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To Folder or Not to Folder in modern SharePoint
- 1. Bobby Chang @bobbyschang Photo Credit – SparkNotes
- 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 | bobbyschang.com
- 6. 6 | @bobbyschang | bobbyschang.com
- 7. 7 | @bobbyschang | bobbyschang.com
- 8. 8 | @bobbyschang | bobbyschang.com Feels like you have to pick a side
- 9. [ Click to read ]
- 10. 11 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Office 365
- 11. 12 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Modern library is slated to ship in SharePoint On-Premises vNext
- 12. 13 | @bobbyschang | bobbyschang.com Why Folder is Good
- 13. 14 | @bobbyschang | bobbyschang.com
- 14. 15 | @bobbyschang | bobbyschang.com
- 15. User Adoption Risks
- 16. Requires Continuous Education Needs Constant Guidance Expect Some (Initial) Pushback
- 17. 18 | @bobbyschang | bobbyschang.com
- 18. 19 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Folder is great for complex permissions needs within a single repository
- 19. 20 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 20. 21 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 21. 22 | @bobbyschang | bobbyschang.com
- 22. 23 | @bobbyschang | linkedin.com/in/bchang | bobbyschang.com
- 23. 24 | @bobbyschang | linkedin.com/in/bchang | bobbyschang.com
- 24. 25 | @bobbyschang | bobbyschang.com
- 25. 26 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 26. 27 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 27. 28 | @bobbyschang | bobbyschang.com
- 28. 29 | @bobbyschang | bobbyschang.com Let’sfirstbreakdown howfolderrelatesto link
- 29. 30 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Team Site 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
- 30. 31 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com You change folder name SharePoint updates URL Broken Link
- 31. 32 | @bobbyschang | bobbyschang.com Your links don’t work!! SharePoint is broken I HATE SharePoint!!!
- 32. 33 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Durable Links to the rescue!
- 33. 34 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Link is bound to Document ID
- 34. 35 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Link is bound to Document ID
- 35. 36 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com You change folder name SharePoint uses same ID in link Happy end users
- 36. 37 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 37. 39 | @bobbyschang | bobbyschang.com
- 38. 40 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 39. 41 | @bobbyschang | bobbyschang.com
- 40. 42 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 41. 43 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com SharePoint mobile app
- 42. 44 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 43. 45 | @bobbyschang | bobbyschang.com So … those files *are* coming for you!!
- 44. 46 | @bobbyschang | bobbyschang.com But seriously, MS Graph is awesome!
- 45. 47 | @bobbyschang | bobbyschang.com Views & Interactions are tracked confidentially
- 46. 48 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 47. 49 | @bobbyschang | bobbyschang.com MS Graph is NOT (yet) a replacement for good Information Architecture
- 48. 50 | @bobbyschang | bobbyschang.com Why Folder is NOT so Good
- 49. 51 | @bobbyschang | bobbyschang.com
- 50. 52 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Folder hierarchy requires drill-down & roll-up Could lead to difficulty in finding content Could be inefficient for file upload
- 51. 53 | @bobbyschang | bobbyschang.com 1 2 3 4 5
- 52. 54 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Linear format leads to content digging
- 53. 55 | @bobbyschang | bobbyschang.com
- 54. 56 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Company A Company B Document for Company A & B Merger
- 55. 57 | @bobbyschang | bobbyschang.com
- 56. 58 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Team Site 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
- 57. 59 | @bobbyschang | linkedin.com/in/bchang | bobbyschang.com Deep folder structure leads to Long URL
- 58. 60 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Resource: http://bit.ly/SP2010-URL-Length
- 59. 61 | @bobbyschang | bobbyschang.comResource: http://bit.ly/SP-MAXPATH
- 60. 62 | @bobbyschang | bobbyschang.com
- 61. 63 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 62. 64 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com What do you see?
- 63. 65 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 64. 66 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Actors& Actresses MovieTitle Viewer Ratings Length Genre MovieRatings
- 65. 67 | @bobbyschang | bobbyschang.com Demo
- 66. 68 | @bobbyschang | bobbyschang.com
- 67. 69 | @bobbyschang | bobbyschang.com You’re at the mercy of the person who created the folder structure
- 68. 70 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Presents only 1 way of grouping information Which leads to taxonomy limitation Because everyone has different preference on how to consume info
- 69. 71 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
- 70. 72 | @bobbyschang | bobbyschang.com Region > Year > Project Phase > Document Category vs. Year > Document Category > Region > Project Phase
- 71. 73 | @bobbyschang | bobbyschang.com Demo
- 72. 74 | @bobbyschang | bobbyschang.com Demo
- 73. 75 | @bobbyschang | bobbyschang.com
- 74. 76 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com e.g.: Status / Progress Report / Project Team Update
- 75. 77 | @bobbyschang | bobbyschang.com Demo
- 76. 78 | @bobbyschang | bobbyschang.com
- 77. ”Is she changing our spectacularly designed folder structure?” Team members could create, delete, move, or rename folders Free reign over taxonomy Content governance concerns
- 78. 80 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Taxonomy management should be reserved for a select few e.g.: Content Manager, Site Admin
- 79. 81 | @bobbyschang | bobbyschang.com Demo
- 80. 82 | @bobbyschang | bobbyschang.com
- 81. 83 | @bobbyschang | bobbyschang.com
- 82. 84 | @bobbyschang | bobbyschang.com Demo
- 83. 85 | @bobbyschang | bobbyschang.com
- 84. 86 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com 2016 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 2016 Status ProjectReports WeeklyProjectStatus Southeast 2016 Project Status Weekly Status Reports 2016 Status Reports Team B Team C Team D Inconsistent
- 85. 87 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Content Type Foundation of SharePoint Content Management
- 86. 88 | @bobbyschang | bobbyschang.com you have interacted with Content Type
- 87. 89 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Consistent set of tags or metadata Centralized document template Automated business process
- 88. 90 | @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
- 89. 91 | @bobbyschang | bobbyschang.com Demo
- 90. 92 | @bobbyschang | bobbyschang.com
- 91. 93 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com @AdamHarmetz@mkashman
- 92. 94 | @bobbyschang | bobbyschang.com Not everything is so black and white
- 93. What if it were not so much
- 94. 96 | @bobbyschang | bobbyschang.com Better Together
- 95. 97 | @bobbyschang | bobbyschang.com
- 96. 98 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Each folder is assigned with a default value Upon upload, metadata is auto-assigned 1
- 97. 99 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Each folder is assigned with a default value Upon upload, metadata is auto-assigned 1
- 98. 100 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com • Hides folder structure in SharePoint View • Displays all documents from within folders • Eliminates folder’s hierarchy issue 2
- 99. 101 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Provide both “Folder” view and “Without Folder” view for your audience
- 100. 102 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com For Contributors Folder View Faster upload Better drag & drop For Visitors “Without Folder” View Leverages metadata Better findability
- 101. 103 | @bobbyschang | bobbyschang.com
- 102. 104 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Document Set is ultimately a folder with metadata
- 103. 105 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Document Set is accessible in File Explorer as folders
- 104. 106 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Files in Document Set could have different set of metadata
- 105. 107 | @bobbyschang | bobbyschang.com So… To Folder or NOT to Folder?
- 106. 108 | @bobbyschang | bobbyschang.com Both folder and metadata have their time and place in SharePoint
- 107. 109 | @bobbyschang | bobbyschang.com
- 108. 110 | @bobbyschang | bobbyschang.com “Strength lies in differences, not in similarities” -- Steven Covey
- 109. linkedin.com/in/bobbyschang bobbyschang.com @bobbyschang Questions? Feel Free to Contact Me Bobby Chang twitter.com/bobbyschang slideshare.net/bobbyschang