We are currently in the planning phase of a company-wide SharePoint Online rollout. I'm comparing pushing folders vs pushing metadata. Both have their pros and cons.
Microsoft Teams creates a folder for each channel in the default document library. We are heavily using Teams and sharing many files via Teams, so it's a bit of a mess at the moment.
My task as the product owner is laying down the ground rules for a successful migration to SharePoint Online. Here's what I've written down so far:
- Raw data with deep hierarchies, such as Adobe Photoshop data, belongs in a separate document library
- All other libraries are structured using metadata
- All folder hierarchies are removed, but the folders created by Microsoft Teams are fine
And now I'm stuck. This doesn't make sense. Why are Teams folders fine if other folders are not? The users are heavily using the "Files" tab in Teams channels. It makes sense to use it. If there are folders in the document root, it would make sense to create more. But this conflicts with the metadata approach of simply tagging each document and then using the metadata to create a document library.
The common rule used to be "Use metadata and only create folders three layers deep"
And then there's the option to completely hide all folder hierarchies and just display all documents contained within the current folder and all subfolders. I found this rather confusing with all of the Teams channel folders, but this might be one possible solution.
My questions are:
- What is Microsoft's stance on the topic?
- What is the currently the best course of action?
- Pure metadata structuring?
- Flat folder hierarchies with metadata?
- And should we remove the folders automatically created by Teams? (Sounds like a lot of effort that the users wouldn't want)