You can configure SmartDocs to automatically generate the folder structure for your reusable snippet library based on the metadata that is entered for a reusable snippet.
For example, assume you configure your snippet library to have three custom metadata fields:
- Classification, a drop-down menu.
- Industry, a drop-down menu.
- Keywords, a free text field.
You can configure SmartDocs to use the values in the Classification and Industry metadata fields to generate a two-level folder structure, with Industry being the parent folder and Classification being the child folder.
To Configure the Reusable Snippet Folder Structure
The folder structure for your reusable snippet library is configured in the Reusable Snippet Folder Format field in your SmartDocs Repository Registry list. In this field, enter the internal name (enclosed in curly braces) of the SharePoint columns used to automatically generate the folder structure for your reusable snippet library.
In the example above, you would enter the following value into the Reusable Snippet Folder Format field in your SmartDocs Repository Registry list.
This instructs SmartDocs to use the values entered in the Industry and Classification metadata fields to automatically generate a two-level folder structure in the reusable snippet library. If the folder structure already exists, then the snippet being uploaded will be placed in the existing folder structure. If the folder structure does not yet exist, SmartDocs will automatically create it and place the snippet in the newly created folder structure.
Tips and Troubleshooting
When configuring the reusable snippet library folder structure in your SmartDocs Repository Registry list, be sure to keep the following in mind:
- Enclose the internal name of each SharePoint column in curly braces.
- For multilevel folder structures, separate each SharePoint column with a forward slash.
- If Microsoft® Word is open when you make changes your SmartDocs Repository Registry list, then you will need to refresh your SmartDocs repository connections (from the SmartDocs Repository Connections dialog box) or close and re-open Microsoft Word in order for the changes to take effect.
- Be sure to enter the internal name of the SharePoint column, not the display name. In most cases, the internal name and display name are the same. However, if you have changed the name of a SharePoint column after creating it, the internal name will still be the original name and the display name will be the updated name. The internal name of a SharePoint column is static and never changes once the SharePoint column is created.
It seems like there are issues with nested folders when one of the fields is a checkbox. If that's so, it might be nice to include it in the "Tips and Troubleshooting" section because you will get an error, but it won't explain what the issue is. It would also be great to have more information on other advantages / limitations to file structure choices.