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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.

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  • Findability in SharePoint: Integrating taxonomy and metadata for better information architecture
    Stephanie Lemieux
    Taxonomy Practice Lead, Earley & Associates
  • 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
    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
    SharePoint is very easy to implement
    badly
  • 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
  • Requirements
    Research
    The IA Process
    Use Cases & Personas
    For SharePoint
    Site Map & Navigation
    Wireframes
    Taxonomy
    Prototyping/Testing
    Content Modeling/Metadata
  • SharePoint IA Strengths
    7
  • SharePoint IA Weaknesses
    8
  • 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
  • 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
  • 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)
  • 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
  • Tagging in 2010
    Hierarchy possible
    13
  • 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
  • What’s hot with 2010 tagging
    Support for folksonomy with managed keywords (vs. managed metadata)
    Feedback mechanisms to provide new terms (via email)
    15
  • 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
  • “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
  • 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
  • Example of taxonomy management connector
    19
    Auto-tagging in Smartlogic
    Tagging with Wordmap
  • 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
  • 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
  • Taxonomy management in 2010
    22
  • Taxonomy management in 2010
    Can perform most typical taxonomy management functions
    Managed keywords can be turnedinto managed terms
    23
  • 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
    Top 5 things to do with taxonomy & metadata
  • 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
  • 1. Leverage custom metadata in search & nav
    Default includes children, but clicking on icon allows you to select parent only
    27
  • 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
  • 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
  • 1. Leverage custom metadata in search & nav
    Sample taxonomy mgt tool connector (SmartLogic)
    30
  • 1. Leverage custom metadata in search & nav
    Advanced search
    31
  • 1. Leverage custom metadata in search & nav
    Metadata mapping
    Allows metadata to correlate between sources
    Provides a way to surface in Advanced Search
    32
  • 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
  • 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
  • 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
  • 2. Using metadata to drive content display
    36
  • 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
  • 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
  • 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
  • 4. Auto-tagging
    Documents can be auto-classified in SharePoint based upon policies
    E.g. from SmartLogic
    40
  • 4. Auto-tagging
    Auto-classify results shown in Edit Properties dialog
    Can be manually edited using Add or Remove
    41
  • 4. Auto-tagging
    2010
    Can add default metadata values to a content type at the list/library level
    Auto-select & hide field possible
    42
  • A final word on selecting add-ons…
    Figure out what you truly need based on requirements before running out and asking for demos
    43
  • 5. Personalization
    User profile asks them to select metadata values to describethemselves
    © Earley & Associates 2010
  • 5. Personalization
    Personalized intranet landing page
    45
    © Earley & Associates 2010
  • 5. Personalization
    In-page personalization
    Pages prioritize news, links, content that matches profile selections
  • 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
  • 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
  • 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
  • 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
  • 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
  • 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
  • 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
  • About Earley & Associates, Inc.
    • Consulting Philosophy:
    • Organizing Principles based on business context and goals
    • Four Pillars - People, Content, Process, and Technology
    • Focus: Information Architecture (“IA”) Services
    • Founded: 1994
    • Personnel: Twenty core team consultants, plus a network of other top industry experts
    • ECM and KM experts
    • taxonomy specialists
    • search experts
    • information architects
    • usability professionals
    • technology consultants
    • business process experts
    • Headquarters: Boston, MA
    54
  • Contact:
    Stephanie Lemieux
    stephanie@earley.com
    www.earley.com
    55