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Share point summit_2010_lemieux-toc
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Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
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Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
Share point summit_2010_lemieux-toc
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  • You can also user taxonomy-driven personalization in portals… even SharePoint (with a little customization). Users self-describe themselves in a profile, selecting values from controlled vocabularies to define their location, roles, topics of interests – anything really, and that info can be used to create personalized landing pages – showing them only the news that’s relevant to their job, their topics, their location. You can do it outside of the personalized landing page as well – other pages can alter when a user navigates to them based on their taxonomy preferences… changing what content is shown in a particular content widget.
  • Transcript

    • 1. Findability in SharePoint: Integrating taxonomy and metadata for better information architecture <br />Stephanie Lemieux<br />Taxonomy Practice Lead, Earley & Associates<br />
    • 2. About me…<br />Taxonomy practice lead for Earley & Associates<br />Masters in Library and Information Studies (MLIS)<br />Clients include: Motorola, Ford Foundation, Hasbro, JC Penney, AstraZeneca, American Greetings<br />Author: Integrating Taxonomy with a CMS - Best Practices in Information Management<br />Blog: www.earley.com/blog/stephanie-lemieux<br />
    • 3. 3<br />Agenda<br />A shout out to good IA practice…<br />SharePoint IA strengths & weaknesses<br />2007 vs. 2010<br />Nuts & bolts of making IA work in SharePoint (2007 vs. 2010)<br />Tagging<br />Taxonomymanagement<br />Top 5 things to do withtaxonomy & metadata in SharePoint<br />Searchingwith custom metadata<br />Dynamic content presentation<br />Filters, views and navigation<br />Thesaurus & best bets<br />Autotagging<br />
    • 4. 4<br />SharePoint is very easy to implement<br />badly<br />
    • 5. Typical SharePoint Projects<br />5<br />BizReqs<br />Implementtttttttttttttttttttttttttttttttttt<br />Implement<br />Business Req’s<br />Implement<br />Business Req’s<br />Implement<br />Where is the information architecture?<br />Joke courtesy of Lulu Pachuau:<br />http://www.slideshare.net/LuluP/information-architecture-and-sharepoint<br />
    • 6. Requirements<br />Research<br />The IA Process<br />Use Cases & Personas<br />For SharePoint<br />Site Map & Navigation<br />Wireframes<br />Taxonomy<br />Prototyping/Testing<br />Content Modeling/Metadata<br />
    • 7. SharePoint IA Strengths<br />7<br />
    • 8. SharePoint IA Weaknesses<br />8<br />
    • 9. What do we need to achieve good IA?<br />A system that…<br />Supports control & standards<br />Allows users to easily tag content<br />Understands relationships<br />Hierarchy<br />Synonyms<br />Associations<br />Manages metadata & taxonomy values<br />9<br />
    • 10. MOSS 2007 - No hierarchy or central standards<br />Metadata can only be stored as flat controlled vocabulary – no hierarchy possible<br />Content types and columns scoped to site collections<br />Possible<br />Possible<br />Not Possible<br />MOSS does not understand that China is part of Asia Pacific<br />10<br />
    • 11. MOSS 2007 - Native thesaurus<br />Expansions (a.k.a synonyms)<br />E.g. HR = Human Resources = Employee Relations<br />Replacements (a.k.a. use)<br />E.g. for NTK or W2K use Windows 2000<br />11<br /><XML ID="Microsoft Search Thesaurus"> <thesaurus xmlns="x-schema:tsSchema.xml">  <expansion>  <sub>human resources</sub> <sub>hr</sub><br /> <sub>employee relations</sub>   </expansion>  </thesaurus></XML><br /><XML ID="Microsoft Search Thesaurus"> <thesaurus xmlns="x-schema:tsSchema.xml"><br /> <replacement><br />     <pat>NT5</pat><br />     <pat>W2K</pat><br />     <sub>Windows 2000</sub><br />   </replacement>  </thesaurus></XML><br />No ability to store any other types of relationships (e.g. Associative)<br />
    • 12. Tagging in 2007<br />Tagging can only be flat lists, so to achieve hierarchy:<br />Customization<br />Tagging add-on<br />Cascading lists<br />Hierarchical mimicry<br />12<br />http://sharepointsnippets.com/post/2009/01/Cascading-Dropdown---Configuration.aspx<br />http://www.kwizcom.com<br />
    • 13. Tagging in 2010<br />Hierarchy possible<br />13<br />
    • 14. What’s hot with 2010 tagging<br />Type-ahead: shows you what facet, as well as what the lineage is (full hierarchy)<br />Tool tips show you descriptions associated to terms, as well assynonyms(type-ahead alsoworks off synonyms!)<br />14<br />
    • 15. What’s hot with 2010 tagging<br />Support for folksonomy with managed keywords (vs. managed metadata)<br />Feedback mechanisms to provide new terms (via email)<br />15<br />
    • 16. What’s not…<br />Type-ahead can be very slow<br />Each tag is one action (click to add) – makes multi-select painful!(cannot ctrl-shift to highlight more)<br />Strange UI: action buttons get hidden under scroll when expand branches<br />16<br />
    • 17. “Taxonomy management” in 2007<br />No place to store<br />Term definitions<br />Scope notes<br />History<br />Translations<br />Tagging with strings, not ids<br />When you change a taxonomy value, you have to retag documents<br />Lists are specific to a site collection – can’t share<br />17<br />
    • 18. What can we do?<br />Get an external taxonomy management tool that has a connector<br />Smartlogic (www.smartlogic.com)<br />Synaptica (www.synapticacentral.com/)<br />Wordmap (www.wordmap.com)<br />SchemaLogic (www.schemalogic.com)<br />DataHarmony<br />MetaVis (www.metavistech.com)<br />Connectors provide <br />enhanced tagging mechanisms<br />search UI components to leverage taxonomy <br />external hierarchy management<br />auto-tagging<br />external content type & metadata modeling<br />18<br />
    • 19. Example of taxonomy management connector<br />19<br />Auto-tagging in Smartlogic<br />Tagging with Wordmap<br />
    • 20. Taxonomy management in 2010<br />Centralized term store: share lists across site collections<br />Managed Metadata – hierarchical collection of predefined centrally managed terms that are applied by publishers as metadata attributes for content items<br />Managed Keyword - non-hierarchical wordor phrase that has been added to the keyword set directly by a system user<br />Term Store - database that houses Managed Terms and Keywords<br />20<br />
    • 21. Taxonomy management in 2010<br />Centralized term store: share lists across site collections<br />Group – flat or hierarchical collection of related attributes comprised of one or more Term Sets (security boundary)<br />Term Set – flat or hierarchical collection of related Terms (up to 1000 in a group)<br />Term - word or phrase that can be applied to content<br />21<br />
    • 22. Taxonomy management in 2010<br />22<br />
    • 23. Taxonomy management in 2010<br />Can perform most typical taxonomy management functions<br />Managed keywords can be turnedinto managed terms <br />23<br />
    • 24. Taxonomy import in 2010<br />comma delimited document in standard UTF-8 CSV file format <br />out of the box sample file imports the six default properties only: term set name, term set description, ID, available for tagging, hierarchy, term description<br />24<br />
    • 25. 25<br />Top 5 things to do with taxonomy & metadata<br />
    • 26. 1. Leverage custom metadata in search & nav<br />Faceted search & navigation are most popular mechanisms<br />Navigate or refine search results based on metadata fields/taxonomy facets<br />2010: OOTB navigate a document library usingthe managed metadata term setsassigned to the library(navigation hierarchy)<br />BIG CAVEATS:<br />shows full hierarchy at all times – many blindpaths possible<br />default placement is way below thefold<br />26<br />
    • 27. 1. Leverage custom metadata in search & nav<br />Default includes children, but clicking on icon allows you to select parent only<br />27<br />
    • 28. 1. Leverage custom metadata in search & nav<br />2010 OOTB search refinements<br />28<br />Not hierarchical (can only select from flat list of tags)<br />Only shows tags from top 50 docs<br />Akward UI(selected items subtly outlined, need to reselect to remove…)<br />No countsshown<br />
    • 29. 1. Leverage custom metadata in search & nav<br />What about 2007? <br />Nothing available OOTB… need customizations/tools<br />Free add-on (Codeplex) – limited to flat lists (like 2010)<br />29<br />
    • 30. 1. Leverage custom metadata in search & nav<br />Sample taxonomy mgt tool connector (SmartLogic)<br />30<br />
    • 31. 1. Leverage custom metadata in search & nav<br />Advanced search<br />31<br />
    • 32. 1. Leverage custom metadata in search & nav<br />Metadata mapping<br />Allows metadata to correlate between sources<br />Provides a way to surface in Advanced Search <br />32<br />
    • 33. 1. Leverage custom metadata in search & nav<br />Creating managed property<br />Add column to the index <br />Exposes the column in advanced search<br />Enables showing the column in search results views<br />33<br />
    • 34. 1b. Filtering lists & libraries <br />Metadata columns can be used to filter lists & libraries, create views<br />Can link to saved views<br />2010: library key filters in left hand nav – like top filters but can type in <br />34<br />
    • 35. 2. Using metadata to drive content display<br />Pre-constructed searches that look like navigation <br />Content Query Web Part – shows content based on a searchof content with specified attributes<br />Excellent for creating “related content” areas or specific sub-sets<br />Aggregating content from across multiple areas<br />Can filter on content types & metadata fields<br />Use custom XSLT to style<br />Can also use RSS feeds<br />35<br />
    • 36. 2. Using metadata to drive content display<br />36<br />
    • 37. 3. Use best bets & the thesaurus<br />Easiest way to enhance search results<br />Look at search logs to identify:<br />Common null result searches<br />Differences in terminology<br />Indications of strange search results<br />Use the thesaurus to link term variants together & expand search results<br />Use the best bets to point to most popular item & circumvent result browsing in most cases<br />37<br />
    • 38. 3. Use best bets & the thesaurus<br />Example: term “holiday” is used 144 in the April 2009 search logs in multiple variations <br />stat holidays<br />observed holidays<br />holidays<br />paid holidays<br />corporate holidays<br />Could link many of these via thesaurus<br />Link to holiday calendar with best bet<br />38<br />
    • 39. 4. Auto tagging<br />Users hate to enter metadata<br />Make it as automatic as possible<br />Workflow to automate content tagging<br />Custom event handler to apply pre-configured metadata patterns<br />User profiles<br />Auto-tagging add-on/connector<br />Taxonomy management tools<br />Add-ons: e.g. Cogniva (www.cogniva.ca) <br />39<br />
    • 40. 4. Auto-tagging<br />Documents can be auto-classified in SharePoint based upon policies<br />E.g. from SmartLogic<br />40<br />
    • 41. 4. Auto-tagging<br />Auto-classify results shown in Edit Properties dialog<br />Can be manually edited using Add or Remove<br />41<br />
    • 42. 4. Auto-tagging<br />2010<br />Can add default metadata values to a content type at the list/library level<br />Auto-select & hide field possible<br />42<br />
    • 43. A final word on selecting add-ons…<br />Figure out what you truly need based on requirements before running out and asking for demos<br />43<br />
    • 44. 5. Personalization<br />User profile asks them to select metadata values to describethemselves<br />© Earley & Associates 2010<br />
    • 45. 5. Personalization<br />Personalized intranet landing page<br />45<br />© Earley & Associates 2010<br />
    • 46. 5. Personalization<br />In-page personalization<br />Pages prioritize news, links, content that matches profile selections<br />
    • 47. Conclusions<br />Don’t skip IA process just because it’s SharePoint<br />Master OOTB features first<br />Keep your eye on consistency across sites, site collections through governance<br />Select tools based on high-value requirements<br />© Earley & Associates 2009<br />47<br />
    • 48. Other resources & downloads - 2007<br />SharePoint IA Jumpstart Series – 4 free recordings<br />http://www.earley.com/webinars/jumpstarts/sharepoint-search-and-information-architecture<br />SharePoint Search Portal<br />http://sharepointsearch.com/default.aspx<br />SharePoint End User Content Team (MSFT)<br />http://sharepoint.microsoft.com/blogs/GetThePoint/default.aspx<br />WSS Demo (Metadata and Content Types)<br />http://www.wssdemo.com/Pages/metadata.aspx<br />Codeplex: <br />www.codeplex.com<br />48<br />
    • 49. Other resources & downloads - 2007<br />Taxonomy Tagging Starter Kit<br />http://cks.codeplex.com/Release/ProjectReleases.aspx?ReleaseId=2830<br />Popular Page Web Part<br />http://popularpages.codeplex.com/<br />Planning Templates<br />http://technet.microsoft.com/en-us/library/cc262451.aspx<br />49<br />
    • 50. Notable blogs<br />Consejo<br />http://blog.consejoinc.com<br />Earley & Associates<br />http://www.earley.com/blog<br />CMS Watch<br />http://www.cmswatch.com/SharePoint/trends<br />SharePoint Team Blog<br />http://blogs.msdn.com/sharepoint/<br />50<br />
    • 51. Other resources & downloads 2010<br />MSDN metadata management overview:<br />http://msdn.microsoft.com/en-us/library/ee559337%28office.14%29.aspx<br />Short overview of metadata management in 2010:<br />http://www.cmswire.com/cms/document-management/overview-sharepoint-2010-metadata-and-taxonomy-management-006015.php<br />How to configure navigation hierarchies & key filters<br />http://www.iotap.com/sp2010/Blogs/tabid/470/EntryId/163/Metadata-based-Navigation-in-Sharepoint-2010.aspx<br />51<br />
    • 52. Communities & Events<br />Communities of Practice<br />Taxonomy: www.finance.groups.yahoo.com/group/TaxoCoP<br />SharePoint IA: www.tech.groups.yahoo.com/group/SharePointIACoP<br />Search: www.tech.groups.yahoo.com/group/SearchCoP<br />Upcoming Webinars<br />Taxonomy Community of Practice series<br />www.earley.com/webinars<br />July 7, 2010 – Taxonomy for SharePoint 2010<br /> Technology Showcase series<br />www.earley.com/webinars/technology-showcase<br />March 30, 2010 – SharePoint Search (recording available)<br />52<br />
    • 53. Tool list<br />Smartlogic (www.smartlogic.com) - taxo<br />Synaptica (www.synapticacentral.com/) - taxo<br />Wordmap (www.wordmap.com) - taxo<br />SchemaLogic (www.schemalogic.com) - taxo<br />MetaVis (www.metavistech.com) <br />Ontolica (www.ontolica.com) - search<br />Concept Searching (www.conceptsearching.com)<br />Cogniva (www.cogniva.ca) - tagging<br />SharePart XXL (www.sharepartxxl.com) - tagging<br />Kwizcom (www.kwizcom.com) - tagging<br />© Earley & Associates 2009<br />53<br />
    • 54. About Earley & Associates, Inc.<br /><ul><li> Consulting Philosophy:
    • 55. Organizing Principles based on business context and goals
    • 56. Four Pillars - People, Content, Process, and Technology
    • 57. Focus: Information Architecture (“IA”) Services
    • 58. Founded: 1994
    • 59. Personnel: Twenty core team consultants, plus a network of other top industry experts
    • 60. ECM and KM experts
    • 61. taxonomy specialists
    • 62. search experts
    • 63. information architects
    • 64. usability professionals
    • 65. technology consultants
    • 66. business process experts
    • 67. Headquarters: Boston, MA</li></ul>54<br />
    • 68. Contact:<br />Stephanie Lemieux<br />stephanie@earley.com<br />www.earley.com<br />55<br />

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