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Using content types and metadata in share point intrateam24-04-2013
Using Content Types and Metadata in SharePoint allows for defining types and functionality for content. Content Types can be managed globally using a Content Type Hub. Managing Content Types and Metadata is both technically and organizationally challenging. An effective approach is to establish solid governance across all levels to maintain control. The Term Store provides a central repository for managing terms associated with Content Types. Managing Content Types and Metadata in SharePoint can have a major impact on businesses by bringing consistency and structure to content.
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Using content types and metadata in share point intrateam24-04-2013
- 1. Using Content Types &Metadata in SharePoint
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- 3. Anders Skjønaa SharePointPeople Aps SharePointPeople •Enterprise Advisory for SharePoint • Architecture and design services • SharePoint Governance Framework™ implementation and workshops Our competences and specialities • SharePoint Strategy advisory • SharePoint Governance Practice • SharePoint Service Delivery (ITIL) • Project & Program Management Our solutions • Social Enterprise platform (SharePoint 2013) • Enterprise Search (Fast Search, SharePoint 2013) • Information / Document Management & Workflow • Cloud solutions (Office 365 & Windows Azure) Our customers Microsoft, Jyske Bank, NKT Cables, Bisca, Amartro, Aker Solutions, Kellogg Company, DSB and more…
- 4. Using Content Types & Metadatain SharePoint AGENDA • What are Content Types? • Types • Functionality • Inheritance • Implementation Strategies • List • Application • Sites • Portal • Platform • Content Type Management • Governance • Organization
- 5. What are ContentTypes? • Description of content – like in a database • EVERYTHING has a Content Type • Content Types include • Columns for items • Validation rules (Columns) • Extensions (Inheritance) • Grouping • Templates • Hierarchy implementation (Updates) • Workflows • Policies • Retention • Auditing • Barcodes • Labels • Document Information Panel • Document Conversion
- 6. What are ContentTypes? • EVERYTHING is an «item» • Parent Content Type • Built-in Content Types to know • Document • Page Layout Content Types • Unknown Content Type • Document Set • … Item Document Contract Sales Contract Employee Contract
- 7. Content Type implementation Weneed to agree on an implementation strategy • List Level • Application Level • Site Level • Portal Level • Platform Level Each level has it’s own considerations and requirements for governance and management
- 8. The Content TypeHub (On-premices) Content Type Hub (Teamsite) Intranet Portal Collaboration Portal Enterprise Search Portal Human Resources Operations Projects «Competence» Content Type «Candidate» Content Type Search for «Candidates» with the right «Competence»
- 9. What is yourstrategy for Content Typing? What are you doing today What would you like to be able to do?
- 10. Content Type ImplementationStrategy The biggest impact is at the Platform Level • Implementing GLOBAL Change Management procedures • Identify «Content Manager» role on each level (Governance) • Train people – users and Content Type Manager • Drive progressive governance across the platform
- 11. High level implementationguidance Platform Portal Site Application List • Low Management • Use Content Types «as needed» • Consult Type Owner • Define responsible role (Typically SDM) • Use Content Type Hub • Create local Content Types following governance policies • Management depends on site type and purpose • Use Site Types if needed (Inherited) • Site Owner (Rights) will be Content Type Practitioner(!) • Portal Owner (SDM?) should be responsible for all CT Practitioners • Use Content Type Hub • Drive governance to the «local» level • Content Type Hub • Strict Management of Content Types globally • Drive Content Type Practitioners team • Drive Governance for Content Types across all busines units
- 12. High level implementationguidance Platform Portal Site Application List • Low Management • Use Content Types «as needed» • Consult Type Owner • Define responsible role (Typically SDM) • Use Content Type Hub • Create local Content Types following governance policies • Management depends on site type and purpose • Use Site Types if needed (Inherited) • Site Owner (Rights) will be Content Type Practitioner(!) • Portal Owner (SDM?) should be responsible for all CT Practitioners • Use Content Type Hub • Drive governance to the «local» level • Content Type Hub • Strict Management of Content Types globally • Drive Content Type Practitioners team • Drive Governance for Content Types across all busines units
- 13. Platform Portal Site Application List • Low Management •Use Content Types «as needed» • Consult Type Owner • Define responsible role (Typically SDM) • Use Content Type Hub • Create local Content Types following governance policies • Management depends on site type and purpose • Use Site Types if needed (Inherited) • Site Owner (Rights) will be Content Type Practitioner(!) • Portal Owner (SDM?) should be responsible for all CT Practitioners • Use Content Type Hub • Drive governance to the «local» level • Content Type Hub • Strict Management of Content Types globally • Drive Content Type Practitioners team • Drive Governance for Content Types across all busines units High level implementation guidance
- 14. High level implementationguidance Platform Portal Site Application List • Low Management • Use Content Types «as needed» • Consult Type Owner • Define responsible role (Typically SDM) • Use Content Type Hub • Create local Content Types following governance policies • Management depends on site type and purpose • Use Site Types if needed (Inherited) • Site Owner (Rights) will be Content Type Practitioner(!) • Portal Owner (SDM?) should be responsible for all CT Practitioners • Use Content Type Hub • Drive governance to the «local» level • Content Type Hub • Strict Management of Content Types globally • Drive Content Type Practitioners team • Drive Governance for Content Types across all busines units
- 15. High level implementationguidance Platform Portal Site Application List • Low Management • Use Content Types «as needed» • Consult Type Owner • Define responsible role (Typically SDM) • Use Content Type Hub • Create local Content Types following governance policies • Management depends on site type and purpose • Use Site Types if needed (Inherited) • Site Owner (Rights) will be Content Type Practitioner(!) • Portal Owner (SDM?) should be responsible for all CT Practitioners • Use Content Type Hub • Drive governance to the «local» level • Content Type Hub • Strict Management of Content Types globally • Drive Content Type Practitioners team • Drive Governance for Content Types across all busines units
- 16. Managed Metadata Term Store •Term Store is a central repository for metadata terms • Easy implementation, but… • Require some planning to work well Very COOL functionality… • Integrated Metadata(Taxonomy) & Tagging (Folksonomy) • Notify relevant people of changes • Delegate Term Ownership Not so COOL • User interface • Limited scalability (Per Managed metadata instance) • Limited flexibility and functionality (Term Store is not a global taxonomy management systems)
- 17. Metadata driven functionality •Search • Federation • Content Organizer • Records Management • Document Information Panel • Workflow • Navigating • Navigating lists using Metadata • New navigation functionality in SharePoint 2013 Metadata / Term Store is a great foundation for extensibility
- 18. Summary Using Content Types& Metadata in SharePoint • Content Types are the construct for defining types and functionality around content in SharePoint • Content Types can be managed on a global level using Content Type Hub • Managing Content Types & Metadata is a technical and organizationally challenging tasks • A solid governance approach crossing all level are an effective way to stay in control • Term Store is a great repository for controlling terms for Content Types Managing Content Types & Metadata in SharePoint may be one of the most impactful investments in SharePoint – for your business
- 19. Questions Anders B. Skjønaa Partner,SharePointPeople Aps anders@sharepointpeople.dk sharepointpeople.wordpress.com linkedin.com/in/skjoenaa facebook.com/anders.skjoenaa