Sharepoint metadata workshop

SharePoint Metadata:What business usersneed to know sam@clearboxconsulting.co.uk @sammarshall www.clearboxconsulting.co.uk

www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Sam Marshall ClearBox Consulting Director of ClearBox Consulting  Intranet & SharePoint Former global intranet manager  Strategy at Unilever  Governance Intranet Benchmarking Forum  Implementation Associate  Collaboration  Training www.clearboxconsulting.co.uk 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 www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Where do you stand onSharePoint? www.clearboxconsulting.co.uk © ClearBox Consulting 2011

What has metadata everdone for us? www.clearboxconsulting.co.uk

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. Ingredients2) Write each item on a separate small post-it note  Write 5+ that mostly interest consumers  Write 5+ that mostly interest store managers3) Group the items into logical clusters  Label the groups on the large post-it notes www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Where it appears in SharePoint • List Columns • Document Library Columns • Content Types • Managed Metadata • Social tags www.clearboxconsulting.co.uk © ClearBox Consulting 2011

SharePoint Hierarchy (simplified) Site Collection Intranet Sub-Sites Home Marketing Sales Libraries Lists News Calendar Brochures Latest Meeting 2011 Items bids 12th April Products www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Why is metadata important in SharePoint?1. Search indexing2. Filtering Search Results (Faceted search)3. Filtering and Sorting lists4. Common language to connect content together5. Managing content e.g. Expiry dates, Owner6. Personalisation7. Tag clouds for alternative navigation8. Informing users about a document without having to open it www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Filtering search results www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Filtering Lists www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Social Tags www.clearboxconsulting.co.uk © ClearBox Consulting 2011

My Site – My Tags www.clearboxconsulting.co.uk © ClearBox Consulting 2011

What do business ownersneed to do? www.clearboxconsulting.co.uk

Business ownership1. Decide on the approach  What problem are you trying to solve?  Strict control vs. „Folksonomy‟ www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Metadata controlometer Top-down Bottom-up Regulated Unstructured Process-driven CreativeStrict Loose “Folksonomy” “Controlled A few managed Vocabulary” terms Enterprise keywords Many managed Enterprise terms keywords Social Tags www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Business ownership1. 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 view4. Agree who is responsible for what ...and make sure it happens5. Teach content owners and users the “why” part www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Simple Metadata:columns and content types www.clearboxconsulting.co.uk

ColumnsUsed to:  Define a list  Simple database  Make a simple online form  Define the properties of documents in a library 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 www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Content Types 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 www.clearboxconsulting.co.uk © ClearBox Consulting 2011

An analogy... www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Example content types Form Policy Course description Appraisal Project Charter Product data sheet Purchase Order www.clearboxconsulting.co.uk © ClearBox Consulting 2011

List Library Content Type columnwww.clearboxconsulting.co.uk © ClearBox Consulting 2011

Content Types in action www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Content TypesDefinitions 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] 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 www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Managed Metadata &Taxonomies www.clearboxconsulting.co.uk

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 www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Filtering search results www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Filtering listsand libraries Can use taxonomy and filters in combination www.clearboxconsulting.co.uk © ClearBox Consulting 2011 http://www.sharepointconfig.com/2010/04/10-ways-sharepoint-2010-improves-findability/

List Library Content Type column Managed Metadata www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Metadata Service Managed Terms [Taxonomies in „Taxonomy Store‟] Term Store Enterprise Keywords [„Managed Keywords‟ in „Keyword Store‟] www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Managed Terms vs KeywordsManaged Terms Enterprise Keywords Fresh food  Chicken  Beef  Meat  Lamb  Dairy  Milk  Vegetables  Eggs  Peach  Fruit  Strawberry  Hard Fruit  Cloudberry  Soft Fruit  Apple  Peach  Pear  Strawberry  Coconut  Cloudberry www.clearboxconsulting.co.uk © ClearBox Consulting 2011

www.clearboxconsulting.co.uk © ClearBox Consulting 2011www.sharepointfabian.com/blog/Lists/Posts/Post.aspx?ID=93

Managed terms inuse 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 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 folksonomywww.clearboxconsulting.co.uk © ClearBox Consulting 2011

Synonyms are shown but not selectable www.clearboxconsulting.co.uk © ClearBox Consulting 2011 http://www.sharepointnutsandbolts.com/2009/12/managed-metadata-in-sharepoint-2010-key.html

Managed Terms vs KeywordsManaged Terms Enterprise Keywords Fresh food  Chicken  Beef  Meat  Lamb  Dairy  Milk  Vegetables  Eggs  Peach  Fruit  Strawberry  Hard Fruit  Cloudberry  Soft Fruit  Apple  Peach  Pear  Strawberry  Coconut  Cloudberry 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 www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Managed Terms vs KeywordsManaged Terms Enterprise KeywordsPros Pros  Effective search  Easier and more flexible  Filtering of results for users  Close control  Work with legacy keywords on docs  Still improve searchCons Cons  „Expensive‟ to do  Harder to manage  No context=Use for most important =Use where managed terms content areas only too costly www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Management & Tips1. Taxonomy permissions can be set at Term Group level, so different departments can manage different branches2. 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 modifications4. For emerging taxonomies, use a folksonomy approach initially to grow the term collection5. Change keywords into managed terms as-needed (but beware of mis-interpreting original use)6. Identify site columns that are candidates for managed metadata7. Use synonyms for outdated terms or language variants www.clearboxconsulting.co.uk © ClearBox Consulting 2011

What to use when – Content Types & TermsScenario Solution ExamplesA „pick list‟ that will be Term set (managed Products, office locations,re-used metadata) security classificationMandatory properties “Policy” content type with Owner, expiry, securityfor policy documents mandatory columns classificationA collection of policies Define a “Policy” content HR, IT, Finance policy type and use Document Set documents that all need common metadataMeeting event booking Custom list based on Offsite meeting, training(re-usable) “Event” content type courseStandard document Define a Content Type set Letterhead, PowerPointtemplates to “Document Template” with brandingAd-hoc form to fill in Custom list Christmas lunch planning www.clearboxconsulting.co.uk © ClearBox Consulting 2011(no re-use)

Folders and other tricks www.clearboxconsulting.co.uk

FoldersAgainst For Can only put content in  Can set metadata defaults “one” place for a folder Content can get very deeply  Users very familiar with buried them Can‟t sort or filter  Can be a useful way to manage permissions

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 www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Social Tags https://sharepoint.microsoft.com/en- www.clearboxconsulting.co.uk © ClearBox Consulting 2011 us/product/ThumbNails/comm_ratings.png

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 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 www.clearboxconsulting.co.uk © ClearBox Consulting 2011

Existing Sources Data Dictionary Corporate Databases WAND General Business Taxonomy Analyze document collections 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 pagesSee: http://www.boxesandarrows.com/view/card_sorting_a_definitive_guide 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 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 www.clearboxconsulting.co.uk © ClearBox Consulting 2011

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 Sam Marshall Director sam@clearboxconsulting.co.uk @sammarshall +44 1244 458746 www.clearboxconsulting.co.uk

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 www.clearboxconsulting.co.uk © ClearBox Consulting 2011

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Sharepoint metadata workshop

by Sam Marshall on Feb 29, 2012

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