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Jasper Oosterveld
Sparked, the Netherlands
Tips and tricks to successfully structure your
documents in SharePoint
• Reasons to “never” use folders in SharePoint to structure
your documents?
• A demo per Document Management feature
• Explanation of Document Content Types and how to use
these within document libraries
Share Conference | 2
What I’ll Cover
Introduction
Work & Community
Folders…
Share Conference | 6
“I want to add folders in my document library”
I do understand the choice for folders
Share Conference | 8
You could use folders in SharePoint 2013…
Share Conference | 9
You could use folders in SharePoint 2013…
Share Conference | 10
Resist! Don’t do it.
Share Conference | 11
There is always an exception to every rule
Share Conference | 12
So what should I do?
Bobby Chang: 10 Reasons to Avoid Folders in SharePoint
What am I supposed to do?
Why custom metadata rocks
Why custom metadata rocks
Why custom metadata rocks
Meeting and team documents
What are the characteristics?
Share Conference | 19
Demo
Knowledge base / procedures
What are the characteristics?
Example of a complex structure
Managed Metadata to the rescue!
Share Conference | 36
Demo
Although awesome…not perfect
Share Conference | 43
Confusing permission structure
Although awesome…not perfect
Share Conference | 45
Merging terms
Although awesome…not perfect
Dossiers
What are the characteristics?
Document Sets are your best friend
Share Conference | 50
Demo
Couple of minor issues
Versioning: Only the metadata
Content types
Definition
“Content types enable you to organize, manage, and
handle content in a consistent way across your sites”
Office.com
Share Conference | 62
Tip: Add to the highest level: top site collection
Share Conference | 63
Tip: Multiple site collections? Content type hub!
Share Conference | 64
Document Content Type Components
Share Conference | 65
Document template
Share Conference | 66
Document Content Type Components
Share Conference | 67
Unique metadata
Share Conference | 68
Document Content Type Components
Share Conference | 69
Document Information Panel
Share Conference | 70
Automatically fill your documents
Share Conference | 71
Document Content Type Components
Real world story
Share Conference | 81
Guiding the end-users in the transition
Inventory Prototype Launch!Demo Training
Rework
Share Conference | 82
What’s the preferred solution?
Share Conference | 83
Replacing the folder structure
Document Library
Document Set
Managed Metadata
One last thought
Share Conference | 85
Take a step back and look at the bigger picture
• Plan your Information Architecture
• Write down your metadata structure before uploading
• Turn off "New Folder" command
• Build your taxonomy at farm/tenant level
• Actively guide your end-users
Share Conference | 86
Key Points to Take Home
jasperoosterveld@hotmail.com
www.jasperoosterveld.com
www.linkedin.com/in/jasperoosterveld
www.facebook.com/sharepointjasper
@SharePTJasper
10 reasons to avoid folders in SharePoint
Overview of document management in SharePoint 2013
SharePoint 2010 Best Practices: Folders Not Necessarily Considered Evil
Folders vs. Metadata: 7 Questions to Assess the Best Method for SharePoint
Security
Create and manage terms within term sets
Create and configure a new Document Set content type
Document Management articles
How does versioning work
Document collaboration and co-authoring
Create SharePoint 2010 Managed Metadata with Excel 2010
Share Conference | 89
Appendix: Resources
Plan Document Management in SharePoint 2013
SharePoint Columns, Site Columns or Content Types?
Moving mountains with SharePoint - Document Management with SharePoint
2013
Content Types, Managed Metadata, and You
SharePoint Calculated Column Cheat Sheet
Share Conference | 90
Appendix: Resources
Appendix: Facts about versions!

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Share Conference 2014 - Tips and tricks to successfully structure your documents in SharePoint

Editor's Notes

  1. Use the calculated year column trick. Mentioned in the DM Word document.
  2. Use the calculated year column trick. Mentioned in the DM Word document.
  3. Use the calculated year column trick. Mentioned in the DM Word document.
  4. Use the calculated year column trick. Mentioned in the DM Word document.
  5. Although custom metadata and views can get your pretty far in structuring your documents, there are situations when certain limitations kick in. For example, the choice column doesn’t support a taxonomy where you have multiple metadata layers. This is where SharePoint managed metadata steps in! This a column type that connects to the term store. The term store allows you to create a taxonomy.
  6. Although custom metadata and views can get your pretty far in structuring your documents, there are situations when certain limitations kick in. For example, the choice column doesn’t support a taxonomy where you have multiple metadata layers. This is where SharePoint managed metadata steps in! This a column type that connects to the term store. The term store allows you to create a taxonomy.
  7. This is an example of a taxonomy in SharePoint.
  8. This is an example of a taxonomy in SharePoint.
  9. This is an example of a taxonomy in SharePoint.
  10. When are versions created in a SharePoint document library: First time created: When a document is first created or uploaded in a SharePoint document library Upload document same name: When a document is uploaded that has the same name as an existing file and the Add as a new version to existing files check box is selected. Properties: When the properties of a document in SharePoint is changed Opened, edited, and saved: A version is created when you first click Save. It retains the new version number for the duration of the current editing session, even though you might save it several times. When you close it and then reopen it for another editing session, another version is created.