Managed Metadata & Taxonomies in SharePoint 2010
SharePoint Saturday Boston
February 27, 2010
Chris McNulty



  This info...
KMA Background
• A full-service information technology consulting firm established in 1995
• 23 employees: Partner, PM, An...
About Me
•      Working with SharePoint
       technologies since 2000/2001
•      20 years consulting and financial
     ...
Agenda
•      Metadata – definitions and taxonomy
•      Usage scenarios
•      Folksonomy usage
•      Taxonomy managemen...
Microsoft SharePoint Server 2010 … the bright frontier
What is metadata?
• Literally, “after data”
• In practical usage, it means data about data
• For SharePoint, it usually me...
Terminology

• Taxonomy – A formal hierarchy of terms and tags, usually
  centrally administered and defined
• Folksonomy ...
SharePoint Content Terminology

• Content Type – A reusable collection of settings and
  rules applied to a certain catego...
History
• 2001: original release of                                                              Users
  SharePoint
      ...
The bright frontier - 2010 Managed
                 Metadata Service
• Centralized enterprise
  repository for tag
  hiera...
Scenario: Growth of an Information Architecture

• New company starts to
  develop products
• “X21 Screen Cleaner” is     ...
Scenario: Growth of an Information Architecture

• Company hires its first
  marketing specialist
                        ...
Scenario: Growth of an Information Architecture

• In six months,
  marketing grows to a
  department, gets its           ...
IA Questions
• “I’m in the marketing group, and I just finished a new
  product sheet for the X-21 project – do I keep it ...
IA Solutions
• Use MMS to centrally define product tags to be shared across
  multiple sites and libraries
• Create centra...
Demo
• Tag sharing across multiple sites/collections
         – Products and Screen Cleaners




                         ...
Folksonomy
• Informal list of ad-hoc tags or terms, usually built up
  over time through user defined keywords
• Centrally...
Social tagging
• Tagging activities are always available form a
  common UI
• Tags are aggregated to each users profile pa...
Demo
•      Adding Managed Keywords to a library
•      Tagging and terms
•      Tags on personal profiles
•      Tag prof...
Taxonomy
• Creating and managing
  terms and term sets
• Attaching to a library
• Taxonomy navigation




                ...
Demo
• Term sets and terms
• Metadata fields
• Navigation




                                                      (21)
T...
Content Type Hubs
• Define one master site                                   Managed Metadata Service Application


  coll...
Search
• Tags are
  automatically
  crawled
  properties
• All tags and terms
  are available as
  left hand
  “refinement...
Design Considerations
•      Dynamic external tags
•      Tag security
•      Openness vs. closed term sets
•      Federat...
Design – Dynamic External Tags
• One way data import
  limits
• BCS provides alternative
  tag techniques
• BCS data sourc...
Design - Security
• Security is limited to the term set level
• All child terms inherit this visibility setting
• What you...
Design - Openness
• Folksonomy - Managed Keywords are usually “open”, and
  allow users to add new terms interactively thr...
Design - Shared Service Applications
• The 2007 Shared Services
  Provider has been broken
  up.
• Each of its elements is...
Design – Content Types
• Use Document ID function uniformly among hub and
  subscribers – otherwise content types aren't p...
Demo – Administration
• Central Admin
         –     Federated Administration
         –     Create term sets
         –  ...
Q&A

• Open Questions
• Contact Me
• Ask the Experts
• Ask the
  community
• Feedback forms

                             ...
Resources
• From Microsoft:
   – SharePoint 2010 site (including beta download):
     http://sharepoint2010.microsoft.com
...
Thank you…
• Contact Details
         – Email cmcnulty[at]kma-llc[dot]net
         – Blog http://blogs.kma-llc.net/microkn...
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KMA's SharePoint Saturday Deck

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Transcript of "KMA's SharePoint Saturday Deck"

  1. 1. Managed Metadata & Taxonomies in SharePoint 2010 SharePoint Saturday Boston February 27, 2010 Chris McNulty This information is confidential and was prepared by Knowledge Management Associates solely for the use of our client; it is not to be relied on by any 3rd party without KMA’s prior written consent.
  2. 2. KMA Background • A full-service information technology consulting firm established in 1995 • 23 employees: Partner, PM, Analyst, Developer, QA • Industry expertise and core focus: Professional Services, Life Sciences & Financial Services • Microsoft technology focus: – Microsoft Certified Partner since 1995 – Microsoft Gold Certified Partner since 2004 – Working with SharePoint technologies since 2001 – Specialties in Enterprise Content Management and Forms, Portals and Collaboration, Search • Approximately 12 consultants versed in SharePoint technologies • Approximately 40 SharePoint projects delivered locally over last 2 years (2) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  3. 3. About Me • Working with SharePoint technologies since 2000/2001 • 20 years consulting and financial services technology (Santander, John Hancock, GMO, State Street) • SharePoint practice lead at KMA • Write and speak often on Microsoft information worker technologies • Microsoft MCSE/MCTS/MSA • BC MBA in Investment Management • Hiking, cooking, playing guitar, colonial history, photography • My family: Hayley, three kids (15, 6, 3) and my dog Stan (3) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  4. 4. Agenda • Metadata – definitions and taxonomy • Usage scenarios • Folksonomy usage • Taxonomy management • Tags and social networking • Content type hubs and publishing • Configuration Overview & Design Tips (4) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  5. 5. Microsoft SharePoint Server 2010 … the bright frontier
  6. 6. 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) (6) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  7. 7. 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 Vander Wal – “people’s taxonomy”) • 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 (7) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  8. 8. 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. (8) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  9. 9. History • 2001: original release of Users SharePoint 1,200,000,000 • 2003: expansion of libraries, 1,000,000,000 custom columns 800,000,000 • 2007: site columns, business 600,000,000 data catalog and content types 400,000,000 become widespread; adoption 200,000,000 Users rate leads to explosive growth of - SharePoint content SP2001 SPS2003 MSS 2010 MOSS 2007 • June 2010: release of SharePoint 2010 with Managed Metadata Service (9) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  10. 10. The bright frontier - 2010 Managed Metadata Service • Centralized enterprise repository for tag hierarchies and keywords • Publish and subscribe model for distributed content types (10) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  11. 11. Scenario: Growth of an Information Architecture • New company starts to develop products • “X21 Screen Cleaner” is Products Product Information the first product • Products team has a SharePoint site with a folder for product information • Simple storage and navigation (11) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  12. 12. Scenario: Growth of an Information Architecture • Company hires its first marketing specialist Products • Adds a folder to the Product Information library for marketing content Marketing Information • Multiple products, but all information still in one spot (12) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  13. 13. Scenario: Growth of an Information Architecture • In six months, marketing grows to a department, gets its Products Product Information own site Marketing • Document physical Marketing Information storage becomes de facto taxonomy (13) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  14. 14. IA 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?” (14) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  15. 15. 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” (15) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  16. 16. Demo • Tag sharing across multiple sites/collections – Products and Screen Cleaners (16) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  17. 17. Folksonomy • Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords • Centrally stored in the MMS application • Included by default in all document libraries (17) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  18. 18. Social tagging • Tagging activities are always available form a common UI • Tags are aggregated to each users profile page • Tags themselves get profile pages (18) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  19. 19. Demo • Adding Managed Keywords to a library • Tagging and terms • Tags on personal profiles • Tag profiles (19) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  20. 20. Taxonomy • Creating and managing terms and term sets • Attaching to a library • Taxonomy navigation (20) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  21. 21. Demo • Term sets and terms • Metadata fields • Navigation (21) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  22. 22. Content Type Hubs • Define one master site Managed Metadata Service Application collection to house master content types • Publish and Primary Site Collection Content Type Hub synchronize across multiple farm and or Other Site Collection site collections Local Content Types Subscribed Content Types (22) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  23. 23. Search • Tags are automatically crawled properties • All tags and terms are available as left hand “refinements” (23) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  24. 24. Design Considerations • Dynamic external tags • Tag security • Openness vs. closed term sets • Federated administration • Content types & site columns - practical guidance (24) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  25. 25. 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. (25) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  26. 26. Design - Security • Security is limited to the term set level • All child terms inherit this visibility setting • What you can’t do is this: – Tag (Viewers) • Northwind (Andy & Bob) • Contoso (All Employees) • Oracle (Executive Team Only) (26) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  27. 27. Design - Openness • Folksonomy - Managed Keywords are usually “open”, and allow users to add new terms interactively through tagging. • Taxonomy - Managed term stores are usually closed, and require administrators to add new terms. • Open folksonomies and closed taxonomies is a good practice. – May become a best practice – Watch trends in casual social tags and evaluate “promotion” to formal taxonomy. (27) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  28. 28. Design - Shared Service Applications • The 2007 Shared Services Provider has been broken up. • Each of its elements is now a Shared Service Application • MMS is also a Shared Service Application • Records/librarians/IA can administer metadata without becoming farm admins (28) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  29. 29. Design – Content Types • Use Document ID function uniformly among hub and subscribers – otherwise content types aren't 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. (29) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  30. 30. Demo – Administration • Central Admin – Federated Administration – Create term sets – Create terms and tags – Dynamic external “tags” • Content Hubs • Search (30) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  31. 31. Q&A • Open Questions • Contact Me • Ask the Experts • Ask the community • Feedback forms (31) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  32. 32. Resources • From Microsoft: – SharePoint 2010 site (including beta download): http://sharepoint2010.microsoft.com – SharePoint Team Blog: http://blogs.msdn.com/sharepoint/default.aspx • From KMA: – Monthly webinars on SharePoint 2010 (EPM, upgrades, etc.) – Web: www.kma-llc.net (now powered by SharePoint!) with white papers, blogs, archived presentations, news, and events – SharePoint Deployment Planning Services (SDPS), now available for 2010 planning (32) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
  33. 33. Thank you… • Contact Details – Email cmcnulty[at]kma-llc[dot]net – Blog http://blogs.kma-llc.net/microknowledge – Twitter: http://twitter.com/cmcnulty2000 – LinkedIn:http://www.linkedin.com/in/cmcnulty (33) Twitter hashtag: Copyright 2010 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spsbos
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