one library.  Then use the Sendto functionality to copy it to the other locations.  If you ever edit the document in the original library you can update it in all locations using a single link in the SendTo menu.  The advantage here is that users only need access to the destination library to retrieve. the document, but you can still only edit it in one place.

I'm not aware of any way to place a copy of the document in multiple locations and have changes sync to all locations. 

Paul Stork SharePoint Server
MVP Senior Solutions Architect: BlueChip Consulting Group
Blog: http://dontpapanic.com/blog
Twitter: Follow @pstork
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