Forum Discussion
Smart folders and Enterprise Keywords
Hello there, I have a simple to describe but seemingly hard to resolve problem in SharePoint Online 365.
I have a library with a lot of folders and subfolders, and in these folders are located documents. I started tagging them with Enterprise Keywords in order for my users to search them more easily.
My next step is to be able to create smart folders (or views), for example : a folder called "Strategy", in which all documents located in my subfolders tagged with the Enterprise Keyword "Strategy" appearing in it. I tried creating a view that filters on keywords, but the folder remains empty.
I'd be very glad to hear from you if you have any idea, and thanks in advance for any help.
I was wondering if you ever found a solution to your problem, because we are wondering if this is the way to go.
Hello JohannesVeje,
I realized that smart folders weren't possible or very complicated to create.
We decided to keep it simple and work with Enterprise keywords we created specifically for this purpose. Here are the steps we took:
- Each new document is tagged with Enterprise keywords (up to 3, no more or you loose specificity), and put in a folder within a strict hierarchy to ensure clear retrievability
- Viewers have access to a dedicated view (not by default) which bypasses folders and shows all documents in a list view as well as Enterprise keywords in the visible fields, with the Filters pane on the left
- Users are free to tick any Enterprise keywords they want to filter on, and access documents accordingly.
We also recorded a screencast video to show them how to use it. As of today, we had no complain or feature request, so we believe it was the right way to address this problem.
I attached a screenshot showing you the filtered view; take note that the Enterprise keyword the users filter on is shown at the post of the list.
Hope it'll help.
- Thank you for the response and it will certainly help. I'll put my focus on Enterprise keywords instead.
