Best practices for organizing documents in SharePoint 2010 by @molnaragnes #EuropeanSP

There are my notes of this session:

  • More about Agnes Molnar: http://aghy.hu/SitePages/Home.aspx
  • The amount of documents in an organization doubles every 6 months.
  • How can you create a structure?
    • content types
    • document sets
    • metadata management
    • workflows
  • Folders vs. document sets
    • document sets: you can store documents in here, that enable users to collaborate on related documents without having to create a new document library or site.
    • a document set is a content type
    • you can define workflows on document set level
    • a document set can contain some default documents
    • you can not create folders in a document set
    • you can not create a document set into a document set.
  • Metadata management
    • this is a business decision, not a technical question.
    • useful for the user (cannot make typos)
    • you can use the metadata to refine your search
  • Content types
    • create your own root content types
      • so you can add properties later or else you have to modify the default OOTB content type
    • organize templates into template libraries = best practice
  • Content organizer rules
    • move documents by the value of properties
    • this only works when uploading documents, not when you change this. Therefor you should create a custom workflow