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Taming Information Chaos in SharePoint 2010


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Taming Information Chaos in SharePoint 2010

  1. 1. Taming Information Chaos Eric Shupps SharePoint Server MVP
  2. 2. About Me• SharePoint Server MVP• President, BinaryWave• Microsoft Patterns & Practices (• CKS:DEV (• Web:• Blog:• Twitter: @eshupps• Facebook:
  3. 3.
  4. 4. Agenda• Information Architecture• Metadata – Demo: Using Managed Metadata• Taxonomy – Demo: Creating Custom Solutions with Managed Metadata
  5. 5. What Is Information Architecture?• An organizational structure for specific formats, categories, and relationship of data• Organization of the various SharePoint entities and objects: – Planning for the type and number of entities – Scalability and performance considerations• Navigation structure• Information architecture continues beyond container structure into content types and metadata planning.
  6. 6. Why Does it Matter?• Increases the chances that the solution design will be usable, reliable, and secure• It’s often neglected during SharePoint projects, but is critical for success!• Risks for not planning information architecture: – Decreased usability and findability – Performance and reliability issues – Lack of user adoption – Costly future enhancements
  7. 7. Usability and Findability• How easily can the consumer either locate or discover information through navigation?• How reliably can the consumer find information through the search interface?• Consistency is key for discovery.• SharePoint metadata is key for search: – Site columns – Content types: • Enterprise content types • Local – Managed metadata
  8. 8. Manageability• How efficient is the authoring experience?• How distributed is the content?• How distributed are the managers?• Minimize the “places” that authors and managers have to “visit” to do their job.• Maximize the visibility and control of content in each user’s area of responsibility.
  9. 9. Security• SharePoint provides the capability to manage security broadly or on a granular level down to the item.• Typically, security is managed at the site collection and inherited down to all objects unless broken manually. – When pages are loaded, SharePoint needs to check the security on all the objects being rendered. – Breaking security inheritance puts a greater burden on the server, thus hurting performance.• Consider security and organizational boundaries when planning information architecture.
  10. 10. Definition of Metadata• Data that provides additional information about a specific object or collection of objects Author Creation Date – Structured – Descriptive File Size – Administrative File Extension• Facilitates identification, Title Keywords organization, discovery, and interoperability of Status information Revision
  11. 11. Benefits of Metadata• Provides organizational structure for disparate types of data• Supports rapid location of information• Enhances navigation• Enables advanced sorting, filtering, and grouping capabilities• Allows for differentiation of similar objects• Contributes to ranking and categorization within search results• Supports data portability (content without context)
  12. 12. Metadata in SharePoint 2010• Intrinsic – File Size – Item Type• Derived – Created By – Created Date – Modified By – Modified Date• Declared – List/Library Fields – Terms – Document Properties
  13. 13. Metadata Components Site Collection List Farm Item • Managed • Site • List Columns • Document Metadata Columns • Metadata Properties Services • Content Navigation • File • Global Types • Key Filters Properties Term Sets • Policies • Views • User • Managed • Grouping Properties • Local Term Properties Sets • Sorting • Enterprise • Filtering Keywords
  14. 14. Metadata and Search• Quality and quantity of metadata influence result precision and fidelity.• Custom ranking models permit fine-grained control over search result elevation.• Managed properties permit custom fields to be included in search indexes, scopes ,and queries.• Refiners allow users to drill into result sets based on metadata values.• Authoritative pages, keywords, best bets, synonyms, and other parameters improve quality of search results.
  15. 15. Metadata Planning• Identify common information types and required properties.• Determine which data elements should be immutable (closed) and which can be left to the user’s discretion (open).• Identify syndication requirements and managed metadata service application needs.• Define term store roles and memberships.• Specify language requirements.• Group terms into a logical hierarchy.• Create term sets and terms.
  16. 16. Term Stores• Database that contains information relating to taxonomies.• Each Managed Metadata Service Group Application is a single instance of a term store.• Includes groups, term Term Set sets, terms, and keywords.• Web applications can Terms have associations to multiple term stores.
  17. 17. Groups and Term Sets• Groups Term Store – Contain one or more term sets – Provide a security boundary for term set administration (managers, contributors)• Term Sets – Containers used to organize terms – May assign stakeholders Terms – Configurable submission policy and tagging options
  18. 18. Terms• Predefined values that represent taxonomy Term Store objects.• Can be nested up to seven levels deep. Group• Terms can be associated with other terms as synonyms. Term Set• Ability to define custom sort order.• Organizational terms can be included that are not used in data selection.
  19. 19. Managed Properties• Metadata can be used in search scopes and queries.• Custom fields must be defined as a managed property in Search Administration.• Multiple fields can be assigned to a single managed property.
  20. 20. Metadata Navigation• Expands the capabilities of list views to make locating information easier.• Navigational hierarchies display items with matching values. Descendent terms are included by default.• Key filters permit expanding filtering for multiple terms.• Column indexing allows queries that return result sets larger than defined thresholds.
  21. 21. Syndication Managed Metadata Service Application Web Application A Web Application B Content Type Hub Content Type Subscriber
  22. 22. DEMOUsing ManagedMetadataCreating a term store, definingterms, and using terms in listfields
  23. 23. Multilingual Considerations• Each term store can have one default language and multiple working languages. – Requires language pack to be installed for each language• Each term can have multiple labels defined for each working language. – One default label per language• Custom sort orders are applied to all languages in a term set.• Terms are presented in the user’s preferred language.
  24. 24. DEMOContent TypeSyndicationPublishing and consumingenterprise content types
  25. 25. Taxonomy Definition• Classification of data.• Structured taxonomies organize data according to pre- defined relationships.• Unstructured taxonomies (Folksonomy) allow users to tag content and create ad-hoc organizational structures.
  26. 26. Structured Taxonomy• Metadata is defined administratively and utilized by content authors. Term Store• Term sets are created in the term store. Term Term Term• Content types are created and published.• Site collections subscribe to one or more term Field stores.• Terms are available in list Field fields for content tagging. Field
  27. 27. Unstructured Taxonomy• Users tag content with applicable terms Term• Content can be rated on Term Term a defined scale• Classification occurs collaboratively, with content consumers Field contributing to the Field hierarchy• Notes allow users to Field comment on sites, pages or documents for others to view
  28. 28. Taxonomy Benefits Structured Unstructured Enforces content organization Exposes information on how according to established guidelines content is valued by contributors and consumers Ensures proper use of accepted industry-specific terminology Allows users to participate in content classification Aids compliance with regulatory requirements Defines ad-hoc relationships that Provides a familiar navigational might not have been anticipated or hierarchy envisioned
  29. 29. Publishing and Updates• Identify which site collections will serve as content type hubs Hub and which will act as subscribers.• Identify stakeholders Term and create a Store taxonomy maintenance plan. Subscriber• Set schedules for a content type hub and subscriber updates.
  30. 30. Importing Metadata• Managed metadata can be imported from external sources into the term store.• Organize into logical groups, term sets, and terms prior to import.• Format data into a comma-delimited .csv file.• Synonyms and translations must be specified within the term store management interface. "Term Set Name","Term Set Description","LCID","Available for Tagging","Term Description","Level 1 Term","Level 2 Term","Level 3 Term","Level 4 Term","Level 5 Term","Level 6 Term","Level 7 Term" "Sites","Locations where the organization has offices",,TRUE,,,,,,,, ,,1033,TRUE,,"North America",,,,,, ,,1033,TRUE,,"North America","Washington",,,,, ,,1033,TRUE,,"North America","Washington","Redmond",,,, ,,1033,TRUE,,"North America","Washington","Seattle",,,, ,,1033,TRUE,,"North America","Washington","Tacoma",,,, ,,1033,TRUE,,"North America","Massachusetts","Cambridge",,,,
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