matt carter
asked on
Sharepoint configuration help
SharePoint site configuration.
Hello everyone.
I am after some clarification on how i am currently configuring sharepoint and to make sure i am doing it correctly. Happy to hear alternatives if im not.
We currently have around 70 staff and we are migrating all our network files to sharepoint 2016 on premise.
within the 70 staff, there are 5 different departments.
My current setup, all staff access the same site, and only 1 document library is configured, with folders for each department.
1) When does it come a point where each department would have there own document library?. or is it fine for all staff to use the 1.
2) Should each department be using subsites perhaps?.
3) if all 70 staff use the 1 document library, is there a way to customise the "links' and recycle bin.
Currently if 1 staff member creates a link on the left hand side, all staff then see this link.
Thanks
Matt
Hello everyone.
I am after some clarification on how i am currently configuring sharepoint and to make sure i am doing it correctly. Happy to hear alternatives if im not.
We currently have around 70 staff and we are migrating all our network files to sharepoint 2016 on premise.
within the 70 staff, there are 5 different departments.
My current setup, all staff access the same site, and only 1 document library is configured, with folders for each department.
1) When does it come a point where each department would have there own document library?. or is it fine for all staff to use the 1.
2) Should each department be using subsites perhaps?.
3) if all 70 staff use the 1 document library, is there a way to customise the "links' and recycle bin.
Currently if 1 staff member creates a link on the left hand side, all staff then see this link.
Thanks
Matt
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For document management and digitalization in a Sharepoint environment, you can try the freeware WEBCON BPS Starter.
Sounds and looks like a good product. The freeware version is limited to 10 gb of data however.
Good luck...
Good luck...
Hi, When it comes to the list view threshold (the thing that makes document libraries open, or not) the default is set at 5000 items in a view and this is due to SQL. What you can do is make sure that you use folders, in such a way that no more than 5000 items will be in the particular view. You should index at least one column in the library. And, It's a good idea to have separate document libraries.
Another thing that will make the performance better, is to have a fairly flat folder structure, versus many many levels, and don't go any deeper than 10. Not that you can't, but search crawler will thank you for keeping the document library folder structure fairly flat. E.g. Document Library name is Year, then there are 12 folders inside the library, Jan, Feb....Nov, Dec., and maybe there are weeks inside those folders, but there wouldnt be a folder for each day, although nothing saying you cant do that.
You can use Subsites and Sites to control who has access to what info. Each Site collection can only go into one database, but you can attach numerous databases to a web application and the web application can have thousands of Site Collections. If you use Host Named Site Collections, the best approach per MSFT, you can get cool names, e.g. accounting.domain.com, finance, domain.com, artclass.domain.com, naptime.domain.com, etc. Yet they all live under one Web applicatin and as a result only use one application pool in IIS, making SharePoint's resource requirement lower.
You can set a quota on the site collection to keep it so it does not grow the database bigger than 150 GB, which helps with backup and performance for sites with collaborative IO, like a team site or a blank site.
Is this clear as mud on a cloudy day? If so, please come back on here with any questions and we'll try to help.
- Stacy
This post is my personal opinion and does not necessarily represent the views of my employer
Another thing that will make the performance better, is to have a fairly flat folder structure, versus many many levels, and don't go any deeper than 10. Not that you can't, but search crawler will thank you for keeping the document library folder structure fairly flat. E.g. Document Library name is Year, then there are 12 folders inside the library, Jan, Feb....Nov, Dec., and maybe there are weeks inside those folders, but there wouldnt be a folder for each day, although nothing saying you cant do that.
You can use Subsites and Sites to control who has access to what info. Each Site collection can only go into one database, but you can attach numerous databases to a web application and the web application can have thousands of Site Collections. If you use Host Named Site Collections, the best approach per MSFT, you can get cool names, e.g. accounting.domain.com, finance, domain.com, artclass.domain.com, naptime.domain.com, etc. Yet they all live under one Web applicatin and as a result only use one application pool in IIS, making SharePoint's resource requirement lower.
You can set a quota on the site collection to keep it so it does not grow the database bigger than 150 GB, which helps with backup and performance for sites with collaborative IO, like a team site or a blank site.
Is this clear as mud on a cloudy day? If so, please come back on here with any questions and we'll try to help.
- Stacy
This post is my personal opinion and does not necessarily represent the views of my employer
Thanks, glad that helped
ASKER
I have also just read the following which may make the decision easier.
Depending on the version of SharePoint -there are limits to the number of documents that can be stored within a library before performance is impacted. For example, if you store more than 2000 documents per library (or folder). Source from https://sharepointmaven.com/folder-vs-library-sharepoint/
currently we have 1TB of data, and well over the 2000 files.