SharePoint Document Sets: What You Need to Know

What is a Document Set in SharePoint?

A Document Set in SharePoint is a special type of folder that allows users to manage multiple related documents as a single entity. Unlike regular folders, Document Sets come with additional metadata, versioning, and workflow capabilities, making them particularly useful for managing grouped content such as project files, legal documents, or marketing assets.

When you create a Document Set, SharePoint treats it as a container for documents while enabling advanced content management features like:

Shared metadata across all files in the set.
Pre-configured templates for consistent document creation.
Version control for the entire set rather than just individual files.
Workflow automation to ensure standardized processes.

Why Do We Need Document Sets?

Managing multiple documents related to the same project or process can be a nightmare if done manually.

Document Sets provide structure and efficiency by enabling users to:

Group related files while maintaining individual document integrity.
Apply uniform metadata to improve searchability and classification.
Maintain consistency by enforcing predefined templates.
Ensure compliance with controlled access and version tracking.

Without Document Sets, teams often rely on inconsistent folder structures, making it difficult to maintain governance, apply metadata, and manage document workflows effectively.

Pros and Cons of Document Sets

Pros

✔ Better Organization – Groups documents logically with shared metadata.
✔ Metadata Over Folders – Unlike traditional folders, metadata-based categorization makes documents easier to find and manage.
✔ Versioning and Approval Workflows – Track changes and implement business processes seamlessly.
✔ Predefined Templates – Standardize document creation with preloaded templates.
✔ Security and Compliance – Control access and retention policies at the set level.

Cons

❌ Not Ideal for Large-Scale Document Storage – Document Sets are metadata-driven, which can impact performance at scale.
❌ Limited Integration with Modern SharePoint Features – Some modern SharePoint Online features do not fully support Document Sets.
❌ Complexity in Migration – Moving Document Sets from SharePoint On-Premises to Online can be challenging due to differences in feature support.

Use Cases for Document Sets

Document Sets are particularly useful in scenarios where multiple documents need to be treated as a single entity. Some common use cases include:

Project Management: Store all project-related files, such as scope documents, requirements, and deliverables, in a single Document Set.
Legal Document Management: Maintain contracts, agreements, and supporting documents together with uniform metadata.
Marketing Collateral: Manage assets like brochures, social media templates, and branding materials in a structured way.
Employee Onboarding: Organize training materials, HR policies, and forms for each new hire.
Product Development: Keep design files, technical specifications, and release notes bundled together for streamlined access.

Sample Implementation: Creating a Document Set

Here’s how you can create and configure a Document Set in SharePoint Online:

Step 1: Activate the Document Sets Feature

Go to Site Settings → Manage Site Features.
Find Document Sets and click Activate.

Step 2: Create a Document Set Content Type

Navigate to Site Settings → Site Content Types.
Click Create and select Document Set as the parent content type.
Add relevant metadata columns.
Save the content type.

Step 3: Add the Document Set to a Library

Go to the desired Document Library.
Click Library Settings → Add from existing site content types.
Select your newly created Document Set and add it.
Configure default templates and metadata as needed.

SharePoint Online vs. On-Premises: Document Set Comparison

Feature	SharePoint Online	SharePoint On-Premises
Document Set Feature Availability	Available	Available
Integration with Modern UI	Limited	Fully Supported in Classic UI
Metadata Flexibility	Available	Available
Workflows & Automations	Power Automate Recommended	SharePoint Designer Workflows
Migration Challenges	Can lose some settings during migration	N/A
Performance on Large Libraries	Slower in Modern UI	Better in Classic UI

Key Differences:

Modern UI Support: Document Sets work best in the Classic UI. While available in Modern SharePoint, some functionalities (e.g., custom metadata views) may not work as expected.
Workflow Capabilities: SharePoint Online relies more on Power Automate, while On-Premises environments often use SharePoint Designer Workflows.
Migration Issues: Moving Document Sets from On-Premises to Online can sometimes result in missing metadata or configuration changes.

Document Sets in SharePoint provide an excellent way to group, manage, and track multiple related files. They offer significant advantages over traditional folders by enabling metadata-driven classification, versioning, and workflow automation.

However, with SharePoint moving towards modern experiences, Document Sets have some limitations in SharePoint Online. While still valuable for structured content management, users may need to balance their use with modern features like Metadata Navigation, Managed Metadata Columns, or even Power Automate-driven document grouping.

If your organization deals with structured document collections and requires consistency, Document Sets remain a powerful tool—just ensure they align with your SharePoint environment’s capabilities and long-term strategy.