Transcript Document

PowerPoint, Slides,
Metadata, Planning
SOCIAL BUSINESS &
SHAREPOINT CONFERENCE
April 29 - May 1  Greenwich, CT
MANAGED
METADATA A TO Z
Plan, Implement, Make it a
Success!
Speakers, authors, women
Who is
Stacy Deere-Strole
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Stacy Deere-Strole
Speaking about Managed Metadata…WOOT
Stacy Deere-Strole
Owner Focal Point Solutions
SharePoint Solutions Architect
Information Technology
Twitter: @sldeere
Email: [email protected]
About Me
Consultant with 17+ years of IT experience
MCITP
SharePoint Solutions Architect, Sales
SharePoint 2007, 2010 & 2013
Administration
Lotus Domino\Notes Admin for 12 yrs.
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Current projects include upgrades & deployments
Works with 3rd party partners to deliver end to
end solutions to clients.
Blog: http://spmindmelt.focalpointsolutions.co/
Enjoys speaking at user groups and events!!
Overview, about
Agenda
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What is Metadata?
What’s missing in SharePoint 2007?
What does that mean?….Definition Review
Planning
Implementation
Making it a Success
Tips & Tricks
Summary\Wrap-Up
Quote
YOU’RE WORKING FOR YOUR DATA.
SHOULDN’T YOUR DATA BE WORKING
FOR YOU?
(THE ANSWER IS YES)
ONE OF THE KEYS S METADATA
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definition
What is Metadata?
In SharePoint, it means data that describes or
classifies other data (lists) or documents (libraries).
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definition, terms
Terminology
• Taxonomy – A formal hierarchy of terms and tags, usually centrally
administered and defined.
• Folksonomy - Informal list of ad-hoc tags or terms.
• Term Store – A database that houses taxonomies
• Term Set – The “second level” of a taxonomy
• Term – (a/k/a “tag”) An element of the defined taxonomy
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Definition, content
Content Types
• Term used for describing a collection of metadata
• Ability to help organize content in a centralized and meaningful
manner.
• Collection of setting that can be applied to content
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Definition, content
Content Type Hub
• Content Type Hub – A site collection which operates as a central
source to share content types across the enterprise.
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SharePoint 2007, Moss, OOTB
What Was Missing in MOSS 2007?
• Local content only (OOTB)
• Global distribution was painful
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SharePoint 2010, functionality
What’s in SharePoint 2010?
- A lot! Metadata has been completely re-done; Term store
management, delegated rights, content type hub…
- The Managed Metadata Service Application is a major focus for
SharePoint 2010 deployments
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SharePoint 2013, navigation
What about SharePoint 2013?
• Not *that* much different
• Metadata Driven Navigation, catalog, etc.
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Version
Versions… All or Nothing
• Foundation: No metadata service
• Standard: Metadata Service Application, full functionality
• Enterprise: Metadata Service Application, full functionality
• Office 365: Depends on the plan
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findability, usability, relevance
Why Do You Use Metadata?
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Fast Retrieval
Process Automation
Alerts
File Management
Records Management
Search
Planning, discovery, process
Where to Begin…
• Identify your “Site Champions”
• Meeting with your “Site Champions”
• Explain the importance and how it can help them
• Locate your Metadata
• Plan out your Term Sets
• Use the Planning Worksheets
• Start answering the Burning Questions!!!
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Questions, discovery
The Burning Questions?
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How much content do you have?
How much belongs in SharePoint as opposed to archiving?
Who owns the content?
Information seeking behaviors, how do your employees look for
data?
• Understand business needs, what is most important to your users?
• How are you grouping information by type, subject, process, etc.?
• How does the metadata relate to your archiving solution?
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Locate, discovery, organization
Where to look for Metadata in your
Environment:
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Searches
Applications
Long Document Names
Folder Structure
Services
Profiles (Active Directory)
Existing Metadata Sources (ex. Scanning or ERP Solutions)
Departments\Divisions\Groups
Forms (Work Orders, Vacation, etc.)
Permission, administration, levels
Plan Your Roles
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Planning, discovery
Planning Worksheets
• Term sets planning worksheet
(http://go.microsoft.com/fwlink/?LinkId=163486)
• Detailed term set planning worksheet
(http://go.microsoft.com/fwlink/?LinkId=163487)
• Managed metadata services planning worksheet
(http://go.microsoft.com/fwlink/?LinkId=164578)
Worksheets can also be found on our blog at http://spmindmelt.focalpointsolutions.co
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Profile, users, default, attributes
Plan Your User Attributes
Template can also be found on our blog at http://spmindmelt.focalpointsolutions.co
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Reason’s not to use Folders
• Increased URL Length
• In most cases no better than a file share
– Losing files if no metadata attached (Findability)
• Navigating through a folder hierarchy can only be efficient to the
people that know the entire folder hierarchy.
• Moving files from one place to another in folders requires a little
more thought.
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When Folders might make Sense
• Ease of Use – Automatically assign metadata to a document based
on the folder its saved to.
• Large Amounts of Data – SharePoint does have performance issues
if try to return 5,000 or more items in one view.
• Security – Even though you can apply permissions to documents
and items within lists and folders it is not suggested. However, it is
very easy and manageable from the folder level.
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However, I would suggest using Document
Sets…
A whole other topic but a very powerful addition to SharePoint 2010!
• Solves all the problems discussed in the previous slide on
folders…plus!
• Specify content types per document set.
• Specify any default documents that you want to be automatically
created each time a new instance of the Document Set is created.
• Customize a Welcome Page for a Document Set that displays in
each instance of a work product created from a Document Set
content type.
• Configure the workflows that you want to make available for the
Document Set.
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Instruction, implement, term store
Implementation
DEMO
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Managed Metadata Service Application
• Group, Terms Sets, Terms
• Permissions
• Keywords
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Content Type Example
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Search
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Metadata Navigation
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Configure, customize, sync, attributes
Managed Metadata & User Profile Properties
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Hybrid, MMS
Federated Service Applications (Cross Farm)
• Much like search, MMS can be shared between farms
• Helpful in hybrid farms and supporting multiple versions
• 2013 managed metadata can be shared with 2010 but not the other
way around
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Success, overview, winning!!
Making it a Success!
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Plan it Out!
Meet with the right people…Business Users (Not IT!)
User Acceptance Testing
Listen to your Users!!!
Train your site champions and users…Otherwise You’re the default!
Delegate Administration of MMS
Garbage in garbage out!
Test! Test! Test!
K.I.S.S
Tips, tricks, InfoPath, workflow
Tips & Tricks
• Metadata cannot be used in InfoPath
• Metadata can be used in SPD Workflows, but can be difficult (GUID
needed)
• Document sets cannot use Metadata navigation
• Taxonomy feature must be manually enabled on site collections
created with the ‘blank site’ template
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Speaker, Author, Tweeter, Blogger, Consultant, Architect
@sldeere
Stacy Deere-Strole
[email protected]
@stephkdonahue
[email protected]
BLOG: http://spmindmelt.focalpointsolutions.co
COMPANY: http://focalpointsolutions.co
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PLEASE FILL OUT SESSION EVALUATIONS
AND
THANK YOU FOR ATTENDING!
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