#SEASPC: Organizing Documents in SharePoint 2010

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This document provides best practices for organizing documents in SharePoint 2010. It discusses using document sets versus folders for document organization and outlines strategies for metadata management, content types, and content organizer rules. Content types help create a common structure and taxonomy for documents while content organizer rules allow documents to be automatically sorted without user intervention. Metadata should be defined by business needs and users trained on consistent application of terms. Overall, the document presents techniques for improving document findability, searchability, and collaborative work through structured content organization in SharePoint.

Technology Business

Agnes Molnar
BEST PRACTICES FOR
ORGANIZING DOCUMENTS
IN SHAREPOINT 2010

ABOUT AGNES MOLNAR
• SharePoint Server MVP
• Senior Solutions Consultant, BA Insight
• Blogger, frequent speaker, writer

• Web: http://www.bainsight.com
• Blog: http://aghy.hu
• Email: aghy@aghy.hu
• Twitter: @molnaragnes

AGENDA
• Introduction:
• SharePoint 2010 Capabilities for supporting
Document Management
• Best Practices:
• Folders vs. Document Sets
• Metadata management
• Content Types
• Content Organizer Rules

DOCUMENT MANAGEMENT GENERAL
REQUIREMENTS

DOCUMENT MANAGEMENT GENERAL
REQUIREMENTS
• Store, edit, organize, etc.
• Properties and metadata
• Version management
• Permission management
• Workflows
• Content Types
• Document Templates
• Extensibility
• Office Web Apps / SharePoint Workspace
• Search – and Find...

5

SHAREPOINT 2010 CAPABILITIES
• Document Libraries & Folders
• Content Types
• Document Sets
• Metadata Management
• Document ID
• Workflows
• Content Organizer Rules
• Office 2010 Integration
• Office Web Apps
• SharePoint Workspace 2010

LOCATION: FOLDERS VS. DOCUMENT
SETS
• Document Sets:
Components, similar to folders, that
enable users to collaborate on related
documents without having to create a
new document library or site.

LOCATION: FOLDERS VS. DOCUMENT
SETS

Document_1

Document_F1_1

Document_2

Document_F1_2

Folder_1

Document Library Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1

Folder_2

DocumentSet_F1_1 Document_DS_F1_1_1

Folder_3

Document_DS1_1

DocumentSet_1

Document_DS1_2

METADATA MANAGEMENT
• Managed Metadata:
A hierarchical collection of centrally managed terms
that you can define and then use as attributes for
items.

Benefits:
• Consistent use of terminology
• Better search results
• Dynamic

METADATA MANAGEMENT
List Columns Managed Metadata
Local term sets Global term sets
Managed in the context Managed out of context
Static Dynamic
Managed by admins Managed by owners
Can be imported from CSV

METADATA MANAGEMENT
• Best Practices for Metadata Management
• Has to be defined by the business!
 Help but don’t drive!
• Users are not taxonomy experts - Teach them!
• Managing metadata
• Using metadata
• Think in managed metadata
• Taxonomy vs. Folksonomy
• Build hierarchy – instead of flat term stores
• Be careful of legal requirements

CONTENT TYPES
• Create your own „root” content types
Document

Document_Root

Technical
Contract Marketing
Document

Requirements Case Study User Manual Presentation

System For Business
Requirements Decision Makers

Functional
Requirements For Developers

For Admins

CONTENT TYPES
• Organize the Templates into Template
Libraries

CONTENT ORGANIZER RULES
• Property based rules
• Users don’t need to know where to
save anymore
• Well organized content
• Searchability and Findability

CONTENT ORGANIZER RULES
• Use if you have clear organizing requirements
• Deploy a good Search Architecture  Search
Based Navigation

• Don’t forget to turn on the Content Organizer
Feature – on the Target Site too!
• Don’t forget to implement Content Types in the
Target Libraries
• Teach the users!

THANK YOU!
E-mail: Agnes.Molnar@BAInsight.com
Twitter: @molnaragnes
Blog: http://aghy.hu

SESSION EVALUATIONS
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This document provides an overview and best practices for organizing documents in SharePoint 2010. It discusses the capabilities in SharePoint 2010 for document management, including document libraries, folders, document sets, metadata management, content types, and content organizer rules. It recommends using document sets instead of folders for related documents and implementing content types and metadata to better organize content. Content organizer rules can automatically route documents to the proper location based on properties. Metadata should be clearly defined and users trained to leverage taxonomy for improved search and navigation.

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Search is no longer simply about “Search”. While information overload is the reality of our lives, and everyone talks about Big Data and Machine Learning, findability gets more and more critical. The “old school” Search Center experience is outdated — we need something better, something more, something that is more efficient, more user-friendly and more helpful. Recognizing these challenges is the first step of a long journey. In this session, I’m introducing proven steps toward being successful with Search, as well as common mistakes, which you can avoid if you’re well prepared.

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Search is no longer simply about “Search”. While Information Overload is the reality of our lives, and everyone talks about Big Data and Internet of Things (IoT), findability gets more and more critical. The “ten blue lines” Search Experience is outdated – we need something better, something more, something that is more efficient, more user friendly and more helpful. Recognizing these challenges is the first step of a long journey. In this session, attendees will learn about: Search processes (Crawling, Indexing, Content Processing, Query Processing, Analytics) and how to optimize them. User experience: how to make the Search UI easy-to-use, and how to guarantee your users will be satisfied with it. Search architecture: on-premises, online and hybrid. Pros and cons, real-world use cases and challenges. Search Quality: Proven action plan toward implementing successful Search.

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Based on real-world project experiences, this session demonstrates the process of scoping and planning a successful Hybrid Search implementation with SharePoint 2016 and Office 365. The session covers the initial challenges, requirements, steps to follow, as well as lessons learned. As a takeaway, you will have a plan that your organization can also follow, and a collection of online resources that help with the implementation.

10 steps to be successful with search

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Search is no longer simply about "Search". While information overload is the reality of our lives, and everyone talks about Big Data and Internet of Things (IoT), findability gets more and more critical. The "old school" Search Center experience is outdated - we need something better, something more, something that is more efficient, more user-friendly and more helpful. Recognizing these challenges is the first step of a long journey. In this session, I'm introducing proven steps toward being successful with Search, as well as common mistakes which you can avoid if you're well prepared.

Agnes Molnar - Scoping and Enterprise Search Implementation

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This document summarizes the scoping of an enterprise search implementation for a global pharmaceutical company with 100,000 employees and a large and growing collection of documents. The challenges included scaling the search infrastructure to support the current collection as well as anticipated growth, improving performance for remote users, and enhancing search functionality. The proposed solution involved developing a content management strategy, search strategy across multiple platforms, and detailed planning and implementation approach. Key challenges were dealing with changing technologies that were still in development and ongoing content migrations. The benefits once completed would include a unified search experience, global availability, and enhanced performance.

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Search is no longer simply about "Search". While Information Overload is the reality of our lives, and everyone talks about Big Data and Internet of Things (IoT), findability gets more and more critical. The "old school" Search Center experience is outdated - we need something better, something more, something that is more efficient, more user friendly and more helpful. Recognizing these challenges is the first step of a long journey. In this session, I'm introducing proven steps toward being successful with Search, as well as common mistakes which you can avoid if you're well prepared.

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1. Agnes Molnar BEST PRACTICES FOR ORGANIZING DOCUMENTS IN SHAREPOINT 2010

2. ABOUT AGNES MOLNAR • SharePoint Server MVP • Senior Solutions Consultant, BA Insight • Blogger, frequent speaker, writer • Web: http://www.bainsight.com • Blog: http://aghy.hu • Email: aghy@aghy.hu • Twitter: @molnaragnes

3. AGENDA • Introduction: • SharePoint 2010 Capabilities for supporting Document Management • Best Practices: • Folders vs. Document Sets • Metadata management • Content Types • Content Organizer Rules

4. DOCUMENT MANAGEMENT GENERAL REQUIREMENTS

5. DOCUMENT MANAGEMENT GENERAL REQUIREMENTS • Store, edit, organize, etc. • Properties and metadata • Version management • Permission management • Workflows • Content Types • Document Templates • Extensibility • Office Web Apps / SharePoint Workspace • Search – and Find... 5

6. SHAREPOINT 2010 CAPABILITIES • Document Libraries & Folders • Content Types • Document Sets • Metadata Management • Document ID • Workflows • Content Organizer Rules • Office 2010 Integration • Office Web Apps • SharePoint Workspace 2010

7. LOCATION: FOLDERS VS. DOCUMENT SETS • Document Sets: Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.

8. LOCATION: FOLDERS VS. DOCUMENT SETS Document_1 Document_F1_1 Document_2 Document_F1_2 Folder_1 Document Library Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1 Folder_2 DocumentSet_F1_1 Document_DS_F1_1_1 Folder_3 Document_DS1_1 DocumentSet_1 Document_DS1_2

9. METADATA MANAGEMENT • Managed Metadata: A hierarchical collection of centrally managed terms that you can define and then use as attributes for items. Benefits: • Consistent use of terminology • Better search results • Dynamic

10. METADATA MANAGEMENT List Columns Managed Metadata Local term sets Global term sets Managed in the context Managed out of context Static Dynamic Managed by admins Managed by owners Can be imported from CSV

11. METADATA MANAGEMENT • Best Practices for Metadata Management • Has to be defined by the business!  Help but don’t drive! • Users are not taxonomy experts - Teach them! • Managing metadata • Using metadata • Think in managed metadata • Taxonomy vs. Folksonomy • Build hierarchy – instead of flat term stores • Be careful of legal requirements

12. CONTENT TYPES • Create your own „root” content types Document Document_Root Technical Contract Marketing Document Requirements Case Study User Manual Presentation System For Business Requirements Decision Makers Functional Requirements For Developers For Admins

13. CONTENT TYPES • Organize the Templates into Template Libraries

14. CONTENT TYPES • Organize the Templates into Template Libraries

15. CONTENT ORGANIZER RULES • Property based rules • Users don’t need to know where to save anymore • Well organized content • Searchability and Findability

16. CONTENT ORGANIZER RULES • Use if you have clear organizing requirements • Deploy a good Search Architecture  Search Based Navigation • Don’t forget to turn on the Content Organizer Feature – on the Target Site too! • Don’t forget to implement Content Types in the Target Libraries • Teach the users!

17. THANK YOU! E-mail: Agnes.Molnar@BAInsight.com Twitter: @molnaragnes Blog: http://aghy.hu

18. SESSION EVALUATIONS • Your feedback is important to us. Please fill in the session evaluation on the Conference Agenda. • Ratings • Please rate the • 1 Below Expectations • Content • 2 Met Expectations • Speaker • 3 Exceeded Expectations • Demo

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