SPSSV - Docs without Folders: Organizing with SharePoint Content Types and Metadata

•

3 likes•1,015 views

Kenneth Lo

Technology Business

@kattelo | kattelo.com
Announcements
• Kattelo SharePoint Office Hours
(#SPOfficeHrs), July 9th, 2013
http://klo.pm/1aBPHaz
2

@kattelo
Kenneth Lo, PMP
• 15+ Years in Consulting
• International Speaker
• Bay Area Start-Ups
• Fortune 500 & Federal Agencies
• @klopmp
3

@kattelo
Kattelo Consulting
• San Francisco Company
• Cloud | SharePoint | Mobility
• http://kattelo.com
• @kattelo
4

@kattelo | kattelo.com
Audience
• IT Pros Track - 200
• Technical Managers
• Information Architects
• Power Users
5

@kattelo | kattelo.com
Agenda
• Taxonomy
• Metadata
• Views
• Live Demo
• Best Practices
6

@kattelo | kattelo.com
Issues
• Multiple Categories
• Duplicate Files
• Complex File Naming
• Un-Usability
9

@kattelo | kattelo.com
Old Habit - Folders
10

@kattelo | kattelo.com
“Metadata” by Names
Nice descriptive
ﬁle name!
11

@kattelo | kattelo.com
Brave New World
12

@kattelo | kattelo.com
Look Ma, No Folders!
13

@kattelo | kattelo.com
Group By Metadata
14

@kattelo | kattelo.com
Group By Metadata
15

@kattelo | kattelo.com
Justify Tagging
• Document Properties
• Metadata Inside Office Docs
• Always in Sync
16

@kattelo | kattelo.com
Document Property
17

@kattelo | kattelo.com
Site Columns
• Building Blocks
• Data Types
• Validations
Use custom groups for
easier organization
and retrieval
21

@kattelo | kattelo.com
Design Tips
• Minimize Typing
• Prevent Invalid Data
• Avoid Naming Columns with
Reserved Keywords
23

@kattelo | kattelo.com
Managed Metadata
• No Boundaries
• Farms
• Web Applications
• Site Collections
• Auto-Complete
26

@kattelo | kattelo.com
Views
• Virtual Folders
• Sort, Filter, Group
• Modify within Clicks
28

@kattelo | kattelo.com
In a Hurry? Bulk Edit!
31

@kattelo | kattelo.com
Best Practices
• Plan with TechNet Worksheets
• Agree Enterprise-Wide
• Mandate Metadata Selectively
34

@kattelo | kattelo.com
Best Practices
• Bulk Edit in Datasheet View
• Customize Views
• Paginate for Faster Rendering
35

@kattelo
Resources
Kattelo Presentations
http://kattelo.com/resources
Why I Use SharePoint
http://iusesharepoint.com
Nothing But SharePoint
http://nothingbutsharepoint.com
36

@kattelo | kattelo.com
Join%us%right%a-er%the%event%at%the%Firehouse%Grill!%
Socialize%and%unwind%a-er%our%day%of%learning.%
%
1765%E.%Bayshore%Road%
East%Palo%Alto,%CA%
38

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SPSSV - Docs without Folders: Organizing with SharePoint Content Types and Metadata

1. Docs without Folders Organizing Documents with Content Types & Metadata Kenneth Lo, PMP June 22nd, 2013 1

2. @kattelo | kattelo.com Announcements • Kattelo SharePoint Office Hours (#SPOfficeHrs), July 9th, 2013 http://klo.pm/1aBPHaz 2

3. @kattelo Kenneth Lo, PMP • 15+ Years in Consulting • International Speaker • Bay Area Start-Ups • Fortune 500 & Federal Agencies • @klopmp 3

4. @kattelo Kattelo Consulting • San Francisco Company • Cloud | SharePoint | Mobility • http://kattelo.com • @kattelo 4

5. @kattelo | kattelo.com Audience • IT Pros Track - 200 • Technical Managers • Information Architects • Power Users 5

6. @kattelo | kattelo.com Agenda • Taxonomy • Metadata • Views • Live Demo • Best Practices 6

7. Taxonomy 7

8. @kattelo | kattelo.com Taxonomy 8

9. @kattelo | kattelo.com Issues • Multiple Categories • Duplicate Files • Complex File Naming • Un-Usability 9

10. @kattelo | kattelo.com Old Habit - Folders 10

11. @kattelo | kattelo.com “Metadata” by Names Nice descriptive ﬁle name! 11

12. @kattelo | kattelo.com Brave New World 12

13. @kattelo | kattelo.com Look Ma, No Folders! 13

14. @kattelo | kattelo.com Group By Metadata 14

15. @kattelo | kattelo.com Group By Metadata 15

16. @kattelo | kattelo.com Justify Tagging • Document Properties • Metadata Inside Office Docs • Always in Sync 16

17. @kattelo | kattelo.com Document Property 17

18. Metadata 18

19. @kattelo | kattelo.com Inheritance 19

20. @kattelo | kattelo.com Step-By-Step 20

21. @kattelo | kattelo.com Site Columns • Building Blocks • Data Types • Validations Use custom groups for easier organization and retrieval 21

22. @kattelo | kattelo.com Site Columns 22

23. @kattelo | kattelo.com Design Tips • Minimize Typing • Prevent Invalid Data • Avoid Naming Columns with Reserved Keywords 23

24. @kattelo | kattelo.com Column Types 24

25. @kattelo | kattelo.com Validation 25

26. @kattelo | kattelo.com Managed Metadata • No Boundaries • Farms • Web Applications • Site Collections • Auto-Complete 26

27. Views 27

28. @kattelo | kattelo.com Views • Virtual Folders • Sort, Filter, Group • Modify within Clicks 28

29. @kattelo | kattelo.com Views 29

30. @kattelo | kattelo.com Views 30

31. @kattelo | kattelo.com In a Hurry? Bulk Edit! 31

32. Live Demo 32

33. Best Practices 33

34. @kattelo | kattelo.com Best Practices • Plan with TechNet Worksheets • Agree Enterprise-Wide • Mandate Metadata Selectively 34

35. @kattelo | kattelo.com Best Practices • Bulk Edit in Datasheet View • Customize Views • Paginate for Faster Rendering 35

36. @kattelo Resources Kattelo Presentations http://kattelo.com/resources Why I Use SharePoint http://iusesharepoint.com Nothing But SharePoint http://nothingbutsharepoint.com 36

37. @kattelo | kattelo.com 37

38. @kattelo | kattelo.com Join%us%right%a-er%the%event%at%the%Firehouse%Grill!% Socialize%and%unwind%a-er%our%day%of%learning.% % 1765%E.%Bayshore%Road% East%Palo%Alto,%CA% 38

39. @kattelo | kattelo.com Thank You 39

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