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SharePoint Taxonomy and Metadata 11-19-09
 

SharePoint Taxonomy and Metadata 11-19-09

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Describes taxonomy and metadata implementation in SharePoint 2007, including other findability topics such as search, navigation and 3rd party add-ons.

Describes taxonomy and metadata implementation in SharePoint 2007, including other findability topics such as search, navigation and 3rd party add-ons.

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    SharePoint Taxonomy and Metadata 11-19-09 SharePoint Taxonomy and Metadata 11-19-09 Presentation Transcript

    • SharePoint 2007   Information Architecture  Integrating taxonomy & metadata  Jeff Carr, Stephanie Lemieux  Earley & Associates  Taxonomy Bootcamp  November, 2009 
    • SharePoint is very  easy to implement  badly  2
    • Typical SharePoint Projects  3 Biz  Reqs  Implementtttttttttttttttttttttttttttttttttt  Business  Business  Implement  Implement  Implement  Req’s  Req’s  Where is the information architecture?! Examples courtesy of Lulu Pachuau:  http://www.slideshare.net/LuluP/information‐architecture‐and‐sharepoint 
    • Research  Requirements  Use Cases &  The IA Process  harePoint Personas  For S Site Map &  Wireframes  Navigation  Prototyping/ Taxonomy  Testing  Content  Modeling/ Metadata  © Earley & Associates 2009
    • Good IA needs a system that:  5   Supports control & standards    Has user friendly interfaces (esp. tagging)    Understands relationships    Hierarchy    Synonyms    Associations    Manages metadata & taxonomy values  © Earley & Associates 2009
    • Before we start… some basics  Site Collections  Collection of sites  Primary source of  main navigation  Container for lists/libraries  Sites  Primary source of “quick  launch” navigation  List: Basic unit of storage,  Lists  collection of items  Libraries  Library: advanced list  6
    • Columns & content types  Content   Collection of  columns  Types  Associated policies,  workflow, templates  Columns  Individual metadata item  Can reference lists or  other data sources  Lists  7
    • Boundaries & Inheritance  Content types  are specific to  Content types  a site  inherit from  collection  parents  8
    • More about columns  9   Different kinds…     Date    Number    Free text    Controlled list   (a.k.a Lookup)    Etc.  You can also create  custom column  types  © Earley & Associates 2009
    • Content display  10 © Earley & Associates 2009
    • Advanced search (OOTB)  11 Full text  keywords  Extended  metadata  properties  © Earley & Associates 2009
    • Navigation  12 Top‐level navigation shows  sub sites and peers  All navigation  approaches are  Quick launch shows “current site”  configurable (largely)  elements  © Earley & Associates 2009
    • Strengths  13   Easy to create new structures    Navigation is largely automatic    Easy to create metadata and connect to LOB  systems    Many ways to consume content    Office integration    Document information panel    Property propagation  © Earley & Associates 2009
    • Weaknesses  14   Very physical architecture    Content types and columns scoped to site  collections    No metadata/taxonomy management    No referential integrity  Topics Architecture Accounting   No hierarchical metadata  Construction Engineering …or any kind of relationships!  Civil Mechanical Environment   OOTB search reflects all limitations  Finance © Earley & Associates 2009
    • No hierarchy  15   Metadata can only be tagged and stored as flat  controlled vocabulary – no hierarchy possible   Possible Possible Not Possible Regions  Countries  Geographic regions  •  Asia Pacific  •  Cambodia  •  Asia Pacific  •  EMEA  •  Canada  •  China  •  Latin America  •  Chad  •  Japan  •  North America  •  China  •  Europe  •  Columbia  •  France  •  Croatia  •  Switzerland  © Earley & Associates 2009
    • Native thesaurus  16   Expansions   <XML ID="Microsoft Search Thesaurus"> <thesaurus xmlns="x-schema:tsSchema.xml"> (a.k.a synonyms)  <expansion> <sub>human resources</sub> <sub>hr</sub>   E.g. HR = Human  <sub>employee relations</sub> </expansion> Resources = Employee  </thesaurus> </XML> Relations  <XML ID="Microsoft Search Thesaurus"> <thesaurus xmlns="x-schema:tsSchema.xml"> <replacement> <pat>NT5</pat> <pat>W2K</pat>   Replacements   <sub>Windows 2000</sub> </replacement> (a.k.a. use)  </thesaurus> No ability to store any other  </XML> types of relationships (e.g.    E.g. for NTK or W2K  Associative)  use Windows 2000  © Earley & Associates 2009
    • Q: I have SharePoint, but I still want  good findability. What are my  options?  a) Pray  b) Ace OOTB IA features  c) Customize  d) Buy 3rd party add‐ons  17
    • Improving navigation  18   List views    RSS feeds    Pre‐constructed searches that look like  navigation     E.g. Content query web part with XSLT    Faceted navigation  © Earley & Associates 2009
    • Improving tagging  19   Automate some tagging   (workflow or event handler)    Location    User profile    Custom tagging interface    Cascading list add‐on    Taxonomy management tool connector    Auto‐tagging tools  Here’s the thing about tools…!
    • What’s the difference  between an add‐on, a  connector and a full   3rd party tool? 
    • Connectors  21   Taxonomy management tool (or other) as source  for metadata and search UI    Smartlogic (www.smartlogic.com)    Synaptica (www.synapticacentral.com/)    Wordmap (www.wordmap.com)    SchemaLogic (www.schemalogic.com)    MetaVis (www.metavistech.com)  © Earley & Associates 2009
    • The underlying issue  22 You can’t change the basic data structure in  SharePoint (i.e. no relationships)  $      Add‐on – mimic hierarchy, enhance UI  $$ Connector – outsource structure                       Or  $$$ 3rd party tool  © Earley & Associates 2009
    • Cascading list add‐on  23 http://sharepointsnippets.com/post/2009/01/Cascading-Dropdown--- Configuration.aspx © Earley & Associates 2009
    • Tagging add‐on/tool  24    Add‐on         Taxo. Mgt. Tool  www.kwizcom.com E.g. from Wordmap
    •  Auto‐tagging  25 © Earley & Associates 2009 E.g. from SmartLogic
    • Improving search  26   Managed properties/metadata mapping    Relevant content near the “top”    Authoritative pages/URL removal    Canned (“saved”) searches    Best bets    Faceted search add‐on or connector  © Earley & Associates 2009
    • Add‐on: Codeplex faceted search  27   Free, but leverages SharePoint structure, so  limited to flat lists 
    • Connector: SmartLogic e.g.   28 Refine / Suggest  with preferred  terms and  relationships  © Earley & Associates 2009
    • Connector: SchemaLogic e.g.  29 Model content  types & metadata  outside  SharePoint 
    • How much do you need?  30 Fully flexible UX  External search tool  Deep indexing  Configurable search  Taxonomy‐driven faceted search  Connector  BT/NT thesaurus  Auto‐tagging  Better UI for search or tagging  Basic add‐on  Basic faceted search (no/limited hierarchy)  MOSS  Advanced search, limited configuration  OOTB  Navigation based on site architecture  © Earley & Associates 2009
    • What to expect in 2010  31   Auto tagging    Hierarchical metadata    Centralized metadata store    Metadata‐based navigation    Social tagging standard for all content and sites    Search faceting and ranking manipulation  (blog post on 2010 metadata management:  http://www.earley.com/blog/metadata‐and‐taxonomy‐management‐ sharepoint‐2010) 
    • Conclusions  32   Don’t skip IA process just because it’s SharePoint    Master OOTB features first    Keep your eye on consistency across sites, site  collections through governance    Select tools based on high‐value requirements  © Earley & Associates 2009
    • Resources    Free four part series on improving search and IA    www.earley.com/webinars/jumpstarts/sharepoint‐ search‐and‐information‐architecture    Codeplex: www.codeplex.com    WSS Demo (Metadata and Content Types)  www.wssdemo.com/Pages/metadata.aspx    Shawn Shell: CMS Watch SharePoint Analyst &  Consultant (also co‐author of this session)    www.consejoinc.com (blog: http://blog.consejoinc.com/)    www.cmswatch.com/SharePoint/Report/  © Earley & Associates 2009
    • Tool list  34   Smartlogic (www.smartlogic.com) ‐ taxo    Synaptica (www.synapticacentral.com/) ‐ taxo    Wordmap (www.wordmap.com) ‐ taxo    SchemaLogic (www.schemalogic.com) ‐ taxo    MetaVis (www.metavistech.com)     Ontolica (www.ontolica.com) ‐ search    Concept Searching (www.conceptsearching.com)    Cogniva (www.cogniva.ca) ‐ tagging    SharePart XXL (www.sharepartxxl.com) ‐ tagging    Kwizcom (www.kwizcom.com) ‐ tagging  © Earley & Associates 2009
    • SHAREPOINT INFORMATION  ARCHITECTURE  Taxonomy Bootcamp 2009 Stephanie Lemieux (stephanie@earley.com) Jeff Carr (jeff@earley.com) Earley & Associates www.earley.com Photo credits: http://www.flickr.com/photos/urbancityarch/ 3921454758/ © 2009