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Sharepoint Libraries with folders

Posted on 2016-08-25
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Last Modified: 2016-08-26
We are new to Sharepoint and trying not to make too many mistakes.

All the advise on the web suggests you should not put folders within libraries.

The first part of our business I want to move is our recruitment arm.  It's candidate folder has 1785 folders containing 11,516 files.  These are all on dropbox at the moment.  Our clients folder is a little smaller, but not that much smaller.

I need all these files to be available.   I believe most of the actual data access will be via Onedrive for Business.  
 
Why can't I just create a Candidate Library and move all folders and files across in their current structure?  What is the long term impact of that design?
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Question by:Mantzikert
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by:Scobber
Scobber earned 500 total points
ID: 41771253
The advice given is wrong, Folders cause no impact on the organisation of a library.

Now is this on prem or off prem sharepoint?

SharePoint libraries have a limit of 5000 items in each view. A library can contain tens of thousands of files no problem, but you will need a listview to display them
files AND folders are counted in the 5000 items too. Folders usually get display precedence also

With On Prem sharepoint. you can adjust the list view threshold. off prem (eg, office 365) this adjustment cannot be made.

Onedrive for business is also two VERY distinct programs.
You have the onedrive personal like application. the only restriction here is your space.

Onedrive for Business SharePoint Library Sync.
this one is a bit of a PITA. it only accepts the default list view so is restricted to the list view threshold for numbers of synced files. So if your LVT is 5000 items you will only see the (first) 5000 as sorted by the list view.

My recommendation is to separate each library type into categories and file your documents accordingly.

The other thing to consider. With roaming profiles.
If you use roaming profiles and use sharepoint synced libraries, you need to exclude those folders from being included in your roaming profle.
either create the folder in c:\sharepoint\username or use GPO to remove it from the roaming profile.
the symptom if you don't is a race condition.
your user logs in, onedrive sync starts up, cannot find the data and deletes it from the sharepoint library.
When your data is available and is ready onedrive will receive the replicated deletes and go ahead and delete it all anyway. all your users will get the change and all the data will undergo a cascading delete.
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Author Comment

by:Mantzikert
ID: 41771321
Thanks for you reply Scobber

This is off prem Sharepoint.

If I drop all the Candidate Folders (1785) into a Library, and the Candidate Folders have 7 files each on average (Total of 11,516 files), will the 5000 limit apply?  ie.  Are files in the folders still counted against the 5,000 limit?

"Separate each library type into categories".  I don't quite follow.  Did you mean "Separate each library into category types"?

We aren't using Roaming Profiles.

Thanks for you help
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Scobber earned 500 total points
ID: 41771332
so create a subsite called documents
create a document library for each subtype of document in the library, if they are client names,
library a-k
library l-z

If you use desktop sync then yes, all files and folders are counted towards the limit.
if you are using 'open in exploer' for instance \\mysharepoint.sharepoint.com@ssl\folder\libraryname this will also count all files. (I would expect)

if your not, then you will get a warning about items more then 5000 items are truncated from view. however this will not affect the search functions. it will only affect the pagination
I am however not 100% certain on whether the online browser version will complain about 5001 items if 2500 are in folder A and 2501 are in folder B
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Author Comment

by:Mantzikert
ID: 41771340
Thanks again!

I think I understand.  

I create a subsite called Documents.  Within this I create a lot of document libraries
Clients a-k
Clients l-z
Candidates A
Candidates B
Candidates C
Candidates D
Candidates E
.
.
Candidates Z

I may not even have to split Clients.  Creating Document libraries for each of the Candidates letters is probably overkill, but at least I won't have to worry about re-architecting in the future.

Is this right?
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Expert Comment

by:Scobber
ID: 41771366
it may more sense to have current and archive?

reduce the size of your working copy
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Author Comment

by:Mantzikert
ID: 41771390
I agree it is a good idea, but can you set up Sharepoint to automatically archive folders if data hasn't been updated in a certain amount of time?

And then restore easily?
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Expert Comment

by:Scobber
ID: 41771401
you an use workflows to accomplish the archival,

I think you would be best to setup a custom action to move the folder and all subfiles to the archive folder, and 'declare a record' this makes it untouchable.
in the archive library make a custom action to move it back and 'undeclare the record'.

custom actions are linked to workflows.
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Author Comment

by:Mantzikert
ID: 41771445
OK, sounds good.  

Thanks for all your help.
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Expert Comment

by:Scobber
ID: 41771448
no problem,
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