We Solved the Metadata Problem for SharePoint Users; SharePoint Idol Presentation 2012
Folders vs. Metadata: SharePoint Engage Oct. 20, 2015
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Transcript of Folders vs. Metadata: SharePoint Engage Oct. 20, 2015
https://vaww.connectedhealth.va.gov
SHAREPOINT ENGAGE OCT. 20-21 2015:
Folders vs. MetadataDonna Rodriguez, Web Manager
The importance of not creating a file share or the wild west in
managed sites,
advantages and disadvantages of both methods, and
how to get reluctant users onboard with using metadata.
123
This Session Covers…
If you follow the debate, it appears there is only a
choice of folders vs. metadata but perhaps there
is another choice — a combination of both.
Folders vs. Metadata debate has been going on for awhile…
Folders Metadata
My Real-World Story
Find the month folder that the artifact was being created for.
Determine the task deliverable folder they were working on in the
contract.
Upload all of the documents for each task deliverable.
.
12
Folder structure employed …3
Real-life Folder Scenario
Real-life Folder Scenario
9.2. April 7-May 6, 2015Monthly Status Report
Task 6.1 Project Management Plan (PMO)
Task 6.2 Ops and Strategic Planning
Task 6.3 CHO Comms Facilitation
Task 6.4 Acquisition Management Support Services
Task 6.5 Cost Benefit Analyses
Task 6.6 Integrated Master Plan (Contracts)
Task 6.7 Informatics Position Management and Consulting
Task 6.8 Clinical Information System Acquisition Support
Real-life Folder Scenario
Real-life Folder Scenario
Real-life Folder Scenario
Look how
long the file
names get
– 260 char
limit invoked.
Real-life Folder Scenario
Rethink our Information Architecture…
Create a content type that is representative of the data within
the library,
look at how they classified their data and how it responds to 2 levels based on their folder structure used,
and
create a column for each piece of data to store.
123
Inventory
Moving from Folders to Metadata
Moving from Folders to Metadata
Moving from Folders to Metadata
Moving from Folders to MetadataType Name Month Deliverable Task Document Type
11. April 7-May 6,2015 Task 6.1 Project Management Plan Project Management Plan
12. May 7-June 6, 2015
Task 6.1 Project Management Plan Project Management Plan
11. April 7-May 6,2015 Task 6.3 CHO Comms Facilitation Communications Weekly Calls Agenda
12. May 7-June 6, 2015
Task 6.3 CHO Comms Facilitation Innovation Program Weekly Call Notes
Real-life Metadata Scenario
Real-life Metadata Scenario
Real-life Metadata Scenario
FILTER
Real-life Metadata Scenario
FILTER
Real-life Metadata Scenario
SORT
Real-life Metadata Scenario
Real-life Metadata Scenario
Metadata Views
Metadata Views
Metadata Views
Metadata Views
Metadata Navigation
Metadata Navigation
Metadata Navigation
Metadata Navigation
Why are users reluctant to use metadata?
• Users are comfortable with folders.– Folders have been the main method for categorizing
documents for a long time/how most users think about organizing their files.
• Laborious to capture, add to every single file uploaded, and add the web parts with views to many pages.
• Concept hard to understand for the average user. Need training/SharePoint expert to assist.
Why are users reluctant to use metadata?
Metadata is a scary word!
• Find an example, redo and show/let them interact with the before and after state. – In the prototype:
Ask them to find something in their folder structure that goes across the structure.
Then, have them perform the same search on a library with metadata.
How do you get users to embrace metadata?
• Let them keep their folders.
• Find champions that stand out that can be relied upon to share knowledge/teach others.
• Take the forced approach by disabling folders
from libraries. by disabling new folder
command on menu
How do you get users to embrace the metadata way?
When should we use Folders?1. Propagate permissions and control access to
resources.2. Archival.3. Large Lists.4. Document Sets.5. For simple business users/uses.6. Folders can work better in Windows Explorer View:
a. to purge/clean up, b. to populate, and c. can save time in migrations if you can copy an existing file
share folder structure.
When should we use Metadata?1. To create views and pull together a list of
documents sorted, filtered, grouped by whatever possibilities a user wants/needs. The possibilities are unlimited.
2. To simplify document classification/standardization and improve data integrity by configuring with default values based on content types and/or enforcing required fields across document libraries.
3. To improve the user’s search results.4. To improve metadata based navigational
capabilities.
When could a combo of both be the best solution?
When could a combo of both be the best solution?
When could a combo of both be the best solution?
Creating multiple document libraries gives you more options like versioning, whether to display in search results, etc. that you cannot get with folders.
When could a combo of both be the best solution?
When could a combo of both be the best solution?
When could a combo of both be the best solution?
When could a combo of both be the best solution?
When could a combo of both be the best solution?
When could a combo of both be the best solution?
It’s not that folders shouldn’t be used or that their bad, it’s that they should not be used in the exact same way done in a standard file share. Used with the following guidelines …
1. Do not use too many folder levels. 2. Keep folders names short. 3. Folders should not replace populating the
metadata for the item.
When could a combo of both be the best solution?Folders Metadata … a beautiful union
could take place — union between intuitiveness of folders and flexibility of metadata together.
Which side are you on?• By a show of hands:
– Folders– Metadata– Combo
• For those not originally sold on metadata, what in this session convinced you?– For those not sold, why not?
• If you use folders, why do you resist moving from folders to use of metadata?
How does My Real-World story end?“I am guilty of
using folders for everything (not
because its better but its all I
know).”
“After this presentation, I
felt like I should climb in a hole.”
“Teach me a better system I
will be more than happy to use it.”
Speaker InformationDonna RodriguezWeb Manager Web and Mobile SolutionsConnected Care OfficeU.S. Department of Veterans Affairs
Been working with SharePoint since before v. 2001
[email protected] https://www.linkedin.com/donnaadorianrodr
iguez https://twitter.com/donnaador