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

2. 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

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

4. 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

5. 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

6. Pick the Folder

7. Pick the Folder

8. Pick the Folder

9. Pick the Folder

10. Pick the Folder

11. Pick the Folder
Misc

12. Classify the Photo Using Metadata

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

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

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

16. Metadata

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

18. 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

19. 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)

20. Typical Document Library

21. Typical Document Library

22. Slightly Improved Document Library

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

24. 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.

25. Content Types

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

27. 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

28. Document Sets

29. Document Sets

30. If You Must…. Folders with Default Column Values

31. Default Column Values for Folders

32. Q&A

33. For More Info Adam Burden adam.burden@journeyteam.com @JABurden