Managed MetadataThe Good, the Bad, and the UglyAdmin - 200<br />
Welcome<br />Please turn off all electronic devices or set them to vibrate.<br />If you must take a phone call, please do ...
About Me<br />Senior Consultant with CapTech Consulting<br />MCTS SharePoint 2010, MCP<br />Contact<br />Twitter: @ciphert...
Agenda<br />Definitions<br />The Ugly<br />How did things ever get to be this way?<br />The Bad <br />I’m not happy about ...
Definitions<br />Managed Metadata<br />“Managed metadata is a hierarchical collection of centrally managed terms that you ...
Definitions (cont.)<br />Term Set<br />“A term set is a collection of related terms”<br />Global Term Set<br />Term sets a...
The Ugly - InfoPath<br />No InfoPath support<br />Applies to both Forms Services and List Forms<br />Bonus: This limitatio...
The Ugly – SharePoint Workspace<br />No SharePoint Workspace support<br />If your users need to take their data offline, M...
The Ugly – SharePoint Workspace<br />
The Ugly – SharePoint Workspace<br />
The Ugly – Datasheet View<br />No support for Edit in Datasheet View<br />No bulk edit (like a choice field)<br />There ar...
The Bad – Synonym Search<br />No built-in support for searching/refining result sets based on synonyms<br />
Limited support in views<br />Cannot use “Begins With” or “Contains” operators to filter<br />The Bad – View Limitations<b...
The Bad – View Limitations<br />Limited support in views<br />Cannot be used in Calculated Columns<br />
The Ugly – Fullwidth Ampersands<br />0xEF,0xBC,0x86 or uFF06?<br />Ampersands are stored as fullwidth ampersands within th...
The Bad – cmdlet Features<br />PowerShell cmdlets do not contain the same features available in the Taxonomy API<br />Get-...
The Bad - Recovery<br />Backup and Restore requires more planning<br />Local Term Stores become problematic<br />Terms are...
The Bad – Global vs. Local Terms<br />Credit: <br />AndewConnell - SharePoint 2010 Managed Metadata - Global vs. Local Ter...
The In-between – Office Clients<br />No support in legacy Office clients<br />Legacy clients (Office 2007/2003) need to ed...
The In-between – Office Clients<br />
The Good - Consistency<br />Managed Metadata promotes consistent terminology<br />Rigid enough to enforce corporate taxono...
The Good – Content Type Hub<br />Central management of Content Types<br />Site columns<br />Information Management Policie...
The Good – Content Organizer<br />Metadata based routing and storage of files within a site<br />Web-scoped feature<br />A...
The Good - Search<br />Higher quality search results<br />Refinements (faceted search) supported in Enterprise search<br /...
The Good - Search<br />
The Good – Metadata Navigation<br />Metadata Navigation and Key Filters<br />Metadata navigation allows users to filter li...
The Good - Management<br />Flexible Management<br />Manage terms in a central location (Central Administration)<br />Copy,...
The Good - Portability<br />Portable<br />Import existing taxonomies into new term sets<br />Export taxonomies for further...
The Good - Publishing<br />Publishable Service Application<br />Cross-farm consumption of common terms and corporate taxon...
The Good – Capacity Limitations<br />There are limits<br />Supported maximum limits in a term store<br />7 levels of hiera...
Reference<br />Managed Metadata Overview (TechNet)<br />http://technet.microsoft.com/en-us/library/ee424402.aspx<br />Mana...
Survey<br />Please complete and turn in your Session Evaluation Form so we can improve future events.  Survey can be fille...
Questions or comments?<br />Please contact:<br />Scott Hoag<br />CapTech Ventures, Inc.<br />Twitter: @ciphertxt<br />Emai...
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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 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&lt;Category Title=&quot;Category&quot; Description=&quot;Categories of the documents&quot; Type=&quot;Microsoft.Office.Server.Search.WebControls.TaxonomyFilterGenerator&quot; MetadataThreshold=&quot;1&quot; NumberOfFiltersToDisplay=&quot;10&quot; MaxNumberOfFilters=&quot;10&quot; ShowMoreLink=&quot;True&quot; MappedProperty=&quot;owstaxidcategory&quot; MoreLinkText=&quot;show more&quot; LessLinkText=&quot;show fewer&quot; ShowCounts=&quot;Count&quot; /&gt;
  • DemoAdd custom refiner for Category field (used in MetadataNav site) (owstaxidcategory managed property already created – can go through if asked&lt;Category Title=&quot;Category&quot; Description=&quot;Categories of the documents&quot; Type=&quot;Microsoft.Office.Server.Search.WebControls.TaxonomyFilterGenerator&quot; MetadataThreshold=&quot;1&quot; NumberOfFiltersToDisplay=&quot;10&quot; MaxNumberOfFilters=&quot;10&quot; ShowMoreLink=&quot;True&quot; MappedProperty=&quot;owstaxidcategory&quot; MoreLinkText=&quot;show more&quot; LessLinkText=&quot;show fewer&quot; ShowCounts=&quot;Count&quot; /&gt;
  • 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 of "Managed Metadata - The Good, the Bad, and the Ugly"

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

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