Say Goodbye to Folders: Use SharePoint Metadata for Document Management

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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#techbytosh #SharePoint #DocumentManagement #MetadataVsFolders #SharePointTips #ProductivityHacks #DocumentOrganization

[sabbirsakib]

Thanks for describing it in a very structured way.🙂

[Apcalyptical]

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.

[TauvicRitter]

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.

[dnuddy]

I think you forgot about permissions. But it is useful info who’s only working on limited documents.

[drnitishalunawat]

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

[markus]

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.

[manikantarls]

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

[medical-wlqc]

yes folders make too much sense, Microsoft lazy on building a good interface