How to View Content from Document Sets and Folders in SharePoint?

How to View Content from Document Sets and Folders in SharePoint?

For decades, SharePoint has been a preferred platform for organizations to manage, organize, and share documents within and outside an organization. It provides users with multiple ways to group, organize and view their digital content, ensuring accessibility and security of data. Two primary ways users organize documents in SharePoint 2013/2016/2019 and SharePoint Online are Document Sets and Folders. Irrespective of whether an organization is using Document Sets or Folders, it is easy to view the content within them with the right search techniques.

However, over time, SharePoint has become increasingly popular among large enterprises. They leverage the platform to store and share an exorbitant quantity of business data and manage workflows across teams and departments. And as the amount of data and content in the SharePoint environment grows, it becomes difficult for users to find and view the information they need, impacting the efficiency of the business processes.

Complexities in Viewing Voluminous Content on SharePoint

Some of the most common issues faced by large enterprise users are:

  • Slow Page Load Times: Huge data and content in SharePoint sites can reduce the loading speed of the pages, which can directly impact user productivity. This issue can be particularly frustrating for users who need to access important information quickly.
  • Inaccurate Search Results: When there is a large amount of data and content, it can be difficult to find precisely what users are looking for, even when using the search capability of SharePoint. This is because the search algorithms used by SharePoint can sometimes return irrelevant or incomplete results.
  • Poor Navigation: With large amounts of data and content, navigating through SharePoint sites and libraries can be challenging. Users can get overwhelmed by the sheer volume of information, thereby reducing productivity.
  • Delayed Reporting: SharePoint lists and libraries become unwieldy and slow to process voluminous data. As the amount of data increases, it takes longer for the users to retrieve and analyze the information needed to generate a report.

To overcome the limitations posed by SharePoint out-of-the-box functionality to access data from SharePoint document sets and folders quickly, AgreeYa brings to you an award-winning solution QuickApps.

Leverage QuickApps Web Apps to View Enormous Content Stored in Folders/Document Sets

QuickApps is an innovative ‘No-code’ solution with a set of pre-built templates and 21 powerful web apps that help business users to enhance their SharePoint experiences. Leveraging these web apps, users can quickly overcome the challenges associated with accessing traditional out-of-the-box folders and document sets. QuickApps’ qListView web app enables users to aggregate their SharePoint data from multiple SharePoint sites and site collection and access it quickly in their desired formats.

SharePoint Out-of-the-box functionality VS. QuickApps qListView Web App

Quick and flexible search based on Document Set content type: Users get an improved search experience as they can customize their search based on the “Document Set” content type. Refer to the following image:

Figure 1:Search data using Document Set content type

Furthermore, users can refine their search based on the associated fields of the selected document set, as shown below:

Figure 2: Search files based on fields of selected Document Set

Better visual experience with folder tree view: While using the out-of-box functionality, users had to click on each folder/document set in the list/library to view its contents. On the other hand, while working with qListView webpart, users can leverage the folder tree view to get folders list with expanding and collapsing nodes containing nested items.

Figure 3: qListView Folder tree view

As illustrated, you can expand the folders to view their subfolders, and so on.

Search faster with qListView folder search functionality: Linear search can be time-consuming, especially when dealing with large lists. It could be quite cumbersome to check each element one by one, which can take a lot of time when searching for an element in a long list.

qListView webpart takes over the out of box linear search by providing folder search functionality to the users.

Figure 4: Search data using qListView folder search

As illustrated, while working with lists containing large number of folders and/or document sets, the users no more need to spend time on checking each element to get the desired data. Users can rather just type in the document set/folder/sub-folder’s name and get the required data in a blink of an eye.

Refine your search based on folder fields: Users can further refine their search by searching data based on the associated fields of the folder/document set:

Figure 5: Search files based on folder/subfolder/document set’s fields

Download the 30 days free trial to see the innovative solution in action. You can also download the Trial version from Microsoft Appsource.