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SharePoint is a powerful platform with a rich set of out-of-the-box Document Management features. You can use Folders, Custom Metadata, Managed Metadata and Document Sets. The big question is: what to use when? It's not always easy to answer this question. Speaker Jasper Oosterveld shares useful and insightful tips and tricks learned in the field to structure documents with the out-of-the-box Document Management features. The session concludes with a real word story about an asset manager in the Netherlands working for the first time with SharePoint Document Libraries instead of file shares.
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Jasper OosterveldSparked, the Netherlands
Tips and tricks to successfully structure your documents in SharePoint
• Reasons to “never” use folders in SharePoint to structure your documents?
• A demo per Document Management feature• Explanation of Document Content Types and how to use
these within document libraries
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What I’ll Cover
Introduction
Work & Community
Folders…
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“I want to add folders in my document library”
I do understand the choice for folders
Familiar interface Easy to use
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You could use folders in SharePoint 2013…
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You could use folders in SharePoint 2013…
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Resist! Don’t do it.
Unfriendly navigation
Duplication of documents
Undermines Search results
Time consuming to switch
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There is always an exception to every rule
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So what should I do?
Bobby Chang: 10 Reasons to Avoid Folders in SharePoint
What am I supposed to do?
Why custom metadata rocks
Flexibility
Why custom metadata rocks
Filter content
Why custom metadata rocks
Improve Search results
Meeting and team documents
What are the characteristics?
One level Basic
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Demo
Knowledge base / procedures
What are the characteristics?
Multiple levels Complex structure
Example of a complex structure
Managed Metadata to the rescue!
Taxonomy Folksonomy
Consistent use of metadata Term suggestions
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Demo
Although awesome…not perfect
Confusing permission structure
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Confusing permission structure
Group Manager Group Contributor Term Set Owner
Manage Contributors
Manage Term Sets
Manage Term Sets
Term Set Stakeholder
No permissions Receive e-mail for suggestions
Although awesome…not perfect
Confusing permission structure
Merging terms
No datasheet view support
SP2010
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Merging terms
Although awesome…not perfect
Confusing permission structure
Merging terms
No datasheet view support
SP2010
End-users adding terms
Dossiers
What are the characteristics?
Multiple tabs/folders
Different permissions
Document Sets are your best friend
Looks like a folder! Welcome page
Custom metadata & view Workflow
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Demo
Couple of minor issues
No check in/outWelcome page per content type
Versioning: Only the metadata
Content types
Definition
“Content types enable you to organize, manage, and handle content in a consistent way across your sites”
Office.com
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Tip: Add to the highest level: top site collection
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Tip: Multiple site collections? Content type hub!
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Document Content Type Components
Document template
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Document template
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Document Content Type Components
Document template Metadata
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Unique metadata
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Document Content Type Components
Document template Metadata Information Panel
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Document Information Panel
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Automatically fill your documents
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Document Content Type Components
Document template Metadata Information Panel
Policies Workflow
Real world story
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Guiding the end-users in the transition
Inventory Prototype Launch!Demo Training
Rework
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What’s the preferred solution?
Document Sets Taxonomy
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Replacing the folder structureDocument Library
Document Set
Managed Metadata
One last thought
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Take a step back and look at the bigger picture
• Plan your Information Architecture • Write down your metadata structure before uploading• Turn off "New Folder" command• Build your taxonomy at farm/tenant level• Actively guide your end-users
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Key Points to Take Home
www.jasperoosterveld.com
www.linkedin.com/in/jasperoosterveld
www.facebook.com/sharepointjasper
@SharePTJasper
10 reasons to avoid folders in SharePointOverview of document management in SharePoint 2013SharePoint 2010 Best Practices: Folders Not Necessarily Considered EvilFolders vs. Metadata: 7 Questions to Assess the Best Method for SharePoint SecurityCreate and manage terms within term setsCreate and configure a new Document Set content typeDocument Management articlesHow does versioning workDocument collaboration and co-authoringCreate SharePoint 2010 Managed Metadata with Excel 2010
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Appendix: Resources
Plan Document Management in SharePoint 2013SharePoint Columns, Site Columns or Content Types?Moving mountains with SharePoint - Document Management with SharePoint 2013Content Types, Managed Metadata, and YouSharePoint Calculated Column Cheat Sheet
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Appendix: Resources
Appendix: Facts about versions!
First time createdUpload
document with same name
Change of the properties
Open, edit or save
