To Folder or Not to Folder in modern SharePoint

Bobby Chang
@bobbyschang
Photo Credit – SparkNotes

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Contact Info
• slideshare.net/bobbyschang
• linkedin.com/in/bobbyschang
• @bobbyschang
• bobbyschang.com
Bobby Chang
Senior Consultant at Directus Consulting

3 | @bobbyschang | bobbyschang.com

Feels like you have
to pick a side

Why Folder is Good

Requires Continuous Education
Needs Constant Guidance
Expect Some (Initial) Pushback

Folder is great for complex
permissions needs within
a single repository

21 | @bobbyschang | linkedin.com/in/bchang | bobbyschang.com

SharePoint
mobile app

So … those files *are*
coming for you!!

But seriously, Office Graph is awesome!

Views & Interactions are tracked confidentially

Office Graph is NOT (yet) a replacement
for good Information Architecture

Why Folder is NOT so Good

Folder hierarchy requires drill-down & roll-up
Could lead to difficulty in finding content
Could be inefficient for file upload

1 2 3 4
5

Linear format leads to
content digging

Company A Company B
Document for
Company A & B Merger

Team Site
Document
Library Project SOW
Proposal
Draft Copies from Team
My Personal Original Copies
I Very Much like Subfolders
http://mycompany.com/sites/TeamAlpha/ProjectDocuments/Project%20SOW/Proposal/Draft%20Copiesfrom%20Team…
/MyPersonal%20Original%20Copies/I%20Very%20Much%20Like%20Subfolders/My%20Favorite%20Document.docx
My Favorite Document.docx

Thus … Deep folder structure
leads to Long URL

Resource: http://bit.ly/2bWdP2r

What do you see?

Actors&
Actresses
MovieTitle
Viewer
Ratings
Length
Genre MovieRatings

Demo

You’re at the mercy of the person
who created the folder structure

Presents only 1 way of grouping information
Which leads to taxonomy limitation
Because everyone has different
preference on how to consume info

Region > Year > Project Phase > Document Category
vs.
Year > Document Category > Region > Project Phase

Demo

e.g.:
Status / Progress Report / Project Team Update

Folder names can’t contain special characters
Long Folder Name = Potential URL Error

Demo

”Is she changing our
spectacularly designed
folder structure?”
Team members could create,
delete, move, or rename folders
Free reign over taxonomy
Content governance concerns

Taxonomy management should be reserved for a select few
e.g.: Content Manager, Site Admin

Demo

2016
Southeast
Project Status
Weekly Status Reports
Team A
M A N U A L C O P Y P R O C E S S
2016
Status
ProjectReports
WeeklyProjectStatus
Southeast
2016
Project Status
2016
Status Reports
Team B Team C Team D
Inconsistent

Content Type
Foundation of SharePoint Content Management

you have interacted with Content Type

Consistent set of tags or metadata
Centralized document template
Automated business process

Content Type
Team A Team B Team C Team D
A U T O M A T E D

Demo

@AdamHarmetz@mkashman

Not everything is so
black and white

Better Together

linkedin.com/in/bobbyschang
bobbyschang.com
@bobbyschang
Questions?
Feel Free to Contact Me
Bobby Chang
twitter.com/bobbyschang
slideshare.net/bobbyschang

To Folder or Not to Folder in modern SharePoint

To Folder or Not to Folder in modern SharePoint

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