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SharePoint Fest Chicago - Document Management with Content Types, Taxonomy and Search
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SharePoint Fest Chicago - Document Management with Content Types, Taxonomy and Search


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SharePoint 2013 Document Management with Content Types, Taxonomy and Search. Presented at SharePoint Fest Chicago, October 2013.

SharePoint 2013 Document Management with Content Types, Taxonomy and Search. Presented at SharePoint Fest Chicago, October 2013.

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  • 2. Bio  Patrick Tucker  ShareSquared, Inc. (MS Gold Partner)  Senior SharePoint Consultant  MCT, MCTS, MCPD, MCITP, MCSD, MCAD, MCDBA   Blog:  Twitter: @TuckersNet
  • 3. Today’s Conversation  How to use Content Types to apply consistent metadata columns across documents, items & pages  How to use the Taxonomy Term store to apply consistent values across documents, items & pages  How to use SharePoint Search to locate and aggregate content based on metadata by customizing search results and refiners
  • 4. Our Goal  Put documents into SharePoint in an organized way so you can FIND THEM LATER!
  • 5. Where did I put that?  How do I organize list and library data in my SharePoint environment?  Remember the goal: organizing but also locating content when you need it.
  • 6. Reduce, Reuse and Recycle  First determine what kind of information to store along with your data.  Reduce business requirements and definitions into reusable types to be used in libraries, sites and the Enterprise  Content Types are the reusable building blocks for SharePoint data  Content can be recycled (or moved)
  • 7. Content Types Organize SharePoint  OTB and Custom Content Types  Created using site columns, which may be created on their own
  • 8. Metadata and Content Types  List level - columns associated with list/library  Site level – shared content definitions  Enterprise Level – Content Type Hub  Values may be driven by taxonomy terms (think of choice fields on steroids)
  • 9. Applied Metadata  Metadata is applied to list items and documents  Column data is saved along with other data
  • 10. Pages Too!  Your SharePoint pages are documents too and are built from content types  Metadata can be displayed on the page  Turn “Publishing” features on for additional content types and Page Layouts Content Type Page Layout Page
  • 11. DEMO  Content Types in action!
  • 12. Reusing Content Types  Reuse the definition by building on it through inheritance  Document  Specialized Document  List Item  Specialized List Item  Reuse content types across the enterprise with Content Type Syndication  Enforces governance – consistent use of content types across the enterprise  One site creates and shares Content Types  Other sites are subscribers to those types
  • 13. Content Type Syndication  MMS Properties is the place to start  Create and publish content types in the “hub” site and consume in sites within the web application  2 Timer jobs control availability – “Content Type Hub” and “Content Type Subscriber”
  • 14. Recycling Content  The Content Organizer feature lets you automatically route submitted content based on Content Type  Content Organizer Rules are created to route documents to a drop off library or other configured Send To location
  • 15. Content Organizer Settings
  • 16. Taxonomy Term Store  Metadata is about consistency of data fields, taxonomy is about consistency of data values  Terms Sets contain terms which can easily be updated over time
  • 17.  Managed Metadata Columns • THE DOCUMENT INFORMATION PANEL • THE TAXONOMY PICKER CONTROL • SEARCH Where is Taxonomy Surfaced?
  • 18. Demo  Content Type Reuse and Managed Metadata
  • 19. Organizing Content  How do we group items together in SharePoint  Lists and Libraries  Folders  Document Sets  Document/Record Center  Content Types, Taxonomy and Search
  • 20. How Search Exposes Taxonomy Values Taxonomy Fields Crawled • Taxonomy fields in your content are crawled and generate a search property Managed Properties Mapped • Search managed properties are manually created and mapped to crawled properties Search Uses Properties • Search uses managed properties in refinement and querying
  • 21. Search Schema  Managed properties allow refinement and search result sources to work with content type metadata  Are mapped to crawled properties
  • 22. Automatic Managed Properties  If site columns are used instead of list columns, managed properties are automatically created  Automatic properties are named by removing spaces and adding an “OWS” prefix  Not supported with Lookup, Calculated, Task Outcome, Summary Links Data or Rich Media Data
  • 23. Search Web Parts  Create a custom search page using a Search Box, Search Results and Refiners web parts  Search results can be configured to “pre-display” results by Content Type or managed property
  • 24. Items Matching a Tag  Find documents that have been crawled by looking for a metadata tag that describes them
  • 25. Content Search Web Part 1. Designed to return items in the search index that match a query defined in the web part properties…
  • 26. Real World Solution  A school district with several locations, each with their own site collection.  Content not organized well but needs to be aggregated and displayed in one place ContentType Information Center Category shared across sites Taxonomy Categories created as taxonomy terms & centrally managed Search Pages with Search web parts display documents
  • 27. Questions  Patrick Tucker   @TuckersNet 