Share point summit_2010_lemieux-toc

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> human resources hr
employee relations </expansion> </thesaurus></XML>
<XML ID="Microsoft Search Thesaurus"> <thesaurus xmlns="x-schema:tsSchema.xml">
<replacement>
<pat>NT5</pat>
<pat>W2K</pat>
Windows 2000
</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

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

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

Default includes children, but clicking on icon allows you to select parent only
27

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

What about 2007?
Nothing available OOTB… need customizations/tools
Free add-on (Codeplex) – limited to flat lists (like 2010)
29

Sample taxonomy mgt tool connector (SmartLogic)
30

Advanced search
31

Metadata mapping
Allows metadata to correlate between sources
Provides a way to surface in Advanced Search
32

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
Personalized intranet landing page
45

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
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
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

http://www.earley.com	716
http://earley.com	4
https://www.earley.com	4
http://www.slideshare.net	3

Share point summit_2010_lemieux-toc

by Earley on May 13, 2010

Accessibility

Categories

Tags

Upload Details

Usage Rights

4 Embeds 727

Statistics

Share point summit_2010_lemieux-toc — Presentation Transcript