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Example of going from shared folders to library

IT Training Example

IT Training had a folder structure on a shared server where they stored their course notes.

This was organised hierarchically in such a way to allow the team to find notes by software name, version and course title. Notes for retired versions were also available, but stored elsewhere to keep them out of the way.


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In OURDrive, all this information was captured in a set of metadata fields, some of which used a drop-down list of options to insure that the correct spelling was used.

The important thing to note is that these properties replace the information that was held in the folder structure/file names, so none of that information is lost.


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Then views were set up to display the information almost as if it were in a folder structure again, but different filters and sorting order can now be applied using any of those fields. They are no longer locked into one hierarchical view.

Here they are sorted by software name and then version number, and filtered to only display active courses.


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Here is another way to view the files, grouped by operating system.


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And here’s one where they are grouped by software version.


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This next view is just a basic display all of the documents, sorted by most recently modified.


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Anyone can create custom views for a library in their site.

Financial Data Example

From this:

add these:

to view like this:

or this: