METADATA RULES. FOLDERS DROOL
SharePoint Saturday Twin Cities
HOUSE KEEPING
 Complete session evaluations in Guidebook
 Decks will be posted. Be patient.
 Complete Vendor Bingo to w...
Thank you #SPSTC
sponsors!
WHAT WILL WE DO?
How to explain metadata to the average user
Tips and tricks to create a metadata structure for
SharePoint...
TAMARA BREDEMUS
• SharePoint since 2008
• Solution Architect, Trainer, Blogger
• Code Free
• Find Me
• @TamaraBred
• HeyTa...
HOW TO EXPLAIN METADATA
TO THE AVERAGE USER
P:6
METADATA
Data about data
P:7
TRY THIS
Describe this image
P:8
P:9
WHAT IS METADATA
It is how we describe something
WHAT IS METADATA
It is how we describe something
DESCRIBE THIS…
P:12
TIPS AND TRICKS
TO CREATE A METADATA STRUCTURE
P:13
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
C...
ALREADY USING
P:15
Contracts
Client A Client B Client B Client C
2008
2009
2010
2011
2012
2013
2008
2009
2010
2011
2012
20...
ALREADY USING
P:16
ALREADY USING
P:17
ALREADY USING
P:18
ALREADY USING
P:19
ALREADY USING
P:20
P:21
USER DEFINED METADATA
P:22
USER DEFINED METADATA
Display Name Internal Name Type Choices Notes
Date Date Date & Time Date Only
Type of Document TypeO...
METADATA ADVANTAGES
Categorize
Filter
Sort
Group
Search
Short URL
Required fields
METADATA DISADVANTAGES
It’s new and different
Too many fields
No security based on metadata
P:25
3 KEY USES FOR FOLDERS
P:26
ADVANTAGES
Security
Keep items in view under 5K
Different views
DISADVANTAGES
Long URLs
Difficult to navigate
No filtering
No sorting
DEMO
Get Your Users Excited About Metadata
P:29
http://heytamara.com/2013/11/21/metadata-
rules-folders-drool-demo-in-shar...
P:30
Pictures of animals
Two SharePoint libraries
– Folder Library
– Metadata Library
WHAT YOU WILL NEED
P:31
Pictures of animals
Two SharePoint libraries
– Folder Library
– Metadata Library
Why animals and not actual
documents?
WHA...
Pictures of animals
Two SharePoint libraries
– Folder Library
– Metadata Library
Users will get hung up on
vocabulary.
WHA...
P:34
Show benefit of metadata
Use metadata
Use choices
7 2 fields
Only fields that will be used
Folders for security
Folders fo...
QUESTIONS
P:36
THANK YOU
Tamara Bredemus
SharePoint Consultant
RBA, Inc.
Tamara.bredemus@rbaconsulting.com
@TamaraBred
HeyTamara.com
P:37...
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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 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

Published in: Technology, Education
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Metadata Rules Folders Drool

  1. 1. METADATA RULES. FOLDERS DROOL SharePoint Saturday Twin Cities
  2. 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. 3. Thank you #SPSTC sponsors!
  4. 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. 5. TAMARA BREDEMUS • SharePoint since 2008 • Solution Architect, Trainer, Blogger • Code Free • Find Me • @TamaraBred • HeyTamara.com • Tamara.Bredemus@rbaconsulting.com
  6. 6. HOW TO EXPLAIN METADATA TO THE AVERAGE USER P:6
  7. 7. METADATA Data about data P:7
  8. 8. TRY THIS Describe this image P:8
  9. 9. P:9
  10. 10. WHAT IS METADATA It is how we describe something
  11. 11. WHAT IS METADATA It is how we describe something
  12. 12. DESCRIBE THIS… P:12
  13. 13. TIPS AND TRICKS TO CREATE A METADATA STRUCTURE P:13
  14. 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. 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. 16. ALREADY USING P:16
  17. 17. ALREADY USING P:17
  18. 18. ALREADY USING P:18
  19. 19. ALREADY USING P:19
  20. 20. ALREADY USING P:20
  21. 21. P:21
  22. 22. USER DEFINED METADATA P:22
  23. 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. 24. METADATA ADVANTAGES Categorize Filter Sort Group Search Short URL Required fields
  25. 25. METADATA DISADVANTAGES It’s new and different Too many fields No security based on metadata P:25
  26. 26. 3 KEY USES FOR FOLDERS P:26
  27. 27. ADVANTAGES Security Keep items in view under 5K Different views
  28. 28. DISADVANTAGES Long URLs Difficult to navigate No filtering No sorting
  29. 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. 30. P:30
  31. 31. Pictures of animals Two SharePoint libraries – Folder Library – Metadata Library WHAT YOU WILL NEED P:31
  32. 32. Pictures of animals Two SharePoint libraries – Folder Library – Metadata Library Why animals and not actual documents? WHAT YOU WILL NEED P:32
  33. 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. 34. P:34
  35. 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. 36. QUESTIONS P:36
  37. 37. THANK YOU Tamara Bredemus SharePoint Consultant RBA, Inc. Tamara.bredemus@rbaconsulting.com @TamaraBred HeyTamara.com P:37 Images purchased from depositphotos.com

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