September 4, 2013
Best Practices
November 19, 2013
Document Management in SharePoint (Online) 2013
Introduction
Other advantages
End-users love folders
Facts about the cloud
Talking points
Structure content with SharePoint
Questions
Personal background
You are warned!
Work & SharePoint Community
My goal for today!
End-users and folders
Familiar interface Easy to use
Folders & documents? No!
Versioning
Custom metadata Offline access
Custom permissions
Restore deleted documents
Folder structure and new users
Facts about versions!
First time createdUpload
document with same name
Change of the properties
Open, edit or save
What about co-authoring?
Does it work?
More control?
Enable require check out No co-authoring!
How to structure and store documents?
SharePoint to the rescue!
FoldersCustom metadata
&Views
Managed metadata Document Sets
Folders in SharePoint? Maybe…
Archive Migration
Explorer view Set default metadata
Folders? No No!
Unfriendly navigation
Duplication of documents
Undermines Search results
Time consuming to switch
But!
Pro
Demo: folders
Useful tips
Remove New folder option Use Quick Edit
Custom metadata & views
Flexibility Improve Search results
Filter content Group by
Demo: Meeting Documents
Scenarios
Team documents Meeting documents
Useful tips
Structure before uploading
Create additional views
Managed metadata
Taxonomy
Managed metadata
Managed metadata is awesome!
Taxonomy Folksonomy
Consistent use of metadata Term suggestions
Disadvantages
Confusing permission structure
Disadvantages
Confusing permission structure
Managers/Contributors
Owner
Disadvantages
Confusing permission structure
Merging termsNo datasheet view support
SP2010
Disadvantages
Disadvantages
Confusing permission structure
Add new terms
Merging terms
Export to Excel
No datasheet view support
SP2010
Export to Excel
Demo: Taxonomy
Useful tips
Reuse terms: Be careful!
Pin term with children
Document Sets
Looks like a folder! Welcome page
Custom metadata &
viewWorkflow
Minor issues
No check in/out Issues with RMWelcome page
per content type
Annoying!
Demo: Document Sets
Scenarios
Projects and dossiers
Replace deep folder structure
Useful tips
Shared Columns Dedicated view
Office Web Apps&
Co-authoring
Other advantages with document libraries
Office Web Apps&
Co-authoring
Other advantages with document libraries
Office Web Apps&
Co-authoring
Other advantages with document libraries
Workflow Custom content types
Search bar
Demo: Content types and templates
Annoying!
SharePoint Online 2013
Managed Properties
& Refinement Panel
Timer Job & Taxonomy
It all comes down to these two thing:
Training Governance
Questions & contact
ResourcesSharePoint 2010 Best Practices: Folders Not Necessarily Considered Evilhttp://social.technet.microsoft.com/wiki/contents/articles/8680.sharepoint-2010-best-practices-folders-not-necessarily-considered-evil.aspx
Folders vs. Metadata: 7 Questions to Assess the Best Method for SharePoint Securityhttp://www.hisoftware.com/why-hisoftware/thought-leadership/whitepapers/SharePoint-Security-Folders-v-Metadata-white-paper.aspx
Migrating file shares to SkyDrive Prohttp://blogs.technet.com/b/akieft/archive/2013/09/06/migrating-file-shares-to-skydrive-pro.aspx
Create and manage terms within term setshttp://office.microsoft.com/en-001/sharepoint-server-help/create-and-manage-terms-within-term-sets-HA101631581.aspx
Create and configure a new Document Set content typehttp://office.microsoft.com/en-001/sharepoint-server-help/create-and-configure-a-new-document-set-content-type-HA101782461.aspx
Document management related articleshttp://www.jasperoosterveld.com/search/label/Document%20Management
ResourcesVersioninghttp://office.microsoft.com/en-001/office365-sharepoint-online-enterprise-help/how-does-versioning-work-in-a-list-or-library-HA102850396.aspx
Document collaboration and co-authoringhttp://office.microsoft.com/en-us/sharepoint-server-help/document-collaboration-and-co-authoring-HA101812148.aspxhttp://en.share-gate.com/blog/co-authoring-documents-sharepoint-2013
Document Set articles (Dutch)http://www.spcnl.nl/2013/11/een-upload-knop-in-een-document-set/http://www.spcnl.nl/2013/10/geef-een-document-set-een-individueel-plaatje/
September 4, 2013