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Jonathan Ralton
BlueMetal Architects
Taming Your Taxonomy
in SharePoint
Agenda
Setting the Stage
Orientation
In Theory…
The Nitty-Gritty
In Practice…
Exercise
Wrapping Up
Questions
Setting the Stage
Taming Your Taxonomy in SharePoint
ME
Presenter
Jonathan Ralton
• Senior Information Architect
• SharePoint IT Pro since 2005
(WSS/SPS)
• No code!
• Document Ma...
YOU
Audience
What roles are
you in?
What are you hoping
to learn?
Orientation: In Theory…
Taming Your Taxonomy in SharePoint
In Theory…
SharePoint does
this thing called
Content Management
In Theory…
Business
Process
Automation
Portals Social Co-Authoring
External
Collaboration
Workflow
Team
Collaboration
Inci...
Pleasantville
© 1998 New Line Cinema
Wild Wild West
© 2014 Universal Studios
In Theory…
What is…
• Content Architecture
• Taxonomy
How do they relate?
Content Architecture
Taxonomy
Content Architecture
1. The specification for a content management
solution
2. A set of activities and outputs for effecti...
Content Architecture
TAXONOMY
def·i·ni·tion [dèffə nísh'n]
Taxonomy
“a classification into ordered categories”
– dictionary.com
Taxonomy
A way to group things together
In Theory…
•Qualities
• Structured
• Organized
•Methods
• Grouping
• Classification
• Categorization
•Goals
• Make findabl...
In Theory…
50%50%
FINDING CONTENT
Navigation Search
In Theory…
• What is it?
• Is it useful to me?
In Theory…
Taxonomy
Findability Usability
In Theory…
Your taxonomy is an integral part of your
content architecture plan
In Theory…
Your content architecture is the foundation for
achieving content management
In Theory…
Art
Science
In Theory…
A Process
An
Outcome
In Theory…
Process
• Helps elicit ideas
• Helps resolve prior mistakes
• Based on past experience
• Helps achieve buy-in
O...
White Paper
• Planning
• Documentation
• Inheritance
bit.ly/GovernanceinSharePointFeature
The Nitty-Gritty: In Practice…
Taming Your Taxonomy in SharePoint
In Practice…
Farms
Web
Applications
Content
Databases
Site
Collections
Sites
Lists
Libraries
Folders
Document
Sets
Site Co...
In Practice…
What are…
• Content Types
• Site Columns
What will we do with them?
Content
Types
Site
Columns
Metadata
In Practice…
Metadata
Content Types
Site Columns
Context
Sites
Libraries
Lists
Taxonomy
Let’s Ignore…
•External Content Types
•Folksonomies
•Third Party Features/Apps
CONTENT TYPE
def·i·ni·tion [dèffə nísh'n]
Content Type
“a reusable collection of:
1. metadata (columns),
2. workflow,
3. behavior, and other
4. settings
for a categ...
Name Parent Name Group
System #N/A _Hidden
Document Collection Folder Folder _Hidden
System Page #N/A _Hidden
System Page ...
Content Types – Inheritance
Item
Announcement Contact Event Issue Link Post Task
Document
Picture
Folder
Discussion
Docume...
Content Types – Categories
Item
Document
Folder
Document
Set
QUICK EXPLORATION
Content Types – Warning
DO NOT modify
the out-of-the-box
content types!
Content Types – Considerations
Site 1
Site 1.1
Site 1.1.1
Site 1.1.2
Site 1.2 Site 1.2.1
Site 1.3
• Where to define (Scope)
Content Types – Considerations
Intranet
Home
IT
Department
HR
Department
Marketing
Department
Sales
Department
Benefits
Te...
Content Types – Considerations
Content
Type 1
Content
Type 1.1
Content
Type 1.1.1
Content
Type 1.1.2
Content
Type 1.2
Cont...
Content Types – Considerations
• Ad
• Development Plan
• Invoice
• Offer Letter
• Performance Review
• Purchase Order
• Sa...
Content Types – Considerations
Document
Ad
Invoice
Offer Letter
Purchase Order
Salary Increase
Request
Termination Letter
Content Types – Considerations
Document
HR Document
Offer Letter
Salary Increase
Request
Termination LetterAd
Invoice
Purc...
Content Types – Considerations
Document
Corporate
Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Increase...
Content Types – Considerations
Document Master Document
Corporate
Document
Invoice
Purchase Order
HR Document
Offer Letter...
Content Types – Considerations
Standard Shipping
Request
Expedited Shipping
Request
Air Freight Request
International Air
...
Content Types – Considerations
Shipping Request Type
Shipping Approval
Type
Standard Shipping
Request Type
Standard Shippi...
Content Types – Considerations
Site
Content
Type A
Content
Type A
in List 1
Content
Type A
in List 2
Content
Type A
in Lis...
Content Types – Considerations
My Document.docx
Document Content Type
http://path/My%20Document.docx
Link to a Document Co...
SITE COLUMN
def·i·ni·tion [dèffə nísh'n]
Site Column
“a reusable column definition, or template,
that you can assign to multiple lists across multiple
SharePoint s...
Site Column
a field
Site Columns – Types
• All Day Event
• Audience Targeting
• Calculated
• Choice
• Currency
• Computed
• Cross Project Link...
Site Columns – Considerations
Site 1
Site 1.1
Site 1.1.1
Site 1.1.2
Site 1.2 Site 1.2.1
Site 1.3
• Where to define (Scope)
Site Columns – Considerations
Site
Column
Type A
Column
A in List
1
Column
A in List
2
Column
A in List
3
Column
A in List...
Site Columns – Considerations
Choice
Lookup
Managed
Metadata
• When to use which type
Site Columns –
Considerations
• Plain text
• Does not update
• No metadata about choicesChoice Column
Site Columns –
Considerations
• ID;#Value
• Does update
• Metadata about choices
• Projected Fields
• Expand scope of List...
Lookup Columns – Considerations
Site 1
Site 1.1
Site 1.1.1
Site 1.1.2
Site 1.2 Site 1.2.1
Site 1.3
• Where to define (Scop...
Site Columns –
Considerations
• Hierarchy of terms
• Scope across site collections, web
applications, farms
• No metadata ...
QUICK EXPLORATION
Site Columns – Considerations
• Too few columns?
• Too many columns?
• Required/Not Required?
Site Columns – Considerations
My Column
• My%20Column
My Column
• mycolumn
• ‘Internal Name’/Static Name vs.
‘Display Name...
QUICK EXPLORATION
METADATA
def·i·ni·tion [dèffə nísh'n]
Metadata
“data about data”
– dictionary.com
Metadata
Content
Types
Site
Columns
Metadata
Metadata – Process
1. Identify common elements
2. Identify unique elements
3. Associate at the appropriate level(s) on the...
Metadata – Process
Document Master Document
Corporate
Document
Invoice
Purchase Order
HR Document
Offer Letter
Salary Incr...
SharePoint Building Blocks
Metadata
Content Types
Site Columns
Context
Sites
Libraries
Lists
Taxonomy
SharePoint Building Blocks
Content Types
• Use to…
• Maintain consistency across
libraries and lists
• Isolate workflow, p...
SharePoint Building Blocks
Farm
Web
Application
Content
Database
Site
Collection
Site List/Library
Item
Item
Site
Collecti...
Taxonomy/Context – Uses
• Leverage security (List, Site)
• Differentiate list-based workflows (List)
• Segregate content (...
Taxonomy/Context – Approach
1. Determine what content is needed where
2. Associate at the appropriate level(s) with the ap...
Taxonomy/Context – Considerations
• The content that will be stored as items
• The site and list/library columns that will...
Site Templates
• Assets Web Database
• Basic Meeting
Workspace
• Basic Search Center
• Blank Meeting
Workspace
• Blank Sit...
Library Templates
• Asset Library
• Dashboards Library
• Data Connection Library
• Document Library
• Form Library
• Pictu...
List Templates
• Announcements
• Calendar
• Contacts
• Custom List
• Custom List in Datasheet View
• Discussion Board
• Ex...
Content Type Publishing
Advantages
• Manage ‘Enterprise Content
Types’ across site collections,
web applications, and farm...
Exercise
Taming Your Taxonomy in SharePoint
Deduction
Management
Site
Deduction
Library
Customer
Operations Site
Deduction
Contract
Library
Advertisement
Library
Bill...
Exercise
• Addendum
• Amendment
• Annual Report
• Change Request
• Collateral
• Contract
• Customer
• Exhibit
• Holiday
• ...
Wrapping Up
Taming Your Taxonomy in SharePoint
Wrapping Up
Content Architecture
Taxonomy
Wrapping Up
Taxonomy
Structure
Organize
Label
Categorize
Group
Wrapping Up
Taxonomy
Findability Usability
Users move pretty fast.
If you don’t stop and
think about this stuff
before you let them into
your SharePoint sites,
you c...
TAMING YOUR
TAXONOMY
1. PLAN AHEAD
2. DOCUMENT IT
3. FOLLOW YOUR
GOVERNANCE
POLICY
© 1986 Paramount Pictures
They’ll all think
you’re a righteous
dude.
© 1986 Paramount Pictures
Questions
Taming Your Taxonomy in SharePoint
Reference
Taming Your Taxonomy in SharePoint
Key SharePoint Limits
• Boundary: Static limits that cannot be exceeded by design
• Threshold: Configurable limits that ca...
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
Farm
Content Databases Supported Not Specified 500
...
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
Site Collection
Sites Supported 250,000 250,000
Sha...
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
List or Library
Items Supported 30,000,000 30,000,0...
Key SharePoint Limits
Limit Limit Type SharePoint 2010 SharePoint 2013
Document
Size Boundary 2 GB 2 GB
Major Versions Sup...
Links
SharePoint 2010 SharePoint 2013 SharePoint Online
Resources for IT Pros bit.ly/SP10-Resources bit.ly/SP13-Resources ...
Links
My Knowledge Management (KM) Resources Click Here
My Enterprise Content Management (ECM) Resources Click Here
My Web...
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
BASPUG May 2014 -  Taming Your Taxonomy in SharePoint
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BASPUG May 2014 - Taming Your Taxonomy in SharePoint

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Boston Area SharePoint User Group - May 21, 2014

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BASPUG May 2014 - Taming Your Taxonomy in SharePoint

  1. 1. Jonathan Ralton BlueMetal Architects Taming Your Taxonomy in SharePoint
  2. 2. Agenda Setting the Stage Orientation In Theory… The Nitty-Gritty In Practice… Exercise Wrapping Up Questions
  3. 3. Setting the Stage Taming Your Taxonomy in SharePoint
  4. 4. ME
  5. 5. Presenter Jonathan Ralton • Senior Information Architect • SharePoint IT Pro since 2005 (WSS/SPS) • No code! • Document Management, Content Management, Knowledge Management… @jonralton jonathanr@bluemetal.com blog.jonralton.net
  6. 6. YOU
  7. 7. Audience What roles are you in? What are you hoping to learn?
  8. 8. Orientation: In Theory… Taming Your Taxonomy in SharePoint
  9. 9. In Theory… SharePoint does this thing called Content Management
  10. 10. In Theory… Business Process Automation Portals Social Co-Authoring External Collaboration Workflow Team Collaboration Incident Management Project Management Knowledge Management Enterprise Content Management Application Platform
  11. 11. Pleasantville © 1998 New Line Cinema
  12. 12. Wild Wild West © 2014 Universal Studios
  13. 13. In Theory… What is… • Content Architecture • Taxonomy How do they relate? Content Architecture Taxonomy
  14. 14. Content Architecture 1. The specification for a content management solution 2. A set of activities and outputs for effective content management – Cleve Gibbon
  15. 15. Content Architecture
  16. 16. TAXONOMY def·i·ni·tion [dèffə nísh'n]
  17. 17. Taxonomy “a classification into ordered categories” – dictionary.com
  18. 18. Taxonomy A way to group things together
  19. 19. In Theory… •Qualities • Structured • Organized •Methods • Grouping • Classification • Categorization •Goals • Make findable • Make usable
  20. 20. In Theory… 50%50% FINDING CONTENT Navigation Search
  21. 21. In Theory… • What is it? • Is it useful to me?
  22. 22. In Theory… Taxonomy Findability Usability
  23. 23. In Theory… Your taxonomy is an integral part of your content architecture plan
  24. 24. In Theory… Your content architecture is the foundation for achieving content management
  25. 25. In Theory… Art Science
  26. 26. In Theory… A Process An Outcome
  27. 27. In Theory… Process • Helps elicit ideas • Helps resolve prior mistakes • Based on past experience • Helps achieve buy-in Outcome • Design Document • Artifacts • Spreadsheet(s) • Chart(s)
  28. 28. White Paper • Planning • Documentation • Inheritance bit.ly/GovernanceinSharePointFeature
  29. 29. The Nitty-Gritty: In Practice… Taming Your Taxonomy in SharePoint
  30. 30. In Practice… Farms Web Applications Content Databases Site Collections Sites Lists Libraries Folders Document Sets Site Columns Content Types External Content Types Managed Metadata Crawled Properties Managed Properties
  31. 31. In Practice… What are… • Content Types • Site Columns What will we do with them? Content Types Site Columns Metadata
  32. 32. In Practice… Metadata Content Types Site Columns Context Sites Libraries Lists Taxonomy
  33. 33. Let’s Ignore… •External Content Types •Folksonomies •Third Party Features/Apps
  34. 34. CONTENT TYPE def·i·ni·tion [dèffə nísh'n]
  35. 35. Content Type “a reusable collection of: 1. metadata (columns), 2. workflow, 3. behavior, and other 4. settings for a category of items or documents in a…list or document library”
  36. 36. Name Parent Name Group System #N/A _Hidden Document Collection Folder Folder _Hidden System Page #N/A _Hidden System Page Layout #N/A _Hidden System Master Page #N/A _Hidden Audio Rich Media Asset Digital Asset Content Types Image Rich Media Asset Digital Asset Content Types Rich Media Asset Document Digital Asset Content Types Video Rich Media Asset Digital Asset Content Types Document Item Document Content Types List View Style Document Document Content Types Form Document Document Content Types Picture Document Document Content Types Master Page Document Document Content Types Wiki Page Document Document Content Types Basic Page Document Document Content Types Web Part Page Basic Page Document Content Types Link to a Document Document Document Content Types Dublin Core Columns Document Document Content Types Document Set Document Collection Folder Document Set Content Types Folder Item Folder Content Types Discussion Folder Folder Content Types Summary Task Folder Folder Content Types Announcement Item List Content Types Comment Item List Content Types Contact Item List Content Types East Asia Contact Item List Content Types Event Item List Content Types Issue Item List Content Types Item System List Content Types Link Item List Content Types Message Item List Content Types Post Item List Content Types Reservations Event List Content Types Schedule Event List Content Types Schedule and Reservations Event List Content Types Task Item List Content Types Page System Page Publishing Content Types Page Layout System Page Layout Publishing Content Types Publishing Master Page System Master Page Publishing Content Types
  37. 37. Content Types – Inheritance Item Announcement Contact Event Issue Link Post Task Document Picture Folder Discussion Document Set
  38. 38. Content Types – Categories Item Document Folder Document Set
  39. 39. QUICK EXPLORATION
  40. 40. Content Types – Warning DO NOT modify the out-of-the-box content types!
  41. 41. Content Types – Considerations Site 1 Site 1.1 Site 1.1.1 Site 1.1.2 Site 1.2 Site 1.2.1 Site 1.3 • Where to define (Scope)
  42. 42. Content Types – Considerations Intranet Home IT Department HR Department Marketing Department Sales Department Benefits Team Compensation Team • Ad • Development Plan • Invoice • Offer Letter • Performance Review • Purchase Order • Salary Increase Request • Termination Letter
  43. 43. Content Types – Considerations Content Type 1 Content Type 1.1 Content Type 1.1.1 Content Type 1.1.2 Content Type 1.2 Content Type 1.2.1 Content Type 1.3 • Hierarchy (Inheritance) • Levels of abstraction
  44. 44. Content Types – Considerations • Ad • Development Plan • Invoice • Offer Letter • Performance Review • Purchase Order • Salary Increase Request • Termination Letter
  45. 45. Content Types – Considerations Document Ad Invoice Offer Letter Purchase Order Salary Increase Request Termination Letter
  46. 46. Content Types – Considerations Document HR Document Offer Letter Salary Increase Request Termination LetterAd Invoice Purchase Order
  47. 47. Content Types – Considerations Document Corporate Document Invoice Purchase Order HR Document Offer Letter Salary Increase Request Termination Letter Marketing Document Ad
  48. 48. Content Types – Considerations Document Master Document Corporate Document Invoice Purchase Order HR Document Offer Letter Salary Increase Request Termination Letter Marketing Document Ad
  49. 49. Content Types – Considerations Standard Shipping Request Expedited Shipping Request Air Freight Request International Air Freight Request Rail Freight Request Ocean Freight Request International Ocean Freight Request • Shipping Approval • Expedited Shipping Approval • Exports Authorization
  50. 50. Content Types – Considerations Shipping Request Type Shipping Approval Type Standard Shipping Request Type Standard Shipping Request Non-Standard Shipping Request Type Air Freight Request Rail Freight Request Ocean Freight Request Expedited Approval Type Expedited Shipping Request International Shipping Request Type International Air Freight Request International Ocean Freight Request • Shipping Approval • Expedited Shipping Approval • Exports Authorization
  51. 51. Content Types – Considerations Site Content Type A Content Type A in List 1 Content Type A in List 2 Content Type A in List 3 Content Type A in List 4 • Site vs. List/Library content types
  52. 52. Content Types – Considerations My Document.docx Document Content Type http://path/My%20Document.docx Link to a Document Content Type • Link-based content types
  53. 53. SITE COLUMN def·i·ni·tion [dèffə nísh'n]
  54. 54. Site Column “a reusable column definition, or template, that you can assign to multiple lists across multiple SharePoint sites”
  55. 55. Site Column a field
  56. 56. Site Columns – Types • All Day Event • Audience Targeting • Calculated • Choice • Currency • Computed • Cross Project Link • Date and Time • External Data • File • Hyperlink/Picture • Integer • Lookup • Managed Metadata • Multi-Text • Number • Number of Ratings • Person/Group • Publishing HTML • Publishing Image • Publishing Schedule End Date • Publishing Schedule Start Date • Rating (0-5) • Recurrence • Summary Links • System • Text • Yes/No
  57. 57. Site Columns – Considerations Site 1 Site 1.1 Site 1.1.1 Site 1.1.2 Site 1.2 Site 1.2.1 Site 1.3 • Where to define (Scope)
  58. 58. Site Columns – Considerations Site Column Type A Column A in List 1 Column A in List 2 Column A in List 3 Column A in List 4 • Site vs. List/Library columns
  59. 59. Site Columns – Considerations Choice Lookup Managed Metadata • When to use which type
  60. 60. Site Columns – Considerations • Plain text • Does not update • No metadata about choicesChoice Column
  61. 61. Site Columns – Considerations • ID;#Value • Does update • Metadata about choices • Projected Fields • Expand scope of List, but not across Site Collections • Possibility for cascading lookups Lookup Column
  62. 62. Lookup Columns – Considerations Site 1 Site 1.1 Site 1.1.1 Site 1.1.2 Site 1.2 Site 1.2.1 Site 1.3 • Where to define (Scope) List List
  63. 63. Site Columns – Considerations • Hierarchy of terms • Scope across site collections, web applications, farms • No metadata about choices in 2010 • Extended Properties in 2013 • Can assist with navigation • No InfoPath support • No Document Information Panel support • No Data Sheet View support • Folksonomy possibilities Managed Metadata Column
  64. 64. QUICK EXPLORATION
  65. 65. Site Columns – Considerations • Too few columns? • Too many columns? • Required/Not Required?
  66. 66. Site Columns – Considerations My Column • My%20Column My Column • mycolumn • ‘Internal Name’/Static Name vs. ‘Display Name’/Title
  67. 67. QUICK EXPLORATION
  68. 68. METADATA def·i·ni·tion [dèffə nísh'n]
  69. 69. Metadata “data about data” – dictionary.com
  70. 70. Metadata Content Types Site Columns Metadata
  71. 71. Metadata – Process 1. Identify common elements 2. Identify unique elements 3. Associate at the appropriate level(s) on the appropriate content type(s)
  72. 72. Metadata – Process Document Master Document Corporate Document Invoice Purchase Order HR Document Offer Letter Salary Increase Request Termination Letter Marketing Document Ad • Employee Name • Termination Date
  73. 73. SharePoint Building Blocks Metadata Content Types Site Columns Context Sites Libraries Lists Taxonomy
  74. 74. SharePoint Building Blocks Content Types • Use to… • Maintain consistency across libraries and lists • Isolate workflow, policies, and other settings • Information Management (Records Management) • Etc. Site Columns • Use to… • Drive views • Expose via search • Drive reports • Preserve information • Trigger workflow • Etc.
  75. 75. SharePoint Building Blocks Farm Web Application Content Database Site Collection Site List/Library Item Item Site Collection Site List/Library Item Site List/Library Item Content Database Site Collection Site List/Library Item Web Application Content Database Site Collection Site List/Library Item Item List/Library ItemSite Collection Site
  76. 76. Taxonomy/Context – Uses • Leverage security (List, Site) • Differentiate list-based workflows (List) • Segregate content (List, Site, Site Collection) • Facilitate geographic placement (Farm) • Control versioning (List) • Account for alternate authentication method(s) (Web Application) • Account for encryption (Web Application) • Etc.
  77. 77. Taxonomy/Context – Approach 1. Determine what content is needed where 2. Associate at the appropriate level(s) with the appropriate container(s)
  78. 78. Taxonomy/Context – Considerations • The content that will be stored as items • The site and list/library columns that will identify, qualify, and differentiate those items from each other • The content types that will help maintain appropriate metadata, workflow, behavior, and other settings for different kinds of items • The lists/libraries that will segregate those items within the sites • The sites that will contain those lists/libraries • The site collections that will contain those sites • The content databases that will house those site collections • The web applications that will contain those site collections • The farms that will host those web applications
  79. 79. Site Templates • Assets Web Database • Basic Meeting Workspace • Basic Search Center • Blank Meeting Workspace • Blank Site • Blog • Business Intelligence Center • Charitable Contributions Web • Contacts Web Database • Custom • Decision Meeting Workspace • Document Center • Document Workspace • Enterprise Search Center • Enterprise Wiki • FAST Search Center • Group Work Site • Issues Web Database • Multipage Meeting Workspace • Personalization Site • Projects Web Database • Publishing Site • Publishing Site with Workflow • Records Center • Social Meeting Workspace • Team Site • Visio Process Repository
  80. 80. Library Templates • Asset Library • Dashboards Library • Data Connection Library • Document Library • Form Library • Picture Library • Record Library • Report Library • Slide Library • Wiki Page Library
  81. 81. List Templates • Announcements • Calendar • Contacts • Custom List • Custom List in Datasheet View • Discussion Board • External List • Import Spreadsheet • Issue Tracking • Links • PerformancePoint Content List • Project Satisfaction Survey • Project Tasks • Status List • Survey • Tasks
  82. 82. Content Type Publishing Advantages • Manage ‘Enterprise Content Types’ across site collections, web applications, and farms • High governance/control • Higher reuse Disadvantages • Inheritance/Publishing • Workflows • Lookup Columns • Backup/Restore/Disaster Recovery
  83. 83. Exercise Taming Your Taxonomy in SharePoint
  84. 84. Deduction Management Site Deduction Library Customer Operations Site Deduction Contract Library Advertisement Library Billback Library Syndicated Data Library Spin Report Library Scan Data Library Markdown Funds Library Repay Library Markdown Funds Site Contract Advertisement Billback Repay Scan Data Spin Report Syndicated Data Customer Customer Customer Customer Customer Customer Customer Deduction Type Customer Date Requested Date Range Start Date Range End Contract Documents Advertisement Documents Billback Documents Deduction Number Repay Documents Scan Data Documents Spin Report Documents Syndicated Data Documents Product Category Markdown Deduction Status
  85. 85. Exercise • Addendum • Amendment • Annual Report • Change Request • Collateral • Contract • Customer • Exhibit • Holiday • Invoice • Master Services Agreement • Memorandum • Non-Disclosure Agreement • Policy • Proposal • Prospectus • Purchase Order • Resume • Schedule • Statement of Work • Supplier • Tax Return
  86. 86. Wrapping Up Taming Your Taxonomy in SharePoint
  87. 87. Wrapping Up Content Architecture Taxonomy
  88. 88. Wrapping Up Taxonomy Structure Organize Label Categorize Group
  89. 89. Wrapping Up Taxonomy Findability Usability
  90. 90. Users move pretty fast. If you don’t stop and think about this stuff before you let them into your SharePoint sites, you could end up with a mess. © 1986 Paramount Pictures
  91. 91. TAMING YOUR TAXONOMY 1. PLAN AHEAD 2. DOCUMENT IT 3. FOLLOW YOUR GOVERNANCE POLICY © 1986 Paramount Pictures
  92. 92. They’ll all think you’re a righteous dude. © 1986 Paramount Pictures
  93. 93. Questions Taming Your Taxonomy in SharePoint
  94. 94. Reference Taming Your Taxonomy in SharePoint
  95. 95. Key SharePoint Limits • Boundary: Static limits that cannot be exceeded by design • Threshold: Configurable limits that can be exceeded to accommodate specific requirements • Supported: Configurable limits that have been set by default to a tested value
  96. 96. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Farm Content Databases Supported Not Specified 500 Site Collections Supported Not Specified 500,000 Personal Sites 250,000 Non-Personal Sites Web Application Content Databases Supported 300 Not Specified Site Collections Supported 250,000 Not Specified Content Database Size Supported 200 GB – 4 TB 200 GB – 4 TB Site Collections Supported 5,000 10,000 Total Sites 2,500 Non-Personal Sites Items Supported 60,000,000 60,000,000
  97. 97. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Site Collection Sites Supported 250,000 250,000 SharePoint Groups Supported 10,000 10,000 Users Supported 2,000,000 2,000,000 Site Subsites Threshold 2,000 2,000 Lists or Libraries 5,000 Not Specified Blog Posts Supported 5,000 5,000 Blog Comments Supported 1,000 1,000
  98. 98. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 List or Library Items Supported 30,000,000 30,000,000 Items in a Folder 5,000 Not Specified Items in a View Threshold 5,000 5,000 Joins in a View Threshold 8 8 Unique Security Scopes Threshold 50,000 50,000 Columns Threshold 276 Single Line of Text 192 Multiple Lines of Text 276 Choice 72 Number 72 Currency 48 Date and Time 96 Lookup 96 Yes/No 96 Person or Group 138 Hyperlink or Picture 48 Calculated 94 Managed Metadata 276 Single Line of Text 192 Multiple Lines of Text 276 Choice 72 Number 72 Currency 48 Date and Time 96 Lookup 96 Yes/No 96 Person or Group 138 Hyperlink or Picture 48 Calculated 94 Managed Metadata
  99. 99. Key SharePoint Limits Limit Limit Type SharePoint 2010 SharePoint 2013 Document Size Boundary 2 GB 2 GB Major Versions Supported 400,000 400,000 Minor Versions Boundary 511 511 Coauthoring Concurrent Editors Threshold 10 10 Page Web Parts Threshold 25 25 Security SharePoint Groups per User Supported 5,000 5,000 Active Directory Groups or Users per SharePoint Group Supported 5,000 5,000
  100. 100. Links SharePoint 2010 SharePoint 2013 SharePoint Online Resources for IT Pros bit.ly/SP10-Resources bit.ly/SP13-Resources bit.ly/SPO-Resources Features and Editions bit.ly/SP13-Service bit.ly/SPO-Service Limits and Boundaries bit.ly/SP10-Limits bit.ly/SP13-Limits bit.ly/SPO-Limits SharePoint Maturity Model www.sharepointmaturity.com Guidance for Modifying Pre-Defined Taxonomy bit.ly/17KHAuw Discontinued Features and Functionality bit.ly/1bhrLKr
  101. 101. Links My Knowledge Management (KM) Resources Click Here My Enterprise Content Management (ECM) Resources Click Here My Web Content Management (WCM) Resources Click Here My SharePoint Resources Click Here My Records Management Resources (RM) Click Here

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