SharePoint DMS Examples

There are 4 unique ways to organize files in SharePoint: Folder, Metadata, Content Types, and Document Sets.

You can learn about these four options by reading this article as well: https://sharepointmaven.com/4-ways-to...

00:00 - Intro
01:57 - Option 1: Folders
05:13 - Option 2: Metadata
10:43 - Option 3: Content Types
15:41 - Option 4: Document Sets

Here are the four options discussed in this video:

Folders - this is by far the most popular option. Essentially, it is the same way users organize documents on file shares and most other cloud platforms. This method allows for easier user adoption and a learning curve. The only issue with this approach is 400-character limit for file path URL and potential file duplication.

Metadata - allows for standardization of the naming convention. Also, finding content tagged with specific metadata is much simpler as well.

Content Types - in case your organization would like to standardize on Metadata and has many different types of content, then you need to understand the Content Types. Content Types allow you to assign specific metadata columns to different types of content (content types). For example, Content Type "Invoice" will have its own metadata, Content Type "Project Document" its own and so on.

Document Set is a hidden gem of SharePoint and a "special" Content Type. It is essentially a folder with metadata that allows it to propagate its metadata to files inside. In addition, files can have their own metadata.