Tagging Up - MMS and Taxonomy In SharePoint 2010

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Chris McNulty's presentation on SharePoint MMS at SPTechCon SF 2012

Chris McNulty's presentation on SharePoint MMS at SPTechCon SF 2012

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  • We have offices throughout the world and have the resources to support the largest global organizations whether they be in the Americas, Europe, Middle East, Africa, or across the Asia Pacific and Japan region.
  • Let’s break down investments by workloads…SitesCommunitiesContentSearchInsightsComposites
  • I would be happy to discuss what we are trying to put together for partners/TEC.

Transcript

  • 1. Tagging Up – Managed Metadataand Taxonomies in SharePoint 2010SPTechCon San Francisco 2012Chris McNultySharePoint Strategic Product ManagerFebruary 2012 ©2011 Quest Software, Inc. All rights reserved..
  • 2. Quest Market Presence Americas 60 Offices, 3 HQs EMEA APJa Sales/Mrkg 3600+ Employees R&D Support 178 Countries 100,000+ Customers All Verticals Global 200 SMB Multiple Business Lines Database, Monitoring, Data Protection, User Workspace/Virtualization, Windows (SharePoint, AD, Messaging), Identity Mgmt 2 2 ©2011 Quest Software, Inc. All rights reserved.. ©2011 Quest Software, Inc. All rights reserved. Confidential.
  • 3. 3 3 ©2011 Quest Software, Inc. All rights reserved..©2011 Quest Software, Inc. All rights reserved. Confidential.
  • 4. Chris McNulty• SharePoint Strategic Product Manager at Quest Software• 10+ years with SharePoint• 20 years consulting (led KMA SharePoint practice) and financial services technology (Santander, John Hancock/Manulife, GMO, State Street)• MBA in Inv Mgmt from Boston College• Write and speak often on Microsoft IW technologies (blogs & books)• MCSE MCTS MSA MVTSP MCC• Hiking, cooking, playing guitar, colonial history, photography 4• My family: Hayley, three kids (17, 8, 5) and my dog Stan ©2011 Quest Software, Inc. All rights reserved..
  • 5. About Home
  • 6. Microsoft SharePoint Server 2010 … the bright frontier Eastern Long Island, July 4, 2010
  • 7. Agenda• Metadata – definitions and taxonomy• Usage scenarios• Folksonomy usage• Taxonomy management• Tags and social networking• Content type hubs and publishing• Configuration Overview & Design Tips 8 ©2011 Quest Software, Inc. All rights reserved..
  • 8. What is metadata?• Literally, “after data”• In practical usage, it means data about data• For SharePoint, it usually means data that describes or classifies other data (lists) or documents (libraries) 9 ©2011 Quest Software, Inc. All rights reserved..
  • 9. Wait, what was SharePoint again? 10 ©2011 Quest Software, Inc. All rights reserved..
  • 10. Ribbon UI SharePoint Workspace SharePoint Mobile Office Client and Office Web App Integration Business Connectivity Services Standards Support InfoPath Form Services External Lists Workflow SharePoint Designer Sites Tagging, Tag Cloud, Ratings Visual Studio Social Bookmarking API Enhancements REST/ATOM/RSS Composites Communities Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org BrowserPerformancePoint Services Insights ContentExcel ServicesChart Web PartVisio ServicesWeb Analytics Enterprise Content Types Search Metadata and NavigationSQL Server IntegrationPowerPivot Document Sets Multi-stage Disposition Social Relevance Audio and Video Content Types Phonetic Search Remote Blob Storage Navigation List Enhancements FAST Integration Enhanced Pipeline
  • 11. SharePoint Information Architecture(http://intranet) 12 ©2011 Quest Software, Inc. All rights reserved..
  • 12. Terminology• Taxonomy – A formal hierarchy of terms and tags, usually centrally administered and defined• Folksonomy - Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords (Thomas Vanderwal – “people‟s taxonomy”)• Ontology - Formal representation of knowledge as a set of concepts within a domain, and the relationships between those concepts• Term Store – A database that houses taxonomies• Term Set – The “second level” of a taxonomy• Term – (a/k/a “tag”) An element of the defined taxonomy 13 ©2011 Quest Software, Inc. All rights reserved..
  • 13. SharePoint Content Terminology• Content Type – A reusable collection of settings and rules applied to a certain category of content in SharePoint.• Content Type Hub – A site collection which operates as a central source to share content types across the enterprise• Content Type Syndication – Publishing content types across multiple sites, site collections, web application and/or farms. 14 ©2011 Quest Software, Inc. All rights reserved..
  • 14. 2010 Managed Metadata Service• Centralized enterprise repository for tag hierarchies and keywords• Publish and subscribe model for distributed content types 15 ©2011 Quest Software, Inc. All rights reserved..
  • 15. Scenario: Growth of an Information Architecture• New company starts to develop products• “X21 Screen Cleaner” is Products the first product Product Information• Products team has a SharePoint site with a folder for product information• Simple storage and navigation 16 ©2011 Quest Software, Inc. All rights reserved..
  • 16. Scenario: Growth of an Information Architecture• Company hires its first marketing specialist• Adds a folder to the Products library for marketing Product Information content• Multiple products, but all Marketing Information information still in one spot 17 ©2011 Quest Software, Inc. All rights reserved..
  • 17. Scenario: Growth of an Information Architecture• In six months, marketing grows to a department, gets its own site Products Product Information• Document physical Marketing storage becomes de Marketing Information facto taxonomy 18 ©2011 Quest Software, Inc. All rights reserved..
  • 18. Information Architecture Questions• “I‟m in the marketing group, and I just finished a new product sheet for the X-21 project – do I keep it on my site, or on the products site, or save it to both places?”• “I‟m in the product group, and there‟s a product information sheet for the X21 Screen Cleaner – is that the most recent version, or do I have to double check on another site?”• “I‟m searching for information on the X-21 product – do we call it „X21‟, or „X-21‟? Why can‟t we use both?” 19 ©2011 Quest Software, Inc. All rights reserved..
  • 19. The bright frontier –SharePoint 2010 Managed Metadata Service• Centralized enterprise repository for tag hierarchies and keywords• Publish and subscribe model for distributed content types 20 ©2011 Quest Software, Inc. All rights reserved..
  • 20. Using MMS Taxonomy• Add from common button• Select from list tor type- ahead• Consume from views, navigation, and search! 21 ©2011 Quest Software, Inc. All rights reserved..
  • 21. DEMO• Tag usage and sharing 22 ©2011 Quest Software, Inc. All rights reserved..
  • 22. Folksonomy• Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords• Centrally stored in the MMS application• Easily enabled option for all document libraries• Can also be applied to content outside SharePoint 23 ©2011 Quest Software, Inc. All rights reserved..
  • 23. Social tagging• Tags are aggregated to each user‟s profile page• Tags have profile pages• Tags can be “followed” just like people in SharePoint social nets 24 ©2011 Quest Software, Inc. All rights reserved..
  • 24. DEMO• Adding managed Keywords• Tagging and Terms• Tagging on personal profiles• Tag profiles 25 ©2011 Quest Software, Inc. All rights reserved..
  • 25. Search• Tags are automatically crawled properties• All tags and terms are available as left hand “refinements” 26 ©2011 Quest Software, Inc. All rights reserved..
  • 26. MMS - Shared Service Applications• 2010 common farm functions are now User Profiles Metadata independent Shared Search Service Applications Excel Calc Visio• MMS is an SSA!• Records/librarians/IA can administer metadata without becoming farm admins http://globalweb http://itportal 27 ©2011 Quest Software, Inc. All rights reserved..
  • 27. Taxonomy Administration• Creating and managing terms and term sets• Attaching to a library• Taxonomy navigation 28 ©2011 Quest Software, Inc. All rights reserved..
  • 28. Taxonomy Operations• Term sets can be copied, relocated, and reused from existing terms• Terms can be copied, reused, merged, deprecated, etc.• Keywords (folksonomy) can be moved into a managed term set or deleted 29 ©2011 Quest Software, Inc. All rights reserved..
  • 29. DEMO• Admin• Term sets and terms• Metadata fields• Navigation 30 ©2011 Quest Software, Inc. All rights reserved..
  • 30. Content Type Hubs• Define one master site collection to house Managed Metadata Service Application master content types• Publish and synchronize across multiple farm and Primary Site Collection Content Type Hub or site collections Other Site Collection Local Content Types Subscribed Content Types 31 ©2011 Quest Software, Inc. All rights reserved..
  • 31. BestPractices
  • 32. Design Considerations• Openness vs. closed term sets• Tag security• Dynamic external tags• Content types & site columns - practical guidance• Role of Master Data Services in SQL 2008 R2• Programmability & Customization• Dark secrets… 33 ©2011 Quest Software, Inc. All rights reserved..
  • 33. Design - Openness• Folksonomy - Managed Keywords are usually “open”, and allow users to add new terms interactively• Taxonomy - Managed term stores are usually closed, and require administrators to add new terms• Open folksonomies and closed taxonomies is a good practice…best?• Watch trends in casual social tags and evaluate “promotion” to formal taxonomy. 34 ©2011 Quest Software, Inc. All rights reserved..
  • 34. Design – Content Types• Use Document ID function uniformly among hub and subscribers – otherwise content types arent published• Check logs for content publishing if you have questions • Republish and use options & timer jobs to “force” updates• Site columns, especially choice lists, can behave unexpectedly. • Column definitions and lookup values will be copied to each separate site collection • Lookup values can be locally edited and changed. • They reset to master values the next time the content type is published.• Changes to Content Organizer, Records Management and Retention Policy reduce the need for more content types 36 ©2011 Quest Software, Inc. All rights reserved..
  • 35. Design – Dynamic External Tags• One way data import limits• BCS provides alternative tag techniques• BCS data source can be maintained externally, or by publishing the source as an External List. • External Lists act almost identically to native SharePoint lists in the UI. 37 ©2011 Quest Software, Inc. All rights reserved..
  • 36. Physical and Logical Design• Use Content Type Organizer rule to move new documents based on initial tags• Use taxonomy and metadata to drive information lifecycle management processes (e.g. archiving)• Improve browsability and search relevance 38 ©2011 Quest Software, Inc. All rights reserved..
  • 37. DEMO• Central Admin• Federated Administration• Dynamic external “tags”• Search• Content Organizer 40 ©2011 Quest Software, Inc. All rights reserved..
  • 38. Programmability• C# use Microsoft.SharePoint.Taxonomy• PowerShell$str = “SAMPLE”$site = new-object Microsoft.SharePoint.SPSite("http://MYSITE")$session = new-objectMicrosoft.SharePoint.Taxonomy.TaxonomySession($site)$termstore = $session.TermStores[“MYTERMSTORE"][…create group…][…create term set…]$term = $termset.CreateTerm($str, 1033) 41 ©2011 Quest Software, Inc. All rights reserved..
  • 39. Programming & Customization• C# use Microsoft.SharePoint.Taxonomy• PowerShell• Native web parts to display tag clouds• Easily built web parts to add statistics on tag usage 42 ©2011 Quest Software, Inc. All rights reserved..
  • 40. DEMO• PowerShell 43 ©2011 Quest Software, Inc. All rights reserved..
  • 41. IA Solutions• Use MMS to centrally define product tags to be shared across multiple sites and libraries• Create centralized document repositories (Document Center)• Define a term store for all departments• Managed Metadata field in Document Center for Department• Content Type Organizer rule to move new documents tagged as “Departments:Marketing” to a Marketing folder in the Doc Center• Add a new “Departments” Managed Metadata field to Content Types in our collaboration sites and Document Center, and set default to “Departments:Marketing” 44 ©2011 Quest Software, Inc. All rights reserved..
  • 42. Dark Secrets of MMS 45 ©2011 Quest Software, Inc. All rights reserved..
  • 43. Dark Secrets of MMS• No granular security on tag definitions or tags as applied• No meta-metadata • You can define products and group them hierarchically, but you can‟t add a list price and then navigate or refine to find content by price • Can‟t tag a tag, can‟t rate a tag, can‟t “like” a tag • Can‟t organize “personal” tags• Client application support limitations • SharePoint Workspace 2010 can read but not write MMS tags • InfoPath browser client can‟t read or write MMS tags 46 ©2011 Quest Software, Inc. All rights reserved..
  • 44. The 9 10 Some Adoption Rules1. Start small. Do NOT put everything in a term set.2. Find “ friendlies”. Introduce keywords to users who understand the benefits3. Use default tags in context.4. External data. Use BCS if tag definitions are outside SharePoint (G/L codes)5. Understand the security model and don‟t put “secret” terms in a term store.6. Extend administrative access for nontraditional administrators (e.g. corporate records staff)7. Plan for and deploy centralized content types.8. If security requirements are simple - and document sharing is important, use the Document Center to centralize document storage, and use content types and tags to classify docs.9. Watch usage patterns for keywords and search. Unused typos in a keyword field (e.g. “holidya list”) can be deleted, and new project names can be promoted!10. Synonyms! Synonyms! Synonyms!11. Taxonomy does NOT belong to IT!!! 47 ©2011 Quest Software, Inc. All rights reserved..
  • 45. Resources• From Microsoft: • SharePoint 2010 site: http://sharepoint.microsoft.com • SharePoint Team Blog: http://blogs.msdn.com/sharepoint/default.aspx• From Quest • www.quest.com • www.sharepointforall.com 48 ©2011 Quest Software, Inc. All rights reserved..
  • 46. •Questions•Evaluations - EventBoard•Contact Me 49 ©2011 Quest Software, Inc. All rights reserved..
  • 47. Thank you…• Contact • Email chris.mcnulty@quest.com • Blog http://www.chrismcnulty.net/blog and http://www.sharepointforall.com • Twitter: @cmcnulty2000 • LinkedIn:http://www.linkedin.com/in/cmcnulty• SPTechCon • Managed Metadata Mon 1:45pm • Lightning Talks – Mon 4:45 (Governance) • Lead Experts Panel – SharePoint Admin Tuesday 3:15-3:45 • BI (w Sadie Van Buren) Tuesday 4:00pm • Book Signing – Tues 5:30 SP2010 Consultants Handbook (MMS) BZMedia • Book Signing – Tues 6:00pm SP2010 Consultant’s Handbook (NEW!) – Quest • Project Server Wed 2pm• Upcoming: • March - SP Heartland Conference (OH); SharePoint Conference Australia, SP Connections (NV) • April – SPS Twin Cities, TEC San Diego • May – New England SPUG 50 ©2011 Quest Software, Inc. All rights reserved..
  • 48. ©2011 Quest Software, Inc. All rights reserved..