SharePoint Folders vs Doc Libraries vs Doc Sets - The RIGHT way to store documents

Рет қаралды 6,825

Күн бұрын

Folders seem so tempting but are they really the best move? Spoiler Alert - Doc Sets are almost always best with Flat Doc Libraries as a good backup.
00:00 Introduction to SharePoint Document Storage
00:29 Using Folders for Doc Management
00:57 Limitations of Folders
02:33 Switching to a Flat Document Library
03:02 Grouping and limitations
03:37 Introducing Document Sets
04:12 Setting Up Document Sets
04:42 Customizing Document Sets
05:15 Advanced Features of Document Sets
06:43 Benefits of Document Sets
07:12 Conclusion and Recommendations
Sylvie Letourneau van Lieshout
/ sylvie-letourneau
Therman Trotman
/ therman-trotman-15790b33
SharePoint Maven
/ @sharepointmaven
Andrew Hess
/ @andrewhess123
Daniel Anderson
/ @danielandersonau

Пікірлер: 27

@golikehaaron 4 сағат бұрын

Forgot to mention that Sync works too, so people can drag and drop files into their local OneDrive for Business Sync and all metadata will also inherit to all documents inside the doc set🌝

@hs4279 25 күн бұрын

You are one of the best instructors i have ever seen in youtube. thanks for your time and wish you all the best.

@cchoi108 Ай бұрын

You're the first person that demonstrated why I would want to go to all the trouble to do document sets. All the other videos had super lame use cases.

@Untethered365 Ай бұрын

Glad to hear! It was real detective work tracking the reasons down.

@RockyOutdoorss Ай бұрын

bro, 2 mins into your video and I already love the channel. Edit style is funny, current with the times, and isn't boring lol keep it up! Currently working on migrating our local file share into the cloud and searching for good solutions and so far the videos been very helpful!

@Untethered365 Ай бұрын

Thank you! I'm trying to make it pop and this is motivating.

@markus5661 23 күн бұрын

You can also use a custom folder content type to get the ability to set metadata into a folder. But of course it will not sync down the metadata to its containing files, the sorting problem persists and you can't have different views automatically in them.

@claudegiguere8731 Ай бұрын

A lot of interesting info here! Many thanks 😊

@SeanAstro Ай бұрын

Thanks for watching!

@RalfHeid 2 ай бұрын

Love this one 🤩

@Untethered365 2 ай бұрын

It was my first video where the thumbnail that KZfaq generates was actually perfect.

@tchrapko Ай бұрын

Ah hah! I was already down with doc sets, but I didn't know you could set a default view for them. That's a big deal, yet when you read about these online you usually see that the modern sites don't support the old welcome page, which can lead a person (like myself) to think that welcome page options don't work. Thank you!

@Untethered365 Ай бұрын

Glad to see you here too!

@ChasHoff 2 ай бұрын

My concern is whether Microsoft is planning to do away with document sets by making them difficult to find in the site features pane which feels very much like legacy SharePoint vs. modern SharePoint. Any insight on that, or am I overthinking things?

@SeanAstro 2 ай бұрын

Valid concern - Microsoft has had this feature "less available in the UI" forever, so I wouldn't assume that means it's on the path to deprecation. In fact, Microsoft wanted to deprecate SharePoint entirely a few years ago but people are too reliant on it. Core features of the system I rarely see getting deprecated compared to "extensions". E.g. there was a popular SharePoint migration tool that Microsoft acquired then deprecated :( In short, I wouldn't worry. Use it if it fits.

@kiejac3123 23 күн бұрын

Great video! I would like to ask, 1. when creating a new doc set, can I create a children doc list to inherit properties of the doc set instead of a word doc as demonstrated? 2. What is the best way to auto-updating a file for a doc to use lookup on?

@Untethered365 23 күн бұрын

Haven't tried it but let me know what you find out. If it's using the same columns it should pass them down.

@kiejac3123 23 күн бұрын

@@Untethered365 Thank you for your quick response, I cannot find a way creating doc lists within the doc set at launch, would love to see if you have any alternatives to doing so? I was stuck on implementing an auto-updating file as well, do you have any recommendations?

@Untethered365 22 күн бұрын

@@kiejac3123 sounds like you may need Power Automate