METADATA RULES. FOLDERS DROOLSharePoint 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• [email protected]
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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DogOutdoorsSmall
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 NotesDate 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