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Bobby Chang
@bobbyschang
Photo Credit – SparkNotes

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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

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Feels like you have
to pick a side

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[ Click to read ]

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Office 365

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Modern library is slated to ship in
SharePoint On-Premises vNext

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Why Folder is Good

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User Adoption Risks

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Requires Continuous Education
Needs Constant Guidance
Expect Some (Initial) Pushback

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Folder is great for complex
permissions needs within
a single repository

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Let’sfirstbreakdown howfolderrelatesto link

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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

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You change
folder name
SharePoint
updates URL
Broken
Link

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Your links don’t work!!
SharePoint is broken
I HATE SharePoint!!!

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Durable
Links to the
rescue!

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Link is bound to
Document ID

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Link is bound to
Document ID

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You change
folder name
SharePoint uses
same ID in link
Happy
end users

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SharePoint
mobile app

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So … those files *are*
coming for you!!

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But seriously, MS Graph is awesome!

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Views & Interactions are tracked confidentially

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MS Graph is NOT (yet) a replacement for
good Information Architecture

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Why Folder is NOT so Good

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Folder hierarchy requires drill-down & roll-up
Could lead to difficulty in finding content
Could be inefficient for file upload

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1 2 3 4
5

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Linear format leads to
content digging

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Company A Company B
Document for
Company A & B Merger

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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

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Deep folder structure
leads to Long URL

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Resource: http://bit.ly/SP2010-URL-Length

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What do you see?

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Actors&
Actresses
MovieTitle
Viewer
Ratings
Length
Genre MovieRatings

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Demo

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You’re at the mercy of the person
who created the folder structure

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Presents only 1 way of grouping information
Which leads to taxonomy limitation
Because everyone has different
preference on how to consume info

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Region > Year > Project Phase > Document Category
vs.
Year > Document Category > Region > Project Phase

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Demo

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Demo

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e.g.:
Status / Progress Report / Project Team Update

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Demo

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”Is she changing our
spectacularly designed
folder structure?”
Team members could create,
delete, move, or rename folders
Free reign over taxonomy
Content governance concerns

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Taxonomy management should be reserved for a select few
e.g.: Content Manager, Site Admin

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Demo

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Demo

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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

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Content Type
Foundation of SharePoint Content Management

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you have interacted with Content Type

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Consistent set of tags or metadata
Centralized document template
Automated business process

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Weekly Status Reports
Content Type
Team A Team B Team C Team D
A U T O M A T E D

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Demo

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@AdamHarmetz@mkashman

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Not everything is so
black and white

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What if it were
not so much

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Better Together

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Each folder is
assigned with
a default value
Upon upload,
metadata is
auto-assigned
1

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Each folder is
assigned with
a default value
Upon upload,
metadata is
auto-assigned
1

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• Hides folder structure in SharePoint View
• Displays all documents from within folders
• Eliminates folder’s hierarchy issue
2

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Provide both
“Folder” view and
“Without Folder”
view for your audience

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For Contributors
Folder View
Faster upload
Better drag & drop
For Visitors
“Without Folder” View
Leverages metadata
Better findability

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Document Set is ultimately
a folder with metadata

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Document Set is accessible
in File Explorer as folders

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Files in Document Set could
have different set of metadata

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So… To Folder or NOT to Folder?

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Both folder and metadata
have their time and place
in SharePoint

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“Strength lies in differences,
not in similarities”
-- Steven Covey

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linkedin.com/in/bobbyschang
bobbyschang.com
@bobbyschang
Questions?
Feel Free to Contact Me
Bobby Chang
twitter.com/bobbyschang
slideshare.net/bobbyschang