journeyteam - – 801.565.9199 folders, the f word of document management adam burden...

Folders, the F Word of Document ManagementAdam Burden

JourneyTEAM - www.journeyteam.com – 801.565.9199

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


Pros and Cons of Folders

• Pros– Familiar– Easy to Create– Organizes Data– Permissions Inheritance


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


Pick the Folder


Pick the Folder

Misc


Classify the Photo Using Metadata


SharePoint Document Management Components

• Metadata• Document Libraries• Content Types• Document Sets• Records Center


• Data about your data• Columns within Lists and Libraries• Some default columns

– Created By– Created– Modified– Modified By– Title

Metadata


Metadata


• 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


• 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


Typical Document Library


Slightly Improved Document Library


• 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


Content Types


• 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


Document Sets


• Centralized Repository to Store Organizational Records

• Site Template With the Following Features– Records Management and Retention (IRM)– Versioning– Auditing– eDiscovery– Content Organizer

Records Center


Records Center


If You Must…. Folders with Default Column Values


Default Column Values for Folders

The user group for SharePoint End UsersCome see us in the Community Lounge at SPS Utah

• Topic: Tips and Tricks to Get More Out of SharePoint

• When: February 11th, 8:00AM - 9:00AM

• Where: WesTech Engineering, 3665 S W Temple, Salt Lake City, UT 84115

• Sponsor:

For More Info

Adam Burden

[email protected]@JABurdenwww.linkedin.com/in/adamburden

mailto:[email protected]

http://www.linkedin.com/in/adamburden

Special Thanks to our Platinum Sponsor

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