Microsoft Sharepoint Products and Technologies Resource Kit eBook

Chapter 19: Working with Documents in SharePoint Products and Technologies 525
1. Click the Create List link under the Actions section.
2. On the Create Page page, click Document Library and follow the procedure
just shown.
The following procedures apply to Meeting Workspace sites, Blank Meeting
sites, Decision Meeting sites, and Social Meeting sites:
1. From the Modify This Workspace menu, click Site and Settings.
2. Click Modify site content under the Customization section.
3. On the Modify Site Content page, click Create new content.
4. On the Create Page page, click Document Library and follow the procedure
just shown.
Once you’ve created your document library, consider creating extra columns to
match the metadata you want to capture for the documents that will be located here,
and then assign defaults. Also create the folder structure that you have planned for
this document library.
If you’re going to do a bulk transfer of documents, batch together documents with
the same metadata values. Set the defaults of the columns to those values of the first
batch of documents and then use the Upload Multiple Files feature on the first batch of
documents. Change the default values of the columns to the metadata of the second
batch of documents and upload them. Continue this process until you have uploaded
all the documents. The Upload Multiple Files feature is detailed later in this chapter.
Nesting Folders within a Document Library
The folder structure of a document library is usually similar to the folder structure of
a typical file store. For optimal performance, each folder should contain fewer than
1000 files. Performance and ease of navigation will degrade as the number of files in
a folder increases. The depth of the folder structure might also be limited by the
number of characters in the file and folder name. There can be no more than 260
total characters in the URL for a file in a document library. The maximum file or
folder name length is 128 characters, including the extension.
Security can’t be configured at the folder level. All folders within a document
library inherit the security settings of the document library in which they reside.
If a folder structure has few files but lots of subfolders, consider adding properties
to the document library. Users do not have to remember where to place documents.
While navigating through the subfolder hierarchy, they just need to enter
property values. Views can then be added to the document library instead of adding
subfolders to display the subset of documents that contain the appropriate property
value. For example, create a property named “Team member” for a Team Documents
folder instead of a subfolder for each team member. Then create a view that
displays only those documents belonging to a particular team member.