share conference 2014 - tips and tricks to successfully structure your documents in sharepoint

Jasper OosterveldSparked, the Netherlands

Tips and tricks to successfully structure your documents in SharePoint

• Reasons to “never” use folders in SharePoint to structure your documents?

• A demo per Document Management feature• Explanation of Document Content Types and how to use

these within document libraries

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What I’ll Cover

Introduction

Work & Community

Folders…

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“I want to add folders in my document library”

I do understand the choice for folders

Familiar interface Easy to use

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You could use folders in SharePoint 2013…

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You could use folders in SharePoint 2013…

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Resist! Don’t do it.

Unfriendly navigation

Duplication of documents

Undermines Search results

Time consuming to switch

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There is always an exception to every rule

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So what should I do?

Bobby Chang: 10 Reasons to Avoid Folders in SharePoint

What am I supposed to do?

Why custom metadata rocks

Flexibility

Why custom metadata rocks

Filter content

Why custom metadata rocks

Improve Search results

Meeting and team documents

What are the characteristics?

One level Basic

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Demo

Knowledge base / procedures

What are the characteristics?

Multiple levels Complex structure

Example of a complex structure

Managed Metadata to the rescue!

Taxonomy Folksonomy

Consistent use of metadata Term suggestions

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Demo

Although awesome…not perfect

Confusing permission structure

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Confusing permission structure

Group Manager Group Contributor Term Set Owner

Manage Contributors

Manage Term Sets

Manage Term Sets

Term Set Stakeholder

No permissions Receive e-mail for suggestions

Although awesome…not perfect

Confusing permission structure

Merging terms

No datasheet view support

SP2010

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Merging terms

Although awesome…not perfect

Confusing permission structure

Merging terms

No datasheet view support

SP2010

End-users adding terms

Dossiers

What are the characteristics?

Multiple tabs/folders

Different permissions

Document Sets are your best friend

Looks like a folder! Welcome page

Custom metadata & view Workflow

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Demo

Couple of minor issues

No check in/outWelcome page per content type

Versioning: Only the metadata

Content types

Definition

“Content types enable you to organize, manage, and handle content in a consistent way across your sites”

Office.com

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Tip: Add to the highest level: top site collection

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Tip: Multiple site collections? Content type hub!

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Document Content Type Components

Document template

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Document template

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Document Content Type Components

Document template Metadata

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Unique metadata

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Document Content Type Components

Document template Metadata Information Panel

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Document Information Panel

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Automatically fill your documents

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Document Content Type Components

Document template Metadata Information Panel

Policies Workflow

Real world story

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Guiding the end-users in the transition

Inventory Prototype Launch!Demo Training

Rework

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What’s the preferred solution?

Document Sets Taxonomy

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Replacing the folder structureDocument Library

Document Set

Managed Metadata

One last thought

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Take a step back and look at the bigger picture

• Plan your Information Architecture • Write down your metadata structure before uploading• Turn off "New Folder" command• Build your taxonomy at farm/tenant level• Actively guide your end-users

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Key Points to Take Home

jasperoosterveld@hotmail.com

www.jasperoosterveld.com

www.linkedin.com/in/jasperoosterveld

www.facebook.com/sharepointjasper

@SharePTJasper

10 reasons to avoid folders in SharePointOverview of document management in SharePoint 2013SharePoint 2010 Best Practices: Folders Not Necessarily Considered EvilFolders vs. Metadata: 7 Questions to Assess the Best Method for SharePoint SecurityCreate and manage terms within term setsCreate and configure a new Document Set content typeDocument Management articlesHow does versioning workDocument collaboration and co-authoringCreate SharePoint 2010 Managed Metadata with Excel 2010

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Appendix: Resources

Plan Document Management in SharePoint 2013SharePoint Columns, Site Columns or Content Types?Moving mountains with SharePoint - Document Management with SharePoint 2013Content Types, Managed Metadata, and YouSharePoint Calculated Column Cheat Sheet

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Appendix: Resources

Appendix: Facts about versions!

First time createdUpload

document with same name

Change of the properties

Open, edit or save