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Bobby 2 | Richmond SPUG | bobbyspworld.com Contact Info slideshare.net/bobbyschang

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Presentation on theme: "Bobby 2 | Richmond SPUG | bobbyspworld.com Contact Info slideshare.net/bobbyschang"— Presentation transcript:

1 Bobby Chang @bobbyschang

2 2 | Richmond SPUG | @bobbyschang | bobbyspworld.com Contact Info slideshare.net/bobbyschang linkedin.com/in/bchang @bobbyschang bobbyspworld.com Bobby Chang Senior Consultant with Deloitte

3 3 | Richmond SPUG | @bobbyschang | bobbyspworld.com

4 4 | Richmond SPUG | @bobbyschang | bobbyspworld.com

5 5 | Richmond SPUG | @bobbyschang | bobbyspworld.com

6 6 | Richmond SPUG | @bobbyschang | bobbyspworld.com Provide Your Users with Value-Add Photo Credit – Matthew Keagle & Creative Commons

7 7 | Richmond SPUG | @bobbyschang | bobbyspworld.com SharePoint appends all folders into URL URL encoding applies, e.g.: Space = %20 Team Alpha Site Project Document Library Project SOW Proposal Draft Copies from Team My Personal Original Copies I Very Much like Subfolders http://mycompany.com/sites/TeamAlpha/ProjectDocuments/Project%20SOW/Proposal/Draft%20Copiesfrom%20Team… /MyPersonal%20Original%20Copies/I%20Very%20Much%20Like%20Subfolders/My%20Favorite%20Document.docx My Favorite Document.docx

8 8 | Richmond SPUG | @bobbyschang | bobbyspworld.com Reason # 1

9 9 | Richmond SPUG | @bobbyschang | bobbyspworld.com Requires drilling down to sub-folders Rigid structure leads to difficulty in finding content Can be inefficient during file upload # of user clicks 1 2 3 4 5 6 7

10 10 | Richmond SPUG | @bobbyschang | bobbyspworld.com Reason # 2

11 11 | Richmond SPUG | @bobbyschang | bobbyspworld.com Every file HAS to belong to a folder Cannot account for file that falls into multiple categories Company ACompany B Document for Company A & B Merger

12 12 | Richmond SPUG | @bobbyschang | bobbyspworld.com Reason # 3

13 13 | Richmond SPUG | @bobbyschang | bobbyspworld.com Your links don’t work!! SharePoint is broken I HATE SharePoint!!!

14 14 | Richmond SPUG | @bobbyschang | bobbyspworld.com Reason # 4

15 15 | Richmond SPUG | @bobbyschang | bobbyspworld.com Folder is directly correlated with URLs – Deep Folder Structure = Long URL System Constraint – MS Office restriction of 259 characters max for URL links – User may not be able to save, open, or update the files

16 16 | Richmond SPUG | @bobbyschang | bobbyspworld.com Renaming folder may result in Threshold Error Generally occurs when total number of files in all sub-folders are greater than 5,000 files

17 17 | Richmond SPUG | @bobbyschang | bobbyspworld.com Solution

18 18 | Richmond SPUG | @bobbyschang | bobbyspworld.com Picture listening to a song in iTunes What do you see?

19 19 | Richmond SPUG | @bobbyschang | bobbyspworld.com 1. Linear folder structure 2. Inability to account for multiple categories 3. Risk in broken links upon document move 4. Higher chance of running into error

20 20 | Richmond SPUG | @bobbyschang | bobbyspworld.com Demo

21 21 | Richmond SPUG | @bobbyschang | bobbyspworld.com Reason # 5 Photo Credit - Mind Yourself

22 22 | Richmond SPUG | @bobbyschang | bobbyspworld.com You’re at mercy of the person who created the folder structure vs.

23 23 | Richmond SPUG | @bobbyschang | bobbyspworld.com Demo

24 24 | Richmond SPUG | @bobbyschang | bobbyspworld.com Demo

25 25 | Richmond SPUG | @bobbyschang | bobbyspworld.com Reason # 6

26 26 | Richmond SPUG | @bobbyschang | bobbyspworld.com Synonyms are typically appended E.g.: “Status / Progress Report / Project Team Update” Folder names cannot contain special characters (e.g.: /) Adding Synonym Folder Name Change URL Change

27 27 | Richmond SPUG | @bobbyschang | bobbyspworld.com Demo

28 28 | Richmond SPUG | @bobbyschang | bobbyspworld.com Reason # 7

29 29 | Richmond SPUG | @bobbyschang | bobbyspworld.com Contributors have too much control – Able to Create, Delete, or Move folders – Able to Rename folders Folder structure can be altered by any team member ”Is she changing our spectacularly designed folder?” Photo Credit – Creatas/Creatas/Getty Images

30 30 | Richmond SPUG | @bobbyschang | bobbyspworld.com With folders, contributors have free reign over taxonomy management Reserve capability for selective individuals – i.e.: Content Manager or Site Manager Avoid the Wild Wild West scenario

31 31 | Richmond SPUG | @bobbyschang | bobbyspworld.com Demo

32 32 | Richmond SPUG | @bobbyschang | bobbyspworld.com Reason # 8

33 33 | Richmond SPUG | @bobbyschang | bobbyspworld.com Demo

34 34 | Richmond SPUG | @bobbyschang | bobbyspworld.com Reason # 9

35 35 | Richmond SPUG | @bobbyschang | bobbyspworld.com 2012 Southeast Project Status Weekly Status Reports Team A M A N U A L C O P Y P R O C E S S 2012 Status ProjectReports WeeklyProjectStatus Southeast 2012 Project Status Weekly Status Reports 2012 Status Reports Team B Team CTeam D Inconsistent

36 36 | Richmond SPUG | @bobbyschang | bobbyspworld.com Foundation of SharePoint Content Management Even if you’re not aware of Content Type, you most likely have already interacted with it Provide standardization: Consistent set of tags or metadata Ability to attach standard document template Associate automated business workflow process

37 37 | Richmond SPUG | @bobbyschang | bobbyspworld.com Demo

38 38 | Richmond SPUG | @bobbyschang | bobbyspworld.com Reason # 10

39 39 | Richmond SPUG | @bobbyschang | bobbyspworld.com Demo

40 40 | Richmond SPUG | @bobbyschang | bobbyspworld.com Should I NEVER use folder? No. Not necessarily. But Folder should be the Exception NOT the Rule

41 linkedin.com/in/bchang bobbyspworld.com @bobbyschang © LoveToKnow Charity Questions? Feel Free to Contact Me Bobby Chang twitter.com/bobbyschang slideshare.net/bobbyschang

42 42 | Richmond SPUG | @bobbyschang | bobbyspworld.com

43 43 | Richmond SPUG | @bobbyschang | bobbyspworld.com People are comfortable with folders Metadata is a Huge Mind Shift – Expect Resistance & Initial Uphill Battle – Requires Continuous Education and Training Nice to meet you Meta data

44 44 | Richmond SPUG | @bobbyschang | bobbyspworld.com Permissions can be set at the folder level Documents residing in a folder would inherit the permissions of that folder Fantastic for complex permission requirements within a single repository

45 45 | Richmond SPUG | @bobbyschang | bobbyspworld.com 1.SkyDrive Pro 2.Drag and Drop Feature 3.Open with Explorer What do they have in common?

46 46 | Richmond SPUG | @bobbyschang | bobbyspworld.com Where do I tag?? Just uploaded TONS of files

47 47 | Richmond SPUG | @bobbyschang | bobbyspworld.com Content Type unsupported in Datasheet/Quick Edit In SharePoint 2010: – Managed Metadata unsupported in Datasheet View – Content Type unsupported in Inline Editing

48 48 | Richmond SPUG | @bobbyschang | bobbyspworld.com

49 49 | Richmond SPUG | @bobbyschang | bobbyspworld.com Combine Folders with Metadata Utilize “Common Default Values” – Metadata value can be automatically assigned – Each folder can have different default values Create “Without Folders” SharePoint View – Hides folder structure when displaying documents – Eliminates hierarchy issue when browsing

50 50 | Richmond SPUG | @bobbyschang | bobbyspworld.com Different options for different audience Display Folder View for Contributors – Potentially more efficient for upload – Auto-assigns tags via Common Default Values

51 51 | Richmond SPUG | @bobbyschang | bobbyspworld.com Display Non-Folder View for Visitors – Removes reliance on navigating by folders – Leverages power of metadata

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