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Managed Metadata - The Good, the Bad, and the Ugly
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Managed Metadata - The Good, the Bad, and the Ugly

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Leveraging Managed Metadata in SharePoint 2010 can be a blessing and curse for end-users and administrators. This session covers the benefits of utilizing the Managed Metadata Service in a SharePoint ...

Leveraging Managed Metadata in SharePoint 2010 can be a blessing and curse for end-users and administrators. This session covers the benefits of utilizing the Managed Metadata Service in a SharePoint 2010 farm for end-users and admins while revealing potential pitfalls.

This session will touch on a number of areas including administering the Managed Metadata service, Content Type Hubs, the new Content Organizer features with the Document Center, and leveraging metadata in search.

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  • CapTechRichmond based consulting firm Offices in DC, Charlotte, Philadelphia
  • DemoCreate new Contacts List – Supplier ContactsAdd new MMS Field – Product CategoriesEdit List Form in InfoPathPublish to Site
  • DemoSync Supplier Contacts to WorkspaceCreate new record, edit existingPoint out that taxonomy field Product Categories is not availableReturn to browser, make field mandatoryResync listShow new error
  • DemoSync Supplier Contacts to WorkspaceCreate new record, edit existingPoint out that taxonomy field Product Categories is not availableReturn to browser, make field mandatoryResync listShow new error
  • DemoSync Supplier Contacts to WorkspaceCreate new record, edit existingPoint out that taxonomy field Product Categories is not availableReturn to browser, make field mandatoryResync listShow new error
  • DemoEdit Supplier Contacts in Datasheet View
  • DemoCreate new View in Metadata nav siteFilter by Category Begins With “Bevel”
  • DemoCreate new View in Metadata nav siteFilter by Category Begins With “Bevel”
  • DemoExport Term set to CSV via PowerShell
  • Site collection backups/content database attaches are not enough anymoreHow will you get your metadata to your recovery farm?
  • If you plan to utilize content types from multiple site collections, you would need multiple Service ApplicationsDemoNavigate to hubDemonstrate creation of new site column/content typePublish to subscribers (note 2 jobs in CA)
  • DemoNavigate to Document CenterPoint out site features for organizerCreate RuleRoute document based on Product CategoryCreate folder
  • DemoAdd custom refiner for Category field (used in MetadataNav site) (owstaxidcategory managed property already created – can go through if asked
  • DemoAdd custom refiner for Category field (used in MetadataNav site) (owstaxidcategory managed property already created – can go through if asked
  • Due to recursive queries, folder structure may be less important in situations where it is usedDemo Show metadatanav site and Shared Documents Configuration
  • change once, update everywhereDemoCopyResuseMergeDeprecateMove
  • DemoImport taxonomy from CSVSolidQ Metadata ExporterPowerShell

Managed Metadata - The Good, the Bad, and the Ugly Managed Metadata - The Good, the Bad, and the Ugly Presentation Transcript

  • Managed MetadataThe Good, the Bad, and the UglyAdmin - 200
  • Welcome
    Please turn off all electronic devices or set them to vibrate.
    If you must take a phone call, please do so in the hall so as not to disturb others.
    Open wireless access is available at SSID: SPSTC2011
    Feel free to “tweet and blog” during the session
    Thanks to our Diamond and Platinum Sponsors:
  • About Me
    Senior Consultant with CapTech Consulting
    MCTS SharePoint 2010, MCP
    Contact
    Twitter: @ciphertxt
    Email: shoag@captechconsulting.com
    Blog: http://mylifeinaminute.com
  • Agenda
    Definitions
    The Ugly
    How did things ever get to be this way?
    The Bad
    I’m not happy about it, but at least there is a workaround.
    The Good
    This makes life so much easier!
  • Definitions
    Managed Metadata
    “Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010”
    Managed Metadata Service Application (MMS)
    “A managed metadata service publishes a term store and, optionally, content types; a managed metadata connection consumes these”
    Term
    “A term is a word or phrase that can be associated with an item in SharePoint Server 2010”
  • Definitions (cont.)
    Term Set
    “A term set is a collection of related terms”
    Global Term Set
    Term sets available to all of the site collections in a web application associated with a given MMS proxy
    Local Term Set
    Term sets available to a single site collection
  • The Ugly - InfoPath
    No InfoPath support
    Applies to both Forms Services and List Forms
    Bonus: This limitation exists for Ratings as well
  • The Ugly – SharePoint Workspace
    No SharePoint Workspace support
    If your users need to take their data offline, Managed Metadata may not be right for you!
    If the list does not contain required taxonomy fields, the list is accessible
    If the list contains required taxonomy fields, it will be inaccessible
  • The Ugly – SharePoint Workspace
  • The Ugly – SharePoint Workspace
  • The Ugly – Datasheet View
    No support for Edit in Datasheet View
    No bulk edit (like a choice field)
    There are third-party products available to address this
  • The Bad – Synonym Search
    No built-in support for searching/refining result sets based on synonyms
  • Limited support in views
    Cannot use “Begins With” or “Contains” operators to filter
    The Bad – View Limitations
  • The Bad – View Limitations
    Limited support in views
    Cannot be used in Calculated Columns
  • The Ugly – Fullwidth Ampersands
    0xEF,0xBC,0x86 or uFF06?
    Ampersands are stored as fullwidth ampersands within the MMS database. Working with terms in PowerShell and custom solutions (e.g. exporting terms to CSV) becomes a chore
    CAML queries need special attention
    Example (Output term to StreamWriter):
    $sw.WriteLine($term.Name)
    vs
    [Byte[]] $amp = 0xEF,0xBC,0x86;
    $sw.WriteLine($term.Name.Replace([System.Text.Encoding]::UTF8.GetString($amp, “&”));
  • The Bad – cmdlet Features
    PowerShell cmdlets do not contain the same features available in the Taxonomy API
    Get-SPTaxonomySessionalwaysretrieves a cached version of the term store
    Microsoft.SharePoint.Taxonomy.TaxonomySession has a constructor which allows for the cache to be updated when the session is retrieved
    PS C:> $session = Get-SPTaxonomySession –Site http://intranet
    PS C:> [Reflection.Assembly]::LoadWithPartialName(“Microsoft.SharePoint.Taxonomy”)
    PS C:> $site = Get-SPSitehttp://intranet
    PS C:> $session = New-Object Microsoft.SharePoint.Taxonomy.TaxonomySession($site, $true)
  • The Bad - Recovery
    Backup and Restore requires more planning
    Local Term Stores become problematic
    Terms are ultimately created and stored within the Service Application database (not the content database)
    Export-SPMetadataWebServicePartitionData can be used to retrieve the local term store before a site collection restore and retain the local term identifiers
    Site collections using local term stores can be found via PowerShell and the Taxonomy API
  • The Bad – Global vs. Local Terms
    Credit:
    AndewConnell - SharePoint 2010 Managed Metadata - Global vs. Local Term Sets
    http://j.mp/pZtExI
  • The In-between – Office Clients
    No support in legacy Office clients
    Legacy clients (Office 2007/2003) need to edit metadata fields through the web interface
    Office 2010 supports taxonomy fields natively (except SharePoint Workspace)
  • The In-between – Office Clients
  • The Good - Consistency
    Managed Metadata promotes consistent terminology
    Rigid enough to enforce corporate taxonomy
    Hierarchical structure which allows for items to be available for browsing, but not tagging
    Flexible enough to allow for a folksonomy
    Common terms can be promoted to the corporate taxonomy
    Content Type syndication
    Content Types can be published from a single hub to all of the web applications to which the MMS proxy is connected
  • The Good – Content Type Hub
    Central management of Content Types
    Site columns
    Information Management Policies
    Site collection feature
    One hub per MMS Application
    Publish to all site collections/web applications associated with MMS proxy
  • The Good – Content Organizer
    Metadata based routing and storage of files within a site
    Web-scoped feature
    Automatically activated in the Document Center and Records Center site templates
    Supports folder partition via Rules
    Rules are based on Content Type
    All files submitted to the site can be forced to go through the Organizer
    Allows for submissions from other sites/web applications
    Supports priority based rules
  • The Good - Search
    Higher quality search results
    Refinements (faceted search) supported in Enterprise search
    Refiners can be configured based on requirements (e.g. always show Product Categories)
  • The Good - Search
  • The Good – Metadata Navigation
    Metadata Navigation and Key Filters
    Metadata navigation allows users to filter list and library views instantly based on metadata terms while key filters allows for greater refinement
    Enabling metadata navigation automatically indexes list columns by default
    Unindexed queries are not supported on large lists or lists with more items than the defined List View Threshold
    Performs recursive queries so all items are returned outside of folders
  • The Good - Management
    Flexible Management
    Manage terms in a central location (Central Administration)
    Copy, Reuse, Merge, Deprecate, and Move terms
    Multiple Service Applications in a farm
  • The Good - Portability
    Portable
    Import existing taxonomies into new term sets
    Export taxonomies for further distribution
    Export-SPMetadataWebServicePartitionData/Import-SPMetadataWebServicePartitionData
    SolidQManaged Metadata Exporter for SharePoint 2010
  • The Good - Publishing
    Publishable Service Application
    Cross-farm consumption of common terms and corporate taxonomy
    Supports content type syndication
  • The Good – Capacity Limitations
    There are limits
    Supported maximum limits in a term store
    7 levels of hierarchical terms in a term set
    1,000 term sets
    30,000 terms (additional labels are not counted as terms)
    1,000,000 total items per term store (additional labels are not counted as terms)
    ~250 terms in a single taxonomy field
  • Reference
    Managed Metadata Overview (TechNet)
    http://technet.microsoft.com/en-us/library/ee424402.aspx
    Managed Metadata Service Application Overview
    http://technet.microsoft.com/en-us/library/ee424403.aspx
    Managed Metadata cmdlets
    http://technet.microsoft.com/en-us/library/ff871452.aspx
    Managed Metadata Column Limitations (Michael Pisarek - @MichalPisarek)
    http://www.sharepointanalysthq.com/2011/06/managed-metadata-column-limitations
    SharePoint 2010 Managed Metadata - About the series... (Andrew Connell - @AndrewConnell)
    http://www.andrewconnell.com/blog/archive/2011/06/15/sharepoint-2010-managed-metadata-about-the-series.aspx
    SolidQ Managed Metadata Exporter for SharePoint 2010
    http://metadataexportsps.codeplex.com
  • Survey
    Please complete and turn in your Session Evaluation Form so we can improve future events. Survey can be filled out at:
    http://app.fluidsurveys.com/s/spstc2011-Fri-S2B-102
    or
    http://j.mp/ocV0pC
    Presenter: Scott Hoag
    Session Name: Managed Metadata: The Good, The Bad, and the Ugly
    Session No.: Fri-S2B-102
  • Questions or comments?
    Please contact:
    Scott Hoag
    CapTech Ventures, Inc.
    Twitter: @ciphertxt
    Email: shoag@captechventures.com
    Blog: http://mylifeinaminute.com