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, 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

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