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Create folder that auto-populates with other folders

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Wednesday, October 24, 2012 1:03 PM

My company wants to quickly create a folder that has 8 sub-folders already in it so they don't have to manually create those sub-folders.  They need to do this every time they do a new proposal and it's tedious.

Is there a way to do this?  We're using SharePoint Foundation 2010.

Document sets seem unable to do the trick.

All replies (28)

Thursday, November 1, 2012 11:17 AM ✅Answered | 1 vote

The answer to the question is this, doing everything from SharePoint Designer 2010:

Create a Content Type

We want to create one that inherits from "folder".

  1. Click Content Types in the Navigation Pane
  2. In the ribbon, on the Content Types tab, click “Content Type New”
  3. In the Create a Content Type screen:
    1. Give it name like “GeminiRand Test”
    2. Add a description
    3. Select parent content type from: “Folder Content Types”
    4. Select parent content type: “Folder”
    5. Existing group: “Folder Content Types”
    6. Click OK
  4. In the Content Types window, scroll to “Folder Content Types” and click yours
  5. On the ribbon, click “Push Changes to Sites and Lists”

Create a workflow

  1. Click “Workflows” in the Navigation Pane
  2. On the ribbon, click “Reusable Workflow”
  3. In the “Create Reusable Workflow” screen:
    1. Give it a name: “Auto Create GeminiRand's Sub Folders”
    2. Description:
    3. Content Type: GeminiRand Test
    4. Click Ok
  4. On the Workflow ribbon, click “Action”
  5. In the dialog, select “Create List Item”
  6. When the screen says “Step 1. Create item in this list” etc., click “this list”
  7. In the Create New List Item dialog, List drop box, select Shared Documents (or whatever doc library you are using).  The bottom of the screen will fill in with some options
    1. Select “Content Type ID” and then click “Modify”
      1. In the Value Assignment screen, change “To this value” box to be “Folder” instead of “Document” and click OK
    2. Click the “Path and Name (*) line and click Modify
      1. Click the ellipses (…)
      2. In the “String Builder” dialog, click “Add or Change Lookup”
      3. From the “Field from source” drop list, chose “Title” and click Ok
      4. “[%Current Item: Title%]” will appear in the previous screen.  After this, type a “/” and your folder name.  For example: [%Current Item: Title%]/My Folder Name
      5. Click Ok three times
      6. Repeat as needed to add additional subfolders
  8. Back in the Workflow screen, click “Check for Errors”, then “Save”, then “Publish”

Final Steps

  1. Return to your content type so we can associate the workflow with it
    1. On the bottom right, click on the “Workflows” section header
    2. In the ribbon, click on “Associate Existing Workflow”.  This will launch a browser
    3. Choose your workflow name and choose the options you want, being sure to check the box marked “Start this workflow when a new item is created”.  Click Ok
    4. Return to SharePoint Designer and click the back button to return to the Content Type’s main screen.
    5. Then click the refresh button and your workflow should now appear in the previously empty Workflows section.
    6. In the ribbon, press “Push Changes to Sites and Lists”
    7. Then press “Apply to List”
  2. Time to test.  Go to your site in the browser and click the Shared Documents folder
    1. On the ribbon, click the Documents tab
    2. Instead of adding a new folder, click on “new Document” and select your new content type folder “Geminirand Test”
    3. Enter a name for your new folder and click Save
    4. You new folder should appear as usual.  Give the workflow a second to run, then open your new folder and you should see your sub folder(s)

And that, ladies and gentlemen, is how you answer a question instead of changing the subject and marking that changed subject as the answer.

Wednesday, October 24, 2012 1:04 PM

Hi,

Let's take a step back. Why folders? Did you explain them it is better to work with metadata and views?

Blog: www.jasperoosterveld.com Twitter: @SharePTJasper

Wednesday, October 24, 2012 1:07 PM

How is metadata and views going to replace nested folders?

Wednesday, October 24, 2012 1:10 PM

You can group by the metadata, or even go for a metadata driven navigation (http://www.youtube.com/watch?v=g6dE4laiVdE)

Wednesday, October 24, 2012 1:14 PM | 1 vote

Good question Angry Bird ;-)
SharePoint has many document management features that file share don't have. That is why I advise against creating a file share structure in SharePoint.

There are two big problems with using a file share solution within SharePoint:

1. Navigation

2. Duplicating documents

Navigation
When browsing in a folder structure an user cannot see the complete folder structure. This causes a confusing and frustrating navigation experience.

Duplicating documents
Users can save the same documents into multiple folders, the system won't block this. This causes duplicates and multiple different versions.

My advise is to create additional columns (choice) en use the group by function. Or create multiple views with the filter option.

I wrote multiple articles about document management:

http://www.jasperoosterveld.com/search/label/Document%20Management

I hope they are useful for you.

Blog: www.jasperoosterveld.com Twitter: @SharePTJasper

Wednesday, October 24, 2012 1:20 PM

They aren't looking to have all the files in one folder, then have to click a filter button every time they want to find something. Isn't that what you're suggesting?

We were posting at the same time btw so this reply is to the one above you

Wednesday, October 24, 2012 1:25 PM

Can you be more specific about the requirements and the motives behind it? Maybe we can find a different solution then folders.

Blog: www.jasperoosterveld.com Twitter: @SharePTJasper

Wednesday, October 24, 2012 1:37 PM | 1 vote

We can yes, but I want to clarify that I'm not asking if they SHOULD do this, but CAN they do this, and while your observations on the SHOULD part are interesting (and I looked at your articles just now), it doesn't address CAN they do this. :)

They had a simple request: click a button that creates the folder and sub folders.  Two people claimed they used to be able to do this at another company so it's their expectation and they have many existing doc libraries with sub folders already, having manually laid them out.  So one issue with a change is redoing what they have.  Another is getting buy in.  And user training.  And I'm briefly on loan to them, so rocking the boat isn't in the cards.

In either case, I still need to answer the CAN question because I can't convince them to redo things without an answer, I suspect.

Wednesday, October 24, 2012 1:51 PM | 1 vote

Clear answer :)

That sounds to a custom solution to me. Perhaps a workflow that can create the folders.

Blog: www.jasperoosterveld.com Twitter: @SharePTJasper

Wednesday, October 24, 2012 1:52 PM

Create the folders as a project in Sharepoint as: Create the first folder nest the eight subfolders. Create the user classes into each folder with a compatible document of the proposal program which will be used as the code to auto update.

Christine Sindelar

Thursday, November 1, 2012 1:32 PM

IF YOU KNEW HOW TO CREATE FOLDERS THAT AUTO-POPULATES TO OTHER FOLDERS, WHY DID YOU ASK THE QUESTION. DO YOU THINK WE DO NOT HAVE ANYTHING BETTER TO DO WITH OUR TIME BUT PLAY A QUESTION AND ANSWER GAME AS A FORUM ALTHOUGH WE ARE NETWORK ADMINISTRATORS? IF ANYONE CHANGED THE SUBJECT AND MARKED THAT CHANGED SUBJECT AS THE ANSWER YOU SHOULD TAKE A GOOD LOOK IN THE MIRROR. YOUR ORIGINAL QUESTION DOES NOT MATCH THIS THREAD.

Christine Sindelar

Thursday, November 1, 2012 1:34 PM

You must be so proud right now.

Blog: www.jasperoosterveld.com Twitter: @SharePTJasper

Thursday, November 1, 2012 1:45 PM

IT IS SWEET AT THE TOP AND THAT LADIES AND GENTLEMEN IS WHERE  I AM!

Christine Sindelar

Thursday, November 1, 2012 3:21 PM | 1 vote

Well Christine, since you asked so politely, I figured it out.  And of course my answer is in direct reply to my question.  "Your original question does not match this thread".  Exactly.  I'm the one who started this and the subject changed.  Your reading comprehension is a little off (so is your grammar and punctuation, by the way).

Instead of your post being marked as an answer, it's now marked as abusive.

Have a nice day.

Thursday, November 1, 2012 4:58 PM

WELL GEMINIRAND4 BECAUSE YOUR PROFILE IN INCOMPLETE I INVOKED YOUR MEDIA RIGHTS AND LIVE EDITED YOUR DEVELOPMENT AS YOU WERE TOO STUPID TO BE EMPLOYED BY THE COMPANY IF YOU NEEDED TO PROPOSE THE QUESTION TO MSDN AFTER ACCEPTING A BID FOR A COMPANY. YOU ARE FIRED.

Christine Sindelar

Thursday, November 1, 2012 5:17 PM

Are you drunk?

Thursday, November 1, 2012 5:44 PM

NO I AM NOT DRUNK. I REVIEWED YOUR PROFILE ON MSDN AND FOUND THAT ALTHOUGH YOU HAVE BEEN A MSDN MEMBER YOU HAVE NOT CONTRIBUTED ANYTHING TO OUR NETWORK. YOU DO NOT HAVE A COMPLETE PROFILE, IT IS UNKNOWN WHAT COMPANY YOU WORK FOR AND FINALLY WE DO NOT EVEN KNOW YOUR REAL NAME. YOU DO HAVE ALOT OF AUDACITY TO ASK ME IF I AM DRUNK.

Christine Sindelar

Thursday, November 1, 2012 5:56 PM

Why is any of that your business?  Why is it relevant?  It isn't.  The fact that you're even trying to figure out info like that is a sign of your lacking professionalism because it indicates your increasing desire to judge and attack me.

So by "we" do you mean to say that your abusive, obnoxious attacks and shouting is representative of Microsoft?  Would you feel proud to show your posts to them?  Considering your behavior, asking you if you're drunk is a pretty reasonable question.

You don't take criticism very well.  The funny thing is that my criticism was only partly directed at you.

Thursday, November 1, 2012 6:04 PM

I USE CAPITALIZATION BECAUSE YES I AM SHOUTING. BY WE, I MEAN I AM THE DEVELOPER OF WINOOWS LIVE ID AND YOU SIGNED INTO MY SERVER AND THAT MAKES EVERYTHING YOU DO MY BUSINESS. I AM A NETWORK ADMINISTRATOR RUNNING SHAREPOINT, EXCHANGE, LYNC ONLINE WITH MICROSOFT OFFICE 365. IF MICROSOFT HAS ANY QUESTIONS FOR ME ABOUT ANYTHING I DO, MICROSOFT KNOWS HOW TO CONTACT ME. IN ADDITION TO WE, I MEAN I AM A MEMBER OF NOT ONLY MICROSOFT DEVELOPER NETWORK AND MICROSOFT PARTBER NETWORK WHICH MEANS IF WE HAVE A BREACH OF SECURITY ON ONE SERVER THERE IS A WORLDWIDE BREACH. WHEN THOSE EVENTS OCCUR THAT MAKES IT EVERY PARTNER'S BUSINESS. SO WHO DO YOU WORK FOR AND WHAT ARE DOING ON MICROSOFT DEVELOPER NETWORK? PIRATING INTELLECTUAL PROPERTY RIGHTS? WELL MICROSOFT FILES LAWSUITS DAILY FOR PEOPLE THAT DO THAT.

Christine Sindelar

Thursday, November 1, 2012 6:11 PM

Now you're threatening me?  Actually no it's still none of your business. Get a life.

I'm going out of my way to report you to Microsoft now.

Thursday, November 1, 2012 6:22 PM

GOOD LUCK WITH THAT! I THINK MICROSOFT'S EMPLOYEES INCLUDING STEVE BALLMER WOULD APPRECIATE A PARTNER LIKE ME MORE DEFENDING OUR GLOBAL COMMUNITY. THANKS FOR THE FEEDBACK!

Christine Sindelar

Thursday, November 1, 2012 6:25 PM

Defending against what?  You have failed to notice the only one who posted "intellectual property" here is me.

Thursday, November 1, 2012 6:27 PM

Christine,

We would appreciate it if you didn't get defensive with Gemini. This started with him answering his own question, which is not something we should get upset about. Often times, it takes a while just to understand the OP's problem, so often times the OP is able to answer his own question faster than anyone else could.

Thanks!

Ed Price (a.k.a User Ed), SQL Server Customer Program Manager (Blog, Twitter, Wiki)

Thursday, November 1, 2012 6:58 PM

FIRST OF ALL, GEMINI'S RESPONDED ARGUMENTATIVE WITH HIS CAPITALIZATION WORDS IN HIS RESPONSE TO JASPER'S METADATA SOLUTION. SECONDLY, I REPLIED TO GEMINI'S PROBLEM WITH MY SHAREPOINT SOLUTION WHICH GEMINI MARKED AS HELPFUL. THIRDLY, GEMINI CREATED THE SOLUTION BASED UPON MY ANSWER. MY AUTOMATED SYSTEM COLLECTED THE DATA BASED UPON THE DATA GEMINI ENTERED WHICH LIVE EDITED THIS THREAD. THE ONLY PERSON UPSET HERE IS GEMINI, BECAUSE I AM LAUGHING THAT IT DID NOT TAKE ME A LONG TIME TO UNDERSTAND THE OP'S PROBLEM AT ALL.

Christine Sindelar

Thursday, November 1, 2012 7:16 PM

1. A single word in all caps to draw emphasis to do the difference between two things someone else was confusing was for clarity, moron. It certainly doesn't warrant paragraphs of someone else writing in all caps, you douche bag.

2. I never marked your reply as helpful because it didn't even make sense, idiot.

3. I most certainly did not create my solution based on your nonsensical, incoherent rambling.  There isn't even a correlation between the bullshit you wrote and my question or answer.  You have the critical thinking skills of a gnat.

4. The whole sentence about live editing this thread doesn't make the slightest bit of sense any more than your first stupid post. What automated system is collecting what data and what the hell does that have to do with a solution to create folders in SharePoint and which is running in my Virtual machine on a computer to which you do not have access?  You are an utter idiot.

5. The only thing upsetting is that I had to interact with someone so profoundly stupid as you, which was fun for a while.

6. You don't have the slightest clue what the problem was then or now, and why would anyone care how soon someone else understood the problem I asked about, except an imbecile? The whole point is to ask with clarity to get a clear answer, so I'd be glad if readers understood on the first try, not mad.  Good God you are the dumbest person imaginable.

7. If you're laughing, it's because you are high on drugs or mentally unbalanced. Either way, you're wildly delusional and need professional help.

Thursday, November 1, 2012 7:32 PM

REALLY NOW THAT'S MORE LAUGHABLE CONSIDERING I PROFESSIONALLY HELPED YOU RESOLVE YOUR PROBLEM.YOU HAVE BEEN A MSDN MEMBER WITHOUT ONE REPLY MARKED HELPFUL, SO I THINK YOU NEED PROFESSIONAL HELP BUT YOU PROBABLY CANNOT AFFORD MY PROFESSIONAL IT FEES. NOW THAT YOUR APP RUNS ON MY SERVER, YOU DO NOT OWN THE INTELLECTUAL PROPERTY RIGHTS.

Christine Sindelar

Thursday, November 1, 2012 7:36 PM

Yawn. You still haven't made a valid point.  Jackass.

It's workflow, not an app, dumb shit, and I posted the steps to duplicate it right here, so obviously I don't care about rights.  My God you are dumb.

I doubt anyone pays much for your "services".

Thursday, November 1, 2012 7:44 PM

WELCOME TO MICROSOFT ONLINE SERVICES. MICROSOFT PARTNER ID 1649563.

Christine Sindelar