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To Folder or Not to Folder in modern SharePoint

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Struggle continues in modern SharePoint. Discover pros and cons of both approach for content management in SharePoint modern document library.

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To Folder or Not to Folder in modern SharePoint

  1. 1. Bobby Chang @bobbyschang Photo Credit – SparkNotes
  2. 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. 3 | @bobbyschang | bobbyschang.com
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  6. 6. 6 | @bobbyschang | bobbyschang.com
  7. 7. 7 | @bobbyschang | bobbyschang.com
  8. 8. 8 | @bobbyschang | bobbyschang.com Feels like you have to pick a side
  9. 9. [ Click to read ]
  10. 10. 11 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Office 365
  11. 11. 12 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Modern library is slated to ship in SharePoint On-Premises vNext
  12. 12. 13 | @bobbyschang | bobbyschang.com Why Folder is Good
  13. 13. 14 | @bobbyschang | bobbyschang.com
  14. 14. 15 | @bobbyschang | bobbyschang.com
  15. 15. User Adoption Risks
  16. 16. Requires Continuous Education Needs Constant Guidance Expect Some (Initial) Pushback
  17. 17. 18 | @bobbyschang | bobbyschang.com
  18. 18. 19 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Folder is great for complex permissions needs within a single repository
  19. 19. 20 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
  20. 20. 21 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
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  22. 22. 23 | @bobbyschang | linkedin.com/in/bchang | bobbyschang.com
  23. 23. 24 | @bobbyschang | linkedin.com/in/bchang | bobbyschang.com
  24. 24. 25 | @bobbyschang | bobbyschang.com
  25. 25. 26 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
  26. 26. 27 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
  27. 27. 28 | @bobbyschang | bobbyschang.com
  28. 28. 29 | @bobbyschang | bobbyschang.com Let’sfirstbreakdown howfolderrelatesto link
  29. 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. 30. 31 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com You change folder name SharePoint updates URL Broken Link
  31. 31. 32 | @bobbyschang | bobbyschang.com Your links don’t work!! SharePoint is broken I HATE SharePoint!!!
  32. 32. 33 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Durable Links to the rescue!
  33. 33. 34 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Link is bound to Document ID
  34. 34. 35 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Link is bound to Document ID
  35. 35. 36 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com You change folder name SharePoint uses same ID in link Happy end users
  36. 36. 37 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
  37. 37. 39 | @bobbyschang | bobbyschang.com
  38. 38. 40 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
  39. 39. 41 | @bobbyschang | bobbyschang.com
  40. 40. 42 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
  41. 41. 43 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com SharePoint mobile app
  42. 42. 44 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
  43. 43. 45 | @bobbyschang | bobbyschang.com So … those files *are* coming for you!!
  44. 44. 46 | @bobbyschang | bobbyschang.com But seriously, MS Graph is awesome!
  45. 45. 47 | @bobbyschang | bobbyschang.com Views & Interactions are tracked confidentially
  46. 46. 48 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
  47. 47. 49 | @bobbyschang | bobbyschang.com MS Graph is NOT (yet) a replacement for good Information Architecture
  48. 48. 50 | @bobbyschang | bobbyschang.com Why Folder is NOT so Good
  49. 49. 51 | @bobbyschang | bobbyschang.com
  50. 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. 51. 53 | @bobbyschang | bobbyschang.com 1 2 3 4 5
  52. 52. 54 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Linear format leads to content digging
  53. 53. 55 | @bobbyschang | bobbyschang.com
  54. 54. 56 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Company A Company B Document for Company A & B Merger
  55. 55. 57 | @bobbyschang | bobbyschang.com
  56. 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. 57. 59 | @bobbyschang | linkedin.com/in/bchang | bobbyschang.com Deep folder structure leads to Long URL
  58. 58. 60 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Resource: http://bit.ly/SP2010-URL-Length
  59. 59. 61 | @bobbyschang | bobbyschang.comResource: http://bit.ly/SP-MAXPATH
  60. 60. 62 | @bobbyschang | bobbyschang.com
  61. 61. 63 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
  62. 62. 64 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com What do you see?
  63. 63. 65 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
  64. 64. 66 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Actors& Actresses MovieTitle Viewer Ratings Length Genre MovieRatings
  65. 65. 67 | @bobbyschang | bobbyschang.com Demo
  66. 66. 68 | @bobbyschang | bobbyschang.com
  67. 67. 69 | @bobbyschang | bobbyschang.com You’re at the mercy of the person who created the folder structure
  68. 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. 69. 71 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com
  70. 70. 72 | @bobbyschang | bobbyschang.com Region > Year > Project Phase > Document Category vs. Year > Document Category > Region > Project Phase
  71. 71. 73 | @bobbyschang | bobbyschang.com Demo
  72. 72. 74 | @bobbyschang | bobbyschang.com Demo
  73. 73. 75 | @bobbyschang | bobbyschang.com
  74. 74. 76 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com e.g.: Status / Progress Report / Project Team Update
  75. 75. 77 | @bobbyschang | bobbyschang.com Demo
  76. 76. 78 | @bobbyschang | bobbyschang.com
  77. 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. 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. 79. 81 | @bobbyschang | bobbyschang.com Demo
  80. 80. 82 | @bobbyschang | bobbyschang.com
  81. 81. 83 | @bobbyschang | bobbyschang.com
  82. 82. 84 | @bobbyschang | bobbyschang.com Demo
  83. 83. 85 | @bobbyschang | bobbyschang.com
  84. 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. 85. 87 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Content Type Foundation of SharePoint Content Management
  86. 86. 88 | @bobbyschang | bobbyschang.com you have interacted with Content Type
  87. 87. 89 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Consistent set of tags or metadata Centralized document template Automated business process
  88. 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. 89. 91 | @bobbyschang | bobbyschang.com Demo
  90. 90. 92 | @bobbyschang | bobbyschang.com
  91. 91. 93 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com @AdamHarmetz@mkashman
  92. 92. 94 | @bobbyschang | bobbyschang.com Not everything is so black and white
  93. 93. What if it were not so much
  94. 94. 96 | @bobbyschang | bobbyschang.com Better Together
  95. 95. 97 | @bobbyschang | bobbyschang.com
  96. 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. 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. 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. 99. 101 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Provide both “Folder” view and “Without Folder” view for your audience
  100. 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. 101. 103 | @bobbyschang | bobbyschang.com
  102. 102. 104 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Document Set is ultimately a folder with metadata
  103. 103. 105 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Document Set is accessible in File Explorer as folders
  104. 104. 106 | @bobbyschang | linkedin.com/in/bobbyschang | bobbyschang.com Files in Document Set could have different set of metadata
  105. 105. 107 | @bobbyschang | bobbyschang.com So… To Folder or NOT to Folder?
  106. 106. 108 | @bobbyschang | bobbyschang.com Both folder and metadata have their time and place in SharePoint
  107. 107. 109 | @bobbyschang | bobbyschang.com
  108. 108. 110 | @bobbyschang | bobbyschang.com “Strength lies in differences, not in similarities” -- Steven Covey
  109. 109. 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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