Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010


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This slide deck was presented by Henry Ong at SharePoint Saturday Los Angeles on April 14, 2012. The original content was contributed by Chris McNulty, Strategic Product Manager for Quest Software. There are notes in many of the slides so you may want to download this presentation to get all the content.

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  • We have offices throughout the world and have the resources to support the largest global organizations whether they be in the Americas, Europe, Middle East, Africa, or across the Asia Pacific and Japan region.
  • Some real world examples – Pick up any physical object around you and start naming off attributes of it. All of those attributes are data about your object. If you really want to geek out, take a look at
  • Taxonomy: In other words a formal classification scheme. Example: Animal lineage – Animal > Mammal/Reptile > Dog/Cat/Cow > Labrador > etc.Folksonomy example: Flickr Pictures, Facebook Photo TaggingOntology: In other words, the representation/specification of how something is related to something else. The rules that govern the relationships within a taxonomy.Term Store (SharePoint specific): Each Managed Metadata Service Application has one Term Store for each language that it supports. Group (SharePoint specific): Main purpose is security boundary. Big note: Can’t associate Managed Metadata Columns to a group. Can only associate to a Term Set or Term. Term Set (SharePoint specific): Logical grouping of related terms. Example: Term Set name = Car Manufacturers. Child Terms can be Audi, BMW, Chevy, Honda, etc. Terms (SharePoint specific): Members of a Term Set. Can have children and those children can have children, and so forth.
  • Content Type Features: Workflows, Information Management Policies, Disposition Rules, Custom Document Information PanelsContent Type Hub Features: Manage Content Types centrally and syndicate across Site Collections. Was not available with SharePoint 2007.
  • I would be happy to discuss what we are trying to put together for partners/TEC.
  • Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010

    1. 1. Playing Tag: Managed Metadata and Taxonomies in SharePoint 2010 Henry Ong SharePoint Systems Administrator @ Quest Software Twitter: @henry_ong
    2. 2. Who is this Henry Ong guy?• Been working w/ SharePoint since 2005.• SharePoint’ed in almost every industry.• Experience spans almost all disciplines of SharePoint.• SharePoint Engineer that’s not afraid of Visual Studio.
    3. 3. Quest Market Presence Americas 60 Offices, 3 HQs EMEA APJa Sales/Mrkg 3600+ Employees R&D Support 178 Countries 100,000+ Customers All Verticals Global 200 SMB Multiple Business Lines Database, Monitoring, Data Protection, User Workspace/Virtualization, Windows (SharePoint, AD, Messaging), Identity Mgmt
    4. 4. Presentation Governance• Out Of Scope (for the most part) – ECM Deep Dive – C# Coding• Rules – Let me know if you can’t hear me. – Ask questions as you please. – Let’s keep it dynamic and conversational.
    5. 5. Agenda• Metadata – definitions and taxonomy• Usage scenarios• Folksonomy usage• Taxonomy management• Tags and social networking• Configuration Overview & Design Tips• Customization
    6. 6. What is metadata?• In practical usage, it means data about data• For SharePoint, it usually means data that describes or classifies other data (lists) or documents (libraries)
    7. 7. 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”)• Ontology - Formal representation of knowledge as a set of concepts within a domain, and the relationships between those concepts• Term Store – A database that houses taxonomies• Group – Logical groupings of Term Sets. Security boundary.• Term Set – The “second level” of a taxonomy. Logical grouping of related terms.• Term – (a/k/a “tag”) An element of the defined taxonomy
    8. 8. 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.
    9. 9. 2010 Managed Metadata Service•Centralized enterprise repository for tag hierarchies and keywords•Publish and subscribe model for distributed content types
    10. 10. Scenario: Growth of an InformationArchitecture• New company starts to develop products Products• “X21 Screen Cleaner” is Product Information the first product• Products team has a SharePoint site with a folder for product information• Simple storage and navigation
    11. 11. Scenario: Growth of an InformationArchitecture•Company hires its first marketing Products specialist Product Information•Adds a folder to the Marketing Information library for marketing content•Multiple products, but all information still in one spot
    12. 12. Scenario: Growth of an InformationArchitecture•In six months, marketing Products Product Information grows to a Marketing department, gets its Marketing Information own site•Document physical storage becomes de facto taxonomy
    13. 13. Information Architecture 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?”
    14. 14. DemoNavigating w/ Tags Instead of Folders
    15. 15. Folksonomy• Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords• Centrally stored in the MMS application• Easily enabled option for all document libraries• Can also be applied to content outside SharePoint
    16. 16. Social tagging•Tags are aggregated to each user’s profile page•Tags have profile pages•Tags can be “followed” just like people in SharePoint social nets
    17. 17. DemoAdministering and Using Tags
    18. 18. Search•Tags are automatically crawled properties•All tags and terms are available as left hand “refinements”
    19. 19. MMS - Shared Service Applications•2010 common farm User Profiles Search Metadata functions are now independent Shared Excel Calc Visio Service Applications•MMS is an SSA!•Records/librarians/IA can administer metadata without becoming farm http://globalweb http://itportal admins
    20. 20. Taxonomy Operations• Term sets can be copied, relocated, and reused from existing terms• Terms can be copied, reused, merged, deprecated, etc.• Keywords (folksonomy) can be moved into a managed term set or deleted
    21. 21. DemoAdvanced Managed Metadata Service Administration
    22. 22. Design Considerations• Openness vs. closed term sets• Tag security• Dynamic external tags• Content types & site columns - practical guidance• Role of Master Data Services in SQL 2008 R2• Programmability & Customization• Dark secrets…
    23. 23. Design - Openness• Folksonomy - Managed Keywords are usually “open”, and allow users to add new terms interactively• Taxonomy - Managed term stores are usually closed, and require administrators to add new terms• Open folksonomies and closed taxonomies is a good practice…best?• Watch trends in casual social tags and evaluate “promotion” to formal taxonomy.
    24. 24. 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)
    25. 25. Design – Content Types• Use Document ID function uniformly among hub and subscribers – otherwise content types arent 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
    26. 26. 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.
    27. 27. Physical and Logical Design• Use Content Type Organizer rule to move new documents based on initial tags• Use taxonomy and metadata to drive information lifecycle management processes (e.g. archiving)• Improve browsability and search relevance
    28. 28. Programmability• C# use Microsoft.SharePoint.Taxonomy• PowerShell$str = “SAMPLE”$site = new-objectMicrosoft.SharePoint.SPSite("http://MYSITE")$session = new-objectMicrosoft.SharePoint.Taxonomy.TaxonomySession($site)$termstore = $session.TermStores[“MYTERMSTORE"][…create group…][…create term set…]$term = $termset.CreateTerm($str, 1033)
    29. 29. Dark Secrets of MMS• No granular security on tag definitions or tags as applied• No meta-metadata – You can define products and group them hierarchically, but you can’t add a list price and then navigate or refine to find content by price – Can’t tag a tag, can’t rate a tag, can’t “like” a tag – Can’t organize “personal” tags• Client application support limitations – SharePoint Workspace 2010 can read but not write MMS tags – InfoPath browser client can’t read or write MMS tags
    30. 30. The 9 10 Some Adoption Rules1. Start small. Do NOT put everything in a term set.2. Find “ friendlies”. Introduce keywords to users who understand the benefits3. Use default tags in context.4. External data. Use BCS if tag definitions are outside SharePoint (G/L codes)5. Understand the security model and don’t put “secret” terms in a term store.6. Extend administrative access for nontraditional administrators (e.g. corporate records staff)7. Plan for and deploy centralized content types.8. If security requirements are simple - and document sharing is important, use the Document Center to centralize document storage, and use content types and tags to classify docs.9. Watch usage patterns for keywords and search. Unused typos in a keyword field (e.g. “holidya list”) can be deleted, and new project names can be promoted!10. Synonyms! Synonyms! Synonyms!11. Taxonomy does NOT belong to IT!!!
    31. 31. Resources• From Microsoft: – SharePoint 2010 site: – SharePoint Team Blog:• From Quest – –
    32. 32. Thank you…Contact• Email• Blog• Twitter: @henry_ong• LinkedIn:
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