sharepoint folders vs. metadata

Download SharePoint Folders vs. Metadata

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1. sharepointmaven.com @gregoryzelfond SHAREPOINT FOLDERS vs. METADATA GREGORY ZELFOND 2. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond About Me Gregory Zelfond 10+ years of experience with SharePoint SharePoint advocate, blogger Love to solve business problems using code-free, out of the box SharePoint configurations Owner of SharePoint Maven (sharepointmaven.com) 3. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond About SharePoint Maven I HELP ORGANIZATIONS TO UNLOCK THE POWER OF SHAREPOINT MIGRATION CONSULTING TRAINING 4. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Whats wrong with folders? 1. Usability (finding files) 2. URL Length limitation 3. File URL & Sharing 4. Security 5. File duplication 6. 1 lonely view 7. No filtering/sorting/grouping 8. Change is hard 9. Lost documents 10. No breadcrumb 11. 5,000 item limit threshold 12. Cost 13. Empty folders 14. Data Integrity 5. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 1: Usability Can you (easily) make sense of this folder structure? Would you be able to find the document easily? Every person has their own mental map on how to organize files & documents 6. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 2: URL Length limitation https://company.sharepoint.com/SharedDocuments/ Clients/Projects/Year/Agenda.docx Folder Folder Folder File The total length of URL (server name + list name + all folders + file name) cannot exceed 256 characters! Server List 7. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 3: File URL Moving file from one folder to another means change of file URL! Example: OLD: https://company.sharepoint.com/SharedDocuments/Clients/Projects/Year/Agenda.docx NEW: https://company.sharepoint.com/SharedDocuments/Clients/Projects/Agenda.docx Did you share the file with someone by sending URL to the file? When you move file from one folder to another, old URL is no longer relevant 8. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 4: Security Managing security at a folder level is an administrative nightmare! 20 folders in a library = 20 different security configurations!!! Also, each time you break the security inheritance from site/document library, your SharePoint performance is impacted! 9. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 5: File Duplication Each folder can contain 1 unique file name That means same file can be in multiple folders in same document library Which one is the right document? No single source of truth 10. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 6: 1 lonely view With folders, not much choice for viewing files 11. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 7: No filtering, sorting or grouping In contrast to metadata, where you can group, sort & filter 12. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 8: Change is hard! Changing set folder structures is hard They just become deeper and wider with time Restructuring folders is a challenge and is rarely done anyway Metadata allows for quick and easy change 13. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 9: Lost documents With folders, documents can easily become lost in nested folder hierarchy This leads to frustration for users and unnecessary file duplication 14. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 10: No breadcrumb Can you tell which library or folder I am in? There is no way for users to know current folder hierarchy Limited breadcrumb for navigation (does not show full path) 15. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 11: 5000 item limit threshold View cannot contain more than 5,000 items (folders + files) Displaying a folder with > 5,000 files will cause issues Metadata and indexing resolve the issue To learn more, read this blog post: http://sharepointmaven.com/how- to-overcome-sharepoint-5000-item-limit-threshold/ 16. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 12: Cost If you use folders in SharePoint, you essentially converted SharePoint into an expensive file share or DropBox We have always done it this way mentality You might be better off going back to file share 17. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 13: Empty Folders Can you tell which folders contain files and which are empty? With folders, you cant Metadata allows you to see how many files belong to certain metadata property (in parenthesis, when you group) Better user experience! 18. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Reason # 14: Data Integrity Whats the difference between 2 folders? Client A Client A, Inc.? If you rely on folder name to carry important piece of information (i.e. company name), you are prone to data integrity issues Possible issues Folder names can be misspelled No single naming convention You have to recreate same names somewhere else 19. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Should I never use folders in SharePoint? Folders are great for: Small teams Informal file organization Short projects Metadata is great for: Larger teams When documents need to be shared with lots of people When there are a lot of content contributors (users who generate/upload files) and consumers (users who find/access files) Any time you need to easily find documents 20. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond Need help with SharePoint? SharePoint Site Configuration and Customization Document Migration to SharePoint SharePoint Implementation Strategy SharePoint Training SharePoint User Adoption SharePoint Governance SharePoint Project Management 21. sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond THANK YOU! Visit: sharepointmaven.com Email: greg@sharepointmaven.com Follow: @gregoryzelfond Connect: linkedin.com/company/sharepoint-maven View: www.slideshare.net/gzelfond Get in touch if you have questions