Ahh my head hurts… folders, views, metadata and such. Just click View Choose Details. Sezai, like that event handler idea a lot. I found myself having this very same debate over a beer during TechEd not just with some random stranger only a couple of weeks ago, and I think you have articulated it perfectly. It really comes down to the context of the solution and increasing the liklihood of acceptance by your the users.
Great to read Paul. You surface a very good point about people and the way in which they work with information systems, the browser centric or application centric insight you write of is a reality, this futher highlights the importance of training and adoption strategies to build buy in from users, which brings me to the old chestnut of how to convince a organisation not to remove training to reduce the cost of the project.
Check out this post for a potential answer. On a selfish level, the author linked to me which is nice, but he also quotes Geary Rummler, whos process improvement book that I have mentioned previously. Fully how these things all connect up.
It is not a question of which one to use, but rather a question of when to use each. As consultants, we have to educate the users as to why it is appropriate to use a folder or metadata in a particular case. The post below compares the trade offs between organizing information with folders and metadata and when it is appropriate to use each:. The comparison categories are security, content type ordering, navigation, url, tools support, searching, sorting, filtering, and grouping.
Watch this space. Early next year I have a series of posts on this topic in a fashion. I have found another way to look at it that has worked very well in my classes and consulting gigs. Excellent post Paul. I am currently designing a rollout of about 25 site collections across a lareg corporate team that are migrating from eRoom.
Did I mention custom code is out of the question in all shapes and forms? I have always been an advocate of using metadata instead of folders in SharePoint and so far this has paid off but I am now seeing this method is not going to work in this case. Using explorer view to drag and drop a feature these users are more than familiar with in eRoom creates an enormous bucket of documents and this is not going to be acceptableto end users.
So, everything in moderation perhaps this tends to apply to most SharePoint designs. A mixture of folders and metadata may be what the DR ordered. My client has thousands of documents and many of them have the same name, although the content is very different.
Great post. I think that jeunesse chile the way is the main way are you focussing but there are some point that could be discussed to center the main ideas and to improve and reforce yours.
I can still remember when I got my first one — it was a Sinclair ZX — and my parents soon regretted the purchase because it monopolized our family TV set whenever I used it. While many things have changed in computers since then — from hardware, through operating systems, to storage — one thing has persevered: folders. Even now, decades later, folders are still commonly used to organize content.
But, are they a relic from the past and is there still a place for them in the modern workplace? In this article, I will review the usage of folders in SharePoint, explore the reasons why they are discouraged and show you great alternatives to folders. Regardless of the operating system and the implementation of folders, a folder is basically an empty container used in the file system.
Users can easily add elements to folders such as sub-folders and files. In most cases, specific access permissions can be applied to folders. Since folders have existed for so long, we all are very familiar with them and use them intuitively on all of our devices and systems. Modern cloud-based environments — like SharePoint Online — also provide folders. They might be implemented differently under the hood, but the usage is almost the same.
If you are using SharePoint Online and Office , you may have heard recommendations to avoid using folders, and in my talks, I usually recommend avoiding folders as well. Here are some common use cases for SharePoint folders:.
Many organizations these days are migrating from corporate file shares to SharePoint Online. However, when corporate content is migrated from a file share to SharePoint Online, many users still think Folders.
Not all employees are tech-savvy or enjoy figuring things on their own. If nobody is telling them that there are different and potentially better methods for organizing content, why would users change their ways? Certain organizational departments like Finance or Legal tend to follow the same established processes for years, likely taking advantage of folders.
For them, turning away from a dedicated folder structure requires altering their internal processes. Although I tell my clients to avoid folders whenever possible, I must admit that there are a few very specific use cases, where folders come in handy. Some reasons I have seen with customers include:. To be honest, usability is my major concern. Folders improve the efficiency of data access because the creation of a folder leads to the creation of an internal index.
In a file share, the only way of classifying files is through filename and folder structure. In SharePoint we have a choice, and you could consider using both folders and metadata together.
Folders are great for applying security settings, default "location specific" metadata Folders work a lot better with Windows explorer views. In a flat structure you see everything and nothing in one view Document sets inherit from the folder content type. So, even if you resent the idea of using folders, you're probably still a fan of using them without recognizing it that is, unless you deny the usefulness of Document Sets.
You can use folders while still removing them from view. IsContainer returns Sites, Libraries and Folders that have the keyword in their name or metadata. IsContainer also returns Team Site Notebooks OneNote files and content stored in Asset libraries The thing you click on in an Asset library is a folder, not the actual picture or video.
The search box at the top of each library assumes you only want to search the content in the current folder! Kind of like network shares! The new library experience in Office makes it easy to arrange and rearrange documents by folder. Seems to encourage the use of folders! All three of the sync clients only sync folder structure, not metadata. If you want any obvious classification of your local sync of the content then you have to use folders.
Now SharePoint and encourage users to break inheritance everywhere! Users will now see a single list of content, which can also be grouped using metadata, but they will only be able to see the content they should see. The users who maintain the content use the AllItems view so they can quickly upload documents into the correct folder, and automatically apply the correct permissions.
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