Sharepoint metadata workshop

4,838
-1

Published on

An overview of SharePoint metadata targeted at business users.
* Why metadata matters
* Choosing your strategy
* Impact on search
* Lists, content types
* Managed metadata and keywords
Presented at IntraTeam 2012

Published in: Technology, Education

Sharepoint metadata workshop

  1. 1. SharePoint Metadata: What business users need to know www.clearboxconsulting.co.uk sam@clearboxconsulting.co.uk @sammarshall
  2. 2. www.clearboxconsulting.co.uk © ClearBox Consulting 2011
  3. 3. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Sam Marshall  Director of ClearBox Consulting  Former global intranet manager at Unilever  Intranet Benchmarking Forum Associate ClearBox Consulting  Intranet & SharePoint  Strategy  Governance  Implementation  Collaboration  Training www.clearboxconsulting.co.uk
  4. 4. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Agenda  What has metadata ever done for us?  Defining columns and content types  Managed metadata and taxonomies  Folders and other tricks
  5. 5. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Where do you stand on SharePoint?
  6. 6. www.clearboxconsulting.co.uk What has metadata ever done for us?
  7. 7. www.clearboxconsulting.co.uk © ClearBox Consulting 2011
  8. 8. www.clearboxconsulting.co.uk © ClearBox Consulting 2011
  9. 9. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 What is metadata? 1) With the other people on your table think of the kinds of metadata for products in a supermarket 1. Weight 2. Price 3. Ingredients 2) Write each item on a separate small post-it note  Write 5+ that mostly interest consumers  Write 5+ that mostly interest store managers 3) Group the items into logical clusters  Label the groups on the large post-it notes
  10. 10. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Where it appears in SharePoint • List Columns • Document Library Columns • Content Types • Managed Metadata • Social tags
  11. 11. www.clearboxconsulting.co.uk © ClearBox Consulting 2011
  12. 12. www.clearboxconsulting.co.uk © ClearBox Consulting 2011
  13. 13. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 SharePoint Hierarchy (simplified) Items Libraries Lists Sub-Sites Site Collection Intranet Home Marketing Sales News Latest bids Calendar Meeting 12th April Brochures 2011 Products
  14. 14. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Why is metadata important in SharePoint? 1. Search indexing 2. Filtering Search Results (Faceted search) 3. Filtering and Sorting lists 4. Common language to connect content together 5. Managing content e.g. Expiry dates, Owner 6. Personalisation 7. Tag clouds for alternative navigation 8. Informing users about a document without having to open it
  15. 15. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Filtering search results
  16. 16. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Filtering Lists
  17. 17. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Social Tags
  18. 18. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 My Site – My Tags
  19. 19. www.clearboxconsulting.co.uk What do business owners need to do?
  20. 20. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Business ownership 1. Decide on the approach  What problem are you trying to solve?  Strict control vs. ‘Folksonomy’
  21. 21. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Metadata controlometer Strict Loose Top-down Regulated Process-driven Bottom-up Unstructured Creative “Controlled Vocabulary” Many managed terms A few managed terms Enterprise keywords “Folksonomy” Enterprise keywords Social Tags
  22. 22. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Business ownership 1. Decide on the approach Strict control vs. ‘Folksonomy’ 2. Agree on standard terms What is a ‘Product’ vs. ‘brand’, ‘variant’ &‘promotion’ 3. Have an update and resolution process Sales vs. Manufacturing view 4. Agree who is responsible for what ...and make sure it happens 5. Teach content owners and users the “why” part
  23. 23. www.clearboxconsulting.co.uk Simple Metadata: columns and content types
  24. 24. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Columns Used to:  Define a list  Simple database  Make a simple online form  Define the properties of documents in a library
  25. 25. www.clearboxconsulting.co.uk © ClearBox Consulting 2011
  26. 26. www.clearboxconsulting.co.uk © ClearBox Consulting 2011
  27. 27. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Site columns  Good when you have a list that will be re-used several times within a site  Office locations  Cost codes  Project names  If only used once, a list column is fine
  28. 28. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Content Types
  29. 29. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Content Types  Define a class of documents or items  Allow you to scope search to just that type e.g. “Brochure”  Act as a template for the metadata documents must have
  30. 30. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 An analogy...
  31. 31. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Example content types  Form  Policy  Course description  Appraisal  Project Charter  Product data sheet  Purchase Order
  32. 32. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 List Library Content Type column
  33. 33. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Content Types in action
  34. 34. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Content Types Definitions can inherit  Food  Fresh Food [description, expiry date, country origin]  Fruit [description, expiry date, country origin, storage temp.]  Document [Author, date]  Policy [Author, date, expiry]  HR Policy [Author, date, expiry, employee_group]
  35. 35. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Where to define content types  Global if:  Organisation-wide standard  e.g. security classification  Users would specifically search for it by type  e.g. Form, template, policy  Site-specific if:  Terminology local to that site  More stringent information management needs than elsewhere  e.g. legal vs marketing
  36. 36. www.clearboxconsulting.co.uk Managed Metadata & Taxonomies
  37. 37. www.clearboxconsulting.co.uk © ClearBox Consulting 2011
  38. 38. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Managed Metadata Purpose  More structured approach to consistent metadata  Improves search and browsing  Define standard pick-lists company-wide  Products  Departments  Work levels  Define synonyms  E.g. Business partner Contractor Outsourced Service
  39. 39. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Filtering search results
  40. 40. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Filtering lists and libraries  Can use taxonomy and filters in combination http://www.sharepointconfig.com/2010/04/10-ways-sharepoint-2010-improves-findability/
  41. 41. www.clearboxconsulting.co.uk © ClearBox Consulting 2011
  42. 42. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 List Library Content Type column Managed Metadata
  43. 43. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Metadata Service Term Store Enterprise Keywords [‘Managed Keywords’ in ‘Keyword Store’] Managed Terms [Taxonomies in ‘Taxonomy Store’]
  44. 44. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Managed Terms vs Keywords Managed Terms  Fresh food  Meat  Dairy  Vegetables  Fruit  Hard Fruit  Soft Fruit  Peach  Strawberry  Cloudberry Enterprise Keywords  Chicken  Beef  Lamb  Milk  Eggs  Peach  Strawberry  Cloudberry  Apple  Pear  Coconut
  45. 45. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 www.sharepointfabian.com/blog/Lists/Posts/Post.aspx?ID=93
  46. 46. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Managed terms in use  You can copy and re-use terms  Groups can have different administrators http://www.sharepointnutsandbolts.com/2009/12/managed-metadata-in-sharepoint-2010-key.html
  47. 47. www.clearboxconsulting.co.uk © ClearBox Consulting 2011  The values of a column can be restricted to one taxonomy group or term set  Allow “Fill-in” choices lets authors “Add new item” to the taxonomy – a folksonomy
  48. 48. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Synonyms are shown but not selectable http://www.sharepointnutsandbolts.com/2009/12/managed-metadata-in-sharepoint-2010-key.html
  49. 49. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Managed Terms vs Keywords Managed Terms  Fresh food  Meat  Dairy  Vegetables  Fruit  Hard Fruit  Soft Fruit  Peach  Strawberry  Cloudberry Enterprise Keywords  Chicken  Beef  Lamb  Milk  Eggs  Peach  Strawberry  Cloudberry  Apple  Pear  Coconut
  50. 50. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Enterprise Keywords (formerly ‘Managed Keywords’)  One flat list called the “Keyword Set”  “Type ahead” suggestions seen  Suggestions from taxonomy will also be seen  Usually “Create New” is enabled
  51. 51. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Managed Terms vs Keywords Managed Terms Pros  Effective search  Filtering of results  Close control Cons  ‘Expensive’ to do =Use for most important content areas only Enterprise Keywords Pros  Easier and more flexible for users  Work with legacy keywords on docs  Still improve search Cons  Harder to manage  No context =Use where managed terms too costly
  52. 52. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Management & Tips 1. Taxonomy permissions can be set at Term Group level, so different departments can manage different branches 2. Terms can be re-used in the taxonomy, but beware of politics for when definitions get changed e.g. “Client” 3. Each Term Set can have an email contact so users can request modifications 4. For emerging taxonomies, use a folksonomy approach initially to grow the term collection 5. Change keywords into managed terms as-needed (but beware of mis-interpreting original use) 6. Identify site columns that are candidates for managed metadata 7. Use synonyms for outdated terms or language variants
  53. 53. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 What to use when – Content Types & Terms Scenario Solution Examples A ‘pick list’ that will be re-used Term set (managed metadata) Products, office locations, security classification Mandatory properties for policy documents “Policy” content type with mandatory columns Owner, expiry, security classification A collection of policies Define a “Policy” content type and use Document Set HR, IT, Finance policy documents that all need common metadata Meeting event booking (re-usable) Custom list based on “Event” content type Offsite meeting, training course Standard document templates Define a Content Type set to “Document Template” Letterhead, PowerPoint with branding Ad-hoc form to fill in (no re-use) Custom list Christmas lunch planning
  54. 54. www.clearboxconsulting.co.uk Folders and other tricks
  55. 55. Folders Against For  Can only put content in “one” place  Content can get very deeply buried  Can’t sort or filter  Can set metadata defaults for a folder  Users very familiar with them  Can be a useful way to manage permissions
  56. 56. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Document Sets  Document sets deal with multiple documents as one entity  e.g. All files related to a job applicant  Can have welcome page with common metadata
  57. 57. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Social Tags https://sharepoint.microsoft.com/en- us/product/ThumbNails/comm_ratings.png
  58. 58. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Social tags - Usage  Informal user tagging – like Delicious  Can be used to tag non-SharePoint content e.g. Competitor websites  “I like it” is a reserved tag viewable in My Site  Influences search rankings
  59. 59. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Content Organizer (Drop-off Library)  Allows automatic routing of documents  When “Add document” is used, it goes via the organizer  Users asked to add metadata  Pre-determined rules then allocate it to the right library or folder
  60. 60. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Determining Metadata
  61. 61. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Existing Sources  Data Dictionary  Corporate Databases  WAND General Business Taxonomy  Analyze document collections
  62. 62. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Card Sorting
  63. 63. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 What it tells you  How users naturally cluster concepts  Can be used to determine taxonomy  SharePoint Managed Terms  Can be used to determine navigation  Site hierarchy and pages See: http://www.boxesandarrows.com/view/card_sorting_a_definitive_guide
  64. 64. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Online Approach  www.optimalsort.com or www.websort.net  Recruit 30-40 users who work individually and unobserved
  65. 65. www.clearboxconsulting.co.uk © ClearBox Consulting 2011
  66. 66. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Final Thoughts  Getting metadata right is iterative  Don’t be too idealistic - avoid bureaucracy  Wait for site owners to outgrow basic solutions before introducing more advanced ones  Beware of triggering turf wars  Nobody cares about IA until they object to it
  67. 67. Sam Marshall Director sam@clearboxconsulting.co.uk @sammarshall +44 1244 458746 www.clearboxconsulting.co.uk ClearBox Consulting • SharePoint strategy • Getting sponsorship and support for your intranet • An independent view on your Steering Group • SharePoint for effective communications •Using social tools inside the enterprise • Effective team collaboration
  68. 68. www.clearboxconsulting.co.uk © ClearBox Consulting 2011 Metadata Terminology  Managed metadata = collective name for taxonomy and keywords  “Acme Metadata Set”  Term group = a collection of Term sets  “Acme products”  Term set = One branch in a taxonomy of centrally controlled terms  “Acme Domestic Rocket Products”  (Managed) Term = an entry in the taxonomy  “Acme CoyoteBooster 1000”  (Enterprise) Keyword = terms in a flat list  Tag = keyword created by any user  Term Store = team site nominated to store terms

×