5 Ways to Manage Documents in SharePoint & Office 365
- 11. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
12 Reasons for NOT using Folders
1. Usability
2. URL length limitation
3. Moving File URL
4. Security
5. User experience
6. File duplication
7. 1 Lonely View
8. Can’t Sort & Filter
9. Change is hard
10. Lost documents
11. Navigation
12. Cost
For more info and detailed description on above
reasons, check out this blog post
http://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/
- 21. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Document Sets explained
Document Set = “folder”
for related set of
documents with its own
“Home Page”.
Great for standardization
(i.e. each document set
[project] to have same
templates)
In addition, Document Set Version
History feature allows to capture set
of documents (versions) at a point of
time (i.e. going from one phase to
next)
- 26. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
Managed Metadata definitions
Definition: Managed metadata is a hierarchical
collection of centrally managed terms that you can
define, and then use as attributes for items in across
SharePoint
Term – a specific word or phrase that you associate
with an item
Term Set - group of related terms
Term Store Management Tool – SharePoint
functionality that allows administrators to centrally
define terms and term set hierarchies
- 27. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
More on Managed Metadata
Taxonomy – a formal classification system. A
taxonomy groups the words, labels, and terms
that describe something, and then arranges
the groups into a hierarchy
Folksonomy – an informal classification
system. It evolves gradually as web site users
collaborate on words, labels, and terms on a
site (via tagging)