Metadata Rules Folders Drool
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Metadata Rules Folders Drool

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When you start using SharePoint everyone says, "Don't use folders." If that is true, how do we organize and find our stuff we put into SharePoint? Metadata. In this session we will explore what ...

When you start using SharePoint everyone says, "Don't use folders." If that is true, how do we organize and find our stuff we put into SharePoint? Metadata. In this session we will explore what metadata is, how to use it, and how to get our co-workers to use it. Recreate this demo when you get back to the office to win your users over to the metadata side. This demo works in SharePoint 2007, 2010 and 2013.

Key Take Aways:
•What is metadata
•When to use metadata
•Choices for metadata
•When to use folders

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Metadata Rules Folders Drool Presentation Transcript

  • 1. METADATA RULES. FOLDERS DROOL SharePoint Saturday Twin Cities
  • 2. 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:2
  • 3. Thank you #SPSTC sponsors!
  • 4. 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:4 …sometimes
  • 5. TAMARA BREDEMUS • SharePoint since 2008 • Solution Architect, Trainer, Blogger • Code Free • Find Me • @TamaraBred • HeyTamara.com • Tamara.Bredemus@rbaconsulting.com
  • 6. HOW TO EXPLAIN METADATA TO THE AVERAGE USER P:6
  • 7. METADATA Data about data P:7
  • 8. TRY THIS Describe this image P:8
  • 9. P:9
  • 10. WHAT IS METADATA It is how we describe something
  • 11. WHAT IS METADATA It is how we describe something
  • 12. DESCRIBE THIS… P:12
  • 13. TIPS AND TRICKS TO CREATE A METADATA STRUCTURE P:13
  • 14. ALREADY USING P:14 Contracts 2013 2012 2011 2010 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
  • 15. ALREADY USING P:15 Contracts Client A Client B Client B Client C 2008 2009 2010 2011 2012 2013 2008 2009 2010 2011 2012 2013 2008 2009 2010 2011 2012 2013 2008 2009 2010 2011 2012 2013
  • 16. ALREADY USING P:16
  • 17. ALREADY USING P:17
  • 18. ALREADY USING P:18
  • 19. ALREADY USING P:19
  • 20. ALREADY USING P:20
  • 21. P:21
  • 22. USER DEFINED METADATA P:22
  • 23. USER DEFINED METADATA Display Name Internal Name Type Choices Notes Date Date Date & Time Date Only Type of Document TypeOfDocument Choice Budget Contract Minutes NDA Could be Managed Metadata Status Status Choice WIP Final Approved Signed Proceed each status with a number to allow for sorting Version OOB Display in view Client Client Lookup Lookup to client list P:23
  • 24. METADATA ADVANTAGES Categorize Filter Sort Group Search Short URL Required fields
  • 25. METADATA DISADVANTAGES It’s new and different Too many fields No security based on metadata P:25
  • 26. 3 KEY USES FOR FOLDERS P:26
  • 27. ADVANTAGES Security Keep items in view under 5K Different views
  • 28. DISADVANTAGES Long URLs Difficult to navigate No filtering No sorting
  • 29. DEMO Get Your Users Excited About Metadata P:29 http://heytamara.com/2013/11/21/metadata- rules-folders-drool-demo-in-sharepoint-2013/
  • 30. P:30
  • 31. Pictures of animals Two SharePoint libraries – Folder Library – Metadata Library WHAT YOU WILL NEED P:31
  • 32. Pictures of animals Two SharePoint libraries – Folder Library – Metadata Library Why animals and not actual documents? WHAT YOU WILL NEED P:32
  • 33. Pictures of animals Two SharePoint libraries – Folder Library – Metadata Library Users will get hung up on vocabulary. WHAT YOU WILL NEED P:33
  • 34. P:34
  • 35. 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
  • 36. QUESTIONS P:36
  • 37. THANK YOU Tamara Bredemus SharePoint Consultant RBA, Inc. Tamara.bredemus@rbaconsulting.com @TamaraBred HeyTamara.com P:37 Images purchased from depositphotos.com