The recent blog post by SharePoint Maven Inc., focuses on the efficient ways of organizing company templates in SharePoint Online. It informs enterprises about the approach for building out Intranet portals, with a special significance to global templates serving the entire organization.
They propose a few available options, contrasting from the post in 2020 that focused more on departmental templates and those used by a limited group. The blog provides three primary options to manage company-wide templates on SharePoint's digital workplace.
The first option is about creating a 'read-only' Document Library, a common practice followed by many organizations. The created library is displayed prominently on the digital workplace for easy accessibility. Enterprises can employ metadata to better organize this library.
The next selectable option relates to 'Add Template' available on the modern document library. It permits users to go to the earmarked library, use the "New" button and complete the template on-spot. The filled-out document is auto-saved within the library as well. More details can be found here.
The last option discusses the usage of PowerShell to organize templates. This approach designates a document library as the official template library and makes it accessible for use from Office applications as well, when browsing for images/photos.
Organizing company templates is a significant measure to augment productivity, efficiency, and coordination among team members. Implementing strategies such as creating a read-only library, utilizing an 'Add Template' option or leveraging PowerShell for designating a specific library as the official template library can greatly enhance document management. Clear organization enables easy retrieval and usage, driving seamless operation and collaboration within enterprises.
Read the full article How to organize company templates in SharePoint Online
The organising of company templates in SharePoint Online, a Microsoft product, has been a challenge for businesses. This is an issue that clients frequently bring up when building their Intranet portals. We will therefore discuss the best solutions for this task, focusing on those particularly useful for extensive, organization-wide templates rather than department-specific ones or those used by a small group of users.
Option 1 is the Read-only Document Library. This popular choice involves creating a read-only document library that can be easily accessed from the business's intranet portal. Users can creatively use metadata for organizing the library. The major advantage of this approach is its simplicity of use. The disadvantage, however, is that users will have to manually download, complete, and save the template in a separate, designated area.
Option 2 is the New drop-down on a library. This solution leverages the Add Template feature in the modern document library, which assists users in navigating to a nominated library, hitting the New button and finalizing the template "on the fly". Therefore, the filled-out document is automatically saved in a library. The benefit of this option is that there's no need for the user to save a template locally, rename, and re-upload it to the platform - it's all automatic. However, it constantly opens the template in browser mode, not the native application, which could limit some capabilities. It might also not be entirely intuitive to users to click on the New button.
The third option is the Organization Assets Library. This alternative uses PowerShell to organize company templates in the online platform, essentially designating a specific document library as the official library of templates. It makes them available to use from Office applications as well SharePoint itself when browsing for images/photos. Pros here are that templates are readily accessible from Office applications, with the con being that it requires PowerShell and platform Administrators to set up.
In conclusion, while each option has its own pros and cons, the best fit would depend on the specifics of an organization, its flow of work, technical abilities, and available resources. Do your due diligence in understanding and matching these methods to your organizational needs before adopting one. Continue reading this blog for more valuable insights into the Microsoft SharePoint ecosystem.
SharePoint Online, organize company templates, SharePoint templates arrangement, manage SharePoint company templates, SharePoint Online organization, Online SharePoint management, using SharePoint templates, systematize company templates, SharePoint Online configuration, effective SharePoint template organization.