1. JourneyTEAM - www.journeyteam.com – 801.565.9199 Folders, the F Word of Document Management Adam Burden adam.burden@journeyteam.com

2. Folders, the F Word of Document Management Adam Burden

3. JourneyTEAM - www.journeyteam.com – 801.565.9199 Adam Burden Enjoying SharePoint since 2004 MCT since 1996 Hobbies are Cycling, Firearms, and Cycling Sr. Collaboration Architect and Trainer at JourneyTEAM Not Welcomed in Canada For Many Years

4. JourneyTEAM - www.journeyteam.com – 801.565.9199 Pros and Cons of Folders Pros – Familiar – Easy to Create – Organizes Data – Permissions Inheritance

5. JourneyTEAM - www.journeyteam.com – 801.565.9199 Pros and Cons of Folders Pros – Familiar – Easy to create – Organizes data – Permissions inheritance Cons – Folder structures are not indexed therefore not searchable – Content can only be in one folder at a time; without duplication of data – Can’t drag and drop folders – Can’t send folders to other locations – Rendering the page each time a folder is opened – Split fork hierarchy can easily occur – Sorting and filtering doesn’t work as well in a folder structure

6. JourneyTEAM - www.journeyteam.com – 801.565.9199 Pick the Folder

7. JourneyTEAM - www.journeyteam.com – 801.565.9199 Pick the Folder

8. JourneyTEAM - www.journeyteam.com – 801.565.9199 Pick the Folder

9. JourneyTEAM - www.journeyteam.com – 801.565.9199 Pick the Folder

10. JourneyTEAM - www.journeyteam.com – 801.565.9199 Pick the Folder

11. JourneyTEAM - www.journeyteam.com – 801.565.9199 Pick the Folder Misc

12. JourneyTEAM - www.journeyteam.com – 801.565.9199 Classify the Photo Using Metadata

13. JourneyTEAM - www.journeyteam.com – 801.565.9199 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

14. JourneyTEAM - www.journeyteam.com – 801.565.9199 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

15. JourneyTEAM - www.journeyteam.com – 801.565.9199 Data about your data Columns within Lists and Libraries Some default columns – Created By – Created – Modified – Modified By – Title Metadata

16. JourneyTEAM - www.journeyteam.com – 801.565.9199 Metadata

17. JourneyTEAM - www.journeyteam.com – 801.565.9199 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

18. JourneyTEAM - www.journeyteam.com – 801.565.9199 Libraries are used to store documents Built-in document management features – Check In/Check Out – Approvals – Versioning – Permissions Create Columns for Metadata Fields Create Views to Present Organized Structure Document Libraries

19. JourneyTEAM - www.journeyteam.com – 801.565.9199 Choose the Columns You Want Displayed and the Order in Which They are Displayed Sort Based on Columns Filter Based on Column Values Group By (2 Columns) Views

20. JourneyTEAM - www.journeyteam.com – 801.565.9199 Typical Document Library

21. JourneyTEAM - www.journeyteam.com – 801.565.9199 Typical Document Library

22. JourneyTEAM - www.journeyteam.com – 801.565.9199 Slightly Improved Document Library

23. JourneyTEAM - www.journeyteam.com – 801.565.9199 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

24. JourneyTEAM - www.journeyteam.com – 801.565.9199 Reusable collection of metadata, workflow, behavior, and other settings for a category of items or documents. Allows for centralized management of settings for a category of information that is also reusable. Can be centralized using the Content Type Hub. Multiple Content Types can be Used in the Same List/Library. Content Types

25. JourneyTEAM - www.journeyteam.com – 801.565.9199 Content Types

26. JourneyTEAM - www.journeyteam.com – 801.565.9199 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

27. JourneyTEAM - www.journeyteam.com – 801.565.9199 Folders on Steroids It is a Content Type Used to Organize Documents Like Folders BUT OH SO MUCH MORE! Metadata Can Be Inherited Customizable Welcome Page Document Sets

28. JourneyTEAM - www.journeyteam.com – 801.565.9199 Document Sets

29. JourneyTEAM - www.journeyteam.com – 801.565.9199 Document Sets

30. JourneyTEAM - www.journeyteam.com – 801.565.9199 SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

31. JourneyTEAM - www.journeyteam.com – 801.565.9199 Centralized Repository to Store Organizational Records Site Template With the Following Features – Records Management and Retention (IRM) – Versioning – Auditing – eDiscovery – Content Organizer Records Center

32. JourneyTEAM - www.journeyteam.com – 801.565.9199 Records Center

33. JourneyTEAM - www.journeyteam.com – 801.565.9199 If You Must…. Folders with Default Column Values

34. JourneyTEAM - www.journeyteam.com – 801.565.9199 Default Column Values for Folders

35. Q&A

36. The user group for SharePoint End Users Come see us in the Community Lounge at SPS Utah Topic: Tips and Tricks to Get More Out of SharePoint When: February 11 th, 8:00AM - 9:00AM Where: WesTech Engineering, 3665 S W Temple, Salt Lake City, UT 84115 Sponsor:

37. For More Info Adam Burden adam.burden@journeyteam.com @JABurden www.linkedin.com/in/adamburden

38. Special Thanks to our Platinum Sponsor …and our Gold Sponsor