document management in sharepoint without folders - introduction to metadata

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    Document Managementin SharePoint without Folders

    Introduction to MetadataStep-by-Step Guide

    GREGORY ZELFOND

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    About Me

    I HELP SMALL ORGANIZATIONS FALL IN LOVE WITH SHAREPOINT

    MIGRATION CONSULTING TRAINING

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    Super Easy

    A guide so easy to understand...

    Youll feel like a king at the end

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    1. Whats wrong with Folders?

    2. Intro to Metadata

    3. Step-by-Step on how to setup SharePoint Metadata

    This presentation will cover

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    Whats wrong with Folders?

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    Real-life scenario

    You are in an organization that runs hundreds of projects annually

    The files are organized by Year on shared drive. Each Year has a folder (2014, 2013 all the way to 1999)

    Each Year Folder has sub-folders with Names of Customers served during that year (Customer A, Customer B, etc.)

    Each Customer Folder has sub-folders with Names of Projects executed for that customer (Project A, Project B, etc.)

    Each Project Folder contains Documents that are part of certain project (Project Charter, Project Proposal, etc.)

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    Your Task

    Its 4:45 PM and you have to leave work at 5 PMto pickup your kids from school. Your boss hasasked you to pull ALL Project Proposals forCustomer B ever completed. Good luck!

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    Your problem

    Each customer folder (i.e. Microsoft), containstens of projects. Each of the project folderscontains 1 to 3 versions of proposals. Oh yeah,and you have folders from 1999 to 2014

    3 Proposals3 Proposals1 Proposal2 Proposals

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    Your reaction

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    Business Case Against Folders

    1. Usability

    2. URL length limitation

    3. Moving File URL

    4. Security

    5. User experience

    6. File duplication

    7. 1 Lonely View

    8. Cant 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 posthttp://sharepointmaven.com/12-reasons-folders-sharepoint-bad-idea/

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    Intro to Metadata

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    What is Metadata?

    Metadata is data that describes additional information about a file or a document

    Example: Word Document Project Proposal.doc might have the following metadata that further describes what the file is about: Customer Name

    Project Name

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    Surprise! You are using Metadata every day!

    Check out 3 examples on the following slides

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    Metadata Example # 1 Amazon.com

    This is all metadata!!!

    Ever done online shopping?

    Metadata allows you to easily filter by shoe size, style, brand, etc.

    Imagine if Amazon organized shoes in Folders by Brand how would you find all the available shoes for your size?

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    Metadata Example # 2 Facebook

    Have you ever Tagged people on Facebook?

    Ever wondered how Facebook manages to pull your friends photos from various albums?

    Imagine if Facebook used hierarchical folders to organize photos of your friends?

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    Metadata Example # 3 your computer

    Thanks to metadata - you can sort by file size, document type and file name on your PC1. Right-click on any file name

    2. Choose Properties

    This is all metadata!!!

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    Lets switch to SharePoint now

    Screenshots and instructions captured on following slides are based on Office 365 SharePoint

    Same exact functionality exists in SharePoint 2007, SharePoint 2010 andSharePoint 2013

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    Solving the mystery of SharePoint Metadata

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    Default SharePoint Metadata

    Recognize this? They are default columns you get with any

    SharePoint Document Library

    Data in columns is actually Metadata!!!

    Thats right, simply put, Column info = Metadata

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    Default SharePoint Metadata contd

    Previous example showed a single document uploaded to Document Library

    No customization was done to the Document Library whatsoever

    So, to create your own Metadata, you basically need to create new columns with properties (metadata)!

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    Solving the folder problem with Metadata

    To make it relevant, lets use the example from few slides ago on project documents stored in Folders (Years) and Sub-Folders (Customer Name and Project Name)

    Lets solve this problem by using SharePoint Metadata! (sorry, columns)

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    Time to get intimate with Metadata!

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    Access Document Library Settings page

    Click on Document Library name

    From Ribbon that appears up top, click on Library Settings

    Settings page will appear this is the main control panel for your document library

    Settings page has 3 sections lets get to know it little better

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    Section 1 Settings & Permissions

    Worthwhile to browse through and get familiar, but dont worry about this section for now, we dont need it to create columns (metadata)

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    Section 2 Columns

    These are default (out of the box) columns (metadata) you get with SharePoint Document Library

    This section is where you can control your columns (metadata) by creating new ones, editing or deleting existing. This is where well spend most of the time

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    Section 3 - Views

    Views help you slice and dice your information This is where you can organize your documents

    according to metadata created Remember the shopping site example where you

    could filter by shoe type, brand, price or size? This is where we will tell SharePoint how to organize data for us in the context of the documents

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    It takes TWO to TANGO!!!

    Metadata success depends on two components:

    Columns & Views

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    Creating Columns

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