metadata vs folders and permissons help

Question

Hi

I've created a document structure based on managed metadata, without folders and document sets.

Now a number of request have been made to lock down certain files to specific users. most of these files have the same metadata associated with them though.
The advantage with a folder or document set is that any files within inherit the parent permissions, this way i dont have to individually set file permissions.

How can i achieve lock-down of files without the use of folders or document sets. Will I need to set permissions on every file ? and if a user creates a file that needs to be locked down will permissions need to be set explicitly ?

Any help appreciated, it would be a shame for me to go back to using folders if I cant find a solution :(

thanks

Answer 1

Hi Orange,

I understand there's a received wisdom that folders in SharePoint are inherently evil. This is not really the case.

OK, folders increase Url length, which breaks when it pops above around 260 characters. And folders don't look great when you put a Library web part on a page (there's no navigation back up to the parent folder).

The problem stems from the way folders are used in file shares. In a file share, the only way of classifying files is through filename and folder structure. In SharePoint we have a choice, and you could consider using both folders and metadata together..

Folders are for security, applying default ("location specific") metadata and Windows Explorer views. That's their best use case in 2010. As you've probably noticed, document sets inherit form folders.

Breaking inheritance for individual list item permissions is not the way to go. A hybrid of folders and metadata usually provide the best combination, but try and keep the folder hierarchy as flat and minimal as you can.

Hope this helps,

joel

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joel
Joel's SharePoint Architect Blog
joelblogs.co.uk
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Answer 2

Hi Jones.

I agree 100% with Joel and can add to that, that folders properly used can help in your exact scenario.
Use folder to set permissions and default metadata(liked by the users) and if you don't want to use the folders all the time, create a view that does not display the folders. In 'Library settings' - 'Create View' - 'standard view' - under 'Folders' - you have a choice of 'show all items without folders'. This will turn your folder based structure into a flat library.

In 'Library settings', 'Column Default Value settings', you can set defaults on all of you subfolder starting from the root(inherits by default)

Mix the opportunities and everythings gonna be great!

Regards

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Thomas Balkeståhl - Technical Specialist - SharePoint - http://blog.blksthl.com

Answer 3

Hi,

Joel is right.

While planning these document structures you have to choose the way which fits better. If you choose to depend on metadata only, you should separate sets of documents by putting them in its own websites and set the permissions on this level. If you need a more granular rights management, folders/libraries are the easier way to do it.

We are currently facing the same problems, while the user is also familiar with file structures and don't like to alter this way of thinking to structure content.

Another option would be if you are willing to spend money a third party tool like the TITUS Metadata Security for SharePoint. With this tool for example you can set the Permissions by the use of metadata.

Kind regards,

Tim

Answer 4

Adding to Tim:

You can have several document libraries in one site, that also a way to separate security/permissions. You did not mention not beeing able to have more libraries.

Regards

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Thomas Balkeståhl - Technical Specialist - SharePoint - http://blog.blksthl.com

Answer 5

Hi Thomas,

I mentioned it the sentence later, with "folders/libraries", but you are right. It's one of our ways we currently separate our content in the permission context.

kind regards!

Tim

Answer 6

Hi

Thanks for all your replies, appreciated. Couple of questions if you dont mind.

Would document sets be better option than folders here? I've noticed when i created a document set and then inspected the file system, a folder was actually created. 

About 'A hybrid of folders and metadata usually provide the best combination'

Currently my managed metadata represents the file hierarchy   (i.e HR > expenses > car  ) . Car being the term. If i was to use folders then I would have a folder for expenses followed by a folder for car and finally the file 'fuel.doc'

When I add the file fuel.doc the managed metadata keyword is 'car', this file is now located in the folder 'car' also, so i'm doubling up the way in which I can find the same info.

If i'm using folders and managed metadata then should i base my Managed Metadata on file system hierarchical values ?  What would i use instead ?

Thanks

Answer 7

Hi

Having the metadata on all items is good. Now you may create another library with required folder structure and permissions and use content organiser to route the documents to target folder by setting rules.

Regards

Yogesh Pawar

Answer 8

Hi Orange,

Our primary purpose for the folders here is security.

So, just as you find commonality between users when you configure security groups in SharePoint, you need to find commonality in how you want to secure your library items.

If you can't find a way that adequately means you can get the security you require by breaking inheritance on a folder (instead of a file) then you may have to consider a third party solution as mentioned by Tim above.

Hope this helps!

joel

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joel
Joel's SharePoint Architect Blog
joelblogs.co.uk
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Answer 9

Good discussion guys, worthy of a Wiki page: http://social.technet.microsoft.com/wiki/contents/articles/8680.sharepoint-2010-best-practices-folders-not-necessarily-considered-evil.aspx

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Kind regards,
Margriet Bruggeman

Lois & Clark IT Services
web site: http://www.loisandclark.eu
blog: http://www.sharepointdragons.com