Say Goodbye to Folders: Use SharePoint Metadata for Document Management

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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? 📁🆚📄
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! 💼💡
📄 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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▬▬▬▬▬▬ C H A P T E R S ⏰ ▬▬▬▬▬▬
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
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Опубликовано:

30 июн 2024

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Комментарии : 26

@TauvicRitter 8 дней назад

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.

@TechByTosh 7 дней назад

You might need to play with power automate!

@Ap0calyptical 19 дней назад

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.

@TechByTosh 19 дней назад

Absolutely

@BackupData-xp4sp 5 месяцев назад

Very clear and instructive. Thanks!

@TechByTosh 5 месяцев назад

Thank you!

@sabbirsakib4893 5 месяцев назад

Thanks for describing it in a very structured way.🙂

@TechByTosh 5 месяцев назад

Thank you!

@LeCraweSemieville 4 месяца назад

LOL-ing at "structured way," given the structure vs metadata content. 😀

@tinatinusenova4888 3 месяца назад

Very useful, thanks!

@TechByTosh 3 месяца назад

Thank you!

@issiewizzie Месяц назад

great work

@TechByTosh Месяц назад

Thank you!

@drnitishalunawat9016 Месяц назад

perfect .can u tell how to add view in metadata?

@sarawiebe1764 11 месяцев назад

Thank you so much.

@TechByTosh 11 месяцев назад

Thank you!

@bwillie1793 7 месяцев назад

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 complicated…there’s been almost no consideration for how to make it easy and “natural” for end users who don’t 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. It’s always been this way.

@manikantarls7656 2 месяца назад

Hi Tosh , while adding new file it automatically give pop to add some column fields

@TechByTosh 2 месяца назад

Which is good

@komailbutt2998 10 месяцев назад

Can we use this on power bi as well? For filtering these docs on the PowerBi dashboard?

@TechByTosh 10 месяцев назад

Yes - you can generate reports using these columns

@komailbutt2998 10 месяцев назад

Thanks. Could you pls make a video on that, how to create that?

@markus5661 3 месяца назад

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.

@TechByTosh 2 месяца назад

It all comes down to the requirements