JourneyTEAM - – Folders, the F Word of Document Management Adam Burden
JourneyTEAM - – 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
JourneyTEAM - – Key Points Folders – Pros vs. Cons Metadata Document Libraries – Views Content Types Document Sets If you do have to use folders…
JourneyTEAM - – Pros and Cons of Folders Pros – Familiar – Easy to Create – Organizes Data – Permissions Inheritance
JourneyTEAM - – 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
JourneyTEAM - – Pick the Folder
JourneyTEAM - – Pick the Folder
JourneyTEAM - – Pick the Folder
JourneyTEAM - – Pick the Folder
JourneyTEAM - – Pick the Folder
JourneyTEAM - – Pick the Folder Misc
JourneyTEAM - – Classify the Photo Using Metadata
JourneyTEAM - – SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center
JourneyTEAM - – SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center
JourneyTEAM - – Data about your data Columns within Lists and Libraries Some default columns – Created By – Created – Modified – Modified By – Title Metadata
JourneyTEAM - – Metadata
JourneyTEAM - – SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center
JourneyTEAM - – 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
JourneyTEAM - – 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
JourneyTEAM - – Typical Document Library
JourneyTEAM - – Typical Document Library
JourneyTEAM - – Slightly Improved Document Library
JourneyTEAM - – SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center
JourneyTEAM - – 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
JourneyTEAM - – Content Types
JourneyTEAM - – SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center
JourneyTEAM - – 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
JourneyTEAM - – Document Sets
JourneyTEAM - – Document Sets
JourneyTEAM - – SharePoint Document Management Components Metadata Document Libraries Content Types Document Sets Records Center
JourneyTEAM - – Centralized Repository to Store Organizational Records Site Template With the Following Features – Records Management and Retention (IRM) – Versioning – Auditing – eDiscovery – Content Organizer Records Center
JourneyTEAM - – Records Center
JourneyTEAM - – If You Must…. Folders with Default Column Values
JourneyTEAM - – Default Column Values for Folders
Q&A
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