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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
• Exp...
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...
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...
jasperoosterveld@hotmail.com
www.jasperoosterveld.com
www.linkedin.com/in/jasperoosterveld
www.facebook.com/sharepointjasp...
10 reasons to avoid folders in SharePoint
Overview of document management in SharePoint 2013
SharePoint 2010 Best Practice...
Plan Document Management in SharePoint 2013
SharePoint Columns, Site Columns or Content Types?
Moving mountains with Share...
Appendix: Facts about versions!
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 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.

  • 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.

  • This is an example of a taxonomy in SharePoint.

  • This is an example of a taxonomy in SharePoint.

  • This is an example of a taxonomy in SharePoint.

  • When are versions created in a SharePoint document library:

    First time created: When a document is first created or uploaded in a SharePoint document library
    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.
    Properties: When the properties of a document in SharePoint is changed
    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.

  • Transcript of "Share Conference 2014 - Tips and tricks to successfully structure your documents in SharePoint"

    1. 1. Jasper Oosterveld Sparked, the Netherlands Tips and tricks to successfully structure your documents in SharePoint
    2. 2. • 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
    3. 3. Introduction
    4. 4. Work & Community
    5. 5. Folders…
    6. 6. Share Conference | 6 “I want to add folders in my document library”
    7. 7. I do understand the choice for folders
    8. 8. Share Conference | 8 You could use folders in SharePoint 2013…
    9. 9. Share Conference | 9 You could use folders in SharePoint 2013…
    10. 10. Share Conference | 10 Resist! Don’t do it.
    11. 11. Share Conference | 11 There is always an exception to every rule
    12. 12. Share Conference | 12 So what should I do? Bobby Chang: 10 Reasons to Avoid Folders in SharePoint
    13. 13. What am I supposed to do?
    14. 14. Why custom metadata rocks
    15. 15. Why custom metadata rocks
    16. 16. Why custom metadata rocks
    17. 17. Meeting and team documents
    18. 18. What are the characteristics?
    19. 19. Share Conference | 19 Demo
    20. 20. Knowledge base / procedures
    21. 21. What are the characteristics?
    22. 22. Example of a complex structure
    23. 23. Managed Metadata to the rescue!
    24. 24. Share Conference | 36 Demo
    25. 25. Although awesome…not perfect
    26. 26. Share Conference | 43 Confusing permission structure
    27. 27. Although awesome…not perfect
    28. 28. Share Conference | 45 Merging terms
    29. 29. Although awesome…not perfect
    30. 30. Dossiers
    31. 31. What are the characteristics?
    32. 32. Document Sets are your best friend
    33. 33. Share Conference | 50 Demo
    34. 34. Couple of minor issues
    35. 35. Versioning: Only the metadata
    36. 36. Content types
    37. 37. Definition “Content types enable you to organize, manage, and handle content in a consistent way across your sites” Office.com
    38. 38. Share Conference | 62 Tip: Add to the highest level: top site collection
    39. 39. Share Conference | 63 Tip: Multiple site collections? Content type hub!
    40. 40. Share Conference | 64 Document Content Type Components
    41. 41. Share Conference | 65 Document template
    42. 42. Share Conference | 66 Document Content Type Components
    43. 43. Share Conference | 67 Unique metadata
    44. 44. Share Conference | 68 Document Content Type Components
    45. 45. Share Conference | 69 Document Information Panel
    46. 46. Share Conference | 70 Automatically fill your documents
    47. 47. Share Conference | 71 Document Content Type Components
    48. 48. Real world story
    49. 49. Share Conference | 81 Guiding the end-users in the transition Inventory Prototype Launch!Demo Training Rework
    50. 50. Share Conference | 82 What’s the preferred solution?
    51. 51. Share Conference | 83 Replacing the folder structure Document Library Document Set Managed Metadata
    52. 52. One last thought
    53. 53. Share Conference | 85 Take a step back and look at the bigger picture
    54. 54. • 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
    55. 55. jasperoosterveld@hotmail.com www.jasperoosterveld.com www.linkedin.com/in/jasperoosterveld www.facebook.com/sharepointjasper @SharePTJasper
    56. 56. 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
    57. 57. 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
    58. 58. Appendix: Facts about versions!
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