SharePoint Saturday - Information Architecture Design

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  • 1. Building a Solid Foundation for SharePoint ECM Information Architecture The SharePoint Solution Experts! SharePoint Saturday Sacramento, California May 31st, 2014
  • 2. Agenda: Information Architecture  Introductions  What is Information Architecture?  Know Your Limits  Managed Metadata  Site Columns and Content Types  Sites, Lists and Libraries  Information Management Policies  Retention and Disposition  Questions and Answers
  • 3. Jim Duncan: SharePoint Master  Working with SharePoint since the beginning  Published author, editor, multiple case studies  Chief Architect and Principal Consultant for ShareSquared  Live and work in San Jose, CA  Certifications: MCM, MCITP, MCPD, MCTS
  • 4. What is Information Architecture?  What ‘stuff’ do I have?  Where do I put it?  Who needs it?  How do they find it?  How long should I keep it? Information architecture (IA) is the art and science of organizing and labeling data including: websites, intranets, online communities, software, books and other mediums of information, to support usability. -Wikipedia
  • 5. Information Architecture Elements Web Application Site Collection Site List Site Column Content Type Navigation Library Folder Item Search
  • 6. Know your limits Content Database Limit Value Notes Items 60M Documents and list items Site Collections 5K 10K recommended (half my sites) maximum (my sites) Size 200GB 4TB recommended I/O, planning requirements archive scenario ONLY Site Collection Limit Value Notes Subsites 250K Size 100GB same as Content DB recommended if single SC Source: Software boundaries and limits for SharePoint 2013 http://bit.ly/SP2013Limits List or Library Limit Value Notes File Size 2GB default upload: 50MB Items / Documents 30M use folders/views to limit user interface View Threshold 5K 20K for users (configurable) for admins (configurable) Major Versions 400K Lookups 8 per query (configurable) Security Scope 5K 50k recommended (per list) maximum (per list) # of Columns depends on data type see documentation
  • 7. Information Architecture Lifecycle Design ImplementationDocumentation Review
  • 8. Information Architecture Design  Keep it simple  Get the point across  Use familiar tools Example...
  • 9. Managed Metadata Term Sets ShareSquared Job Business Analyst Consultant Designer Content Editor Industry Retail Manufacturing Gov’t … Offering Products Composer Maestro … Services GamePlan Mentoring Consulting Training … Solution Internet Intranet Extranet … Technology Workflow BI PowerPivot … Navigation Howe We Can Help Where To Start Assessments & Planning ... Resources For You Webinars Events ... ...
  • 10. Managed Metadata Term Sets ShareSquared Job Business Analyst Consultant Designer … Industry Retail Manufacturing Gov’t … Offering Products Composer Maestro … Services GamePlan Mentoring Consulting Training … Proficiency Beginner Intermediate Advanced Solution Internet Intranet Extranet … Technology Workflow BI PowerPivot …
  • 11. Content Types Inheritance Built-In Content Types The Content Types provided by SharePoint will only be used as a starting point for developing our own Content Types. Very few (if any) content items will use the built-in Content Types Parent Content Types Parent Content Types are used to provide a layer of abstraction from the built-in Content Types while adding new common functionality (e.g. Site Columns, Policies, etc.). They will not be used for actual content items. Child Content Types Actual content items will use the Child Content Types, adding specific functionality required for that type of item.
  • 12. Content Type Hierarchy Item S2 Item Organization Testimonial Event S2 Event Webinar Conference Document Page S2 Page Landing Page Content Page Legend: Parent Content Type Child Content Type Built-in Content Type
  • 13. Content Type Hierarchy Item S2 Item Organization Testimonial Event S2 Event Webinar Conference Document Page S2 Page Landing Page Content Page Legend: Parent Content Type Child Content Type Built-in Content Type
  • 14. Global Site Columns For All Content Types The following Site Columns will be defined and added to all Content Types used on the site. Name Type Notes Featured Expert Person Industry Managed Metadata Multivalued Job Managed Metadata Multivalued Offering Managed Metadata Multivalued Proficiency Managed Metadata Multivalued Solution Managed Metadata Multivalued Technology Managed Metadata Multivalued
  • 15. Global Site Columns For All Content Types The following Site Columns will be defined and added to all Content Types used on the site. Name Type Notes Featured Expert Person Industry Managed Metadata Multivalued Job Managed Metadata Multivalued Offering Managed Metadata Multivalued Proficiency Managed Metadata Multivalued Solution Managed Metadata Multivalued Technology Managed Metadata Multivalued
  • 16. For Specific Content Types The following Site Columns will be defined and added to specific Content Types used on the site. Misc. Site Columns Name Type Used In Notes Attending Person Conference Multivalued Booth Number Single Line of Text Conference Conference Website Hyperlink Conference Presenting Person Conference, Webinar Multivalued Sponsoring Yes/No Conference Are we sponsoring the conference? Webinar Link Hyperlink Webinar Logo Publishing Image Organization Clickable to Website Organization Lookup Testimonials Lookup to Organizations List Organization Type Choice Organization Customer, Partner, Vendor, Other, Reseller, Affiliate Quote Multiple lines of text Testimonials Navigation Term Managed Metadata Landing Page, Content Page
  • 17. For Specific Content Types The following Site Columns will be defined and added to specific Content Types used on the site. Misc. Site Columns Name Type Used In Notes Attending Person Conference Multivalued Booth Number Single Line of Text Conference Conference Website Hyperlink Conference Presenting Person Conference, Webinar Multivalued Sponsoring Yes/No Conference Are we sponsoring the conference? Webinar Link Hyperlink Webinar Logo Publishing Image Organization Clickable to Website Organization Lookup Testimonials Lookup to Organizations List Organization Type Choice Organization Customer, Partner, Vendor, Other, Reseller, Affiliate Quote Multiple lines of text Testimonials
  • 18. Content Type Details Item ID* Title Attachments Content Type Version* Created* Created By* Modified* Modified By* Event Location Start Time End Time Description Category All Day Event Recurrence Workspace S2 Event Featured Expert Industry Job Offering Proficiency Solution Technology Webinar Presenting Webinar Link Conference Attending Presenting Sponsoring Booth Number Conference Website
  • 19. Content Type Details Item ID* Title Attachments Content Type Version* Created* Created By* Modified* Modified By* Event Location Start Time End Time Description Category All Day Event Recurrence Workspace S2 Event Job Industry Offering Proficiency Solution Technology Featured Expert Webinar Presenting Webinar Link Conference Attending Presenting Sponsoring Booth Number Conference Website
  • 20. Sites, Lists and Libraries Home Organizations Organization Testimonials Testimonial Pages Landing Page Content Page Events Calendar Webinar Conference Webinar Workspaces Legend: Site Collection Subweb List or Library Content Type
  • 21. Sites, Lists and Libraries Home Organizations Organization Testimonials Testimonial Pages Landing Page Content Page Events Calendar Webinar Conference Webinar Workspaces Legend: Site Collection Subsite List or Library Content Type
  • 22. Information Management Policies  Retention  Auditing  Barcodes  Labels
  • 23. Results
  • 24. Questions + Answers