Dec 13 2018 09:12 PM
Dec 13 2018 09:12 PM
We are in the process of migrating from local shared drives to the online SharePoint Document Libraries. A lot of discussions are about should we create folder structure in the Document Library or not. People are little bit not conformable with the idea of having all the files (~6000 files) within the same flat Document Library. I want to make an informed decision, so please share your experience on this topic. Also really appreciate if you could share links to the resources were these question is discussed. Thanks.
Dec 14 2018 06:58 AM
Jahongir...always use metadata where possible and NOT folders. The only reason I use a folder is for specific use cases where I need that level of security. Some strategies that I use are:
As I lead users requirements sessions always consider security and how they will find the information. This will drive the metadata discussion. You'll need to do a lot of hand holding initially until users understand it, but once they do they won't turn back.
Hopefully this helps.
Dec 14 2018 03:05 PM - edited Dec 14 2018 03:06 PM
It's all about balance but first off I want to mention that SharePoint has a default limit of 5000 view threshold. This means that the entire view won't render if that view loads 5,000 items or more. If you are on-premises you can raise this limit but if you are moving to SharePoint Online you can't. If you are starting with 6,000 files, that will inevitably grow and you need to account for this.
Yes, I certainly agree to use fewer folders and metadata, but its a balance. Folders do have their place. You can't sort and filter by a folder, but you can set permissions and views by a folder. Think about the file lifecycle, are all 6,000 files ACTIVE, should there be an archive, etc. Sometimes, you create additional document libraries due to security reasons or to separate an archive. Folders are also used as an index in the library so this overcomes the 5,000 view limit and how a single library can support millions of files. I try to limit subfolders to 2 levels deep where possible.
Also, a tip when you do use folders is to show the child items and child folders columns so users will know at a glance if that folder has anything in it. This avoids the whole hunt and peck process.
Jul 16 2021 06:30 AM