Organizing Documents in SharePoint 2010
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This document discusses best practices for organizing documents in SharePoint 2010. It compares folders versus document sets, and recommends using document sets when hierarchy is not needed or their additional capabilities are required. It also covers metadata management using managed metadata, using content types to organize documents and templates, and content organizer rules to automatically route documents to the proper location based on properties. The document provides guidance on implementing these features and considerations for each approach.
Organizing Documents in SharePoint 2010
- 1. Organizing Documents in SharePoint 2010Ágnes MolnárSenior SharePoint Consultant,SharePoint Server MVP,Solutions Consultant Partner at BA-Insight
- 2. About the Speaker2Senior SharePoint ConsultantSharePoint Server MVP since 2008Solutions Consultant Partner at BA-InsightConferencesSharePoint Best Practices Conferences 2008, 2009, 2010, 2011SharePoint Evolutions ConferenceThe Experts ConferenceSlovenian SharePoint ConferenceSharePoint Conference PeruSharePoint SaturdaysSharePoint User Group Meetings...
- 3. About the Speaker3Books Contributed:
- 4. AgendaIntroduction:SharePoint 2010 Capabilities for supporting Document ManagementBest Practices:Folders vs. Document SetsMetadata managementContent TypesContent Organizer Rules
- 5. Document Management„A document management system (DMS) is a computer system (or set of computer programs) used to track and storeelectronic documents and/or images of paper documents.” (Wikipedia)
- 6. Document Management General RequirementsStore, edit, organize, etc.Properties and metadataVersion managementPermission managementWorkflowsContent TypesDocument TemplatesExtensibilitySearch – and Find...6
- 7. SharePoint 2010 CapabilitiesDocument Libraries & FoldersContent TypesDocument SetsMetadata ManagementDocument IDWorkflowsContent Organizer RulesOffice 2010 IntegrationOffice Web AppsSharePoint Workspace 2010
- 8. AgendaIntroduction:SharePoint 2010 Capabilities for supporting Document ManagementBest Practices:Folders vs. Document SetsMetadata managementContent TypesContent Organizer Rules
- 9. Folders vs. Document SetsDocument Sets: Components, similar to folders, that enable users to collaborate on related documents without having to create a new document library or site.
- 10. Folders vs. Document SetsDocument_1Document_F1_1Document_2Document_F1_2Folder_1Document LibraryFolder_F1_1Folder_F1_1_1Document_F1_1_1_1Folder_2DocumentSet_F1_1Document_DS_F1_1_1Folder_3Document_DS1_1DocumentSet_1Document_DS1_2
- 11. Folders vs. Document SetsPrefer Folders:If you need a hierarchy insideIf you don’t need the extra capabilities of Document SetsPrefer Document Sets:If you don’t need hierarchy insideIf you do need the extra capabilitiesFor example:ContractsProject documentsUsability studiesKnowledge Management repositories
- 12. AgendaIntroduction:SharePoint 2010 Capabilities for supporting Document ManagementBest Practices:Folders vs. Document SetsMetadata managementContent TypesContent Organizer Rules
- 13. Metadata ManagementManaged Metadata:A hierarchical collection of centrally managed terms that you can defineand then use as attributes for items.Benefits:Consistentuse of terminologyBetter search resultsDynamic
- 15. Metadata ManagementBest Practices for Metadata ManagementHas to be defined by the business!But usually they cannot Help but don’t drive!Users are not taxonomy experts - Teach them!Managing metadataUsing metadataThink in managed metadataBuild hierarchy – instead of flat term storesBe careful of legal requirements
- 16. AgendaIntroduction:SharePoint 2010 Capabilities for supporting Document ManagementBest Practices:Folders vs. Document SetsMetadatamanagementContent TypesContent Organizer Rules
- 17. Content TypesCreate Content Types at the top level of Site Collection – except if you have other business requirementsCan be used on all sitesCan be the parent of other content typesCan be managed togetherUse your own Content Type groups instead of the default „Custom Content Types”
- 18. Content TypesCreate your own „root” content types
- 19. Content TypesOrganize the Templates into Template Libraries
- 20. Content TypesOrganize the Templates into Template Libraries
- 21. AgendaIntroduction:SharePoint 2010 Capabilities for supporting Document ManagementBest Practices:Folders vs. Document SetsMetadatamanagementContent TypesContent Organizer Rules
- 22. Content Organizer RulesProperty based rulesUsers don’t need to know where to save anymoreWell organized contentSearchability and Findability
- 25. Content Organizer RulesUse if you have clear organizing requirementsDeploy a good Search Architecture Search Based NavigationDon’t forget to turn on the Content Organizer Feature – on the Target Site too!Don’t forget to implement Content Types in the Target LibrariesTeach the users!