Moving your users from folders to metadata
We are going to discuss, how to move your users from folders to metadata. There are few tips which can be used to convince your users to move them from folders to metadata. We are going use new Document Library which is available in SharePoint Online. If you are using SharePoint on-premises, you cannot implement few tricks mentioned below.
1. Mimic folders with grouped views
If you are using metadata in a library, you should create grouped views. This looks like how a folder is shown with files inside, you can view the files under certain grouping. Document library allows you to group up to 2 levels, which means you can have two levels of folders.
2. Showing your users the metadata breadcrumb feature
You can show your users the metadata breadcrumb feature. When you break down folder hierarchy you will find folder breadcrumb up top. This feature helps you in switching back and forth between different folders.
3. Showing your users drag and drop metadata difference
This trick is available in new document library experience. The drawback of metadata is, users should open details/properties information panel and tag the documents. This naming feature can also be done by dragging and dropping a document into the required grouped category.
4. Educate the users about Quick Edit Feature
Metadata takes quite a lot of time to tag documents. This is not a problem but it is a lack of education and training. You can tag multiple documents at once, in just a few seconds using Quick Edit features in SharePoint lists and libraries.