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.

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

  2. 2. Bio  Patrick Tucker  ShareSquared, Inc. (MS Gold Partner)  Senior SharePoint Consultant  MCT, MCTS, MCPD, MCITP, MCSD, MCAD, MCDBA   Blog:  Twitter: @TuckersNet
  3. 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. 4. Our Goal  Put documents into SharePoint in an organized way so you can FIND THEM LATER!
  5. 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. 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. 7. Content Types Organize SharePoint  OTB and Custom Content Types  Created using site columns, which may be created on their own
  8. 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. 9. Applied Metadata  Metadata is applied to list items and documents  Column data is saved along with other data
  10. 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. 11. DEMO  Content Types in action!
  12. 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. 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. 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. 15. Content Organizer Settings
  16. 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. 17.  Managed Metadata Columns • THE DOCUMENT INFORMATION PANEL • THE TAXONOMY PICKER CONTROL • SEARCH Where is Taxonomy Surfaced?
  18. 18. Demo  Content Type Reuse and Managed Metadata
  19. 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. 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. 21. Search Schema  Managed properties allow refinement and search result sources to work with content type metadata  Are mapped to crawled properties
  22. 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. 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. 24. Items Matching a Tag  Find documents that have been crawled by looking for a metadata tag that describes them
  25. 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. 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. 27. Questions  Patrick Tucker   @TuckersNet 