Folders, the F Word of Document Management

1. Folders, the F Word of Document Management Adam Burden

2. Adam Burden • Enjoying SharePoint since 2004 • MCT since 1996 • Hobbies are Cycling, Firearms, and Cycling • Sr. Collaboration Architect and Trainer at JourneyTEAM • Not Welcomed in Canada For Many Years

3. Pros and Cons of Folders • Pros • Familiar • Easy to Create • Organizes Data • Permissions Inheritance

4. Pros and Cons of Folders • Cons • Folder structures are not indexed therefore not searchable • Content can only be in one folder at a time; without duplication of data • Can’t drag and drop folders • Can’t send folders to other locations • Rendering the page each time a folder is opened • Split fork hierarchy can easily occur • Sorting and filtering doesn’t work as well in a folder structure • Pros • Familiar • Easy to create • Organizes data • Permissions inheritance

5. Pick the Folder

6. Pick the Folder

7. Pick the Folder

8. Pick the Folder

9. Pick the Folder

10. Pick the Folder Misc

11. Classify the Photo Using Metadata

12. SharePoint Document Management Components • Metadata • Document Libraries • Content Types • Document Sets • Records Center

13. SharePoint Document Management Components • Metadata • Document Libraries • Content Types • Document Sets • Records Center

14. Metadata • Data about your data • Columns within Lists and Libraries • Some default columns • Created By • Created • Modified • Modified By • Title

15. Metadata

16. SharePoint Document Management Components • Metadata • Document Libraries • Content Types • Document Sets • Records Center

17. Document Libraries • Libraries are used to store documents • Built-in document management features • Check In/Check Out • Approvals • Versioning • Permissions • Create Columns for Metadata Fields • Create Views to Present Organized Structure

18. Views • Choose the Columns You Want Displayed and the Order in Which They are Displayed • Sort Based on Columns • Filter Based on Column Values • Group By (2 Columns)

19. Typical Document Library

20. Typical Document Library

21. Slightly Improved Document Library

22. SharePoint Document Management Components • Metadata • Document Libraries • Content Types • Document Sets • Records Center

23. Content Types • Reusable collection of metadata, workflow, behavior, and other settings for a category of items or documents. • Allows for centralized management of settings for a category of information that is also reusable. • Can be centralized using the Content Type Hub. • Multiple Content Types can be Used in the Same List/Library.

24. Content Types

25. SharePoint Document Management Components • Metadata • Document Libraries • Content Types • Document Sets • Records Center

26. Document Sets • Folders on Steroids • It is a Content Type • Used to Organize Documents Like Folders BUT OH SO MUCH MORE! • Metadata Can Be Inherited • Customizable Welcome Page

27. Document Sets

28. Document Sets

29. SharePoint Document Management Components • Metadata • Document Libraries • Content Types • Document Sets • Records Center

30. Records Center • Centralized Repository to Store Organizational Records • Site Template With the Following Features • Records Management and Retention (IRM) • Versioning • Auditing • eDiscovery • Content Organizer

31. Records Center

32. If You Must…. Folders with Default Column Values

33. Default Column Values for Folders

34. Q&A

35. The user group for SharePoint End Users Come see us in the Community Lounge at SPS Utah • Topic: Tips and Tricks to Get More Out of SharePoint • When: February 11th, 8:00AM - 9:00AM • Where: WesTechEngineering, 3665 S W Temple, Salt Lake City, UT 84115 • Sponsor:

36. For More Info Adam Burden adam.burden@journeyteam.com @JABurden www.linkedin.com/in/adamburden

37. Special Thanks to our Platinum Sponsor …and our Gold Sponsor