Metadata Rules. Folders Drool

1. Metadata Rules. Folders Drool SharePoint Saturday Twin Cities

2. House Keeping • Complete session evaluations in Guidebook • Decks will be posted. Be patient. • Complete Vendor Bingo to win cool prizes • Thank the Sponsors & Volunteers • Have Fun!

3. Thank you #SPSTC sponsors!

4. What will we do? • …sometimes • How to explain metadata to the average user • Tips and tricks to create a metadata structure for SharePoint apps • The three key uses for folders in SharePoint • Demo • Why metadata is better than folders

5. Tamara Bredemus Not Your Mom • SharePoint since 2008 • Solution Architect, Trainer, Blogger • Code Free • Find Me • @TamaraBred • HeyTamara.com • Tamara.Bredemus@rbaconsulting.com

6. How to explain metadata to the average user

7. Metadata Data about data

8. Try this Describe this image

9. Black & White Small Dog Outdoors Autumn Cute

10. What is Metadata It is how we describe something

11. What is Metadata It is how we describe something

12. Describe this… Title: SharePoint Governance Meeting Date: 5/13/2013 Agenda: Roles and Responsibilities

13. Tips and tricks to create a metadata structure

14. Year Client Already Using Contracts 2013 2012 2011 2010 Client A Client A Client A Client A Client D Client D Client D Client D Client B Client B Client B Client B Client E Client E Client E Client E Client C Client C Client C Client C Client F Client F Client F Client F

15. Client Year Already Using Contracts Client A Client B Client B Client C 2008 2008 2008 2008 2011 2011 2011 2011 2009 2009 2009 2009 2012 2012 2012 2012 2010 2010 2010 2010 2013 2013 2013 2013

16. Already Using

17. Date Already Using

18. Date Type of Document Already Using

19. Date Type of Document Status Already Using

20. Date Type of Document Status Version Already Using

22. User defined metadata Date Type of Document Status Version

23. User defined metadata

24. Metadata Advantages Categorize Filter Sort Group Search Short URL Required fields

25. Metadata Disadvantages It’s new and different Too many fields No security based on metadata

26. 3 Key Uses for Folders

27. Advantages Security Keep items in view under 5K Different views

28. Disadvantages Long URLs Difficult to navigate No filtering No sorting

29. Demo Get Your Users Excited About Metadata http://heytamara.com/2013/11/21/metadata-rules-folders-drool-demo-in-sharepoint-2013/

31. What you will need • Pictures of animals • Two SharePoint libraries • Folder Library • Metadata Library

32. What you will need Why animals and not actual documents? • Pictures of animals • Two SharePoint libraries • Folder Library • Metadata Library

33. What you will need Users will get hung up on vocabulary. • Pictures of animals • Two SharePoint libraries • Folder Library • Metadata Library

35. Recommendations Add metadata within folder Show benefit of metadata Use metadata Use choices 7 2 fields Only fields that will be used Folders for security Folders for large views

36. Questions

37. Thank You Tamara Bredemus SharePoint Consultant RBA, Inc. Tamara.bredemus@rbaconsulting.com @TamaraBred HeyTamara.com Images purchased from depositphotos.com