SharePoint Document Management - Tutorial Document Folders

15,900 views

Björn Jansen

Published on May 30, 2023
About :

How can file storage be organized in SharePoint? Folder structures are too rigid in many use cases and maintaining metadata requires a lot, sometimes too much discipline from users. With document folders or document sets, SharePoint Online now offers a third way to organize document storage and document management. In the video, I show a detailed use case for document folders from real estate or portfolio management. The most important questions about document folders are answered: When should document folders be used? What advantages do document folders have over folders or metadata? How are document folders activated and set up in SharePoint? In the first part of the demo, I start with the user perspective; we create a new document folder. I show that a document folder works like a file cover, via which various metadata can be inherited by the documents it contains and can also be maintained via metadata synchronization. You can also see how document templates can be provided in a document folder. I will then show you how to record versions of an entire document set, which can make work much easier in compliance-relevant use cases. The administrative part of the demo then shows the requirements for using document folders. This includes activating document folders in the website features, configuring libraries to use content types, and configuring the document folder content type. Document folders are particularly suitable when a group of documents have the same properties, i.e. they all relate to the same project, the same order, or other constant properties. In the use case of real estate management and property administration, these are the dimensions tenant, owner, property, and rental property. The file structure then results from these dimensions. This enables the essential functions of a DMS or document management system to be implemented in SharePoint Online. 00:00 Introduction to SharePoint file storage 01:25 Use case for SharePoint Document Sets 03:04 Document folders as file covers 04:29 Creating a new document folder 10:15 Filtering & grouping views 12:15 Snapshots, versioning & export 14:36 ​​Administration & setup 19:42 Recommendations for document folders 21:43 Video recommendations for SharePoint and file storage

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