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Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
Managed Metadata - The Good, the Bad, and the Ugly
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<Category Title="Category" Description="Categories of the documents" Type="Microsoft.Office.Server.Search.WebControls.TaxonomyFilterGenerator" MetadataThreshold="1" NumberOfFiltersToDisplay="10" MaxNumberOfFilters="10" ShowMoreLink="True" MappedProperty="owstaxidcategory" MoreLinkText="show more" LessLinkText="show fewer" ShowCounts="Count" />
  • DemoAdd custom refiner for Category field (used in MetadataNav site) (owstaxidcategory managed property already created – can go through if asked<Category Title="Category" Description="Categories of the documents" Type="Microsoft.Office.Server.Search.WebControls.TaxonomyFilterGenerator" MetadataThreshold="1" NumberOfFiltersToDisplay="10" MaxNumberOfFilters="10" ShowMoreLink="True" MappedProperty="owstaxidcategory" MoreLinkText="show more" LessLinkText="show fewer" ShowCounts="Count" />
  • 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
  • Transcript

    • 1. Managed MetadataThe Good, the Bad, and the UglyAdmin - 200
    • 2. 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:
    • 3. About Me
      Senior Consultant with CapTech Consulting
      MCTS SharePoint 2010, MCP
      Contact
      Twitter: @ciphertxt
      Email: shoag@captechconsulting.com
      Blog: http://mylifeinaminute.com
    • 4. 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!
    • 5. 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”
    • 6. 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
    • 7. The Ugly - InfoPath
      No InfoPath support
      Applies to both Forms Services and List Forms
      Bonus: This limitation exists for Ratings as well
    • 8. 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
    • 9. The Ugly – SharePoint Workspace
    • 10. The Ugly – SharePoint Workspace
    • 11. 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
    • 12. The Bad – Synonym Search
      No built-in support for searching/refining result sets based on synonyms
    • 13. Limited support in views
      Cannot use “Begins With” or “Contains” operators to filter
      The Bad – View Limitations
    • 14. The Bad – View Limitations
      Limited support in views
      Cannot be used in Calculated Columns
    • 15. 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, “&”));
    • 16. 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)
    • 17. 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
    • 18. The Bad – Global vs. Local Terms
      Credit:
      AndewConnell - SharePoint 2010 Managed Metadata - Global vs. Local Term Sets
      http://j.mp/pZtExI
    • 19. 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)
    • 20. The In-between – Office Clients
    • 21. 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
    • 22. 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
    • 23. 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
    • 24. 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)
    • 25. The Good - Search
    • 26. 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
    • 27. 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
    • 28. 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
    • 29. The Good - Publishing
      Publishable Service Application
      Cross-farm consumption of common terms and corporate taxonomy
      Supports content type syndication
    • 30. 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
    • 31. 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
    • 32. 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
    • 33. Questions or comments?
      Please contact:
      Scott Hoag
      CapTech Ventures, Inc.
      Twitter: @ciphertxt
      Email: shoag@captechventures.com
      Blog: http://mylifeinaminute.com

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