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