metadata rules. folders drool sharepoint saturday twin cities
TRANSCRIPT
METADATA RULES. FOLDERS DROOL
SharePoint Saturday Twin Cities
HOUSE KEEPING
Complete session evaluations in Guidebook
Decks will be posted. Be patient.
Complete Vendor Bingo to win cool prizes
Thank the Sponsors & Volunteers
Have Fun!
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Thank you #SPSTC sponsors!
WHAT WILL WE DO?
How to explain metadata to the average userTips and tricks to create a metadata structure for SharePoint appsThe three key uses for folders in SharePointDemo– Why metadata is better than folders
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…sometimes
TAMARA BREDEMUS
• SharePoint since 2008
• Solution Architect, Trainer, Blogger
• Code Free
• Find Me• @TamaraBred
• HeyTamara.com
Not Your Mom
HOW TO EXPLAIN METADATATO THE AVERAGE USER
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METADATA
Data about data
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TRY THISDescribe this image
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DogOutdoors
Small
Autumn
Black & White
Cute
WHAT IS METADATA
It is how we describe something
WHAT IS METADATA
It is how we describe something
DESCRIBE THIS…
Title:SharePoint Governance Meeting
Date:5/13/2013
Agenda:Roles and Responsibilities
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TIPS AND TRICKSTO CREATE A METADATA STRUCTURE
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ALREADY USING
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Contracts
2013 2012 2011 2010
Client A
Client B
Client C
Client D
Client E
Client F
Client A
Client B
Client C
Client D
Client E
Client F
Client A
Client B
Client C
Client D
Client E
Client F
Client A
Client B
Client C
Client D
Client E
Client F
Year
Client
ALREADY USING
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Contracts
Client A Client B Client B Client C
2008
2009
2010
2011
2012
2013
2008
2009
2010
2011
2012
2013
2008
2009
2010
2011
2012
2013
2008
2009
2010
2011
2012
2013
Client
Year
ALREADY USING
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ALREADY USING
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Date
ALREADY USING
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Date
Type of Document
ALREADY USING
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Date
Type of Document
Status
ALREADY USING
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Date
Type of Document
Status
Version
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USER DEFINED METADATA
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Date
Type of Document
Status
Version
USER DEFINED METADATADisplay Name Internal Name Type Choices Notes
Date Date Date & Time Date Only
Type of Document TypeOfDocument Choice BudgetContractMinutesNDA
Could be Managed Metadata
Status Status Choice WIPFinalApprovedSigned
Proceed each status with a number to allow for sorting
Version OOB Display in view
Client Client Lookup Lookup to client list
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METADATA ADVANTAGES
CategorizeFilterSortGroupSearchShort URLRequired fields
METADATA DISADVANTAGES
It’s new and differentToo many fieldsNo security based on metadata
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3 KEY USES FOR FOLDERS
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ADVANTAGES
SecurityKeep items in view under 5KDifferent views
DISADVANTAGES
Long URLsDifficult to navigateNo filteringNo sorting
DEMOGet Your Users Excited About Metadata
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http://heytamara.com/2013/11/21/metadata-rules-folders-drool-demo-in-sharepoint-2013/
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Pictures of animalsTwo SharePoint libraries– Folder Library– Metadata Library
WHAT YOU WILL NEED
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Pictures of animalsTwo SharePoint libraries– Folder Library– Metadata Library
Why animals and not actual documents?
WHAT YOU WILL NEED
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Pictures of animalsTwo SharePoint libraries– Folder Library– Metadata Library
Users will get hung up on vocabulary.
WHAT YOU WILL NEED
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Show benefit of metadataUse metadataUse choices7 2 fieldsOnly fields that will be usedFolders for securityFolders for large views
RECOMMENDATIONS
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Add metadata within folder
QUESTIONS
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THANK YOU
Tamara BredemusSharePoint Consultant
RBA, [email protected]
@TamaraBredHeyTamara.com
P:37 Images purchased from depositphotos.com