spca2013 - best practices document management in sharepoint (online) 2013

September 4, 2013

Best Practices

November 19, 2013

Document Management in SharePoint (Online) 2013

Introduction

Other advantages

End-users love folders

Facts about the cloud

Talking points

Structure content with SharePoint

Questions

Personal background

You are warned!

Work & SharePoint Community

My goal for today!

End-users and folders

Familiar interface Easy to use

Folders & documents? No!

Versioning

Custom metadata Offline access

Custom permissions

Restore deleted documents

Folder structure and new users

Facts about versions!

First time createdUpload

document with same name

Change of the properties

Open, edit or save

What about co-authoring?

Does it work?

More control?

Enable require check out No co-authoring!

How to structure and store documents?

SharePoint to the rescue!

FoldersCustom metadata

&Views

Managed metadata Document Sets

Folders in SharePoint? Maybe…

Archive Migration

Explorer view Set default metadata

Folders? No No!

Unfriendly navigation

Duplication of documents

Undermines Search results

Time consuming to switch

But!

Pro

Demo: folders

Useful tips

Remove New folder option Use Quick Edit

Custom metadata & views

Flexibility Improve Search results

Filter content Group by

Demo: Meeting Documents

Scenarios

Team documents Meeting documents

Useful tips

Structure before uploading

Create additional views

Managed metadata

Taxonomy

Managed metadata

Managed metadata is awesome!

Taxonomy Folksonomy

Consistent use of metadata Term suggestions

Disadvantages

Confusing permission structure

Disadvantages

Confusing permission structure

Managers/Contributors

Owner

Disadvantages

Confusing permission structure

Merging termsNo datasheet view support

SP2010

Disadvantages

Disadvantages

Confusing permission structure

Add new terms

Merging terms

Export to Excel

No datasheet view support

SP2010

Export to Excel

Demo: Taxonomy

Useful tips

Reuse terms: Be careful!

Pin term with children

Document Sets

Looks like a folder! Welcome page

Custom metadata &

viewWorkflow

Minor issues

No check in/out Issues with RMWelcome page

per content type

Annoying!

Demo: Document Sets

Scenarios

Projects and dossiers

Replace deep folder structure

Useful tips

Shared Columns Dedicated view

Office Web Apps&

Co-authoring

Other advantages with document libraries

Office Web Apps&

Co-authoring

Other advantages with document libraries

Office Web Apps&

Co-authoring

Other advantages with document libraries

Workflow Custom content types

Search bar

Demo: Content types and templates

Annoying!

SharePoint Online 2013

Managed Properties

& Refinement Panel

Timer Job & Taxonomy

It all comes down to these two thing:

Training Governance

Questions & contact

ResourcesSharePoint 2010 Best Practices: Folders Not Necessarily Considered Evilhttp://social.technet.microsoft.com/wiki/contents/articles/8680.sharepoint-2010-best-practices-folders-not-necessarily-considered-evil.aspx

Folders vs. Metadata: 7 Questions to Assess the Best Method for SharePoint Securityhttp://www.hisoftware.com/why-hisoftware/thought-leadership/whitepapers/SharePoint-Security-Folders-v-Metadata-white-paper.aspx

Migrating file shares to SkyDrive Prohttp://blogs.technet.com/b/akieft/archive/2013/09/06/migrating-file-shares-to-skydrive-pro.aspx

Create and manage terms within term setshttp://office.microsoft.com/en-001/sharepoint-server-help/create-and-manage-terms-within-term-sets-HA101631581.aspx

Create and configure a new Document Set content typehttp://office.microsoft.com/en-001/sharepoint-server-help/create-and-configure-a-new-document-set-content-type-HA101782461.aspx

Document management related articleshttp://www.jasperoosterveld.com/search/label/Document%20Management

ResourcesVersioninghttp://office.microsoft.com/en-001/office365-sharepoint-online-enterprise-help/how-does-versioning-work-in-a-list-or-library-HA102850396.aspx

Document collaboration and co-authoringhttp://office.microsoft.com/en-us/sharepoint-server-help/document-collaboration-and-co-authoring-HA101812148.aspxhttp://en.share-gate.com/blog/co-authoring-documents-sharepoint-2013

Document Set articles (Dutch)http://www.spcnl.nl/2013/11/een-upload-knop-in-een-document-set/http://www.spcnl.nl/2013/10/geef-een-document-set-een-individueel-plaatje/

September 4, 2013