There are a few questions that come to mind when considering OneDrive for Business as a part of real world Document Management system:
Question #1: how to organize work between the personal OneDrive library and document sites? For example, an employee wants to have document locally to work on it later and then publish changes to original. Or
create document, work on it using OneDrive on different devices and
then he publish it to corporate DMS.
(DMS -> OneDrive for Business) Unfortunately, there is no Send To My OneDrive button in SharePoint 2013. OOB library Send To action can't be customized to send to OneDrive due to 2 reasons:
normally works only within one Web Application, but My Site
setup guides to have it as a separate Web Application, that definitely
can work but only with help of installed Office and ActiveX (you can
find more here)
- it requires a dynamic path to user's personal site
it's required to build a custom action that will copy a document to
folder. That is not a trivial task as it seems from a
first look - if both documents are editable and there is a chance that they will require merging. Though it's possible
to checkout original document to the user and reuse manage copies
functionality, but it require complex coding and testing.
(OneDrive for Business -> DMS) We can configure (per each user OneDrive library) library Send To action to send documents to a single entry Drop Off library to route document using Content Organizer. But the key issue here is document metadata to identify the route. At users OneDrive library user doesn't have to care about a content type to assign to a newly created document. All documents are just Documents. Content type and meta information come at place only when user decides to publish document to DMS. Thus in OOB way he should change the content type, fill in meta information and use Send To action.
Or we have to build own action to simplify the process.
Question #2: what's about security?
Imagine a situation when your device is lost, all files are available to a person who found the device and cracked it if you have no protection/remote clean up. This can be really critical for sensitive corporate data.
Question #3: what's about large libraries?
(PC) As OneDrive for Business syncs the whole library it doesn't make sense to use it with large libraries as all documents will be downloaded to your device. Downloading a 1 gb library just for 5-10 documents you're working at the moment is useless. Thus you have to plan you system accordingly.
(Android using Microsoft Office Mobile) It's possible to download and edit only the document you need. You can quickly review and leave comments, sync back to cloud and others can continue working on you comments.
Question #4: what's about file meta information?
When you add a document to OneDrive for Business folder it's automatically synced to SharePoint. You get no dialogs for required information, though it's defined by a default content type. In case no versioning, you'll get you file there without meta information. Otherwise you'll get a draft version checked out to you that will require additional meta information in SharePoint to check in/publish. Thus a document will not be searchable due to the lack of corporate taxonomy, or not available to others.
In my opinion it make sense to strictly use versioning with OneDrive enabled libraries to prevent sharing documents without required metadata and have a track of versions in case something is synced badly.
Question #5: what's about multiple document libraries/sites sync?
You can only sync by a library. Thus you will have to sync as many times as many libraries you have. That's why it's not possible to sync a site.Question #6: what's about document sets?
Document sets are treated as folders, but when you create a folder in synced library with document sets, it becomes a folder in SharePoint. So you have to create document sets only in SharePoint.Question #7: what's about settings synchronization between devices?
There is no synchronization between devices. Each device has own list of synced libraries and multiple accounts can be used.Question #8: does it work with all types of libraries?
No. For example, Picture and Assets libraries are not supported (more info here). Probably some others will also not work.
Let's summarize, OneDrive for Business is built for 2 goals:
- Provide a single place to store employee's documents (OneDrive library in personal site).
- Provide an easy way to collaborate on multiple documents in a single place within a project/team.