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METADATA RULES. FOLDERS DROOL
SharePoint Saturday Twin Cities
HOUSE KEEPING
 Complete session evaluations in Guidebook
 Decks will be posted. Be patient.
 Complete Vendor Bingo to win cool prizes
 Thank the Sponsors & Volunteers
 Have Fun!
P:2
Thank you #SPSTC
sponsors!
WHAT WILL WE DO?
How to explain metadata to the average user
Tips and tricks to create a metadata structure for
SharePoint apps
The three key uses for folders in SharePoint
Demo
– Why metadata is better than folders
P:4
…sometimes
TAMARA BREDEMUS
• SharePoint since 2008
• Solution Architect, Trainer, Blogger
• Code Free
• Find Me
• @TamaraBred
• HeyTamara.com
• Tamara.Bredemus@rbaconsulting.com
HOW TO EXPLAIN METADATA
TO THE AVERAGE USER
P:6
METADATA
Data about data
P:7
TRY THIS
Describe this image
P:8
P:9
WHAT IS METADATA
It is how we describe something
WHAT IS METADATA
It is how we describe something
DESCRIBE THIS…
P:12
TIPS AND TRICKS
TO CREATE A METADATA STRUCTURE
P:13
ALREADY USING
P:14
Contracts
2013 2012 2011 2010
Client A
Client B
Client C
Client D
Client E
Client F
Client A
Client B
Client C
Client D
Client E
Client F
Client A
Client B
Client C
Client D
Client E
Client F
Client A
Client B
Client C
Client D
Client E
Client F
ALREADY USING
P:15
Contracts
Client A Client B Client B Client C
2008
2009
2010
2011
2012
2013
2008
2009
2010
2011
2012
2013
2008
2009
2010
2011
2012
2013
2008
2009
2010
2011
2012
2013
ALREADY USING
P:16
ALREADY USING
P:17
ALREADY USING
P:18
ALREADY USING
P:19
ALREADY USING
P:20
P:21
USER DEFINED METADATA
P:22
USER DEFINED METADATA
Display Name Internal Name Type Choices Notes
Date Date Date & Time Date Only
Type of Document TypeOfDocument Choice Budget
Contract
Minutes
NDA
Could be Managed
Metadata
Status Status Choice WIP
Final
Approved
Signed
Proceed each status
with a number to
allow for sorting
Version OOB Display in view
Client Client Lookup Lookup to client list
P:23
METADATA ADVANTAGES
Categorize
Filter
Sort
Group
Search
Short URL
Required fields
METADATA DISADVANTAGES
It’s new and different
Too many fields
No security based on metadata
P:25
3 KEY USES FOR FOLDERS
P:26
ADVANTAGES
Security
Keep items in view under 5K
Different views
DISADVANTAGES
Long URLs
Difficult to navigate
No filtering
No sorting
DEMO
Get Your Users Excited About Metadata
P:29
http://heytamara.com/2013/11/21/metadata-
rules-folders-drool-demo-in-sharepoint-2013/
P:30
Pictures of animals
Two SharePoint libraries
– Folder Library
– Metadata Library
WHAT YOU WILL NEED
P:31
Pictures of animals
Two SharePoint libraries
– Folder Library
– Metadata Library
Why animals and not actual
documents?
WHAT YOU WILL NEED
P:32
Pictures of animals
Two SharePoint libraries
– Folder Library
– Metadata Library
Users will get hung up on
vocabulary.
WHAT YOU WILL NEED
P:33
P:34
Show benefit of metadata
Use metadata
Use choices
7 2 fields
Only fields that will be used
Folders for security
Folders for large views
RECOMMENDATIONS
P:35
Add metadata within folder
QUESTIONS
P:36
THANK YOU
Tamara Bredemus
SharePoint Consultant
RBA, Inc.
Tamara.bredemus@rbaconsulting.com
@TamaraBred
HeyTamara.com
P:37 Images purchased from depositphotos.com

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Metadata Rules Folders Drool