Share Conference 2014 - Tips and tricks to successfully structure your documents in SharePoint
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Share Conference 2014 - Tips and tricks to successfully structure your documents in SharePoint

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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 ...

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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  • Use the calculated year column trick. Mentioned in the DM Word document.
  • Use the calculated year column trick. Mentioned in the DM Word document.
  • Use the calculated year column trick. Mentioned in the DM Word document.
  • Use the calculated year column trick. Mentioned in the DM Word document.
  • Although custom metadata and views can get your pretty far in structuring your documents, there are situations when certain limitations kick in. For example, the choice column doesn’t support a taxonomy where you have multiple metadata layers. This is where SharePoint managed metadata steps in! This a column type that connects to the term store. The term store allows you to create a taxonomy. <br /> <br />
  • Although custom metadata and views can get your pretty far in structuring your documents, there are situations when certain limitations kick in. For example, the choice column doesn’t support a taxonomy where you have multiple metadata layers. This is where SharePoint managed metadata steps in! This a column type that connects to the term store. The term store allows you to create a taxonomy. <br /> <br />
  • This is an example of a taxonomy in SharePoint. <br /> <br />
  • This is an example of a taxonomy in SharePoint. <br /> <br />
  • This is an example of a taxonomy in SharePoint. <br /> <br />
  • When are versions created in a SharePoint document library: <br /> <br /> First time created: When a document is first created or uploaded in a SharePoint document library <br /> Upload document same name: When a document is uploaded that has the same name as an existing file and the Add as a new version to existing files check box is selected. <br /> Properties: When the properties of a document in SharePoint is changed <br /> Opened, edited, and saved: A version is created when you first click Save. It retains the new version number for the duration of the current editing session, even though you might save it several times. When you close it and then reopen it for another editing session, another version is created. <br /> <br />

Share Conference 2014 - Tips and tricks to successfully structure your documents in SharePoint Share Conference 2014 - Tips and tricks to successfully structure your documents in SharePoint Presentation Transcript

  • Jasper Oosterveld Sparked, 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 Share Conference | 2 What I’ll Cover
  • Introduction
  • Work & Community
  • Folders…
  • Share Conference | 6 “I want to add folders in my document library”
  • I do understand the choice for folders
  • Share Conference | 8 You could use folders in SharePoint 2013…
  • Share Conference | 9 You could use folders in SharePoint 2013…
  • Share Conference | 10 Resist! Don’t do it.
  • Share Conference | 11 There is always an exception to every rule
  • Share Conference | 12 So what should I do? Bobby Chang: 10 Reasons to Avoid Folders in SharePoint
  • What am I supposed to do?
  • Why custom metadata rocks
  • Why custom metadata rocks
  • Why custom metadata rocks
  • Meeting and team documents
  • What are the characteristics?
  • Share Conference | 19 Demo
  • Knowledge base / procedures
  • What are the characteristics?
  • Example of a complex structure
  • Managed Metadata to the rescue!
  • Share Conference | 36 Demo
  • Although awesome…not perfect
  • Share Conference | 43 Confusing permission structure
  • Although awesome…not perfect
  • Share Conference | 45 Merging terms
  • Although awesome…not perfect
  • Dossiers
  • What are the characteristics?
  • Document Sets are your best friend
  • Share Conference | 50 Demo
  • Couple of minor issues
  • 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
  • Share Conference | 62 Tip: Add to the highest level: top site collection
  • Share Conference | 63 Tip: Multiple site collections? Content type hub!
  • Share Conference | 64 Document Content Type Components
  • Share Conference | 65 Document template
  • Share Conference | 66 Document Content Type Components
  • Share Conference | 67 Unique metadata
  • Share Conference | 68 Document Content Type Components
  • Share Conference | 69 Document Information Panel
  • Share Conference | 70 Automatically fill your documents
  • Share Conference | 71 Document Content Type Components
  • Real world story
  • Share Conference | 81 Guiding the end-users in the transition Inventory Prototype Launch!Demo Training Rework
  • Share Conference | 82 What’s the preferred solution?
  • Share Conference | 83 Replacing the folder structure Document Library Document Set Managed Metadata
  • One last thought
  • Share Conference | 85 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 Share Conference | 86 Key Points to Take Home
  • jasperoosterveld@hotmail.com www.jasperoosterveld.com www.linkedin.com/in/jasperoosterveld www.facebook.com/sharepointjasper @SharePTJasper
  • 10 reasons to avoid folders in SharePoint Overview of document management in SharePoint 2013 SharePoint 2010 Best Practices: Folders Not Necessarily Considered Evil Folders vs. Metadata: 7 Questions to Assess the Best Method for SharePoint Security Create and manage terms within term sets Create and configure a new Document Set content type Document Management articles How does versioning work Document collaboration and co-authoring Create SharePoint 2010 Managed Metadata with Excel 2010 Share Conference | 89 Appendix: Resources
  • Plan Document Management in SharePoint 2013 SharePoint Columns, Site Columns or Content Types? Moving mountains with SharePoint - Document Management with SharePoint 2013 Content Types, Managed Metadata, and You SharePoint Calculated Column Cheat Sheet Share Conference | 90 Appendix: Resources
  • Appendix: Facts about versions!