Another new feature you may have seen in SharePoint 2010 is the drop folder this is basically a way to set up one folder for users to upload files to and it will automatically route the files to the appropriate locations that you have previously setup.
So how do we get this to work? Well it does need some setting up and the routing rules do need some configuring but well worth the effort. First of all from your site go to
Site Actions -> Site Settings -> Manage Site Features and activate the “Content Organizer” feature. After this is activated there are two new items under the site administration section these are “Content Organizer Settings” and “Content Organizer Rules”
As the names imply “Content Organizer Settings” are general site settings and “Content Organizer Rules” are where you set up individual rules for content types. All there is to do now is setup the rules that you wish to use, this took quite a bit of playing with the keep piece being specifying the conditions I will include a screen shot of my Docx rule so you can see how I achieved this, you will also have to create rules for all the file types that you want to route so on my test install I created two rules one for word files and one for Visio
And now whenever I tried to add a document they route through to the location that I set up. A great way to keep your SharePoint governance intact and all documents in the correct locations. This post will eventually lead on to another post that I have been thinking about for a while on Taxonomy vs. Search but more of that later.
Dave
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5 comments
2 pings
richfrombechtle
February 22, 2010 at 8:57 am (UTC 1) Link to this comment
Great post. I hadn’t spotted this new feature and it looks VERY useful…cheers!
Samuel
June 29, 2011 at 5:00 pm (UTC 1) Link to this comment
Cannot access the UNC path to the Records Center DropOffFolder; eg.
\\records.com\Admin\Fin\DropOffFolder\
Any help will be appreciated.
Thanks,
–samuel
Cynthia
September 9, 2011 at 11:46 am (UTC 1) Link to this comment
I just started using this and have a question about permissions. Is the default settings for All Items already set for a User with Full Control to only see the files they upload? I am a site collection admin and can see all the files, but they can not. I could swear when I set this Drop Off Library up that even my Test ID, which I set at Full Control could see all the files as well. I’ve double checked to make sure that no filters where placed that might block this. I don’t want to manage this library due to the fact that she can’t see all the files as thier objective would be to alter any files that didn’t route correctly. I am aware of Alerts and the auto emails that are available, but I do want her to see everything and I’m at a loss as to why this would be the case?
Sharepoint Energy
November 18, 2011 at 8:49 am (UTC 1) Link to this comment
That’s a nice feature.. how did I miss it
That Guy
March 29, 2012 at 6:43 am (UTC 1) Link to this comment
Sadly, yet another great tool rendered completely useless by Microsoft’s poor design choice to not let objects on separate sites talk to each other.
There is absolutely no reason why I shouldn’t be able to have a drop-off library on the top level site with rules in place to distribute files to subsites, or vice versa.
I mean seriously, what is the point?
If you have so much content on one site that you need to use this to keep organized, then you should be reconsidering your design, or rather should have done so a long time ago if its gotten that point.
SharePoint 2010 Send To Connector Setup « Chris and Dave's SharePoint And Tech Blog
February 28, 2010 at 1:19 pm (UTC 1) Link to this comment
[...] the same way that you can in windows. This post is really a continuation of a previous post “SharePoint 2010 drop Off Library” as to use the send to feature the drop off library needs configuring so please check out the [...]
SharePoint 2010 Send To Connector Setup - SharePointEduTech
December 27, 2010 at 2:29 pm (UTC 1) Link to this comment
[...] the same way that you can in windows. This post is really a continuation of a previous post “SharePoint 2010 drop Off Library” as to use the send to feature the drop off library needs configuring so please check out the [...]