Say Goodbye to Folders: Use SharePoint Metadata for Document Management
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- Äas pĆidĂĄn 4. 07. 2024
- Learn about folder structure vs metadata columns in Sharepoint document library.
Are you facing the classic dilemma in SharePoint of choosing between organizing your content with folders or utilizing metadata columns? đđđ
In this insightful video, we delve deep into the SharePoint Document Library structure and compare best practices of two popular approaches: using folders and leveraging metadata columns. Whether you're a SharePoint newbie or an experienced user looking to optimize your document management strategy, this video has something valuable for you! đŒđĄ
đ Metadata Columns in SharePoint Document Library:
Unleash the true power of metadata! Learn how to set up custom metadata columns to tag, filter, and sort documents dynamically. Say goodbye to endless subfolders and embrace the versatility and flexibility of metadata-driven organization.
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âŹâŹâŹâŹâŹâŹ C H A P T E R S â° âŹâŹâŹâŹâŹâŹ
0:00 Introduction
0:21 Folder Structure in a Document Library
02:04 Challenges using Folders in Document Library
05:15 Identify & Create Metadata Columns in Document Library
13:48 Move Documents out of Folders
16:06 Assigning Metadata to Documents
22:16 Filter & Find Documents Using Metadata Columns
26:50 Summary
âŹâŹâŹâŹâŹâŹ Want to learn more? đ âŹâŹâŹâŹâŹâŹ
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Great idea, was thinking in that direction too. Now how can we use Copilot to automaticly classify our documents. With this approach i have a kind of DMS.
We are an integration development team. Now we need to relate Azure DevOps projects and integration flows to the documents and verify i have all the required documents. I will add a column for project name and one for integration component name. Then i can create overviews, queries or views to relate my projects and assets to my documentation. Run a regular check over all documents to find new ones and classify them manually or automaticly.
And some documents might need a periodic review. Could add a last reviewed column.
You might need to play with power automate!
Very clear and instructive. Thanks!
Thank you!
Thanks for describing it in a very structured way.đ
Thank you!
LOL-ing at "structured way," given the structure vs metadata content. đ
perfect .can u tell how to add view in metadata?
Great idea and technically makes all the sense in the world, that metadata is very useful. However, the single greatest downfall is getting users to populate the data correctly.
Absolutely
Very useful, thanks!
Thank you!
great work
Thank you!
Can we use this on power bi as well? For filtering these docs on the PowerBi dashboard?
Yes - you can generate reports using these columns
Thanks. Could you pls make a video on that, how to create that?
Hi Tosh , while adding new file it automatically give pop to add some column fields
Which is good
Thank you so much.
Thank you!
The potential benefit of using metadata vs folders makes sense, but as usual with SharePoint, MS ignores/deprioritizes the user experience. The metadata approach requires far too many steps and is just too complicatedâŠthereâs been almost no consideration for how to make it easy and ânaturalâ for end users who donât have PhD in SharePoint to adopt this method of file management in the real world. The cognitive load required is just too heavy and disruptive. Itâs always been this way.
In theory - yes, you can use this approach, but in practical terms the common users will not accept this. Especially, if you have the option to synchronise a library to your OneDrive, then you will not see these metadata fields and it gets very frustrating for regular users, because of the mismatch of information in the web version and the synchronised version in OneDrive.
It all comes down to the requirements
Complicated
yes folders make too much sense, Microsoft lazy on building a good interface