I'm trying to design a new Intranet in an on-premise SharePoint 2013 Enterprise environment, but do not know enough about most features to be confident in decisions.
I have around 50 different Content Types defined for documents used throughout the company. A lot of the types inherit from parents, such as forms, manuals, operating procedures, etc. I am making a Publishing subsite for each department, and am now trying to come up with the best approach for the department document library.
After reading a bit and going through a few self-paced training videos, it seemed like the recommended approach was
- Never use folders! Folders are bad!
- Group everything into a single Document Library and organize using Views
I'm starting with one department for now and will go from there. My first attempt has been to create one single Document Library where I added all 50 Content Types, as well as some External Data columns. Creating views for the grouped content types was relatively simple, with a series of "or" filters checking the type. (i.e. content type = "absence form" or content type = "expense request" or content type = "work request" for a "Forms" view)
Unfortunately, this didn't provide easy document upload features like prepopulating certain bits of metadata based on the current view.
This led to me discovering the ability to set default column values for folders. It also introduced me to the Document Set content type. And now I'm mostly lost.
For this type of scenario, what is best?
- Are folders actually fine afterall?
- Should I be using Document Sets to group things, even though they're not necessarily related aside from content type?
- Should I be creating multiple Document Libraries instead?