What to do with Folders in SharePoint

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Presentation transcript:

What to do with Folders in SharePoint August 2017 | Richmond SharePoint User Group

Amarender Peddamalku (MCSE SharePoint) Who is this Guy? Amarender Peddamalku (MCSE SharePoint) Enterprise Solutions Architect Over 10 years of experience in ECM & Enterprise Architecture amar2uall@hotmail.com amarenderpeddamalku.blogspot.com linkedin.com/in/amarender-peddamalku-b0957229 @amarenderp

Folders Why they are bad? Reasons to avoid Metadata Agenda Folders Why they are bad? Reasons to avoid Metadata Benefits of Metadata Best Practices Q & A

Heard This Before? Where is my stuff? Can’t find anything? SharePoint sucks. SharePoint is slow. I hate SharePoint.

Why folders are bad?

With Folders?

Reasons to avoid Folders Everyone has their own way of organizing documents Everyone has their own way of searching No single source of truth Duplicate documents Nested folders Frustrating experience

Disadvantages of Folders Finding Files URL length limitations (256 char) No filtering/grouping Empty Folders One lonely view Data Integrity

Reasons to avoid Folders With folders you are making SharePoint just an expensive Dropbox/ File Share

Metadata in SharePoint The better the metadata, the easy it is to find!

Metadata Benefits Group By Views View Filters

Metadata Benefits Metadata Navigation for a Large list/Library

Metadata Benefits Optimized Search Search Facets Multi Refiners

Best Practices Don’t use Folders Maximum of 4-7 fields per Item Use metadata and Content types Leverage Taxonomy Use Meta data filters to Group , Search & Filter

Metadata Benefits Structured content Faceted Search Drives User adoption Plan for future Flexible Keep your house in order

Where to start?

Leadership Buy In

POC/Demo First

Implement in Phases

Don’t start from old Network drive

Identify Power Users

Empower Users

Lead by Example

COMMUNICATE!

Q & A

Thank You! Amarender Peddamalku (MCSE SharePoint) Enterprise Solutions Architect @ CapTech Over 10 years of experience in ECM & Enterprise Architecture amar2uall@hotmail.com amarenderpeddamalku.blogspot.com https://www.linkedin.com/in/amarender-peddamalku-b0957229 @amarenderp