SharePoint Connections Coast to Coast Overview of Enterprise Content Management


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This session walks you through some of the enterprise content management features in SharePoint 2010 such as metadata management, document sets, records management, search, and more. The demos will include declarative and programmatic creation of document sets and document ids, records management routing, and search

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SharePoint Connections Coast to Coast Overview of Enterprise Content Management

  1. 1. Overview Enterprise Content Management in SharePoint 2010 <br />Ivan Sanders<br />SharePoint MVP Developer, EvangelistDimension Solutions<br /><br />
  2. 2. Agenda<br />Enterprise Metadata<br />Document Management<br />Tag<br />Discover<br />Manage<br />Document Sets<br />Document IDs<br />Term Store<br />Search<br />
  3. 3. Metadata Revolution<br />video<br />
  4. 4. <ul><li>Metadata promises to drive search, navigation and business behaviors Ongoing challenges with user adoption and data consistency Features:</li></ul>Modern end-user experience<br />Auto-complete: MRU & against term set<br />Rich, symmetric client and web-based UX<br />Synonyms, multiple language support <br />Enable both folksonomyandtaxonomy<br />Reader tagging surfaced in MySites and on documents<br />Bottoms-up folksonomy through ‘open’ fields<br />Structured hierarchical taxonomy<br />Ok to mix approaches at the field level<br />e.g. keywords and cost center code in the same content type<br />Syndication of content types incl. associated term sets and policy<br />Across webs, site collections, farms<br />Flexibly consume term sets from multiple levels around the organization<br />Enterprise Metadata<br />
  5. 5. 2 Primary Concepts<br />Folksonomy<br />Taxonomy<br />
  6. 6. <ul><li>Tag</li></ul>cross farm with shared hierarchal taxonomies, folksonomy and types automatically with location based metadata defaults<br /><ul><li>Discover</li></ul>with metadata based navigation in client and server<br />with location based view definitions<br />the best content with Ratings<br />the latest version with Unique Document IDs<br />repositories with ties to Office Client New/Open/Save<br /><ul><li>Manage</li></ul>With Document Sets for multi-document work products<br />with Metadata based content organizer<br />with Multi-stage retention policies<br />with Location/Folder based policies<br />with millions of documents<br />Document Management:Feature Review<br />
  7. 7. Document ratings<br />Human Readable Unique Document IDs<br />VQUUYTWJFH2Y-19-53<br />Insertable into document contents<br />Per-folder metadata defaults<br />All documents in particular folder tagged Year=2007<br />Additional Metadata Services<br />
  8. 8. Document Management<br />demo <br />
  9. 9. New object to manage work products made up of multiple documents<br />Think Folder++<br />Key Scenarios<br />Tight collection of documents<br />A sales proposal that includes documents, spreadsheets and presentations<br />Heterogeneous file types not usually assembled<br />Compound documents<br />A user manual that is an assembled roll-up of separate sections<br />Document Set Features<br />Shared Metadata<br />Customized welcome page<br />Default documents added<br />Version capture<br />Workflows<br />Portability (download/upload/send to record center)<br />Document Sets:Scenario Overview<br />EmpowerYour Users<br />
  10. 10. Document SetsFeatures Deep Dive<br />Document Set Features<br />
  11. 11. Creating document sets<br />demo <br />
  12. 12. Unique Document ID Service<br />New site collection Feature: Document ID Service<br />Adds unique ID for all documents throughout the site collection<br />Documents can be retrieved regardless of the current of future location based on their unique ID, which does not change after initially set for the document<br />
  13. 13. Creating custom document ID provider<br />Custom document provider can be implemented to replace the oob funcitonality<br />Inherit your provider from the Microsoft.Office.DocumentManagement.DocumentIdProvider<br />Replace provider using Microsoft.Office.DocumentManagement.DocumentId.SetProvider()<br />Applies change in Site Collection level<br />
  14. 14. Custom document ID provider<br />demo<br />
  15. 15. Term Store, Term Sets & Terms<br />Service Application (Term Store) » Groups » Term Sets » Terms<br />Locations » Cities » Redmond<br />Administrators & users create term stores & terms<br />Flat list or hierarchical list<br />Disambiguating, reusing, merging & deprecating terms<br />Custom properties available from OM<br />Term store facilitates the management & retrieval of metadata & relationships<br />Terms can belong to one or more term sets<br />Translations & synonyms<br />
  16. 16. EmpowerYour Users<br />Term Store<br />Metadata Service<br />One term store per shared service app<br />Term Store<br />ContentTypeHub<br />Many groups per term store. Used as security boundary<br />Content Types<br />Group(s)<br />Many term sets per group <br />(max 1000 total per term store)<br />Term Set(s)<br />30K terms per term set <br />(max. 1m total)<br />Synonyms<br />Description<br />Translations<br />(Custom properties)<br />Term(s)<br />
  17. 17. Enterprise Keywords & Tags<br />Enterprise Keywords = Term<br />Free text entries are converted to terms in term store – not part of any hierarchy though<br />Can be promoted to term sets<br />Tags<br />Can be terms or keywords<br />Shell Tags:<br />Kept in sync with the item’s managed keyword field<br />Saved in the item’s managed keyword field<br />Social Tags:<br />Allows users to create and apply keywords to items<br />Stored in social store, not in item properties<br />
  18. 18. Term Store Management Tool<br />Provides rich interface for full management of term sets and terms<br />Import of term sets and terms<br />Translations & synonyms<br />Manage term set / term languages<br />Submission policy (open / closed)<br />Open means users can submit terms to the term store (when adding / editing items)<br />Regardless of the policy, users can always submit keywords<br />
  19. 19. Term Store Management Tool<br />
  20. 20. Term Store Management Tool and how to import terms programmatically<br />demo <br />
  21. 21. 2010 Search Extensibility<br />Query Extensibility<br />Search Web Parts<br />Visual Best Bets<br />Core Results WebPart<br />Related Queries<br />Search Action Links<br />Query Suggestions<br />Search Box<br />Federated Results<br />More…<br />Query & Federation OM<br />Query Web Service<br />Custom Ranking models<br />User Context Custom Properties<br />Search Refinements<br />Indexing Extensibility<br />Custom Connector<br />BCS Content Sources<br />Custom Entity Extractor<br />Custom IFilter<br />
  22. 22. FAST Search<br />demo<br />
  23. 23. <ul><li>SharePoint 2007</li></ul>High scale libraries require careful planning and management<br /><ul><li>SharePoint 2010</li></ul>End user features for high scale<br />Ex: Metadata pivots, Key filters, Content organizer<br />Server automatically “does the right thing” for high scale<br />Compound Index support<br />Automatic index management<br />Query throttling w/ fallback<br /><ul><li>SharePoint 2Scale Targets</li></ul>1 million items in a folder<br />10’s of millions of items in a single library<br />100’s of millions of items in large archive scenarios<br />Scale<br />
  24. 24. Scalable Architecture Large List Optimizations<br /><ul><li> Column Indexes were not possible
  25. 25. Database Indexes were not supported</li></ul>SharePoint 2003<br />SharePoint 2010 Scale Targets<br />1 million items in a folder<br />10’s of millions of items in a single library<br />100’s of millions of items in large archive scenarios<br /><ul><li> Column Indexes could be configured via the UI
  26. 26. End users could impact performance with poor performing </li></ul> list views<br />SharePoint 2007<br /><ul><li> Database optimizations allow far more items in a list</li></ul>- Server automatically “does the right thing” for high scale<br />Compound Index support<br />Automatic index management<br />Query throttling w/ fallback<br /><ul><li>Resource intensive operations can be limited or disallowed </li></ul> during production hours<br /><ul><li> Large query thresholds
  27. 27. Blocking Operations
  28. 28. Can be overridden via the Object Model</li></ul>SharePoint 2010<br />
  29. 29. Summary<br />EmpowerYour Users<br />Enterprise Metadata<br />Document Management<br />Tag<br />Discover<br />Manage<br />Document Sets<br />Document IDs<br />Term Store<br />FAST Search<br />
  30. 30.
  31. 31. Your Feedback is Important<br />Please fill out a session evaluation form.<br />Thank you!<br />Ivan Sanders<br /><br /><br /><br />
  32. 32. Who can you trust??<br />Maurice Prather<br />Andrew Connell<br />Spence Harbar<br />Heather Solomon<br />Todd Klindt<br />Todd Baginski<br />Todd Bleeker Tielens<br />Patrick Tisseghem<br />WictorWilen<br />Ted Patisson<br />Lars Fastrup<br />CarstenKeutmann<br />Keith Richie<br />Bill Baer<br />SahilMalik<br />BilSimser<br />
  33. 33. Codeplex – with Source Code<br /><br /><br /><br /><br /><br /><br /><br /><br /><br /><br />
  34. 34. SharePoint 2010 Guidance<br />
  35. 35. CKS DEV VSIX Extensions<br />20<br />