Flat structure basics on the end user side

Question

I'm working on moving our network drive to SharePoint, and have set up many libraries that correspond to the drive's folders. Some work with folders, some work with document sets.

What I cannot for the life of me do is understand how best to implement flat structure, or how it will work in the end. I've watched/read many guides, but it's all the same info with very little example.

I've created site columns to manage metadata and am using views to work between different files in a library.

Ex. I have a library that has audits, nonconformances, and "help" files e.g. pdf guides. I have three views for each. When I drag a file into a view, it disappears. I have to go to all documents view to add metadata so it can be seen in the right view. Is this how it must be done? Its also a pain when the library has 100+ files. Should I create a view specifically for "new" files?

Navigating a library with metadata/views is straightforward enough, I just don't really understand how to add new files, and how to make it so my staff don't get tripped up.

Answer 1

Hi @sd995,

Implementing a flat structure in SharePoint can indeed be challenging, especially when transitioning from a traditional hierarchical file system. In a flat structure, the focus is on creating individual sites for distinct topics or tasks rather than using nested folders. Here are some key points to consider:

1. Metadata and Views: You've already created site columns for managing metadata, which is essential for a flat structure. Using views to filter content based on metadata is a good practice. However, it is important to ensure that all files have the necessary metadata assigned to them to appear in the correct views.
2. Adding New Files: When you drag a file into a view and it disappears, it typically means that the file does not meet the criteria for that specific view. To avoid this, you might consider creating a "New Files" view that shows all files regardless of their metadata. This way, staff can easily see newly added files and then assign the appropriate metadata.
3. User Training: Since the flat structure relies heavily on metadata for organization, it is crucial to train your staff on how to add metadata when uploading files. You might also want to provide clear instructions or guidelines on how to use the views effectively.
4. Simplifying Navigation: To help your staff navigate the library, consider using highlighted content web parts or explicit links in site navigation to connect related content. This can improve discoverability and make it easier for users to find what they need.
5. Avoiding Nested Folders: While folders can help manage performance and security, they can also create discoverability issues. It's recommended to minimize the use of nested folders and instead rely on metadata and views to organize content.

By focusing on these aspects, you can create a more user-friendly experience in your SharePoint library while adhering to a flat structure.

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