How to configure metadata navigation for a document library in SharePoint Online or SharePoint 2013/2016/2019?

This SharePoint article will discuss how to configure metadata navigation for a document library in SharePoint Online or SharePoint 2013/2016/2019?

A metadata navigation filter will help the user to dynamically filter the content from the SharePoint lists or document libraries based on the metadata in SharePoint Online or SharePoint Online or SharePoint 2013/2016/2019.

What is the MetaData in SharePoint

Metadata is data about data, meaning metadata describes additional details about an item, file or document. Like Metadata for a file can be author name, document type, document size, etc. 

If you want to associate metadata to a document, first you need to add a column to the document library.

Why we have the Metadata column concept?

SharePoint introduced metadata to overcome problems with the folder structure inside a document library.

Few problems with folder structure inside the SharePoint document library are:

  1. Very difficult to get information from the nested folder structure.
  2. If you have more nested folders then you may face URL length limitation problem, because URL length is limited to ~260 characters.
  3. You can not sort or filter from SharePoint document library headers. Like this, there are lots of disadvantages.

How to configure metadata navigation for a list or library SharePoint Online/SharePoint 2010/13/16/19

To demonstrate this, I have particularly selected the SharePoint custom document library.  In this document library, I have added one custom column of choice type called “Course For” which has values like Administrator- Developer- End Users- Interview Questions & Answers. I have already uploaded a few documents to the document library as well.

  1. To work with the Metadata navigation we need to activate a site level feature “Metadata Navigation and Filtering” first.
  2. To activate that, click on the gear icon on the top right corner of a page and then click Site Content. This will open a site contents page.
  3. Click on the Site Settings link. This will open the site settings page
  4. Then click on the “Managed site features” link which is presented in the “Site Actions” category.
  5. Then in the “Site Features” features page look for the “Metadata Navigation and Filtering” feature and click on Activate like below:

Once the feature is activated successfully, go back to the document library again.

Click on the gear icon and then select “Library Settings”. In the library settings page, click on the “Metadata navigation settings” which is under General Settings.

Then in the “Metadata Navigation Settings” page go to the “Configure Key Filters” section and there you can see the available columns in the “Available Key Filter Fields” section.

Here I have added the “Course For” to appear in the filter list like below:

Now if you will go back to the document library you can see a Key Filters section must be appearing on the right side like below.

You can click on the checkbox for the Course  For, and it will show only the documents which match the filter criteria.

Configure Navigation Hierarchies: Metadata navigation is really helpful to find content in large lists or libraries.

You can also Configure navigation hierarchies from the Metadata Navigation Settings page. Visit the Metadata Navigation Settings page and then from the “Configure Navigation Hierarchies” section select the column which you want to appear in the hierarchy like below. Here I have added the Course custom column which we have created for the document library.

Note: These navigation hierarchies are only visible in the Classic experience and not in the modern experience of a site.

Conclusion: In this article, we have understood how to configure metadata navigation for a document library in SharePoint Online, and SharePoint 2013/2016/2019. 

Happy SharePointing!!!

Error occurred in deployment step ‘Recycle IIS Application Pool’: Invalid namespace

Issue:

When I try to deploy a project built in Visual Studio 2017 for SharePoint 2019 on Windows Server 2019 Standard Edition. I got the same error as above.

Resolution:

Apparently, VS 2017 uses WMI to control IIS during a redeploy. Without the features enabled, I got the same “Invalid namespace” error.

The solution was to: open the Turn Windows Features on or off menu in the Control Panel (under Programs), and enable WMI compatibility. The path to the feature is:

Add a Web part section is not showing in Internet Explorer

Issue:

Add a Web part section is not showing in Internet Explorer for the Intranet sites.

Resolution :

To overcome this issue for the sharepoint intranet sites we need to set this site as to be open in compatibility mode. To do that follow the steps as given below.

  1. Go to Tool > Compatibility view settings
  2. Add the url of your site in the text box and then click Add.
  3. Check the box of Display intranet sites in compatibility mode
  4. Click close.
Compatibility View Settings

Let me know in comments if this helps or not.

Happy SharePointing!!!

TrickyCoder – Best practices for SharePoint a Document Management System – part 2

This post is a in the continuation with the previous post. If you have not read that you can read it at herehttps://trickycoder.com/trickycoder-best-practices-for-sharepoint-a-document-management-system-part-1/

CHECK OUT FEATURE

If the organisation requires the ability to co-author on Microsoft Office documents in the library, it is recommended not to turn on the ‘Require Check Out’ setting.

The function of this feature is to prevent alteration of a document by multiple individuals. This is a good feature to have when there is more than one person working on a specific project or to prevent another from making changes to completed work without consulting you about it first.

Key benefits:

  • Minimising data conflicts by turning on the require check out feature
  • Allowing for co-authoring of Microsoft Office documents when the require check out feature is turned off
  • Maintain data integrity.

DOCUMENT LIBRARY PERMISSIONS

In document libraries, the permissions recommended to be set up is to adhere to using SharePoint groups rather than granting users access directly to the library. This minimizes admin overhead from a permissions management perspective.

With this security model, users can be added/removed from the SharePoint group(s), which subsequently controls their access levels to the library, depending on the group’s assigned permission levels on the library. Without the need for folders, permissions can be set up directly on the document library (if the library is to have unique permissions different to the site level permissions), otherwise the library’s permissions can inherit from the defined permissions at the site level.

Key benefits:

  • Controlling who has access to specific content in document libraries using the SharePoint security model.

DOCUMENT LIBRARY VIEWS

The All Documents document library view is the default view that typically always has all the metadata properties in the library visible. This view is to be used for doing bulk tagging on the documents in the library, post the bulk upload of files. It can also be considered as the administrative view of the library.

Key benefits:

  • Improved content find-ability
  • Reporting of content
  • Enhanced user productivity
  • Bulk tagging of documents in the library post bulk upload.

CONFIGURE ALERTS

Alerts can be set up in a document library. They will inform you if someone is trying to change or delete your documents in some form or fashion. It will also keep you up to date on what has been added / changed in the document library through email notifications. The following are the available options to configure for the alert:

Key benefits:

  • Stay up to date with content updates in the document library
  • Enhance document library collaboration
  • Improve productivity.

Thanks and Happy SharePointing!!!

Courtesy: you can read the whole article here