How can link multiple documents from Document Library to the particular List Item?

Question

_{Thursday, April 5, 2012 11:20 AM}

Hi All,

I have lots of documents in my Shared Document Library.

I have created a List named "Projects".

Now Is there any way to link those multiple documents from Shared Document Library to particular Project List item?  so that where i go to particular Project, i can also have related document list.

Thanks,

-Arvind

Arvind Gehlot

All replies (6)

_{Thursday, April 5, 2012 12:04 PM ✅Answered}

I think there 2 aspects you are looking at:

1. Associate documents stored in document library with a column stored in a list (Projects):
As other replies have mentioned you can do that easily by creating "look up" site column(s) in the document library and associating it with appropriate field(s) on Projects.

2. Ability to get to the all contents associated with a specific project.

• If all your content is going to be in one Document Library, creating a lookup column in that library (and using it to filter) might be good enough.

- Other option would be to define a "Managed Column" at the site (using a local term store in site collection) and use that in all your lists and libraries (list and libraries can be standalone or linked via "look up" columns). There are many advantages of using Managed Column like "Metadata Navigation"(in addition to "Filtering") but biggest advantage will be for search. When you execute a search and results include any content which have Managed Columns, say Project information (say project number or name), the Managed column along with its applicable values will be automatically available as search facets (on left side of search, linked with "sub-set" of search results) based on which you can refine/narrow your search results on the fly.  You can always add non-Managed Columns as "Managed Property" in the search engine but that require configuration of search service.

Hope it helps.

_{Thursday, April 5, 2012 12:28 PM ✅Answered}

If you want to have the Name of the document, you could do it through either:

a) Custom Event Recevier  http://blogs.msdn.com/b/pranab/archive/2008/01/08/sharepoint-2007-moss-wss-issue-with-lookup-column-to-doc-lib-name-field.aspx

b) SPD Workflow to copy the name of the uploaded file to another field say "FileName" of the document library

c) Rename the Title field as something else and create a new Title field with the name of the document

Also, you can add the lookup column the other way too. That is, look up Project Name / ID from the Document Library.

Let me know how it goes :)

- Sangeetha

_{Thursday, April 5, 2012 11:31 AM}

Hello Arvind,

Its quite simple. You can create a new column at the Projects list and look up some unique field from the Shared Document Library. You would need to also select multiple values radio button to hold multiple documents reference.

Let me know if you were looking for something else...

_{Thursday, April 5, 2012 11:36 AM}

Hi,

You can store a related list item Id or project id for each document in your shared document library. Create one column (Project ID) in shared document library.

You can even store all the documents related to particular list item (Project) in that item itself as an attachment instead of storing it in a seperate document library so that you dont have to worry about relating those things.

Regards

Mahesh

_{Thursday, April 5, 2012 11:48 AM}

Agree with you but look up column only allow us to chose Title field which is by default blank while uploading a new document.

Here i want the File name?

-Arvind

Arvind Gehlot

_{Thursday, April 5, 2012 12:46 PM}

Thank you all.

I will impliment these suggestions and let you know.

Arvind Gehlot