SharePoint Folders: Folders vs. Metadata

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    04-Jul-2015

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It's easy to replicate the shared drive and file folder experience in SharePoint, but is it the best way to categorize and group your data? Not really... You can do so much more by using additional columns in your document library to create metadata for your documents, and then using views to sort, group, and filter your content.

Transcript

  • 1. SHAREPOINTFOLDERS: FOLDERSVS. METADATAThomas Duff 11/19/2014

2. Agenda What is Metadata? Folders vs. Metadata comparison Creating metadata columns in your Documentlibrary Creating views in your Document Library 3. What is Metadata? Think about metadata as attributes of anobject Example: A book The attributes could be the title, author, date ofpublication, and subject. In a document library, metadata is data aboutthe documents The attributes (a.k.a. metadata) could be the year,month, department, category and project). 4. Youve all seen (and done this) 5. And your URL to get to thedocument is some long string with a number of folders todrill down to the final physical locationhttp://yoursite.com/sites/SP2010/FolderMetaDataDemo/Finance/2014/01/FinanceJan2014Assets.xlsxFolderMetaDataDemo > Finance > 2014 > 01 > TheFile 6. This is bad because A URL string can only be approximately 255characters long If you move the document, that URL is nolonger valid Spaces and special characters in your URLcount as three characters. Example spacesbecome %20http://yoursite.com/sites/DuffTeamSite/Shared%20Documents/Secondary%20Folder/Example%20Spreadsheet%2001.xlsxThis example takes twelve characters instead offour for the spaces 7. This is bad because A document can only go into one folder(category) even if it pertains to multiple folders Contributors can create, delete, rename, andmove folders Your document libraries can become a WildWest of content and structure 8. And worst of allYou know, thiswould lookbetter in yearorder!No, I *need* itto be groupedby Liabilitiesand Assets!Youre at themercy ofwhoeveroriginallycreated thefolder (andcategorization)structure 9. Itd work so much better thiswayEveryone canview the libraryin their ownway! 10. Metadata fields Additional columns in your Document Library Choose columns you need for grouping andsorting 11. Heres how you add metadatacolumnsGo into Library > Library Tools > Library Settings to get to your Document Librarycolumns.To create a new column of metadata, click on Create Column: 12. Heres how you add metadatacolumnsAdd a column name and type. Ifyou pick a choice field, add thevalues you want the user tochoose from: 13. Heres how you add metadatacolumnsWhen you click OK, youll see that you nowhave a new column in your DocumentLibrary: 14. Heres how you add metadatacolumnsIn this document library, Ive added metadata columnsfor Department, Report Year, Report Month, and ReportType: 15. Heres a new document beingaddedWhen you click Add Document to the bottom of the view,you see a dialog box for picking a document to upload: 16. Heres a new document beingaddedThe next dialog box gives you the opportunity to add allthe metadata fields you have specified for thisDocument Library: 17. Heres a new document beingaddedYour document is now in the library complete withmetadata for view categorization: 18. Creating views for your libraryTo create a new view, click the view dropdown and select Create View: 19. Creating views for your libraryYou can either start with a standard view (based on the current defaultview), or you can choose an existing view to start your new view: 20. Creating views for your libraryGive your view a name and choose what columns (and what order) youwant: 21. Creating views for your librarySelect the sort order for your view. Here I chose to sort by Report Year(descending order) and Report Month (descending order):Without metadata columns, I couldnt sort or group without folders. 22. Creating views for your libraryPick up to two columns for grouping data in your view. Also, if you havealready used folders in your view, select the Show All Items WithoutFolders option: 23. The finished product 24. You can also filter viewsBy using the Filter options in the view, you can set the view to only showcertain items (like only items for the Claims department): 25. If youre adding metadata after thefactDatasheet views are useful for adding metadata to library items withouthaving to open each one up individually. 26. If youre adding metadata after thefactPick a name and the columns you want to display: 27. If youre adding metadata after thefactRemember to choose the Show All Items Without Folders option: 28. The finished productYou can now update the Department, Report Year, Report Month, and ReportType by copy/paste, autofill, or selecting from the dropdown option menu: 29. Another way to customize yourviewYou can filter on multiple columns to see just the data youre interested in:You can even save the URL so you can get back to that filtered view:http://yoursite.com/sites/SP2010/FolderMetaDataDemo/Forms/All%20Documents%20No%20Folders.aspx?View={2B181F00-A1C5-4286-8E4C-8D363C17DC79}&FilterField1=Report%5Fx0020%5FYear&FilterValue1=2014&FilterField2=Report%5Fx0020%5FMonth&FilterValue2=04 30. Moving from folders tometadata Examine how you have things grouped by folders Decide what metadata fields you need to createalong with what values they need Set the metadata fields up in the library Create a datasheet view to populate the metadatafields Once all the metadata fields are populated, useOpen In Explorer to move the documents from thefolders to the main Document Library root location Remove the ability to create folders in that library 31. Keeping folders fromreappearingGo to Library > Library Tools > LibrarySettings under the Advanced option.Make sure the Make New Folder commandavailable? option is set to No. 32. Sharing metadata columns acrosslibraries If you need to share specific metadatacolumns across libraries, you can use SiteColumns Site columns are created at the Site level andyou can add them to libraries Great for Choice fields where you want to haveconsistent values across libraries Talk with someone in the SharePoint Supportteam if you want more information or help inimplementing them 33. Are folders always bad? There are some reasons when they makesense Cant get people used to the metadata concept Permissions can be applied to folders andinherited by documents (but you can also set upseparate document libraries in your site for thissituation)Bottom Line: Folders should be the exception, not therule. 34. Questions? Thanks for attending!

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