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Reference Folder Organization - Best Practices to Allow easy search and accessibility to topics

Wendy Lewis

We are currently running Tridion Docs 14. 

We set up a folder structure to handle references in one of our products.    We created a reference folder to hold all the reference DITA topics and then underneath those references were called into one of our subject topics in a subfolder.  That reference folder has approximately  19,628 reference topics and when we try to open it often it hangs up and times out.  The process is slow to retrieve the documents but it is also slow to search for reference topics.  

Screenshot of Trados Studio showing a folder structure with a 'DITA_QRDCS_References' main folder and a 'QRDCS_Shared' subfolder. Inside 'QRDCS_Care_Interventions' are multiple reference topics listed.

Since we have a lot of content.  We frequently we have widespread outages which slows down our work. So we want to be sure we organizing this so that we can maximize the systems and make things easier for our content creators.  

It was suggested that I post here for file folder organization structures that might work more efficiently.  Or perhaps a best practices for handling nearly 20K of references.  

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[edited by: Trados AI at 6:47 AM (GMT 0) on 5 Mar 2024]
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  • Hey Wendy,

    The folders that we have in the User Interface, are there to help the end user to navigate quickly through the repository, and to be able to find content. In the database we don't store these objects in folders. The only reference we store on the object is the folder ID it belongs to.

    So the answer to your question comes down to usability. Are your users able to find the topic they are looking for, if the system was able to display 19,628 objects?

    While there is no hardcoded limed, we typically recommend to store a maximum 200 - 500 objects per folder. The reason why it gets slower is because the system needs to retrieve metadata for each object. The more objects in the folder, the more metadata needs to be retrieved, and the longer it takes to open that folder. Eventually its either the webserver or the browser that is throwing a time-out.

    My suggestion is to look at the content and see if you can potentially create subfolders. You could use content metadata, for example Topic Type, to store them into correct subfolders.
Reply

  • Hey Wendy,

    The folders that we have in the User Interface, are there to help the end user to navigate quickly through the repository, and to be able to find content. In the database we don't store these objects in folders. The only reference we store on the object is the folder ID it belongs to.

    So the answer to your question comes down to usability. Are your users able to find the topic they are looking for, if the system was able to display 19,628 objects?

    While there is no hardcoded limed, we typically recommend to store a maximum 200 - 500 objects per folder. The reason why it gets slower is because the system needs to retrieve metadata for each object. The more objects in the folder, the more metadata needs to be retrieved, and the longer it takes to open that folder. Eventually its either the webserver or the browser that is throwing a time-out.

    My suggestion is to look at the content and see if you can potentially create subfolders. You could use content metadata, for example Topic Type, to store them into correct subfolders.
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