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I need to create a SP list of certifications from an Excel spreadsheet. 

I need to create a SP library to archive existing and new certification documents/images and upload existing document/image to library.

The certification documents are/can be pdf or image files - (should this library be a 'Document' or 'Image' library?).

Each Employee may appear on the certification list once or mulitple times based on the number of certifications they have.

Each Employee may have one or more certification documents in the library.  

There are fifteen different certification titles available to choose from.

Each Member has a 'UniqueID'. The UniqueID is formatted as follows and appears allowing side each 'Item' (certification) on the SP list associate with the Member.

     UniqueID = First Initial First Name / First Initial Last Name / Last Four of SSN

          Member: Joe Schmoe 

          Last Four: 1234 

          UniqueID: JS1234

The Member's will need to ability to update, edit, or delete items from the SP list and associated item in the SP library.

At list and library creation (and for all addition of modifications to the SP list), how do I associate each line item on the SP list to its unique and specific document/image in the library?

2 Answers 2

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Assuming you need the separate list and library without questioning if that can be changed

What you are looking for is a "Relationship" in a Relational Data Model. "Relationship" requires a Foreign Key. Microsoft SharePoint's solution for Foreign Keys in general is Lookup fields. I would highly recommend using Lookup fields in any situation where there is a type of Relationship required, unless specific cases. There is no limit of 2000 items on lookup fields. You can Proof-of-Concept-Test that by creating two lists one looking up on the other, and creating 2000+ items with a script and see how that perfectly works.

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Mght not be the direct answer, but I would do what you want this way:

  1. Create a single Document library.
  2. Add the following fields to it:
  • Member (People field)
  • UniqueID (Text field)
  • Certificate (Choice field). Define all types of certificates you have
  1. Done.

Now simply start uploading your certificates to a single library. As simple as that.

If you want to add security to your library. Then do the following

  • Navigate to the library settings > Advanced settings
  • Set Create items and edit items that were created by the user

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Then you can ask the members to upload the certificates. This will make they will be the creators of these documents and they will be able to update only their documents, but not their colleagues'.

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  • Thank you for the comment. I need to tie a specific document in said Library to a specific line item in a corresponding SP List. How do I do that? Each line item in the List (because each is different even though multiple items may belong to the same Employee), should have a corresponding UniqueID to the item in the Library. Apr 25, 2021 at 23:33
  • If you absolutely have to do it, what about creating a lookup column inside your document library? This lookup will point to your list. This way you'll have a connection. Apr 25, 2021 at 23:35
  • Yes; thank you for your comment. I have heard that Lookup columns for this purpose become problematic (performance-wise), after the source List becomes a certain size. Is this not your understanding? Apr 25, 2021 at 23:40
  • This is accurate. But if your list is no more than, let's say 200-300 items you'll be fine. Apr 25, 2021 at 23:42
  • The SP List will be 2000+ items, and growing. :-) Any suggestions about how I can manage this issue? I need to be able to recall (view in a Power Apps Gallery), a specific item from the SP List and view the corresponding image/document from the SP Library.How do I tie each SP List Item to the SP Library Image/Document? Apr 25, 2021 at 23:50

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