1. Docs without Folders
Organizing Documents with Content Types & Metadata
Kenneth Lo, PMP
June 22nd, 2013
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2. @kattelo | kattelo.com
Announcements
• Kattelo SharePoint Office Hours
(#SPOfficeHrs), July 9th, 2013
http://klo.pm/1aBPHaz
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3. @kattelo
Kenneth Lo, PMP
• 15+ Years in Consulting
• International Speaker
• Bay Area Start-Ups
• Fortune 500 & Federal Agencies
• @klopmp
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4. @kattelo
Kattelo Consulting
• San Francisco Company
• Cloud | SharePoint | Mobility
• http://kattelo.com
• @kattelo
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5. @kattelo | kattelo.com
Audience
• IT Pros Track - 200
• Technical Managers
• Information Architects
• Power Users
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Agenda
• Taxonomy
• Metadata
• Views
• Live Demo
• Best Practices
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7. Taxonomy
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8. @kattelo | kattelo.com
Taxonomy
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Issues
• Multiple Categories
• Duplicate Files
• Complex File Naming
• Un-Usability
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Old Habit - Folders
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“Metadata” by Names
Nice descriptive
file name!
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Brave New World
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Look Ma, No Folders!
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Group By Metadata
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Group By Metadata
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Justify Tagging
• Document Properties
• Metadata Inside Office Docs
• Always in Sync
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Document Property
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18. Metadata
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Inheritance
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Step-By-Step
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Site Columns
• Building Blocks
• Data Types
• Validations
Use custom groups for
easier organization
and retrieval
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22. @kattelo | kattelo.com
Site Columns
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Design Tips
• Minimize Typing
• Prevent Invalid Data
• Avoid Naming Columns with
Reserved Keywords
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Column Types
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Validation
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Managed Metadata
• No Boundaries
• Farms
• Web Applications
• Site Collections
• Auto-Complete
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27. Views
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Views
• Virtual Folders
• Sort, Filter, Group
• Modify within Clicks
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Views
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Views
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31. @kattelo | kattelo.com
In a Hurry? Bulk Edit!
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32. Live Demo
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33. Best Practices
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34. @kattelo | kattelo.com
Best Practices
• Plan with TechNet Worksheets
• Agree Enterprise-Wide
• Mandate Metadata Selectively
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Best Practices
• Bulk Edit in Datasheet View
• Customize Views
• Paginate for Faster Rendering
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Resources
Kattelo Presentations
http://kattelo.com/resources
Why I Use SharePoint
http://iusesharepoint.com
Nothing But SharePoint
http://nothingbutsharepoint.com
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Join%us%right%a-er%the%event%at%the%Firehouse%Grill!%
Socialize%and%unwind%a-er%our%day%of%learning.%
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1765%E.%Bayshore%Road%
East%Palo%Alto,%CA%
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39. @kattelo | kattelo.com
Thank You
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