Document Library - WSS

[Strawberryviagra]

Is there a way to create independant document and list libraries within the same WSS site?

Currently if I create new sections within the Quick Launch bar - they each contain all the other document libraries' templates and content. Same with lists.

This also creates a problem for users who want to create a new subsection within the new document library - the link (by default) appears in the top document library instead of the section where they want it to be located.

I can manually re-position these new sections, but this is not a reasonable option for the user.

thanks in advance for your help.

 

[Thomas2000]

Hello,

Are you trying to make a new Documents section or something?
Could you explain a bit more exactly what you are trying to do?

Not sure what you mean with "Currently if I create new sections within the Quick Launch bar - they each contain all the other document libraries' templates and content. Same with lists."

It's Monday, so that might be why I do not undestand exactly what you mean

Regards,
Thomas

 

[Strawberryviagra]

Hello Thomas,

Yeah - I thought it may sound a bit weird.

Basically the WSS site sets up a default left nav (Quick Launch bar). The site structure reflected in this nav bar has a Document Library, List Library, Image Library, Discussion Library and a Survey Library.

Within each of these Libraries there are storage areas that you can add subsections to and modify (Shared Documents, etc).

What I've attempted to do is create an additional 3 (top level) document libraries - that contain different types of documentation (Human Resources, Finance, New Business, etc) - for a number of reasons that are largely irrelevant.

The problem is that they remain part of the same default Document Library - I want them to be independant of each other in terms of where they store files in the database.

It may be that the architecture of WSS doesn't allow for this type of workflow - if you want to separate and make independant specific areas of the site - just create a subsite dedicated to the workflow that you need - in my case, this is overkill and I'd like to keep everything within the one site.

If I'm still not being clear enough, let me know and I'll link to a screen grab of the issue and maybe that will help.

 

[Thomas2000]

Hi,

Okay now I understand what you want to do, sounds like a bit of a challenge! I would think it requires a whole lot of modification and "tweaking" (or it might be fairly simple). I'll see if I can get a chance to test a little and see how far I will get. I do not have any programming skills so if that is required I might not get that far.

If I find anything useful I will let you know.

How come it would not be enough to create separate Document Libraries for your different units under the Documents section? Since you can set access rights on a document library you can pretty easily just create site groups for your different units and assign for example HR to be the only group that can Access the HR document library.

On several sites we have here I have chosen to hide the Sections (Discussions, Surveys etc) from the Quicklaunchbar since they were not to be used on the site, but I have never tried to create my own "Sections". But will try and see what I can come up with.

Regards,
Thomas

 

[Strawberryviagra]

Thanks Thomas,

I really appreciate it.

I've had a couple of issues with rights - just yesterday I created a discussion and restricted access to just one group (web designers) - this then negated total site access to the "contributor" group (when it should have just denied them access to the discussion). Another problem I have to get my head around.

The other issue with restricting permissions to areas is that the actual section and link names are still visible - which is annoying. There is a hide tag that can be manually added, but that's not really an option (as it requires manual administration each time there is a permission change).

This is more an organisational issue in any case - one of the requirements is to ensure a logical structure for all information in the site - so breaking out the top level categories and separating them is part of that.

cheers,

Steve

 

[Thomas2000]

Hello Steve,

I agree with you that it would have been nice to actually just see what you have access rights to. That will come in WSS V3 as I have understood it.

Getting a logical strucure and a structure that fits into ones organisation is not an easy thing.

When it comes to granting rights to specific lists and libraries, by default when you create a list or library Reader, Contributor, Web designer and ofcours Admins have rights to those. What I usually do is to create my own custom site group. You can actually make a copy of an existing group (e.g Contributor) and name it to whatever you want. The If you for example create a Discussion, you can remove the default site groups.
That way you limit access for this group to only have these specific rights to add/edit the discussion list you created. And you do not have to "worry" that users in this group have rights to update anything else on the site.

When you set the rights on your discussion, did you simply remove the reader, contributor groups from that specific discussion? And that prevented access to the site for members of the Contributor group? (Or have I missunderstood you here?)

Regards,
Thomas

 

[Strawberryviagra]

I changed the permissions for the actual discussion only - I checked the boxes adjacent the groups that I wanted to remove and removed them leaving just the web designer group for that discussion.

As admin I was still able to access the site, and the web designer group was able to access the site but the contributor and reader groups weren't able to then login.

That's a side issue that I'd like to focus on separately, I'm keen to try and figure out if there is a way to have several document/list libraries within the same site or subsite, and have them host directories independant of each other.

I think I may have to start again and have separate sites - which is pretty annoying.

 

[Strawberryviagra]

Should I post to another forum? There are so many dealing with Sharepoint - I'm not sure which ones are reliable.

If so - let me know another that could help with this (I'll report back findings within this thread).