Findability in SharePoint: Integrating taxonomy and metadata for better information architecture <br />Stephanie Lemieux<b...
About me…<br />Taxonomy practice lead for Earley & Associates<br />Masters in Library and Information Studies (MLIS)<br />...
3<br />Agenda<br />A shout out to good IA practice…<br />SharePoint IA strengths & weaknesses<br />2007 vs. 2010<br />Nuts...
4<br />SharePoint is very easy to implement<br />badly<br />
Typical SharePoint Projects<br />5<br />BizReqs<br />Implementtttttttttttttttttttttttttttttttttt<br />Implement<br />Busin...
Requirements<br />Research<br />The IA Process<br />Use Cases & Personas<br />For SharePoint<br />Site Map & Navigation<br...
SharePoint IA Strengths<br />7<br />
SharePoint IA Weaknesses<br />8<br />
What do we need to achieve good IA?<br />A system that…<br />Supports control & standards<br />Allows users to easily tag ...
MOSS 2007 - No hierarchy or central standards<br />Metadata can only be stored as flat controlled vocabulary – no hierarch...
MOSS 2007 - Native thesaurus<br />Expansions (a.k.a synonyms)<br />E.g. HR = Human Resources = Employee Relations<br />Rep...
Tagging in 2007<br />Tagging can only be flat lists, so to achieve hierarchy:<br />Customization<br />Tagging add-on<br />...
Tagging in 2010<br />Hierarchy possible<br />13<br />
What’s hot with 2010 tagging<br />Type-ahead: shows you what facet, as well as what the lineage is (full hierarchy)<br />T...
What’s hot with 2010 tagging<br />Support for folksonomy with managed keywords (vs. managed metadata)<br />Feedback mechan...
What’s not…<br />Type-ahead can be very slow<br />Each tag is one action (click to add) – makes multi-select painful!(cann...
“Taxonomy management” in 2007<br />No place to store<br />Term definitions<br />Scope notes<br />History<br />Translations...
What can we do?<br />Get an external taxonomy management tool that has a connector<br />Smartlogic (www.smartlogic.com)<br...
Example of taxonomy management connector<br />19<br />Auto-tagging in Smartlogic<br />Tagging with Wordmap<br />
Taxonomy management in 2010<br />Centralized term store: share lists across site collections<br />Managed Metadata – hiera...
Taxonomy management in 2010<br />Centralized term store: share lists across site collections<br />Group – flat or hierarch...
Taxonomy management in 2010<br />22<br />
Taxonomy management in 2010<br />Can perform most typical taxonomy management functions<br />Managed keywords can be turne...
Taxonomy import in 2010<br />comma delimited document in standard UTF-8 CSV file format <br />out of the box sample file i...
25<br />Top 5 things to do with taxonomy & metadata<br />
1. Leverage custom metadata in search & nav<br />Faceted search & navigation are most popular mechanisms<br />Navigate or ...
1. Leverage custom metadata in search & nav<br />Default includes children, but clicking on icon allows you to select pare...
1. Leverage custom metadata in search & nav<br />2010 OOTB search refinements<br />28<br />Not hierarchical (can only sele...
1. Leverage custom metadata in search & nav<br />What about 2007? <br />Nothing available OOTB… need customizations/tools<...
1. Leverage custom metadata in search & nav<br />Sample taxonomy mgt tool connector (SmartLogic)<br />30<br />
1. Leverage custom metadata in search & nav<br />Advanced search<br />31<br />
1. Leverage custom metadata in search & nav<br />Metadata mapping<br />Allows metadata to correlate between sources<br />P...
1. Leverage custom metadata in search & nav<br />Creating managed property<br />Add column to the index	<br />Exposes the ...
1b. Filtering lists & libraries <br />Metadata columns can be used to filter lists & libraries, create views<br />Can link...
2. Using metadata to drive content display<br />Pre-constructed searches that look like navigation <br />Content Query Web...
2. Using metadata to drive content display<br />36<br />
3. Use best bets & the thesaurus<br />Easiest way to enhance search results<br />Look at search logs to identify:<br />Com...
3. Use best bets & the thesaurus<br />Example: term “holiday” is used 144 in the April 2009 search logs in multiple variat...
4. Auto tagging<br />Users hate to enter metadata<br />Make it as automatic as possible<br />Workflow to automate content ...
4. Auto-tagging<br />Documents can be auto-classified in SharePoint based upon policies<br />E.g. from SmartLogic<br />40<...
4. Auto-tagging<br />Auto-classify results shown in Edit Properties dialog<br />Can be manually edited using Add or Remove...
4. Auto-tagging<br />2010<br />Can add default metadata values to a content type at the list/library level<br />Auto-selec...
A final word on selecting add-ons…<br />Figure out what you truly need based on requirements before running out and asking...
5. Personalization<br />User profile asks them to select metadata values to describethemselves<br />© Earley & Associates ...
5. Personalization<br />Personalized intranet landing page<br />45<br />© Earley & Associates 2010<br />
5. Personalization<br />In-page personalization<br />Pages prioritize news, links, content that matches profile selections...
Conclusions<br />Don’t skip IA process just because it’s SharePoint<br />Master OOTB features first<br />Keep your eye on ...
Other resources & downloads - 2007<br />SharePoint IA Jumpstart Series – 4 free recordings<br />http://www.earley.com/webi...
Other resources & downloads - 2007<br />Taxonomy Tagging Starter Kit<br />http://cks.codeplex.com/Release/ProjectReleases....
Notable blogs<br />Consejo<br />http://blog.consejoinc.com<br />Earley & Associates<br />http://www.earley.com/blog<br />C...
Other resources & downloads 2010<br />MSDN metadata management overview:<br />http://msdn.microsoft.com/en-us/library/ee55...
Communities & Events<br />Communities of Practice<br />Taxonomy: www.finance.groups.yahoo.com/group/TaxoCoP<br />SharePoin...
Tool list<br />Smartlogic (www.smartlogic.com) - taxo<br />Synaptica (www.synapticacentral.com/) - taxo<br />Wordmap (www....
About Earley & Associates, Inc.<br /><ul><li> Consulting Philosophy:
Organizing Principles based on business context and goals
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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 of "Share point summit_2010_lemieux-toc"

    1. 1. Findability in SharePoint: Integrating taxonomy and metadata for better information architecture <br />Stephanie Lemieux<br />Taxonomy Practice Lead, Earley & Associates<br />
    2. 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. 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. 4<br />SharePoint is very easy to implement<br />badly<br />
    5. 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. 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. 7. SharePoint IA Strengths<br />7<br />
    8. 8. SharePoint IA Weaknesses<br />8<br />
    9. 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. 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. 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. 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. 13. Tagging in 2010<br />Hierarchy possible<br />13<br />
    14. 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. 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. 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. 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. 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. 19. Example of taxonomy management connector<br />19<br />Auto-tagging in Smartlogic<br />Tagging with Wordmap<br />
    20. 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. 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. 22. Taxonomy management in 2010<br />22<br />
    23. 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. 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. 25<br />Top 5 things to do with taxonomy & metadata<br />
    26. 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. 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. 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. 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. 30. 1. Leverage custom metadata in search & nav<br />Sample taxonomy mgt tool connector (SmartLogic)<br />30<br />
    31. 31. 1. Leverage custom metadata in search & nav<br />Advanced search<br />31<br />
    32. 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. 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. 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. 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. 36. 2. Using metadata to drive content display<br />36<br />
    37. 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. 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. 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. 40. 4. Auto-tagging<br />Documents can be auto-classified in SharePoint based upon policies<br />E.g. from SmartLogic<br />40<br />
    41. 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. 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. 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. 44. 5. Personalization<br />User profile asks them to select metadata values to describethemselves<br />© Earley & Associates 2010<br />
    45. 45. 5. Personalization<br />Personalized intranet landing page<br />45<br />© Earley & Associates 2010<br />
    46. 46. 5. Personalization<br />In-page personalization<br />Pages prioritize news, links, content that matches profile selections<br />
    47. 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. 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. 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. 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. 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. 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. 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. 54. About Earley & Associates, Inc.<br /><ul><li> Consulting Philosophy:
    55. 55. Organizing Principles based on business context and goals
    56. 56. Four Pillars - People, Content, Process, and Technology
    57. 57. Focus: Information Architecture (“IA”) Services
    58. 58. Founded: 1994
    59. 59. Personnel: Twenty core team consultants, plus a network of other top industry experts
    60. 60. ECM and KM experts
    61. 61. taxonomy specialists
    62. 62. search experts
    63. 63. information architects
    64. 64. usability professionals
    65. 65. technology consultants
    66. 66. business process experts
    67. 67. Headquarters: Boston, MA</li></ul>54<br />
    68. 68. Contact:<br />Stephanie Lemieux<br />stephanie@earley.com<br />www.earley.com<br />55<br />
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