SPSRI13 - Taming Your Taxonomy in SharePoint


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SharePoint Saturday Rhode Island - November 9, 2013

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  • Thank you for coming!
  • I’m going to be throwing a lot of information at you.Please, not for my own sake… go read this white paper.PlanningDocumentingInheritance
  • I recently switched jobs to my new company.Different definitions for some of the same terms that I thought I had a universal understanding of.What the heck is INFORMATION ARCHITECTURE?
  • We’ve got one definition hereStructureOrganizationLabelsGoalsSearchManagement
  • We’ve got another definition; again…StructuringOrganizingLabelingFindabilityUsability
  • We also have this term out there, CONTENT ARCHITECTURE. What is that?For me, content architecture is how I used to describe information architecture
  • Content Management
  • Part of a processWhere does this leave us?At this point I describe IA much more broadly—the overall design of an information-based solution, and content architecture more specifically dealing with the actual documents and chunks of data themselves.
  • But we’re here to talk about taxonomy…What is this thing called TAXONOMY?
  • Simply…
  • What are the common threads?
  • This stuff is not black and white or one-size-fits-all.
  • At the same time, working through this stuff should consist of two complimentary objectives.By going through the process, you’ll shape your outcome.You’ll be using your need to arrive at your outcome to drive that process.
  • So everyone’s on the same page…
  • You must plan ahead.
  • If you don’t go through this process and plan ahead and communicate across all of the participants, stakeholders, sponsors, etc…
  • 60 minutes is not a lot of time.
  • SharePoint has two main constructs that we’re going to focus on: content types and site columns. But what the heck is a CONTENT TYPE?
  • Out-of-the-Box Content Types
  • ItemContactEventDocumentFolderDocument Set
  • What’s altered this decision a bit is SharePoint 2013’s managed metadata extended properties.
  • What is METADATA?You’re already using it.
  • At the very least:CreatedCreated ByModifiedModified By
  • Association
  • For example, imagine that you are organizing a conference. Each conference session is assigned a room, and the large sessions are also assigned an overflow room, in which attendees who do not fit into the primary room can watch the session broadcast on large screens. You decide to track all of the sessions and their associated details in a SharePoint list.To keep track of the sessions and their conference rooms, you would:Create a term set that is named “Conference rooms” to represent all of the available rooms.Add a term to the term set for each conference room.Create a content type called “Session.”Add two new columns to the content type: “Room” and “Overflow room.”Specify that the value of each of these columns must come from the "Conference rooms" term set.Create a list of sessions.In this example, when you add a session to the list, you provide values for the Room and Overflow room. If you later reserve an additional room at the conference center, you would add a new term to the Conference rooms term set, and it would become a valid value for the two columns.
  • To organize the conference sessions, you start by using the Term Store Management Tool to define a term set to represent all of the conference rooms. Then you use the same tool to add a term to the term set for each room. You start to define the following term set and terms.The term set is becoming unwieldy. You will have to scroll through too long a list when you select a conference room. You decide to reorganize the term set based on which wing of the conference center the rooms are located in. The new term set and terms now have this structure.Because the terms "Auditoriums," "Halls," "Second floor," and "Third floor" are used only for grouping other terms and do not represent actual rooms in which sessions can be held, you do not make these terms available for users to select.
  • Instantiation
  • http://technet.microsoft.com/en-us/library/cc262787.aspx
  • http://technet.microsoft.com/en-us/library/cc262787.aspx
  • It is incredibly important to consider and plan out the organization of the content that you’re going to manage.SharePoint has certain constructs built-in to set you up properly for being able to employ many of its features.
  • SPSRI13 - Taming Your Taxonomy in SharePoint

    1. 1. Jonathan Ralton BlueMetal Architects TAMING YOUR TAXONOMY IN SHAREPOINT
    2. 2. OUTLINE Setting the Stage  Orientation   In  The Nitty-Gritty  In  Theory… Practice… Exercise  Wrapping-Up  Questions  Giveaway
    3. 3. Taming Your Taxonomy in SharePoint SETTING THE STAGE
    4. 4. ME
    5. 5. JONATHAN RALTON    Senior Information Architect at BlueMetal Architects SharePoint IT Pro since 2005 (WSS/SPS) Contract Management, Document Management, Content Management PRESENTER jonathanr@bluemetal.com @jonralton
    6. 6. YOU
    7. 7. AUDIENCE  What are your roles?     Developer Administrator Business User ?  What are you hoping to learn?
    8. 8. bit.ly/GovernanceinSharePointFeature WHITE PAPER
    9. 9. Taming Your Taxonomy in SharePoint ORIENTATION: IN THEORY…
    10. 10. def·i·ni·tion [dèffə nísh'n] INFORMATION ARCHITECTURE
    11. 11. INFORMATION ARCHITECTURE “the art and science of structuring, organizing, and labeling information to help people find and manage information” – Peter Morville and Louis Rosenfeld, Information Architecture for the World Wide Web
    12. 12. INFORMATION ARCHITECTURE 1. 2. The structural design of shared information environments The art and science of organizing and labeling …to support findability and usability – Information Architecture Institute
    13. 13. def·i·ni·tion [dèffə nísh'n] CONTENT ARCHITECTURE
    14. 14. CONTENT ARCHITECTURE 1. 2. The specification for a content management solution A set of activities and outputs for effective content management – Cleve Gibbon
    16. 16. def·i·ni·tion [dèffə nísh'n] TAXONOMY
    17. 17. TAXONOMY “a classification into ordered categories” – dictionary.com
    18. 18. TAXONOMY A way to group things together
    19. 19. IN THEORY…  Qualities  Structured  Organized  Goals  Make findable  Make usable  Methods  Grouping  Classification  Categorization
    20. 20. IN THEORY… Art Science
    21. 21. IN THEORY… A Process An Outcome
    22. 22. PROCESS   Helps elicit ideas Helps resolve prior mistakes   Based on past experience Helps achieve buy-in IN THEORY… OUTCOME   Design Document Artifacts   Spreadsheet(s) Chart(s)
    23. 23. IN THEORY…  SharePoint does this thing called Content Management
    24. 24. Taming Your Taxonomy in SharePoint THE NITTY-GRITTY: IN PRACTICE…
    25. 25. LET’S IGNORE… Content Type Publishing  Managed Metadata Import, Navigation  Folksonomy 
    26. 26. def·i·ni·tion [dèffə nísh'n] CONTENT TYPE
    27. 27. CONTENT TYPE “a reusable collection of: 1. metadata (columns), 2. workflow, 3. behavior, and other 4. settings for a category of items or documents in a…list or document library” – Microsoft
    28. 28. Name System Document Collection Folder System Page System Page Layout System Master Page Audio Image Rich Media Asset Video Document List View Style Form Picture Master Page Wiki Page Basic Page Web Part Page Link to a Document Dublin Core Columns Document Set Folder Discussion Summary Task Announcement Comment Contact East Asia Contact Event Issue Item Link Message Post Reservations Schedule Schedule and Reservations Task Page Page Layout Publishing Master Page Parent Name #N/A Folder #N/A #N/A #N/A Rich Media Asset Rich Media Asset Document Rich Media Asset Item Document Document Document Document Document Document Basic Page Document Document Document Collection Folder Item Folder Folder Item Item Item Item Item Item System Item Item Item Event Event Event Item System Page System Page Layout System Master Page Group _Hidden _Hidden _Hidden _Hidden _Hidden Digital Asset Content Types Digital Asset Content Types Digital Asset Content Types Digital Asset Content Types Document Content Types Document Content Types Document Content Types Document Content Types Document Content Types Document Content Types Document Content Types Document Content Types Document Content Types Document Content Types Document Set Content Types Folder Content Types Folder Content Types Folder Content Types List Content Types List Content Types List Content Types List Content Types List Content Types List Content Types List Content Types List Content Types List Content Types List Content Types List Content Types List Content Types List Content Types List Content Types Publishing Content Types Publishing Content Types Publishing Content Types
    29. 29. WARNING DO NOT modify the out-of-the-box content types 
    30. 30. CONTENT TYPES – CATEGORIES Item Document Folder Document Set
    31. 31. CONTENT TYPES – CONSIDERATIONS Where to define/Scope  Inheritance  Levels of abstraction  Library/List content types 
    32. 32. def·i·ni·tion [dèffə nísh'n] SITE COLUMN
    33. 33. SITE COLUMN “a reusable column definition, or template, that you can assign to multiple lists across multiple SharePoint sites” – Microsoft
    34. 34. SITE COLUMNS – TYPES           All Day Event Audience Targeting Calculated Choice Currency Computed Cross Project Link Date and Time External Data File           Hyperlink/Picture Integer Lookup Managed Metadata Multi-Text Number Number of Ratings Person/Group Publishing HTML Publishing Image         Publishing Schedule End Date Publishing Schedule Start Date Rating (0-5) Recurrence Summary Links System Text Yes/No
    35. 35. SITE COLUMNS – JUDGEMENT CALL Choice Lookup Managed Metadata
    36. 36. SITE COLUMNS – CONSIDERATIONS Where to define/Scope  Library/List columns 
    37. 37. def·i·ni·tion [dèffə nísh'n] METADATA
    38. 38. METADATA Content Types Metadata Site Columns
    39. 39. METADATA – PROCESS 1. 2. 3. Identify common elements Identify unique elements Associate at the appropriate level(s) on the appropriate content type(s)
    40. 40. MANAGED METADATA 1. 2. 3. 4. 5. 6. Create a term set that is named “Conference rooms” to represent all of the available rooms. Add a term to the term set for each conference room. Create a content type called “Session.” Add two new columns to the content type: “Room” and “Overflow room.” Specify that the value of each of these columns must come from the "Conference rooms" term set. Create a list of sessions.
    41. 41. MANAGED METADATA  Conference rooms (term set)                 La Nouvelle Ballroom Room 256 Room 270 Mardi Gras Ballroom Room 287 Room 391 Room 348b Hall C Hall D Room 348a Auditorium C Auditorium D Auditorium E Room 354 Room 355 Room 293  Conference rooms (term set)  Auditoriums     Halls       La Nouvelle Ballroom Mardi Gras Ballroom Second floor      Hall A Hall B Hall C Hall D Ballrooms   Auditorium C Auditorium D Auditorium E Room 256 Room 270 Room 287 Room 293 Third floor      Room 348a Room 348b Room 354 Room 355 Room 391
    43. 43. SITE TEMPLATES          Assets Web Database  Basic Meeting  Workspace Basic Search Center  Blank Meeting  Workspace  Blank Site Blog  Business Intelligence  Center  Charitable Contributions  Web  Contacts Web Database Custom Decision Meeting Workspace Document Center Document Workspace Enterprise Search Center Enterprise Wiki FAST Search Center Group Work Site Issues Web Database Multipage Meeting         Workspace Personalization Site Projects Web Database Publishing Site Publishing Site with Workflow Records Center Social Meeting Workspace Team Site Visio Process Repository
    44. 44. LIBRARY TEMPLATES Asset Library  Dashboards Library  Data Connection Library  Document Library  Form Library  Picture Library  Record Library  Report Library  Slide Library  Wiki Page Library 
    45. 45. LIST TEMPLATES         Announcements Calendar Contacts Custom List Custom List in Datasheet View Discussion Board External List Import Spreadsheet         Issue Tracking Links PerformancePoint Content List Project Satisfaction Survey Project Tasks Status List Survey Tasks
    46. 46. SHAREPOINT BUILDING BLOCKS Content Types Context Taxonomy
    47. 47. CONTENT TYPES  Use to…   Maintain consistency across libraries and lists Isolate workflow, policies, and other settings   Information Management (Records Management) Etc. SITE COLUMNS  Use to…       Drive views Expose via search Drive reports Preserve information Trigger workflow Etc. SHAREPOINT BUILDING BLOCKS
    48. 48. TAXONOMY  Use to…         Leverage security (List, Site) Differentiate list-based workflows (List) Segregate content (List, Site, Site Collection) Facilitate geographic placement (Farm) Control versioning (List) Account for alternate authentication method(s) (Web Application) Account for encryption (Web Application) Etc. SHAREPOINT BUILDING BLOCKS
    49. 49. TAXONOMY/CONTEXT 1. 2. Determine what content is needed where Associate at the appropriate level(s) with the appropriate container(s)
    50. 50. TAXONOMY/CONTEXT  Consider:      The site and list/library columns that will identify, qualify, and differentiate those items and documents that will be stored The lists/libraries that will segregate those items and documents within the site(s) The sites that will contain those lists/libraries within the site collection(s) The site collections that will contain those sites within the web application(s) The web application(s) that will contain those site collections within the farm(s)
    51. 51. KEY LIMITS AND BOUNDARIES Object Scope SharePoint 2013 300/Web App Content Databases SharePoint 2010 500/Farm Content Content Database 200GB  1TB 200GB  4TB Site Collections Farm (not specified) 250,000 non-Personal Site Collections and 500,000 Personal Site Collections Site collections Database 2,000 recommended for upgrades 5,000 supported 2,500 non-Personal Site Collections or 10,000 Personal Site Collections Web sites Site collection 250,000 250,000 (sub) Sites Site 2,000 (not specified) Lists Site 2,000 Items List 30 M Items List View 5,000 Documents Doc Library 30 M Documents Folder 2,000 Document size File <2 GB> <2 GB> Major Versions Document 400,000 400,000 Minor Versions Document <511> <511> 30 M 30 M
    52. 52. KEY LIMITS AND BOUNDARIES Object Columns Scope SharePoint 2010 SharePoint 2013 List 276 single line 192 multi line 276 choice … Joins List 8 lookups SharePoint Groups Site Collection 10,000 10,000 SharePoint Groups User belongs to 5,000 5,000 Users and Directory Groups SharePoint Group 5,000 5,000 Users and Directory Groups Site Collection 2M 2M Security Scopes (unique ACL’s per list) Security Columns List 5,000 5,000 recommended 50,000 max 10 10 100 M 100 M (10 M/index partition) Document Editing Concurrent Authors Document Search Indexed Documents Search Configuration Crawled Properties Search Service App 50,000
    53. 53. Taming Your Taxonomy in SharePoint EXERCISE
    54. 54. EXCERCISE            Addendum Amendment Annual Report Change Request Collateral Contract Customer Exhibit Holiday Invoice Master Services Agreement            Memorandum Non-Disclosure Agreement Policy Proposal Prospectus Purchase Order Resume Schedule Statement of Work Supplier Tax Return
    55. 55. Taming Your Taxonomy in SharePoint WRAPPING UP
    56. 56. QUESTIONS
    57. 57. GIVEAWAY
    58. 58. We are hiring! www.bluemetal.com/jobs.aspx
    59. 59.                Data Platform Engineer .NET Software Engineer UX/UI Software Engineer / Architect UX Software Engineer / Architect .NET Software Engineer .NET Software Engineer / Architect SharePoint Software Engineer SharePoint Senior Software Engineer / Architect Data Architect/Senior Data Engineer UX Architect / Senior Engineer Enterprise Business Development Executive SQL Server DW / BI Architect Data and Analytics Principal Architect Senior Java Engineer Office Administrator Current Openings
    60. 60. http://www.flickr.com/photos/boliyou/2884130773/
    61. 61. Taming Your Taxonomy in SharePoint REFERENCE
    62. 62. FOR YOUR REFERENCE SharePoint 2010 Resources for IT Pros SharePoint 2013 bit.ly/198MNWA bit.ly/1gJfv4Q Features and Editions Limits and Boundaries SharePoint Online bit.ly/SP13-Service bit.ly/1cKVK0p bit.ly/SPO-Service bit.ly/SP13-Limits bit.ly/SPO-Limits Discontinued Features and Functionality bit.ly/1bhrLKr Guidance for Modifying Pre-Defined Stuff SharePoint Maturity Model bit.ly/17KHAuw www.sharepointmaturity.com
    63. 63. AIIM  Association for Information and Image Management www.aiim.org www.aiim.org/sharepoint SIM BOSTON  ORGANIZATIONS – ECM Society for Information Management www.bostonsim.org
    64. 64. SIKM  Systems Integration Knowledge Management Leaders Community groups.yahoo.com/neo/gro ups/sikmleaders ORGANIZATIONS – KNOWLEDGE MANAGEMENT
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