SharePoint is a powerful platform with a rich set of out-of-the-box Document Management features. You can use Folders, Custom Metadata, Managed Metadata and Document Sets. The big question is: what to use when?
It's not always easy to answer this question. Speaker Jasper Oosterveld shares useful and insightful tips and tricks learned in the field to structure documents with the out-of-the-box Document Management features. The session concludes with a real word story about an asset manager in the Netherlands working for the first time with SharePoint Document Libraries instead of file shares.
2. • 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
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What I’ll Cover
54. • 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
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Key Points to Take Home
57. 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
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Appendix: Resources
58. 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
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Appendix: Resources
Use the calculated year column trick. Mentioned in the DM Word document.
Use the calculated year column trick. Mentioned in the DM Word document.
Use the calculated year column trick. Mentioned in the DM Word document.
Use the calculated year column trick. Mentioned in the DM Word document.
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.
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.
This is an example of a taxonomy in SharePoint.
This is an example of a taxonomy in SharePoint.
This is an example of a taxonomy in SharePoint.
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.