SharePoint Tutorial - How to roll up documents from multiple sites with Highlighted Content webpart
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- čas přidán 26. 08. 2024
- By far, one of the most popular requirements on any SharePoint Intranet, which is comprised of multiple communication or team sites, is the ability to aggregate content based on a specific type or theme.
In this SharePoint tutorial video, we look at how to keep content/files/documents stored on multiple SharePoint Online sites and roll up/aggregate them onto a single SharePoint page (on a totally separate site).
The solution involves:
1. Creating a 'Term Set' containing a list of metadata tags (of which 'Policy' will be one) created within the Term Store
2. Creating a document 'Content Type' created, which contains a 'Managed metadata' column referencing the term set created above
3. Creating a Document Library per department site where we add the Content Type and tag all policy documents with the 'Policy' metadata tag
4. A new 'Site Page' where we want to roll up and display all policies from all sites
5. The 'Highlighted Content' web part, which we can configure to target all content across any number of sites which have documents tagged as 'Policy'
If you liked this and are hungry for more Intranet examples and tutorials, check out our 'Intranet Site Builders Master Class' here:
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The images of the site owners and end users made me chuckle, beats the standard Microsoft images ( is anyone really that happy at work 😂). Great tutorial, easy to understand and well explained thank you 🤩
Thanks for the comment! Glad you enjoyed it, I had a few chuckles myself making it 😁
love your content!
you have this amazing talent to make all SharePoint complexity simple to understand. thank you so much for sharing your knowledge, its helping a lot!
Thank you so much! Ha, I'm not sure if it's a natural talent or a product of hours of editing ;-) Either way, I'm over the moon that it is helping you! Thanks again, Dan
Brilliant video. Just been trough this myself and you explain it so well.
Thank you very much :-D
Fantastic video, can't wait to implement this at work. Question, if employees don't have access to the other sites/libraries in the hub, will they be able to view the documents when they are rolled up to the single site?
Thanks for the compliment Southpaww. No, users must have access to the content in order for it to appear in any feed. Rolled-up content will always respect the permissions of the content being rolled up with respect to the user viewing the feed. Hope that makes sense!
Thanks for the video. I'm stuck at 11:15 in the process. When on the Add content type, the dropdown it grayed out. How do I fix this? I added the Term Set Group in the Admin Center which I assume makes it available to all sites in the tenant. Do I need to enable anything in my Hub site or department sites to make it available? Thanks for your help.
So I've create the term group/sets and built the content type, but when I go to find the managed property in the web part, nothing shows up. Any ideas on best steps to resolve?
This tutorial is awesome, I've been looking (for quite some time) for a way to collect and organize policies in my org, the beauty about this method is that I don't have to collect them, I'll only have to tag them. This is very useful my friend thank you so much!
I have one question and few comments on the video if I may:
Question:
Is there a way to automate the library hosting the policies for- lets say -annual revision by the author. would it be possible to send the author a reminder to revise the policy or the document in place on specific dates or every specific days? at the same time to add a status to each document and call it maybe : under revision or final?
Comments:
- sometimes its hard to read the lines on your screen, would it be possible to use one of those screen capture software that auto zoom on the topic you are working on, on the screen?
- I'm not a native English speaker, so could you please slow down a bit :D
Again, thank you for providing such a great content!
cheers!
Hey! Thanks for the lovely compliament and I'm delighted this video has helped you! To answer your question, yes this is all super possible (and in about 50 million ways 😉). The most robust solution lies within PowerAutomate and structuring the library to include a 'Next Review Date' and 'Status' column (perhaps also a nominated 'Document Owner' if that would be different to the 'Created By' person). You can then create a PowerAutomate (work)Flow that can check the library at regular intervals for documents which are approaching the specified review date (you can specify how far out you want the warnings to be). Once you have identified the documents that require review you could also have the Flow initiate an approval/review workflow which would prompt the 'Document Owner' to review the document and have the 'Status' column reflect where the document is within the lifecycle. It depends on your requirements but, it would be something along those lines! Thanks so much for taking the time to include the feedback, I'm going to work on those two points for sure!
@@Academy365-Dan lovely, thanks man 😊👍🏻
Super technical video even though struggled to see what you are doing!! I think I am going to have to watch your videos on an 80 inch monitor 😃
Any chance of doing an introductory video on what and how to TermStore works as well as Content types. I find them very confusing 😟
Many Thanks
Hey Irlym, great to hear from you again! I took your feedback on board regarding the screen recording resolution. Hopefully, you are seeing an improvement in my latest videos (I'm trying!). Yes of course. The Term Store and Content Types can be the boogymen of the SharePoint world, but once you get the principles straight, they will become great friends to you 😉. I'll get a video together on that very soon. Hope you're keeping well. Dan
Hi Dan many thanks for your response and look forward to your great technical videos. I think I have a mental block to these 2 functionalities and hope you have the key to open this block 😂
Nice case of Information Architecture in real life. I would probably have created the Content type in the Content type hub, and used PnP Modern Search for display, but that would probably make the concept difficult to understand for the target audience 🤔
Great tutorial. Very informative and useful. Thanks.
Thank you for your kind words!
If im not sharepoint admin and i want to roll up the policies documents only within my MS Teams channel sharepoint site can i do so? i am the owner of the MS Teams channel and the MS Teams sharepoint site
So you didn't talk about the best practice for handling permissions here. If I'm rolling up from a Teams-enabled site, no one will be able to see the content unless they have been made a member of that M365 group...unless you break inheritance on the library (or folder) storing the content and add the "Everyone Except External" AD group.
Hey! Thanks for commenting. Well, this example is really focused on intranet-based communication sites and the aggregation of department policies. As it's an Intranet, the assumption is that everyone already has access. Of course, in a group-based scenario, the foundation of SharePoint access governance would come into play in that if you don't have access to a file in the first place, you will never see it in any feed. If you do need to grant somebody access to the SharePoint-based resources associated with a Team site, you always have the option to share the site independently of the Group without breaking any inheritance
This is great, thank you for making the video. In practice, I find this difficult to roll out to a team if every time they upload a file they have to fill in metadata. Is there a way to apply default metadata values to every file put in that folder?
Also, can you add files through the hub page?
Hey Juancho! Yes there is an option within 'Library Settings' called 'Column default value settings'. You can set defaults here by folder. Very handy for your exact scenario!
@@Academy365-Dan that's great, thank you! And can you add files from the hub site, or is that limited to the team site?
Is there a way in this example to make a print or signable version of all the policies?
With this specific example, on the 'roll-up' page where the documents are displayed, you would be limited. Realistically, people would have to open the document and use the standard doc printing options. For a more interactive solution, I would perhaps create policies etc. as actual site pages where the page could be designed to add additional context and detail to meet more specific requirements. If you want to discuss this in a bit more detail, send me a contact form through my site (academy365.io), and I'd be happy to talk through some ideas with you. 😁
@@Academy365-DanIm a small businesses owner just tinkering around SP. You are a great resource for owners like me.