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Docs without Folders
Organizing Documents with Content Types & Metadata
Kenneth Lo, PMP
May 18th, 2013
1
@kattelo | kattelo.com
Announcements
• SharePoint Saturday Silicon
Valley (#SPSSV), June 22, 2013
http://klo.pm/187fKnW
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
Taxonomy
7
@kattelo | kattelo.com
Taxonomy
8
@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
Metadata
18
@kattelo | kattelo.com
Inheritance
19
@kattelo | kattelo.com
Step-By-Step
20
@kattelo | kattelo.com
Site Columns
• Building Blocks
• Data Types
• Validations
Use custom groups for
easier organization
and retrieval
21
@kattelo | kattelo.com
Site Columns
22
@kattelo | kattelo.com
Design Tips
• Minimize Typing
• Prevent Invalid Data
• Avoid Naming Columns with
Reserved Keywords
23
@kattelo | kattelo.com
Column Types
24
@kattelo | kattelo.com
Validation
25
@kattelo | kattelo.com
Managed Metadata
• No Boundaries
• Farms
• Web Applications
• Site Collections
• Auto-Complete
26
Views
27
@kattelo | kattelo.com
Views
• Virtual Folders
• Sort, Filter, Group
• Modify within Clicks
28
@kattelo | kattelo.com
Views
29
@kattelo | kattelo.com
Views
30
@kattelo | kattelo.com
In a Hurry? Bulk Edit!
31
Live Demo
32
Best Practices
33
@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 at after the closing ceremony at
The Daily Pint for drinks and laughs. A
great opportunity to network with other
SharePoint Professionals!
37
@kattelo | kattelo.com
Atera Prime K2
Axceler KnowledgeLake
CBT Clips KwizCom
Dell QuickStart
Hershey Technologies Virtualworks
Platinum
& Gold
Sponsors
Silver
Sponsors
38
@kattelo | kattelo.com
Thank You
39

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