METADATA RULES. FOLDERS DROOL SharePoint Saturday Twin Cities

HOUSE KEEPING Complete session evaluations in Guidebook Decks will be posted. Be patient. Complete Vendor Bingo to win cool prizes Thank the Sponsors & Volunteers Have Fun! P:2P:2

Thank you #SPSTC sponsors!

WHAT WILL WE DO? How to explain metadata to the average user Tips and tricks to create a metadata structure for SharePoint apps The three key uses for folders in SharePoint Demo –Why metadata is better than folders P:4P:4 …sometimes

TAMARA BREDEMUS SharePoint since 2008 Solution Architect, Trainer, Blogger Code Free Find HeyTamara.com

HOW TO EXPLAIN METADATA TO THE AVERAGE USER P:6P:6

METADATA Data about data P:7P:7

TRY THIS Describe this image P:8P:8

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WHAT IS METADATA It is how we describe something

WHAT IS METADATA It is how we describe something

DESCRIBE THIS… P:12

TIPS AND TRICKS TO CREATE A METADATA STRUCTURE P:13

ALREADY USING P:14 Contracts Client A Client B Client C Client D Client E Client F Client A Client B Client C Client D Client E Client F Client A Client B Client C Client D Client E Client F Client A Client B Client C Client D Client E Client F

ALREADY USING P:15 Contracts Client AClient B Client C

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USER DEFINED METADATA P:22

USER DEFINED METADATA Display NameInternal NameTypeChoicesNotes Date Date & TimeDate Only Type of DocumentTypeOfDocumentChoiceBudget Contract Minutes NDA Could be Managed Metadata Status ChoiceWIP Final Approved Signed Proceed each status with a number to allow for sorting VersionOOBDisplay in view Client LookupLookup to client list P:23

METADATA ADVANTAGES Categorize Filter Sort Group Search Short URL Required fields

METADATA DISADVANTAGES It’s new and different Too many fields No security based on metadata P:25

3 KEY USES FOR FOLDERS P:26

ADVANTAGES Security Keep items in view under 5K Different views

DISADVANTAGES Long URLs Difficult to navigate No filtering No sorting

DEMO Get Your Users Excited About Metadata P:29 rules-folders-drool-demo-in-sharepoint-2013/

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Pictures of animals Two SharePoint libraries –Folder Library –Metadata Library WHAT YOU WILL NEED P:31

Pictures of animals Two SharePoint libraries –Folder Library –Metadata Library Why animals and not actual documents? WHAT YOU WILL NEED P:32

Pictures of animals Two SharePoint libraries –Folder Library –Metadata Library Users will get hung up on vocabulary. WHAT YOU WILL NEED P:33

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Show benefit of metadata Use metadata Use choices 7 2 fields Only fields that will be used Folders for security Folders for large views RECOMMENDATIONS P:35 Add metadata within folder

QUESTIONS P:36

THANK YOU Tamara Bredemus SharePoint Consultant RBA, HeyTamara.com P:37 Images purchased from depositphotos.com