Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

Playing Tag:Managed Metadata and Taxonomies in SharePoint 2010BA Insight WebcastJuly 2011Chris McNulty

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 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

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) (5)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

Ribbon UI SharePoint Workspace SharePoint Mobile Office Client and Office Web App Integration Business Connectivity Services Standards Support InfoPath Form Services External Lists Workflow SharePoint Designer Sites Tagging, Tag Cloud, Ratings Visual Studio Social Bookmarking API Enhancements REST/ATOM/RSS Composites Communities Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org BrowserPerformancePoint Services Insights ContentExcel ServicesChart Web PartVisio ServicesWeb Analytics Enterprise Content Types Search Metadata and NavigationSQL Server IntegrationPowerPivot Document Sets Multi-stage Disposition Social Relevance Audio and Video Content Types Phonetic Search Remote Blob Storage Navigation List Enhancements FAST Integration Enhanced Pipeline

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 Vanderwal – “people’s taxonomy”)• Ontology - Formal representation of knowledge as a set of concepts within a domain, and the relationships between those concepts• 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 (9)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

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. (10)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

The bright frontier - 2010 Managed Metadata Service• Centralized enterprise repository for tag hierarchies and keywords• Publish and subscribe model for distributed content types (12)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

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 (13)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

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 (14)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

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 (15)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

Information Architecture 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?” (16)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

The answer….

Using MMS Taxonomy• Add from common button• Select from list tor type-ahead• Consume from views, navigation, and search! (18)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

IA Answers - Demo• Tag sharing across multiple sites/collections – Products and Screen Cleaners (19)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

Folksonomy• Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords• Centrally stored in the MMS application• Easily enabled option for all document libraries• Can also be applied to content outside SharePoint (20)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

Social tagging• Tags are aggregated to each user’s profile page• Tags have profile pages• Tags can be “followed” just like people in SharePoint social nets (21)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

Search• Tags are automatically crawled properties• All tags and terms are available as left hand “refinements”• Use metadata to start your search with precision (22)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

Demo• Adding Managed Keywords to a library• Tagging and terms• Navigation• Search• Tags on personal profiles• Tag profiles (23)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

Taxonomy Administration• Creating and managing terms and term sets• Attaching to a library• Taxonomy navigation (24)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spshartford

Taxonomy Operations• Term sets can be copied, relocated, and reused from existing terms• Terms can be copied, reused, merged, deprecated, etc.• Keywords (folksonomy) can be moved into a managed term set or deleted (25)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #spshartford

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 (26)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

Demo• Central Admin / Site Admin – Term sets and terms – Metadata fields – Navigation (27)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

Best Design Practices

Design - Shared Service Applications• 2007 Shared Services User Profiles Provider splits up Search Metadata• Each of its elements Excel Calc (including MMS) is now a Visio Shared Service Application (SSA)• Records mgrs/librarians/info architects can administer metadata without http://globalweb http://itportal becoming farm admins (33)Twitter hashtag: Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved. Twitterhashtag: #sptechcon

Physical and Logical Design• Use Content Type Organizer rule to move new documents based on initial tags• Use taxonomy and metadata to drive information lifecycle management processes (e.g. archiving) – Improve browsability and search relevanceTwitter hashtag:

Programming & Customization• C# use Microsoft.SharePoint.Taxonomy• PowerShell• Native web parts to display tag clouds• Easily built web parts to add statistics on tag usage• Ask me for a sample!Twitter hashtag:

Dark Secrets of MMSTwitter hashtag:

Dark Secrets of MMS• No granular security on tag definitions or tags as applied• No meta-metadata – You can define products and group them hierarchically, but you can’t add a list price and then navigate or refine to find content by price – Can’t tag a tag, can’t rate a tag, can’t “like” a tag – Can’t organize “personal” tags• Client application support limitations – SharePoint Workspace 2010 can read but not write MMS tags – InfoPath browser client can’t read or write MMS tagsTwitter hashtag:

The 9 10 Some Adoption Rules1. Start small. Do NOT put everything in a term set.2. Find “ friendlies”. Introduce keywords to users who understand the benefits3. Use default tags in context.4. External data. Use BCS if tag definitions are outside SharePoint (G/L codes)5. Understand the security model and don’t put “secret” terms in a term store.6. Extend administrative access for nontraditional administrators (e.g. corporate records staff)7. Plan for and deploy centralized content types.8. If security requirements are simple - and document sharing is important, use the Document Center to centralize document storage, and use content types and tags to classify docs.9. Watch usage patterns for keywords and search. Unused typos in a keyword field (e.g. “holidya list”) can be deleted, and new project names can be promoted!10. Synonyms! Synonyms! Synonyms!11. Taxonomy does NOT belong to IT!!!Twitter hashtag:

• Thanks…and more info From Microsoft: – SharePoint 2010 site: http://sharepoint.microsoft.com – SharePoint Team Blog: http://blogs.msdn.com/sharepoint• From KMA (www.kma-llc.net) – Monthly webinars on SharePoint 2010 – Follow KMA on Twitter http://twitter.com/#!/KMALLC – Like KMA on Facebook http://www.facebook.com/home.php#!/pages/Knowledge-Management-Associates- LLC/94463087794 – Join KMA’s Linked In group “New England SharePoint Answers” http://www.linkedin.com/groups?gid=1854454&trk=myg_ugrp_ovr• From me – cmcnulty@kma-llc.net / Twitter @cmcnulty2000 – Blog http://blogs.kma-llc.net/microknowledge – For more: • SharePoint Saturday NYC – July 30, 2011 (Project Server) • Fairfield CT SPUG – August 10, 2011 (BI) • SharePoint Saturday DC – August 11-13, 2011 (BI, ECM, Adoption, IT Admin, Project Server) • NJSPUG – September 14, 2011 (BI)Twitter hashtag:

Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

by Knowledge Management Associates, LLC on Jul 18, 2011

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Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010 — Presentation Transcript