File naming conventions sharepoint

With metadata, everything resides in 1 big bucket. If you use folders, the likelihood of file overwrite is minimized. Come up with a file naming convention. If you do use metadata I hope you do , the best way to avoid accidental overwrite is by instituting some sort of naming convention.

It is very unlikely that users will remember to always uncheck that box in Step 1, so a solid naming convention is a great alternative. As far as the advice on the naming convention, it really varies from company to company. I usually like to insert some sort of descriptive information into a file, like a client or vendor name.

Another technique is to insert a date into the file name i. Email Address Required. This field is for validation purposes and should be left unchanged. You may also like Why you still need SharePoint November 18th, This is an open-source article with the community providing support for it. For official Microsoft content, see Microsoft documentation.

This article describes some useful guidance in naming artifacts such as sites, lists, columns and content types; this helps to avoid issues later with either technical limits, adoption and best practice. The article uses an example: an HR department requiring a SharePoint site with a set of libraries and metadata; from this, a set of examples uses this scenario. When naming artifacts, it is most helpful to be descriptive to the content that the artefact that is referring to on creation - this help users know what the site is for, what data they are expecting to populate, for example, avoid terms that are too generalized like "stuff", "other", "information".

These words don't mean anything to the user because it lacks specific meaning and invites users to overuse or place unexpected content into the artefact. For artifacts, there is the option to include a description; this can provide the users with more information about the location they are storing data and the type of data you require them to complete. It might sound obvious, but this not often done, if the type of metadata isn't immediately apparent what kinds of information that might be stored, then these provide guidance to aid users to understand what this is for and what you expect them to complete - if possible provide an example.

Display names are the visual name that users see when working with list items or documents via forms and views. The default group for custom columns is "Custom. If you create a group called "Our Department Columns," you will give users more context, but groups are sorted alphabetically by name when users are given the option to use them and your users are going to have to do a lot of scrolling to find the groups you want them to choose from if your group names don't start with "A.

She specializes in helping organizations build effective intranet and collaboration solutions using SharePoint. You can find her speaking schedule, white papers, books and conference presentations at www.

Here are the latest Insider stories. Please log in again. The login page will open in a new tab. After logging in you can close it and return to this page. Table of Contents show. Space should not be allowed in SharePoint Naming Convention. Avoid Repeating Naming Convention. Do not use Special Character in SharePoint. Add version in file name. Rule for adding the date in documents. SharePoint naming Conventions. Bhawana Rathore.