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Chris McNulty - Managed Metadata and Taxonomies


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  • 1. Managed Metadata & Taxonomies in SharePoint 2010
    SharePoint Saturday New YorkJuly 31, 2010Chris McNulty
  • 2. Playing Tag - Managed Metadata & Taxonomies in SharePoint 2010
    SharePoint Saturday New YorkJuly 31, 2010Chris McNulty
  • 3. KMA Background
    A full-service information technology consulting firm established in 1995, based in Waltham, MA
    27 employees: Partner, PM, Analyst, Developer, QA
    Industry expertise and core focus: Professional Services, Life Sciences & Financial Services
    Microsoft technology focus:
    Microsoft Certified Partner since 1995
    Microsoft Gold Certified Partner since 2004
    Working with SharePoint technologies since 2001
    Specialties in Enterprise Content Management and Forms, Portals and Collaboration, Search
    Approximately 15 consultants versed in SharePoint technologies
    Approximately 70 SharePoint projects delivered over last 2 years
  • 4. About Me
    Working with SharePoint technologies since 2000/2001
    20 years consulting and financial services technology (Santander, John Hancock, GMO, State Street)
    SharePoint practice lead at KMA
    Write and speak often on Microsoft information worker technologies
    Microsoft MCSE/MCTS/MSA/MVTS
    BC MBA in Investment Management
    Hiking, cooking, playing guitar, colonial history, photography
    My family: Hayley, three kids (15, 6, 3) and my dog Stan
  • 5. I live outside Boston…
  • 6. But I’m from here…
  • 7. Agenda
    Metadata – definitions and taxonomy
    Usage scenarios
    Folksonomy usage
    Taxonomy management
    Tags and social networking
    Content type hubs and publishing
    Configuration Overview & Design Tips
  • 8. Microsoft SharePoint Server 2010 … the bright frontier
  • 9. Microsoft SharePoint Server 2010 … the bright frontier
    Eastern Long Island, July 4, 2010
  • 10.  
    What is metadata?
    Literally, “after data”
    In practical usage, it means data about data
    For SharePoint, it usually means data that describes or classifies other data (lists) or documents (libraries)
  • 11. Terminology
    Taxonomy– A formal hierarchy of terms and tags, usually centrally administered and defined
    Folksonomy - Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords (Thomas Vanderwal – “people’s taxonomy”)
    Term Store – A database that houses taxonomies
    Term Set – The “second level” of a taxonomy
    Term – (a/k/a “tag”) An element of the defined taxonomy
  • 12. SharePoint Content Terminology
    Content Type – A reusable collection of settings and rules applied to a certain category of content in SharePoint.
    Content Type Hub– A site collection which operates as a central source to share content types across the enterprise
    Content Type Syndication – Publishing content types across multiple sites, site collections, web application and/or farms.
  • 13. History
    2001: original release of SharePoint
    2003: expansion of libraries, custom columns
    2007: site columns, business data catalog and content types become widespread; adoption rate leads to explosive growth of SharePoint content
    May 2010: release of SharePoint 2010 with Managed Metadata Service
  • 14. The bright frontier - 2010 Managed Metadata Service
    Centralized enterprise repository for tag hierarchies and keywords
    Publish and subscribe model for distributed content types
  • 15. Scenario: Growth of an Information Architecture
    New company starts to develop products
    “X21 Screen Cleaner” is the first product
    Products team has a SharePoint site with a folder for product information
    Simple storage and navigation
  • 16. Scenario: Growth of an Information Architecture
    Company hires its first marketing specialist
    Adds a folder to the library for marketing content
    Multiple products, but all information still in one spot
  • 17. Scenario: Growth of an Information Architecture
    In six months, marketing grows to a department, gets its own site
    Document physical storage becomes de facto taxonomy
  • 18. IA Questions
    “I’m in the marketing group, and I just finished a new product sheet for the X-21 project – do I keep it on my site, or on the products site, or save it to both places?”
    “I’m in the product group, and there’s a product information sheet for the X21 Screen Cleaner – is that the most recent version, or do I have to double check on another site?”
    “I’m searching for information on the X-21 product – do we call it ‘X21’, or ‘X-21’? Why can’t we use both?”
  • 19. Demo
    Tag sharing across multiple sites/collections
    Products and Screen Cleaners
  • 20. IA Solutions
    Use MMS to centrally define product tags to be shared across multiple sites and libraries
    Create centralized document repositories (Document Center)
    Define a term store for all departments
    Managed Metadata field in Document Center for Department
    Content Type Organizer rule to move new documents tagged as “Departments:Marketing” to a Marketing folder in the Doc Center
    Add a new “Departments” Managed Metadata field to Content Types in our collaboration sites and Document Center, and set default to “Departments:Marketing”
  • 21. Folksonomy
    Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords
    Centrally stored in the MMS application
    Included by default in all document libraries
  • 22. Social tagging
    Tagging activities are always available form a common UI
    Tags are aggregated to each users profile page
    Tags themselves get profile pages
  • 23. Demo
    Adding Managed Keywords to a library
    Tagging and terms
    Tags on personal profiles
    Tag profiles
  • 24. Taxonomy
    Creating and managing terms and term sets
    Attaching to a library
    Taxonomy navigation
  • 25. Demo
    Term sets and terms
    Metadata fields
  • 26. Content Type Hubs
    Define one master site collection to house master content types
    Publish and synchronize across multiple farm and or site collections
  • 27. Search
    Tags are automatically crawled properties
    All tags and terms are available as left hand “refinements”
  • 28. Design Considerations
    Dynamic external tags
    Tag security
    Openness vs. closed term sets
    Federated administration
    Content types & site columns - practical guidance
    Role of Master Data Services in SQL 2008 R2
  • 29. Design – Dynamic External Tags
    One way data import limits
    BCS provides alternative tag techniques
    BCS data source can be maintained externally, or by publishing the source as an External List.
    External Lists act almost identically to native SharePoint lists in the UI.
  • 30. Design - Security
    Security is limited to the term set level
    All child terms inherit this visibility setting
    What you can’t do is this:
    Tag (Viewers)
    Northwind (Andy & Bob)
    Contoso (All Employees)
    Oracle (Executive Team Only)
  • 31. Design - Openness
    Folksonomy - Managed Keywords are usually “open”, and allow users to add new terms interactively through tagging.
    Taxonomy - Managed term stores are usually closed, and require administrators to add new terms.
    Open folksonomies and closed taxonomies is a good practice.
    May become a best practice
    Watch trends in casual social tags and evaluate “promotion” to formal taxonomy.
  • 32. Design - Shared Service Applications
    The 2007 Shared Services Provider has been broken up.
    Each of its elements is now a Shared Service Application
    MMS is also a Shared Service Application
    Records/librarians/IA can administer metadata without becoming farm admins
  • 33. Design – Content Types
    Use Document ID function uniformly among hub and subscribers – otherwise content types aren't published
    Check logs for content publishing if you have questions
    Republish and use options & timer jobs to “force” updates
    Site columns, especially choice lists, can behave unexpectedly.
    Column definitions and lookup values will be copied to each separate site collection
    Lookup values can be locally edited and changed.
    They reset to master values the next time the content type is published.
    Changes to Content Organizer, Records Management and Retention Policy reduce the need for more content types
  • 34. Design for SQL 2008 R2 Master Data Services
    Centralized repository of facts for metadata, dimensions, etc.
    Provides Hierarchy of attributes and entities
    Security, workflow, data batching and forensics
    Export from MDS to MMS; requires code for deltas
    Consume MMS data into MDS
    More to come…
  • 35. Programmability
    C# use Microsoft.SharePoint.Taxonomy
    $str = “SAMPLE”
    $site = new-object Microsoft.SharePoint.SPSite("http://MYSITE")
    $session = new-object Microsoft.SharePoint.Taxonomy.TaxonomySession($site)
    $termstore = $session.TermStores[“MYTERMSTORE"]
    […create group…]
    […create term set…]
    $term = $termset.CreateTerm($str, 1033)
  • 36. Demo – Administration
    Central Admin
    Federated Administration
    Create term sets
    Create terms and tags
    Dynamic external “tags”
    Content Hubs
  • 37. Q&A
    • Trivia and “prizes”
    • 38. Open Questions
    • 39. Contact Me
    • 40. Ask the community
    • 41. Microsoft Product Management for Metadata
    • 42. Feedback forms
  • Resources
    • From Microsoft:
    • 43. SharePoint 2010 site:
    • 44. SharePoint Team Blog:
    • 45. From KMA:
    • 46. Monthly webinars on SharePoint 2010 (EPM, upgrades, etc.)
    • 47. August 2010: SharePoint 2010 Enterprise Search
    • 48. Web: (now powered by SharePoint!) with white papers, blogs, archived presentations, news, and events
    • 49. SharePoint Deployment Planning Services (SDPS), now available for 2010 planning
    • 50. New Web Part for accessing tag statistics
    • 51. From me
    • 52. SharePoint Saturday San Francisco September 11, 2010 (Business Intelligence / IT Platform and Upgrade)
    • 53. SharePoint Saturday Boston -- September 25, 2010 (SharePoint Data Visualization)
    • 54. SPTechCon Boston – October 20-22, 2010 (Core Collaboration)
    • 55. KMWorld (Washington DC - November 2010)
    • 56. Gilbane Conference (Boston – December 2010)
  • Thank you…
    Contact Details
  • 57. Thank you sponsors!!
  • 58. 2 ASUS Netbooks
    Also Some Books
    1 Typemock Isolator License
    A 2-5 Day Course from SetFocus on SharePoint
    Telerik RAD Controls Set
    1 DeliverPoint WFE 2010 license (Worth $1500)
    1 BCS Meta Man license (Worth $1200)
    1 Lightning Conductor 2010 WFE license (Worth $800)
    1 Lightning Storm Forums license. (Worth $600)