10 Reasons to Avoid Folders in SharePoint 2013/2010

Bobby Chang
Bobby ChangOffice 365 Technologist at Microsoft
Bobby Chang
@bobbyschang
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Contact Info
• slideshare.net/bobbyschang
• linkedin.com/in/bobbyschang
• @bobbyschang
• bobbyschang.com
Bobby Chang
Consultant, Microsoft Certified Trainer
er er
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Provide Value to
Your End Users
Photo Credit – Matthew Keagle & Creative Commons
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• SharePoint appends all folders into URL
• URL encoding applies, e.g.: Space = %20
Team
Alpha Site Project
Document
Library Project SOW
Proposal
Draft Copies from Team
My Personal Original Copies
I Very Much like Subfolders
http://mycompany.com/sites/TeamAlpha/ProjectDocuments/Project%20SOW/Proposal/Draft%20Copiesfrom%20Team…
/MyPersonal%20Original%20Copies/I%20Very%20Much%20Like%20Subfolders/My%20Favorite%20Document.docx
My Favorite Document.docx
8 | @bobbyschang | bobbyschang.com
Reason # 1
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• Requires drilling down to sub-folders
• Rigid structure leads to difficulty in finding content
• Can be inefficient during file upload
Number of clicks
1
2
3
4
5
6
7
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Reason # 2
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• Every file HAS to belong to a folder
• Cannot account for file that falls into multiple categories
Company A Company B
Document for
Company A & B Merger
12 | @bobbyschang | bobbyschang.com
Reason # 3
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Your links don’t work!!
SharePoint is broken
I HATE SharePoint!!!
14 | @bobbyschang | bobbyschang.com
SharePoint 2016
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new
NOT activated
automatically
Photo Credit – ScienceDaily LLC
16 | @bobbyschang | bobbyschang.com
Photo Credit – Julie de Waroquier
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Reason # 4
18 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
• Folder is directly correlated with URLs
– Deep Folder Structure = Long URL
• System Constraint
– MS Office restriction of 259 characters max for URL links
– User may not be able to save, open, or update the files
19 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
• Renaming folder may result in Threshold Error
• Generally occurs when total number of files in all
sub-folders are greater than 5,000 files
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Solution
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Picture listening to a song in iTunes
What do you see?
22 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
1. Linear folder structure
2. Inability to account for multiple categories
3. Risk in broken links upon document move
4. Higher chance of running into error
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Demo
24 | @bobbyschang | bobbyschang.com
Reason # 5
You’re at the mercy of
the person
who created the
folder structure
• Folder presents only one
way of grouping info
• Users have different
preference to consume info
• Provides for a taxonomy
challenge
26 | @bobbyschang | bobbyschang.com
Region > Year > Project Phase > Document Category
vs.
Year > Document Category > Region > Project Phase
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Demo
28 | @bobbyschang | bobbyschang.com
Demo
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Reason # 6
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• Synonyms are typically appended
• E.g.: “Status / Progress Report / Project Team Update”
• Folder names can’t contain special characters
(e.g.: /)
• Adding Synonym Folder Name Change URL Change
31 | @bobbyschang | bobbyschang.com
Demo
32 | @bobbyschang | bobbyschang.com
Reason # 7
”Is she changing our
spectacularly designed
folder structure?”
• Contributors have too much
control
– Create, Delete, or Move folders
– Rename folders
• Folder structure could be
altered by team members
34 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
• With folders, contributors have free reign
over taxonomy management
• Reserve capability for selective individuals
– i.e.: Content Manager or Site Manager
• Avoid the Wild Wild West scenario
35 | @bobbyschang | bobbyschang.com
Demo
36 | @bobbyschang | bobbyschang.com
Reason # 8
37 | @bobbyschang | bobbyschang.com
Demo
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Demo
39 | @bobbyschang | bobbyschang.com
Reason # 9
40 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
2012
Southeast
Project Status
Weekly Status Reports
Team A
M A N U A L C O P Y P R O C E S S
2012
Status
ProjectReports
WeeklyProjectStatus
Southeast
2012
Project Status
Weekly Status Reports
2012
Status Reports
Team B Team C Team D
Inconsistent
41 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
• Foundation of SharePoint Content Management
• Even if you’re not aware of Content Type, you most
likely have already interacted with it
• Provide standardization:
• Consistent set of tags or metadata
• Ability to attach standard document template
• Associate automated business workflow process
42 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
Weekly Status Reports
Content Type
Team A Team B Team C Team D
A U T O M A T E D
43 | @bobbyschang | bobbyschang.com
Demo
44 | @bobbyschang | bobbyschang.com
Reason # 10
45 | @bobbyschang | bobbyschang.com
Demo
46 | @bobbyschang | bobbyschang.com
No.
NEVER
47 | @bobbyschang | bobbyschang.com
48 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
• People are comfortable with folders
• Metadata is a Huge Mind Shift
– Expect Resistance & Initial Uphill Battle
– Requires Continuous Education and Training
Nice to
meet you
Meta
data
49 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
• Permissions can be set at the folder level
• Documents residing in a folder would
inherit the permissions of that folder
• Fantastic for complex permission
requirements within a single repository
50 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
1. Document Sync
2. Drag and Drop Feature
3. Open with Explorer
What do they have in common?
51 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
Where do I tag??
Just uploaded
TONS of files
52 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
• Content Type unsupported in Datasheet/Quick Edit
• In SharePoint 2010:
– Managed Metadata unsupported in Datasheet View
– Content Type unsupported in Inline Editing
53 | @bobbyschang | bobbyschang.com
54 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
• Combine Folders with Metadata
• Utilize “Common Default Values”
– Metadata value can be automatically assigned
– Each folder can have different default values
• Create “Without Folders” SharePoint View
– Hides folder structure when displaying documents
– Eliminates hierarchy issue when browsing
55 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
• Different options for different audience
• Display Folder View for Contributors
– More efficient for upload
– Auto-assigns tags via Common Default Values
56 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
• Display Non-Folder View for Visitors
– Removes reliance on navigating by folders
– Leverages power of metadata
57 | @bobbyschang | bobbyschang.com
Should I NEVER use folder?
No. Not necessarily.
But Folder should be the Exception
NOT the Rule
linkedin.com/in/bobbyschang
bobbyschang.com
@bobbyschang
Questions?
Feel Free to Contact Me
Bobby Chang
twitter.com/bobbyschang
slideshare.net/bobbyschang
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10 Reasons to Avoid Folders in SharePoint 2013/2010

  • 2. 2 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Contact Info • slideshare.net/bobbyschang • linkedin.com/in/bobbyschang • @bobbyschang • bobbyschang.com Bobby Chang Consultant, Microsoft Certified Trainer er er
  • 3. 3 | @bobbyschang | bobbyschang.com
  • 4. 4 | @bobbyschang | bobbyschang.com
  • 5. 5 | @bobbyschang | linkedin.com/in/bchang | bobbyschang.com
  • 6. 6 | @bobbyschang | linkedin.com/in/bchang | bobbyschang.com Provide Value to Your End Users Photo Credit – Matthew Keagle & Creative Commons
  • 7. 7 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • SharePoint appends all folders into URL • URL encoding applies, e.g.: Space = %20 Team Alpha Site Project Document Library Project SOW Proposal Draft Copies from Team My Personal Original Copies I Very Much like Subfolders http://mycompany.com/sites/TeamAlpha/ProjectDocuments/Project%20SOW/Proposal/Draft%20Copiesfrom%20Team… /MyPersonal%20Original%20Copies/I%20Very%20Much%20Like%20Subfolders/My%20Favorite%20Document.docx My Favorite Document.docx
  • 8. 8 | @bobbyschang | bobbyschang.com Reason # 1
  • 9. 9 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Requires drilling down to sub-folders • Rigid structure leads to difficulty in finding content • Can be inefficient during file upload Number of clicks 1 2 3 4 5 6 7
  • 10. 10 | @bobbyschang | bobbyschang.com Reason # 2
  • 11. 11 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Every file HAS to belong to a folder • Cannot account for file that falls into multiple categories Company A Company B Document for Company A & B Merger
  • 12. 12 | @bobbyschang | bobbyschang.com Reason # 3
  • 13. 13 | @bobbyschang | bobbyschang.com Your links don’t work!! SharePoint is broken I HATE SharePoint!!!
  • 14. 14 | @bobbyschang | bobbyschang.com SharePoint 2016
  • 15. 15 | @bobbyschang | bobbyschang.com new NOT activated automatically Photo Credit – ScienceDaily LLC
  • 16. 16 | @bobbyschang | bobbyschang.com Photo Credit – Julie de Waroquier
  • 17. 17 | @bobbyschang | bobbyschang.com Reason # 4
  • 18. 18 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Folder is directly correlated with URLs – Deep Folder Structure = Long URL • System Constraint – MS Office restriction of 259 characters max for URL links – User may not be able to save, open, or update the files
  • 19. 19 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Renaming folder may result in Threshold Error • Generally occurs when total number of files in all sub-folders are greater than 5,000 files
  • 20. 20 | @bobbyschang | bobbyschang.com Solution
  • 21. 21 | @bobbyschang | bobbyschang.com Picture listening to a song in iTunes What do you see?
  • 22. 22 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com 1. Linear folder structure 2. Inability to account for multiple categories 3. Risk in broken links upon document move 4. Higher chance of running into error
  • 23. 23 | @bobbyschang | bobbyschang.com Demo
  • 24. 24 | @bobbyschang | bobbyschang.com Reason # 5
  • 25. You’re at the mercy of the person who created the folder structure • Folder presents only one way of grouping info • Users have different preference to consume info • Provides for a taxonomy challenge
  • 26. 26 | @bobbyschang | bobbyschang.com Region > Year > Project Phase > Document Category vs. Year > Document Category > Region > Project Phase
  • 27. 27 | @bobbyschang | bobbyschang.com Demo
  • 28. 28 | @bobbyschang | bobbyschang.com Demo
  • 29. 29 | @bobbyschang | bobbyschang.com Reason # 6
  • 30. 30 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Synonyms are typically appended • E.g.: “Status / Progress Report / Project Team Update” • Folder names can’t contain special characters (e.g.: /) • Adding Synonym Folder Name Change URL Change
  • 31. 31 | @bobbyschang | bobbyschang.com Demo
  • 32. 32 | @bobbyschang | bobbyschang.com Reason # 7
  • 33. ”Is she changing our spectacularly designed folder structure?” • Contributors have too much control – Create, Delete, or Move folders – Rename folders • Folder structure could be altered by team members
  • 34. 34 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • With folders, contributors have free reign over taxonomy management • Reserve capability for selective individuals – i.e.: Content Manager or Site Manager • Avoid the Wild Wild West scenario
  • 35. 35 | @bobbyschang | bobbyschang.com Demo
  • 36. 36 | @bobbyschang | bobbyschang.com Reason # 8
  • 37. 37 | @bobbyschang | bobbyschang.com Demo
  • 38. 38 | @bobbyschang | bobbyschang.com Demo
  • 39. 39 | @bobbyschang | bobbyschang.com Reason # 9
  • 40. 40 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com 2012 Southeast Project Status Weekly Status Reports Team A M A N U A L C O P Y P R O C E S S 2012 Status ProjectReports WeeklyProjectStatus Southeast 2012 Project Status Weekly Status Reports 2012 Status Reports Team B Team C Team D Inconsistent
  • 41. 41 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Foundation of SharePoint Content Management • Even if you’re not aware of Content Type, you most likely have already interacted with it • Provide standardization: • Consistent set of tags or metadata • Ability to attach standard document template • Associate automated business workflow process
  • 42. 42 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Weekly Status Reports Content Type Team A Team B Team C Team D A U T O M A T E D
  • 43. 43 | @bobbyschang | bobbyschang.com Demo
  • 44. 44 | @bobbyschang | bobbyschang.com Reason # 10
  • 45. 45 | @bobbyschang | bobbyschang.com Demo
  • 46. 46 | @bobbyschang | bobbyschang.com No. NEVER
  • 47. 47 | @bobbyschang | bobbyschang.com
  • 48. 48 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • People are comfortable with folders • Metadata is a Huge Mind Shift – Expect Resistance & Initial Uphill Battle – Requires Continuous Education and Training Nice to meet you Meta data
  • 49. 49 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Permissions can be set at the folder level • Documents residing in a folder would inherit the permissions of that folder • Fantastic for complex permission requirements within a single repository
  • 50. 50 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com 1. Document Sync 2. Drag and Drop Feature 3. Open with Explorer What do they have in common?
  • 51. 51 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Where do I tag?? Just uploaded TONS of files
  • 52. 52 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Content Type unsupported in Datasheet/Quick Edit • In SharePoint 2010: – Managed Metadata unsupported in Datasheet View – Content Type unsupported in Inline Editing
  • 53. 53 | @bobbyschang | bobbyschang.com
  • 54. 54 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Combine Folders with Metadata • Utilize “Common Default Values” – Metadata value can be automatically assigned – Each folder can have different default values • Create “Without Folders” SharePoint View – Hides folder structure when displaying documents – Eliminates hierarchy issue when browsing
  • 55. 55 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Different options for different audience • Display Folder View for Contributors – More efficient for upload – Auto-assigns tags via Common Default Values
  • 56. 56 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Display Non-Folder View for Visitors – Removes reliance on navigating by folders – Leverages power of metadata
  • 57. 57 | @bobbyschang | bobbyschang.com Should I NEVER use folder? No. Not necessarily. But Folder should be the Exception NOT the Rule
  • 58. linkedin.com/in/bobbyschang bobbyschang.com @bobbyschang Questions? Feel Free to Contact Me Bobby Chang twitter.com/bobbyschang slideshare.net/bobbyschang