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TSPUG: Content Management in SharePoint 2010
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TSPUG: Content Management in SharePoint 2010

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This presentation was delivered at the Toronto SharePoint User Group's December 2009 meeting. Note that all slides containing graphics were aggregated from Microsoft decks presented during SPC 2009, ...

This presentation was delivered at the Toronto SharePoint User Group's December 2009 meeting. Note that all slides containing graphics were aggregated from Microsoft decks presented during SPC 2009, corrections and text-only slides are original.

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  • The following list shows the results of this configuration:All departments have access to the Document-Base content type.The Products department and the Legal department have access to Products-Document-Base.All keywords are stored in the term store that is associated with the Global Managed Metadata service so that all departments can see all of the keywords.All departments can see the IT, HR, and Products departments’ term sets.Only the Legal department can see the Legal department’s term sets.

TSPUG: Content Management in SharePoint 2010 TSPUG: Content Management in SharePoint 2010 Presentation Transcript

  • Content Management in SharePoint 2010
    Eli Robillard
    SharePoint Server MVP
  • Microsoft SharePoint 2010
    Sites
    Connect and Empower People
    Communities
    Composites
    Cut Costs with a Unified Infrastructure
    Content
    Insights
    Rapidly Respond to Business Needs
    Search
  • What’s New for Content
    Managed Metadata Service
    Business Connectivity Services
    What’s New for Lists and Libraries
    New ways to tag content
  • Managed Metadata Service
    A Term Store contains term sets and managed keywords.
    Term Sets are hierarchical taxonomies.
    Keywords are non-hierarchical terms.
    Content Types can be syndicated from a Hub.
  • Term Store
    Metadata Shared Service
    One term store per shared service app
    Term Store
    ContentTypeHub
    Many groups per term store. Used as security boundary
    Content Types
    Group(s)
    Many term sets per group
    (max 1000 total per term store)
    Term Set(s)
    30K terms per term set
    (max. 1m total)
    Synonyms
    Description
    Translations
    Custom properties
    Term(s)
  • Managed Metadata Service
  • Managed Metadata Services
    Farm 1
    Farm 2
    Term Store 1a
    Web App 2
    Web App 1a
    Connection Proxy
    Term Store 2
    Doc Lib 1b
    Web App 1b
    Web App 3
    Term Store 3
    Farm 3
    Site Coll. 1b
  • Content Type Syndication
    Big value adds
    Up-to-date and consistent schemas across the Enterprise
    Syndicated content types can have a single policy i.e,. from now on blogs posting must expire after 18 months
    Publishing content types
    1
    Content Types are ‟published” from a ‟normal” Site Content Type Gallery
    Maximum of 1 Hub per Metadata Shared Application Service
    It is not a requirement that a Metadata Service syndicate content types
    It is not a requirement that a service connection consume content types from the service
    Setting a site collection to be the hub enables necessary components on hub
    What gets published?
    2
    Content Type with all the corresponding columns
    Including Document Set Content Type
    Policies
    And workflow associations (not the workflows)
  • Content Type Syndication
    3
    Managing published content types
    From the hub
    Publish
    Unpublish
    Republish
    Roll-up errors from consuming site collections
    On the consumer side
    Extend a published content type
    Derive from a published content type
    View import errors
    Refresh all content types consumed from the Hub
  • Business Connectivity Services
    External Content Types
    Business Data Connectivity (BDC)
  • SharePoint
    Design Tools
    Office Applications
    BCS Client
    Dev Platform
    Enterprise Search
    Business Intelligence
    Collaboration Social
    Enterprise Content Management
    SharePointDesigner
    External Lists
    External Content Type Repository
    Visual Studio
    Business Data Connectivity
    Web 2.0
    DB
    WCF
    Web Service
    LOB
    Business Connectivity Services
  • External Content Type (ECT)The building block
    Superset of entity capabilities; describes:
    Structure of the external system (Fields, Methods, Connection)
    How this data behaves within SharePoint and Office
    Manage and reuse from a central location
    Added to the Business Data Connectivity service through:
    SharePoint Designer
    Visual Studio 2010
    Import into the Business Data Connectivity service as part of a model
  • External Content Type (ECT)The building block
    BCS-enabled solutions rely on ECTs to integrate external data into SharePoint and the Office client applications
    Can be reused in:
    External List
    Search
    Outlook
    SharePoint Workspace
    Word
    InfoPath
    Access
    Other Office applications via code
  • External Content Type
    The Building Block
    SharePoint Workspace with InfoPath Forms
    Outlook Forms andTask panes
    SharePoint External lists
    Search results
    Office Apps
  • PresentationExternal Lists in SharePoint
    Presentation
    Connectivity
    Tooling
    Expose external data as a native SharePoint list
    Full CRUD capability
    Familiar UI and navigation
    Sort, Filter, Group
    Programmatic access via SPList OM
    Profile page available for each item in the list
    Form
    Auto-generated OOB
    Upsize to InfoPath
    Offline-able
  • PresentationOffline External List
    Presentation
    Connectivity
    Tooling
    Connect to Outlook as
    Contacts
    Tasks
    Calendars
    Posts
    Download to SharePoint Workspace as
    Lists
    Word doc libraries with external data columns
  • PresentationSurfacing External Data
    Presentation
    Connectivity
    Tooling
    External Data Columns
    Add data from external content types to standard SharePoint lists
    Can be made available as Content Controls in Word
    Web Parts
    Scenario: Use for Dashboard pages
    External Data List 
    External Data Item
    External Data Item Builder
    External Data Related List
    External Data Connectivity Filter
    Chart Web Part
    External Data Search
    Integrate External Data into search results
  • Connectivity
    Presentation
    Connectivity
    Tooling
    .NET Assembly Connector
    Useful approach if business logic can be exposed through static APIs that rarely change
    Does not provide facility to over-ride default TypeReflector
    Custom Connector
    Useful approach when back end interfaces change frequently (dynamic)
    Provides facility to over-ride default TypeReflector
    Server & Client side pluggability for customSSO provider
  • ConnectivityConnecting to External Data
    Presentation
    Connectivity
    Tooling
    Business Data Connectivity enhancements
    Read/write capability
    Claims aware
    Connect via ADO/SQL, WCF/WS, .Net Assembly and Custom Connectors
    Batch and bulk operation support
    BDC used for Search indexing connectors
    Added blob, incremental crawl and item level Security
    Symmetrical server and client runtimes
    Connect from client or server directly to external data
    Rich client cache
    SQL CE database is used to cache external data
    Allows for “cached mode” behavior on external data
  • ToolingEasily create and customize solutions
    Presentation
    Connectivity
    Tooling
    Assembly
    No-code solutions in SPD
    External Content Type definitions
    Form layout and validation
    Workflow integration
    Build
    Pro-Dev Solutions in Visual Studio
    Create reusable components (UI parts, ECTs, actions)
    Custom Office Integration (add-ins)
    Custom connectivity
    .Net Assembly Connector
    Custom Connector
    Code-based business logic
  • Types of Solutions
    Presentation
    Connectivity
    Tooling
    • Custom connectivity for data aggregation, transformation, security, etc.
    • Use custom code to integrate data into any Office app
    • Business logic in forms
    • Create reusable components (UI parts, ECTs, actions)
    • Customize
    • InfoPath forms
    • Workflow
    • Web Part Pages
    • Outlook task pane and ribbon
    • Out-of-box
    • Surface data in External Lists
    • Connect those lists to Outlook, SPW
    • External Data Columns
    Intermediate
    Simple
    Advanced
    NO CODE*
    CODE
    SharePoint Designer
    SharePoint SDK
    Visual
    Studio
    Advanced Developer
    Developer
    Power User
  • Baked into the Platform…
    SharePoint Server 2010
    Office 2010
    Secure Store Service
    External Data Search
    Rich Client Extensions
    BDC Client Runtime
    External Data Web Parts
    Profile Pages
    SharePoint Foundation 2010
    External List
    External Data Column
    Business Data Connectivity Service
  • What’s New for Lists
    Relationships with Cascade or Block
    Location-based metadata
    Multi-select operations
    Better scalability and performance
    Auto-generated indexes
    List query throttling
    Asset Libraries for Rich Media content
  • What’s New for Lists
    External Lists
    Document Sets
    Document IDs
    Metadata-based Navigation
  • External Lists
    Surface external data to users
    Supports all CRUD operations
    Familiar UI (sort, filter, group, etc.)
    Auto-generated forms
    Option to upsize to InfoPath forms
  • Document Sets
    A way to group related files
    Inherits from Folder
    Can set location-based metadata
    Documents Sets can have Document IDs
  • Document IDs
    A unique identifier that follows a document wherever it goes.
    Documents with IDs have permanent URLs (permalinks)
    A Doc ID Redirector locates the document
    Can use the out-of-box service to generate IDs or build your own
  • Metadata-based Navigation
    Folder-like navigation
    Auto-generated based on metadata
  • Ways to tag files with metadata
    Web Browser
    1
    List items can be tagged by using the ‟Edit Properties” UI
    By a business process
    By virtue of the location in which we choose to store the item (location based metadata)
    Values from the parent Doc Set
    Office Clients
    2
    Document Information Panel allows for tagging in the authoring surface of the Office client
    Backstage in the Office clients will allow full fidelity of the managed metadata controls
    InfoPath forms
    Custom Apps
    3
    3rd party or custom applications using SharePoint Metadata OM
  • Metadata driven scenarios
    Records Management
    DAM
    Global
    By modifying out-of-the-box settings a single infrastructure can support a large range of business needs:
    Managed Metadata Column
    Term Set
    Shared Service Application
    Standardized Contract Template
    Corp. Intranet
    Corp.Tag Cloud
    Team or Application Specific
    Scope
    KnowledgeBase
    MySite
    Local
    Team or Project Doc Lib
    Folksonomy
    Managed Taxonomy
    Open Hierarchies
    Level of Control
  • Metadata field & features
    Managed Metadata Column
    Closed Term Set
    Open Term Set
    Type-ahead
    Disambiguation
    MUI support
    Description
    Synonyms
    Tree Picker
    Add new Term
    Controlled & managed
    Flexible & open
  • Metadata field & features
    Managed Keywords Column & Social Tagging Control
    Closed Term Set
    Open Term Set
    Keywords Set
    Type-ahead
    Disambiguation
    MUI support
    Description
    Synonyms
    Tree Picker
    Add new Term
    Validates all terms
    Upload
    Controlled & managed
    Flexible & open
  • Why do we tag?
    Metadata drives discovery and decisions
    Metadata is how we navigate
    Metadata improves search
  • Types of data
    Structured
    • Industry-standard categories
    • Line-of-business data
    • Central lookup lists
    • Data warehouses
    • Surveys
    • Access databases
    • SharePoint Lists
    Unstructured
    • File shares
    • Narratives, blogs
    • Office documents
    • Surveys
    • Access databases
    • SharePoint Lists
  • Types of metadata
    Structured
    Taxonomies
    Centrally managed
    Standardized
    Mature languages
    Simple, well-understood domains
    Unstructured
    Folksonomies
    Anyone can define a term
    Ad hoc
    Emerging languages
    Complicated or complex domains
  • Action Items
    Think about the new scenarios SharePoint 2010 makes possible.
    Consider the planning you’ll want to do to prepare for RTM.
    Start using the beta!