Can you create a SharePoint library to upload documents?
Can you create a SharePoint library to upload documents?
Can you create a SharePoint library to upload documents? I bet someone has asked you this before. It might seem simple, but it can become a problem at the moment people can't find their documents.
Come along with me in this post where I share 4 answers to this question. I'll explain the SharePoint stuff, and tell you about the good and not-so-good parts.
Business matters
To make this a reality, you should follow business rules to organize information. Search for the document’s categorization as the foundation for understanding the business. You should identify the person who is accountable for the documents. If you don't know who is, you should talk with the person who asked the question, or the manager in charge. Ultimately, create the categorization based on the business preferences.
Once you have this, it will be easy to select one option and start building the solution.
Lists and libraries as the simplest solution
The initial solution that comes to mind is the use of lists and libraries. These are the primary containers provided by SharePoint. So, why not make the most of them?
Consider creating a list or library for each of the previously identified categories. This approach provides an initial level of organization. It allows end-users to easily locate documents based on specific criteria.
Pros
Simple to include in the navigation menu
User-friendly for accessing information
Convenient for contributors to update and upload documents
Cons
Limited to the initial category level
Becomes chaotic with an abundance of categories
Folders for replicating the system
The following approach involves generating folders within lists or libraries. This method allows the creation of one folder per first-level category. It's akin to the first solution but integrates folders.
Introducing subfolders within each folder enables a deeper and nested organization. Add subfolders for each of the additional subcategories identified.
This might be the go-to solution for users who work with local folders or shared network folders. They can enjoy a similar experience when synchronizing with OneDrive.
Pros
Improved categorization enabling additional levels
Colors can be incorporated to improve category comprehension
Particularly beneficial for senior employees
Cons
Challenging to locate specific documents
Not everyone may grasp the classification
Becomes chaotic with a deeper structure (more than 2 levels)
Folder naming to cheat the system
This approach aims to establish a straightforward structure based on folder names. This solution offers a comprehensive view of all categories at a glance.
All folders need to be placed in the initial level. However, to comprehend the structure, a naming convention must be applied to the start of each folder name. Typically, numbers are added, beginning from 1, when a new level is introduced. The screenshot illustrates the concept and how users will engage with it.
Pros
Improved categorization enabling additional levels
Colors can be incorporated to improve category comprehension
Entire structure visible at a glance
Quick access to subcategories
Cons
Becomes chaotic with a deeper structure
Can be challenging to read with multiple categories
Columns as the SharePoint solution
The previous solutions aimed at hierarchical structures of categories. Meaning that one category can have several subcategories and so on. In this case, the solution aims for a flat structure. There are different ways of document categorization with no direct relationship between them.
Columns play a crucial role in SharePoint. They are the components used to include additional information to documents and items (metadata). You can configure one column for a specific category while a second column can be used for a second category. You can create one column for each criteria obtained from the business. This way, users will have more options to find the document they are searching for.
Check out my recent post discussing the most commonly used column types in SharePoint at You don't need to know all SharePoint field types.
Pros
Categories organized in a flat structure
Various methods of classification
Utilization of SharePoint list and library features (sorting, filtering, grouping, search)
Creation of views for accessing specific combinations of categories
Cons
Becomes chaotic with several columns (more than 5)
Contributors must set values in the columns
Conclusion
Now, you can answer the question I made at the beginning of this post, Can you create a library in SharePoint Online to upload this set of documents? The solution selected depends on you and the way you grasp the business requirements. You must understand that there isn't a good or bad solution. It is just a matter of how the user is most comfortable with it.
Don't forget that this can apply to your Microsoft Teams channels too.
Remember there is always a SharePoint Online site behind your team.
For sure, you can combine some of the solutions I showed you here. They are not excluding themselves and you can use a mix of them depending on the case. In addition, if you considered another solution not listed here let me know in the comments.
I hope you enjoyed this post and provided you with some insights about the ways how to classify documents and items in SharePoint.
References
You don't need to know all SharePoint field types: https://intranetfromthetrenches.substack.com/p/you-dont-need-to-know-all-sharepoint-field-types