Folders, the F Word of Document Management Adam Burden adam.burden@journeyteam.com

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

Key Points Folders – Pros vs. Cons Metadata Document Libraries Views Content Types Document Sets If you do have to use folders…

Pros and Cons of Folders Familiar Easy to Create Organizes Data Permissions Inheritance Helps get around List View Threshold Limits (5000 Items) New OneDrive for Business Sync Client

Pros and Cons of Folders Familiar Easy to create Organizes data Permissions inheritance Helps get around List View Threshold Limits (5000 Items) New OneDrive for Business Sync Client 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 in browser 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

Pick the Folder

Pick the Folder

Pick the Folder

Pick the Folder

Pick the Folder

Pick the Folder Misc

Classify the Photo Using Metadata

SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

Metadata Data about your data Columns within Lists and Libraries Some default columns Created By Created Modified Modified By Title

Metadata

SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

Document Libraries 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

Views 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)

Typical Document Library

Typical Document Library

Slightly Improved Document Library

SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

Content Types 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

SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center

Document Sets 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

Document Sets

If You Must…. Folders with Default Column Values

Default Column Values for Folders

Q&A

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