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