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Document Profiles vs Document types

  Asked By: Meera    Date: Jan 16    Category: Sharepoint    Views: 1453

Let's say you modify Base Document Profile slightly to contain the
following:

- Title (required)
- Author
- Description
- Categories
- keywords

And for 99% of your documents, the above list takes care of your metadata
needs, mainly due to the flexibility of categories.

However, let's also say you have 10 different types of documents: proposals,
process documentation, network diagrams, [fill in list here]. The above
list still satisfies the metadata of each of the types of documents.

The question is:
- Do you make a Document Profile for each Document Type?
- Do you add a dropdown on the Base Document Profile to include "type" and
just assign the property.

Seeing as how you can search by document profile seemingly just as easily as
searching for properties, is there an advantage to one over the other? What
do you do in your organization?

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1 Answer Found

 
Answer #1    Answered By: Jerad Mercado     Answered On: Jan 16

I think assigning different document  profiles based on type  is a perfectly
acceptable way to do this. It really depends on what your users want and
how they want to find their information. I have a few workspaces that are
more category driven for browsability because I know the users on that site
don't want to have to 'hunt' for their information. So, I use the same doc
profile and many, many categories.

Other workspaces I have are category heavy (that 200 limit is scary), so
creating more specific doc profiles  is a great way to cut down on
over-populating the categories. Are you also going to have a 'proposal'
category? If you are, you won't have to create that doc profile  since
categories is included on the advanced search. You don't want loads of
redundant information as it can be confusing to the user.

 
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