Troubleshooting SharePoint

3 Common SharePoint Administration Mistakes.

SharePoint is a powerful platform with a plethora of features that Power Users and Administrators can use to provide the functionality to a company. Some of these blunders have also resulted in expensive “cleanup” engagements. We put our heads together and came up with a few common blunders, as well as some options for effectively resolving them. However, with a little practice and guidance, these blunders can be easily avoided. In this article, we’ll look at three common blunders and how to prevent them.

1. Overload of Folder

What exactly is it? There are also libraries on the Intranet where the organization stores a large number of papers. The Administrator uses a bunch of directories to help make the libraries easier to navigate, and users can build new ones themselves. What causes this to happen? This is a simple error to make. Folders are something we’re all familiar with. Using directories corresponds to how files are actually organised.

What kind of issues could it cause? Folders are ideal for keeping track of a limited number of products. The issue is that they are similar to closed doors; you must open the door to see what is on the other side. If you have subdirectories, subfolders in subfolders, and so on, this increases. Our Administrators will eventually find themselves with a lot of nested content and users moaning that they can’t find what they’re looking for.

Instead, what should I do? Inside a library, SharePoint provides a new way to manage documents. You can give users the ability to filter and locate documents in the same way they can easily sort and scan Excel spreadsheets by creating metadata for them. You can also build ‘Views’ on top of that. This is a set of pre-defined filters that can be used in the library. As an example, The view could be called ‘Recent Reports,’ and it would show all documents with the form of ‘Report,’ sorted by most recently updated first.

2. Providing users with direct access to content

Access to a site, library, or document is requested by a user. Our Administrator locates the relevant item and makes changes to its permissions directly. What causes this to happen? Easily accomplished, the Administrator responds to the user’s request in the easiest manner possible. Permissions seem to be straightforward at first glance.

The issue stems from the fact that they can be allocated to users or groups at any level (Site, Library, Item). With a constantly expanding user base and an ever-increasing amount of content, the number of potential permission assignments can quickly become overwhelming. The more permissions that are configured explicitly, the more management this model necessitates, and the greater the chance of overall performance increases.

The importance of SharePoint Groups cannot be overstated. Groups should be included, and permissions should be assigned to them. In the long run, this makes it much easier to handle.

When a new employee joins the Marketing department, they are simply added to the SharePoint ‘Marketing Group.’ This provides them with automated access to the appropriate sites and libraries, with minimal additional costs. It will make SharePoint a lot more useful.

3. Excessive number of content types, metadata, and options.

On the Intranet, there is a SharePoint Site for each team, committee, pitch, and project. Our Administrator generates a new content form for each type of report (weekly, monthly, quarterly, management, financial). They also add metadata fields to each content type to collect as much information as possible about the file.

Our Administrator participates in the solution’s design and management, mapping specifications to functionality. This sometimes results in extremely complex and comprehensive solutions that are functional but not always as usable as they should be.

In any case, where they don’t have a clear option, users will eventually fail. To upload a single text, no one wants to make twelve clicks and update fourteen metadata fields.

Instead, what should I do? Users are not librarians or content administrators, so keep that in mind. SharePoint is a platform that helps them accomplish their everyday tasks.It should complement their personal style while being as unobtrusive as possible. You should keep it easy rather than designing a site or content form for any possible scenario.

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