10 Reasons to Avoid Folders in SharePoint SPSVB

Report
Bobby Chang
@bobbyschang
Bobby Chang
Senior Consultant with Deloitte
Contact Info
• slideshare.net/bobbyschang
• @bobbyschang
• linkedin.com/in/bchang
• bobbyspworld.com
2 | Richmond SPUG | @bobbyschang | bobbyspworld.com
3 | Richmond SPUG | @bobbyschang | bobbyspworld.com
4 | Richmond SPUG | @bobbyschang | bobbyspworld.com
5 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Provide Your Users with Value-Add
6 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Photo Credit – Matthew Keagle & Creative Commons
• SharePoint appends all folders into URL
• URL encoding applies, e.g.: Space = %20
http://mycompany.com/sites/TeamAlpha /ProjectDocuments/Project%20SOW/Proposal/Draft%20Copiesfrom%20Team…
/MyPersonal%20Original%20Copies/I%20Very%20Much%20Like%20Subfolders /My%20Favorite%20Document.docx
Team
Alpha Site
Project
Document
Library
Project SOW
Proposal
Draft Copies from Team
My Personal Original Copies
I Very Much like Subfolders
My Favorite Document.docx
7 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Reason # 1
8 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Requires drilling down to sub-folders
• Rigid structure leads to difficulty in finding content
• Can be inefficient during file upload
2
1
3
4
6
5
7
# of user clicks
9 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Reason # 2
10 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Every file HAS to belong to a folder
• Cannot account for file that falls into multiple categories
Company A
Company B
Document for
Company A & B Merger
11 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Reason # 3
12 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Your links don’t work!!
SharePoint is broken
I HATE SharePoint!!!
13 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Reason # 4
14 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Folder is directly correlated with URLs
– Deep Folder Structure = Long URL
• System Constraint
– MS Office restriction of 259 characters max for URL links
– User may not be able to save, open, or update the files
15 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Renaming folder may result in Threshold Error
• Generally occurs when total number of files in all
sub-folders are greater than 5,000 files
16 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Solution
17 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Picture listening to a song in iTunes
What do you see?
18 | Richmond SPUG | @bobbyschang | bobbyspworld.com
1. Linear folder structure
2. Inability to account for multiple categories
3. Risk in broken links upon document move
4. Higher chance of running into error
19 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Demo
20 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Reason # 5
21 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Folder presents only 1 way of document grouping
• Users have various preferences on structuring info
>
>
>
vs.
>
>
>
You’re at mercy of the person
who created the folder structure
22 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Demo
23 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Demo
24 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Reason # 6
25 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Synonyms are typically appended
• E.g.: “Status / Progress Report / Project Team Update”
• Folder names cannot contain special
characters (e.g.: /)
• Adding Synonym
Folder Name Change
URL Change
26 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Demo
27 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Reason # 7
28 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Contributors have too much control
– Able to Create, Delete, or Move folders
– Able to Rename folders
• Folder structure can be altered by any team member
”Is she changing our spectacularly
designed folder?”
29 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Photo Credit – Creatas/Creatas/Getty Images
• With folders, contributors have free reign
over taxonomy management
• Reserve capability for selective individuals
– i.e.: Content Manager or Site Manager
• Avoid the Wild Wild West scenario
30 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Demo
31 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Reason # 8
32 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Demo
33 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Reason # 9
34 | Richmond SPUG | @bobbyschang | bobbyspworld.com
2012
Southeast
Project Status
Team A
Weekly Status Reports
MANUAL COPY PROCESS
Team B
Team C
2012
2012
Southeast
Inconsistent
Team D
Status Reports
Status
2012
Project Status
Weekly Status Reports
ProjectReports
WeeklyProjectStatus
35 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Foundation of SharePoint Content Management
• Even if you’re not aware of Content Type, you most
likely have already interacted with it
• Provide standardization:
• Consistent set of tags or metadata
• Ability to attach standard document template
• Associate automated business workflow process
36 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Demo
37 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Reason # 10
38 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Demo
39 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Should I NEVER use folder?
No. Not necessarily.
But Folder should be the Exception
NOT the Rule
40 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Questions?
Feel Free to Contact Me
Bobby Chang
twitter.com/bobbyschang
slideshare.net/bobbyschang
linkedin.com/in/bchang
bobbyspworld.com
@bobbyschang
42 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• People are comfortable with folders
• Metadata is a Huge Mind Shift
– Expect Resistance & Initial Uphill Battle
– Requires Continuous Education and Training
Meta
data
Nice to
meet you
43 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Permissions can be set at the folder level
• Documents residing in a folder would
inherit the permissions of that folder
• Fantastic for complex permission
requirements within a single repository
44 | Richmond SPUG | @bobbyschang | bobbyspworld.com
1. SkyDrive Pro
2. Drag and Drop Feature
3. Open with Explorer
What do they have in common?
45 | Richmond SPUG | @bobbyschang | bobbyspworld.com
Just uploaded
TONS of files
Where do I tag??
46 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Content Type unsupported in Datasheet/Quick Edit
• In SharePoint 2010:
– Managed Metadata unsupported in Datasheet View
– Content Type unsupported in Inline Editing
47 | Richmond SPUG | @bobbyschang | bobbyspworld.com
48 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Combine Folders with Metadata
• Utilize “Common Default Values”
– Metadata value can be automatically assigned
– Each folder can have different default values
• Create “Without Folders” SharePoint View
– Hides folder structure when displaying documents
– Eliminates hierarchy issue when browsing
49 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Different options for different audience
• Display Folder View for Contributors
– Potentially more efficient for upload
– Auto-assigns tags via Common Default Values
50 | Richmond SPUG | @bobbyschang | bobbyspworld.com
• Display Non-Folder View for Visitors
– Removes reliance on navigating by folders
– Leverages power of metadata
51 | Richmond SPUG | @bobbyschang | bobbyspworld.com

similar documents