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SPConnections Amsterdam: Organizing Documents in SharePoint 2010
Agnes Molnar
 Best Practices for Organizing
Documents in SharePoint 2010
About Agnes Molnar
• SharePoint Server MVP
• Senior Solutions Consultant, BA Insight
• Recognized blogger, speaker, writer

•   Web: http://www.bainsight.com
•   Blog: http://aghy.hu
•   Email: Agnes.Molnar@BAInsight.com
•   Twitter: @molnaragnes
Agenda
• Introduction:
  – SharePoint 2010 Capabilities for
    supporting Document Management
• Best Practices:
  – Folders vs. Document Sets
  – Metadata management
  – Content Types
  – Content Organizer Rules
Document Management General
       Requirements
Document Management General
           Requirements
•   Store, edit, organize, etc.
•   Properties and metadata
•   Version management
•   Permission management
•   Workflows
•   Content Types
•   Document Templates
•   Extensibility
•   Office Web Apps / SharePoint Workspace
•   Search – and Find...


         6
SharePoint 2010 Capabilities
•   Document Libraries & Folders
•   Content Types
•   Document Sets
•   Metadata Management
•   Document ID
•   Workflows
•   Content Organizer Rules
•   Office 2010 Integration
•   Office Web Apps
•   SharePoint Workspace 2010
Location: Folders vs. Document
               Sets
• Document Sets:
  Components, similar to folders, that enable
  users to collaborate on related documents
  without having to create a new document
  library or site.
Location: Folders vs. Document
                  Sets
                    Document_1


                                    Document_F1_1


                    Document_2


                                    Document_F1_2


                     Folder_1


Document Library                     Folder_F1_1        Folder_F1_1_1    Document_F1_1_1_1


                     Folder_2

                                                      Document_DS_F1_1
                                   DocumentSet_F1_1
                                                             _1

                     Folder_3


                                   Document_DS1_1


                   DocumentSet_1


                                   Document_DS1_2
Content Types
• Create your own „root” content types
                                     Document




                                   Document_Root




                                     Technical
      Contract                                                   Marketing
                                     Document




                 Requirements       Case Study     User Manual     Presentation




                       System                                      For Business
                    Requirements                                  Decision Makers



                     Functional
                    Requirements                                  For Developers




                                                                    For Admins
Content Types
• Organize the Templates into Template
  Libraries
Content Types
• Organize the Templates into Template
  Libraries
Content Organizer Rules
• Property based rules
• Users don’t need to know where to save
  anymore
• Well organized content
• Searchability and Findability
Content Organizer Rules
• Use if you have clear organizing requirements
• Deploy a good Search Architecture  Search
  Based Navigation

• Don’t forget to turn on the Content Organizer
  Feature – on the Target Site too!
• Don’t forget to implement Content Types in the
  Target Libraries
• Teach the users!
Metadata Management
• Managed Metadata:
  A hierarchical collection of centrally managed
  terms that you can define and then use as
  attributes for items.

  Benefits:
  – Consistent use of terminology
  – Better search results
  – Dynamic
Metadata Management
List Columns             Managed Metadata
Local term sets          Global term sets
Managed in the context   Managed out of context
Static                   Dynamic
Managed by admins        Managed by owners
                         Can be imported from CSV
Metadata Management
• Best Practices for Metadata Management
  – Has to be defined by the business!
      Help but don’t drive!
  – Users are not taxonomy experts - Teach them!
     • Managing metadata
     • Using metadata
     • Think in managed metadata
  – Taxonomy vs. Folksonomy
  – Build hierarchy – instead of flat term stores
  – Be careful of legal requirements
THANK YOU!
E-mail: Agnes.Molnar@BAInsight.com
             Twitter: @molnaragnes
                 Blog: http://aghy.hu

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SPConnections Amsterdam: Organizing Documents in SharePoint 2010

  • 2. Agnes Molnar Best Practices for Organizing Documents in SharePoint 2010
  • 3. About Agnes Molnar • SharePoint Server MVP • Senior Solutions Consultant, BA Insight • Recognized blogger, speaker, writer • Web: http://www.bainsight.com • Blog: http://aghy.hu • Email: Agnes.Molnar@BAInsight.com • Twitter: @molnaragnes
  • 4. Agenda • Introduction: – SharePoint 2010 Capabilities for supporting Document Management • Best Practices: – Folders vs. Document Sets – Metadata management – Content Types – Content Organizer Rules
  • 6. Document Management General Requirements • Store, edit, organize, etc. • Properties and metadata • Version management • Permission management • Workflows • Content Types • Document Templates • Extensibility • Office Web Apps / SharePoint Workspace • Search – and Find... 6
  • 7. SharePoint 2010 Capabilities • Document Libraries & Folders • Content Types • Document Sets • Metadata Management • Document ID • Workflows • Content Organizer Rules • Office 2010 Integration • Office Web Apps • SharePoint Workspace 2010
  • 8. Location: Folders vs. Document Sets • Document Sets: Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.
  • 9. Location: Folders vs. Document Sets Document_1 Document_F1_1 Document_2 Document_F1_2 Folder_1 Document Library Folder_F1_1 Folder_F1_1_1 Document_F1_1_1_1 Folder_2 Document_DS_F1_1 DocumentSet_F1_1 _1 Folder_3 Document_DS1_1 DocumentSet_1 Document_DS1_2
  • 10. Content Types • Create your own „root” content types Document Document_Root Technical Contract Marketing Document Requirements Case Study User Manual Presentation System For Business Requirements Decision Makers Functional Requirements For Developers For Admins
  • 11. Content Types • Organize the Templates into Template Libraries
  • 12. Content Types • Organize the Templates into Template Libraries
  • 13. Content Organizer Rules • Property based rules • Users don’t need to know where to save anymore • Well organized content • Searchability and Findability
  • 14. Content Organizer Rules • Use if you have clear organizing requirements • Deploy a good Search Architecture  Search Based Navigation • Don’t forget to turn on the Content Organizer Feature – on the Target Site too! • Don’t forget to implement Content Types in the Target Libraries • Teach the users!
  • 15. Metadata Management • Managed Metadata: A hierarchical collection of centrally managed terms that you can define and then use as attributes for items. Benefits: – Consistent use of terminology – Better search results – Dynamic
  • 16. Metadata Management List Columns Managed Metadata Local term sets Global term sets Managed in the context Managed out of context Static Dynamic Managed by admins Managed by owners Can be imported from CSV
  • 17. Metadata Management • Best Practices for Metadata Management – Has to be defined by the business!  Help but don’t drive! – Users are not taxonomy experts - Teach them! • Managing metadata • Using metadata • Think in managed metadata – Taxonomy vs. Folksonomy – Build hierarchy – instead of flat term stores – Be careful of legal requirements
  • 18. THANK YOU! E-mail: Agnes.Molnar@BAInsight.com Twitter: @molnaragnes Blog: http://aghy.hu