Transcript Metadata in SharePoint - MNSPUG September 2011

Welcome to the
Minnesota SharePoint
User Group
September 14th, 2011
Metadata in SharePoint
Donald Donais
http://www.sharepointmn.com
Meeting # 82
Agenda
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Introductions
Planning
Content Types
Metadata
Break
Managed Metadata
Q&A
Wrap-up and Giveaways
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User Group Goal / Objectives
Develop and support a local community focused on Microsoft
SharePoint Technologies
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Educate user group members about SharePoint Technologies
Transfer knowledge within the community
Communicate best practices
Introduce new products / solutions
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Introductions – MNSPUG Sponsors
Avtex (www.avtex.com)
• Technology consulting company
• Practice area focused on SharePoint
Benchmark Learning (www.benchmarklearning.com)
• Training on many technologies
Microsoft (www.microsoft.com)
Wrox Press (www.wrox.com)
O’Reilly (www.oreilly.com)
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www.SharePointMN.com
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Website for user group
SharePoint resource documents
SharePoint resource links
RSS Feeds
Meeting Schedule
Past User Group Presentations
• [email protected]
www.sharepointmn.com
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Social Networking
• Linked In group – The most interactive… includes job postings…
http://www.linkedin.com/groups?gid=1878792
• Facebook group
http://www.facebook.com/home.php?#/group.php?gid=27333305456
• Twitter tags - @MNSPUG and #MNSPUG
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Upcoming Schedule
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Next Meeting
• October 12th 9:00 AM to 11:30 AM
• Microsoft’s Bloomington Office
• Topic: TBD
Check www.SharePointMN.com for updates!
• Ongoing Schedule
• 2nd Wednesday of every month
• 9:00 to 11:30 am
• Microsoft’s Bloomington Office
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Local and Online Events
ScarePoint Saturday – October 29th (confirmed)
http://www.sharepointsaturday.org/twincities/default.aspx
Normandale College– Bloomington, MN
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Local and Online Events
http://www.EngageEvent.net/
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Giveaways!
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Presenter Introduction
http://www.sharepointmn.com
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Quick Intro
Donald Donais
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SharePoint Consultant
Drummer
@dondonais
talesfromitside.wordpress.com
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Before We Begin, Let’s Talk About . . .
SharePoint
Governance
Discovery
Information
Architecture
Search
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SharePoint Governance
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Roles and Responsibilities
Security
Structure
Communications
Training
Document Management Strategy
Search Strategy
Information Architecture
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Discovery
• How do SharePoint
users find their
information?
• Hunt, seek and find!
• Search
• Let someone else tell us!
• What are they looking
for when they get their
results?
• Relevancy
• Refinement
• Content by Metadata/People
• How often to they need
the information?
• Frequently
• On Demand
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Information Architecture
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Hierarchy
Metadata (Site Columns)
Keywords/Best Bets
Managed Metadata
Content Types
Views
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Search
What do you look for when using searching?
• No Matter What, Need Good Metadata!
Keywords/ Best Bets
Managed Metadata
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Content Types
http://www.sharepointmn.com
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Content Types
• Reusable definition
 NOT just for documents
• Settings
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Columns
Workflows
Templates
Document Information Panel
Document Conversion
Policies
• Inheritance
 CAN NOT be reset
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Content Types Location
Web application
• Available between Site Collections
Site Collection Level
• Available to all site within Site Collection
Site Level
• Available to all Lists and Libraries within Site
List or Library (Local)
• Only Available here!
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Document Sets
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Special Content Type
Shared metadata
Default content
Configure Welcome page
Single entity
ONLY be used for documents
Add more documents to set
CAN NOT nest sets
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• Publishing
 Syndication Hub
• Managed Metadata service
• Site Collection feature
 Publishing Settings
• Publishing
• Unpublish
• Republish
 Error Log
• Hidden List
 Timer Jobs
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More on Syndication Hub
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Custom fields & External Content types not supported
Workflows are not supported – assigned at local level
Published Content Types are Read-Only
Published Content Types are consumed at root and
flow down
• Document Templates are published
• Feature dependencies are not activated automatically
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External Content Type
• Business Connectivity
Service
 XML file defines an
content from LOB data
source
 Content lies outside of
SharePoint
• Created with
 SharePoint Designer 2010
 Visual Studio 2010
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Content Type Demo
http://www.sharepointmn.com
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Metadata
http://www.sharepointmn.com
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Metadata
Audience Participation
• What is Metadata?
• What is appropriate Metadata?
• Where should Metadata be applied within SharePoint?
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Metadata Columns
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Single line of text
Multiple lines of text
Choice
Number
Currency
Date and Time
Lookup
Yes / No (Checkbox)
Person or Group
Hyperlink or Picture
Calculated (based on other columns)
External Data (connected to BCS – local only)
Managed Metadata
Full HTML content with formatting and constraints for publishing (Site Column)
Image with formatting and constraints for publishing (Site Column)
Hyperlink with formatting and constraints for publishing (Site Column)
Summary Links data (Site Columns)
Rich media data for publishing (Site Column)
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Views
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Used within Lists and Libraries
Show information within certain context
Used to refine and narrow content
Used with majority of List and Libraries
Replacement for Folder Tree
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Types of Views
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Standard
Calendar
Datasheet
Gantt
Access
Custom View in SharePoint Designer
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Metadata Navigation
• List Settings
 Navigation Hierarchies
 Filters
 Automatic Indexing
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Other Consideration
• Adjusting SharePoint
Indexing
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Site Level
List & Library Level
Column Level
• Options Include
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Site Level Indexing
Site Indexing of ASPX Page
Content
List/Library Level Indexing
Column Level up to 20
Indices
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Metadata Demo
http://www.sharepointmn.com
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Break
http://www.sharepointmn.com
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Managed Metadata
http://www.sharepointmn.com
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Managed Metadata
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Managed Metadata Service
Managed Metadata Columns
Tags
Taxonomy / Folksonomy
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Managed Metadata Service
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Service Application
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Identify Content Type Syndication hub
Service Application Proxy
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Limits
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Identify default storage location
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Only one per service application
Enterprise Keywords
Column Term Sets
Consume or Push-down Content Type publishing
Delegate Administration
Bulk import from .CSV
Term Group / Term Store
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Many per service application
Up to 1,000,000 items / store
Delegate Managers and Contributors
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Managed Metadata Service - continued
• Term Set
 Limits
• Up to 1,000 / term store
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Contact (used for feedback link)
Submission Policy
Social Tagging
Sorting
• Term
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• Up to 30,000 / term set
• Up to 7 nested levels
 Labels / Synonyms
 Social Tagging
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Managed Metadata Columns
• New column type
 Better than “Choice”
 Site or List Column
 Multi-Value
• Bind to term set or term
 Needs to be “available for tagging”
• Add to List / Feedback
• Automatically populates search refinements
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Tags
• Tags & Notes control
 “Use Social Features”
permission
 Suggested Tags
 Auto complete
 Synonyms
• Enterprise Keywords &
Other Terms
 “Available for Tagging”
• Tag items inside AND
outside of SharePoint
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Taxonomy vs. Folksonomy
• Taxonomy
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Corporate Terms
“Top down” approach
Enforce common terminology
Utilize Term Groups / Term Sets
Examples (Products, Departments, etc.)
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Everyday terms
“Bottom up” approach
Utilize Enterprise Keywords
General lack of structure
May be promoted to taxonomy
Examples (Flickr, del.icio.us)
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Managed Metadata Demo
http://www.sharepointmn.com
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References
• SharePoint 2010 Content http://sharepoint.microsoft.com/enus/product/capabilities/content/Pages/ContentManagement-System.aspx
• Plan to share Terminology and Content Types http://technet.microsoft.com/en-us/library/ee519603.aspx
• Managed Metadata overview http://technet.microsoft.com/en-us/library/ee424402.aspx
• Social Tagging - http://technet.microsoft.com/enus/library/ff608137.aspx
• SharePoint 2010 - http://sharepoint.microsoft.com
• Wictor Wilen Term Store Bulk Import - http://bit.ly/oedsui
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Q&A
http://www.sharepointmn.com
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Thanks for coming!
http://www.sharepointmn.com
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