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We want to implement a document set to store our departments documents, currently we need to start with those departments and sub-departments:-

IT (Development sub-department + Project management sub-department) Marketing (Customer sub-department + Internal sub-department) Finance (Private sub-department + Public sub-department) PMO (Private sub-department + Public management sub-department) so now i am planning to create 4 document sets:-

  • IT
  • Marketing
  • Finance
  • PMO

and 4 content types which have built-in documents content type as its parent:-

  • IT Document
  • Marketing Document
  • Fiance Document
  • PMO Document

and define those custom content types inside the related document set content type based on the related department. so for example the IT Document content type will be defined inside the IT document set as so on..

but what i am not sure about is how we can implement the sub-departments? should they be completely separate document sets? or we can define sub-document sets to be defined inside another parent document set? any advice?

Thanks

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When implementing Document Sets for departments and sub-departments in SharePoint, it is generally advisable to create separate Document Sets for each department and sub-department. This is because SharePoint does not support nesting Document Sets within other Document Sets.

You can create a Document Set for each main department (IT, Marketing, Finance, PMO) and then create additional Document Sets for each sub-department (e.g., Development, Project Management under IT; Customer, Internal under Marketing, etc.). This way, each Document Set can have its own content types and metadata, tailored to the specific needs of that department or sub-department.

In this way, these document sets of sub-departments can still be linked or categorized under their respective parent departments through naming conventions or metadata.

This structure will help maintain clarity and ensure that documents are easily accessible and manageable according to the specific workflows and requirements of each department and sub-department.

References:

https://learn.microsoft.com/en-us/sharepoint/dev/scenario-guidance/enterprise-content-management

https://learn.microsoft.com/en-us/sharepoint/governance/document-set-planning

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