This does not take away the unique scenario where folder hierarch still make more sense. However “views” is a modern take on the hierarchical folder structures that is being used to organize the content. SharePoint being a document management system, “views” provider capabilities in the document library provides advantages over folder that takes organization to the next level.
Metadata-driven organization
SharePoint supports metadata, which allows you to add additional information to documents, such as tags, categories, or custom properties. By using views, you can leverage metadata to organize and categorize documents effectively without the need for multiple folders. Views can filter and display documents based on specific metadata values, providing a dynamic and flexible way to organize and access content.
Avoiding duplication
When using folders, it’s common to create multiple copies of a document to place them in different folders. This can lead to duplication and version control challenges. By using views, you can create logical groupings based on metadata while keeping the documents in a single location. This reduces redundancy and helps ensure that users always access the latest version of a document.
Improved search and discoverability
Views can enhance the search experience by allowing users to filter and sort documents based on specific criteria. With metadata-driven views, users can quickly find the relevant documents they need, without having to navigate through a complex folder structure. This boosts discoverability and saves time when searching for specific content.
Scalability and performance
As the number of documents in a folder increases, it can impact the performance of the document library. Large folders with a high number of items might experience slower load times and hinder user productivity. By leveraging views, you can distribute documents across multiple logical views, making it easier to manage and maintain performance, especially when dealing with large document libraries.
Collaboration and teamwork
Views can foster collaboration and teamwork by providing a unified view of documents across different projects or teams. Instead of segregating documents into separate folders, views can consolidate relevant documents from various sources and display them together. This approach promotes cross-functional collaboration and knowledge sharing.
Future-proofing and ease of migration
As your organization grows and evolves, you may need to restructure or reorganize your document library. Migrating documents from one folder structure to another can be time-consuming and error prone. Views, on the other hand, are more flexible and adaptable to changes. If you decide to reorganize or change the way documents are grouped, it can be easier to update and modify views compared to moving documents between folders.
Mobile and remote access
In today’s mobile and remote work environments, accessing documents from different devices and locations is crucial. Views provide a consistent and accessible interface to access documents without the need to navigate complex folder structures. Users can quickly find the information they need, regardless of the device they are using or their physical location.