Using content types and metadata in share point intrateam24-04-2013

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Using content types and metadata in share point intrateam24-04-2013

  1. 1. Using Content Types& Metadata in SharePoint
  2. 2. Anders SkjønaaSharePointPeople Apssharepointpeople.wordpress.comlinkedin.com/in/skjoenaafacebook.com/skjoenaaanders@sharepointpeople.dk
  3. 3. Anders SkjønaaSharePointPeople ApsSharePointPeople• Enterprise Advisory for SharePoint• Architecture and design services• SharePoint Governance Framework™implementation and workshopsOur competences and specialities• SharePoint Strategy advisory• SharePoint Governance Practice• SharePoint Service Delivery (ITIL)• Project & Program ManagementOur solutions• Social Enterprise platform (SharePoint 2013)• Enterprise Search (Fast Search, SharePoint 2013)• Information / Document Management & Workflow• Cloud solutions (Office 365 & Windows Azure)Our customersMicrosoft, Jyske Bank, NKT Cables, Bisca, Amartro,Aker Solutions, Kellogg Company, DSB and more…
  4. 4. Using ContentTypes &Metadata inSharePointAGENDA• What are Content Types?• Types• Functionality• Inheritance• Implementation Strategies• List• Application• Sites• Portal• Platform• Content Type Management• Governance• Organization
  5. 5. What are Content Types?• 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. 6. What are Content Types?• EVERYTHING is an «item»• Parent Content Type• Built-in Content Types to know• Document• Page Layout Content Types• Unknown Content Type• Document Set• …ItemDocumentContractSales ContractEmployeeContract
  7. 7. Content Type implementationWe need to agree on an implementation strategy• List Level• Application Level• Site Level• Portal Level• Platform LevelEach level has it’s own considerations and requirements forgovernance and management
  8. 8. The Content Type Hub(On-premices)Content Type Hub(Teamsite)Intranet PortalCollaborationPortalEnterprise SearchPortalHuman Resources OperationsProjects«Competence» Content Type«Candidate» Content TypeSearch for«Candidates»with the right«Competence»
  9. 9. What is your strategy for Content Typing?What are you doing todayWhat would you like to be able to do?
  10. 10. Content Type Implementation StrategyThe 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. 11. High level implementation guidancePlatformPortalSiteApplicationList• 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. 12. High level implementation guidancePlatformPortalSiteApplicationList• 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. 13. PlatformPortalSiteApplicationList• 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 unitsHigh level implementation guidance
  14. 14. High level implementation guidancePlatformPortalSiteApplicationList• 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. 15. High level implementation guidancePlatformPortalSiteApplicationList• 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. 16. Managed MetadataTerm Store• Term Store is a central repository for metadata terms• Easy implementation, but…• Require some planning to work wellVery COOL functionality…• Integrated Metadata(Taxonomy) & Tagging (Folksonomy)• Notify relevant people of changes• Delegate Term OwnershipNot so COOL• User interface• Limited scalability(Per Managed metadata instance)• Limited flexibility and functionality(Term Store is not a global taxonomy management systems)
  17. 17. Metadata driven functionality• Search• Federation• Content Organizer• Records Management• Document Information Panel• Workflow• Navigating• Navigating lists using Metadata• New navigation functionality in SharePoint 2013Metadata / Term Store is a great foundation for extensibility
  18. 18. SummaryUsing Content Types & Metadata in SharePoint• Content Types are the construct for defining types and functionality around content inSharePoint• Content Types can be managed on a global level using Content Type Hub• Managing Content Types & Metadata is a technical and organizationally challengingtasks• 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 TypesManaging Content Types & Metadata in SharePoint may be oneof the most impactful investments in SharePoint – for yourbusiness
  19. 19. QuestionsAnders B. SkjønaaPartner, SharePointPeople Apsanders@sharepointpeople.dksharepointpeople.wordpress.comlinkedin.com/in/skjoenaafacebook.com/anders.skjoenaa

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