dianamartin
commented
1 year ago 10/13
Messaged Alyssa, Karo and Stephen B. (Admin)
Hi Alyssa, We've received your DTS service request about your questions about SharePoint folder structures.
Is there a TPW standardized folder structure used for project folders? If so, can a document with details of this structure be shared? We want to be sure to adhere to this.
Unfortunately, we currently do not have a TPW document structure or guidance for SharePoint document libraries. But we do have some best practices:
Do no use symbols to float your project folders to the top of the list like "_" or "." as the prefix to a project name Using numbers is fine, consider using leading zeros, "01", when trying to order folders for example for fiscal ordering
01 - Oct02 - Nov
This might be in the above requested guidance document, but we are curious if we are allowed to (a) change the numbering and naming of our project folders and (b) delete folders we are not using. For example, we may want to delete folder 001 SSB Change Requests and rename folder 114 Funding Strategy to 006 Funding.
As far as deletion or archiving of data records. We would suggest reaching out to TPW records manager,
StephenB. Perhaps he can answer specific questions about "deleting folder not in use". You might want to think about what type of records/folders you need to have and if there is an existing retention policy that you must follow.We do have other best practices regarding sharing and syncing in SharePoint. Sharing Sharing is best done on a folder level rather than per document which can get unmanageable quickly. Utilizing team sites versus using personal OneDrive for collaborating on documents/sharing.
Syncing When syncing data from SharePoint document libraries and Windows File Explorer, we suggest using the "sync" button rather than "Add shortcut to OneDrive" Opening folder from the G:// drive and then "sharing" (only creates a copy in your personal OneDrive). If you then edit the document, it will not sync back to the file in the G:// drive
SharePoint v. Teams folders If you have a MS Teams group and use the "Files" folder associated to that team, it does create a related SharePoint site, but not considered a stand alone site. Stand alone SharePoint sites have a larger file capacity than a MS Teams based SharePoint site
You can ask Karo (SharePoint site administrator) and me (IT Supervisor), if you have questions about SharePoint, Teams, or other O365 products or want us to follow-up with you and your team.
Hope this is helpful, have a great weekend!
Office 365 (Teams, Sharepoint, etc.)
We are looking to internally clean up and reorganize the 'IH35CapStitch' folder but had a few questions we wanted to get answered before starting this.
Is there a TPW standardized folder structure used for project folders? If so, can a document with details of this structure be shared? We want to be sure to adhere to this.
This might be in the above requested guidance document, but we are curious if we are allowed to (a) change the numbering and naming of our project folders and (b) delete folders we are not using. For example, we may want to delete folder 001 SSB Change Requests and rename folder 114 Funding Strategy to 006 Funding.
Thank you!
Soon — Within a week
Request ID: DTS23-110335