These slides accompany a presentation on SharePoint Metadata given by Andy Coyle at SharePoint Saturday Sacramento

1. Welcome to the First
Annual
SharePoint
Saturday
Sacramento!!

2. From the Simple to the Sublime
Andy Coyle
Conglomerated Software
andycoyle@aol.com

3. Entertainment & Content
EntertainmentContent
Entertontent
Entertainment & Content
EntertainmeContent
EntertContent
EntertaContent
EntertainContent
 Copyright – Conglomerated Software
 Because Edutainment was already
copyrighted
 Because no one else would think of it or
bother to use it
 Because Entercation sounds R-Rated

4. 6 W’s
 Who
 Authorized users and processes use Metadata
to decorate SharePoint objects with additional
 What
properties during the object’s lifetime so that the
 Where can be easily categorized, filtered, found,
object
 When or viewed…. Wow!
sorted,
 Why
 Wow!

5. Seven Habits
 Habit 1: Be Proactive
 Habit 2: Begin with the End in Mind
 Habit 3: Put First Things First
 Habit 4: Think Win-Win
 Habit 5: Seek First to Understand, then to be
understood
 Habit 6: Synergize
 Habit 7: Sharpen the Saw

6. Begin with Tech in Mind
 Create a twitter account
 Create a SP web part to consume the feed
 Code the web part to chart responses, filtering invalid
responses
 Demonstrate web part functionality to the group
 Assume majority of audience knows how to use twitter
 Assume majority of audience has smart phones
 Pose a survey question to audience
 Assume audience is paying attention
 Show live responses on web page
 Auto-refresh web page
 Code the web part to save off the results and zero the
chart in prep for next question
 Tap dance if something breaks.

7. Who wants to see the Solution?

8. Begin with the End in Mind
Determine audience SP knowledge.
Get the audience involved, include as many as
possible.
Allow the audience to see the results.
Improve opportunities for success (Limit the
Rube Goldberg effect).
Get more attention on me (less attention on
these boring slides).

9. Solution
Rate this presentation
25
How many people are using SP?
20
How many people know what Metadata is?
How many people think this is the most
15
interesting session all day?
10
Responses
5
Cost benefit analysis should temper your SP
0
solutions. Dull OK Great Extra
Special
Clooney

10. What
 What is Metadata?
 What are some examples?

11. Valedictorian Speech
What is Metadata?
Well, Webster's Dictionary defines it as…
Other references:
Properties, Tags, metacontent, data about
data, data about contents, data about structure

12. Metadata we know
File Name
File Size
Creation Date
Created by
Modification Date
Modified by
Type

13. Why Metadata?
 Can’t I just use folders?
 Navigate, sort, filter, view, search

14. Who
Who typically creates Metadata?
 Design – Microsoft, SP Software
Developers, Site Administrators, Site
Owners, Designers, Contributors
 Populate – Operating System, SP
Workflow, Programs, Site Administrators, Site
Owners, Designers, Contributors, Readers
Who Uses Metadata?
 SP Workflow, Programs, All SharePoint users

15. Where and When
 SharePoint
 All the time

16. Meta Data Design
Who (roles) will be accessing the data?
What do they want to see?
How many required fields?
How many optional fields?

17. Metadata Design for Users
Required fields
 0-3 Best
 3-5 Good
 6-Up Reconsider design
Optional Fields
 0-3 Reconsider… Why SharePoint?
 3-5 Best
 6-10 Good
 11-upReconsider Design

18. Metadata Design for Processes
Required fields
 Depends on the process and user
interaction. If there is user interaction
with the list/library, then
0, otherwise, unlimited.
Optional Fields
 Unlimited – Have a purpose for each
field. Hide fields from user input
screens. Show fields to users only
where they make sense.

19. Selecting Data Types
Data types for fields
 Single line of text
 Multiple lines of text
 Choice (menu to choose from)
 Number (1, 1.0, 100)
 Currency ($, ¥, €)
 Date and Time
 Lookup (information already on this site)
 Yes/No (check box)
 Person or Group
 Hyperlink or Picture
 Calculated (calculation based on other columns)
 External Data
 Managed Metadata

20. My Catch-Phrases
Consulting Tagline:
It Depends…
Tag to the Kids:
Way it is.
SharePoint Tagline:
That is the 20%
Conglomerated Software:
Shhhh…. Right!

21. What is the Best Way?
It Depends…
Best Practices - Guidelines
Goals – what are you trying to accomplish?
Quick and easy, Enterprise?

22. I bought a monkey

23. Training My Monkey
 Farmer’s market
 Fruit Stand
 Supermarket
 Walter’s Market

24. Simple : Farmer’s Market
Quick and Easy
Very little differentiation
Little metadata required
Library metadata

25. Local Data in a Library
Document Library
Library Settings
Document Content Type (default)
Site Document Local
Local
Workflow Policy
Columns Template Columns
Columns
Library Items (content)

26. Bigger: Local Fruit Stand
Lots of fruits
A few other products
Site Columns

27. Using a Site Column
Site
Site
Columns
Document Library
Library Settings
Document Content Type (default)
Site
Site Document Local
Local
Workflow Policy Columns
Columns Template Columns
Columns
Library Items (content)

28. Even Bigger: Supermarket
Many fruits
Vegetables
Many other products
Content Types

29. Using a Content Type
Site
Site
Columns
Document Library
Library Settings
Library Items (content)

30. Biggest: SuperDuper Market
Fruits, Vegetables,
Everything.
Managed metadata –
Walters Market

31. Site Columns Mg’d
Metadata
Site
Site
Columns
Site
Columns
Site
Columns

32. All Together Now

33. Content types
Bundles together a:
Template (normal.dot)
Meta Data
Workflow
Policy
Back to Supermarket

34. Answers.
Andy Coyle
Conglomerated Software
andycoyle@aol.com

35. Sponsored By…..
Join us at 6:00 pm at BJs Brewhouse
for a free drink, kindly provided by
Rackspace! A great opportunity to
network with other SharePoint
Professionals!
Don’t forget to fill out your bingo cards and surveys to be eligible for
GREAT end of day raffles!