Tag, you're it! SharePoint Managed Metadata, De-Mystified

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Hashtags, Enterprise Keywords, Managed Navigation, Term Sets: these are key features in SharePoint, and they all have one thing in common—they use Managed Metadata. In this session, you’ll get a better understanding of what SharePoint’s Managed Metadata Service Application can (and can’t) do, learn when you should use it (and when you shouldn’t), and dive into a couple use cases that will have you ready to tag in no time.

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  • DEMONewsfeed  About Me  Edit Profile“Ask me about”Details “Skills”, “Interests”Newsfeed settings  “Followed #Tags”User ProfileClick #SharePointSaturday”Search Site  Search “Managed Metadata”Search “pick”Search “C#”SharePoint Saturday site
  • SharePoint Saturday Term Store Settings“Microsoft” group“Web” groupRoot Term concept  Think “hierarchy” and create a good root term? Why? Pin and reuse“Technologies” term setReuse:“Server Software”“Operating Systems”Add “Office Web Apps” to “Server Software”Edit documentRelated technologiesClient or prospect: “NBA”Change “NBA” from Client to Prospect
  • Map to “Fantasy Football” term setCreate pages, demo gotchas
  • Tag, you're it! SharePoint Managed Metadata, De-Mystified

    1. 1. TAG YOU’RE IT DE-MYSTIFYING TAGGING, KEYWORDS AND MANAGED METADATA IN SHAREPOINT
    2. 2. CHRIS JOHNSON  SENIOR CONSULTANT: MICROSOFT PRACTICE @ PSC GROUP  DEVELOPER/ARCHITECT  6 YEARS BUILDING BUSINESS SOLUTIONS WITH SHAREPOINT  EXPERTISE:  DOCUMENT MANAGEMENT  SITE TEMPLATES & AUTOMATION  RESPONSIVE DESIGN  MANAGED METADATA
    3. 3. AGENDA  INTRODUCTION TO TAGGING  WHY DO YOU CARE? – USE CASES, DEMOS  LIMITATIONS
    4. 4. WHAT IS TAGGING? MANY NAMES:  TAGGING  ENTERPRISE KEYWORDS  TERM STORE  HASHTAGS  TAXONOMY  FOLKSONOMY  MANAGED METADATA SERVICE APPLICATION  MANAGED NAVIGATION  SOCIAL MANAGED METADATA: INFORMATION THAT CAN BE ORGANIZED AND REUSED  HIERARCHICAL  TAXONOMY  FLAT (MESSY)  FOLKSONOMY
    5. 5. WHAT IS TAGGING? VALUE PROPOSITION – DEPENDS ON WHO YOU ARE  END USER  “SUGGEST-AS-YOU-TYPE” UI  SYNONYMS  EASY CONTRIBUTION  VISUALIZE HIERARCHY  ADMINISTRATOR, BA  CENTRALIZED MANAGEMENT  IMPORT/EXPORT (WITH GUIDS!)  PIN, REUSE OR MOVE TERMS BETWEEN MULTIPLE TERM SETS  HIERARCHICAL NAVIGATION  VISUALIZE USAGE  DEVELOPER/ARCHITECT  SIMPLIFIED REUSE  POWERFUL (COMPLEX) OBJECT MODEL END USER ADMINISTRATOR BA DEVELOPER ARCHITECT
    6. 6. ARCHITECTURE: MMSA WEB APP MMS APP WEB APP SITE COLL SITE COLL SITE COLL SITE COLL DEFINED CONSUMED o MANAGED METADATA o MANAGED CONTENT TYPES
    7. 7. WHY DO YOU CARE? USE CASES 1. COLLABORATION a. ENTERPRISE KEYWORDS b. HASHTAGS c. TAGS & NOTES 2. DOCUMENT MANAGEMENT a. M.M. COLUMNS b. REORGANIZE c. “PIN AND REUSE” 3. PORTAL a. MANAGED NAVIGATION
    8. 8. FOLKSONOMY TAGGING (OPEN) #TAGS TAGS & NOTES ENTERPRISE KEYWORDS YOU CAN TAG: NEWSFEED POSTS, ITEMS w/E.K. FIELD PAGES (INTERNAL, EXTERNAL) ITEMS w/E.K. FIELD CAN YOU FOLLOW? YES – “TAGS” OR “INTERESTS” YES – “INTERESTS” YES – “TAGS” OR “INTERESTS” PRIVACY PUBLIC PUBLIC PUBLIC PREREQUISITES USER PROFILE SERVICE*, MMS USER PROFILE SERVICE*, MMS USER PROFILE SERVICE*, MMS, ADDED TO LIBRARY OR CONTENT TYPE SOURCE HASHTAGS TERM SET ONLY ALL TERM SETS ALL TERM SETS *TO FOLLOW
    9. 9. FOLKSONOMY TAGGING & THE USER PROFILE SERVICE DEMO “GOTCHAS” o DEPENDENT UPON USER PROFILE SERVICE TIMER JOBS o “ASK ME ABOUT VS. “SKILLS/INTERESTS” VS. “TAGS” – CONFUSING o IF ENABLED, OPENS UP ENTIRE TERM STORE ASK ME ABOUT TAGS INTERESTS SKILLS PURPOSE PEOPLE SEARCH NEWSFEED NEWSFEED PEOPLE SEARCH TYPE “PUSH” “PULL” “PULL” “PUSH” SOURCE ALL TERM SETS HASHTAGS TERM SET ONLY ALL TERM SETS ALL TERM SETS
    10. 10. TAXONOMY TAGGING (LIMITED) M.M. COLUMNS MANAGED NAVIGATION YOU CAN TAG: ITEMS W/FIELD PAGES PRIVACY TERM SET TERM SET PREREQUISITES MMS, TERM SET MMS, PUBLISHING FEATURESET SOURCE SPECIFIC TERM SET SPECIFIC TERM SET
    11. 11. TAXONOMY TAGGING: HIERARCHY & ORGANIZATION TERM GROUP TERM SET TERM USE ROLE SECURITY GROUPING TOP OF HIERARCHY DEMO “GOTCHAS” o TERM GROUPS, TERM SETS AND TERMS o NOT WHAT YOU’D THINK o THINK HIERARCHY! (PROTIP: ROOT TERM) o “AVAILABLE FOR TAGGING”  POWERFUL
    12. 12. MANAGED NAVIGATION TAGGING DEMO KEY FEATURES o SITE-COLLECTION TERM GROUPS o ADD PAGES TO NAVIGATION AUTOMATICALLY o FRIENDLY URLS o MAP: TERM  PAGE “GOTCHAS” o CONFUSING FOR END-USERS
    13. 13. HOW TO BREAK IT  LIMITATIONS  SECURITY  “MANAGE” SECURITY APPLIED AT GROUP LEVEL ONLY  NOT A PLACE FOR SENSITIVE DATA  NO TRUE “SECURITY” EVERYTHING IS PUBLIC  “MANAGE LISTS”  SEE ALL TERMS IN TERM STORE  GOVERNANCE  FEW REPORTING TOOLS AVAILABLE OUT-OF-THE-BOX  FOLKSONOMY TO TAXONOMY: DIFFICULT AT BEST  USE IT WHEN:  YOU HAVE A PLAN GOING IN  YOU HAVE PERSONNEL TO MANAGE IT  YOU’RE NOT PROTECTING SENSITIVE DATA  TURN AND RUN:  SENSITIVE DATA  NO TIME TO MANAGE LIMITATIONS: WHEN TO USE THE MMSA AND WHEN TO TURN AND RUN
    14. 14. QUESTIONS? THANK YOU FOR YOUR TIME!
    15. 15. THANK YOU! Blog: thedotnetter.wordpress.com • Slide deck • Managed metadata stuffz PSC Group: psclistens.com

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