Views created in SharePoint are also visible via the Teams Files tab, and can be created in that tab. In the example below, the view has now been grouped by ‘Created by’ and also filtered to only anything created after 1 August 2021. (Note – if the library has more than 5,000 items without folders, the view won’t work and additional filtering may be required when this happens, press the back space and fix the view, otherwise you may be locked out). These can now be easily fixed via the ‘Edit in Grid View’ option. We can see from the view below that some of the items have been mistagged (Minutes with ‘Agenda’ for example). This now allows us to see all the documents in the library without folders. In the document library that was originally folder-based, we have created a new view without any folders. No-one wants to scroll through a hundred choices. You can of course have as many choices as you like but consider the end-user experience. This column has three choice options because there are typically three types of document in this particular library: Agendas, Drafts, and Minutes. The screenshot below shows an example of a site or library column named ‘Document Type’ to be added to the ‘Meetings’ library. Metadata (known as ‘site columns’ or ‘library columns’) may be created at the site or library level, and then added to any library on the site via the Library Settings > Columns > ‘Create column’ OR ‘Add from existing site columns’. (Whether you need to add unlimited metadata is a separate question). SharePoint allows for almost unlimited metadata on document libraries and lists. The ‘Files’ tab in Teams also presents a the same view of the Team’s linked SharePoint site, except that each channel maps to a folder in the default ‘Documents’ library, so that folder (content, if any) is displayed. (And yes, you can enable the ‘Item child count’ option but that only tells you how many items are directly under the folder, there is no expanded view). SharePoint (via a browser) does not show a hierarchical view of folders, so the end-user must click on every folder to find out what they contain. The screenshot below shows three folders (out of many more) in a fairly typical document library for a SharePoint site. This post explains how it works, and why this option doesn’t work in the File Explorer view of a synced library. This capability can be (surprisingly) useful for records managers. And although it is possible to add more or less unlimited metadata to content stored in document libraries, this may be a pointless exercise given that the metadata is not yet visible in File Explorer and folder-based structures are more familiar.įortunately, SharePoint not only has the ability to use both folders and metadata, but also to see all the content in a document library without the folders AND using that metadata to group, filter and sort the content regardless of how the folders were structured. As organisations increasingly move content from network file shares to SharePoint, many have found that folders in SharePoint (and via the Files tab in Teams channels) are a bit less friendly.įor example, there is no way to ‘expand’ the folder view, so it is not possible to see the folder hierarchy (unless the library is synced to File Explorer).
0 Comments
Leave a Reply. |
Details
AuthorWrite something about yourself. No need to be fancy, just an overview. ArchivesCategories |